CT26-0143F.pdf

CITY OF TACOMA

REQUEST FOR BIDS

CITYWIDE ON CALL HYDRO-EXCAVATION, VACTOR, STREET

SWEEPING, AND ASSOCIATED SERVICES

SPECIFICATION NO. CT26-0143F

CT26-0143F 1

City of Tacoma

REQUEST FOR BIDS CT26-0143F

HYDRO-EXCAVATION, VACTOR, STREET SWEEPING, AND ASSOCIATED

SERVICES

Submittal Deadline: 11:00 a.m., Pacific Time, Tuesday, October 27, 2026 Submittals must be received by the City’s Procurement and Payables Division by 11:00 a.m. Pacific Time.

For electronic submittals, the City of Tacoma will designate the time of receipt recorded by our email server, as the official time of receipt. This clock will be used as the official time of receipt of all parts of electronic bid submittals. Include the specification number in the subject line of your email. Your submittal must be sent as an attachment, links to your electronic submittal will not be accepted.

For in person submittals, the City of Tacoma will designate the time of receipt recorded by the timestamp located at the lobby security desk, as the official time of receipt. Include the specification number on the outside of the sealed envelope. Late submittals will be returned unopened and rejected as non-responsive.

Submittal Delivery: Sealed submittals will be received as follows:

By Email:

sendbid@tacoma.gov Maximum email size including attachments: 35 MB.

Multiple emails may be sent for each submittal.

Note: Email may pass through multiple servers before arriving at its destination. Please allow sufficient time for email delivery of submittals. Timely electronic delivery is at the risk of the supplier.

In Person:

Tacoma Public Utilities Administration Building North, Main Floor, Lobby Security Desk 3628 South 35th Street Tacoma, WA 98409 Monday – Friday 8:00 am to 4:30 pm

Bid Opening: Submittals must be received by the City’s Procurement and Payables Division prior to 11:00 a.m. Pacific Time. Sealed submittals in response to a RFB will be opened Tuesday’s at 11:15 a.m. by a purchasing representative and read aloud during a public bid opening held at the Tacoma Public Utilities Administrative Building North, 3628 S. 35th Street, Tacoma, WA 98409, conference room M-1, located on the main floor. They will also be held virtually Tuesday’s at 11:15 a.m. Attend a Zoom meeting via this link or call 1

(253) 215 8782, using meeting ID # 884 0268 0573, passcode # 070737.

Submittals in response to an RFP, RFQ or RFI will be recorded as received, but not read at bid opening. As soon as possible, after 1:00 PM, on the day of submittal deadline, preliminary results will be posted to www.TacomaPurchasing.org.

If you believe your submittal was sent timely and was not read at bid opening, please contact sendbid@tacoma.gov immediately.

Solicitation Documents: An electronic copy of the complete solicitation documents may be viewed and obtained by accessing the City of Tacoma Purchasing website at www.TacomaPurchasing.org.

• Register for the Bid Holders List to receive notices of addenda, questions and answers and related updates.

• Click here to see a list of vendors registered for this solicitation.

Pre-Proposal Meeting: A pre-proposal meeting will be held online, please see section 9 for information Project Scope: To solicit bids to establish one or more contracts with qualified vendors to fulfill the City’s needs for hydro-excavation, vactor services, street sweeping, and associated services .

Estimate: $500,000 Paid Sick Leave: The City of Tacoma requires all employers to provide paid sick leave in accordance with State of Washington law.

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mailto:sendbid@sendbid@tacoma.gov https://us06web.zoom.us/j/88402680573?pwd=eThSaXZxNER0TWRhUGx6U0F2cURMZz09 https://www.cityoftacoma.org/cms/One.aspx?portalId=169&pageId=22848 mailto:sendbid@tacoma.gov http://www.tacomapurchasing.org/ http://www.ci.tacoma.wa.us/45bidsapps/PlanholderRegister.aspx http://www.ci.tacoma.wa.us/45bidsapps/PlanholderList.aspx

Americans with Disabilities Act (ADA Information: The City of Tacoma, in accordance with Section 504 of the Rehabilitation Act (Section 504) and the Americans with Disabilities Act (ADA), commits to nondiscrimination on the basis of disability, in all of its programs and activities. Specification materials can be made available in an alternate format by emailing the contact listed below in the Additional Information section.

Title VI Information:

“The City of Tacoma” in accordance with provisions of Title VI of the Civil Rights Act of 1964, (78 Stat. 252, 42 U.S.C. sections 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin in consideration of award.

Additional Information: Requests for information regarding the specifications may be obtained by contacting Aaron Bratton by email to Abratton@Tacoma.gov Protest Policy: City of Tacoma protest policy, located at www.tacomapurchasing.org, specifies procedures for protests submitted prior to and after submittal deadline.

Meeting sites are accessible to persons with disabilities. Reasonable accommodations for persons with disabilities can be arranged with 48 hours advance notice by calling 253-502-8468.

