Auto Detailing, Window Tinting, Scratch & Dent Repair

PUBLIC WORKS
REQUEST FOR BIDS
AUTO DETAILING, WINDOW TINTING, SCRATCH & DENT
REPAIR
SPECIFICATION NO. GF26-0055N

City of Tacoma
Public Works/Fleet Services
REQUEST FOR BIDS GF26-0055N
AUTO DETAILING, WINDOW TINTING, SCRATCH & DENT REPAIR
Submittal Deadline: 11:00 a.m., Pacific Time, Wednesday, March 25, 2026
Submittals must be received by the City's Procurement and Payables Division by 11:00 a.m. Pacific Time.
For electronic submittals, the City of Tacoma will designate the time of receipt recorded by our email server,
as the official time of receipt. This clock will be used as the official time of receipt of all parts of electronic bid
submittals. Include the specification number in the subject line of your email. Your submittal must be sent as
an attachment, links to your electronic submittal will not be accepted.
For in person submittals, the City of Tacoma will designate the time of receipt recorded by the timestamp
located at the lobby security desk, as the official time of receipt. Include the specification number on the
outside of the envelope. Late submittals will be returned unopened and rejected as non-responsive.
Submittal Delivery: Submittals will be received as follows:
By Email: In Person:
sendbid@tacoma.gov Tacoma Public Utilities Administration Building North,
Maximum email size, including attachments: 35 MB. Main Floor, Lobby Security Desk
Multiple emails may be sent for each submittal. 3628 South 35th Street
Tacoma, WA 98409
Note: Email may pass through multiple servers before arriving Monday - Friday 8:00 am to 4:30 pm
at its destination. Please allow sufficient time for email delivery
of submittals. Timely electronic delivery is at the risk of the
supplier.
Solicitation Documents: An electronic copy of the complete solicitation documents may be viewed and
obtained by accessing the City of Tacoma Purchasing website at www.TacomaPurchasing.org.
* Register for the Bid Holders List to receive notices of addenda, questions and answers and related
updates.
* Click here to see a list of vendors registered for this solicitation.
Pre-Proposal Meeting: A pre-proposal meeting will not be held.
Project Scope: The City of Tacoma (City) is soliciting bids to establish one or more contracts with qualified
vendors to fulfill the City's needs for detailing services, scratch and minor dent repair, and window tinting on
an as-needed basis.
Estimate: $400,000
Paid Sick Leave: The City of Tacoma requires all employers to provide paid sick leave in accordance with
Washington State law.
Americans with Disabilities Act (ADA Information: The City of Tacoma, in accordance with Section 504 of
the Rehabilitation Act (Section 504) and the Americans with Disabilities Act (ADA), commits to
nondiscrimination on the basis of disability, in all of its programs and activities. Specification materials can be
made available in an alternate format by emailing the contact listed below in the Additional Information
section.
Title VI Information: "The City of Tacoma" in accordance with provisions of Title VI of the Civil Rights Act of
1964, (78 Stat. 252, 42 U.S.C. sections 2000d to 2000d-4) and the Regulations, hereby notifies all bidders
that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged
Form No. SPEC-040C Revised: 08/12/2024

business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and
will not be discriminated against on the grounds of race, color, national origin in consideration of award.
Additional Information: Requests for information regarding the specifications may be obtained by
contacting Ryan Foster by email to rfoster1@tacoma.gov.
Protest Policy: City of Tacoma protest policy, located at www.tacomapurchasing.org, specifies procedures
for protests submitted prior to and after submittal deadline.
Meeting sites are accessible to persons with disabilities. Reasonable accommodations for persons with
disabilities can be arranged with 48 hours advance notice by calling 253-502-8468.
Form No. SPEC-040C Revised: 08/12/2024

