Display_Signage_(Addendum_#1_Revision).pdf

Table 1: Solicitation Schedule

ITB Issued September 3, 2026

Pre-Bid Conference (Non-Mandatory) September 10, 2026, 3:00pm

Microsoft Teams https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjllOTk5N2QtZDhhZS00ZDdhL

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8f99-

359d8b54f41b%22%2c%22Oid%22%3a%223c4043

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Deadline For Questions October 8, 2026, 5:00pm

Invitation To Bid # PR0-6689

Title: Display Signage https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjllOTk5N2QtZDhhZS00ZDdhLWJmYjAtY2ZlMjhmM2IxOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjllOTk5N2QtZDhhZS00ZDdhLWJmYjAtY2ZlMjhmM2IxOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjllOTk5N2QtZDhhZS00ZDdhLWJmYjAtY2ZlMjhmM2IxOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjllOTk5N2QtZDhhZS00ZDdhLWJmYjAtY2ZlMjhmM2IxOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjllOTk5N2QtZDhhZS00ZDdhLWJmYjAtY2ZlMjhmM2IxOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjllOTk5N2QtZDhhZS00ZDdhLWJmYjAtY2ZlMjhmM2IxOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjllOTk5N2QtZDhhZS00ZDdhLWJmYjAtY2ZlMjhmM2IxOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d mailto:seattle@m.webex.com

Sealed Bids Due to the City / Bid Opening October 15, 2026, 2:00pm

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The City may modify this schedule. Changes to the due date are posted on the City website and by addendum.

Bids must be received by the due date and at the time specified.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/seattle/projects/210013 https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY1NGQ1MmUtMGM5OC00MWZkLThmY2MtZDZhMWE1MmNlZWI1%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY1NGQ1MmUtMGM5OC00MWZkLThmY2MtZDZhMWE1MmNlZWI1%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY1NGQ1MmUtMGM5OC00MWZkLThmY2MtZDZhMWE1MmNlZWI1%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY1NGQ1MmUtMGM5OC00MWZkLThmY2MtZDZhMWE1MmNlZWI1%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY1NGQ1MmUtMGM5OC00MWZkLThmY2MtZDZhMWE1MmNlZWI1%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY1NGQ1MmUtMGM5OC00MWZkLThmY2MtZDZhMWE1MmNlZWI1%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY1NGQ1MmUtMGM5OC00MWZkLThmY2MtZDZhMWE1MmNlZWI1%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d

TABLE OF CONTENTS

1. BACKGROUND AND PURPOSE

2. SOLICITATION OBJECTIVES

3. MINIMUM QUALIFICATIONS

4. SPECIFICATIONS AND SCOPE OF WORK

5. SCHEDULE, ORDERS, DELIVERY

6. ADDITIONAL CONTRACT REQUIREMENTS

7. ENVIRONMENTAL SPECIFICATIONS

8. PREVAILING WAGE REQUIREMENTS

9. LICENSING AND BUSINESS TAX REQUIREMENTS

10. BID INSTRUCTIONS AND INFORMATION

11. ETHICS CODE

12. EVALUATION

13. AWARD AND CONTRACT EXECUTION

14. BID FORM

15. BID SUBMITTAL

Attachments:

A - Purchasing Terms and Conditions

B - Insurance Requirements and Transmittal

1. BACKGROUND AND PURPOSE

1.1. Purpose and Background

The purpose of this Invitation to Bid is to solicit bids from qualified Vendor(s) to furnish the labor, materials and equipment required to provide display signage for City departments on an "as needed" basis. Many departments, and the resulting contract(s) will be available for Citywide use, but the highest utilizers have been Fleet Management and Facility Operations divisions of the Department of Finance and Administrative

Services (FAS), Parks and Seattle Public Utilities (SPU).

The work includes signage as specified in the Specification and Scope of Work, including but not limited to specialty graphics, labels, stickers, decals, magnets, banners, lawn signs, name plates, maps, fabrication of panels, and incidental installation. Graphic production includes but is not limited to, screen printing, label copy, digital images, vinyl graphics, photo etched or sandblasted images, and cut-out graphics images of letters. Installation services are not intended to include work better classified as construction or public works.

The City currently has two contracts that provide display signage services (#3839 with Kolor Kraze LLC and

#4414 with United Print Sign and Graphic LLC); however both contracts are due to expire in 2027 and do not have renewal options. Therefore, the City is returning for a competitive bid to establish new contract(s) to replace the existing contracts. Annual usage of the pool of contracts in the past four years has been:

Year 2022 2023 2024 2025

Usage $120,619.94 $49,283.85 $70,043.63 $72,425.47

1.2. Pool Contracts

The City intends to award a pool of eligible, qualified and competitive contracts for these products and/or services. The City may place orders with any of the resultant contract vendors, selecting the vendor the City wishes to use in any manner that the City department placing the order chooses.

