2026-ITB-178: Fantasy Lights Supplies

INVITATION TO BID (ITB)

Title: Fantasy Lights Supplies Bid Number: 2026-ITB-178

Timeline

Solicitation Release Date 7/10/2026

Question Submission Deadline 7/20/2026

Bid Submission Deadline 7/24/2026

Contractor:

Mailing Address:

Contact Name: Title:

Phone: Email:

Fiscal Contact: Email:

Contractor UBI:

State of Washington Contractor's License No: N/A

Employment Security Department No: N/A

*If a corporation, the bid must be executed in the corporate name by the president or vice-president (or any other corporate officer accompanied by evidence of authority to sign). If a co-partnership, bid must be executed by a partner.

Complete the tax status information for one of the following business entity types. Individual or Corporate name must match exactly as registered with either Social Security Administration or Internal Revenue Service. Identification of Vendor as a sole proprietor, a partnership, a joint venture, a corporation, or another described form of legal entity:

Bid Issued By

Pierce County Procurement and Contract Services

Contact: Cherena Roland Email: pcpurchasing@piercecountywa.gov

Address 1501 Market Street., Suite 420 Tacoma, WA 98402

Bid Documents / Exhibits / Attachments

A: Instructions to Bidders D: Contract Compliance

B: Statement of Work E: General Terms and Conditions

C: Bid Form Attachment 1: Bid Form Item Specifications

PLEASE NOTE: Proposals shall be signed by the person or persons having authority to sign them. If a bidder is a corporation the proposal shall be signed on behalf of the corporation by such an authorized person.

Signature Printed Name and Title Date

ADDENDUM RECEIPT:

Receipt of addenda numbered is acknowledged.

Please note: Any oral interpretation is not binding on the County unless confirmed by Addendum.

This bid is subject to the attached General Terms and Conditions.

mailto:pcpurchasing@piercecountywa.gov

PLANHOLDER’S LIST:

BIDDERS WHO REGISTER AND DOWNLOAD BID DOCUMENTS will be automatically added to the FOLLOWER’S list in the County’s E-Procurement Portal. Notifications for bid updates, addenda, and other bid information will be sent to all bidders who register on the Pierce County E-Procurement Portal. Bidders shall create an account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on “Submit a Response”, and follow the instructions to submit your electronic bid.

BID QUESTIONS:

All questions must be submitted within the County’s E-Procurement Portal under the Questions and Answers section no later than 4:00 PM PDT on July 20, 2026. Bidders must be registered in the E-Procurement Portal software to submit questions, receive addenda, notifications, and ultimately submit a proposal.

BID NOTES:

The successful low bidder may be required to provide references that demonstrate their ability to serve Pierce County prior to award. Failure to provide references when requested or references not demonstrating their ability to service the needs of Pierce County may result in a bidder being deemed non-responsible.

Oral explanations, interpretations, or instructions given by anyone before the award of a contract will not be binding on the County.

The Contractor is responsible for all Taxes, Fees, and Insurance costs for this Project. All costs, except sales tax, must be included in the unit bid prices.

Proposals must be received by Procurement & Contract Services in the Pierce County Finance Department before 1:00 PM PST on July 24, 2026. The proposer is responsible for submission of proposal before the deadline. The County shall not be responsible for late submittals.

All Bids are to be submitted via OpenGov. Bid Submissions will be opened and publicly read via webcast 30 minutes after the time indicated above unless the Bid Opening has been delayed or canceled.

The link for the webcast will be posted on Pierce County’s website at http://www.piercecountywa.gov/CurrentSolicitations before bid opening.

BID SUBMITTAL REQUIREMENTS

For Bids to be considered the following shall be included:

• Completed Bid Form indicating the bidders proposed pricing, contact information, signature of

Authorized person (name, title included), and tax information.

• Completed Page 1, Invitation to Bid, all contact/company information, signature of Authorized person (name, title included), Addendum Receipt, and tax information

• Completed Pricing Proposal in Exhibit C, Section 1 indicating the bidders proposed pricing.

THE FOLLOWING MUST BE RETURNED BY THE SUCCESSFUL BIDDER NO LATER THAN 10 DAYS AFTER BID

AWARD*:

Signed Pierce County contract*

*These will be executed on County forms and will be enclosed with award documents.

https://procurement.opengov.com/signup http://www.piercecountywa.gov/CurrentSolicitations

EXHIBIT A – INSTRUCTIONS TO BIDDERS

BACKGROUND AND PURPOSE

Pierce County Parks and Recreation is soliciting bids from qualified vendors to establish a contract for the supply of Fantasy Lights displays, replacement parts, lighting components, electrical accessories, and related supplies.

The resulting Contract will provide a reliable source for products required to support the installation, maintenance, operation, and enhancement of the County's annual Fantasy Lights holiday display at Spanaway Park.

The Bidder shall provide unit pricing for the items identified in the Bid Price Sheet identified in Exhibit C. Products may be purchased for County pickup at the Contractor's local facility or delivered to designated Pierce County locations, as specified in this ITB.

1. BEFORE AWARD

1.1. Communications

1.1.1. Upon release of this ITB, no oral interpretations of the ITB will be made to any Bidder. Oral explanations or instructions will be considered unofficial and are not binding. Any information modifying a solicitation will be furnished to all Bidders by addendum.

