HVAC Refrigerant and Related Supplies

The City of Pasadena, Department of Public Works (Building Systems & Fleet Management Division), is requesting bids for HVAC refrigerant and related supplies with bids due July 23, 2026 at 2:00 p.m. and questions due July 16, 2026 at 2:00 p.m. This procurement is tied to federal FEMA emergency procedures and requires submission of a Federal Required Certification under 44 C.F.R. Part 18 and 31 U.S.C. Section 1352, along with a Standard Form-LLL disclosure of any lobbying activities.

The scope covers six refrigerant types (R-407C, R-454B, R-410A, R-22, R-134A, R-32) in various cylinder sizes, quantities ranging from 5 to 12 units per line item, and five Fieldpiece diagnostic tools. All materials must be new, not reclaimed, and comply with EPA and AHRI certification requirements. Deliveries must be completed within three business days of order placement to 345 W. Mountain Street, Pasadena, California 91104, Monday through Thursday between 8:00 a.m. and 3:00 p.m. The vendor must provide Safety Data Sheets compliant with California Code Regulations, arrange delivery equipment, and replace defective items within three business days at no additional cost.

The contract commences July 28, 2026 and concludes June 30, 2027, with no renewal options mentioned. Award goes to the responsive and responsible bidder offering the lowest grand total price. Payment terms are Net 30. The City reserves the right to adjust unit prices based on the Consumer Price Index at the conclusion of the first contract year.

Bidders must submit a Relevant Experience Form documenting five similar projects, a Unique Entity Identifier (UEI) from SAM.gov, a completed IRS Form W-9, a Pasadena Business License if required, and proof of insurance within 10 calendar days of notification as recommended vendor. All bids must be submitted electronically through the City's eProcurement Portal with pricing that includes delivery, truck, pallet, and related charges. Standard City of Pasadena required forms (Vendor Questionnaire, Project Workforce Utilization, and legal-status certification) apply. A DoIT Technical Questionnaire may apply if technology solutions integrate with City systems.