How to bid on Fueling Infrastructure Equipment Replacement and Improvements for Pasadena

What the City of Pasadena is buying

The City of Pasadena is looking for qualified vendors to replace and improve fueling equipment at three city fueling sites. This project involves two independently awardable groups of work.

Group One focuses on replacing eight existing liquid fuel dispensers across three locations: four at City Yards, two at the Police Department, and two at Civil Defense. Group Two involves furnishing, delivering, and installing two new compressed natural gas (CNG) dispensers and replacing existing CNG time-fill equipment with eleven dual-hose time-fill posts.

The awarded contractor must provide a complete and fully operational fueling system, ensuring compatibility with existing infrastructure, fuel management systems, and communication systems. All work must comply with relevant federal, state, and local regulations, including those from the California Air Resources Board (CARB) and local fire authorities.

Key dates and what happens at the deadline

This Invitation for Bid (IFB) was published on August 17, 2026. The deadline for submissions is September 11, 2026, at 3:00 PM ET. All responses must be submitted by this time.

It is important to submit your bid well before the deadline to avoid any last-minute technical issues. After the deadline, no further submissions will be accepted.

Who this opportunity suits

This opportunity is suitable for firms specializing in fueling infrastructure, equipment replacement, and installation. Vendors with expertise in liquid fuel dispensing systems and compressed natural gas (CNG) fueling equipment will find this bid relevant.

Companies that can manage projects requiring coordination with existing fuel management and communication systems, and those familiar with California's environmental and safety regulations, are well-suited for this work. The project is categorized under equipment.

How to respond to this solicitation

To access the solicitation details and submit your response, you need to go to the City of Pasadena's procurement portal on OpenGov Procurement. You will first encounter a brief security check, which you should allow to complete.

Once on the project page, sign in or create a free vendor account. This will allow you to download plans, ask questions, join the planholders list, and submit your bid. Any addenda or updates will be communicated through OpenGov, so monitoring the portal is important.

Tips for preparing a competitive response

Carefully review all sections of the Invitation for Bid, paying close attention to the scope of work for both Group One and Group Two, even if you plan to bid on only one. Ensure your proposal clearly addresses all requirements for the group(s) you are bidding on.

Highlight your experience with similar fueling infrastructure replacement projects, especially those involving both liquid fuel and CNG systems. Provide details on your team's qualifications and your approach to ensuring compatibility with existing city systems.

Demonstrate your understanding of and compliance with all applicable federal, state, and local regulations, including CARB requirements and local fire codes. A clear plan for permits, testing, startup, and commissioning will strengthen your bid. Pay attention to any specific equipment models or 'or equal' clauses mentioned in the solicitation.