1.3. Bid Timeline

ITB Issued: September 3, 2026

Pre-Bid Conference (Non-Mandatory): September 10, 2026, 3:00pm

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Deadline For Questions: October 8, 2026, 5:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjllOTk5N2QtZDhhZS00ZDdhLWJmYjAtY2ZlMjhmM2IxOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjllOTk5N2QtZDhhZS00ZDdhLWJmYjAtY2ZlMjhmM2IxOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjllOTk5N2QtZDhhZS00ZDdhLWJmYjAtY2ZlMjhmM2IxOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjllOTk5N2QtZDhhZS00ZDdhLWJmYjAtY2ZlMjhmM2IxOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjllOTk5N2QtZDhhZS00ZDdhLWJmYjAtY2ZlMjhmM2IxOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjllOTk5N2QtZDhhZS00ZDdhLWJmYjAtY2ZlMjhmM2IxOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjllOTk5N2QtZDhhZS00ZDdhLWJmYjAtY2ZlMjhmM2IxOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjllOTk5N2QtZDhhZS00ZDdhLWJmYjAtY2ZlMjhmM2IxOTdj%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-494b-95f6-b334b3ae49cc%22%7d

Sealed Bids Due to the City / Bid Opening: October 15, 2026, 2:00pm

Microsoft Teams https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjY1NGQ1MmUtMGM 5OC00MWZkLThmY2MtZDZhMWE1MmNlZ WI1%40thread.v2/0?context=%7b%22Tid% 22%3a%2278e61e45-6beb-4009-8f99- 359d8b54f41b%22%2c%22Oid%22%3a%22 3c404313-6a51-494b-95f6-b334b3ae49cc%22%7d Meeting ID: 267 969 399 463 71 Passcode: N7As9xc6

+1 206-686-8357,,854458563# United States, Seattle Find a local number Phone conference ID: 854 458 563# Join on a video conferencing device Tenant key: seattle@m.webex.com Video ID: 113 698 322 7

2. SOLICITATION OBJECTIVES

The City expects to achieve the following outcomes through this solicitation:

• Enhance public communication and accessibility by procuring signage that clearly communicates City information, wayfinding, notices, etc.

• Ensure ADA-compliant design, including visibility, readability and accessible placement.

• Acquire signage that is cost effective and offers strong value over its lifecycle, including durability, installation and maintenance.

3. MINIMUM QUALIFICATIONS

The following are minimum qualifications the Vendor must meet to submit a bid. Responses must show compliance to these minimum qualifications. The City reserves the right, but is not obligated, to clarify if compliance to the minimum qualifications is not clear in Vendor’s response. Those not responsive shall be rejected by the City without further consideration:

• The Vendor shall have a minimum of three (3) years continuous experience in designing and fabricating signs similar in scope as described in the Specifications and Scope of Work.

4. SPECIFICATIONS AND SCOPE OF WORK

4.1. Overview

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Vendors will provide printing, fabrication and installation of high-quality signage for City departments

(installation services are not intended to include work that would be better classified as construction or public works). The City expects professional production of signage that meets the timelines defined below and meets operational, Americans with Disabilities Act (ADA) and other regulatory standards, and branding requirements while enhancing accessibility, safety, and visitor experience

4.2. Services

Printing & Fabrication

• Print on or fabricate from various materials including, but not limited to, aluminum, acrylic, lightweight fluted plastic sheets, vinyl, polyester, metals and wood.

• Produce permanent and temporary signage for wayfinding, facility or site identification, informational displays, interpretive signs, event banners, etc.

• Produce a wide range of signage types with sizes ranging from small to large-format.

Installation & Maintenance

• Deliver and install signage at designated locations. Installation services should not include work that would be better classified as construction or Public Works.

• Ensure proper mounting and secure placement per site specifications.

• Offer maintenance, cleaning, repair, or replacement services as needed.

4.3. Signage Type Examples

Examples of signage the City may have a need to purchase include, but are not limited to:

• Wayfinding & Directional Signs – Park maps, trail markers, facility and amenity directions.

• Facility or site identification signs – Name, address, city department logo or information.

• Regulatory & Safety Signs – Park rules, accessibility notices, speed limits, and hazard warnings.

• Interpretive & Educational Signs – Environmental, cultural, or historical content displays.

• Temporary & Event Signage – Banners, posters, and promotional signs for special programs or events.

4.4. Material & Durability Standards

• Signs must withstand outdoor exposure, extreme weather, theft and vandalism.

