Light/Medium Duty Transmission Repair & Exchange Services

PURCHASING OFFICE
1149 ELLSWORTH DR., SUITE 400
PASADENA. TEXAS 77506
713-475-5532
FAX 713-920-7938
SUBMIT TO:
CITY OF PASADENA
CITY SECRETARY'S OFFICE Invitation for Bids (IFB)
1149 Ellsworth DR., SUITE 200
PASADENA, TX 77506
MAILING DATE TITLE NUMBER CLOSING DATE & TIME
June 24, 2026 Light/Medium Duty Transmission IFB # 26-021 July 13, 2026 by
Repair & Exchange services BID WRITER 4:00 pm
Cheyenne Keltch, Buyer II
PRE-BID DATE, TIME AND LOCATION
N/A
NAME OF PARTNERSHIP, CORPORATION OR INDIVIDUAL TAXPAYER IDENTIFICATION NUMBER
MAILING ADDRESS NO BID: If not submitting a bid, state reason below and return one copy of this form
CITY-STATE-ZIP
PH: EMAIL:
FX: WEB ADDRESS:
TOTAL BID AMOUNT: Delivery: Calendar days after receipt of Purchase Order:
days (ARO)
Bids are firm for Acceptance for 90 days Payment Terms:
Yes No Other % , net
I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid for the same
materials, supplies, or equipment and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this bid and certify that I
am authorized to sign this bid for the bidder. In submitting a bid to the City of Pasadena the bidder offers and agrees that if the bid is accepted, the
bidder will convey, sell, assign or transfer to the City of Pasadena all rights, titles and interest in and to all causes to action it may now or hereafter
acquire under the Anti-trust laws of the United States and the State of TX for price fixing relating to the particular commodities or services purchased or
acquired by the City of Pasadena. At the City's discretion, such assignment shall be made and become effective at the time the City tenders final payment
to the bidder.
AUTHORIZED SIGNATURE DATE PRINTED NAME/TITLE
Please initial by all that apply. I acknowledge receipt of the following addendum
Addendum #1 Addendum #2 Addendum #3 Addendum #4
Please note the following:
* This page must be completed and returned with your bid
* Bids must be submitted in a sealed envelope, marked with bid number & closing date.
* Bids received after the above closing date and time will not be accepted.

Legal Notice
NOTICE TO BIDDERS
BID NO. 26-021
The City of Pasadena, Texas intends to purchase and invites you to submit a sealed bid for:
Light/Medium Duty Transmission Repair & Exchange services
Sealed bids, one (1) original and one (1) copy, will be received by the City of Pasadena, Texas on or before
4:00 p.m. CST, Monday, July 13, 2026 in the Office of the City Secretary, 1149 Ellsworth Dr., Suite 200,
Pasadena, Texas 77506. Bids will be publicly opened and read on July 14, 2026 at 3:00 p.m. in at
1149 Ellsworth Dr. 2nd floor conference room.
Invitation for Bids documents may be obtained via the Internet by contacting DemandStar.com or from the
City of Pasadena Purchasing Department web page at www.pasadenatx.gov. If you do not have Internet
access, you may obtain the documents by contacting the Purchasing Office at 1149 Ellsworth Dr.,
Pasadena, Texas, 77506, (713) 475-5532.
Bids may be either mailed or hand delivered to the City Secretary's Office, 1149 Ellsworth Dr., Suite 200,
Pasadena, TX 77506. Any bids received after the above stated time will be returned to the bidder
unopened.
The City Council reserves the right to waive any informalities or minor irregularities; reject any and all bids
which are incomplete, conditional, obscure, or which contain additions not allowed for; accept or reject any
bids in whole or in part with or without cause; and accept the bid which best serves the City.
CAUTION: It is the bidder's/proposer's responsibility to ensure that bids are received in the City Secretary's
Office prior to the date and time specified above. Receipt of a bid in any other City office does not satisfy
this requirement.
