Heating,_Ventilation_and_Air_Conditioning_(HVAC)_Maintenance_Services_(Addendum_#1_Revision).pdf

Table 1: Solicitation Schedule

ITB Issued July 31, 2026

Pre-Bid Conference (Non-Mandatory) August 7, 2026, 11:00am

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Deadline For Questions August 26, 2026, 5:00pm

Invitation To Bid # FA1-6796

Title: Heating, Ventilation and Air Conditioning (HVAC) Maintenance

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Sealed Bids Due to the City / Bid Opening September 2, 2026, 10:00am

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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:

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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 - City of Seattle Terms & Conditions (Revised)

B - Purchasing Transmittal

1. BACKGROUND AND PURPOSE

1.1. Purpose and Background

The purpose of this Invitation to Bid (ITB) is to solicit bids from interested and qualified Vendors to provide

Heating, Ventilation and Air Conditioning (HVAC) Maintenance Services for the City of Seattle (the City).

Installation of new HVAC systems or renovation/upgrades extending beyond ordinary maintenance and repair is not included in the scope of this solicitation and will not be allowed under the resulting contract(s). The resulting contracts may not be used for projects better classified as Public Works.

The City currently has three contracts for HVAC Maintenance Services that were the result of ITB CTY-3760 and have reached the end of their usable life. The City is returning to the marketplace for bids and anticipates replacing and closing the following contracts as a result of this solicitation:

Contract #3760 - MCKINSTRY CO LLC

Contract #3822 - HERMANSON COMPANY LLP

Contract #3823 - KEY MECHANICAL CO OF WA

While the Department of Finance and Administrative Services (FAS) has been the primary user of these services, all resulting contract(s) will be available to all City departments.

Annual usage for all contracts in the pool for the last five years is summarized below:

Year 2021 2022 2023 2024 2025

Usage $1,706,434.01 $2,260.215.56 $3,028,155.96 $3,278,213.96 $3,273,313.64

1.2. Pool Contracts

The City intends to award a pool of eligible, qualified and competitive contracts for these 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: July 31, 2026

Pre-Bid Conference (Non-Mandatory): August 7, 2026, 11:00am

Microsoft Teams meeting Join:

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Meeting ID: 224 560 304 030 829 Passcode: P8qm9qd3

Dial in by phone +1 206-686-8357,,863413806# United States, Seattle

Phone conference ID: 863 413 806#

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Deadline For Questions: August 26, 2026, 5:00pm

Sealed Bids Due to the City / Bid Opening: September 2, 2026, 10:00am

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2. SOLICITATION OBJECTIVES

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

• Establish contracts with qualified vendors that will provide reliable, cost-effective HVAC preventive maintenance and minor repair services for City facilities.

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• Provide services that ensure HVAC systems operate safely, efficiently, and in accordance with industry standards to minimize downtime and extend equipment lifespan.

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:

• Vendor, its employees or subcontractors assigned to work on City facilities must be licensed contractors for the State of Washington.

• Vendor must have a minimum of 2 years of continuous experience during which time HVAC maintenance services have been the primary business service.

4. SPECIFICATIONS AND SCOPE OF WORK

4.1. General Scope of Work

General services shall include the following:

A. Preventive Maintenance to HVAC systems

B. Testing and Inspection Services

C. Minor repairs to previously installed HVAC systems, including replacement of components that are outdated or beyond repair. Repairs shall only include replacement parts necessary to keep existing

HVAC equipment/systems in proper working order and in accordance with the original manufacturer's specifications. If a component is deemed outdated, obsolete or physically beyond repair, upon approval from the City, the Vendor would be authorized to replace it with a modern manufacturer-approved equivalent part to restore the system to its original operation specifications. See below for items not included in this scope of work.

D. Parts required to maintain HVAC equipment/systems in proper working order.

Work orders may involve long-term preventive maintenance plans, in which Vendor(s) will be asked to prepare pricing for annual, quarterly, or semi-annual plans using the Contract's labor rates. Work orders may also be issued for specific tasks on an as-needed basis, in which the Vendor(s) will be asked to provide an estimate using the Contract's labor rates and percent markup.

