Windshield Repair & Replacement for City Vehicles

PUBLIC WORKS/FLEET SERVICES
REQUEST FOR BIDS
WINDSHIELD REPAIR & REPLACEMENT FOR CITY VEHICLES
SPECIFICATION NO. GF26-0139N
Request for Bids Specification No. GF26-0139N
Template Revised: 05/09/2025

City of Tacoma
Public Works/Fleet Services
REQUEST FOR BIDS GF26-0139N
Windshield Repair & Replacement for City Vehicles
Submittal Deadline: 11:00 a.m., Pacific Time, Friday, July 10, 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
Maximum email size, including attachments: 35 MB. Multiple emails may North, Main Floor, Lobby Security Desk
be sent for each submittal. 3628 South 35th Street
Tacoma, WA 98409
Note: Email may pass through multiple servers before arriving at its destination. Monday - Friday 8:00 am to 4:30 pm
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: Windshield Repair & Replacement for City Vehicles
Estimate: $125,000
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
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 Merry Mitchell by email to mmitchell@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.
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TABLE OF CONTENTS
REQUEST FOR BIDS ................................................................................................................ 2
TABLE OF CONTENTS ................................................................................................................ 3
SUBMITTAL CHECK LIST ......................................................................................................... 4
SPECIAL NOTICE TO BIDDERS ............................................................................................... 4
1. MINIMUM REQUIREMENTS .............................................................................................. 9
2. STANDARD TERMS AND CONDITIONS ........................................................................... 9
3. INSURANCE REQUIREMENTS ......................................................................................... 9
4. DESCRIPTION OF WORK ................................................................................................. 9
5. ANTICIPATED CONTRACT TERM ..................................................................................... 9
6. CALENDAR OF EVENTS ................................................................................................... 9
7. INQUIRIES ......................................................................................................................... 9
8. PRE-BID MEETING ...........................................................................................................10
9. DISCLAIMER .....................................................................................................................10
10. RESPONSIVENESS ..........................................................................................................10
11. AWARD .............................................................................................................................10
12. DELIVERY .........................................................................................................................11
13. COMPLIANCE WITH SPECIFICATIONS ...........................................................................11
14. ENVIRONMENTALLY PREFERABLE PROCUREMENT ...................................................11
15. LEAP REQUIREMENTS ....................................................................................................12
16. EQUITY IN CONTRACTING ..............................................................................................12
APPENDIX A - Scope of Work .................................................................................................13
APPENDIX B - Signature Page & Price Proposal Form ............................................................14
APPENDIX C - Sample Contract & Insurance Requirements ...................................................15
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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 B)
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 B)
The unit prices bid must be shown in the space provided. Check your computations for
omissions and errors.
After award, the following documents will be executed:
City of Tacoma Contract (See sample in Appendix C)
Must be executed by the successful bidder.
Certificate of Insurance and related endorsements (Appendix C)
Shall be submitted with all required endorsements
SPECIAL NOTICE TO BIDDERS
Public works and improvement projects for the City of Tacoma are subject to Washington state
law and Tacoma Municipal Code, including, but not limited to the following:
I. STATE OF WASHINGTON
A. RESPONSIBILITY CRITERIA - STATE OF WASHINGTON
In order to be considered a responsible bidder the bidder must meet the following mandatory
state responsibility criteria contained in RCW 39.04.350:
1. Have a current certificate of registration as a contractor in compliance with chapters
18.27 RCW,18.106 RCW, 70.87 RCW, 19.28 RCW, which must have been in effect
at the time of bid submittal;
2. Have a current Washington Unified Business Identifier (UBI) number;
3. If applicable:
a. Have Industrial Insurance (workers' compensation) coverage for the bidder's
employees working in Washington, as required in Title 51 RCW;
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b. Have a Washington Employment Security Department number, as required in
Title 50 RCW;
c. Have a Washington Department of Revenue state excise tax registration number,
as required in Title 82 RCW and;
4. Not be disqualified from bidding on any public works contract under RCW 39.06.010
(unlicensed or unregistered contractors) or 39.12.065(3) (prevailing wage).
