Garage_and_Overhead_Door_Repair_and_Maintenance_Services.pdf

Table 1: Solicitation Schedule

ITB Issued October 30, 2026

Pre-Bid Conference (Non-Mandatory) November 17, 2026, 2:00pm https://teams.microsoft.com/meet/279329007670

770?p=IHjF9QrE1FnvjrVYd7

Deadline For Questions December 3, 2026, 5:00pm

Sealed Bids Due to the City / Bid Opening December 17, 2026, 11:00am https://teams.microsoft.com/meet/236932136501

4326?p=HTB3iX4havU5oPPEKk

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/211954

Invitation To Bid # FA3-6428

Title: Garage and Overhead Door Repair and Maintenance Services https://teams.microsoft.com/meet/279329007670770?p=IHjF9QrE1FnvjrVYd7 https://teams.microsoft.com/meet/279329007670770?p=IHjF9QrE1FnvjrVYd7 https://teams.microsoft.com/meet/2369321365014326?p=HTB3iX4havU5oPPEKk

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 - fas-cpcs-purchasing-terms-and-conditions revised

B - Insurance_Requirements_and_Transmittal (3)

C - Door PM_List 1

1. BACKGROUND AND PURPOSE

1.1. Purpose and Background

The purpose of this solicitation is to contract with a pool of vendors to provide all labor, equipment and materials for on-call and scheduled fire and police garage door systems, other garage door systems, gates and concession door repair and door maintenance services citywide. The service involves primarily overhead sectional and roll-up door systems, but may include other types of doors and/or related accessories. The City would call the contractor when needed. The estimated number of doors and gates is 170 and includes approximately 60 gates and 50 concession doors.

The City of Seattle has held contracts for these services with Highland Arms Enterprises Inc (contract 3591) and Specialty Door Service Inc (contract 3705) that were a result of Invitation to Bid CTY-3591 conducted in

2017. These contracts have expired. The total usage of the contracts was approximately $800,000 annually. Primary departments that utilize these contracts are the Facilities Operations Division of Finance and Administration Services (FAS) and Seattle Public Utilities (SPU). All city departments may use contracts resulting from this solicitation.

The contracts awarded through this solicitation are not intended for projects that would be better classified as

Public Works; therefore, individual work orders must not exceed $200,000 without prior approval from the

Contract Administrator.

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: October 30, 2026

Pre-Bid Conference (Non-Mandatory): November 17, 2026, 2:00pm https://teams.microsoft.com/meet/279329 007670770?p=IHjF9QrE1FnvjrVYd7

Deadline For Questions: December 3, 2026, 5:00pm

Sealed Bids Due to the City / Bid Opening: December 17, 2026, 11:00am https://teams.microsoft.com/meet/236932 1365014326?p=HTB3iX4havU5oPPEKk

2. SOLICITATION OBJECTIVES

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

https://teams.microsoft.com/meet/279329007670770?p=IHjF9QrE1FnvjrVYd7 https://teams.microsoft.com/meet/279329007670770?p=IHjF9QrE1FnvjrVYd7

• Develop a vendor pool for fast, efficient deployment when maintenance or minor repair work is needed.

• Obtain on-call services to perform corrective maintenance, preventive maintenance and inspections on door assemblies and appurtenant hardware and equipment.

• Provide accurate data to facilities project managers to include overhead door inventory, call resolution, log sheets/cards and reports.

• Ensure completed Criminal Justice Information Security (CJIS) criminal history check as security requirement on all service technicians with access to Seattle Police Department (SPD) or Seattle

Municipal Court (SMC) facilities.

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 must have been in business for at least two years providing garage and overhead door repair and maintenance services.

4. SPECIFICATIONS AND SCOPE OF WORK

4.1. Summary

Vendor shall follow all Manufacturer specifications and warranty requirements for maintenance and operation of doors. The Vendor shall provide all labor, equipment, products, materials, and supplementary services required for comprehensive repair, adjustment, inspection, and maintenance of:

• Entry doors (interior and exterior).

• Industrial sliding doors, tracks and associated hardware.

• Folding doors.

• Rolling steel doors (coiling doors).

• Fire doors – Vendor must obtain fire-door inspection certification within ninety (90) days of contract award.