Published in the Pasadena Citizen & on the City of Pasadena Website
Publish: June 24, 2026 & July 1, 2026

Commodity Code: 928-85, 060-69 , 94 IFB #26-021 Light/Medium Duty Transmission Repair & Exchange services
CITY OF PASADENA
PURCHASING OFFICE
TABLE OF CONTENTS
STANDARD PURCHASE DEFINITIONS (IFB) ........................................................................................................... 1
GENERAL REQUIREMENTS FOR BIDS .................................................................................................................... 2
SPECIAL CONDITIONS ............................................................................................................................................. 10
SPECIFICATIONS ...................................................................................................................................................... 11
BID PRICING SHEET ................................................................................................................................................. 13
DEVIATION & COMPLIANCE SIGNATURE FORM.................................................................................................. 17
NON-COLLUSION AFFIDAVIT .................................................................................................................................. 18
SOLICITATION QUESTIONNAIRE............................................................................................................................ 19
BIDDER REFERENCES ............................................................................................................................................. 20
LOCAL BIDDER PREFERENCE CLAIM FORM ....................................................................................................... 21
FOR DISADVANTAGED BUSINESS ENTERPRISES ONLY ................................................................................... 23
BIDDER CHECKLIST ................................................................................................................................................. 24
BID LABEL ................................................................................................................................................................. 25
APPENDIX A .............................................................................................................................................................. 26

Commodity Code: 928-85, 060-69 , 94 IFB #26-021 Light/Medium Duty Transmission Repair & Exchange services
CITY OF PASADENA
PURCHASING OFFICE
STANDARD PURCHASE DEFINITIONS (IFB)
The City will use the following definitions in instructions to bidders, terms and conditions, special provisions, technical specifications and any other
solicitation documents.
Whenever a term defined by the Uniform Commercial Code, as enacted by the State of Texas, is used in the Contract, the UCC definition shall
control, unless otherwise defined in the Contract.
1. Addendum means a written instrument issued by the compliance with all City ordinances concerning the
Contract Awarding Authority that modifies or clarifies the purchasing process.
Solicitation prior to the Due Date. "Addenda" is the plural
form of the word. 16. Lowest Responsible Bidder means the Bidder submitting
Lowest Responsible Bid.
2. Alternate Bid means multiple Bids with substantive
variations from the same Bidder in response to a 17. Non-Professional Services are services performed that are
Solicitation. not of a professional nature such as lawn care, security,
janitorial, etc.
3. Appropriate, Appropriated, or Appropriation means the
adoption by the City Council of the City of a budget for a 18. Offer means a complete signed response submitted to the
fiscal year that includes payments to be made under the City in response to a Solicitation including, but not limited to,
Contract during the respective fiscal year. a Bid submitted in response to an Invitation for Bid, a
proposal submitted in response to a Request for Proposal,
4. Bid is a complete, properly signed response to an invitation a quote submitted in response to a Request for Quotation,
for bid, which if accepted, would bind the Bidder to perform or a statement of qualifications and interest submitted in
the resultant Contract. response to a Request for Qualifications.
5. Bidder is a person, firm, or entity that submits a Bid in 19. Pre-Bid Conference means a conference conducted by the
response to a Solicitation. Any Bidder may be represented Purchasing Office, held in order to allow Bidders to ask
by an agent after submitting evidence demonstrating the questions about the proposed Contract and particularly the
agent's authority. The agent cannot certify as to his own Contract specifications.
agency status.
20. Professional Services means services that use skills that
6. Bid Guaranty guarantees that the Bidder (a) will not are predominantly mental or intellectual, rather than
withdraw the Bid within the period specified for acceptance, physical or manual such as accounting, architecture, land
and (b) will execute a Contract and furnish required bonds surveying, law, medicine, optometry, professional
and any necessary insurance within the time specified in the engineering, etc.
Solicitation, unless a longer time is allowed by the City. The
guarantee will be returned to the Bidder upon execution of 21. Purchase Order is an order placed by the Purchasing Office
a Contract for the purchase of Goods or Services written on the City's
standard Purchase Order form and which, when accepted
7. Bids are responses to an Invitation for Bids. by the Bidder, becomes a contract. The Purchase Order is
the Bidder's authority to deliver and invoice the City for
8. City means the City of Pasadena, a Texas home-rule Goods or Services specified, and the City's commitment to
municipal corporation. accept the Goods or Services for an agreed upon price.
9. Construction means the construction, repair, rehabilitation, 22. Services include all work or labor performed for the City on
alteration, conversion or extension of building, parks, an independent contractor basis other than construction.
utilities, streets or other improvements or alterations to real
property. 23. Solicitation means, as applicable, an Invitation for Bid,
Request for Proposal, Request for Qualifications or a
10. Contractor means the person, firm or entity selling goods or Request for Quotation.
services to the City under a Contract.
24. Subcontractor means a person, firm or entity providing
11. Deliverables means the goods, products, materials, and/or goods or services to a Bidder to be used in the performance
services to be provided to the City by a Bidder. of the Bidder's obligations under the Contract.
12. Due Date means the date and time specified for receipt of 25. Unbalanced Bid means a Bid that is based on prices which
Bids. are significantly less than cost for some bid items and
significantly more than cost for others.