Individual work orders shall not exceed $200,000 without pre-approval of the quote and scope of work by the

Contract Administrator. These contracts are not intended for Public Works projects.

4.2. Scope Exclusions

The following are not included in the scope:

A. New installation of HVAC systems and/or boiler units, including removal and replacement of standalone equipment with brand-new versions of the exact same model, size, or specifications.

B. Upgrades, overhauls, and improvements to existing systems, including upgrading systems to higher tonnage or increased BTU capacity, modifying, redesigning or expanding structural ductwork layouts and altering building structural supports, electrical service panels or gas lines to accommodate new configurations.

C. Duct cleaning

D. Any services that are better classified as Public Works.

4.3. Definitions

"Day" shall mean a period of one calendar day.

"Month" or "Monthly" shall mean a calendar month.

"Quarter" or "Quarterly" shall mean a period of three consecutive months.

"Semi-Annual" shall mean six consecutive months.

"Building" shall mean an individual building.

"Facility" shall mean a group of buildings taken in total.

4.4. General Requirements

All on-site work schedules must be approved by the City and should not interfere with the City’s ability to occupy or operate the facility.

All routine contract work under this specification must be completed during regular working hours, unless it is emergency work and/or the City has authorized night or weekend work.

Vendors must include all preventive maintenance and inspection materials in their hourly rates and cannot charge materials as separate itemized items. This includes tools, paint, lubricants, cleaning materials, solvents, nuts, bolts, clamps, and miscellaneous connectors, air lines, electrical connections, etc., needed to complete routine preventive maintenance activities. Vendors may only invoice separately for filter material, refrigerant, water treatment chemicals, controls, or other parts and materials required for minor repairs to equipment under the base contract markup.

The Vendor shall maintain a comprehensive quality assurance program with established procedures to fully protect all work, materials, equipment, building occupants, and personnel throughout the duration of the contract.

Original Equipment Manufacturer

The City has identified the various manufacturers of existing HVAC equipment in the Bid Form and requests that Bidders identify their ability and authorization to provide parts and services for each manufacturer listed.

If the Vendor is not the original equipment manufacturer (OEM), they must submit a current, dated, and signed manufacturer authorization letter with their bid submission for each manufacturer bid upon. This letter must certify that the Vendor is an authorized distributor, dealer, or service representative permitted to sell, install, or service the manufacturer's products. Failure to provide this authorization with the bid may result in the rejection of the bid. The Vendor must immediately notify the Contract Administrator in writing if their authorization status changes, expires, or is revoked at any point during the contract term. The addition of new or alternative manufacturers after contract award may be considered and approved at the sole discretion of the Contract Administrator.

Handling of Parts

Except as otherwise approved by the City, the Vendor shall follow all manufacturer recommendations for the handling, use, storage, and protection of products. All materials delivered to the job site must be in the manufacturer’s original, intact containers with legible labels. Packaged materials shall remain sealed and properly labeled until the time of use. The City reserves the right to reject any material that lacks acceptable identification regarding manufacturer, grade, quality, or other pertinent information. The Vendor shall promptly remove any damaged or nonconforming materials from the job site and replace them with compliant materials at no additional cost to the City.

Protecting the City Facility

The Vendor shall be solely responsible for protecting City facility surfaces during the execution of work. This includes protecting finished surfaces, jambs, and soffits of openings used as passageways, as well as providing adequate protection for finished floor surfaces in traffic areas before moving equipment or materials. The

Vendor must maintain all finished surfaces in a clean, unmarred, and suitably protected condition. In the event of property damage caused by the Vendor, the Vendor shall promptly perform all necessary repairs or replacements to the City’s satisfaction at no additional cost to the City.

Vendor Equipment & Chemical Labeling

The Vendor shall be solely responsible for transporting and securing any Vendor-owned high-value equipment to and from the work site; the City assumes no responsibility or liability for these items. Any temporary or open containers used for lubricants, paint, cleaning chemicals, or similar materials must be clearly labeled with their correct contents. All labeling must strictly comply with the Occupational Safety and Health

Administration (OSHA) Hazard Communication Standard (HCS) "Right to Know" requirements.