• Police doors

• Store front systems.

• Frames, hinges and pivots, closers, and lock hardware.

• Rollers, springs/counterbalance, cables, drums, hinges, and screens.

• Coiling, sectional and single leaf overhead doors, tracks, and operators.

The contracts resulting from this ITB covers repair and maintenance activities necessary to ensure garage and overhead door systems remain fully functional, safe, reliable, and compliant with applicable codes and manufacturer specifications. Covered services may include mechanical repairs; electrical and control system repairs; structural hardware repairs; operational calibration; diagnostic troubleshooting; and component level repair or replacement; safety compliance corrections/replacement; and preventative maintenance. Full door replacement is not covered under this contract.

The Vendor will utilize cycle counters to track usage and as doors reach the maximum life cycle counts they are to identify those doors to the City Project Manager.

The City Project Manager, designated by the City, is responsible for requesting quotes, approving estimates, coordinating work, reviewing reports, scheduling, and serving as the Vendor’s primary point of contact. The

Vendor shall coordinate all work directly with the City Project Manager and shall take direction only from that individual. The City may also designate Authorized Requesters (e.g., department representatives, campus facility managers) who may request inspections, service calls, or quotations, and may authorize emergency stabilization actions.

4.2. Safety Requirements and Standards

• Hazardous Energy Control/Lockout-Tagout (LOTO): Vendor must implement lockout/tagout procedures on motors, control circuits, and mechanical energy sources before work. Procedures must comply with

WAC 296-803 (Control of Hazardous Energy).

o Reference: WAC 296-803

• Electrical Work (01 License Requirement): Any electrical work involving door operators, control panels, wiring, breakers, or power reconnection requires an Electrician 01 license. Vendors must utilize a qualified 01 electrician or subcontract one, with proof of license provided on request. Vendors may work with the City Project Manager/Authorized Requester to utilize City Electricians with 01 licenses for required work.

• Hot Work: Welding, cutting, brazing, soldering, or grinding must follow WAC 296-56-60235 regarding

Hot work—including hazard assessment, fire-watch, permit issuance, and post-work monitoring.

o Reference: WAC 296-56-60235[EA11] o Reference: NFPA 51B

• General Door Safety: Vendor must adhere to ANSI/DASMA standards (e.g., ANSI/DASMA 102, 109, 115) for safe door repair, calibration, and performance testing.

o Reference: DASMA Standards | DASMA

• Photoelectric (Photo-eye) Devices: Photoelectric (photo-eye) entrapment protection devices must be installed, tested, and maintained in accordance with Washington State L&I inspection rules.

https://app.leg.wa.gov/wac/default.aspx?cite=296-803 https://app.leg.wa.gov/wac/default.aspx?cite=296-56-60235 https://seattlegov-my.sharepoint.com/personal/jack_nolan_seattle_gov/Documents/FA3_6428_Garage%20and%20Overhead%20Door%20Repair/1-Solicitation%20and%20Addenda/ITB%20%23FA3_6428%20Garage%20amd%20Overhead%20Door%20Repair%20and%20Maintenance%20Services.docx#_msocom_11 https://nfpanorm.com/wp-content/preview/51B%202024.pdf https://www.dasma.com/dasma-standards/

Washington’s WAC 308-408C-180 requires functional testing of garage door auto-reverse systems and secondary entrapment devices—such as photo-eyes and sensing edges—to ensure proper operation.

o Reference: WAC 308-408C-180--

• PPE requirements: Vendor technicians must use PPE compliant with WAC 296-800-160 (hazard assessment, training, and proper eye/face/hand/foot protection).

o Reference: WAC 296-800-160

• Fall protection at 4 feet or more; Fall protection work plan at 10 feet or more. Including lifts.

o Reference: WAC 296-880-200;

o Reference: WAC 296-880-10020

• At least one employee with current First Aid/CPR/AED certification must be present on-site.

o Reference: WAC 296-800-15005.

• Vendor employees must hold appropriate certifications for each class of equipment used, such as mobile elevated work platforms, aerial lifts, and other specialized machinery (per industry and manufacturer standards).

