GPS Asset Tracking Solution

The City of Pasadena's Department of Public Works is requesting proposals for a GPS asset tracking solution for its fleet of approximately 1,100 vehicles and equipment, with proposals due October 21, 2026 at 12:00 PM and questions due September 16, 2026 at 12:00 PM. The City has a strong preference for a SaaS/cloud/hosted solution.

A 5-point local Pasadena business preference and 5-point small or micro-business certification preference apply in evaluation. Vendors must be registered in SAM.gov and provide a Unique Entity ID; failure to submit renders the response non-responsive. Delivery of services shall commence no more than 90 days after the City purchase order.

The scope requires comprehensive real-time geolocational tracking and telematic hardware and software services, covering approximately 750 device installations and 500 deinstallations across the fleet. The vendor must provide all hardware, software, telematics data storage, training, technical support, data management, and system enhancements. Implementation and deployment must be completed within 200 days of project kickoff. The City of Pasadena's Department of Information Technology has issued technical questionnaire requirements addressing security (SSAE18 SOC 2, encryption, authentication, multi-factor authentication), integration with Active Directory and SSO, and compliance with standards such as HIPAA and CJIS where applicable. For cloud solutions, vendors must address externally hosted specifications; for on-premises solutions, compliance with HP Proliant DL servers, Windows Server 2016 or greater, Nutanix AHV virtualization, and a Pre-Deployment Certification process of up to 30 days.

The contract term is five years commencing January 2027. Evaluation is weighted as follows: System Requirements (20 points), Ability to Provide Services and Meet Requirements (40 points), Price (30 points), Local Pasadena Business preference (5 points), and Small or Micro-Business certification (5 points). Pricing uses a ratio method, with the lowest-cost proposal receiving maximum points. Contracts exceeding $250,000 require City Council approval; contracts between $75,000 and $250,000 require City Manager approval. The City is subject to prevailing wage ordinances, living wage requirements for contracts exceeding $25,000, and minimum wage requirements under Pasadena Municipal Code. Vendors must submit Relevant Experience documentation covering five prior projects of similar scope and size with complete owner contact information, conflict of interest certifications, disqualification disclosures under California Public Contract Code Section 10162, and designated representatives and key personnel forms.