Communications concerning this solicitation, with any Pierce County employee other than the listed Contract Specialist or Alternate Contract Specialist may cause the Bidder to be disqualified.

1.2. Deadline for Questions

1.2.1. If a prospective Bidder has any questions concerning any part of the Bid/Proposal, the Bidder must submit a request via Pierce County's E-Procurement Portal Q&A section.

Questions must be received in Pierce County’s E-Procurement portal by the deadline referenced on the cover page of this ITB.

1.3. Addenda and Clarifications

1.3.1. If at any time, the County changes, revises, deletes, increases, and/or otherwise modifies the ITB, the County will issue a written Addendum to the ITB. Bidder must acknowledge all Addenda to the solicitation before submitting their bid. Clarifications are for informational purposes only and will be posted in Pierce County’s E-Procurement portal.

If an addendum is issued after a Bidder has submitted a response to a solicitation, that Bidder must acknowledge each addendum and resubmit its response. To ensure the County receives the most recent response submitted, Bidder shall ensure the submittal remains on active status. Addenda will become part of the Contract Documents when the Contract is executed.

1.4. Late Bids

1.4.1. The County’s E-Procurement Portal will not allow late bids or modifications of bid submission after the close date and time specified for receipt. Bidders shall assume full responsibility for ensuring electronic delivery of bids on or before the close date and time as specified.

1.5. Alterations to Documents

1.5.1. Any attachments and/or exhibits included with this solicitation are part of the overall bid package. A bid that includes any addition, limitation, or change made to any document, any non-requested attachments, or any exception to the terms of Invitation to Bid, may be non-responsive and/or irregular and be rejected.

1.6. Bid Submittal Procedure

1.6.1. Pierce County registered Suppliers interested in bidding on current solicitations must log in to their E-Procurement Supplier Portal to successfully submit a bid through the E- Procurement system. Pierce County will only accept electronic submittals in response to this ITB within the E- Procurement system prior to the published Close Date and Time. Bids that do not conform to the requirements specified herein shall be rejected.

1.7. Bid Opening and Posting results

1.7.1. The Contract Specialist will conduct a public bid opening at the indicated close date and time. To attend this public event, interested parties should follow the provided link:

Current Solicitations | Pierce County, WA - Official Website. After submittals have been opened in public, the County will post the response tabulation and electronic versions of all bids submitted in response to this ITB within 24 hours and, later, any final award determination on the County’s Solicitation abstract webpage.

All bids shall become the property of Pierce County at the time of bid opening. Bids are posted for informational purposes only and such posting does not constitute any evaluation, clarification, correction of minor irregularities or any decision made by the County.

Each Bidder must bid exactly as specified on the Invitation to Bid (hereinafter referred to as bid) sheets. All bids must remain open for acceptance by the County for a period of at least 60 calendar days from the date of opening of the bids.

1.8. Cancellation of ITB or Postponement of Bid Opening

1.8.1. The County reserves the right to cancel the ITB at any time. The County may change the date and time for submitting bids prior to the date and time established for submittal via an Addenda.

1.9. Examination of Bid Documents

1.9.1. The submission of a bid shall constitute an acknowledgement upon which the County may rely that the Bidder has thoroughly examined and is familiar with the ITB, including any work site identified in the ITB, and has reviewed and inspected all applicable statutes, regulations, ordinances and resolutions addressing or relating to the goods or services to be provided hereunder.

The failure of a Bidder to comply with above requirement shall in no way relieve the Bidder from any obligations with respect to its bid or to any Contract awarded pursuant to this ITB. No claim for additional compensation shall be allowed which is based upon a lack of knowledge or misunderstanding of this ITB.

1.10. Modifications of Bid or Withdrawal of Bid Prior to Bid Close Date

1.10.1. Modifications or withdrawal of bids already received will be considered only if the requested modification or withdrawal is made prior to the scheduled closing time for the receipt of the bids.

1.11. Bid Withdrawal after Public Opening

https://www.piercecountywa.gov/7829/Current-Solicitations

1.11.1. No Bidder may withdraw a bid after the date and time established for submitting bids unless a.) the award has been delayed past the period for bid effectiveness or b.) when a claim of error has been granted by the County.

Requests to withdraw a bid due to error must be submitted in writing along with supporting evidence for such claim for review by the County. Evidence must be sent via email to the Contract Specialist(s) listed in the solicitation within two (2) business days after request to withdraw. The County reserves the right to require additional records or information to evaluate the request. Any review by the County of a bid and/or any review of such a claim of error, including supporting evidence, creates no duty or liability on the County to discover any other bid error or mistake, and the sole liability for any bid error or mistake rests with the Bidder.

1.12. Cost of Bid Samples

1.12.1. The County is not liable for any costs incurred by Bidder in the preparation and evaluation of bids submitted. If applicable, samples of items required must be submitted to the location and by the date and time specified. Unless otherwise specified, samples shall be submitted with no expense to the County.

1.13. Collusion

1.13.1. By submitting this bid, the Bidder certifies that they have not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding. If the County determines that collusion has occurred among Bidders, none of the bids from the participants of such collusion will be considered. The County’s determination will be final.

