Workspace and Conference Room Seating

The City of Pasadena is soliciting bids on workspace and conference room seating for Pasadena Water and Power locations, with proposals due August 14, 2026 at 3:00 p.m. under an Informal Selection process.

The scope comprises 70 9 TO 5 Vault 1460 Task Chairs with arms and 30 9 TO 5 Clary mesh back guest chairs with fixed arms, plus delivery and installation to multiple PWP sites within Pasadena. Task chairs must meet ANSI/BIFMA X5.1-2017 standards and include adjustable lumbar support, height adjustment, armrest adjustment, seat depth adjustment, and backrest recline. Guest chairs must feature professional ergonomic design with high-density foam padding and minimum 300 lb weight capacity. Both types require minimum 5-year factory warranties covering parts and labor. The vendor must provide on-site assembly, installation, consultation, customization options, and ongoing maintenance support throughout the warranty period. Deliveries must occur within 20 business days of purchase order placement during normal business hours (Monday–Thursday and every other Friday, 8:00 a.m. to 4:30 p.m.).

Vendors must demonstrate relevant experience with two similar government projects and maintain a Pasadena Business License if conducting business within the City. Contracts exceeding $25,000 trigger compliance with the Living Wage Ordinance and minimum wage requirements. Selected vendors must submit an IRS Form W-9, proof of insurance, and required bonds within 10 calendar days of notification. Vendors must register in SAM.gov and provide a valid UEI.

Evaluation is based on lowest grand total price among responsive and responsible bidders. Pricing proposals must include all costs for chairs, delivery, and installation with sales tax calculated at 10.5%. Payment terms are Net 30. The contract runs September 14, 2026 through June 30, 2027. Defective materials must be replaced at no cost to the City. Questions are due July 31, 2026 at 5:00 p.m. Federal lobbying certifications and disclosures are required.