Supply of Fluid Analysis Kits and Laboratory Testing Services for Heavy-Duty Vehicles and Equipment

The City of Pasadena Public Works Department, Building Systems and Fleet Management Division is seeking a qualified vendor to provide fluid sampling kits and laboratory testing services for city-owned heavy-duty vehicles and equipment on an as-needed basis throughout Fiscal Year 2027, with proposals due November 2, 2026 at 3:00 p.m. Questions are due October 26, 2026 at 2:00 p.m.

The scope requires the vendor to supply sampling kits for motor oil, power steering fluid, engine coolant, transmission fluid, and hydraulic fluid (10 units each as an initial order, with additional kits delivered within ten business days of order placement). City personnel will collect samples and return completed kits to the vendor's laboratory using prepaid shipping materials provided by the vendor. The vendor must deliver laboratory analysis results and recommendations electronically via email within five business days of sample receipt. This is an informal solicitation.

The contract runs from November 2, 2026 through June 30, 2027. All services are funded by the City of Pasadena. No specific contract value or budget range is stated. Delivery location is 323 West Mountain Street, Pasadena, California 91103, between 7:00 a.m. and 5:30 p.m. on business days. Net 30 payment terms apply.

Evaluation will be based on lowest grand total price from responsive and responsible bidders. If the contract total meets or exceeds $25,000 and includes services, the Pasadena Living Wage Ordinance applies.

Bidders must submit the Vendor Questionnaire (Form AA-1) with equal opportunity employment certification; a Relevant Experience Form with five completed project references; a UEI obtained from SAM.gov; an IRS Form W-9; proof of insurance prior to award; and a Pasadena Business License if required. The DoIT Technical Questionnaire is mandatory if any IT solution will reside on, integrate with, or impact City servers or networks. Federal certifications regarding lobbying activities (31 U.S.C. Section 1352) are required. Contractors must maintain factory warranties on all materials and replace defective or damaged kits at no cost to the City. Price increases are limited to the Consumer Price Index for the preceding 12 months.

Proposals must be submitted electronically through the City's eProcurement Portal.