PF26-0013N.pdf

TACOMA VENUES AND EVENTS

REQUEST FOR BIDS

CONVENTION CENTER CHILLER 2 REFURBISHMENT AND

VFD ADDITION

SPECIFICATION NO. PF26-0013N

Form No. SPEC-040C Revised: 06/03/2024

City of Tacoma Tacoma Venues and Events

Convention Center Chiller 2 Refurbishment and VFD Addition

Submittal Deadline: 11:00 a.m., Pacific Time, Wednesday, August 12, 2026 Submittals must be received by the City’s Procurement and Payables Division by 11:00 a.m. Pacific Time.

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

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

Submittal Delivery: Sealed submittals will be received as follows:

By Email:

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

Multiple emails may be sent for each submittal.

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

In Person:

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

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

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

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

Pre-Bid Meeting: A pre-bid meeting will be held on July 16, 2026 at 10 am in in the Greater Tacoma Convention Center, South Boardroom, 1500 Commerce Tacoma, WA 98402.

Project Scope: The Project consists of the design of power system modifications at the Tacoma Dome including additional stage power connections, front of house floor power connections and front of house mezzanine power panels.

Estimate: $250,000.00 Paid Sick Leave: The City of Tacoma requires all employers to provide paid sick leave in accordance with State of Washington law.

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

Title VI Information:

“The City of Tacoma” in accordance with provisions of Title VI of the Civil Rights Act of 1964, (78 Stat. 252, 42 U.S.C. sections 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises mailto:sendbid@sendbid@tacoma.gov http://www.tacomapurchasing.org/ http://www.ci.tacoma.wa.us/45bidsapps/PlanholderRegister.aspx http://www.ci.tacoma.wa.us/45bidsapps/PlanholderList.aspx

Form No. SPEC-040C Revised: 06/03/2024 will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin in consideration of award.

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

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

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

Request for Bids Specification No. PF26-0013N Template Revised: 08/01/2025

TABLE OF CONTENTS

TABLE OF CONTENTS

SUBMITTAL CHECK LIST

SPECIAL NOTICE TO BIDDERS

1. MINIMUM REQUIREMENTS

2. STANDARD TERMS AND CONDITIONS / GENERAL PROVISIONS

3. INSURANCE REQUIREMENTS

4. DESCRIPTION OF WORK

5. ANTICIPATED CONTRACT TERM

6. CALENDAR OF EVENTS

7. INQUIRIES

8. PRE-BID MEETING

9. DISCLAIMER

10. RESPONSIVENESS

11. AWARD

12. PREVAILING WAGE INFORMATION

13. BID BOND

14. PAYMENT AND PERFORMANCE BONDS

15. DELIVERY

16. WARRANTY

17. INSPECTION

18. COMPLIANCE WITH SPECIFICATIONS

19. MATERIALS AND WORKMANSHIP

20. ENVIRONMENTALLY PREFERABLE PROCUREMENT

21. LEAP REQUIREMENTS

22. EQUITY IN CONTRACTING

APPENDIX A

APPENDIX B

APPENDIX C

APPENDIX D

SUBMITTAL CHECK LIST

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

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

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

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

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

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

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

After award, the following documents will be executed:

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

Retainage Options Form (See samples in Appendix C)

Payment and Performance Bonds (See samples in Appendix C) Payment Bond and Performance Bond: Must be executed by the successful bidder and his/her surety company Certificate of Insurance and related endorsements (Appendix D) Shall be submitted with all required endorsements

Revised: 07/1/2026 Page 1 of 5

CITY OF TACOMA

FINANCE/PURCHASING DIVISION

SPECIAL NOTICE TO BIDDERS

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

I. STATE OF WASHINGTON

A. RESPONSIBILITY CRITERIA – STATE OF WASHINGTON

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

1. Have a current certificate of registration as a contractor in compliance with chapter 18.27

RCW, a plumbing contractor license in compliance with chapter 18.106 RCW, an elevator contractor license in compliance with chapter 70.87 RCW, or an electrical contractor license in compliance with chapter 19.28 RCW, as required under the provisions of those chapters, which must have been in effect at the time of bid submittal;

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

3. If applicable:

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

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

50 RCW;

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

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

5. If bidding on a public works project subject to the apprenticeship utilization requirements in RCW 39.04.320, not have been found out of compliance by the Washington state apprenticeship and training council for working apprentices out of ratio, without appropriate supervision, or outside their approved work processes as outlined in their standards of apprenticeship under chapter 49.04 RCW for the one-year period immediately preceding the date of the bid solicitation;