• Use weather-resistant, UV-protected, and anti-fade materials.

• Use eco-friendly, non-toxic inks and recyclable materials when possible.

• Reflective and high-contrast options for night visibility where needed.

4.5. Quality Assurance & Compliance

• Provide proofs and prototypes for approval before production.

• Ensure all signage aligns with branding and accessibility standards.

• Offer warranties on materials and installation quality, per Section 5.6 Warranty. The City expects all signs to have a life span of 5 – 7 years.

4.6. Delivery & Timeline

• Deliver orders within 5-10 business days, with 2-3 business day rush options when necessary.

• Install signage as scheduled, ensuring minimal disruption to City operations.

• Provide written notice upon completion, including location photos for recordkeeping, if requested by the City.

• Maintain, clean, repair or replace signs when requested within 5-10 business days, with 2-3 business day rush options when requested.

5. SCHEDULE, ORDERS, DELIVERY

5.1. Order Desk

The successful vendor shall provide a telephone service or “order desk” to receive calls from City departments for advice or assistance, recommendations on products, parts, and repairs, and for receiving and processing of phone orders. The Order Desk shall be available from 8:00 a.m. to 5:00 p.m. all business days except City holidays. If your standard operating hours are otherwise, notify City Purchasing. Depending on the Department needs, hours similar to, but not exactly the same as the 8:00 a.m. to 5:00 p.m. schedule may be accepted by the

City as compliance to this requirement.

5.2. Adequate Inventory and Response Times

The vendor shall provide five (5) to ten (10) business days’ response time and delivery for most new orders placed by the City. For rush orders the vendor shall provide two (2) to (3) business days’ response time and delivery.

The vendor shall provide five (5) to ten (10) business days response time to maintain, clean, repair or replace signs. For rush requests the vendor shall provide two (2) to (3) business days’ response time.

5.3. Pick-up Option

City employees may pick up orders at the Vendor location. Vendor shall require a City ID, City department name and the employee’s Washington Driver’s license when placing and picking up an order.

5.4. Delivery Option

The Vendor shall provide a delivery service for orders. The Vendor will pick up or deliver products to the City location specified. There will be no charge for delivery, unless specified in the Bid.

5.5. No Minimum Order Quantities

There will be no minimum order quantities for any resultant contract.

5.6. Warranty

The Vendor warrants all materials and workmanship delivered under any resulting contract to be free from defects, damage or failure which the City may reasonably determine is the responsibility of the Vendor, for a minimum of ninety (90) days after final acceptance and without cost to the City for labor, materials, parts, installation or any other costs except where longer periods of warranty or guarantees are specified.

5.7. Prohibition on Advance Payments

The City cannot accept requests for up-front payment, down payment or partial payment.

5.8. Collective Bargaining

The City has collective bargaining agreements which govern City utilization of Vendors to perform services and require departments to notify the union before contracting for services.

Vendors must respect the right of employees to bargain collectively and commit to remain neutral in organizing campaigns.

6. ADDITIONAL CONTRACT REQUIREMENTS

6.1. Contract Term

This contract shall be for one-year with six (6) one-year extensions allowed at the option of the City. This contract is subject to prevailing wage and will require Vendor compliance to prevailing wage requirements (see

Terms and Conditions in Supporting Attachments). The Vendor may provide a notice to not extend but must provide such notice at least 45 days prior to the annual renewal date.

6.2. No Guaranteed Contract Utilization

The City does not guarantee utilization through any resultant contract. The solicitation may provide estimates of utilization solely to help Vendors prepare their bids and does not serve as a guarantee of usage. The City reserves the right to make multiple or partial awards, and/or to order greater or less quantities based on City needs. The City reserves the right to use other appropriate contract sources to obtain these products or services, such as State of Washington Contracts. The City may also periodically re-solicit for new additions to the Vendor pool, to invite additional Vendors to submit bids for award. Use of such supplemental contracts does not limit the right of the City to terminate existing contracts for convenience or cause.

If the City awards multiple contracts to form a vendor pool, this ITB established competition compliant to City competitive proposal laws; the City Project Manager may place an order with any pool vendor or may solicit multiple quotes to select among the pool vendors. If departments request quotes, the Vendors must use the costs and hourly rates in the contract.

6.3. Trial Period And Right To Award To Next Low Bidder

A ninety (90) day trial period applies to contracts awarded by this solicitation. During the trial period, vendors must successfully perform. Failure to perform may cause immediate cancellation of the contract. If a dispute occurs or a discrepancy arises as to acceptability of product or service, the City’s decision prevails. The City will pay only for authorized orders received up to termination. If the contract is terminated within the trial period, the City may award the contract to the next low responsive Bidder by mutual agreement with that Bidder. Any new award will be for remaining contract work and is also subject to a trial period.