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http://cms.cityoftacoma.org/Purchasing/CandA/ProtestPolicy052711.pdf http://www.tacomapurchasing.org/

TABLE OF CONTENTS

TABLE OF CONTENTS

SUBMITTAL CHECK LIST

SPECIAL NOTICE TO BIDDERS

1. MINIMUM REQUIREMENTS

2. GENERAL PROVISIONS

3. INSURANCE REQUIREMENTS

4. CITYWIDE CONTRACT

5. DESCRIPTION OF WORK

6. ANTICIPATED CONTRACT TERM

7. CALENDAR OF EVENTS

8. INQUIRIES

9. PRE-BID MEETING

10. PREVAILING WAGE INFORMATION

11. BID BOND

12. PAYMENT AND PERFORMANCE BONDS

13. COMPLIANCE WITH SPECIFICATIONS

14. MATERIALS AND WORKMANSHIP

15. ENVIRONMENTALLY PREFERABLE PROCUREMENT

16. LEAP REQUIREMENTS

17. EQUITY IN CONTRACTING

APPENDIX A – DETAILED SCOPE OF WORK

APPENDIX B – SUBMITTAL PACKAGE

APPENDIX C – SAMPLE FORMS

APPENDIX D – ADDITIONAL REQUIREMENTS

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SUBMITTAL CHECK LIST

This checklist identifies items to be included with your submittal. Any submittal received without these required items may be deemed non-responsive and not be considered for award.

Submittals must be received by the City of Tacoma Purchasing Division by the date and time specified in the Request for Bids page.

The following items make up your complete electronic submittal package (include all the items below):

Signature Page (Appendix B) To be filled in and executed by a duly authorized officer or representative of the bidding entity.

If the bidder is a subsidiary or doing business on behalf of another entity, so state, and provide the firm name under which business is hereby transacted.

Price Proposal Form (Appendix B) The unit prices bid must be shown in the space provided. Check your computations for omissions and errors.

Bid Bond (Appendix B)

State Responsibility and Reciprocal Bid Preference Information (Appendix B) Bidder shall complete this form in its entirety to ensure compliance with state legislation (SHB 2010).

EIC Utilization Form (Appendix B)

Record of Prior Contracts (Appendix B)

After award, the following documents will be executed:

City of Tacoma Contract (See sample in Appendix C) Must be executed by the successful bidder.

Certificate of Insurance and related endorsements (Appendix D) Shall be submitted with all required endorsements

Sample Payment and Performance Bonds (See samples in Appendix C) Payment Bond and Performance Bond: Must be executed by the successful bidder and his/her surety company

General Release (See sample in Appendix C)

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SPECIAL NOTICE TO BIDDERS

Public works and improvement projects for the City of Tacoma are subject to Washington state law and Tacoma Municipal Code, including, but not limited to the following:

I. STATE OF WASHINGTON

A. RESPONSIBILITY CRITERIA – STATE OF WASHINGTON

In order to be considered a responsible bidder the bidder must meet the following mandatory state responsibility criteria contained in RCW 39.04.350:

1. Have a current certificate of registration as a contractor in compliance with chapters

18.27 RCW,18.106 RCW, 70.87 RCW, 19.28 RCW, which must have been in effect at the time of bid submittal;

2. Have a current Washington Unified Business Identifier (UBI) number;

3. If applicable:

a. Have Industrial Insurance (workers' compensation) coverage for the bidder’s employees working in Washington, as required in Title 51 RCW;

b. Have a Washington Employment Security Department number, as required in Title 50 RCW;

c. Have a Washington Department of Revenue state excise tax registration number, as required in Title 82 RCW and;

4. Not be disqualified from bidding on any public works contract under RCW 39.06.010 (unlicensed or unregistered contractors) or 39.12.065(3) (prevailing wage).

5. Have received training on the requirements related to public works and prevailing wage under this chapter and chapter 39.12 RCW and must designate a person or persons to be trained on these requirements. The training must be provided by the department of labor and industries or by a training provider whose curriculum is approved by the department. Bidders that have completed three or more public works projects and have had a valid business license in Washington for three or more years are exempt from this subsection.

B. RECIPROCAL PREFERENCE FOR RESIDENT CONTRACTORS:

Effective March 30, 2012, RCW 39.04.380 imposes a reciprocal preference for resident contractors. Any bid received from a non-resident contractor from a state that provides an in-state percentage bidding preference is subject application of a comparable percentage disadvantage.

A non-resident contractor from a state that provides an in-state percentage bidding preference means a contractor that:

1. Is from a state that provides a percentage bid preference to its resident contractors bidding on public works projects, and

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2. Does not have a physical office located in Washington at the time of bidding on the City of Tacoma public works project.

The state of residence for a non-resident contractor is the state in which the contractor was incorporated, or if not a corporation, the state in which the contractor’s business entity was formed.

The City of Tacoma will evaluate all non-resident contractors for an out of state bidder preference. If the state of the non-resident contractor provides an in-state contractor preference, a comparable percentage disadvantage will be applied to the non-resident contractor’s bid prior to contract award. The responsive and lowest and best responsible bidder after application of any non-resident disadvantage will be awarded the contract.

The reciprocal preference evaluation does not apply to public works procured pursuant to RCW 39.04.155, RCW 39.04.280, federally funded competitive solicitations where such agencies prohibit the application of bid preferences, or any other procurement exempt from competitive bidding.

Bidders must provide the City of Tacoma with their state of incorporation or the state in which the business entity was formed and include whether the bidder has a physical office located in Washington.

The bidder shall submit documentation demonstrating compliance with above criteria on the enclosed State Responsibility and Reciprocal Bidder Information form.

C. SUBCONTRACTOR RESPONSIBILITY

1. The Contractor shall include the language of this subcontractor responsibility section in each of its first-tier subcontracts and shall require each of its subcontractors to include the same language of this section in each of their subcontracts, adjusting only as necessary the terms used for the contracting parties. The requirements of this section apply to all subcontractors regardless of tier.