Site Cleanliness & Waste Management

The Vendor shall keep the work site clean, orderly, and free from the buildup of scrap, debris, or waste materials. The Vendor must perform daily checks to ensure cleanliness standards are maintained. Stored materials must be organized to allow easy access, prevent the blockage of traffic or drainage, and ensure proper protection. The Vendor shall manage the recycling, surplus handling, and disposal of all used materials, replaced parts, and equipment using authorized sites and procedures in compliance with all applicable code requirements. The return or disposal of City-owned items with remaining value must be coordinated directly with City project staff, while all other scrap materials must be recycled whenever possible.

Products for Service Work

All products, components, and replacement parts used under this contract must strictly meet or exceed the original equipment manufacturer’s (OEM) specifications and performance standards. If the Vendor intends to utilize non-OEM or aftermarket parts, the Vendor must notify the City Project Manager and obtain explicit written approval prior to installation. All cleaning materials utilized on-site must be Green Seal certified or otherwise approved by the City, and must be fully compatible with the specific equipment, surfaces, or materials being cleaned in accordance with manufacturer recommendations.

Site Access

The Vendor shall coordinate with the requesting City department to arrange access to each work site and shall check in with the designated department contact prior to beginning any work. If a visitor badge or access credential is issued, the Vendor shall follow the department’s instructions regarding its use and shall return it as directed by the requesting department’s Project Manager.

Reporting of Damages or Unsafe Conditions

The Vendor shall submit a written report to the City Project Manager upon observing any unusual circumstances, malfunctions, or damage to City property. Any hazardous or unsafe conditions shall be reported immediately.

4.5. Contractor's Qualifications

Licenses, Certifications, & Permits

The Vendor shall maintain all applicable licenses, certifications, and permits to legally perform the HVAC

Services outlined in this Contract. Additionally, the Vendor must ensure that all work conducted under this

Contract is carried out by personnel who hold the required licenses, certifications, or permits needed for such work. Upon the City’s request, Vendor shall provide written proof of these licenses, certifications, and permits.

Manufacturer-Certified Technicians

All work performed under this Contract must be executed by personnel who are original equipment manufacturer (OEM) certified technicians, properly trained, and explicitly authorized to service the specific equipment makes and models present at City facilities. The Vendor shall maintain up-to-date copies of these factory certifications and must provide them to the City Project Manager immediately upon request.

4.6. Assignment of Work

The requesting City department will provide a scope of work and request a written quote from one or more awarded Vendors. Vendor(s) shall then provide a detailed written estimate based on contract pricing and applicable industry standards. Work may not begin until the Vendor receives written authorization from the requesting department, issued through a Work Order or a Notice to Proceed. Before accepting an assignment, the Vendor must ensure that sufficient qualified technicians are available to perform the required work and that all assigned personnel hold any licenses necessary for the tasks described in the Work Order. The Vendor shall begin work within ten (10) working days of receiving written authorization, unless an alternate start date is approved by the City (e.g., availability of parts). Prior to beginning work, the Vendor may be required to attend a pre-work conference with the City to review the work and confirm procedures. Upon request, the

Vendor shall submit a draft project schedule. The Vendor is strictly required to meet all established completion deadlines; any changes to the project timeline must be mutually agreed upon in writing.

4.7. Emergency Services & Repairs Response Time

The Vendor shall acknowledge receipt of an emergency service request within thirty (30) minutes of the City’s notification and have a qualified technician arrive on-site within two (2) hours of the initial request. The

Vendor shall work continuously until the emergency condition is stabilized or resolved to the City's satisfaction.

4.8. Preventative Maintenance Services

For preventive maintenance (PM) services, the Vendor shall propose a comprehensive PM and service plan designed to keep HVAC mechanical systems and equipment in proper operating condition. This plan shall include periodic testing, adjustments, and calibration needed to ensure energy-efficient operation of major mechanical systems. The Vendor shall perform PM services on equipment and components upon request from a City department, in accordance with the schedule or directions provided by the City Project Manager.

After completing each preventive maintenance task, the Vendor shall provide a summary of all work performed, with sufficient detail for the City to verify compliance with the City’s computer-generated PM, or other designated schedule. This summary must also include a detailed explanation of any recommended additional work or repairs needed to ensure the reliable, routine operation of the equipment or component.