5. Have received training on the requirements related to public works and prevailing
wage under this chapter and chapter 39.12 RCW and must designate a person or
persons to be trained on these requirements. The training must be provided by the
department of labor and industries or by a training provider whose curriculum is
approved by the department. Bidders that have completed three or more public
works projects and have had a valid business license in Washington for three or
more years are exempt from this subsection.
B. RECIPROCAL PREFERENCE FOR RESIDENT CONTRACTORS:
Effective March 30, 2012, RCW 39.04.380 imposes a reciprocal preference for resident
contractors. Any bid received from a non-resident contractor from a state that provides an in-
state percentage bidding preference is subject application of a comparable percentage
disadvantage.
A non-resident contractor from a state that provides an in-state percentage bidding preference
means a contractor that:
1. Is from a state that provides a percentage bid preference to its resident contractors
bidding on public works projects, and
2. Does not have a physical office located in Washington at the time of bidding on the
City of Tacoma public works project.
The state of residence for a non-resident contractor is the state in which the contractor was
incorporated, or if not a corporation, the state in which the contractor's business entity was
formed.
The City of Tacoma will evaluate all non-resident contractors for an out of state bidder
preference. If the state of the non-resident contractor provides an in state contractor preference,
a comparable percentage disadvantage will be applied to the non-resident contractor's bid prior
to contract award. The responsive and lowest and best responsible bidder after application of
any non-resident disadvantage will be awarded the contract.
The reciprocal preference evaluation does not apply to public works procured pursuant to RCW
39.04.155, RCW 39.04.280, federally funded competitive solicitations where such agencies
prohibit the application of bid preferences, or any other procurement exempt from competitive
bidding.
Bidders must provide the City of Tacoma with their state of incorporation or the state in which
the business entity was formed and include whether the bidder has a physical office located in
Washington.
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The bidder shall submit documentation demonstrating compliance with above criteria on the
enclosed State Responsibility and Reciprocal Bidder Information form.
C. SUBCONTRACTOR RESPONSIBILITY
1. The Contractor shall include the language of this subcontractor responsibility section in
each of its first tier subcontracts, and shall require each of its subcontractors to include
the same language of this section in each of their subcontracts, adjusting only as
necessary the terms used for the contracting parties. The requirements of this section
apply to all subcontractors regardless of tier.
2. At the time of subcontract execution, the Contractor shall verify that each of its first tier
subcontractors meets the following bidder responsibility criteria:
a. Have a current certificate of registration as a contractor in compliance with
chapter 18.27 RCW, which must have been in effect at the time of subcontract
bid submittal;
b. Have a current Washington Unified Business Identifier (UBI) number;
c. If applicable, have:
i. Industrial Insurance (workers' compensation) coverage for the bidder's
employees working in Washington, as required in Title 51 RCW;
ii. A Washington Employment Security Department number, as required in
Title 50 RCW;
iii. A Washington Department of Revenue state excise tax registration
number, as required in Title 82 RCW;
iv. An electrical contractor license, if required by Chapter 19.28 RCW;
v. An elevator contractor license, if required by Chapter 70.87 RCW and;
3. Not be disqualified from bidding on any public works contract under RCW 39.06.010
(unlicensed or unregistered contractors) or 39.12.065(3) (prevailing wage).
II. CITY OF TACOMA
A. SUPPLEMENTAL RESPONSIBILITY CRITERIA - CITY OF TACOMA:
In order to be considered a responsible bidder, the prospective bidder shall have all of the
following qualifications set forth in Tacoma Municipal Code 1.06.262:
1. Adequate financial resources or the ability to secure such resources;
2. The necessary experience, stability, organization and technical qualifications to perform
the proposed contract;
3. The ability to comply with the required performance schedule, taking into consideration
all existing business commitments;
4. A satisfactory record of performance, integrity, judgment and skills; and
5. Be otherwise qualified and eligible to receive an award under applicable laws and
regulations.
a. Bidder Responsibility. Bidders shall not be in violation of 39.04.350 RCW Bidder
Responsibility Criteria - Supplemental Criteria.
