Light to Medium Duty Vehicle Collision Repair

The City of Pasadena is issuing this Request for Information (RFI) to gather industry input from qualified vendors and stakeholders regarding collision repair, bodywork, painting, refinishing, and related services for light- and medium-duty municipal fleet vehicles. The purpose of this RFI is to obtain feedback and recommendations from the industry regarding current service practices, operational standards, qualifications, certifications, equipment capabilities, warranty practices, turnaround expectations, electric vehicle repair requirements, and other industry best practices associated with municipal fleet collision repair services. This RFI is intended solely for information gathering and planning purposes.

Project Details

• Reference ID: 2026-RFI-0333
• Department: Public Works Department, BSFMD
• Department Head: Greg de Vinck (Director)

Important Dates

• Questions Due: 2026-07-09T23:00:00.000Z

Evaluation Criteria

• Light to Medium Duty Vehicle Collision Repair Services RFI —

  The City of Pasadena seeks information from qualified vendors regarding industry practices, qualifications, operational capabilities, and service standards associated with providing collision repair and refinishing services for municipal light- and medium-duty fleet vehicles. Responses received may assist the City in evaluating existing specifications, understanding current market capabilities, identifying best practices, and developing future solicitation documents that are fair, competitive, operationally effective, and aligned with industry standards.

• General Instructions —

  The information obtained from this RFI process may contribute to, and be used for, the guidance of a formal solicitation. The City is interested in identifying whether Contractors responding to this RFI are ultimately willing to respond to a formal solicitation, and potentially accomplish the tasks described in this RFI.  THERE WILL BE NO CONTRACT AWARDED AS A RESULT OF THIS RFI PROCESS. This RFI is a public solicitation of information designed to assist the City in determining an optimal solution and procurement strategy.

  No payment shall be made to individuals, contractors, suppliers, or manufacturers that represent for information and solutions provided in response to this RFI.

• Early Preparation for Submission —

  We value your participation in this solicitation and want to ensure you have every opportunity to present your response in the manner instructed in this solicitation.  It is important that you submit a complete response prior to 3:00 pm on Thursday, July 30, 2026 through this eProcurement portal.  We strongly advise against waiting to within the last three days of the submittal deadline to begin working on your response. Starting early on your response increases time to:

  • Thoroughly review all requirements and the entire solicitation document.
  • Gather, organize, and complete the necessary documents for submittal.
  • Address any unforeseen technical issues that may arise during the preparation or submittal of your response.

  Delaying your response may result in errors, or can cause you to miss the submission deadline.  Either of which can negatively impact your submittal or cause your submittal to not be accepted.

• General Instructions —

  The information obtained from this RFI process may contribute to, and be used for a publicly available resource list.  The City is interested in identifying whether respondents to this RFI are ultimately willing to have their information shared with targeted groups below as described in this RFI. THERE WILL BE NO CONTRACT AWARDED AS A RESULT OF THIS RFI PROCESS. This RFI is a public solicitation of information designed to assist the City in sharing information as described in the scope of work in this RFI.

  No payment shall be made to individuals, contractors, suppliers, or manufacturers that represent for information and solutions provided in response to this RFI.

• Scope —

  Vehicles potentially covered under future solicitations may include, but are not limited to:

  • Police department vehicles
  • Fire department support vehicles
  • Passenger vehicles
  • Light-duty trucks
  • Sport Utility Vehicles (SUVs)
  • Hybrid vehicles
  • Electric vehicles (EV)

  The City is requesting information related to the following areas:

  1. Licensing and Regulatory Compliance
  2. Certifications and Qualifications
     
     1. Original Equipment Manufacturer (OEM) certifications
     2. National Institute for Automotive Service Excellence (ASE) certifications
     3. EV and hybrid repair certifications
     4. Technician training standards
     5. Recommended minimum qualifications for municipal fleet repair work
  3. Facility Capabilities and Equipment
  4. EV and Hybrid Repair Services
  5. Parts Usage Practices
  6. Municipal Fleet Experience
  7. Service Levels and Operational Practices
  8. Warranty and Quality Assurance Practices
  9. Paint and Refinishing Practices
• Resource List —

  If the information gathered through this RFI meets the requirements included in the Scope of Work, the information may be shared with no less than the following groups:

  TBD

• Training Resources for Vendors: —

  Screen Shots:

  Instructions for the new eProcurement System: The following link will help you Get Started (https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9) and will include vendor guides for using the system.  Below are additional screen shots for support.