Preventive maintenance will include the following actions:

A. Seasonal start-up and shut-down

B. Calibration of all associated safety, temperature and operating controls

C. Lubrication of all motors, bearings, linkages and stem valves

D. Adjustment and replacement of all belts, dampers set points, water treatment systems, and filter feed systems

E. Alignment of all belt drives, coupling and motors

F. Tightening and replacement of all nuts, bolts, clamps and fittings

G. Tightening of all electrical connections and vibration pads

H. Cleaning of all burners, assemblies and nozzles, boiler flues and combustion chambers, electrical contacts, air intakes, fan blades, cooling tower basins, bafflers and floats and all roof top and exterior unit coils

I. Disassemble, inspect and clean all low water cut-off, check hand valves and automatic feed equipment, repack and adjust as required, check and clean strainers

J. Clean drains, drain pans and intake screens, straighten fins as required

K. Paint equipment, check and secure operations guards

L. Verify the operation of all safeties and blow-downs

M. Bleed overflows and drains, vent trapped air, drain cooling towers at end of season

N. Check and test all operating and safety controls through a complete operating cycle

Service calls outside of scheduled services shall be handled in the same manner. The Vendor must maintain complete and detailed service and maintenance records for all work performed under this contract. Upon completion of each preventive maintenance cycle, the Vendor shall submit a summary report for each serviced unit, including any recommendations for repair or replacement based on observed conditions and industry standards.

Records shall be made available to the City within forty-eight (48) hours upon request and must include the status of all work completed, in progress, or pending.

4.9. Inspection and Testing Services

At the request of a City department, a work order may require the Vendor to inspect specified equipment and components on a routine basis. After each inspection, the Vendor must provide a summary of all tests and inspections performed, with sufficient detail for the City to verify compliance with the City’s computer-generated schedule. As part of the inspection summary, the Vendor must also include a detailed explanation of any recommended additional work or repairs needed to ensure the continued routine operation of the equipment or component.

Routine inspection will include the following applicable inspections:

A. fluid levels

B. refrigerant charges

C. mechanical parts including mounts, couplings, equipment housings, belts, fans, motors, filters, and any failed, worn or leaking components

D. equipment will be checked for proper operation of controls, dampers, valves, burners, coils, elements, electrical connections and associated mechanical components

E. inspect mechanical seals and pump packing

F. semi-annual efficiency testing and adjustments to major mechanical equipment to ensure energy efficiency

In performing inspection services, the Vendor shall arrange for and monitor government and insurance, or third-party inspections of boiler vessels and other equipment requiring inspection and certification under applicable regulations.

Any inspection or testing performed solely for the Vendor’s convenience shall be the Vendor’s responsibility.

Inspection or testing required to establish the acceptability of proposed substitute materials or equipment shall also be the Vendor’s responsibility and must be performed by an independent testing agency approved in advance by the City.

If materials or workmanship fail to meet specification requirements, the Vendor shall bear the cost of any tests the City deems necessary to determine the safety or suitability of the materials or work.

Inspections and tests required to verify compliance with this Contract shall be performed by a qualified, independent ASME Boiler and Pressure Vessel testing agency approved by the City.

4.10. Minor Repairs

Vendor shall inspect, diagnose, and provide an estimate for minor repairs as requested by the City. Repairs shall only include component-level replacements that do not alter the system's capacity, configuration, or performance specifications. Vendor shall:

A. Diagnose and identify performance/system issues.

B. Provide all labor, tools, and replacement parts required to perform repairs. Replacement parts can be invoiced separately at the contract markup.

C. Conduct repairs in accordance with manufacturer specifications.

D. Submit detailed post-repair reports, including performed work and replaced components.

On-Call and Interim Repair Services may require the Vendor to:

o Respond to service calls outside of scheduled maintenance cycles o Ensure technician availability for urgent repair needs within an agreed-upon response times o Provide optional expedited service response if requested by the facility contact

4.11. Parts

Vendor shall use commercially reasonable efforts to procure replacement parts in the most expeditious manner available. Vendor will provide the City with product and warranty information for any parts or components replaced.