6. Have received training on the requirements related to public works and prevailing wage under this chapter and chapter 39.12 RCW. The bidder must designate a person or persons to be trained on these requirements. The training must be provided by the department of labor and industries or by a training provider whose curriculum is approved by the department. The department, in consultation with the prevailing wage advisory committee, must determine the length of the training. Bidders that have completed three or more public works projects and have had a valid business license in Washington for three or more years are exempt from this subsection. The department of labor and industries must keep records of entities that have satisfied the training requirement or are exempt and make the records available on its website. Responsible

Revised: 07/1/2026 Page 2 of 5 parties may rely on the records made available by the department regarding satisfaction of the training requirement or exemption;

7. Within the three-year period immediately preceding the date of the bid solicitation, not have been determined by a final and binding citation and notice of assessment issued by the department of labor and industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, any provision of chapter 49.46, 49.48, or 49.52 RCW;

8. At the time of bid submittal, not be subject to a revocation of a minor work permit under

RCW 49.12.390(4)

B. RECIPROCAL PREFERENCE FOR RESIDENT CONTRACTORS:

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

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

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

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

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

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

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

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

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

C. SUBCONTRACTOR RESPONSIBILITY

Revised: 07/1/2026 Page 3 of 5

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

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

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

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

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

c. If applicable, have:

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

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

RCW;

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

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

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

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

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

Revised: 07/1/2026 Page 4 of 5

II. CITY OF TACOMA

A. SUPPLEMENTAL RESPONSIBILITY CRITERIA – CITY OF TACOMA:

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

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

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

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

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

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

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

Responsibility Criteria - Supplemental Criteria.

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

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

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

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

4. Quality of performance of previous contracts;

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

6. Sufficiency of the respondent’s financial resources;

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

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

9. Payment terms and prompt pay discounts;

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

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

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

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

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

Revised: 07/1/2026 Page 5 of 5

B. ADDITIONAL SUPPLEMENTAL CRITERIA – NOT APPLICABLE

C. MODIFICATIONS TO SUPPLEMENTAL CRITERIA

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

Requests for modifications to the supplemental criteria may be submitted via postal mail or delivered personally, or sent by e-mail or fax, within the above timeline as follows:

By Carrier:

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

In Person:

City of Tacoma Procurement & Payables Division Tacoma Public Utilities Lobby Security Desk Administration Building North – Main Floor 3628 S 35th Street Tacoma, WA 98409

By Mail:

City of Tacoma Procurement & Payables Division Tacoma Public Utilities PO Box 11007 Tacoma, WA 98411-0007

Fax: 253-502-8372 E-mail: bids@tacoma.gov

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

D. DETERMINATION OF BIDDER RESPONSIBILITY

If the City determines the bidder does not meet the criteria above and is therefore not a responsible bidder, the City shall notify the bidder in writing with the reasons for its determination. If the bidder disagrees, the bidder may appeal the determination in a manner consistent with the City’s Protest Policy. Appeals are coordinated by the Purchasing Division heard by the Procurement and Payables Division manager for contracts less than or equal to $200,000 and by Contracts and Awards Board for contracts greater than $200,000.

1. MINIMUM REQUIREMENTS

Bidders must meet the following minimum requirements to be considered:

1. Must be in business for minimum ten (10) years

2. Minimum five (5) years of experience with commercial chiller refurbishment and maintenance

3. Ability to provide documentation of completion of at least two (2) similar commercial chiller refurbishment projects within the last five years

Failure to meet any minimum requirement will result in rejection of the submittal as non-responsive.

2. STANDARD TERMS AND CONDITIONS / GENERAL PROVISIONS

City of Tacoma Standard Terms and Conditions apply.

3. INSURANCE REQUIREMENTS

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

4. DESCRIPTION OF WORK

The City of Tacoma, Tacoma Venues and Events (TVE) is soliciting sealed bids to perform a complete refurbishment of a 400-ton McQuay water-cooled centrifugal chiller (Chiller 2 / CH-2) to extend its service life and improve operational efficiency during part-load operation.

Contract will be awarded to the lowest responsive and responsible bidder based on price and ability to meet the requirements of this specification.

The project consists of the refurbishment of Chiller No. 2 (CH-2) at the Greater Tacoma Convention Center to restore reliability, improve operational efficiency, and extend the useful life of the equipment. Work will include temporarily removing CH-2 from service and modifying the existing control system to allow Chiller No. 1 (CH-1) to operate as the lead chiller during the refurbishment process. The contractor shall isolate CH-2 using existing system isolation valves and perform oil analysis to verify the condition of the chiller prior to disassembly.