• Vendor must conduct and document ladder safety training for all employees that will utilize ladders to perform work.

o Reference: WAC 296-876-150

• All vendor employees must be fit for duty and not under the influence of drugs or alcohol while working on City facilities.

o Reference: WAC 296-800-11025

• Vendors must provide a workplace free from recognized hazards and ensure the necessary measures, equipment, and practices are in place to keep the workplace safe.

o Reference: WAC 296-800-11005 o Reference: WAC 296-800-11010

• The Vendor must maintain a comprehensive and active safety program governing all employees. All

Vendor employees must be trained and familiar with the safety topics included in the safety program.

At minimum, the program must include:

o A written Accident Prevention Program in accordance with WAC 296-800-140 o A Fall Protection Safety Program in accordance with Chapter 296-880 WAC o A written Energy Control Program in accordance with Chapter 296-803 WAC https://app.leg.wa.gov/WAC/default.aspx?cite=308-408C-180 https://app.leg.wa.gov/wac/default.aspx?cite=296-800-160 https://app.leg.wa.gov/WAC/default.aspx?cite=296-880-200 https://app.leg.wa.gov/wac/default.aspx?cite=296-880-10020 https://app.leg.wa.gov/WAC/default.aspx?cite=296-800-15005 https://app.leg.wa.gov/WAC/default.aspx?cite=296-876-150 https://app.leg.wa.gov/WAC/default.aspx?cite=296-800-11025 https://app.leg.wa.gov/WAC/default.aspx?cite=296-800-11005 https://app.leg.wa.gov/WAC/default.aspx?cite=296-800-11010 o A Wildfire Smoke Response Plan in accordance with Chapter 296-820 WAC o Any additional safety programs applicable to overhead door repair and maintenance operations

• Safety plans must also be developed for each type of door being installed, inspected, or maintained to ensure that all hazards associated with the work, for both the vendor employees and building occupants, are identified. Building occupants must be notified of any hazards or other safety considerations associated with the work being performed.

4.3. Preventative Maintenance

Attachment C of the solicitation is an excel spreadsheet with an example inventory and maintenance schedule of some of the doors requiring preventative maintenance. (The dates on the spreadsheet are not actual dates the work is required to be performed, but provide a guide of the timeframes door preventative maintenance should be completed.) This attachment contains doors that require preventative maintenance for the Facilities

Operations Division of FAS. Other departments will have additional doors requiring preventative maintenance.

The City will have up to 36 doors that require preventative maintenance per month.

The City Project Manager/Authorized Requester may require the vendor to perform preventative maintenance for all covered doors and operators, with risk-based increases in frequency (e.g., quarterly for high cycle critical facilities such as fire stations or fleet bays, as directed by the City Project Manager/Authorized

Requester). Preventative Maintenance (PM) tasks shall include, at minimum:

• Inspection of all safety equipment, treadle hoses, related equipment and controls, all rollers, bearings, linkages, cables, chains and shafts, clutch limits, track and hardware.

• Adjustment of spring counterbalance/limit assemblies, clutch, level door, track, and hardware (brake and chain).

• Lubrication of all shaft bearings, rollers, track guides, chains, pivot points, reducers, disconnects and hinges.

• Tightening of all hardware, hinges, couplings, sprockets, brake solenoids, drum and trucks, and arm and hookups.

4.4. Repair Services

All parts shall be new original manufacturer’s components or parts approved by the City Project

Manager/Authorized Requestor. Used parts are prohibited. Vendor shall maintain an on-hand inventory of common repair parts to support timely service.

• For repairs beyond routine maintenance, the Vendor shall submit a written cost estimate and obtain

City Project Manager/Authorized Requester approval before performing work.

• Emergency unsafe/inoperable conditions discovered on site must be reported to the City Project

Manager/Authorized Requester within two (2) hours.

4.5. Emergency Overhead Door and Garage Door Repairs

In situations where door systems are found unsafe, severely damaged, or nonfunctional:

• Rapid Assessment & Temporary Measures: Vendor must immediately assess and stabilize the system.

This includes installing temporary barricades or signage to secure the area.

• The Vendor must notify the City Project Manager/Authorized Requester of the recommendation for replacement immediately. Full door replacement is not covered under this contract.

• Safety Compliance: All emergency repairs must adhere to the same safety requirements and standards

(provided in section 4.2).

