Fleet Automotive and Truck Replacement Parts

The City of Pasadena Public Works Department, Building Systems and Fleet Management Division is seeking qualified contractors to furnish and deliver automotive, light-duty truck, medium-duty truck, and heavy-duty truck replacement parts and repair consumables on an as-needed basis, with bids due August 17, 2026 at 3:00 p.m. and questions due August 10, 2026 at 2:00 p.m. A 1.75% deduction on the taxable portion applies to bids from local Pasadena businesses that qualify for sales and use tax refunds.

The scope encompasses engine components, cooling and fuel system parts, filtration, brake and air brake components, steering and suspension components, electrical and lighting components, body and collision repair parts, medium and heavy-duty truck components, and repair consumables. The solicitation includes a market basket of 101 line items representing approximately 30% of the estimated total contract value. The contractor must treat the City as a most-favored customer, provide current catalogs with per-unit pricing, maintain the ability to locate discontinued and hard-to-find parts, and furnish factory warranties with repair or replacement of defective items at no cost to the City. Orders placed before 12:00 p.m. must be delivered within three hours; orders after 12:00 p.m. must be delivered by end of next business day. All deliveries go to City Yards at 323 West Mountain Street, Pasadena, California 91103.

The contract term is five years from execution with no optional extension periods. Unit price increases at contract-year conclusion are capped at the regional Consumer Price Index for the preceding 12 months. Bids will be evaluated on lowest grand total price from responsive and responsible bidders, with consideration of quality, contractor capacity, ability to perform promptly, financial resources, character and integrity, previous performance, and litigation history.

Contractors must hold a Pasadena Business License, comply with California Department of Industrial Relations requirements, submit a Unique Entity Identifier (UEI) from SAM.gov, provide a Non-Collusion Declaration, and comply with the City's Living Wage Ordinance if the contract includes services and equals or exceeds $25,000. Federal lobbying certifications under 44 C.F.R. Part 18 and Standard Form-LLL are required.