6.4. Background Checks and Immigrant Status

The City may require background checks for the Vendor, as well as some or all of their employees and contracted workers who may perform work under this Agreement. The City reserves the right to require such background checks at any time. The City has strict policies regarding the use of background checks, criminal checks, and immigrant status for contract workers. The policies are incorporated into this Agreement and available for viewing on-line at http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks.

6.5. Independent Contractor

The City provides contract and project management, managing deliverables, schedules, tasks, and contract performance. This is distinguished from an employer-employee. This contract prohibits vendors from supervising and/or being supervised by a City employee. Supervision includes a City Employee Performance

Evaluations, preparing and/or approving City timesheets, administering discipline, and similar actions.

Contract workers shall not be given City office space unless provided for below, and for no more than 36 months without authorization from the City.

The City will not provide space in City offices for performance of this work. Vendors must perform work from their own office space or in the field, as appropriate to the work.

6.6. Work Order Quotations

For pool contract awards, City departments may request quotes from one or more contract vendors in the pool.

Vendors must issue quotes using unit prices in the contract. The City Project Manager shall describe to the companies the following information: Description of work, Date work must start and/or be completed by, Special materials, parts, or equipment needed to complete the work, Location of the work, Time and date the quotation is due, Name, phone and fax numbers, of the City Project Manager, Other special information required to successfully perform the work. Firms shall respond before quotes are due. Firms who cannot quote are asked to reply back with “no bid.” If multiple quotations were solicited, the City Department will award to the lowest responsive quote and notify others not selected. A purchase order number shall be provided to the selected Vendor. After inspection that approves the completed work, the Vendor will invoice using the departmental purchase order number.

6.7. Paid Sick Time and Safe Time Ordinance

Be aware that the City has a Paid Sick Time and Safe Time ordinance that requires companies to provide employees who work more than 240 hours within a year inside Seattle, with accrued paid sick and paid safe time for use when an employee or a family member needs time off from work due to illness or a critical safety issue. The ordinance applies to employers, regardless of where they are located, with more than four full-time equivalent employees. This is in addition and additive to benefits a worker receives under prevailing wages per

WAC 296-127-014(4). City contract specialists may audit payroll records or interview workers as needed to http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks ensure compliance to the ordinance. Please see www.seattle.gov/laborstandards, or may call the Office of

Labor Standards at 206.684.4500 with questions.

7. ENVIRONMENTAL SPECIFICATIONS

7.1. Green Seal Products

Vendor shall use Green Seal, Eco Logo or other certified cleaning products as approved by the City, for cleaning and janitorial work. All Cleaning products, floor care products and other appropriate products must carry a

Green Seal certification. The Bidder shall identify products the Bidder intends to use at City facilities and list them on the Offer, with a note to confirm Green Seal certification. The City has contracts with vendors who can supply Green Seal products at City contract pricing. For the list of vendors, contact the City Buyer.

7.2. Environmental Standards

Unless notified otherwise by the Vendor, products bid will be compliant to USEPA Standards published by the

USEPA, unless specified otherwise.

See USEPA Standards at: https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program.

7.3. PBT Free Specification - Persistent Bioaccumulative Toxic (PBT) Chemicals – Mercury, Dioxin, PCB, PBDE, Lead, PVC and other

The City of Seattle adopted Resolution #30487 in 2002 which requires City Purchasing differentiate products that contain PBT chemicals and that release PBT chemicals during production or disposal, from those products that do not, and requires City Purchasing reduce acquisition of products that contain or release PBT chemicals.

This includes mercury, dioxin, PCB, PBDE (polybrominated diphenyl ethers, i.e. flame retardants), and others identified by the State of Washington, Department of Ecology see https://ecology.wa.gov/Waste-

Toxics/Reducing-toxic-chemicals/Addressing-priority-toxic-chemicals.

If a Bidder has a product that contains or releases any PBT materials, Bidder must immediately notify the City

Buyer. Should the City determine there is no reasonable or economically feasible substitute, the City may amend allow for, or provide a maximum of 10% preference for, products that include or release the least PBT chemical practical. The City may reject Bids with PBT materials. Additional information is at:

http://www.ecy.wa.gov/toxhaz.html. The City Council Resolution is here:

http://clerk.seattle.gov/search/resolutions/30487

8. PREVAILING WAGE REQUIREMENTS

8.1. Prevailing Wage Compliance

If this contract is subject to prevailing wages, as required by RCW 39.12 (Prevailing Wages on Public Works) and

RCW 49.28 (Hours of Labor) as amended or supplemented, Contractor shall be responsible for compliance by the Contractor and all subcontractors with all provisions herein. See included Terms and Conditions for more information on these requirements.