1.14. Bid Effective Date

1.14.1. All bids submitted shall be a firm bid for a minimum period of sixty (60) days after the bid opening date, unless otherwise stated in writing in the bid. The County may request a Bidder grant an extension of the bid effective period.

1.15. Bid Price and Tax

1.15.1. The bid price shall include everything necessary for the prosecution and completion of the Contract, except as may be provided otherwise in this ITB.

Bid Prices shall include all freight charges, tariffs, Freight on Board (FOB) to the designated delivery point(s), FOB Destination, Prepaid and Allow.

Taxes: The County will pay sales and use taxes imposed on goods or services acquired hereunder as required by law. The Vendor must pay all other taxes including, but not limited to: Business and Occupation Tax, taxes based on the Vendor's gross or net income, or personal property to which the County does not hold title. The County is exempt from Federal Excise Tax which also shall not be included in the bid price. Where applicable the County shall furnish a Federal Excise Tax Exemption certificate.

1.16. Financial Resources and Auditing

1.16.1. If requested by the County, prior to the award of a contract, the Bidder shall submit proof of adequate financial resources available to carry out the execution and completion of Work required by the contract.

Pierce County reserves the right to audit the Contractor throughout the term of the contract to assure the Contractor’s financial fitness to perform and comply with all terms and conditions contained within the contract. Pierce County will be the sole judge in determining the Contractor’s financial fitness in carrying out the terms of the contract.

1.17. Substitutions

1.17.1. When specific brands, materials, design, style or size are named, such specifications may be construed to be shown solely for the purpose of indicating the standard of quality, performance or intended use.

Where indicated, brands of equal quality, performance and use may be considered by the County, provided the Bidder submits with their bid the brand, model, product number and other data necessary for comparison. The Bidder should submit such additional materials only when the County specifically requests; otherwise, additional materials may render the bid non-responsive. The County retains the sole right to accept or reject substitutions.

1.18. Evaluation of Bids and Contract Award

1.18.1. Bids will be evaluated by the County to determine which bid, if any, may be deemed to be the lowest responsive bid from a responsible bidder. Bids that are conditioned in any way, or Bids that take exception in any way to Pierce County’s Terms and Conditions will result in the bid being considered non-responsive.

1.18.2. Responsive: The County will consider all the material submitted by the Bidder, and other evidence it may obtain otherwise, to determine whether a bid is responsive.

1.18.3. Responsible: In determining the responsibility of the Bidder, the County may consider the Bidder’s ability, capacity and skill to perform the Contract or provide the service required (inspection of the Bidder’s facility may be required prior to award); character, integrity, reputation, judgment and efficiency; financial resources to perform the Contract properly and within the times specified; quality and timeliness of performance on previous contracts with the County and other agencies, including, but not limited to, the effort necessarily expended by the County and other agencies in securing satisfactory performance and resolving claims; compliance with federal, state and local laws and ordinances relating to public contracts; other information having a bearing on the decision to award the Contract. Failure of a Bidder to be deemed responsible or a bid to be responsive may result in bid rejection.

1.18.4. Contract award, if any, will be made by the County to the responsible Bidder who submitted the lowest responsive bid. The County will have no obligations until an award is made and an order placed with the Contractor. The County reserves the right to award one (1) or more contracts as determined to be in the County’s best interest. The County may accept any individual item, or group of items, or schedules of any bid, unless otherwise stated herein.

1.18.5. The County reserves the right to accept or reject any bid, any portion of any bid and/or all bids in their entirety or in part. Pierce County further reserves the right, without obligation, to waive as an informality any irregularities in any bid or in the bidding and to contract in the best interest of Pierce County.

1.18.6. Bidder shall bid all or partial items as required in the Bid Schedule in order to be eligible for award. In the event of a discrepancy between the unit price and the extended amount for a bid item, the unit price will govern.

1.19. Forms Required Before Contract Award

1.19.1. The Bidder shall submit, within ten (10) Days of notification from the County, the applicable documents, insurance, bonds, sworn statements, and other requirements prior to award. Failure by the Bidder to submit required documents may result in rejection of the bid. The required forms will be sent by the County via e-mail to the Bidder.

1.20. Rejection of Bid

1.20.1. The County reserves the right to reject any bid for any reason or to waive as an informality any irregularities in any bid or in the bidding. In consideration for the County’s review and evaluation of its bid, the Bidder waives and releases any claims against the County arising from any rejection of any or all bids, including any claim for costs incurred by Bidders in the preparation and presentation of bids submitted in response to this ITB. In addition, Bidders waive the costs of providing additional information requested.

1.21. Single Bid Receipt

1.21.1. If the County receives a single responsive, responsible bid, the County may extend the bid acceptance period and/or conduct a price or cost analysis on such bid.

The Bidder shall promptly provide all cost or pricing data, documentation and explanation requested by the County to assist in such analysis. By conducting such analysis, the County shall not be obligated to accept the single bid; the County reserves the right to reject such bid or any portion thereof.

1.22. Equal Bids

1.22.1. If two or more responsible bidders submit responsive bids with identical Bid Prices, the County will select the successful bidder publicly using a random selection process.