  All Video Guides: OpenGov Procurement Vendor Training

  1. New Supplier Account
  2. Submit a Bid or Proposal
  3. Updating Your Company Designation on a Solicitation
     
  4. Vendor Selection of Category Codes
  5. How To Subscribe To Organizations And Find Active RFPs & Bids
  6. Login Process
  7. How to Edit or Withdraw your Proposal after it's been Submitted
  8. How to Submit a Question
  9. Viewing Bid Results 

  Video Trainings

   

• Definitions —

  Light Duty: vehicles with a Gross Vehicle Weight Rating (GVWR) between 0 – 10,000 pounds (lbs.)

  Medium Duty: vehicles with a GVWR between 10,001 – 26,000 lbs.

  Heavy Duty: vehicles with a GVWR 26,001 and over

• Non-Procurement Related Instructions —

  Responses or any information received as a result of this RFI are not transferrable to any other solicitations or public procurements released by the City of Pasadena.  Respondents added to any list resulting from this RFI are not considered "pre-qualified" for any other solicitation or public procurements released by the City of Pasadena.

• OpenGov Technical Support —

  Technical support for an eProcurement system plays a vital role in ensuring smooth operations.  You can call or email technical support using the information below.

  • Phone: (650) 336-7167
  • Email: support@support.opengov.com
  • Issue Log: https://opengov.my.site.com/support/s/contactsupport/incident
  • Live Chat: Click on the circle blue icon at the bottom right of the screen.
• Internet Access —
  1. The City cannot guarantee the availability of equipment used for Solicitation Submission to provide information or receive transmittals. It is the Respondent’s responsibility to ensure that all information is current and that the Submission is complete, accurate, and received in accordance with the instructions outlined in this solicitation prior to the stated deadline. The City is not responsible for the confidentiality of information transmitted over the Internet.
  2. Respondents are responsible for reviewing their status within the eProcurement system and ensuring that all contact information and notification preferences are current.
  3. To support a timely and successful submission, the City strongly advises against waiting until the final two days before the deadline to begin preparing or submitting your response.
• Electronic Submission and Delivery Instructions —

  Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 3:00 pm, Thursday, July 30, 2026. Please upload all required documents as instructed in the section named Submittals/Checklist sufficiently early electronically through the city's eProcurement Portal before the time and day listed in this solicitation. Responses must be received in the system prior to the deadline.

  The Specification or Scope of Work included in this Notice shall be considered part of any contract made pursuant thereunder.

• Withdrawal of Proposal —

  Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 3:00 pm on Thursday, July 30, 2026.

• City Changes to the Solicitation Documents —

  The City reserves the right to change any part of these Instructions and Scope of RFI any time prior to the bid opening. Any changes shall be in the form of addenda and will become a part of the solicitation. Addenda shall be made available to each Respondent. A Bidder's or Proposer's failure to address the requirements of the addenda may result in the response not being considered. If the City determines that a time extension is required, the addenda will give the new submission date.

  Addenda shall be acknowledged via the City'seProcurement Portal for the project named "Light to Medium Duty Vehicle Collision Repair." Project ID: 2026-RFI-0333.  Respondent's can view a list of addenda released by the City by clicking on "Addenda & Notices." While drafting a response, there is a section for "Addenda Confirmation" where Respondent's must acknowledge each addenda released.

• Deadline for Questions —

  The deadline to submit questions related to this solicitation is Thursday, July 9, 2026, prior to 4:00 pm.

  Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

• Follow these simple steps to submit your proposal electronically: —

  If you are already registered and need help logging in or retrieving your user information utilize the blue chat bubble visible on the lower right hand corner of the screen.

  Click on the hyperlink for the City's eProcurement Portal to create your vendor profile.

  Electronic Submission of Bids

  All Proposers are required to submit their bid pricing electronically via the city's eProcurement Portal. The electronic system will close submission exactly at the date and time set forth in this solicitation or as changed by addenda. In addition, your bid must be submitted via the eProcurement Portal.

  Proposers are responsible for submitting and having their bid accepted before the closing time set forth in this solicitation or as changed by addenda. NOTE: It is the Proposer's sole responsibility to ensure their bid and document(s) are uploaded, transmitted, and arrive in time electronically. The City will have no responsibility for bids that do not arrive in a timely manner, no matter what the reason.

  Upon closing of the Bid, Bid Results will be available on the City's eProcurement Portal.

  In the case of a discrepancy between the electronic bid schedule (pricing) and any uploaded Bid schedule document or pricing, the electronic bid schedule will be the accepted bid.

  Steps to Submit Your Electronic Proposal:

  To submit an offer to the City, vendor must begin by clicking on the green DRAFT PROPOSAL button.

  https://procurement.opengov.com/portal/pasadena/projects/268634

  1. Acknowledge all Addenda

  2. Accept City of Pasadena Terms and Conditions Message

  3. Answer all required vendor questions. 

  4. Upload all required forms. Proposer may save their work and return.

  5. Review your work and submit proposal when ready.

  6. You will receive a confirmation email from OpenGov upon receipt of your bid/proposal.

  7. Proposer may withdraw their bid at any time prior to 3:00 pm on Thursday, July 30, 2026.

   

  Note: If an addenda is issued after a response has been submitted, Proposer or bidder must return to take steps below. Failure to do both steps will result in an invalidated offer.

