Authorization to advertise Invitation for Bids (IFB) No. GIL-IFB-2026-011 - Automotive, Heavy-Duty Truck, and Equipment Glass Replacement and Chip Repairs, to establish on-call service contracts for the County's Globe and Payson regions.

Public Works Department General Services Division requires glass replacement and chip repair services for County vehicles and equipment. The Department reports difficulty locating available vendors and scheduling repairs, with the process currently taking approximately four to five weeks. These delays extend vehicle downtime and interfere with County operations.

IFB No. GIL-IFB-2026-011 will solicit bids for the following four (4) award categories:

• Category 1A — Globe Automotive Glass Replacement and Chip Repair
• Category 1B — Globe Heavy-Duty Truck and Equipment Glass Replacement and Chip Repair
• Category 2A — Payson Automotive Glass Replacement and Chip Repair
• Category 2B — Payson Heavy-Duty Truck and Equipment Glass Replacement and Chip Repair

Bidders may submit bids for one or more categories and need only be capable of performing the work included in the categories they bid. This structure is intended to encourage participation by vendors of varying size and service capacity, including local and regional businesses.

The County intends to award contracts, subject to Board approval, to every responsive and responsible bidder within each category. Awarded contractors will form an approved vendor panel for that category. No contractor will be guaranteed a minimum volume of work.

Bidders will submit hourly rates, travel charges, and a percentage markup on the documented cost of glass and related parts and materials. For individual jobs, the County will generally request quotes from contractors in the applicable category and assign work to the responding contractor offering the lowest total quote that meets the County's requirements and requested schedule. The solicitation also permits direct assignment when an emergency, specialized service requirement, warranty issue, or other operational necessity makes the normal quotation process impracticable.

Accepted work is generally required to be completed within ten business days after written authorization to proceed, unless the County approves a different schedule. The solicitation includes requirements for installation safety, applicable driver assistance system calibration, and proper disposal of broken glass and related waste.

The proposed contracts will have an initial term of one year from award, with up to three additional one-year renewals by mutual written agreement. Awarded pricing will be fixed during the initial term; adjustments at renewal will require supporting justification and a written contract amendment.

The solicitation schedules advertising in the Payson Roundup on October 30 and November 6, 2026, with bids due December 4, 2026, at 3:00 p.m. Bids may be submitted electronically through the County's Procurement Portal or by sealed hard copy.

Advertising this IFB will provide a competitive process for establishing on-call glass replacement and chip repair contracts serving both regions. The proposed structure will broaden vendor participation, establish pricing terms, and provide access to multiple qualified contractors to help reduce vehicle and equipment downtime.

The Public Works Department Director and staff recommend authorization to advertise Invitation for Bids No. GIL-IFB-2026-011 - Automotive, Heavy-Duty Truck, and Equipment Glass Replacement and Chip Repairs.

Information/Discussion/Action to authorize the advertisement of Invitation for Bids No. GIL-IFB-2026-011 - Automotive, Heavy-Duty Truck, and Equipment Glass Replacement and Chip Repairs. (David LaForge)