1.23. Public Disclosure of Bids

1.23.1. After bid opening, bid submittals and any resulting Contracts shall be considered public documents and will be available for inspection and copying by the public in accordance with the Public Records Act, Chapter 42.56 RCW (the “Act”).

1.24. Cooperative Purchasing

1.24.1. The Washington State Interlocal Cooperative Act RCW 39.34 provides that other governmental agencies may purchase goods and services on this solicitation or contract in accordance with the terms and prices indicated therein if all parties are willing. The Contract maximum for this contract per annual term, or for any renewal period, is for Pierce County’s use only. Other agencies may use this contract up to their contract limits, if any, exclusive of and in addition to the County’s contract maximum.

2. POST AWARD

2.1. Award of the Contract

2.1.1. Written notification will be mailed or otherwise furnished to the bidder the County determines is responsible and who submitted the lowest responsive bid. Within 10 calendar days after the notice of proposed award, the apparent successful bidder shall return the signed contract or other specified award documents prepared by the County, insurance certification as required and any other pre-award information the County requires.

Until the County executes said contract, no proposal shall bind the County to execute a contract, nor obligate it to bear any expense pursuant to the Invitation for Bids. Neither shall any work begin within the project limits or within the County furnished sites. The

Contractor shall bear all risks for any work begun outside such areas and for any materials ordered before the County executes the contract.

2.2. Contract Renewal Periods

2.2.1. This proposed agreement shall remain in effect for a period of one year from and after it’s effective date and automatically be renewed on a year-to-year basis (for the maximum term of the contract, which is 5 years), thereafter unless either party hereto serves notice upon the other party of its intention to cancel at least 30 days before the end of the first or any successive term. Prices will be considered firm for the first 12 months of the contract. No change in services or prices will be allowed without the written consent of both parties.

2.2.2. For Goods: Prices will be subject to increase or decrease in the same proportion as changes occur in the vendor's certified costs, providing the vendor requests an adjustment from the Purchasing Department 30 days prior to the effective date. The written request shall be accompanied by written proof of said changes in cost to vendor and is subject to acceptance by Pierce County Procurement and Contract Services. The County shall have the option of accepting the price change or canceling the balance of the contract. All price decreases must be offered to the County as applicable.

2.3. Inspections

2.3.1. Of the Work

2.3.1.1. All materials furnished and work done shall be subject to inspection. The Inspector administering the Contract shall at all times have access to the work wherever it is in progress or being performed, and the Vendor shall provide proper facilities for such access and inspection. Such inspection shall not relieve the Vendor of the responsibility of performing the work correctly, utilizing the best labor and materials in strict accordance with the Specifications of the Contract. All material or work approved and later found to be defective shall be replaced without cost to Pierce County.

2.3.2. Inspector’s Authority

2.3.2.1. The Inspector shall power to reject materials or workmanship which do not fulfill the requirements of these Specifications, but in case of dispute the Vendor may appeal to the Pierce County Purchasing Agent, whose decision shall be final. The Contract shall be carried out under the general control of the representative of the particular Department administering the Contract, who may exercise such control over the conduct of the work as may be necessary, in his or her opinion, to safeguard the interest of Pierce County. The Vendor shall comply with any and all orders and instructions given by the representative of the particular Department administering the Contract in accordance with the terms of the Contract. Nothing herein contained, however, shall be taken to relieve the Vendor of his/her obligations or responsibilities under the Contract.

2.4. Federal, State, and Municipal Regulations

2.4.1. This Agreement shall be subject to all applicable laws, rules, and regulations of the United States of America, the State of Washington, and political subdivisions of the State of Washington.

2.5. Guarantee

2.5.1. This supplier and/or manufacturer of the supplies, material and/or equipment furnished pursuant to this Contract agrees to correct any defect or failure of the supplies, materials and/or equipment which occurs within one year from the date of: (1) test energization if electrical or mechanical equipment; (2) commencement of use if supplies or materials, provided, however, said guarantee period shall not extend beyond eighteen months after date of receipt by the County. All of the costs (including shipping, dismantling and reinstallation) of repairs and/or corrections of defective or failed equipment, supplies and/or material is the responsibility of the supplier and/or manufacturer. When the supplier is not the manufacturer of the item or equipment, supplier agrees to be responsible for this guarantee and supplier is not relieved by a manufacturer's guarantee.

The supplier hereby assigns to the County the contractor’s right to enforce all manufacturer’s warranties for materials or systems incorporated into the work, to the extent defects which are not corrected by the supplier under their guarantee. The supplier shall provide evidence of all manufacturers’ warranties prior to acceptance. The Contract guarantee period shall be suspended from the time a significant defect is first documented by the County until the work or equipment is repaired or replaced by Vendor and accepted by the County. In addition, in the event less than ninety (90) days remain on the guarantee period (after deducting the period of suspension), the guarantee period shall be extended to allow for at least ninety (90) days from the date the work or equipment is repaired or replaced and accepted by the County.

2.6. Bidder’s Duty To Examine

2.6.1. The Bidder agrees to be responsible for examining the drawings, specifications, delivery schedules, delivery locations and all instructions. Failure to do so will be at the Bidder's risk.

