HVAC Materials and Supplies

The City of Pasadena's Department of Public Works, Building Systems, and Fleet Management Division (BSFMD) is soliciting competitive bids for HVAC Materials and Refrigeration Supplies. The procurement covers 17 specific line items including contactors, transformers, flow switches, capacitors, actuators, VFDs, and mini-split systems, with quantities ranging from 1 to 12 units per item. Bidders must have a stocked warehouse within 15 miles of the Public Works City Yard or provide next-day delivery twice weekly at no additional cost. The contract will have an initial term of one year from the date of execution, with electronic submissions required through the City's eProcurement Portal by the bid submission deadline of 2:00 pm on Monday, July 17, 2023. Vendors must provide unit pricing for each line item and a percentage discount on universal HVAC parts, with pricing remaining valid for 120 days. Key qualifications include the ability to provide emergency call-out services, warehouse stock verification, and brand substitution capabilities subject to BSFMD's final approval. The estimated annual spend for universal HVAC parts is $6,000, with a 10.25% sales tax rate applied.

The solicitation includes several set-aside and compliance requirements that may impact vendor eligibility, particularly federal regulations such as HUD's Section 3 provisions. Contractors must comply with local requirements including the Living Wage Ordinance and Equal Employment Opportunity provisions. Section 3 regulations mandate that at least 25% of total labor hours be worked by Section 3 workers and 5% by Targeted Section 3 workers, with specific income eligibility criteria for Los Angeles County. Vendors must also submit a Unique Entity Identifier (UEI) from SAM.gov, with failure to do so potentially rendering the bid non-responsive. Additional compliance documents include HUD Federal Labor Standards Provisions, non-collusion declarations, and workforce utilization forms. Bidders must also be prepared to complete documentation related to lobbying activities and potential federal labor standards. While no specific incumbent vendors are mentioned, the procurement process emphasizes transparency, diversity, and fair business practices in the contracting procedures.