Vehicle_Glass_Supply,_Install,_Repair_&_Tint_Services.pdf

INVITATION FOR BID

IFB-26-FSD-0288

VEHICLE GLASS SUPPLY, INSTALL, REPAIR & TINT

SERVICES

CITY OF PHOENIX

PUBLIC WORKS

200 W. WASHINGTON ST.

PHOENIX, AZ

85003

RELEASE DATE: May 15, 2026

DEADLINE FOR QUESTIONS: May 29, 2026

RESPONSE DEADLINE: June 17, 2026, 11:00 am

City of Phoenix

INVITATION FOR BID

IFB-26-FSD-0288

Vehicle Glass Supply, Install, Repair & Tint Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance of Offer Form 2026

AA - Supplemental -Terms-And-Conditions-To-All-Airport-Agreements-REV.-9.2.25

BB - Sensitive Security Information Acknowledgement Form

Invitation For Bid #IFB-26-FSD-0288 Title: Vehicle Glass Supply, Install, Repair & Tint Services

1. Introduction

1.1. Contact Information

Crystal Ramirez

Public Works

Email: crystal.ramirez@phoenix.gov

Phone: (602) 495-3606

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Crystal Ramirez) at (602) 495-3606/Voice or 711/TTY, or crystal.ramirez@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: May 15, 2026

Pre-Offer Conference (Non-Mandatory): May 22, 2026, 10:00am

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/23304494

6686944?p=8q8ADsBjeSIdujgFTO

Meeting ID: 233 044 946 686 944

Written Inquiries Due Date: May 29, 2026, 10:00am

Offer Due Date: June 17, 2026, 11:00am

Please note: registration or RSVP to participate in the Pre-Offer Conference is required in order to obtain the Pre-Offer Conference meeting information. An Offeror who wishes to join the Pre-

Offer Conference for this solicitation is required to register using the weblink or access code provided prior to the meeting. Upon completion of registration, the Pre-Offer Conference meeting information will be forwarded to the registered email address.

https://teams.microsoft.com/meet/233044946686944?p=8q8ADsBjeSIdujgFTO https://teams.microsoft.com/meet/233044946686944?p=8q8ADsBjeSIdujgFTO

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for Vehicle Glass Supply, Install, Repair & Tint

Services for a three-year term, with two option years commencing on or about August 1, 2026, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by City Council, conditioned upon signature and recording by the City

Clerk’s department, as required by the Phoenix City Code, whichever is later.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this mailto:procurement-support@opengov.com solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.4. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/248533. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Public Works Department, 200 W. Washington Street, 7th Floor, Phoenix, AZ 85003. It is the

Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

2.6. Inquiries

All questions that arise relating to this solicitation should be directed via City’s Procurement

Portal and must be received by the due date indicated in the Schedule of Events. The City will not consider questions received after the deadline.

https://procurement.opengov.com/portal/phoenix/projects/248533

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s Procurement Portal.

2.7. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

Changes to terms and conditions of the Solicitation and resulting Agreement made pursuant to an addendum shall be memorialized in the Solicitation and resulting Agreement document. To that end, a parenthetical will be added to applicable provision(s) referencing the addendum that imposed the change. The language in the final provision will reflect the updated version.

2.8. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.9. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.10. Submission of Offer

The City of Phoenix Public Works Department is accepting only electronic Offers for this solicitation. Offerors are responsible for submitting the Offer before the due date and time of the solicitation deadline.

The Offeror is responsible for managing potential delays due to delays caused by the Carrier or technical difficulties.

Submission of Offer – Electronic Submission:

Offers shall be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/248533. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor https://procurement.opengov.com/signup training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-

4a21-bb0d-715edb7794ed.

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.11. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.12. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement Portal:

https://procurement.opengov.com/portal/phoenix/projects/248533 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its Offer, each

Offeror agrees that this posting of the award recommendation to the City's Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful Offerors.

2.13. Pre-Award Qualifications

Offeror must have been in operation a minimum of 2 years. The Offeror’s normal business activity during the past 2 years will have been for providing the goods or services in this solicitation.

https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Equipment. Offeror will own or have assured access to (through hire, lease, purchase agreement, availability of manufacturing equipment, or other means) the following key items or equipment in full working order, and must demonstrate that, based on known commitment, they will be available for use in the proposed contract.

