Preventative Maintenance and Repair Services for Heavy-Duty Fleet Vehicles and Equipment

The City of Pasadena Public Works Department, Building Systems and Fleet Management Division is soliciting quotes for preventative maintenance, diagnostics, inspections, troubleshooting, and repair services for heavy-duty fleet vehicles and equipment, with proposals due August 12, 2026 at 3:00 p.m., and questions due August 5, 2026 at 2:00 p.m.

Services cover Ford Class 6–8 (F-650/F-750), Chevrolet/GMC Class 4–7 (4500HD through 7500HD), and Freightliner Class 6–8 models (M2, 108SD, 114SD, Cascadia, and 122SD). Work is generally performed at the contractor's service facility; the City may request mobile onsite service at City locations when operationally appropriate and will arrange transportation to and from the contractor's facility. Contractors must respond to emergency repairs with immediate response, priority repairs within one business day, routine repairs within two business days, and schedule preventative maintenance at mutually agreed dates.

Pricing is structured around labor rates: standard labor hours (Monday–Friday, 7:00 a.m. to 5:00 p.m., excluding holidays), overtime labor hours (before 7:00 a.m. or after 5:00 p.m., Monday–Friday), emergency labor hours (immediate response outside standard hours including weekends and holidays), and mobile service hours. Bidders submit unit costs and total pricing for 75 standard hours, 10 overtime hours, 5 emergency hours, and 10 mobile service hours through the City's eProcurement Portal. Award goes to the responsive and responsible bidder with the lowest grand total price.

The contract term runs from August 12, 2026 through June 30, 2027. Price adjustments at renewal are limited to the Consumer Price Index for the preceding 12 months. Contractors must obtain a Pasadena business license if conducting business within City limits more than ten times; fewer than ten visits incur 33 percent of the annual fee. The City pays invoices on Net 30 and requires compliance with the Pasadena Living Wage Ordinance for contracts exceeding $25,000 and City-wide minimum wage. Contractors must provide factory warranties on all materials and are responsible for removal and replacement of defective materials at no cost to the City. Minimum insurance requirements are $500,000 coverage with the City named as additional insured. Contractors must submit a Relevant Experience Form demonstrating past performance on comparable fleet maintenance projects.