  1- Acknowledge the new addenda; and

  2- Resubmit your bid through the City's eProcurement Portal.

   

  Do Not upload a Zip File: Unzip Your Files
  Note: If your files are [zipped or] in a zip folder, you may need to unzip the files before uploading.  The following instructions may be helpful to do so.
  1. Open File Explorer, and find the zipped folder.
  2. To unzip the entire folder, right-click to select Extract All, and then follow the instructions.
  3. To unzip a single file or folder, double-click the zipped folder to open it. Then, drag or copy the item from the zipped folder to a new location.
   
• Vendor Registration Instructions & Customer Service information: —

  Click here to register onto the City's eProcurement Portal hosted by OpenGov.

  If you are already registered and need help logging in or retrieving your user information simply click on the blue chat bubble on the lower right hand corner of your screen or contact OpenGov at procurement-support@opengov.com for help at any time.

  Customer Service

  For assistance with e-bidding or uploading documents: Contact OpenGov via the blue chat bubble on the lower right hand corner of your screen or email at procurement-support@opengov.com.

  Monday through Friday 5 am - 5 pm PST, except statutory holidays-- response time is typically less than ten minutes.

• Surety2000 Instructions —

  If a bid bond is required, below are instructions for utilizing Surety2000 to submit an electronic bid bond.

  Video Trainings:

  • How a Contractor Registers with Surety2000:  https://drive.google.com/file/d/1SCj8obRykze8hIIrG84yYD5Wbod7ZQuR/view
  • How to Create a Bond: https://drive.google.com/file/d/1_ZphPelkFAhVhYhUdpKU1sC1xpNjVnf3/view
  • How to Sign the Bond: https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-9P/view

   

  Bid Bond Instruction:

  Bidders must provide all required information for the City to verify the bond with their bid. The bond must meet the following requirements and characteristics: Bid security in the amount of five percent (5%) of the total bid price in the form of a redeemable or callable electronic surety bond, meeting City requirements, must accompany all bids. If the Bidder to whom the contract is awarded shall for fifteen (15) calendar days after such award fail or neglect to enter into the contract with the required insurance documentation, submit the Construction & Demolition Waste Management Plan, and file the required bonds, the City may deposit in its treasury said bid security and, under no circumstances, shall it be returned to the defaulting Bidder. Failure to return signed contract with all the attachments stated above may result in having the project awarded to the next lowest bidder.

  Here is what bidders must provide to their bonding agent when trying to setup a bid bond for the City of Pasadena: The Project ID of the solicitation on which you are bidding. Your Contractor Vendor ID which is your Federal Tax ID or it’s equivalent. Both fields are required for validation. If you are having trouble finding these ID’s, please contact Surety2000 at 1-800-660-3263 or email help@surety2000.com

Submission Requirements

• Please describe Your Company Experience?
• Business Licenses and Regulatory Compliance
• Please indicate which of the following your company currently maintains (check all that apply):
• Industry, and Technician Certifications
• Industry Certifications - Facility Certifications
• Technician Certifications
• Which certifications do you believe should be required for municipal fleet repair contracts?
• Facility Capabilities and Equipment
• Please indicate which capabilities your facility currently maintains (check all that apply):
• Electric Vehicle and Hybrid Repair Capabilities
• Does your company currently perform repairs on electric and/or hybrid vehicles?
• Please indicate the following capabilities:
• Parts Usage Practices
• Structural Components
• Non-Structural Components
• Should public agencies require OEM-only structural components?
• Government and Fleet Experience
• Please indicate the types of fleets your company has serviced within the past five (5) years
• Subcontractor policy, do you use them? How do you ensure quality?
• What is the typical pricing methodology, hourly rates by category, parts park-up, etc.
• Do you offer a guarantee on paint match, structural integrity, or corrosion protection?
• What warranty do you provide on workmanship? On parts?
• Emergency/Priority Service: Ability to provide expedited repairs for mission critical vehicles.
• Procedures for securing vehicles and keys.
• Service Levels and Turnaround Times - Estimate Preparation
• Average Repair Completion Time
• Services Provided
• Are there any barriers that might prohibit you from bidding? If so, please explain.
• Non-Procurement Selection (required)
• With whom will this list be shared? (required)
• License Requirements (required) —

  Please indicate the specific license requirements.  For example, "C-10 Electrical Contractor; and C-36 Plumbing Contractor."

• Include Pricing Proposal (required)