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this agreement. Insurance requirements are non-negotiable.

2.14. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.15. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.16. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.17. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.18. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.19. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.20. Bank's Letter of Commitment or Statement of Bonding Ability

Offerors must submit a letter from a bank or other financial institution evidencing the bank’s commitment to provide the Offeror, if successful, with a Letter of Credit (LOC) or Cash Deposit in the amount stated in Section 2.2X – Performance Guarantee. If submitting a Performance

Bond, Offerors must submit a letter from a bonding or insurance company stating that the

Offeror can qualify for and procure the performance and/or payment surety required in this solicitation. Submittals received without the required bank’s letter of commitment or statement of bonding ability may be considered non-responsive.

2.21. Contract Award

In accordance with the City of Phoenix Code, Chapter 43, Section 43-12, Competitive Sealed

Bidding, award(s) shall be made to the lowest responsive and responsible offeror(s) whose offer conforms in all material respects to the requirements set forth in this solicitation. The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.22. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of any required minimum qualifications, and completeness and compliance with the solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers will render an Offer nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Offeror, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Offeror. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

2.23. Equal Low Offer

Contract award will be made by putting the names of the tied vendors in a cup for a blind drawing limited to those bidders with tied offers. If time permits, the offerors involved will be given an opportunity to attend the drawing. The drawing will be witnessed by at least three persons, and the contract file will contain the names and addresses of the witnesses.

3. Scope of Work

3.1. FLEET PROFILE

The City of Phoenix has a very diverse fleet with many manufacturers, makes and models. The following list represents the major makes that are represented, but not limited to the following:

A. American LaFrance, Autocar, Chevrolet, Dodge, Chrysler, E-One, Ford, Freightliner, GMC, Honda, International, lsuzu, Jeep, Kenworth, Mack, Mitsubishi, Nissan, Oshkosh, Crane Carrier, Peterbilt, Pierce, Pontiac, Rosenbauer, Salsbury, Sterling, Toyota, Hyundai.

3.2. SCOPE

A. The City of Phoenix, Public Works Department, Fleet Services Division (FSD), and

Aviation Department is responsible for overseeing vehicle glass repairs/replacements and window tinting for the City of Phoenix fleet of over 8,000 various makes, models, and sizes.

B. Auto glass (all sides) must comply with the most current Federal Motor Carrier Safety

Administration and National Highway Traffic Safety Administration standards.

C. The Contractor will provide all materials, equipment, supplies, travel, and labor for light, medium, and heavy-duty equipment. This will include equipment windshields, windows, and flat glass for city-owned vehicles on an as-needed/if-needed basis.

D. Vehicle Glass Supply, Install, Repair & Tint Services shall be performed at various City of Phoenix properties across Phoenix, or at the vendors locations if necessary.

E. The Contractor will use the most current edition of the National Auto Glass Specification

(NAGS) as a basis to figure the percent discount as listed on the invoice. List and net cost for each part (individual glass) shall be listed on all invoices to verify discount (if any).

3.3. CONTRACTOR QUALIFICATIONS AND QUALITY ASSURANCE

A. The contractor will employ enough trained and capable employees to properly, adequately, safely, and promptly provide services requested herein. All other employees working on this project will have specific factory, and/or field training in accordance with industry standards. Unskilled employees are not permitted to perform or provide any kind of service.

B. Contractor will utilize properly qualified employees in the performance of this contract. A qualified employee is defined as an individual possessing the necessary qualifications and training for the repair and installation of both automotive and off-road equipment glass, as well as the installation and removal of window tint. Preferably, the Contractor's employees will have six months of industry experience and be National Glass

Association (NGA) certified. If the City determines, for any reason, that the qualifications, actions, or conduct of any Contractor employee has violated this agreement or is otherwise detrimental to the City, a written notice will be issued to the Contractor. Upon receipt of such notice, the Contractor will promptly provide a qualified replacement person(s) to provide services under this contract. Examples of such conduct include performing unsatisfactory services, poor customer service, interfering with the operations of the City fleet, or inappropriate behavior towards City employees, other contractors, or subcontractors.