4.6. General Requirements

• The Vendor shall furnish to the City Project Manager/Authorized Requester a written proposal for each job prior to performing any work or initiating any commitments. Any items needing a repair that will require a follow-up visit are to be reported to the City Project Manager/Authorized Requester and followed up with a quote to be approved.

• The Vendor shall be responsible for all structural and architectural modifications required to complete the project work including, but not limited to, cutting, patching, and painting. Such modifications shall be done so as to restore affected elements to their original function and appearance.

• The Vendor shall arrange for all permits and code-required inspections, and shall notify the City Project

Manager/Authorized Requester before inspections are conducted. Permits should be a pass-through cost to the City.

• Vendor’s access to and use of the work site shall not interfere with any City operations. Any conflict shall be promptly referred to the City Project Manager/Authorized Requester for resolution.

• The Vendor shall maintain the work site in a safe and orderly condition at all times and will make every effort to protect City facilities from damage during operations. Damage that does occur will be repaired immediately to the satisfaction of the City Project Manager/Authorized Requester and at the

Vendor’s sole expense.

• Demolished materials and project debris, if any, may be stockpiled on site in a location acceptable to the City Project Manager/Authorized Requester. The material and debris are to be removed prior to substantial completion of the project or can be removed as needed prior to that at the Vendor’s option.

• All waste materials will be removed to approved disposal sites. The Vendor shall provide documentation to the City Project Manager/Authorized Requester that indicates when and where waste materials were deposited. Vendor shall remove all boxes, cartons, packing, and scrap material from the work site. Vendor shall remove all labels that are not intended or required by the manufacturer to remain.

• Vendor shall furnish to the City Project Manager/Authorized Requester SDS sheets on all materials used on the project.

• Vendor shall comply with all local, state, and federal regulations including but not limited to the sections referenced in section 4.2.

• If applicable, at completion of the project and before submission of invoices for payment, the Vendor shall provide the City Project Manager/Authorized Requester with as-built drawings of work performed.

• In emergency situations, the Vendor shall make every effort to respond to the stated needs of the City

Project Manager/Authorized Requester.

• All service technicians with access to approximately ten Seattle Police Department (SPD) and Seattle

Municipal Court (SMC) facilities must complete CJIS background checks upon contract execution. The

CJIS background check must be renewed yearly. Approximately 25% of FAS garage and overhead door maintenance and repair work occurs at these facilities.

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 7:00 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 7:00 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

Vendor shall provide a 24/7 emergency contact number with live answer or voicemail returned within sixty (60) minutes. The vendor shall provide a 24/7 response service and have an after-hours emergency phone service to dispatch their on-call

Technician. Vendor will maintain adequate inventory to stock and provide same-day response on the most frequently replaced items.

Response Times:

• Non-emergency: deployment to site within 24 hours or as otherwise agreed in writing.

• Emergency: deployment to site within two (2) hours.

An emergency exists when a building cannot be secured or when critical City operations or emergency vehicles cannot enter/exit through affected doors.

Preventative Maintenance:

Preventative Maintenance should be performed per the timeframe specified for each door as required by the Project

Manager/Authorized Requester.

5.3. No Minimum Order Quantities

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

5.4. 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.

5.5. Right to Replace Products & Product Discontinuance

If the manufacturer discontinues or replaces a product, Vendor may request the City accept a substitute product for the contract. Pricing for a product replacement or substitute must be the same discount rate as provided to the City on the original product.

5.6. Prohibition on Advance Payments

The City cannot accept requests for up-front payment, down payment or partial payment. Maintenance subscriptions may be paid up to one year in advance provided that the payment is reimbursed to the City on a prorated basis upon termination; all other expenses are payable net 30 days after receipt and acceptance of satisfactory compliance.

5.7. 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.

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 Required

Background checks will be required for workers that will perform the work under the contract resulting from this solicitation. 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.

In addition to the routine background check, additional requirements may be in place for access to certain areas, facilities, data or systems that have secured information for law enforcement (ie. Municipal Court, Seattle Police Department and City Attorney's Office).