If required, prior to issuing award the City will verify that the apparent low bidder meets the training requirements related to public works and prevailing wage by Labor & Industries per RCW 39.04.350 and chapter

39.12 RCW. Bidders are exempt from training if Bidder has been in business with active Unified Business http://www.seattle.gov/laborstandards https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program https://ecology.wa.gov/Waste-Toxics/Reducing-toxic-chemicals/Addressing-priority-toxic-chemicals https://ecology.wa.gov/Waste-Toxics/Reducing-toxic-chemicals/Addressing-priority-toxic-chemicals http://www.ecy.wa.gov/toxhaz.html http://clerk.seattle.gov/search/resolutions/30487

Identifier (UBI) number for three (3) or more years AND have performed work on three (3) or more public works projects. Bidder exemption status may be verified by entering the Bidder's UBI number, selecting the Bidder's

Company, and clicking on the "Public Works Requirements" drop-down menu from the following web site:

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

Contractor is responsible for compliance by the Contractor and all subcontractors. Any Offer must be sufficient to pay prevailing wages, and vendor costs associated with filing of Intents and Affidavits, including filing of one or multiple Intents and Affidavits as required by the Department of Labor & Industries. See included Terms and

Conditions for more information on these requirements.

8.2. Federal Davis-Bacon Act

If this work has federal funding, this contract is subject to prevailing wage requirements for the State (RCW

Chapter 39.12) and federal (Davis-Bacon and related acts), for any applicable wage category. The Contractor and every Subcontractor shall then pay the greater between State Prevailing Wages or federal Davis Bacon wages, on a classification-by-classification basis. Contractors are required to pay wages not less than once a week. See included Terms and Conditions for more information on these requirements.

8.3. Prevailing Wage Rates

As part of your response to this ITB, you will be asked to provide Prevailing Wage Rates for King County &

Benefit Code Key with the effective date: Thursday, October 15, 2026.

To receive prevailing wage rates you may go to the following:

• To download the rates, go to https://secure.lni.wa.gov/wagelookup/

9. LICENSING AND BUSINESS TAX REQUIREMENTS

The Vendor must meet all licensing requirements that apply to their business immediately after contract award or the City may reject the Vendor before contract execution. Carefully consider related costs before submitting an offer, as the City does not separately pay or reimburse licensing costs.

9.1. Seattle Business Licensing and Associated Taxes

If you have a “physical nexus” in the city, you must obtain a Seattle Business license and pay all taxes due before the Contract can be signed. A “physical nexus” means you have physical presence, such as: a building/facility in

Seattle, you make sales trips into Seattle, your own company drives into Seattle for product deliveries, and/or you conduct service work in Seattle (repair, installation, service, maintenance work, on-site consulting, etc.).

We provide a Vendor Questionnaire Form that will ask you to specify if you have “physical nexus”. All costs for any licenses, permits and Seattle Business License taxes owed shall be borne by the Vendor and not charged separately to the City.

The apparent successful Vendor must immediately obtain the license and ensure all City taxes are current, unless exempted by City Code due to reasons such as no physical nexus. Failure to do so will cause rejection of the bid/proposal. Self-Filing: You can pay your license and taxes on-line using a credit card:

https://www.filelocal-wa.gov/Default_FileLocal.aspx.

https://secure.lni.wa.gov/verify/ https://secure.lni.wa.gov/wagelookup/ https://www.filelocal-wa.gov/Default_FileLocal.aspx

For questions and assistance, call the License and Tax Administration office which issues business licenses and enforces licensing requirements. The general e-mail is tax@seattle.gov. The main phone is 206-684-8484. The licensing website is http://www.seattle.gov/licenses.

The City of Seattle website allows you to apply and pay on-line with a credit card if you choose.

If a business has extraordinary balances due on their account that would cause undue hardship to the business, the business can contact our office to request additional assistance. A weblink providing further explanation, with the application and instructions for a Seattle Business License is provided below.

Those holding a City of Seattle Business license may be required to report and pay revenue taxes to the City.

Such costs should be carefully considered by the Vendor prior to submitting your offer. When allowed by City ordinance, the City will have the right to retain amounts due at the conclusion of a contract by withholding from final invoice payments.

The application for a Seattle Business License can be found at https://www.seattle.gov/license-and-tax-administration/business-license-tax-certificates.

9.2. State Business Licensing and associated taxes

Before the contract is signed, provide the State of Washington business license (a State “Unified Business

Identifier” known as a UBI Number). If the State of Washington has exempted your business from State licensing

(some foreign companies are exempt and sometimes, the State waives licensing because the company does not have a physical presence in the State), then submit proof of that exemption to the City. All costs for any licenses, permits and associated tax payments due to the State because of licensing shall be borne by the Vendor and not charged separately to the City.