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In addition to the mandatory bidder responsibility criteria listed immediately above, the City may,
in addition to price, consider any or all of the following criteria contained in Tacoma Municipal
Code Chapter 1.06.262 in determining bidder responsibility:
1. The ability, capacity, experience, stability, technical qualifications and skill of the
respondent to perform the contract;
2. Whether the respondent can perform the contract within the time specified, without delay
or interference;
3. Integrity, reputation, character, judgment, experience, and efficiency of the respondents,
including past compliance with the City's Ethics Code;
4. Quality of performance of previous contracts;
5. Previous and existing compliance with laws and ordinances relating to contracts or
services;
6. Sufficiency of the respondent's financial resources;
7. Quality, availability, and adaptability of the supplies, purchased services or public works
to the particular use required;
8. Ability of the respondent to provide future maintenance and service on a timely basis;
9. Payment terms and prompt pay discounts;
10.The number and scope of conditions attached to the submittal;
11.Compliance with all applicable City requirements, including but not limited to the City's
Ethics Code and its Small Business Enterprise and Local Employment and
Apprenticeship programs;
12.Other qualification criteria set forth in the specification or advertisement that the
appropriate department or division head determines to be in the best interests of the
City.
The City may require bidders to furnish information, sworn or certified to be true, to demonstrate
compliance with the City responsibility criteria set forth above. If the city manager or director of
utilities is not satisfied with the sufficiency of the information provided, or if the prospective
respondent does not substantially meet all responsibility requirements, any submittal from such
respondent must be disregarded.
B. ADDITIONAL SUPPLEMENTAL CRITERIA
See Minimum Requirements section
C. MODIFICATIONS TO SUPPLEMENTAL CRITERIA
Potential bidders may request modifications to the City's supplemental criteria by submitting a
written request to the Purchasing Division via email to bids@tacoma.gov no later than 5:00p.m.
Pacific Time, three days prior to the submittal deadline. Please include the Specification No. and
Title when submitting such requests. Requests must include justification for why certain criteria
should be modified. Requests received after this date and time will not be considered.
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The City will respond to a timely submitted request prior to the bid opening date. Changes to the
supplemental criteria, if warranted, will be issued by addendum to the solicitation documents
and posted to the City's website for the attention of all prospective bidders.
D. DETERMINATION OF BIDDER RESPONSIBILITY
If the City determines the bidder does not meet the criteria above and is therefore not a
responsible bidder, the City shall notify the bidder in writing with the reasons for its
determination. If the bidder disagrees, the bidder may appeal the determination in a manner
consistent with the City's Protest Policy. Appeals are coordinated by the Purchasing Division
heard by the Procurement and Payables Division manager for contracts less than or equal to
$500,000 and by Contracts and Awards Board for contracts greater than $500,000.
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1. MINIMUM REQUIREMENTS
See Supplemental Requirements in Notice to Bidders above.
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 C)
4. DESCRIPTION OF WORK
The City of Tacoma is soliciting bids to establish one or more contracts with qualified vendors to
fulfill the City's needs for Windsheild replacement and repair for City vehicles. Contract(s) will be
awarded to the lowest responsive and responsible bidder(s) based on price, product quality and
availability.
5. ANTICIPATED CONTRACT TERM
August 1, 2026 through August 1, 2029, with two (2), additional one-year renewals.
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:
Submittal Due Date: 7/10/2026
Anticipated Award Date, on or about: August 2026
7. INQUIRIES
7.1 Questions can be submitted to Merry Mitchell, Buyer, via email to mmitchell@tacoma.gov
Subject line to read: GF29-0139N - Windshield Repair & Replacement for City Vehicles
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.
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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-proposal 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
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:
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