13. Goods are supplies, materials, or equipment.
14. Invitation for Bid (IFB) means a Solicitation requesting
pricing for a specified Good or Service which has been
advertised for Bid in a newspaper.
15. Lowest Responsible Bid means the Bid meeting all
requirements of the specifications, terms, and conditions of
the Invitation for Bid resulting in the lowest cost to the City
in a total cost concept or based solely on price, taking into
consideration the financial and practical ability of the Bidder
to perform the Contract, past performance of the Bidder, and
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CITY OF PASADENA
PURCHASING OFFICE
GENERAL REQUIREMENTS FOR BIDS
These instructions are standard for all contracts for commodities or services issued through the City of Pasadena Purchasing
Department. General Requirements apply to all advertised bids; however, these may be superseded, whole or in part, by the
SPECIAL CONDITIONS OR OTHER DATA CONTAINED HEREIN.
READ THIS ENTIRE DOCUMENT CAREFULLY. FOLLOW ALL INSTRUCTIONS. YOU ARE RESPONSIBLE FOR FULFILLING
ALL REQUIREMENTS AND SPECIFICATIONS. BE SURE YOU UNDERSTAND THEM.
1. TERM CONTRACTS
The CITY of PASADENA acceptance of Bidder's offer shall be limited to the terms herein unless expressly agreed in writing
by the CITY. If the contract is intended to cover a specific time period, the term will be given in the specifications under
PERIOD OF CONTRACT.
2. ANTI-LOBBYING PROVISION
DURING THE PERIOD BETWEEN THE BID MAILING DATE AND THE CONTRACT AWARD, BIDDERS, INCLUDING
THEIR AGENTS AND REPRESENTATIVES, SHALL NOT DIRECTLY DISCUSS OR PROMOTE THEIR BID WITH ANY
MEMBER OF THE PASADENA CITY COUNCIL OR CITY STAFF EXCEPT IN THE COURSE OF CITY-SPONSORED
INQUIRIES, BRIEFINGS, INTERVIEWS, OR PRESENTATIONS, UNLESS REQUESTED BY THE CITY.
THIS PROVISION IS NOT MEANT TO PRECLUDE BIDDERS FROM DISCUSSING OTHER MATTERS WITH CITY
COUNCIL MEMBERS OR CITY STAFF. THIS POLICY IS INTENDED TO CREATE A LEVEL PLAYING FIELD FOR ALL
POTENTIAL BIDDERS, ASSURE THAT CONTRACT DECISIONS ARE MADE IN PUBLIC, AND TO PROTECT THE
INTEGRITY OF THE BID PROCESS. VIOLATION OF THIS PROVISION MAY RESULT IN REJECTION OF THE
BIDDER'S BID.
3. POTENTIAL CONFLICTS OF INTEREST
An outside consultant or contractor is prohibited from submitting a bid for services on a CITY of PASADENA project of
which the consultant or contractor was a designer or other previous contributor, or was an affiliate, subsidiary, joint venture
or was in any other manner associated by ownership to any party that was a designer or other previous contributor. If such
a consultant or contractor submits a prohibited bid, that bid shall be disqualified on the basis of conflict of interest, no matter
when the conflict is discovered by CITY of PASADENA.
4. GOVERNING FORMS
In the event of any conflict between the terms and provisions of these requirements and the specifications, the specifications
shall govern. In the event of any conflict of interpretation of any part of this overall document, the City's interpretation shall
govern.
5. GOVERNING LAW
This bid solicitation is governed by the competitive bidding requirements of the CITY and Texas Local Government Code
252, as amended. Bidders shall comply with all applicable federal, state and local laws and regulations. Bidder is further
advised that these requirements shall be fully governed by the laws of the State of Texas and that the CITY of PASADENA
may request and rely on advice, decisions and opinions of the Attorney General of Texas and the City Attorney concerning
any portion of these requirements.
6. APPLICABLE LAW AND VENUE
Any agreement resulting from this IFB shall be construed according to the laws of the State of Texas. The City and vendors
agree that the venue for any legal action under this agreement shall be the Court of Harris County, Texas. In the event that
any action is brought under any agreement resulting from the IFB in Federal Court, the venue for such action shall be in
the Federal Judicial District of Harris County, Texas.
7. IMMIGRATION REFORM and CONTROL ACT (IRCA)
The Immigration Reform and Control Act (IRCA), also Simpson-Mazzoli Act (Pub.L. 99-603, 100 Stat. 3359, signed by
President Ronald Reagan on November 6, 1986) is an Act of Congress which reformed United States immigration law. The
Act made it illegal to knowingly hire or recruit illegal immigrants (immigrants who do not possess lawful work authorization),
required employers to attest to their employees' immigration status, and granted amnesty to certain illegal immigrants who
entered the United States before January 1, 1982 and had resided there continuously. The Act also granted a path towards
legalization to certain agricultural seasonal workers and immigrants who had been continuously and illegally present in the
United States since January 1, 1982.