C. Contractor will not subcontract, use third-party companies, or use any other parties to perform these services without written authorization from the City. Should authorization for such be granted, use of any subcontractors or other parties will not relieve, release, or affect in any manner the Contractor's duties, liabilities, or obligations under this contract.

D. Contractor will have a minimum of two (2) years’ experience providing glass repair and installation services, and installation and removal of window tint, preferably in the State of Arizona.

E. The materials supplied under this Contract, and their transport, will be in accordance with all federal, state, and local (county and municipal) laws, ordinances, and regulations, OEM specifications, and City of Phoenix Public Works Department policies.

3.4. SAFETY, PRECAUTIONS AND CLEANLINESS

A. The Contractor will have sole responsibility for means, methods, techniques, procedures, and safety precautions in connection with the performance of these services.

B. Contractor will be responsible for the supervision and execution of services by its employees.

C. Contractor will have sufficient protective barriers and warning signs available, where necessary, to ensure the safety of the specified services.

D. Contractor will always follow all local, state, and national regulations, including OSHA, NFPA, state, local, and manufacturer safety operating procedures, and generally accepted safety procedures.

E. The contractor shall follow Original Equipment Manufacturer (OEM) specifications for the replacement of glass and, if necessary, the calibration of Advanced Driver-Assistance

Systems (ADAS)

F. Contractor will be responsible for implementing all final settings and adjustments for the repair and installation of the glass and window tint in accordance with the manufacturer's, owner's/ engineer's specifications. This shall include adjustments required with Advanced Driver-Assistance Systems (ADAS). Pricing of windshields and subsequent labor costs shall include the adjustment or calibration of ADAS. Separate line-item billing for adjustments/calibration of ADAS systems shall not be allowed.

G. Contractor will supply and wear the required personal protection equipment while servicing equipment or vehicles under this agreement.

H. Contractor will maintain a high standard of cleanliness during and after repairs. Spillage of products (i.e., grease, sealant), markings (i.e., greasy fingerprints), tools, and miscellaneous materials (i.e., shop towels, used parts, trash) will be removed from equipment and City property upon completion of services. Contractor waste, including old weatherstripping, glass, and tint, will be removed from City property. The Contractor will vacuum any broken glass from the interior of the repaired equipment prior to final acceptance. The disposal of waste must comply with all local, city, state, and federal laws.

3.5. CONTRACTOR SERVICES

A. The contractor will furnish all management, supervision, tools, supplies, parts, materials, equipment, and labor necessary to perform inspection, installation and repair of vehicle and equipment glass and window tint noted herein, in accordance with all the terms, conditions, provisions, and specifications contained in this agreement and manufacturer's recommended service:

1. Services will include all labor, transportation, supplies, materials, parts, tools, machinery (i.e., ADAS targets, diagnostic equipment), hoist, employee personal protection equipment, supervision, and all other work and materials required under this agreement.

2. All services will be performed to the manufacturer's specifications and recommendations.

3. Common replacement parts will be available locally or can be delivered within three

(3) business days.

a. Contractor will furnish and install all replacement parts and materials, both minor and major, required by the manufacturer to perform replacement, installation, and repair.

b. Contractor will only provide parts meeting the original manufacturer's design and specifications.

c. Repair parts will be new, suitable for their intended uses, and obtained from or recommended by the original manufacturer of the equipment. Equivalent or remanufactured parts may be used only after written approval is obtained from the City of Phoenix, Fleet Services Division.

4. Contractor will provide the following records and reports:

a. Scheduled repair, replacement, or installations for city vehicles and equipment.

b. An accurate and complete record of all work performed, including the following:

i. Date and time work is commenced

ii. Date and time work is completed

iii. Number of Labor hours @ what labor rate

iv. Individual parts costs with List and Net pricing per item.

v. Description of the maintenance performed (including successful ADAS

Calibration), and specific action taken to resolve the complaint

vi. Date and time work is completed

vii. Unit Number

viii. M5 reference number

ix. Purchase order number beginning with 800 or 440

5. Response and Repair Time Requirement:

a. All service requests (written or verbal) shall be acknowledged withing one (1) business hour.

b. Post service request acknowledgement, repairs will be completed within twenty-four (24) business hours. Repairs requiring more than twenty-four (24) business hours will be brought to the attention of the City of Phoenix authorized representative, including an estimated date/time of completion.

c. Any repair work outside routine maintenance may not be started without authorization and must be scheduled with the City of Phoenix authorized representative.

d. Normal Business Hours will be defined as Monday-Friday from 6:00 AM to 5:00

PM. Times and days of service outside of these normal business days and business hours (including recognized city holidays) will be billed at the on-site hourly labor rate- emergency/ after normal business hours rate.