2.7. Permits

2.7.1. The Vendor shall procure and pay for all permits and licenses necessary for the completion of this Contract including those permits required by Pierce County. In the event a necessary permit is not obtained the Vendor will not be permitted to work on items subject to said permit and any delays caused thereby will not be subject to extra compensation or extension.

2.8. Force Majeure

2.8.1. Definition: Except for payment of sums due, neither party shall be liable to the other or deemed in default under this contract if and to the extent that such party’s performance of this contract is prevented by reason of force majeure. The term “force majeure” means an occurrence that is beyond the control of the party affected and could not have been avoided by exercising reasonable diligence. Force majeure shall include acts of God, war, riots, strikes, fire, floods, epidemics, or other similar occurrences.

2.8.2. Notification: If either party is delayed by force majeure, said party shall provide written notification within forty-eight (48) hours. The notification shall provide evidence of the force majeure to the satisfaction of the other party. Such delay shall cease as soon as practicable and written notification of same shall be provided. The time of completion shall be extended by contract modification for a period of time equal to the time that the results or effects of such delay prevented the delayed party from performing in accordance with this contract.

2.8.3. Rights Reserved: The County reserves the right to cancel the contract and/or purchase materials, equipment or services from the best available source during the time of force majeure, and Contractor shall have no recourse against the County.

2.9. Survival

2.9.1. The provisions of the following paragraphs, the provisions of the non-collusion affidavit, and the liability of the Vendor for default during the term of the Agreement shall survive, notwithstanding the termination or invalidity of this Agreement for any reason:

• Bid Price and Taxes

• Guarantee

EXHIBIT B – STATEMENT OF WORK

1. SCOPE OF WORK

The Contractor shall furnish and deliver holiday type displays. lighting components, and electrical accessories to Pierce County in accordance with the requirements of this Contract.

1.1. Delivery Requirements:

The Contractor shall deliver to the Spanaway Maintenance Shop, 14905 Gus G. Bresemann Road S., Spanaway, WA 98387.

All goods must be delivered on or prior to September 15, 2026.

1.2. The Contractor shall not assess any additional fees or surcharges under this Contract, including but not limited to delivery charges, handling fees, fuel surcharges, emergency delivery fees, or similar charges.

1.3. Standard stock items shall be shipped or delivered as they become available and shall not be delayed pending availability of non-stock or special-order items unless otherwise authorized by the County.

1.4. All products furnished under this Contract shall include the manufacturer's standard warranty and guarantees.

1.5. Pierce County departments and agencies may purchase from this Contract under the same terms and conditions at their discretion.

1.6. If the Contractor is unable to meet the required delivery schedule or otherwise fulfill an order, Pierce County reserves the right to procure the required products from an alternate source without penalty.

1.7. Contractor Responsibilities:

1.7.1. The Contractor shall include the Pierce County-issued Purchase Order (PO) number on all packing slips, invoices, shipping documents, and related correspondence.

1.7.2. Packing slips shall include, at a minimum:

• County Purchase Order number

• Billing address

• Delivery location

• Manufacturer or supplier part numbers

• Detailed product descriptions

• Quantities delivered

• Unit prices

1.7.3. The Contractor shall provide knowledgeable personnel capable of assisting County staff with compatibility, substitution, and technical consolation related to these products.

1.8. Invoicing

The Contractor shall submit complete, accurate, and itemized invoices in a form acceptable to the County to support efficient contract administration.

1.8.1. Invoice Content shall include the following:

• County Contract Number (if applicable).

• County-issued Purchase Order (PO) Number.

• Delivery location.

• Invoice date.

• Itemized pricing for each product.

• Manufacturer or Contractor part numbers.

• Detailed product descriptions.

• Quantities delivered.

• Any authorized shipping or freight charges, if applicable.

• Supporting documentation necessary to substantiate the invoice, including packing slips, delivery receipts, or other documentation requested by the County.

1.8.2. Invoice Submission

The Contractor shall submit invoices electronically to the appropriate County service location or designated County representative unless otherwise directed by the County. Invoices shall be submitted no later than fifteen (15) calendar days following delivery of the products unless otherwise approved by the County.

1.8.3. Payment

The County shall review properly submitted invoices and issue payment in accordance with the terms of the Contract within thirty (30) calendar days after receipt and approval of a complete and accurate invoice. Invoices that are incomplete, inaccurate, or missing required supporting documentation may be returned to the Contractor for correction and may result in delayed payment.

1.8.4. Records

The Contractor shall maintain and provide, upon request, all records and supporting documentation necessary to substantiate any invoice submitted under this Contract.

1.8.5. Invoice Form

The County reserves the right to revise the required invoice format or submission requirements during the term of the Contract. The County will provide the Contractor with reasonable advance notice of any such changes.

1.9. Delivery Location

Primary delivery location:

Pierce County Parks and Recreation

Spanaway Maintenance Shop

14905 Gus G. Bresemann Road S.

Spanaway, WA 98387

Pierce County reserves the right to designate additional delivery locations during the term of the Contract.

2. MONITORING/COMPLIANCE

2.1. The County may monitor Contractor’s performance of the work and compliance with laws and regulations. Monitoring may include, but is not limited to:

2.1.1. Reviews of invoices and backup documentation.

2.1.2. Reviews of compliance with background checks, licensing and certification requirements, prevailing wage requirements, and other terms of the resulting agreement.