Instructions and applications are at http://bls.dor.wa.gov/file.aspx.

9.3. Permits

All permits required to perform work must be supplied by the Vendor at no additional cost to the City.

10. BID INSTRUCTIONS AND INFORMATION

10.1. Registration into the City's Procurement Portal

If you have not previously done so, register at: https://procurement.opengov.com/portal/seattle, then subscribe to the City’s Procurement Portal. The Procurement Portal is used by City staff to identify companies for future solicitation lists and check certifications. Women- and minority-owned firms are asked to self-identify their business as such in OpenGov. Registration in the City's Procurement Portal is required to submit a response to this solicitation.

10.2. Communications

All vendor communications concerning this acquisition and evaluation must be directed only to the Buyer below.

Failure to comply may cause bid rejection. Unless authorized by the Buyer, no other City official or City employee is empowered to speak for the City regarding this solicitation or resultant contract evaluation.

mailto:tax@seattle.gov http://www.seattle.gov/licenses https://www.seattle.gov/license-and-tax-administration/business-license-tax-certificates https://www.seattle.gov/license-and-tax-administration/business-license-tax-certificates http://bls.dor.wa.gov/file.aspx https://procurement.opengov.com/portal/seattle

Jen Lyman

(206) 256-5307 jen.lyman@seattle.gov

10.3. Pre-Bid Conference

The City shall conduct a Non-Mandatory Pre-Bid Conference virtually using the information below. Vendors need not attend to be eligible to submit a Bid. The meeting answers questions potential Vendors may have regarding the solicitation document and to discuss and clarify issues. This is an opportunity for Vendors to raise concerns regarding specifications, terms, conditions, and any requirements of this solicitation. Failure to raise concerns over any issues at this opportunity will be a consideration in any protest filed regarding such items known as of this pre-bid conference.

The Non-Mandatory Pre-Bid Conference will be held at 3:00 pm, on Thursday, September 10, 2026. Please use this link to get on the meeting: Microsoft Teams https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjllOTk5N2QtZDhhZS00ZDdhLWJmYjAtY2ZlMjhmM2IxOTdj%40thread.v2/0?context=%7b

%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%223c404313-6a51-

494b-95f6-b334b3ae49cc%22%7d Meeting ID: 222 189 057 950 28 Passcode: PH9od37t Dial in by phone +1 206-

686-8357,,355747122# United States, Seattle Phone conference ID: 355 747 122# Join on a video conferencing device Tenant key: seattle@m.webex.com Video ID: 111 455 374 8.

10.4. Questions

Submit questions to the Buyer no later than 5:00 pm on Thursday, October 8, 2026. The City strongly prefers that vendors use the City’s Procurement Portal at https://procurement.opengov.com/portal/seattle to submit questions. Failure to request clarification of any inadequacy, omission, or conflict will not relieve Vendor of any responsibilities herein or in any subsequent contract. The Vendor is responsible to assure they received responses to the questions if issued.

10.5. Changes to the ITB/Addenda

A change may be made by the City if, in the sole judgment of the City, the change will not compromise the City’s objectives. A change will be made by formal addendum issued by the City’s Buyer, through the Procurement

Portal at https://procurement.opengov.com/portal/seattle. Such Addenda shall become part of this ITB and included in the Contract. Interested Vendors are responsible to assure they received Addenda.

10.6. Receiving Addenda and/or Question and Answers

The City Buyer intends to provide you notice, through the City’s Procurement Portal, when addenda are posted on the procurement portal. Notwithstanding such efforts, it is the Vendor’s responsibility to learn of addenda, responses, or notices issued by the City. Some third-party services post City of Seattle bids on their websites.

The City does not guarantee such services have accurately provided bidders with all information, particularly

Addenda or changes to bid date/time.

Bids are considered compliant to all Addenda, with or without specific Bidder confirmation. The Buyer can reject the Bid if it does not reasonably appear to have incorporated Addendum. The Buyer may reject bids that do not appear to incorporate substantive Addendum, or the Buyer may find that the Addenda were not material and accept the bid.

10.7. Late Submittals

The submitter has full responsibility to ensure the response is submitted to the City’s Procurement portal within the deadline. The Procurement portal will not allow vendors to upload submissions past the deadline.

10.8. Use of Hyperlinks and URLs in Submittals

Hyperlinks and URLs to web sites or references to attachments may not be used in documents submitted in response to this solicitation, unless specifically requested in the submittal requirements. The City is not obligated to evaluate, review, or score any information submitted in the form of a hyperlink or URL.