6. Services will be performed accordance with OEM specifications.

3.6. GLASS AND MATERIALS

A. All windshields, windows, flat glass, and installation materials must meet OEM specifications. All glass must fit properly into the opening and be sealed completely to prevent any water, dust, or contaminants from entering the vehicle area. All flat glass must be safety-laminated with clear plastic film between the glass layers to minimize the risk of injury to occupants. Installed flat glass must not have any exposed sharp edges or corners.

B. The Contractor will use a fast-curing polyurethane adhesive that provides a guaranteed two (2) hour safe drive-away time after application. The cost of adhesive must be included in the unit price.

C. Where applicable and consistent with vehicle safety guidelines, the Contractor will exercise reasonable cost savings efforts by salvaging and reusing existing molding rather than merely replacing it.

3.7. REPAIRABLE AND NON-REPAIRABLE CHIPS AND CRACKS

A. The contractor will repair any bull's eye, star break, small cracks, or any combination to prevent further cracking or splitting. All liquid resin injection must meet OEM specifications and be sealed completely to prevent any water, dust, or contaminants.

The cost of resin must be included in the unit price.

B. Upon inspection, if the repair indicates it is non-repairable, the City must be notified, and prior authorization must be obtained from a designated City representative to proceed with windshield replacements. Windshields should be replaced if any of the following indicators are present:

1. Crack(s) across the entire windshield

2. Crack(s) on the inside surface of the glass

3. The damage from the rock chip is directly in your line of vision

4. The rock chip (bull's eye, star break, or combination break) is larger than recommended for safe repair.

3.8. WINDOW TINT REMOVAL, INSTALLATION AND MATERIALS

A. Except for special applications such as tints used for designated emergency vehicles or specialized equipment, the tint applied will be as dark as requested by the City, but not to exceed the State of Arizona laws that regulate light transmission and luminous reflectance of film. Front side windows can have no more than 33 percent luminous reflectance, and rear side windows and rear windows can have no more than 35 percent luminous reflectance. The window film will be non-metallic and must not interfere with wireless signals (e.g., keyless entry, cell phone, radio, GPS). The window film and installation must come with a lifetime warranty against the following:

1. Cracking

2. Adhesive Failure (i.e., peeling, bubbling, etc.)

3. Excessive change of color (i.e., blurring, fading, etc.)

4. Delaminating

B. Contractor will, at a minimum, perform all services in accordance with the manufacturer's specifications and recommendations. The Contractor will notify the City immediately if services cannot be performed due to indications that the tinting cannot be applied to a window. The Contractor will schedule a time with the City to inspect the window.

C. Other warranties for materials and workmanship not specifically mentioned herein shall be warranted for a minimum of 12 Months.

3.9. GLASS PURCHASE

A. The City of Phoenix reserves the right to make over-the-counter purchases for glass stock

B. Any over-the-counter purchases will have a twelve-month warranty that begins on the date of installation.

3.10. LOCATIONS

Public Works Locations, but not limited to:

Location Address

1. 22nd Avenue Service Center 2441 South 22nd Avenue, Phoenix, AZ. 85009

2. Okemah Service Center, 3828 East Anne Street, Phoenix, AZ. 85040

3. Glenrosa Service Center 4021 W. Glenrosa, Phoenix, AZ 85019

4. Union Hills Service Center 138 East Union Hills, Phoenix, AZ. 85024

5. Fire Operations Service Center 2625 South 19th Avenue, Phoenix, AZ 85009

6. Salt River Service Center 3045 South 22nd Avenue, Phoenix, AZ 85009

7. 27th Avenue Transfer Station 3060 South 27th Avenue, Phoenix, AZ 85009

8. North Gateway Transfer Station 3025 North Black Canyon Highway, Phoenix 85085

9. 91st Avenue Wastewater Treatment Plant 5615 South 9151 Avenue, Tolleson, AZ 85353