2. At the time of subcontract execution, the Contractor shall verify that each of its first-tier subcontractors meets the following bidder responsibility criteria:

a. Have a current certificate of registration as a contractor in compliance with chapter 18.27 RCW, which must have been in effect at the time of subcontract bid submittal;

b. Have a current Washington Unified Business Identifier (UBI) number;

c. If applicable, have:

i. Industrial Insurance (workers' compensation) coverage for the bidder’s employees working in Washington, as required in Title 51 RCW;

ii. A Washington Employment Security Department number, as required in Title 50 RCW;

iii. A Washington Department of Revenue state excise tax registration number, as required in Title 82 RCW;

iv. An electrical contractor license, if required by Chapter 19.28 RCW;

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v. An elevator contractor license, if required by Chapter 70.87 RCW and;

3. Not be disqualified from bidding on any public works contract under RCW 39.06.010

(unlicensed or unregistered contractors) or 39.12.065(3) (prevailing wage).

II. CITY OF TACOMA

A. SUPPLEMENTAL RESPONSIBILITY CRITERIA – CITY OF TACOMA:

In order to be considered a responsible bidder, the prospective bidder shall have all of the following qualifications set forth in Tacoma Municipal Code 1.06.262:

1. Adequate financial resources or the ability to secure such resources;

2. The necessary experience, stability, organization and technical qualifications to perform the proposed contract;

3. The ability to comply with the required performance schedule, taking into consideration all existing business commitments;

4. A satisfactory record of performance, integrity, judgment and skills; and

5. Be otherwise qualified and eligible to receive an award under applicable laws and regulations.

a. Bidder Responsibility. Bidders shall not be in violation of 39.04.350 RCW Bidder

Responsibility Criteria - Supplemental Criteria.

In addition to the mandatory bidder responsibility criteria listed immediately above, the City may, in addition to price, consider any or all of the following criteria contained in Tacoma Municipal Code Chapter 1.06.262 in determining bidder responsibility:

1. The ability, capacity, experience, stability, technical qualifications and skill of the respondent to perform the contract;

2. Whether the respondent can perform the contract within the time specified, without delay or interference;

3. Integrity, reputation, character, judgment, experience, and efficiency of the respondents, including past compliance with the City’s Ethics Code;

4. Quality of performance of previous contracts;

5. Previous and existing compliance with laws and ordinances relating to contracts or services;

6. Sufficiency of the respondent’s financial resources;

7. Quality, availability, and adaptability of the supplies, purchased services or public works to the particular use required;

8. Ability of the respondent to provide future maintenance and service on a timely basis;

9. Payment terms and prompt pay discounts;

10. The number and scope of conditions attached to the submittal;

11. Compliance with all applicable City requirements, including but not limited to the City's

Ethics Code and its Small Business Enterprise and Local Employment and Apprenticeship programs;

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12. Other qualification criteria set forth in the specification or advertisement that the appropriate department or division head determines to be in the best interests of the City.

The City may require bidders to furnish information, sworn or certified to be true, to demonstrate compliance with the City responsibility criteria set forth above. If the city manager or director of utilities is not satisfied with the sufficiency of the information provided, or if the prospective respondent does not substantially meet all responsibility requirements, any submittal from such respondent must be disregarded.

B. ADDITIONAL SUPPLEMENTAL CRITERIA

(See Minimum Requirements section)

C. MODIFICATIONS TO SUPPLEMENTAL CRITERIA

Potential bidders may request modifications to the City’s supplemental criteria by submitting a written request to the Purchasing Division via email to bids@tacoma.gov no later than 5:00 p.m. Pacific Time, three days prior to the submittal deadline. Please include the Specification No. and Title when submitting such requests. Requests must include justification for why certain criteria should be modified. Requests received after this date and time will not be considered.

The City will respond to a timely submitted request prior to the bid opening date. Changes to the supplemental criteria, if warranted, will be issued by addendum to the solicitation documents and posted to the City’s website for the attention of all prospective bidders.

D. DETERMINATION OF BIDDER RESPONSIBILITY

If the City determines the bidder does not meet the criteria above and is therefore not a responsible bidder, the City shall notify the bidder in writing with the reasons for its determination. If the bidder disagrees, the bidder may appeal the determination in a manner consistent with the City’s Protest Policy. Appeals are coordinated by the Purchasing Division heard by the Procurement and Payables Division manager for contracts less than or equal to

$500,000 and by Contracts and Awards Board for contracts greater than $500,000.

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1. MINIMUM REQUIREMENTS

Must have been in business performing similar work for two or more years. Will be verified using EIN as provided on Signature Page.

Must have provided similar services for two or more public agencies in the last five years. Use the Records of Prior Contracts form to provide contacts able to verify the experience.

Unreachable contacts may result in dismissal of the bid.

Must not have been excluded from bidding on a public works project.

2. GENERAL PROVISIONS

City of Tacoma General Provisions apply (see Appendix D).

3. INSURANCE REQUIREMENTS

Successful proposer will provide proof of and maintain the insurance coverage in the amounts and in the manner specified in the City of Tacoma Insurance Requirements contained in this solicitation (See Appendix D).