2.1.3. Physical observation and inspections of job site, if applicable.

2.1.4. Reviews of records related to the performance of the resulting agreement, including personnel and other records, policies, procedures, or service delivery data.

2.1.5. Reviews regarding the quality, appropriateness, and timeliness of services provided under the resulting agreement.

2.1.6. Inspections and/or audits of financial records.

2.2. The Contractor shall notify the County when an entity other than the County performs an audit or review described under this section related to any activity contained in the resulting agreement.

2.3. Upon request by the County, the Contractor shall provide records related to the performance of the resulting agreement.

3. CORRECTIVE ACTION PLAN

3.1. If the Contractor defaults as defined in the Termination for Default section of the General Terms and Conditions, or is at risk of default, the County may require the Contractor to develop and execute a corrective action plan (CAP), which must be submitted for approval to the County within 30 calendar days of notification. CAPs may require modification of policies or procedures by the Contractor relating to the fulfillment of its obligations pursuant to the resulting agreement. The County may extend or reduce the time allowed for corrective action depending upon the nature of the situation.

CAPs must include:

3.1.1. A brief description of the situation requiring corrective action.

3.1.2. The specific actions to be taken to remedy the situation.

3.1.3. A timetable for completion of the actions.

3.1.4. Identification of individuals responsible for implementation of the plan.

3.1.5. Corrective action plans are subject to approval by the County, which may:

• Accept the plan as submitted.

• Accept the plan with specified modifications.

• Request a modified plan.

• Reject the plan.

EXHIBIT C: BID FORM

1. Pricing Proposal

1.1. The quantities shown below are an annual estimate only, being given only as the basis for the comparison of bids and the County does not warrant, expressly or by implication that the actual amount of work will correspond therewith. The right to increase or decrease the amount of the work to eliminate one or more items prior to or following award is reserved by the County. The basis of payment will be the actual unit price of the item of work performed and measure in accordance with these specifications. Total bid calculations are to include shipping costs.

1.2. In the case of a mathematical error, unit price will take precedence. Pierce County reserves the right to reject any and all bids, to waive as an informality any irregularity in bids and to accept any item in the bid.

1.3. Pierce County will not be liable for any costs incurred by the bidder in preparation of any bid proposals submitted in response to this Request for Bids.

1.4. Pierce County is required to pay State sales tax (or use tax if vendor does not collect sales tax) but is exempt from Federal excise tax.

1.5. Bidders must bid on all bid items to be considered responsive.

1.6. Equal Brands, Additional Products, and Comparable Substitutions:

Equal Brands If offering an "equal" product in lieu of the brand specified, the Bidder shall identify the proposed manufacturer, brand name, and part number in the bid response. The Bidder shall include descriptive literature, specifications, or other documentation sufficient for Pierce County to evaluate the proposed product.

Pierce County shall be the sole judge in determining whether a proposed product is equal to the specified brand. Evaluation of proposed equal products shall be conducted in accordance with Section 1.17, "Substitutions," of Exhibit A.

Additional Products In addition to the products identified on the Core Bid Price Sheet, Bidders are encouraged to offer additional displays, replacement parts, lighting components, electrical accessories, and related supplies available under the resulting Contract.

The Bidder shall provide either:

A. Current Price List A current, dated manufacturer or distributor price list that includes additional products available for purchase under the terms and conditions of this ITB and any resulting Contract.

Updated price lists shall be provided to the County as revisions are published.

OR

B. Online Catalog

Access to a current online catalog that includes product descriptions, manufacturer information, and list pricing.

If an online catalog is provided, the Bidder shall complete the following table for each catalog submitted:

Comparable Substitutions must include the following Information in it’s entirety to be considered

Catalog Name Catalog Section Product Category Website URL

1.7. Pricing for Additional Products

Products not listed on the Core Bid Price Sheet, but included in the Contractor's approved price list or online catalog, shall be available to Pierce County throughout the term of the Contract at the following pricing:

☐ Manufacturer's or Distributor's List Price less: % discount

OR

☐ Actual Cost plus: % markup The pricing method selected by the Contractor shall apply to all additional products unless otherwise approved by Pierce County in writing.

BIDDER NAME:

Bid prices must include all cost components needed for the delivery of the products and services described in this solicitation document.

Quantities listed below are the County’s estimated usage per year. No minimum quantities are guaranteed; all products will be ordered as needed.

The items listed below will be considered the “core” items for this contract. Prices for these items must be firm for the first year of the contract. (See Section 1.17, “Substitutions”, of Exhibit A.)

Bid List (Core Bid List Price Sheet):

* For additional specifications on bid items, refer to Attachment 1: Bid Form Item Specifications

Section Item Description Quantity Price Extended Price

Notes

Low Voltage Retrofit - 24V DC C7 Bulbs

24V DC C7 Bulbs

C7 LED Bulbs - Pure White- Kelvin 4500K 13,200 ea. $ $ C7 LED Bulbs - Warm White- Kelvin 2800K 585 ea. $ $ C7 LED Bulbs - Cool White- Kelvin 10000K 1,300 ea. $ $ C7 LED Bulbs - Red 9,200 ea. $ $ C7 LED Bulbs - Orange 8,400 ea. $ $ C7 LED Bulbs - Green 9,500 ea. $ $ C7 LED Bulbs - Blue 8,400 ea. $ $ C7 LED Bulbs – Yellow 3,300 ea.