TABLE OF CONTENTS
TABLE OF CONTENTS ................................................................................................................ 4
SUBMITTAL CHECK LIST ......................................................................................................... 5
1. MINIMUM REQUIREMENTS .............................................................................................. 6
2. STANDARD TERMS AND CONDITIONS ........................................................................... 6
3. INSURANCE REQUIREMENTS ......................................................................................... 6
4. DESCRIPTION OF WORK ................................................................................................. 6
5. ANTICIPATED CONTRACT TERM ..................................................................................... 6
6. CALENDAR OF EVENTS ................................................................................................... 6
7. INQUIRIES ......................................................................................................................... 7
8. PRE-BID MEETING ............................................................................................................ 7
9. DISCLAIMER ...................................................................................................................... 7
10. RESPONSIVENESS ........................................................................................................... 7
11. AWARD .............................................................................................................................. 8
12. DELIVERY .......................................................................................................................... 8
13. WARRANTY ....................................................................................................................... 9
14. INSPECTION ...................................................................................................................... 9
15. APPROVED ITEM EQUIVALENT ......................................................................................10
16. COMPLIANCE WITH SPECIFICATIONS ...........................................................................10
17. MATERIALS AND WORKMANSHIP ..................................................................................10
18. ENVIRONMENTALLY PREFERABLE PROCUREMENT ...................................................10
19. LEAP REQUIREMENTS ....................................................................................................11
20. EQUITY IN CONTRACTING ..............................................................................................11
APPENDIX A ............................................................................................................................12
APPENDIX B ............................................................................................................................13
Request for Bids Specification No. GF26-0055N
Template Revised: 08/01/2025

SUBMITTAL CHECK LIST
This checklist identifies items to be included with your submittal. Any submittal received without
these required items may be deemed non-responsive and not be considered for award.
Submittals must be received by the City of Tacoma Purchasing Division by the date and time
specified in the Request for Bids page.
The following items make up your complete electronic submittal
package (include all the items below):
Signature Page (Appendix A)
To be filled in and executed by a duly authorized officer or representative of the bidding entity.
If the bidder is a subsidiary or doing business on behalf of another entity, so state, and provide
the firm name under which business is hereby transacted.
Price Proposal Form (Appendix A)
The unit prices bid must be shown in the space provided. Check your computations for
omissions and errors.
Reference Data Sheet (Appendix A)
After award, the following documents will be executed:
City of Tacoma Contract (See sample in Appendix B)
Must be executed by the successful bidder.
Certificate of Insurance and related endorsements (Appendix B)
Shall be submitted with all required endorsements
Request for Bids Specification No. GF26-0055N
Template Revised: 08/01/2025

1. MINIMUM REQUIREMENTS
A. The bidder shall be located within the City of Tacoma limits
B. Bidder guarantees that City requests will be given priority in scheduling repairs and
service. If required pickup and delivery cannot be met by the awarded vendor, City
reserves right to purchase from an alternate source.
C. Due to the security needs of all City vehicles, all vehicles must be locked and secured at
the contractor's premise when they are not being serviced. All vehicle keys must be
secured in a locked storage box. The following activities are not allowed without
permission from the city representative:
a. Removing or disturbing vehicle contents
b. Taking photos and videos of vehicles
c. Sharing information about the contents and specifics of the City vehicles.
D. Vendor to pick up and deliver vehicles/equipment from/to Fleet Services, 3639 South
Pine, with the exception of marked police vehicles and commercial vehicles requiring a
CDL license. Shop supervisor may waive vendor pickup and delivery on a case-by-case
basis.
E. Successful bidder(s) shall provide and keep current a certificate of insurance per the
requirements. Bidders are encouraged to furnish insurance requirements to their surety
for review prior to bidding.
2. STANDARD TERMS AND CONDITIONS
City of Tacoma Standard Terms and Conditions apply.
3. INSURANCE REQUIREMENTS
Successful proposer will provide proof of and maintain the insurance coverage in the amounts
and in the manner specified in the City of Tacoma Insurance Requirements contained in this
solicitation. (See Appendix)
4. DESCRIPTION OF WORK
The City of Tacoma (City) is soliciting bids to establish one or more contracts with qualified
vendors to fulfill the City's needs for detailing services, scratch and minor dent repair, and
window tinting on an as-needed basis. Contract(s) will be awarded to the lowest responsive and
responsible bidder(s) based on price, product quality and availability.
5. ANTICIPATED CONTRACT TERM
Anticipated contract term is 3 years, with two one-year renewal options.
6. CALENDAR OF EVENTS
This is a tentative schedule only and may be altered at the sole discretion of the City.
The anticipated schedule of events concerning this RFB is as follows:
Request for Bids Specification No. GF26-0055N
Template Revised: 08/01/2025