8. INTERLOCAL PARTICIPATION
8.1. The City may enter into Interlocal Cooperation Purchasing Agreements with other governmental entities or
governmental cooperatives (hereafter collectively referred to as "Entity" or "Entities") to enhance the City's
purchasing power. At the City's sole discretion and option, City may inform other Entities that they may acquire
items listed in this Invitation for Bids (hereafter "IFB"). Such acquisition(s) shall be at the prices stated herein, and
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CITY OF PASADENA
PURCHASING OFFICE
shall be subject to bidder's acceptance. Entities desiring to acquire items listed in this IFB shall be listed on a rider
attached hereto, if known at the time of issuance of the IFB. City may issue subsequent riders after contract award
setting forth additional Entities desiring to utilize this bid. VENDOR shall sign and return any subsequently issued
riders within ten calendar days of receipt.
8.2. In no event shall City be considered a dealer, re-marketer, agent or other representative of Vendor or Entity.
Further, City shall not be considered and is not an agent; partner or representative of the Entity making purchases
hereunder, and shall not be obligated or liable for any such order.
8.3. Entity purchase orders shall be submitted to Vendor by the Entity. City will not be liable or responsible for any
obligations, including, but not limited to, payment, and for any item ordered by an entity other than City.
8.4. Vendor authorizes City's use of Vendor's name, trademarks and Vendor provided materials in City's presentations
and promotions regarding the availability of use of this contract. The City makes no representation or guarantee
as to any minimum amount being purchased by City or Entities, or whether Entity will purchase utilizing City's
contract.
9. ADDENDA
When specifications are revised, the CITY of PASADENA Purchasing Department will issue an addendum addressing the
nature of the change. Bidders must sign and include it in the returned bid package.
10. SILENCE OF SPECIFICATIONS
The apparent silence of specifications as to any detail, or the apparent omission from it of a detailed description concerning
any point, shall be regarded as meaning that only the best commercial practice is to prevail and that only material and
workmanship of the finest quality are to be used. All interpretations of specifications shall be made on the basis of this
statement. The items furnished under this contract shall be new, unused of the latest product in production to commercial
trade and shall be of the highest quality as to materials used and workmanship. Manufacturer furnishing these items shall
be experienced in design and construction of such items and shall be an established supplier of the item bid.
11. NAME BRANDS
Specifications may reference name brands and model numbers. It is not the intent of the CITY of PASADENA to restrict
these bids in such cases, but to establish a desired quality level of merchandise or to meet a pre-established standard due
to like existing items. Bidders may offer items of equal stature and the burden of proof of such stature rests with bidders.
The CITY of PASADENA shall act as sole judge in determining equality and acceptability of products offered.
12. RECYCLED MATERIALS
CITY of PASADENA encourages the use of products made of recycled materials and shall give preference in purchasing
to products made of recycled materials if the products meet applicable specifications as to quantity and quality. CITY of
PASADENA will be the sole judge in determining product preference application.
13. INSPECTIONS & TESTING
City of Pasadena reserves the right to inspect any item(s) or service location for compliance with specifications and
requirements and needs of the using department. If a bidder cannot furnish a sample of a bid item, where applicable, for
review, or fails to satisfactorily show an ability to perform, the CITY can reject the bid as inadequate.
14. PRICING
Prices for all goods and/or services shall be firm for the duration of this contract and shall be stated on the Bid Pricing form.
Prices shall be all inclusive: No price changes, additions, or subsequent qualifications will be honored during the course of
the contract. All prices must be written in ink or typewritten. Pricing on all transportation, freight, drayage and other charges
are to be prepaid by the contractor and included in the bid prices. If there are any additional charges of any kind, other
than those mentioned above, specified or unspecified, bidder MUST indicate the items required and attendant costs or
forfeit the right to payment for such items. Where unit pricing and extended pricing differ, unit pricing prevails.
15. BID FORM COMPLETION
Unless otherwise specified, Bidders must use the bid forms supplied by the Purchasing Office. Fill out and return all forms
to the City Secretary's Office. An authorized representative of the bidder should sign the Bid Sheet. The contract will be
binding only when signed by the CITY of PASADENA, funds are certified by the CITY Controller, as applicable, and a
Purchase Order issued.