The refurbishment will include opening the chiller and conducting eddy current testing of the heat exchanger tubes to evaluate their condition and identify any potential issues. The existing compressor will be removed and replaced with a new compressor, and a new Variable Frequency Drive (VFD) will be installed to improve performance and energy efficiency. The project will also include installation of a Human-Machine Interface (HMI) upgrade, replacement of the pressure relief valve, and provision of all labor, materials, equipment, and miscellaneous components necessary to complete the refurbishment. Water treatment services shall be provided as required to support proper operation of the system.

https://cms.tacoma.gov/Purchasing/StandardTermsandConditions.pdf

Upon completion of the mechanical work, the contractor shall perform a complete startup of the refurbished chiller, verify proper operation of all components and controls, and ensure the unit is functioning in accordance with manufacturer recommendations. Testing, Adjusting, and Balancing (TAB) services shall be provided as necessary to support proper operation and integration of the refurbished chiller within the existing chilled water system.

The contractor shall provide commissioning support, including startup documentation, system checkout, and verification of proper chiller and VFD performance under anticipated operating conditions. Upon successful completion of commissioning activities, the contractor shall provide training for Facility Infrastructure Management (FIM) staff covering the operation, maintenance, and troubleshooting of the refurbished chiller system.

For detailed technical specifications, see Appendix A.

5. ANTICIPATED CONTRACT TERM

The contract will be for a one-year period, with the option of three (3) 1-year extensions if the work extends beyond. The City reserves the right to cancel the contract for any reason, by written notice, as stipulated in the contract.

6. CALENDAR OF EVENTS

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

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

Pre-Bid Meeting: 7/16/2026 Question Deadline: 7/24/2026 City response to Questions: 7/31/2026 Submittal Due Date: 8/12/2026 Anticipated Award Date, on or about: September

7. INQUIRIES

7.1 Questions can be submitted to Ivory Ramos, Buyer, via email to IRamos@tacoma.gov.

Subject line to read:

SPECIFICATION NO. PF26-0013N Convention Center Chiller 2 Refurbishment and VFD

Addition – VENDOR NAME

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

7.3 Questions marked confidential will not be answered or included.

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

7.5 The answers are not typically considered an addendum.

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

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

8. PRE-BID MEETING

A pre-bid meeting will be held on July 16, 2026 at 10 am in in the Greater Tacoma Convention Center, South Boardroom, 1500 Commerce Tacoma, WA 98402

9. DISCLAIMER

The City is not liable for any costs incurred by the Respondent for the preparation of materials, or a proposal submitted in response to this RFB, for conducting any presentations to the City, or any other activities related to responding to this RFB, or to any subsequent requirements of the contract negotiation process.

10. RESPONSIVENESS

Bid submittals must provide ninety (90) days for acceptance by City from the due date for receipt of submittals. All submittals will be reviewed by the City to determine compliance with the requirements and instructions specified in this RFB. The Respondent is specifically notified that failure to comply with any part of this RFB may result in rejection of the submittal as non-responsive. The City reserves the right, in its sole discretion, to waive irregularities deemed immaterial. The City also reserves the right to not award a contract or to issue subsequent RFB’s.

11. AWARD

Awardee shall be required to comply with 2 CFR part 25 and obtain a unique entity identifier and/or be registered in the federal System for Award Management as appropriate.

Award will be made to the lowest responsive, responsible bidder. All bidders shall provide unit or lump sum pricing for each line item. Each line item will be added up for a subtotal price. The subtotal price will be compared amongst each bidder, including any payment discount terms offered twenty (20) days or more. The City may also take into consideration all other criteria for determining award, including evaluation factors set forth in Municipal Code Section 1.06.262.

All other elements or factors, whether or not specifically provided for in this specification, which would affect the final cost to and the benefits to be derived by the City will be considered in determining the award of the contract. The final award decision will be based on the best interests of the City.

The City reserves the right to let the contract to the lowest responsible bidder whose bid will be the most advantageous to the City, price and any other factors considered. In evaluating the proposals, the City may also consider any or all of the following:

1. Compliance with specification.

2. Proposal prices, listed separately if requested, as well as a lump sum total

3. Time of completion/delivery.

4. Warranty terms.

5. Bidder's responsibility based on, but not limited to:

a) Ability, capacity, organization, technical qualifications and skill to perform the contract or provide the services required.

b) References, judgment, experience, efficiency and stability.

c) Whether the contract can be performed within the time specified.

d) Quality of performance of previous contracts or services

12. PREVAILING WAGE INFORMATION

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

The project site is located in Pierce County/Counties.