24V DC C9 Bulbs C9 LED Bulbs - Pure White- Kelvin 4500K 8,500 ea. $ $ C9 LED Bulbs - Red 200 ea. $ $

Power Supply & Accessories 24V DC 100W Power Supply Units 250 ea. $ $ SPT- 1Power Supply Starter Leads 360 ea. $ $ SPT-1 Connector Extender Taps 180 ea. $ $

Empty Socket Wire & Accessories E12 SPT-1 Black Wire 6in spacing 12,000 ft. $ $ E12 SPT-1 Black Wire 12in spacing 2,000 ft. $ $ E12 SPT-1 White Wire 6in spacing 9,000 ft. $ $ E17 SPT-1 Green or black Socket Wire 22,000 ft. $ $ Vampire/Zip Wire SPT-1 2,000 ft. $ $

Wire Piercing Bridge/Splitter SPT-1 1,000 Units $ $

Waterproof Boxes Waterproof Sockit Boxes (medium) 200 ea. $ $

24V DC 5mm Light Strings 48 lights long and 24’-25’ in length & Accessories

Red Strands 96 ea. $ $ Pure White Strands 96 ea. $ $ Blue Strands 96 ea. $ $ Green Strands 96 ea. $ $ 72W Power Supplies 10 ea. $ $ 25' Power Extension Cables 12 ea. $ $ 7-Way Splitters 12 ea. $ $ 3-Way Splitters 24 ea. $ $

Custom Pixel Lighting Elements

3 Field of Lights Grid (160'x35 ) 1 pkg. $ $ 4 Double Lane Pixel Tunnel (35 arches) 1 pkg. $ $ 5 RGB Vertical Pixel Trees 40' 1 pkg. $ $ 6 Flagpole Pixel Tree 1 (6,000 Pixels) 1 pkg. $ $ 7 Flagpole Pixel Tree 2 (4,000 Pixels) 1 pkg. $ $ 8 180 Degree Pixel Trees (16 Trees 12') 1 pkg. $ $ 9 360 Degree Pixel Trees 24' 2 pkg. $ $

Flood Lights

10 180W RGBWA+UV Fixtures 20 ea. $ $ 480W RGBW Fixtures 8 ea. $ $

Fountain Lights

11 16ft Fountains 4 ea. $ $ 12ft Fountains 8 ea. $ $

Total of Bid Items (Sections 1-11): $

The unit price bid price includes all costs associated with the delivery of the product excluding sales Tax per section 1.4.

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EXHIBIT D – CONTRACT COMPLIANCE

1. Non-Segregated Facilities. The Contractor certifies that no segregated facilities are maintained and will not be maintained during the execution of the resulting agreement at any of Contractor's establishments.

1.1. The Contractor further certifies that none of the Contractor's employees are permitted to perform their services at any location under the Contractor's control during the life of the resulting agreement where segregated facilities are maintained. The Contractor certifies further that they will not maintain or provide for the employees any segregated facilities at any of its establishments, and that they will not permit the employees to perform their services at any location, under his control, where segregated facilities are maintained.

1.2. The Contractor agrees that a breach of this certification is a violation of the Equal Opportunity clause in the resulting agreement. As used in this certification, the term "segregated facilities" means any waiting rooms, work area, rest rooms and wash rooms, restaurants and other eating areas, time clocks, locker rooms and other storage or dressing areas, parking lots, drinking fountains, recreation or entertainment areas, transportation, and housing facilities provided for employees which are segregated by explicit directive or are in fact segregated on the basis of race, creed, color or national origin, because of habit, local custom, or otherwise.

1.3. The Contractor agrees that identical certifications from proposed contractors will be obtained prior to the award of any subcontracts. Contractor will retain a copy of any subcontractor's certification and will send original to County.

2. Non-collusion and Debarment. The Contractor certifies that said firm, association or corporation or any person in a controlling capacity associated therewith or any position involving the administration of federal funds; is not currently under suspension, debarment, voluntary exclusion, or determination of eligibility by any federal agency; has not been suspended, debarred, voluntarily excluded or determined ineligible by any federal agency within the past 3 years; does not have a proposed debarment pending;

and has not been indicted, convicted or had a civil judgment rendered against said person, firm, association or corporation by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past 3 years.

3. General Non-discrimination Information. It is the policy of the Pierce County Executive and County Council to foster an environment that encourages economic growth and diversification, business development and retention, increases competition and reduces unemployment.

3.1. In accordance with Initiative 200 and RCW 49.60, vendors seeking to do business with Pierce County shall not give preference in the award of subcontracts to any person or firm or discriminate against any person or firm on the basis of race, creed, color, national origin, families with children, sex, marital status, sexual orientation, age, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability.

3.2. Pierce County will take measures necessary to ensure nondiscrimination in all contracts, programs and activities to help remedy the effects of discrimination against minorities and women, and to prevent the County from directly or indirectly participating in or perpetuating the effects of such discrimination.