10. State Route 85 Landfill 28361 West Patterson Rd., Buckeye, AZ. 85326

11. Southern Command Station 3443 South Central Avenue, Phoenix, AZ 85040

12. Black Mountain Precinct 33355 North Cave Creek Road, Cave Creek, AZ., 85331

13. Cactus Park Precinct 12220 North 39th Avenue, Phoenix, AZ 85029

14. Central City Precinct 1902 South 16th Street, Phoenix, AZ 85034

15. Desert Horizon Precinct 16030 North 56th St, Scottsdale, AZ., 85254

16. Estrella Mountain Precinct 2111 South 99th Avenue, Tolleson, AZ., 85353

17. Maryvale Precinct 6180 West Encanto Blvd. Phoenix, AZ., 85035

18. Mountain View Precinct 2075 East Maryland Avenue, Phoenix, AZ., 85016

19. South Mountain Precinct 400 West Southern Avenue, Phoenix, AZ., 85041

4. Standard Terms and Conditions

4.1. Definition of Key Words Used in the Solicitation

Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of Offer as non-responsive.

Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the City may, at its sole option, ask the Offeror to provide the information or evaluate the Offer without the information.

May: Indicates something that is not mandatory but permissible.

For purposes of this solicitation, the following definitions will apply:

“A.R.S.” Arizona Revised Statute

“Buyer” or “Procurement Officer” City of Phoenix staff person responsible for the solicitation.

The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and responsible for monitoring and overseeing the

Contractor's performance under this contract.

"City" The City of Phoenix

"Contractor" The individual, partnership, or corporation who, as a result of the competitive process, is awarded a contract by the City of Phoenix.

"Contract” or “Agreement" The legal agreement executed between the City of Phoenix, AZ and the Contractor.

“Days” Means calendar days unless otherwise specified.

“Chief Procurement Officer” The contracting authority for the City of Phoenix, AZ, authorized to sign contracts and amendments thereto on behalf of the City of Phoenix, AZ.

“Employer” Any individual or type of organization that transacts business in this state, that has a license issued by an agency in this state and employs one or more employees in this state.

Employer includes this state, any political subdivision of this state and self-employed persons. In the case of an independent contractor, employer means the independent contractor and does not mean the person or organization that uses contract labor. (A.R.S. 23-211).

“Offer” Means a response from a Supplier, Contractor, or Service Provider to a solicitation request that, if awarded, binds the Supplier, Contractor, or Service Provider to perform in accordance with the contract. Same as bid, proposal, quotation or tender.

“Offeror” Any Vendor, Seller or Supplier submitting a competitive offer in response to a solicitation from the City. Same as Bidder or Proposer.

“Solicitation” Means an Invitation for Bid (IFB), Request for Proposal (RFP), Request for

Quotations (RFQ), Request for Qualifications (RFQu) and request for sealed Offers, or any other type of formal procurement which the City makes public through advertising, mailings, or some other method of communication. It is the process by which the City seeks information, proposals, Offers, or quotes from suppliers.

“Suppliers” Firms, entities or individuals furnishing goods or services to the City.

“Vendor or Seller” A seller of goods or services.

4.2. City’s Vendor Self-Registration and Notification

Vendors must be registered in the City’s Procurement Portal at https://procurement.opengov.com/portal/phoenix to respond to solicitations and access procurement information.

Vendors are required to register in the City’s procurePHX Self-Registration System

(https://eprocurement.phoenix.gov/irj/portal) prior to contract execution. Registration is not required at the time of offer submission. However, the City will not execute a contract with any awarded vendor until registration is complete.

4.3. Business in Arizona

The City will not enter contracts with Offerors (or any company(ies)) not granted authority to transact business, or not in good standing, in the state of Arizona by the Arizona Corporation

Commission, unless the Offeror asserts a statutory exception prior to entering a contract with the City.

4.4. Contract Interpretation

A. Applicable Law: This Contract will be governed by the law of the State of Arizona, and suits pertaining to this Contract will be brought only in Federal or State courts in

Maricopa County, State of Arizona.