4. CITYWIDE CONTRACT

See the Citywide Addendum in Appendix A for additional information and requirements due to the Citywide nature of this solicitation and any resulting contract(s).

5. DESCRIPTION OF WORK

The City of Tacoma (City) / Tacoma Public Utilities (TPU) is soliciting bids to establish one or more contracts with qualified vendors to fulfill the City’s needs for hydro-excavation, vactor services, street sweeping, and associated services, performed in compliance with all relevant federal, state, and local laws, codes, and ordinances (e.g., OSHA, environmental discharge regulation), and applicable environmental protection.

The City intends to award contracts for street sweeping and associated services, and a contract for hydro-excavation, vactor, street sweeping, and associated services, but reserves the right to award only a single contract for all services if deemed to be in the best interest of the City. The City reserves the right to award contract for any combination of the schedules available for bid on this contract.

Any contract(s) will be awarded to the lowest responsive and responsible bidder(s) based on rates bid for the schedules to be awarded.

6. ANTICIPATED CONTRACT TERM

Initial term of the contract will be three years with a single, one-year option to extend.

7. CALENDAR OF EVENTS

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This is a tentative schedule only and may be altered at the sole discretion of the City.

If the total award exceeds $500,000 the contract may not be issued until after Public Utility Board and City Council approval.

The anticipated schedule of events concerning this RFB is as follows:

Pre-Bid Meeting: 9/30/2026 Question Deadline: 10/7/2026 City response to Questions: 10/21/2026 Submittal Due Date: 10/27/2026 Anticipated Award Date, on or about: November 2026 Public Utility Board/City Council Approval, on or about: December/January 2026

8. INQUIRIES

8.1 Questions can be submitted to Aaron Bratton, Senior Contracting and Procurement Specialist, via email to abratton@tacoma.gov. Subject line to read:

CT26-0143F - Citywide On Call Hydro-Excavation, Vactor, Street Sweeping, and Associated Services VENDOR NAME

8.2 Questions are due by 3 pm on the date included in the Calendar of Events section.

8.3 Questions marked confidential will not be answered or included.

8.4 The City reserves the discretion to group similar questions to provide a single answer or not to respond when the requested information is confidential.

8.5 The answers are not typically considered an addendum.

8.6 The City will not be responsible for unsuccessful submittal of questions.

8.7 Written answers to questions will be posted alongside these specifications at www.tacomapurchasing.org.

9. PRE-BID MEETING

A virtual pre-bid meeting will be held at 11:00 am PDT on Wednesday 30, 2026

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/244807089221430?p=jfRhhKnsxmOU82UsDx

Meeting ID: 244 807 089 221 430

Passcode: ox3Kd2YL

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https://teams.microsoft.com/meet/244807089221430?p=jfRhhKnsxmOU82UsDx

Dial in by phone

+1 253-666-4424,,831409919# United States, Tacoma

Phone conference ID: 831 409 919#

10. PREVAILING WAGE INFORMATION

If this project requires prevailing wages under chapter 39.12 RCW, any worker, laborer, or mechanic employed in the performance of any part of the work shall be paid not less than the applicable prevailing rate of wage.

The project site is located in Pierce, King, Mason Thurston, Lewis, and Grays Harbor Counties.

The effective date for prevailing wages on this project will be the submittal deadline with these exceptions:

1. If the project is not awarded within six months of the submittal deadline, the award date is the effective date.

2. If the project is not awarded pursuant to a competitive solicitation, the date the contract is executed is the effective date.

3. Janitorial contracts follow WAC 296-127-023.

Except for janitorial contracts, these rates shall apply for the duration of the contract unless otherwise noted in the solicitation.

Look up prevailing rates of pay, benefits, and overtime codes from this link:

https://secure.lni.wa.gov/wagelookup/

REQUIRED FILINGS

The contractor and all subcontractors covered under 39.12 RCW shall submit to the Department of Labor and Industries (L&I) for work provided under this contract:

1. A Statement of Intent to Pay Prevailing Wages must be filed with and approved by L&I upon award of contract.

2. An Affidavit of Wages Paid must be filed with and approved by L&I upon job completion.

3. For on-call contracts, retainage can be release annually. Please see the Citywide appendix in Appendix A

Payments cannot be released by the City until verification of these filings are received by the engineer. Additional information regarding these filings can be obtained by calling the Department of Labor & Industries, Prevailing Wage at 360-902-5335, https://secure.lni.wa.gov/ or by visiting their MY L&I account.

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tel:+12536664424,,831409919 https://secure.lni.wa.gov/wagelookup/ http://apps.leg.wa.gov/RCW/default.aspx?cite=39.12 https://secure.lni.wa.gov/

11. BID BOND

The attached Bid Bond (Appendix B) must be executed by the person legally authorized to sign the bid and must be properly signed by representatives of the surety company unless the bid is accompanied by a certified check or cashier’s check.

11.1 If a Bid Bond is used, the form furnished by the City must be followed; no variation from the language thereof will be accepted. The amount of the Bid Bond must be not less than five percent (5%) of the total amount bid; and, if shown in dollars and cents, the amount of said Bid Bond must be not less than the required five percent; or in lieu of dollars and cents, the bond may be completed by inserting therein, “five percent of the amount of the accompanying proposal”. Bid Bonds will not be returned. Bid Bond should be submitted electronically with bid submittal. Hard copies should be postmarked no later than the submittal date.