Question Deadline: 3/17/2026
City response to Questions: 3/19/2026
Submittal Due Date: 3/25/2026
Anticipated Award Date, on or about: March 2026
7. INQUIRIES
7.1 Questions can be submitted to Ryan Foster, Senior Buyer, via email to
rfoster1@tacoma.gov. Subject line to read:
GF26-0055N - Auto Detailing, Window Tinting, Scratch & Dent Repair - VENDOR NAME
7.2 Questions are due by 3 pm on the date included in the Calendar of Events section.
7.3 Questions marked confidential will not be answered or included.
7.4 The City reserves the discretion to group similar questions to provide a single answer or
not to respond when the requested information is confidential.
7.5 The answers are not typically considered an addendum.
7.6 The City will not be responsible for unsuccessful submittal of questions.
7.7 Written answers to questions will be posted alongside these specifications at
www.tacomapurchasing.org.
8. PRE-BID MEETING
No pre-bid meeting will be held; however, questions and request for clarifications of the
specifications may be submitted as stated in the inquiries section.
9. DISCLAIMER
The City is not liable for any costs incurred by the Respondent for the preparation of materials,
or a proposal submitted in response to this RFB, for conducting any presentations to the City, or
any other activities related to responding to this RFB, or to any subsequent requirements of the
contract negotiation process.
10. RESPONSIVENESS
Bid submittals must provide ninety (90) days for acceptance by City from the due date for
receipt of submittals. All submittals will be reviewed by the City to determine compliance with
the requirements and instructions specified in this RFB. The Respondent is specifically notified
that failure to comply with any part of this RFB may result in rejection of the submittal as non-
responsive. The City reserves the right, in its sole discretion, to waive irregularities deemed
immaterial. The City also reserves the right to not award a contract or to issue subsequent
RFB's.
Request for Bids Specification No. GF26-0055N
Template Revised: 08/01/2025

11. AWARD
Awardee shall be required to comply with 2 CFR part 25 and obtain a unique entity
identifier and/or be registered in the federal System for Award Management as
appropriate.
Award will be made to the lowest responsive, responsible bidder. All bidders shall provide unit
or lump sum pricing for each line item. Each line item will be added up for a subtotal price. The
subtotal price will be compared amongst each bidder, including any payment discount terms
offered twenty (20) days or more. The City may also take into consideration all other criteria for
determining award, including evaluation factors set forth in Municipal Code Section 1.06.262.
All other elements or factors, whether or not specifically provided for in this specification, which
would affect the final cost to and the benefits to be derived by the City will be considered in
determining the award of the contract. The final award decision will be based on the best
interests of the City.
The City reserves the right to let the contract to the lowest responsible bidder whose bid will be
the most advantageous to the City, price and any other factors considered. In evaluating the
proposals, the City may also consider any or all of the following:
1. Compliance with specification.
2. Proposal prices, listed separately if requested, as well as a lump sum total
3. Time of completion/delivery.
4. Warranty terms.
5. Bidder's responsibility based on, but not limited to:
a) Ability, capacity, organization, technical qualifications and skill to perform the
contract or provide the services required.
b) References, judgment, experience, efficiency and stability.
c) Whether the contract can be performed within the time specified.
d) Quality of performance of previous contracts or services
12. DELIVERY
12.1 Delivery shall be to the City of Tacoma, 3639 S Pine St, Tacoma, WA, 98409.
Each vendor will be required to submit a delivery timeline they can commit to. Purchase
order delivery dates will reflect this timeline. In the event a purchase order deliver date is
not met, the City reserves the right to purchase these products elsewhere if they are in a
time constraint. If constant late deliveries occur, the City may terminate the contract.
12.2 Additional Delivery/Invoice/Contact information:
Invoice Billing Address:
City of Tacoma
Fleet Operations, Shop 3
3639 S Pine St
Tacoma WA 98409
Request for Bids Specification No. GF26-0055N
Template Revised: 08/01/2025