16. SCANNED OR RE-TYPED RESPONSE
If in its bid response, bidder either electronically scans, re-types, or in some way reproduces the City's published bid
package, then in event of any conflict between the terms and provisions of the City's published bid specifications, or any
portion thereof, and the terms and provisions of the bid response made by bidder, the City's bid specifications as published
shall control. Furthermore, if an alteration of any kind to the City's published bid specifications is only discovered after the
contract is executed and is or is not being performed; the contract is subject to immediate cancellation.
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CITY OF PASADENA
PURCHASING OFFICE
17. BID RETURNS including ALTERNATE BIDS
Bidder shall return one (1) "ORIGINAL" and one (1) "COPY" of the bid in a sealed envelope or package of comparable
size. Please cut out and affix the bid label found on the last page of the IFB to the outermost mailing envelope
(UPS, USPS, FEDEX, etc.) of your bid to ensure proper delivery!
Only one Bid per envelope. Alternate Bids shall be in a separate envelope and marked as Alternate Bid.
Bidders must return all completed bids to:
City of Pasadena
City Secretary's Office
1149 Ellsworth Dr., 2nd fl
Pasadena, Texas 77506
by the date and time specified. Late bids will not be accepted, and will be returned to Bidders unopened.
18. SUPPLEMENTAL MATERIALS
Bidders are responsible for including all pertinent product data in the returned bid package. Literature, brochures, data
sheets, specification information, completed forms requested as part of the bid package and any other facts which may
affect the evaluation and subsequent contract award should be included. Materials such as legal documents and
contractual agreements, which the bidder wishes to include as a condition of the bid, must also be in the returned bid
package. Failure to include all necessary and proper supplemental materials may be cause to reject the entire bid.
19. VARIANCES
For purposes of bid evaluation, Bidders must indicate any variances, no matter how slight, contained in the bid. No
variations or exceptions by a bidder will be considered or deemed a part of the bid submitted unless such variances or
exceptions are listed in the bid and referenced in the space provided on the bid pages. If variances are not stated, or
referenced as required, it will be assumed that the product or service complies with the City's terms, conditions and
specifications.
By receiving a bid, the City does not necessarily accept any variances contained in the bid. All variances submitted are
subject to review and approval by the City. If any bid contains material variances that, in the City's sole opinion, make that
bid conditional in nature, the City reserves the right to reject the bid or part of the bid that is declared, by the City as
conditional.
20. DISQUALIFICATION OF BIDDER
Upon signing this bid document, a bidder offering to sell supplies, materials, services, or equipment to the CITY of
PASADENA certifies that the bidder has not violated the antitrust laws of this state codified in Texas Business and
Commerce Code 15.01, et seq., as amended, or the federal antitrust laws, and has not communicated directly or indirectly
the bid made to any competitor or any other person engaged in such line of business. Any or all bids may be rejected if
the CITY believes that collusion exists among the bidders. Bids in which the prices are obviously unbalanced may be
rejected. If multiple bids are submitted by a bidder and after the bids are opened, one of the bids is withdrawn, the result
will be that all of the bids submitted by that bidder will be withdrawn; however, nothing herein prohibits a vendor from
submitting multiple bids for different products or services.
21. AWARD OF CONTRACT
21.1. Per Section 252.043 of the Texas Local Government Code;
21.1.1. If the competitive sealed bidding requirement applies to the contract for goods or services, the contract
must be awarded to the lowest responsible bidder or to the bidder who provides goods or services at the
best value for the municipality.
21.1.2. In determining the best value for the municipality, the municipality may consider:
(a) the purchase price;
(b) the reputation of the bidder and of the bidder's goods or services;
(c) the quality of the bidder's goods or services;
(d) the extent to which the goods or services meet the municipality's needs;
(e) the bidder's past relationship with the municipality;
(f) the impact on the ability of the municipality to comply with laws and rules relating to contracting with
historically underutilized businesses and nonprofit organizations employing persons with disabilities;
(g) the total long-term cost to the municipality to acquire the bidder's goods or services; and
(h) any relevant criteria specifically listed in the request for bids.
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PURCHASING OFFICE
21.2. The City reserves the right to make an award on the basis of low line item, low total of lines items, or in any other
combination that serves the best interest of the City and to reject any and all bids or line items at the City's sole
discretion. For the purpose of evaluation, any item left blank will be deemed "no bid".
21.3. The City reserves the right to accept any item or group of items on this bid, unless the bidder qualifies his/her bid
by specific limitations and/or unless otherwise specified in Special Conditions.
21.4. A written award of acceptance (manifested by a City Ordinance) and appropriation mailed or otherwise furnished
to the successful bidder results in a binding contact without further action by either party.