11.2 If a certified or cashier’s check is provided by the successful Respondent(s), the amount of their check will be refunded after award of the Contract, City’s receipt of the signed Contract, and acceptance of the Performance Bond, if applicable. Unsuccessful Respondents providing certified checks will be refunded the amount of their check upon award of the Contract.

11.3 Failure to furnish a Bid deposit of a minimum of 5 percent shall make the bid nonresponsive and shall cause the bid to be rejected by the City.

Original bid bond or cashier’s check will be delivered to:

City of Tacoma Procurement & Payables Division Tacoma Public Utilities 3628 South 35th Street Tacoma, WA 98409

If so, stated in the Contract Provisions, cash will not be accepted for a bid deposit.

12. PAYMENT AND PERFORMANCE BONDS

A payment and performance bonds, including power of attorney, for this project is required in the amount of 25 percent of the Contract total.

12.1 The City’s payment and performance bond forms must be used.

12.2 The payment and performance bonds must be executed by a surety company licensed to do business in the state of Washington.

12.3 The cost of a payment and performance bonds must be included in submittal prices.

Bonds will not be paid as a separate line item.

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12.4 For a supply-type contract, a certified cashier’s check or cash may be substituted for the bonds; however, this cash or check must remain with the City through the guarantee period and any interest on said amount shall accrue to the City.

The same bonds can remain in place over the life of the contract and annual status inquiries can be directed to Aaron Bratton via email to abratton@tacoma.gov. Subject line to read:

CT26-0143F – Bond Inquiry – VENDOR NAME

13. COMPLIANCE WITH SPECIFICATIONS

All products shall be new and unused. Any product that does not comply with any part of these technical specifications shall be rejected and the vendor shall, at its own expense, including shipping, replace the item.

14. MATERIALS AND WORKMANSHIP

The successful bidder shall be required to furnish all materials necessary to perform contractual requirements. Materials and workmanship for this contract shall conform to all codes, regulations and requirements for such specifications contained herein and the normal uses for which intended. Material shall be manufactured in accordance with the best commercial practices and standards for this type of goods. All literature and products must be packaged and labeled to sell in the United States.

15. ENVIRONMENTALLY PREFERABLE PROCUREMENT

In accordance with the City’s Sustainable Procurement Policy and Climate Action Plan, it is the policy of the City of Tacoma to encourage the use of products or services that help to minimize the environmental and human health impacts of City Operations. Respondents are encouraged to incorporate environmentally preferable products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison may consider raw materials acquisition, products, manufacturing, packaging, distribution reuse, operation, maintenance or disposal of the product or service.

The City of Tacoma encourages the use of sustainability practices and desires any awarded contractor(s) to assist in efforts to address such factors when feasible for:

• Durability, reusability, or refillable

• Pollutant releases, especially persistent bioaccumulative toxins (PBTs), low volatile organic compounds (VOCs), and air quality and stormwater impacts

• Toxicity of products used

• Greenhouse gas emissions, including transportation of products and services, and embodied carbon

• Recycled content

• Energy and water resource efficiency

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https://cms.tacoma.gov/sustainability/resolution38248-PurchasingPolicy.pdf https://cms.tacoma.gov/enviro/Sustain/CAP%20Final/Tacoma%20CAP.pdf

16. LEAP REQUIREMENTS

Local Employment Apprenticeship and Training Program- LEAP

Tacoma Municipal Code section 1.90

There is no LEAP requirement on this solicitation. However, the City of Tacoma is committed to equality in employment for WA-State approved Apprentices, City of Tacoma residents, residents of local economically distressed areas, youth, veterans, minorities, and women. Please contact the LEAP Office for assistance in locating qualified employees. Please visit the LEAP website for more information.

17. EQUITY IN CONTRACTING

This project has EIC requirements, see Appendix D for complete EIC documentation.

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https://cms.cityoftacoma.org/cityclerk/Files/MunicipalCode/Title01-AdministrationAndPersonnel.PDF mailto:leap@cityoftacoma.org https://www.cityoftacoma.org/government/city_departments/community_and_economic_development/local_employment_apprenticeship_training_program

APPENDIX A – DETAILED SCOPE OF WORK

Bid Item Description

Citywide Addendum

Equity in Contracting Requirements Memo

Maps of Tacoma Power and Water Service Areas

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1. ON-CALL NATURE OF WORK

The citywide contract(s) that result from this specification will be available for use by all City of Tacoma (City) departments, including those of Tacoma Public Utilities (TPU). Resulting contracts will be subject to RCW 35.22.620 Section 11 on Unit Priced Public Works and Improvements contracts, in addition to RCW 39.04 on Public Works.

The contract will be administered by purchasing but work performed under the contract(s) will be ordered and coordinated by project managers throughout the City. Different departments will have different business requirements and it is incumbent upon awarded contractor(s) to meet with new user departments to confirm how work will be ordered, authorized, and delivered should it deviate from the process outlined in these specifications.

1.1 Line-Item Quantities and Contract Value

Quantities given in the proposal pages and total contract value are not guaranteed but rather an estimate based on historic usage. Actual contract value and quantities will depend on the work ordered, authorized, and performed under the contract.

If the contract includes line items to allow for work outside of that explicitly described in these specifications, supplier will provide the contract administrator with a complete description of the item and associated pricing, prior to approval to project manager approval to perform the work.