Information and documentation requested for the evaluation process must be submitted in the format indicated in the Bid Instructions and Information section.

10.9. Bid Opening

Bids shall be publicly opened by the City at the date and time that sealed bids are due to the City. Bidders wishing to attend the bid opening must do so through the link provided in the Bid Timeline.

10.10. Bid and Price Specifications

Vendor shall provide their Offer on the provided City Bid Table(s), indicating unit prices for each item if applicable. In the case of difference between the unit price and the extended price, the City shall use the unit price. The City may correct the extended price. Unless specified otherwise, Vendor shall quote prices F.O.B.

Destination, with freight prepaid and allowed, US Dollars.

10.11. Do Not Submit Extra Comments, Explanations, Information or Changes

The City will reject bids that take material exception to City specifications and contract. Never add information or explanations on your Offer form. Do not take exceptions, do not offer alternatives (unless City requests), and do not mark the Offer with changes. Do not submit your boilerplate terms. Any of these actions may cause bid rejection in the Buyer’s sole opinion. If the Offer Form doesn’t adequately address your concern, ask the Buyer for direction.

10.12. Partial and Multiple Awards

Unless stated to the contrary in the Solicitation, the City reserves the right to name a partial and/or multiple awards, in the best interest of the City. Prepare all pricing and Offers accordingly. The City may eliminate an individual line item when calculating award, to meet City needs, if a line item is not routinely available or cost exceeds City funds.

10.13. Prompt Payment Discount

Vendor may provide a prompt payment discount term. A prompt payment discount term of ten or more days will be considered for bid tabulation.

10.14. Taxes

The City is exempt from Federal Excise Tax. Washington state and local sales tax will be an added line item although taxes are not used in bid tabulation for award.

10.15. Interlocal Purchasing Agreements

This is for information only and not to determine award. RCW 39.34 allows cooperative purchasing between public agencies, nonprofits and political subdivisions. Public agencies that file an Intergovernmental Cooperative

Purchasing Agreement with the City may purchase from City Contracts. The seller agrees to sell additional items at the bid prices, terms and conditions, to other eligible governmental agencies. The City has no responsibility for the payment of such purchases. Should the Vendor impose additional costs for such purchases, the Vendor is to name such additional pricing as a supplement to their offer.

10.16. Contract Terms and Conditions

Vendors shall carefully review all specifications, requirements, Terms and Conditions, and insurance requirements. Bid Submittal is agreement to all Terms and Conditions. All specifications, requirements, terms and conditions are mandatory and submittals should anticipate full compliance without exception. Please see

Terms and Conditions in Supporting Attachments.

10.17. Incorporation of ITB and Bid in Contract

This ITB and Vendor’s response, including promises, warranties, commitments, and representations made in the successful Bid, are binding and incorporated by reference in the City’s contract.

10.18. Effective Dates of Offer

Offered prices remain valid until City completes award. Should any Vendor object, do so before the bid due date.

10.19. Cost of Preparing Bids

The City is not liable for costs incurred by Vendors in bid preparation and presentation including, but not limited to, costs incurred for demonstrations and pre-Bid conferences.

10.20. Prohibited Contacts

Vendors shall not interfere in any way to discourage other potential and/or prospective Vendors from bidding or considering a bid process. Prohibited contacts includes but is not limited to any contact, whether direct or indirect (i.e. in writing, by phone, email or other, and by the Vendor or another person acting on behalf of the

Vendor) to a likely firm or individual that may discourage or limit competition. If such activity is evidenced to the satisfaction and in sole discretion of the City Purchasing Manager, the Vendor that initiates such contacts may be rejected from the process.

10.21. Vendor Responsibility to Examine Documents

Vendor is responsible to examine all specifications and conditions thoroughly, and comply with specifications and terms and conditions. Vendors must comply with all Federal, State, and City laws, ordinances and rules, and meet any and all registration requirements per Washington State law. By responding to this Invitation to Bid

(ITB), Bidder agrees he/she has read and understands all documents within this ITB package.

10.22. Vendor Responsibility to Provide Full Response

It is the Vendor’s responsibility to provide a full and complete written response and Offer Form that does not require interpretation or clarification by the Buyer. The Vendor is to provide all requested materials, forms and information. The Vendor must ensure the Offer accurately reflects Vendor specifications and offering. The City does not accept materials intended to supplement the bid after the bid deadline; however the City may consider additional materials obtained by the City, even if submitted by Vendor, or to seek clarifications from Vendor as needed. However this does not limit the right of the city to consider additional information (such as references that are not provided by the vendor but are known to the City, or past experiences by the City in assessing responsibility), or to seek clarifications by the City.