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

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

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

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

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

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

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

REQUIRED FILINGS

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

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

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

https://secure.lni.wa.gov/wagelookup/ http://apps.leg.wa.gov/RCW/default.aspx?cite=39.12

3. For on-call contracts, retainage can be release annually. Please see the Intent-Affidavit Info for On-Call Contracts in Appendix D

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

13. BID BOND

There is no Bid Bond requirement for this solicitation.

14. PAYMENT AND PERFORMANCE BONDS

If a payment and performance bond is stated herein, the required bond including power of attorney, will be 100 percent of the Contract total and is subject to the following requirements.

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

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

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

Bonds will not be paid as a separate line item.

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

15. DELIVERY

15.1 Delivery shall be to the City of Tacoma, 1500 Commerce, Tacoma, WA, 98402.

Each vendor will be required to submit a delivery timeline they can commit to. Purchase order delivery dates will reflect this timeline. In the event a purchase order deliver date is not met, the City reserves the right to purchase these products elsewhere if they are in a time constraint. If constant late deliveries occur, the City may terminate the contract.

15.2 Hours of operation shall be Monday through Friday, 9:00 a.m. to 3:30 p.m., excluding legal holidays, as referred to in the Standard Terms and Conditions or as otherwise approved by the City.

16. WARRANTY

Labor: Minimum three (3) year warranty.

Parts: Manufacturer’s warranty or minimum one-year warranty whichever is greater.

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

Contractor shall arrive on-site at the Greater Tacoma Convention Center within 48 hours of notification for all warranty repairs during normal work hours of 8:00 a.m. to 5:00 p.m. Monday through Friday. Repairs shall include free pick-up and delivery. Repairs must be completed, and vehicle returned within 48 hours of pick-up.

Contractor agrees to allow City to make minor warranty repairs where that is most cost effective and, if requested, contractor will credit City for cost of parts, but not labor.

Vendor will warrant goods according to the manufacturer’s warranty guidelines. The start of the warranty commences once the goods are delivered and accepted by the City.

17. INSPECTION

All goods are subject to final inspection and acceptance by the City. If any inspection fails, the vendor shall be required to make arrangements to exchange the goods at their own expense and replace it in a timely manner acceptable to the City.

Material failing to meet the requirements of this contract will be held at Vendor’s risk and may be returned to Vendor. If so returned, the cost of transportation, unpacking, inspection, repackaging, reshipping, or other like expenses are the responsibility of the Vendor.

18. COMPLIANCE WITH SPECIFICATIONS

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

19. MATERIALS AND WORKMANSHIP

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

20. ENVIRONMENTALLY PREFERABLE PROCUREMENT

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

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

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

• Durability, reusability, or refillable

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

• Toxicity of products used

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

• Recycled content

• Energy and water resource efficiency

21. LEAP REQUIREMENTS

This project has no LEAP requirements; however, the City of Tacoma is committed to equality in employment for WA-State approved Apprentices, City of Tacoma residents, residents of local economically distressed areas, youth, veterans, minorities, and women. Please contact the LEAP Office for assistance in locating qualified employees. Visit the LEAP website for more information.

22. EQUITY IN CONTRACTING

This project has no EIC requirements, however, the City of Tacoma is committed to encouraging firms certified through the Washington State Office of Minority and Women’s Business Enterprise to participate in City contracting opportunities. See TMC 1.07 Equity in Contracting Policy at the City’s Equity in Contracting Program website.

mailto:LEAP@tacoma.gov https://tacoma.gov/government/departments/community-and-economic-development/local-employment-and-apprenticeship-training-program/ https://omwbe.diversitycompliance.com/ https://omwbe.diversitycompliance.com/ https://tacoma.gov/government/departments/community-and-economic-development/equity-in-contracting/

APPENDIX A

Technical Specifications (Detailed Scope of Work)

TVE Advertising & Premium Seating Opportunities

Advertising & Premium Seating Opportunities

Tacoma Venues & Events attracts a wide range of demographics providing partners with high visibility opportunities to reach thousands of fans. Our strategically placed signage offers interaction at memorable experiences, capturing the attention of audiences reaching more than 500,000 guests per year at the

Dome and 125,000 guests at the Convention Center.

Tacoma Dome Opportunities:

If interested in advertising at the Tacoma Dome as part of your proposal, please select from the following opportunities

[ ] In-Arena Sign various sizes- $12,000 investment/year

[ ] Concourse Backlit Sign various sizes - $5,500 investment/year

[ ] Scrolling Logo on fourteen (14) digital concourse monitors - $2,500 investment/year

[ ] Concourse Wall Mural 72”h x 160”w - $8,000 investment/year

All prices include production and installation costs. Tacoma Dome will provide signage specifications for partner to design signage.