1.2 Remote Location

Services will occasionally be required at remote city facilities. The price proposal form solicits pricing for mobilization to sites outside of the City of Tacoma or immediately surrounding areas. See Section 3.7: Maps and Drawings for more information on remote locations.

1.3 Consideration when Bidding

All contract items with individual measurements should be bid with consideration that services will not be delivered at once but through individually ordered projects at various locations. It is the respondent’s responsibility to ensure that line-item pricing supplied includes all associated work and fees to satisfactorily complete the described work. Unit pricing will not be adjusted post submittal to accommodate fees and charges unforeseen by the respondent.

1.4 Multiple Awards

If deemed to be in the best interest of the city, as many as three awards will be made as a result of these specifications. Awards will be to the lowest responsive and responsible respondents. Work requests will be sent to all suppliers that enter into contract and projects will be awarded to the lowest, contract aligned, quote that meets any applicable project requirements.

A low quote can be passed over for any of the below reasons:

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1.4.1 Failure to respond to a properly made request in the time specified in the Scope of Work section,

1.4.2 Indication supplier is not able to deliver a project in alignment with the requirements as defined by the project manager.

1.4.3 Failure to take corrective action on issues affecting the business needs of a department or the city as a whole.

2. CONTRACT ADMINISTRATION

2.1 Central Administration

Following contract execution but prior to any work being performed under the contract, supplier will attend a kickoff meeting with purchasing and other city stakeholders including but not limited to EIC staff, LEAP staff and potential project managers throughout the city.

No work should be performed prior to this meeting.

Topics discussed and requirements for projects completed under the contract may be captured in a Contract Administration Plan and that plan will be used to track progress and performance of the contract, and to identify and resolve any issues that arise.

Purchasing Contract Administrator will be identified at this meeting and the supplier will need to identify a main contract administrator that can be contacted for any and all communications regarding the administration of this contract.

2.2 Subagreement Administration

User departments must have a subagreement set up in Ariba and communicate to the supplier at the time of order. Supplier is to direct users without this information to the main purchasing administrator to identify or create a subagreement.

Different departments will have different business requirements and it is incumbent upon awarded contractor(s) to meet with subagreement administrators and their teams to confirm how work will be ordered, authorized, and delivered should it deviate from the process outlined in these specifications. Subagreement administration surrounding filing of intents and affidavits, payment of prevailing wages, and annual closeout and release of retainage will also need to be confirmed at the department level.

3. ASSIGNMENT OF WORK

Projects to be executed under this contract will be initiated using the Work Request Form (See Appendices) or a department approved equivalent.

Upon receipt of a work request, supplier will return a quote within seventy-two (72) hours.

Quote must contain line-item detail aligned with the bid items of the contract. The Work Request Form should capture all items, quantities, and measurements to be used in confirming project completion. Projects may have timeframes that must be met. The city can pass over low quote on a work request if the supplier is not able to meet the required timeline.

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An approved Work Request Form will serve as notice to proceed. It is the supplier’s responsibility to maintain record of projects executed under each subagreement and the associated approval to perform work. A signed work request form, with legible city project manager and approver may be required prior to approval of invoices.

Supplier may be required to attend a meeting specific to the project, prior to performing work.

All approved work will be completed within the timeframe agreed upon in the Work Request Form and/or at the meeting.

Changes to active projects that require adjustment to the quotation must be approved by the engineer or project manager prior to initiation of any additional work.

4. INDIVIDUAL PROJECT COORDINATION

As mentioned in section 1 above, this section is to serve as a basis for how work will be assigned, and projects will be coordinated. It is incumbent upon awardee(s) to confirm these items with departments/workgroups as new subagreements are created.

4.1 Pre-Work/Pre-Construction Meeting

For individual projects, a project manager may choose to have a pre-work meeting. If held, minutes of the meeting will be sent to the supplier and all meeting attendees including but not necessarily limited to purchasing, LEAP and EIC offices.

4.2 Site Meeting

Project Managers will schedule site meeting on an as-needed basis during a project.

Supplier attendance at such meetings is required. Project managers will discuss the need for site meetings with the supplier. Items agreed upon at any such meeting may be documented and become part of the project file.

4.3 Jurisdictional Requirements and Permits

By entering into a contract pursuant to these specifications, the supplier represents familiarity with city and county standards for all work included in this solicitation. It is the supplier’s responsibility to be familiar with all current jurisdictional restoration requirements at the time of bid submission. Following award, supplier will stay current with all jurisdictional requirements and will notify the City upon discovery of new or modified requirements that may affect the contract.

At the time of award, all current city and county standards where work may be completed are adopted as part of the contract and requirements whether they are specifically listed or not. Supplier is responsible for clarifying any pertinent requirements prior to performing any specific project.

Supplier will be responsible to obtain all required permits and approved traffic control plans. Within the limits of the City of Tacoma this will be coordinated through Environmental Services Site Development. Supplier will work under the City’s permit in Pierce or King Counties as well as other municipal jurisdictions.

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Construction projects within the City of Tacoma limits shall be coordinated with the project manager.

4.4 Coordination with Others

It is possible that other contractors or the City will be working in the project areas during the time of construction. It shall be the responsibility of this contractor to coordinate its work with all other agencies and/or contractors within the project area.

All construction activities shall be coordinated daily, or as required, with the engineer/project lead or their designated representative. Changes to the schedule that will impact on dates shown as milestones on the schedule shall be coordinated with the engineer/project lead.