B. Contract Order of Precedence: In the event of a conflict in the provisions of the

Contract, as accepted by the City and as they may be amended, the following will prevail in the order set forth below:

1. Federal terms and conditions, if any

2. Special terms and conditions

3. Standard terms and conditions

4. Amendments

5. Statement or scope of work

6. Specifications

7. Attachments

8. Exhibits

9. Instructions to Contractors

10. Other documents referenced or included in the Solicitation

C. Organization – Employment Disclaimer: The Agreement resulting hereunder is not intended to constitute, create, give rise to or otherwise recognize a joint venture https://procurement.opengov.com/portal/phoenix https://eprocurement.phoenix.gov/irj/portal agreement or relationship, partnership or formal business organization of any kind, and the rights and obligations of the parties will be only those expressly set forth in the agreement. The parties agree that no persons supplied by the Contractor in the performance of Contractor’s obligations under the agreement are considered to be City’s employees and that no rights of City civil service, retirement or personnel rules accrue to such persons. The Contractor will have total responsibility for all salaries, wage bonuses, retirement, withholdings, workmen’s compensation, occupational disease compensation, unemployment compensation, other employee benefits and all taxes and premiums appurtenant thereto concerning such persons, and will save and hold the City harmless with respect thereto.

D. Severability: The provisions of this Contract are severable to the extent that any provision or application held to be invalid will not affect any other provision or application of the contract which may remain in effect without the invalid provision or application.

E. Non-Waiver of Liability: The City of Phoenix as a public entity supported by tax monies, in execution of its public trust, cannot agree to waive any lawful or legitimate right to recover monies lawfully due it. Therefore, any Contractor agrees that it will not insist upon or demand any statement whereby the City agrees to limit in advance or waive any right the City might have to recover actual lawful damages in any court of law under applicable Arizona law.

F. Parol Evidence: This Agreement is intended by the parties as a final expression of their agreement and is intended also as a complete and exclusive statement of the terms of this agreement. No course of prior dealings between the parties and no usage in the trade will be relevant to supplement or explain any term used in this Contract.

Acceptance or acquiescence in a course of performance rendered under this contract will not be relevant to determine the meaning of this Contract even though the accepting or acquiescing party has knowledge of the nature of the performance and opportunity to object.

4.5. Contract Administration and Operation

A. Records: All books, accounts, reports, files and other records relating to the contract will be subject at all reasonable times to inspection and audit by the City for five years after completion of the contract. Such records will be produced at a City of Phoenix office as designated by the City. Confidentiality will be maintained, and City will not violate any proprietary or other confidentiality agreements vendor has in place.

B. Discrimination Prohibited: Contractor agrees to abide by the provisions of the Phoenix

City Code Chapter 18, Article V as amended. Any contractor, in performing under this contract, will not discriminate against any worker, employee or applicant, or any member of the public, because of race, color, religion, sex, national origin, age or disability nor otherwise commit an unfair employment practice. The supplier and/or lessee will take action to ensure that applicants are employed, and employees are dealt with during employment without regard to their race, color, religion, sex, or national origin, age or disability and adhere to a policy to pay equal compensation to men and women who perform jobs that require substantially equal skill, effort and responsibility, and that are performed within the same establishment under similar working conditions. Such action will include but not be limited to the following: Employment, promotion, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training; including apprenticeship. The supplier further agrees that this clause will be incorporated in all subcontracts with all labor organizations furnishing skilled, unskilled and union labor, or who may perform any such labor or services in connection with this contract. Contractor further agrees that this clause will be incorporated in all subcontracts, job-contractor agreements or subleases of this agreement entered into by supplier/lessee.

C. Equal Employment Opportunity and Pay: In order to do business with the City, Contractor must comply with Phoenix City Code, 1969, Chapter 18, Article V, as amended, Equal Employment Opportunity Requirements. Contractor will direct any questions in regard to these requirements to the Equal Opportunity Department, (602)

262-6790.

1. For a Contractor with 35 employees or fewer: Contractor in performing under this

Agreement shall not discriminate against any worker, employee or applicant, or any member of the public, because of race, color, religion, sex, national origin, age, or disability, nor otherwise…