3.3. All parties doing business with Pierce County are encouraged to utilize local businesses and County residents where qualifications and cost effectiveness are deemed competitive.

EXHIBIT E – GENERAL TERMS & CONDITIONS

1. Accounting and Payment for Contractor Services. Payment to the Contractor for services rendered under the resulting Agreement shall be as set forth in Exhibit "C." Where Exhibit "C" requires payments by Pierce County, payment shall be based upon billings, supported unless otherwise provided in Exhibit "C," by documentation of units of work actually performed and amounts earned, including where appropriate, the actual number of days worked each month, total number of hours for the month, and the total dollar payment requested. Unless specifically stated in Exhibit "C" or approved in writing in advance by the official executing the resulting Agreement for Pierce County, (hereinafter referred to as the "Contracting Officer",) the County will not reimburse the Contractor for any costs or expenses incurred by the Contractor in the performance of this contract.

Where required, the County shall, upon receipt of appropriate documentation, compensate the Contractor, no more often than monthly, through the County voucher system for the Contractor's service pursuant to the fee schedule set forth in Exhibit "C."

2. Amendments. All amendments to the resulting Agreement shall be in writing and signed by each of the parties.

3. Applicable Law and Venue. The resulting Agreement shall be governed, construed, and interpreted according to the laws of the State of Washington. In the event either Contractor or County deems it necessary to institute legal action or proceedings to enforce any right or obligation under the resulting Agreement, Contractor and County agree that any such action or proceedings shall be brought in Pierce County Superior Court. Contractor and County shall be responsible for their own attorney’s fees and costs.

4. Assignment and Subcontracting. No portion of the resulting Agreement may be assigned to any other individual, firm, or entity without the prior express written approval of County. The County has the right to request copies of all subcontracts, agreements, or memorandum of understandings if subcontracting is approved. All subcontracts must incorporate or include all terms and conditions of the resulting Agreement.

5. Background Checks. The Contractor may be required to conduct criminal background checks on all staff, volunteers, and subcontractors accessing certain buildings or systems under the resulting Agreement.

Specific background check requirements may be included in Exhibit B, Statement of Work or a Work Assignment, if applicable.

6. Confidentiality. The Contractor, its employees, subcontractors, and their employees shall maintain the confidentiality of all information provided by the County or acquired by the Contractor in performance of the resulting Agreement, except upon the prior written consent of the Pierce County Prosecuting Attorney or an order entered by a court after having acquired jurisdiction over the County. Contractor shall immediately give to the County notice of any judicial proceeding seeking disclosure of such information.

Contractor shall indemnify and hold harmless the County, its officials, agents or employees from all loss or expense, including, but not limited to settlements, judgments, setoffs, attorneys' fees, and costs resulting from Contractor's breach of this provision.

7. Close-Out. Contractor shall submit to County at the end of the period of performance of the resulting Agreement all financial, performance, and other reports as required by Exhibits B and C of the resulting Agreement.

8. Compliance with Laws. The resulting Agreement shall be subject to all applicable laws, rules, and regulations of the United States of America, the State of Washington, and political subdivisions of the State of Washington, and to any other provisions set forth in Exhibit E.

9. Conflict of Interest and Code of Conduct. County may, in its sole discretion, by written notice to Contractor, terminate the resulting Agreement if it is found, after due notice and examination by County or its agent that there is a violation of chapter 42.23 RCW, or any similar statute involving the Contractor in the procurement of, or performance of the resulting Agreement. In the event the resulting Agreement is terminated as provided above, County shall be entitled to pursue the same remedies against Contractor as it could pursue in the event of a breach of the resulting Agreement by Contractor. The rights and remedies of County provided for in this section (9) shall not be exclusive and are in addition to any other rights and remedies provided by the resulting Agreement or law. The existence of facts upon which the County decides under this section (9) shall be an issue and may reviewed as provided in the Dispute Resolution section (14) below.

10. Contractor Commitments, Warranties, and Representations. Any written commitment received from the Contractor concerning the resulting Agreement shall be binding upon the Contractor, unless otherwise specifically provided herein with reference to this paragraph. Failure of the Contractor to fulfill such a commitment shall render the Contractor liable for damages to the County. A commitment includes but is not limited to any representation made prior to execution of the resulting Agreement, whether or not incorporated elsewhere herein by reference, as to performance of services or equipment, prices, or options for future acquisition to remain in effect for a fixed period, or warranties.

11. Cooperative Purchasing. The Washington State Interlocal Cooperative Act RCW 39.34 provides other governmental agencies may purchase goods and services on this solicitation or contract in accordance with the terms and prices indicated therein if all parties are willing. The Contract maximum for this contract per annual term, or for any renewal period, is for Pierce County’s use only. Other agencies may use this contract up to their contract limits, if any, exclusive of and in addition to the County’s contract maximum.

By ordering and providing service under terms of this contract to any other governmental agency or jurisdiction, the governmental agency and the Agency agree to indemnify, defend, and hold harmless Pierce County per section (13) below from any and all obligations, claims, or expenses, including attorney’s fees, arising out of such action.

12. Data Security. Contractor agrees to abide by and maintain adequate data security measures consistent with applicable laws and regulations and industry standards and best practices.

13. Defend, Hold…