Access to these facilities may require a more extensive verification process, including collection and processing of fingerprints from the worker. In this event, the background check must be performed by the Washington

State Patrol, and fingerprint identification will be required. As noted above, workers who must undergo this more intensive background check process shall be notified in advance of the process and this implication.

All service technicians with access to Seattle Police Department (SPD) and Seattle Municipal Court (SMC) facilities must complete CJIS (Criminal Justice Information Security) criminal history check as a security requirement.

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 http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks 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 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 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 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

7.4. General and Environmental Indemnification

The Contractor shall take all necessary precautions for prevention of accidents, injuries and property damage.

The Contractor shall indemnify, release, defend and hold the City and its officers, employees, and agents harmless from and against any and all (1) losses, claims, demands, actions, causes of action, damages, liabilities, judgments and expenses (including reasonable attorneys’ fees and expenses and consulting fees and expenses) and (2) all other losses, claims, demands, actions, causes of action, damages, liabilities, judgments and expenses (including reasonable attorneys’ fees and expenses and consulting fees and expenses) relating to any hazardous, dangerous or toxic material, waste, or substance, or other pollutant or contaminant, or to compliance with any Environmental or Safety Law; arising out of or resulting from:

A. the Contractor’s performance or lack of performance under this Contract, B. the violation of law or breach of this Contract by the Contractor or any of its employees, agents, or contractors, or

C. the release of any hazardous, dangerous or toxic material, waste, or substance, or other pollutant or contaminant resulting from Contractor’s performance or lack of performance under this Contract or from the violation of law by, breach of this Contract by, or act or omission of the Contractor or any of its employees, agents or subcontractors under this Contract.

When the Contractor learns of a claim, or of circumstances reasonably likely to give rise to a claim, against the

Contractor or the City, the Contractor shall immediately notify the City. In the event that any suit or claim based upon any such loss, claim, action, damage, expense, or liability is brought against the City, the

Contractor, upon notice of the commencement thereof, shall defend the same at its sole cost and expense, except that the City may, at its option and the City’s cost, participate in the defense with counsel of its choosing. If any final court judgment, alternative dispute resolution award or settlement be adverse to the

City based on the City’s sole negligence, the Contractor shall not be obligated to pay the judgment, award or settlement. In such case where the Contractor is not obligated to pay, if the City required the Contractor to undertake the City’s defense, the City shall reimburse to the Contractor the amount of any reasonable attorney fees, litigation expenses and costs incurred by the Contractor in defending the City.

If both (1) a court of competent jurisdiction issues a final determination that RCW 4.24.115 governs the liability and no appeal of such determination is pending and (2) the liability was caused by or resulted from the concurrent negligence of (a) the Contractor or its officer, agent or employee and (b) the City or its officer, agent or employee, then these indemnity provisions shall be valid and enforceable only to the extent of the

Contractor’s negligence.

The Contractor shall pay every judgment, alternative dispute resolution award, settlement, and other liability for which the Contractor is responsible when payment is due. If the Contractor fails to do so, and the City pays http://www.ecy.wa.gov/toxhaz.html http://clerk.seattle.gov/search/resolutions/30487 the liability, the Contractor shall pay the City interest at the statutory rate for judgments, accruing from the date the City pays the liability.

The provisions of this section shall survive any termination or expiration of this Contract. In the event that this section conflicts with any other provision of the Contract, this section shall control. The Contractor expressly waives, with respect to the City only, its immunity under RCW Title 51, Industrial Insurance.

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

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.

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

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.

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

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

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.

Jack Nolan

(206) 684-0452 jack.nolan@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 2:00 pm, on Tuesday, November 17, 2026. Please use this link to get on the meeting: https://teams.microsoft.com/meet/279329007670770?p=IHjF9QrE1FnvjrVYd7.

10.4. Questions

Submit questions to the Buyer no later than 5:00 pm on Thursday, December 3, 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.

https://procurement.opengov.com/portal/seattle https://procurement.opengov.com/portal/seattle https://procurement.opengov.com/portal/seattle

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, attaching additional pages if needed. 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. 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.

10.16. 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.

10.17. Effective Dates of Offer

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

10.18. 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.

10.19. 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.

10.20. 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.

10.21. 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.

10.22. 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.

10.23. 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.

10.24. 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.

10.25.