Fleet Payables Contact: Financial Assistant (253) 591-5821, Fax (253) 591-5635
Deliver with priced packing slip or priced repair order or original invoice to:
City of Tacoma
Fleet Operations, Shop 3
3639 S Pine St
Tacoma WA 98409
Repair/Shop Supervisor Contact:
Fleet Operations, Shop 3
Steve Peterson, day shift (253) 591-5581
Stewart Wheeler, swing shift (253) 591-5551
Fax (253) 591- 5822
Parts Department Contact:
Fleet Operations, Shop 3
Heidi Puratich days (253) 591-5350
Dean Ferguson swing (253) 591-5552
Fax (253) 591-5822
12.3 Hours of operation shall be Monday through Friday, 8:00 a.m. to 3:30 p.m., excluding
legal holidays, as referred to in the Standard Terms and Conditions or as otherwise
approved by the City.
13. WARRANTY
Labor: Minimum one (1) year warranty.
Parts: Manufacturer's warranty or minimum one-year warranty whichever is greater.
Contractor shall arrive on-site at 3639 South Pine within 24 hours of notification for all warranty
repairs during normal work hours of 8:00 a.m. to 5:00 p.m. Monday through Friday. Repairs
shall include free pick-up and delivery. Repairs must be completed, and vehicle returned within
48 hours of pick-up.
Contractor agrees to allow City to make minor warranty repairs where that is most cost effective
and, if requested, contractor will credit City for cost of parts, but not labor.
Vendor will warrant goods according to the manufacturer's warranty guidelines. The start of the
warranty commences once the goods are delivered and accepted by the City.
14. INSPECTION
All goods are subject to final inspection and acceptance by the City. If any inspection fails, the
vendor shall be required to make arrangements to exchange the goods at their own expense
and replace it in a timely manner acceptable to the City.
Request for Bids Specification No. GF26-0055N
Template Revised: 08/01/2025

Material failing to meet the requirements of this contract will be held at Vendor's risk and may be
returned to Vendor. If so returned, the cost of transportation, unpacking, inspection,
repackaging, reshipping, or other like expenses are the responsibility of the Vendor.
15. APPROVED ITEM EQUIVALENT
A specific manufacturer for almost all line items has been listed in the Technical Specifications
because this is the current manufacturer accepted. For those line items, which do not list a
specific manufacturer, bidders shall provide the technical specifications for the manufacturer
they are offering. The City may request, after the bid due date, a sample of that product for
review and approval by the City. The City reserves all rights to be the sole judge as to whether
any other manufacturer can meet or exceed the current specifications they use. Unless an item
is indicated "No Substitute", approved equivalents shall be submitted by the date listed in the
Calendar of Events section. Equivalents will be approved by Addendum to the solicitation.
16. COMPLIANCE WITH SPECIFICATIONS
All products shall be new and unused. Any product that does not comply with any part of these
technical specifications shall be rejected and the vendor shall, at its own expense, including
shipping, replace the item.
17. MATERIALS AND WORKMANSHIP
The successful bidder shall be required to furnish all materials necessary to perform contractual
requirements. Materials and workmanship for this contract shall conform to all codes,
regulations and requirements for such specifications contained herein and the normal uses for
which intended. Material shall be manufactured in accordance with the best commercial
practices and standards for this type of goods. All literature and products must be packaged and
labeled to sell in the United States.
18. ENVIRONMENTALLY PREFERABLE PROCUREMENT
In accordance with the City's Sustainable Procurement Policy and Climate Action Plan, it is the
policy of the City of Tacoma to encourage the use of products or services that help to minimize
the environmental and human health impacts of City Operations. Respondents are encouraged
to incorporate environmentally preferable products or services that have a lesser or reduced
effect on human health and the environment when compared with competing products or
services that serve the same purpose. This comparison may consider raw materials acquisition,
products, manufacturing, packaging, distribution reuse, operation, maintenance or disposal of
the product or service.
The City of Tacoma encourages the use of sustainability practices and desires any awarded
contractor(s) to assist in efforts to address such factors when feasible for:
* Durability, reusability, or refillable
* Pollutant releases, especially persistent bioaccumulative toxins (PBTs), low volatile
organic compounds (VOCs), and air quality and stormwater impacts
Request for Bids Specification No. GF26-0055N
Template Revised: 08/01/2025