The facilities or portions of facilities within the project limits must be kept in continuous operation throughout the construction period. No interruption will be permitted which adversely affects the degree of service provided.

The contractor shall also be responsible to minimize disruptions to building occupants during working hours 6:30 a.m. to 6:00 p.m., Monday through Friday.

Contractor shall provide temporary facilities and make temporary modifications as necessary to keep the existing facilities in operation during the construction period.

Contractor shall comply with all security and access control requirements.

The contractor shall follow all requirements of City of Tacoma, Department of Public Utilities, and Tacoma Power’s security program(s).

4.5 Archaeological Investigations

At the Cowlitz and Cushman Hydroelectric Projects, archaeological evaluation may be required, if excavation occurs. A certified professional archaeologist who meets the Secretary of Interior’s guidelines for professionals and who is approved by the City will be involved prior to commencing work. Depending on the outcome of the initial evaluation, onsite monitoring may be required. Archaeological services will be procured and paid for by the City.

It is doubtful that cultural resources will be encountered at the hydro projects. However, if cultural resources are discovered as part of this project, archaeological evaluation will be required.

Due to determination of findings, the contractor may be required to change their method of operation to a method that has less impact on the site and is approved by the archaeologist.

4.6 Protection of Existing Utilities and Improvements

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In addition to Section 3.03 “Notification of Other Governmental Agencies and Utilities When Underground Work is Involved” and Section 3.07 “Protection of Workers and Property” of the General Provisions:

The contractor shall protect from damage the utilities and all other existing improvements not provided for in the proposal or special provisions. The cost of labor, equipment and materials required to protect or replace said items shall be incorporated into the bid for the project.

4.7 Superintendent

The contractor shall employ a competent superintendent (foreman) who shall be present at the project site at all times during the entire progress of the work, except those times when the contractor is demobilized. The superintendent shall be on site even when only a subcontractor is working, unless otherwise approved by the engineer/project lead. The foreman shall be satisfactory to the contractor and shall have full authority to act on their behalf.

5. BILLING AND INVOICING

5.1 Registration

Awardee must be willing to register, and become fully transactional, in the City of Tacoma’s Ariba portal. A master contract number will be assigned and department specific subagreements will be created as work is ordered.

5.2 Invoices

In order for a proper invoice to be received, it must be submitted in Ariba against the appropriate departmental sub agreement and must include all required documentation:

5.2.1 Approved Work Request Form, including original quote if requested by the department.

5.2.2 PDF invoice attachment including line-item detail aligned with the pricing terms included in the price proposal form in these specifications. *

5.2.3 If the invoice includes line items to allow for work outside of that explicitly described in these specifications, supplier will provide documentation adequate to demonstrate approval by contract administrator and alignment with project manager approved quote.

Invoices will only be approved following 100% completion of the project. Should a project extend beyond thirty (30) days, progress payments can be approved. Filing of certified payrolls is prerequisite to the approval of any progress payments. See Intents and Affidavits for On-Call Contracts

6. INTENTS AND AFFIDAVITS FOR CITYWIDE CONTRACTS

6.1 Intent Filing

Separate intents and affidavits will need to be filed for each sub agreement.

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For each subagreement, one Intent to Pay Prevailing Wages is to be filed for each 12-month (one year) period of the contract performance for the Contractor and all subcontractors of any tier. Intents for the Contractor and all subcontractors shall be filed prior to approval of any work and prior to any payment for work performed following contract execution. New Intents shall be filed prior to any payment for work performed during subsequent 12-month periods for the Contractor and all subcontractors.

6.2 Certified Payrolls

Certified payrolls must be filed no less frequently that prior to invoicing for any progress payments. For contracts that are used in an ongoing basis, weekly certified payrolls should be filed both in LCP tracker, if applicable, and on the Department of Labor and Industries website.

6.3 Affidavit Filing

Immediately following the end of all work completed under a subagreement for a contract year, the Contractor, and each Subcontractor of any tier, shall file an approved Affidavit of Wages Paid with the L&I. Affidavits from the Contractor and all subcontractors must be received from Washington State’s Department of Labor and Industries (L&I) per Article 6 of the General Conditions.

6.4 Project Site Posting

The Contractor shall post in a location readily visible to works at the Project site (1) a copy of the Statement of Intent to Pay Prevailing Wages approved by the Industrial Statistician of the Department of Labor and Industries and (2) the address and telephone number of the Industrial Statistician of the Department of labor and Industries to whom a complaint or inquiry concerning prevailing wages may be directed.

6.5 Statutory Conflict

If a State of Washington prevailing wage rate conflicts with another applicable wage rate (such as Davis-Bacon Ace wage rate) for the same labor classification, the higher of the two shall govern.

6.6 Prevailing Wage Disputes

Pursuant to RCW 39.12.060, if any dispute arises concerning the appropriate prevailing wage rate for work of a similar nature, and the dispute cannot be adjusted by the parties in interest, including labor and management representatives, the mater shall be referred for arbitration to the Director of the Department of Labor and Industries, and his or her decision shall be final and conclusive and binding on all parties involved in the dispute.