21.5. Breaking of tie bids shall be in accordance with the Texas Local Government Code 271.901.
21.6. Although the information furnished to bidders specified the approximate quantities needed, based on the best
available information where a contract is let on a unit price basis, payment shall be based on the actual quantities
supplied. The City reserves the right to delete items, prior to the awarding of the contract, and purchase said items
by other means; or after the awarding of the contract, to increase or decrease the quantities bid in accordance with
252.048 of the Texas Local Government Code. No changes shall be made without written notification of the
City.
21.7. The City of Pasadena reserves the right to waive any formality or irregularity, to make awards to more than one
bidder, to reject any or all bids. In the event the lowest dollar bidder meeting specifications is not awarded a
contract, the bidder may appear before the City Council, the governing body and present evidence concerning his
responsibility after officially notifying the Purchasing Manager of his intent to appear.
22. EVALUATION
Evaluation shall be used as a determinant as to which bid items or services are the most efficient and/or most economical
for the CITY. It shall be based on all factors that have a bearing on price and performance of the items in the user
environment. All bids are subject to tabulation by the CITY of PASADENA Purchasing Department and recommendation
to the governing body. Compliance with all bid requirements, delivery and needs of the using department are considerations
in evaluating bids. The CITY of PASADENA Purchasing Department reserves the right to contact any bidder, at any time,
to clarify, verify or request information with regard to any bid.
23. CONSIDERATION OF LOCATION OF BIDDER'S PRINCIPAL PLACE OF BUSINESS
23.1. Pursuant to Subchapter Z, Chapter 271.9051, Texas Local Government Code, and City of Pasadena
Resolution 2009-125, in purchasing under this title any real property, personal property that is not affixed to
real property, or services, if a municipality receives one or more competitive sealed bids from a bidder whose
principal place of business is in the municipality and whose bid is within 5% of the lowest bid price received by the
municipality from a bidder who is not a resident of the municipality, the municipality may enter into a contract for
construction services in an amount of less than $100,000 or a contract for other purchases in an amount of less
than $500,000 with:
23.1.1. the lowest bidder; or
23.1.2. the bidder whose principal place of business is in the municipality if the governing body of the municipality
determines, in writing, that the local bidder offers the municipality the best combination of contract price and
additional economic development opportunities for the municipality created by the contract award, including
the employment of residents of the municipality and increased tax revenues to the municipality.
23.2. This section does not prohibit a municipality from rejecting all bids.
23.3. This section does not apply to the purchase of telecommunications services or information services, as
those terms are defined by 47 U.S.C. Section 153.
23.4. In order to receive consideration, bidders must fill out and submit the Local Bidder's Preference Form.
24. PROTESTS:
24.1. All protests regarding the solicitation process must be submitted in written form to the Purchasing Manager within
five (5) working days following the opening of bids. This includes all protests relating to legal advertisements,
deadlines, bid openings, and all other related procedures under the Local Government Code, as well as any
protests relating to alleged improprieties or ambiguities in the specifications contained herein or in the contract
documents.
24.2. Post-award protests must be submitted in written form to the Purchasing Manager within five (5) working days after
award and must specify the grounds upon which the protest is based. A valid protest shall;
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PURCHASING OFFICE
24.2.1. Come from an actual bidder or proposer for the contract, and
24.2.2. Who claim to be the rightful awardee. That is, the protest is not valid if filed by a bidder who cannot show
they would be awarded the contract if their protest were accepted.
24.3. The Purchasing Manager, having authority to make the final determination, will respond within 10 working days to
each substantive issue raised in the protest. Allowances for reconsiderations shall be made only if data becomes
available that was not previously known, or if there has been an error of law or regulation.
25. CONTRACT OBLIGATION
The CITY of PASADENA City Council must award the contract and the Mayor or other person authorized by the Mayor
must sign the contract before it becomes binding on the CITY of PASADENA or the bidders. Department heads are NOT
authorized to sign agreements for the CITY of PASADENA. Binding agreements shall remain in effect until all products
and/or services covered by this purchase have been satisfactorily delivered and accepted.
26. BID DOCUMENTS AND BID EVALUATIONS
A vendor, as a member of the public may request a copy of the Bid Tabulation that is compiled when the bids are opened
in City Council or in the Purchasing Department after a request for Public Information is received in accordance with Texas
Local Government Code, Chapter 552. However, the City will not release copies of bids or the bid evaluations until after
the contract has been awarded by the City Council.
In accordance with Texas Local Government Code, Chapter 552.104 EXCEPTION: INFORMATION RELATED TO
COMPETITION OR BIDDING
(a) Information is exempted from the requirements of Section 552.021 if it is information that, if
released, would give advantage to a competitor or bidder. This is not a waiver of any exception to the
requirements of public disclosure contained in the Texas Public Information Act including, but not
limited to, trade secrets or other commercial or financial information that is made confidential by law.