The City reserves the right to supply Vendors with parts or equipment required for services. If the City exercises this right, the Vendor shall install the City-furnished items under the standard contract hourly labor rates.

4.12. Applicable Standards and Publications

The following standards and publications, including the most current editions and any subsequent revisions in effect at the time of service, form a part of this specification to the extent indicated by any reference thereto:

A. American Society of Heating, Refrigerating and Air Conditioning Engineers (ASHRAE): Standard 62.1-

2016, "Ventilation for Acceptable Indoor Air Quality"

B. All work to be completed in accordance with NFPA, NEC, BOCA, ASME, AMCA, ANSI, ARI, ASTM, OSHA, UL and manufacturer’s specifications and recommendations.

C. Environmental Protection Agency (EPA): "Building Air Quality," December 1991 and "Building Air

Quality Action Plan," June 1998

D. Sheet Metal and Air Conditioning Vendors' National Association (SMACNA) publication of "HVAC Duct

Construction Standards - Metal and Flexible," 2005

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. No Minimum Order Quantities

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

5.3. 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.

5.4. 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.

5.5. 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.

5.6. 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. Brand Name or Approved Equal

The manufacturer and model listed indicate a standard of performance acceptable to the City. Any alternate items proposed must meet or exceed the specifications of the equipment in both published specifications and actual performance. Alternates will not be considered for those items marked “No Substitutions.” Any alternate item proposed is subject to acceptance at the sole opinion of the City. Such determinations are not subject to protest, and remain the sole discretion of the City. If you intend to submit an “Approved Equal” product, you must present sufficiently clear and detailed materials, product specification sheets, manufacturer materials, or other evidence that the product is an “Approved Equal” to the brand stated. See the Evaluation Section for further detail about “Approved Equal” determinations.

6.2. 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.

6.3. 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.

6.4. Contract Expansion

Any resultant contract or Purchase Order may be expanded as allowed below. A modification may be considered per the criteria and procedures below, for any ongoing Contract that has not yet expired. Likewise, a one-time

Purchase Order may be modified if the bid reserved the right for additional orders to be placed within a specified period of time, or if the project or body of work associated with a Purchase Order is still active. Such modifications must be mutually agreed. The only person authorized to make such agreements for the City is the

Buyer from the City Purchasing Division (Department of Finance and Administrative Services). No other City employee is authorized to make such written notices. Expansions must be issued in writing from the City Buyer in a formal notice. The Buyer will ensure the expansion meets the following criteria collectively: (a) it could not be separately bid, (b) the change is for a reasonable purpose, (c) the change was not reasonably known to either the City or Vendor at time of bid or else was mentioned as a possibility in the bid (such as a change in environmental regulation or other law); (d) the change is not significant enough to be reasonably regarded as an independent body of work; (e) the change could not have attracted a different field of competition; and (f) the change does not vary the essential identity or main purpose of the contract. The Buyer shall make this determination, and may make exceptions for immaterial changes, emergency or sole source conditions, or for other situations as required in the opinion of the Buyer.

Some changes are not an expansion of scope, including an increase in quantities, exercising bid options and alternates, or ordering work identified within the solicitation. If such changes are approved, changes are done as a written order issued by City Purchasing to the Vendor.

6.5. 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.

6.6. 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.

6.7. 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.

6.8. 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.

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

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.

https://secure.lni.wa.gov/verify/ https://www.filelocal-wa.gov/Default_FileLocal.aspx mailto:tax@seattle.gov http://www.seattle.gov/licenses

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.

Veronica Castro

(206) 684-0763 veronica.castro@seattle.gov

10.3. Pre-Bid Conference

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

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 11:00 am, on Friday, August 7, 2026. Please use this link to get on the meeting: Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/224560304030829?p=qR0wH8z6uUz6dxUa0u Meeting ID: 224 560 304 030

829 Passcode: P8qm9qd3 Dial in by phone +1 206-686-8357,,863413806# United States, Seattle Phone conference ID: 863 413 806# Join on a video conferencing device Tenant key: seattle@m.webex.com Video ID:

113 157 071 2.

10.4. Questions

Submit questions to the Buyer no later than 5:00 pm on Wednesday, August 26, 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,…