10.23. Do Not Attach Additional Materials with your Bid

Do not insert material sheets, extra product options, comments on boilerplate, supplemental or suggested contract terms, or other similar materials unless such materials are requested by the City or are necessary to show an “Approved Equal ” product specification. Such additional materials can compromise the clarity of your bid and result in rejection of your offer. If the materials conflict with your Offer, the City will not be obligated to clarify or determine which has priority; the City may instead reject your bid.

10.24. Changes or Corrections to Bids

Prior to the bid submittal closing date and time established for this ITB, a Vendor may change or correct its bid by following the Instructions here: https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-

7eade0776ebe. No change to a bid shall be made after the bid closing date and time. Note you cannot change, mark-up or cross-out any condition, format, provision or term that appears on any of the City’s documents.

10.25. Errors in Bids

Vendors are responsible for errors and omissions in their Bids. No such error or omission shall diminish the

Vendor’s obligations to the City.

10.26. Withdrawal of Bid

A submittal may be withdrawn by unsubmitting your submittal through the Procurement Portal, up until the closing date and time or by written request of the submitter, prior to bid closing. After the closing date and time, the submittal may be withdrawn only with permission by the City.

10.27. Rejection of Bids and Rights of Award

The City reserves the right to reject any or all Bids with no penalty. The City also has the right to waive immaterial defects and minor irregularities in any submitted Bid.

10.28. Bid Disposition

All material submitted in response to this ITB shall become the property of the City upon delivery to the Buyer.

10.29. Equal Benefits

Seattle Municipal Code Chapter 20.45 (SMC 20.45) requires consideration of whether bidders provide health and benefits that are the same or equivalent to the domestic partners of employees as to spouses of employees, and of their dependents and family members. The bid package includes a “Vendor Questionnaire” which is the mandatory form on which you make a designation about the status of such benefits. If your company does not comply with Equal Benefits and does not intend to do so, you must still supply the information on the Vendor

Questionnaire. Instructions are provided at the back of the Questionnaire.

https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe

10.30. Women and Minority Opportunities

The City intends to provide the maximum practicable opportunity for successful participation of minority and women owned firms, given such businesses are underrepresented. If a Bidder intends to subcontract any work, the City requires he/she agree to SMC Chapter 20.42.

10.31. Insurance Requirements

Insurance requirements in the attached Terms and Conditions shall apply, unless modified by the Insurance

Transmittal Form. If formal proof of insurance must be submitted to the City before execution of the Contract, the City will remind the successful Vendor in the Intent to Award letter. The apparent successful Vendor must promptly provide such proof of insurance to the City in reply to the Intent to Award Letter. Contracts will not be executed until all required proof of insurance has been received and approved by the City. Vendors are encouraged to immediately contact their Broker to begin preparation of the required insurance documents, if the Vendor is selected as a finalist. Vendors may elect to provide the requested insurance documents within their Bid.

10.32. Proprietary Materials

The State of Washington’s Public Records Act (Release/Disclosure of Public Records): Under Washington State

Law (reference RCW Chapter 42.56, the Public Records Act) all materials received or created by the City of

Seattle are considered public records. These records include but are not limited to bid or proposal submittals, agreement documents, contract work product, or other bid material.

The State of Washington’s Public Records Act requires that public records must be promptly disclosed by the

City upon request unless that RCW or another Washington State statute specifically exempts records from disclosure. Exemptions are narrow and explicit and are listed in Washington State Law (Reference RCW 42.56 and RCW 19.108).

Bidders/proposers must be familiar with the Washington State Public Records Act and the limits of record disclosure exemptions. For more information, visit the Washington State Legislature’s website at http://www.leg.wa.gov/LawsAndAgencyRules).

If you have any questions about disclosure of the records you submit with your bid, please contact the Buyer.

10.33. Marking Your Records Exempt from Disclosure (Protected, Confidential, or Proprietary)

As mentioned above, all City of Seattle offices (“the City”) are required to promptly make public records available upon request. However, under Washington State Law some records or portions of records are considered legally exempt from disclosure and can be withheld. A list and description of records identified as exempt by the Public Records Act can be found in RCW 42.56 and RCW 19.108.

If you believe any of the records you are submitting to the City as part of your bid/proposal or contract work products, are exempt from disclosure you can request that they not be released before you receive notification.

To do so you must complete the City Non-Disclosure Request Form (“the Form”) provided by City Purchasing

(see Form as part of Vendor Questionnaire), very clearly and specifically identify each record and the exemption(s) that may apply, and submit a copy of your records with the specified exemptions redacted. (If you are awarded a City contract, the same exemption designation will carry forward to the contract records.)

http://www.leg.wa.gov/LawsAndAgencyRules

The City will not withhold materials from disclosure simply because you mark them with a document header or footer, page…