27. INDEPENDENT CONTRACTOR
It is expressly understood and agreed by both parties hereto that the City is contracting with the successful vendor as
independent contractor. The parties hereto understand and agree that the City shall not be liable for any claims which may
be asserted by any third party occurring in connection with the services to be performed by the successful vendor under
this contract and that the successful vendor has no authority to bind the City.
28. FISCAL FUNDING
A multi-year lease or lease/purchase arrangement (if requested by the Special Requirements/Instructions), or any contract
continuing as a result of an extension option, must include fiscal funding out. If, for any reason, funds are not appropriated
to continue the lease or contract, said lease or contract shall become null and void on the last day of the current
appropriation of funds. After expiration of the lease, leased equipment shall be removed by the bidder from the using
department without penalty of any kind or form to the CITY of PASADENA. All charges and physical activity related to
delivery, installation, removal and redelivery shall be the responsibility of the bidder.
29. GRANT FUNDING
Any contract entered into by the CITY that is to be paid from grant funds shall be limited to payment from the grant funding
and the vendor/provider understands that the CITY has not set aside any CITY funds for the payment of obligations under
a grant contract. If grant funding should become unavailable at any time for the continuation of services paid for by the
grant, and further funding cannot be obtained for the contract, then the sole recourse of the provider shall be to terminate
any further services under the contract and the contract shall be null and void.
30. INSURANCE
If required, specific insurance provisions will be included in bid specifications. A copy of an insurance certificate must be
submitted within ten days from request. The successful vendor will be required to maintain, at all times during performance
of the contract, the insurance detailed in bid specifications. Failure to provide this document may result in disqualification
of bid.
31. WAIVER OF SUBROGATION
Bidder and bidder's insurance carrier waive any and all rights whatsoever with regard to subrogation against CITY of
PASADENA as an indirect party to any suit arising out of personal or property damages resulting from bidder's performance
under this agreement.
32. TERMINATION
The CITY of PASADENA reserves the right to terminate the contract for default if bidder breaches any of the terms therein,
including warranties of bidder or if the bidder becomes insolvent or commits acts of bankruptcy. Such right of termination
is in addition to and not in lieu of any other remedies which the CITY of PASADENA may have in law or equity. Default
may be construed as, but not limited to, failure to deliver the proper goods and/or services within the proper amount of time,
and/or to properly perform any and all services required to the City's satisfaction and/or to meet all other obligations and
requirements.
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Commodity Code: 928-85, 060-69 , 94 IFB #26-021 Light/Medium Duty Transmission Repair & Exchange services
CITY OF PASADENA
PURCHASING OFFICE
33. TERMINATION-NOTICE
Either party may cancel the contract at any time after award. The City shall be required to give the vendor notice thirty
days prior to the date of cancellation of the contract. The vendor shall be required to give the City written notice sixty days
prior to the date of cancellation of the contract. The CITY of PASADENA may terminate the contract without cause upon
30 days written notice.
34. INDEMNITY
34.1. CONTRACTOR COVENANTS AND AGREES TO FULLY INDEMNIFY AND HOLD HARMLESS, THE CITY AND
ELECTED OFFICIALS, EMPLOYEES, OFFICERS, DIRECTORS, AND REPRESENTATIVES OF THE CITY,
INDIVIDUALLY OR COLLECTIVELY, FROM AND AGAINST ANY AND ALL COSTS, CLAIMS, LIENS,
DAMAGES LOSSES, EXPENSES, FEES, FINES, PENALTIES, PROCEEDINGS, ACTIONS, DEMANDS,