6.7 Prevailing Wage Indemnification

The Contractor shall defend (at the Contractor’s sole costs, with legal counsel approved by the City of Tacoma), indemnify and hold the City harmless from all liabilities, obligations, claims, demands, damages, disbursements, lawsuits, losses, fines, penalties, costs and

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expenses, whether direct, indirect, including but not limited to attorneys’ fees and consultants’ fees and other costs and expenses, from any violation or alleged violation by the Contractor or any Subcontractor of any tier of RCW 39.12 (“Prevailing Wages on Public Works”) or Chapter 51 RCW (”Industrial Insurance”), including but not limited to

RCW 51.12.050.

6.8 Public Work Closeout and Retainage

Departments will close out subagreements no less frequently than once annually from the effective date of the contract. Following closeout, all held retainage will be released. Any applicable bond-in-lieu of retainage will be released following proper closeout of the contract.

7. REPORTING CAPABILITIES

Supplier shall have the ability to provide accurate and consistent reporting on a quarterly, semi-annual and/or annual basis. The City may request that the supplier provide reports of invoiced services/purchases provided to the City during the contract term. Within twenty (20) business days of a request, the supplier shall provide the City a report clearly titled with the contract name and number, supplier name, supplier contact information and dates of the report period.

Report will include line-item detail including quantity and spend for each item included in the Price Proposal Form along with itemization of work performed that does not explicitly fall under the scope of work included in these specifications.

8. SUPPLIER PERFORMANCE REVIEW

Project managers will be encouraged to file performance reviews with the contract administrator (see Appendices). At the determination of the contract administrator, supplier may be required to attend a review of their performance under the contract and no less that each six-month contract period. Supplier will be notified of the time and location of any such meeting. Action items and/or cures identified in a performance review will be added to the contract file for follow up.

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EQUITY IN CONTRACTING (EIC) REQUIREMENTS MEMO

CCD/EIC: 598502

Date of Record: 06/30/2026

Project Spec#: CT26-0143F

Project Title: Hydro Excavation and Street Sweeping

Document Updated 02/2025

EQUITY IN CONTRACTING REQUIREMENTS

Minority Business Enterprise

Requirement

Women Business Enterprise

Requirement

Small Business Enterprise*

Requirement

8% 4% 11%

All bidders must complete and submit with their bid the EIC Utilization form contained in the bid submittal package.

A list of EIC-eligible companies is available at www.omwbe.wa.gov1

The stated EIC requirements may be met by the contractor or by identified subcontractors.

All EIC Requirements may be met by using MBEs, WBEs, DBEs or SBEs from the OMWBE certified list. It is the bidder’s responsibility to ensure that their firm or identified subcontractors are certified by OMWBE for the specific categories stated in the EIC requirements and approved by the City of Tacoma EIC Program at the time of bid submittal. Bidders should be aware that firms may be certified in multiple categories by OMWBE.

Please check to make certain that the firms you name as meeting the EIC requirements hold the actual certification stated in the requirements. Business certification in specific categories may be verified by contacting the EIC Office*.

Important:

Small Business Enterprise (SBE) Requirement can be fulfilled only by utilizing firms that have the following

OMWBE certifications:

• Small Business Enterprise (SBE) Certification

• Disadvantaged Business Enterprise (DBE) Certification

Please Note: It is the bidder’s responsibility to ensure that the subcontractor(s) listed on the EIC

Utilization Form are currently certified by the State of Washington’s Office of Minority and Women

Business Enterprises (OMWBE) at the time of bid opening. This may be verified by contacting the EIC

Office at (253) 344-6632 between 8 AM and 5 PM, Monday through Friday or the OMWBE Office at

(866) 208-1064. Please refer to the City of Tacoma EIC code.

MATERIAL MISSTATEMENTS CONCERNING COMPLETED ACTIONS BY THE BIDDER

IN ANY SWORN STATEMENT OR FAILURE TO MEET COMMITMENTS AS INDICATED

ON THE EIC UTILIZATION FORM MAY RENDER THE BIDDER IN DEFAULT OF CITY

ORDINANCE 1.07

1 For the OMWBE list, be sure to look for businesses in King, Kitsap, Lewis, Mason, Pierce, Snohomish, Thurston, or any counties adjacent to the county in which the work is performed per 1.07.050(2)(b-c). *Contact the EIC Office eicoffice@cityoftacoma.org if you have any questions.

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http://www.omwbe.wa.gov/ https://omwbe.diversitycompliance.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2226&TN=omwbe mailto:eicoffice@cityoftacoma.org

EXHIBIT A

TACOMA POWER PROJECTS LOCATION MAP(S)

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EXHIBIT B

TACOMA POWER SERVICE AREA

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EXHIBIT C

TACOMA WATER – WATER SUPPLY SYSTEM

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APPENDIX B – SUBMITTAL PACKAGE

Signature Page

Price Proposal Form

Bid Bond

State Responsibility and Reciprocal Bid Preference Information

EIC Utilization Form and Instructions

Record of Prior Contracts

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SIGNATURE PAGE

CITY OF TACOMA

All submittals must be in ink or typewritten, executed by a duly authorized officer or representative of the bidding/proposing entity, and received and time stamped as directed in the Request for Bids page near the beginning of the specification. If the bidder/proposer is a subsidiary or doing business on behalf of another entity, so state, and provide the firm name under which business is hereby transacted.

REQUEST FOR BIDS SPECIFICATION NO. CT26-0143F

HYDRO-EXCAVATION, VACTOR, STREET SWEEPING, AND ASSOCIATED SERVICES

The undersigned bidder/proposer hereby agrees to execute the proposed contract and furnish all materials, labor, tools, equipment and all other facilities and…