CAUSES OF ACTION, LIABILITY AND SUITS OF ANY KIND AND NATURE, INCLUDING BUT NOT LIMITED
TO, PERSONAL INJURY OR DEATH AND PROPERTY DAMAGE, MADE UPON THE CITY, DIRECTLY OR
INDIRECTLY ARISING OUT OF RESULTING FROM OR RELATED TO BID ACTIVITIES UNDER THIS BID,
INCLUDING ANY ACTS OR OMISSIONS OF CONTRACTOR, ANY AGENT, OFFICER, DIRECTOR,
REPRESENTATIVE, EMPLOYEE, CONSULTANT OR SUBCONTRACTOR OF CONTRACTOR, AND THEIR
RESPECTIVE OFFICERS, AGENTS, EMPLOYEES, DIRECTORS AND REPRESENTATIVES WHILE IN THE
EXERCISE OR PERFORMANCE OF THE RIGHTS OR DUTIES UNDER THIS CONTRACT, ALL WITHOUT,
HOWEVER, WAIVING ANY GOVERNMENTAL IMMUNITY AVAILABLE TO THE CITY UNDER TEXAS LAW
AND WITHOUT WAIVING ANY DEFENSES OF THE PARTIES UNDER TEXAS LAW. THE PROVISIONS OF
THIS INDEMNIFICATION ARE SOLELY FOR THE BENEFIT OF THE PARTIES HERETO AND NOT INTENDED
TO CREATE OR GRANT ANY RIGHTS, CONTRACTUAL OR OTHERWISE, TO ANY OTHER PERSON OR
ENTITY. CONTRACTOR SHALL PROMPTLY ADVISE THE CITY IN WRITING OF ANY CLAIM OR DEMAND
AGAINST THE CITY OR CONTRACTOR KNOWN TO CONTRACTOR RELATED TO OR ARISING OUT OF
CONTRACTOR'S ACTIVITIES UNDER THIS CONTRACT AND SHALL SEE TO THE INVESTIGATION AND
DEFENSE OF SUCH CLAIM OR DEMAND AT CONTRACTOR'S COST. THE CITY SHALL HAVE THE RIGHT,
AT ITS OPTION AND AT ITS OWN EXPENSE, TO PARTICIPATE IN SUCH DEFENSE WITHOUT RELIEVING
CONTRACTOR OF ANY OF ITS OBLIGATIONS UNDER THIS PARAGRAPH.
34.2. IT IS THE EXPRESS INTENT OF THE PARTIES TO THIS CONTRACT, THAT THE INDEMNITY PROVIDED
FOR IN THIS SECTION, IS AN INDEMNITY EXTENDED BY CONTRACTOR TO INDEMNIFY, PROTECT AND
HOLD HARMLESS THE CITY FROM CONSEQUENCES OF THE CITY'S OWN NEGLIGENCE, PROVIDED
HOWEVER, THAT THE INDEMNITY PROVIDED FOR IN THIS SECTION SHALL APPLY ONLY WHEN THE
NEGLIGENT ACT OF THE CITY IS A CONTRIBUTORY CAUSE OF THE RESULTANT INJURY, DEATH, OR
DAMAGE, AND SHALL HAVE NO APPLICATION WHEN THE NEGLIGENT ACT OF THE CITY IS THE SOLE
CAUSE OF THE RESULTANT INJURY, DEATH, OR DAMAGE. CONTRACTOR FURTHER AGREES TO
DEFEND, AT ITS OWN EXPENSE AND ON BEHALF OF THE CITY AND IN THE NAME OF THE CITY, ANY
CLAIM OR LITIGATION BROUGHT AGAINST THE CITY AND ITS ELECTED OFFICIALS, EMPLOYEES,
OFFICERS, DIRECTORS AND REPRESENTATIVES, IN CONNECTION WITH ANY SUCH INJURY, DEATH,
OR DAMAGE FOR WHICH THIS INDEMNITY SHALL APPLY, AS SET FORTH ABOVE.
34.3. PATENTS/COPYRIGHTS
The successful vendor agrees to indemnify and hold the City harmless from any claim involving patent infringement
or copyrights on goods supplied.
35. PURCHASE ORDER AND DELIVERY
The successful bidder shall not deliver products or provide services without a CITY of PASADENA Purchase Order, signed
by an authorized agent of the CITY of PASADENA Purchasing Department. The fastest, most reasonable delivery time
shall be indicated by the bidder in the proper place on the Pricing/Delivery Information form. Any special information
concerning delivery should also be included, on a separate sheet, if necessary. All items shall be shipped F.O.B. INSIDE
DELIVERY unless otherwise stated in the specifications. This shall be understood to include bringing merchandise to the
appropriate room or place designated by the using department. Every tender or delivery of goods must fully comply with
all provisions of these requirements and the specifications including time, delivery and quality. Nonconformance shall
constitute a breach which must be rectified prior to expiration of the time for performance. Failure to rectify within the
performance period will be considered cause to reject future deliveries and cancellation of the contract by CITY of
PASADENA without prejudice to other remedies provided by law. Where delivery times are critical, the CITY of PASADENA
reserves the right to award accordingly.
36. DELIVERY OF GOODS/SERVICES
36.1. All materials are to be delivered F.O.B.; City of Pasadena designated facility.
36.2. Delivery dates pertaining to this invitation must be clearly stated in the bid form where required and include
weekends and holidays. Failure to comply with this requirement may be a cause for disqualification of bid. Unless
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