Entertain clients or reward employees in our all-inclusive Overlook Club. Package comes with parking, private entrance, tickets, food and soft drinks and seats in the club.

[ ] Two (2) Overlook tickets for all major ticketed events (approximately 10-15). For events with multiple performances, a minimum of one (1) performance is included and chosen by Tacoma Dome. - $8,200 investment/year.

Greater Tacoma Convention Center Opportunities:

If interested in advertising at the Greater Tacoma Convention Center as part of your proposal, please select from the following opportunities:

[ ] Pre-Function Space Bench Wrap 19.5” x 98”- $1,500 investment/year

[ ] Directional Signage Kiosk Advertising 42” x 26.75”- $1,600 investment/year

[ ] Escalator Glass Panel Sign 4’x12’- $6,000 investment/year

We also offer highly customizable packages connecting your brand with the community and aligning with your goals. To discuss further, contact Adam Gesacion agesacion@tacomavenues.org.

mailto:agesacion@tacomavenues.org

Technical Specifications (Detailed Scope of Work)

Project: Convention Center Chiller 2 Refurbishment and VFD Addition RFB Spec: PF26-0013N

1. GENERAL

There are two (2) redundant 400-ton McQuay, water-cooled centrifugal chillers that provide chilled water to multiple air handling units.

These chillers have experienced ongoing operational issues throughout their approximately fifteen (15) years of service, primarily related to difficulty with turndown during the many hours of part-load operation. Both units are nearing the end of their useful life.

In 2023, Tacoma Venues and Events (TVE) completed a full refurbishment of Chiller 1 (CH- 1), which included a complete rebuild and the addition of a Variable Frequency Drive (VFD).

This project proposes the refurbishment of Chiller 2 (CH-2) to extend its service life. The work includes a full compressor replacement, eddy current testing of chiller tubes, controls upgrades, oil replacement, and refrigerant analysis. To improve efficiency during part-load operation, a VFD will be installed to reduce motor speed when applicable.

2. SCOPE OF WORK

2.1 Mechanical

A. Preparation

1. Shut down CH-2 and modify controls to allow CH-1 to operate in lead mode.

2. Isolate CH-2 from the system using existing isolation valves.

3. Perform oil testing to confirm no issues with current operations.

4. Open the chiller and perform eddy current testing of heat exchanger tubes to confirm proper operation.

o If eddy current testing indicates poor results or substantial tube failures, findings shall be reported to TVE for review prior to proceeding.

B. New Work

1. Provide all materials, labor, and miscellaneous parts required to complete the following:

o Replace compressor.

o Install new Variable Frequency Drive (VFD).

o Install Human-Machine Interface (HMI) upgrade.

o Replace pressure relief valve.

C. Startup

1. Perform full startup of the compressor.

2. Verify all systems are functioning properly and operating as intended.

D. Clarifications

1. There is no refrigerant, or very little refrigerant, currently in the system.

2.2 Testing, Adjusting, and Balancing (TAB)

A. TAB services shall be provided as required to support proper operation of the refurbished chiller.

2.3 Commissioning

A. Support and document chiller startup and checkout activities.

B. Confirm proper operation of the chiller and VFD under expected operating conditions.

2.4 Training

A. Provide training for Facility Infrastructure Management (FIM) staff as required to support ongoing operation and maintenance of the refurbished chiller.

3. CLARIFICATIONS AND EXCLUSIONS

1. Hazardous material testing and abatement are excluded.

2. If existing equipment or components are reused, repairs to those components are not included unless specifically noted in this Scope of Work. All other related equipment inspected to date is operating properly.

3. Labor cost estimates assume day-shift work only.

4. The project assumes existing refrigerant can be reused.

APPENDIX B

Signature Page

Price Proposal Form

State Responsibility and Reciprocal Bid Preference Information

Form No. SPEC-080A Revised: 06/01/2021

SIGNATURE PAGE

Tacoma Venues and Events

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

Convention Center Chiller 2 Refurbishment and VFD Addition

The undersigned bidder/proposer hereby agrees to execute the proposed contract and furnish all materials, labor, tools, equipment and all other facilities and services in accordance with these specifications.

The bidder/proposer agrees, by submitting a bid/proposal under these specifications, that in the event any litigation should arise concerning the submission of bids/proposals or the award of contract under this specification, Request for Bids, Request for Proposals or Request for Qualifications, the venue of such action or litigation shall be in the Superior Court of the State of Washington, in and for the County of Pierce.

Non-Collusion Declaration

The undersigned bidder/proposer hereby certifies under penalty of perjury that this bid/proposal is genuine and not a sham or collusive bid/proposal, or made in the interests or on behalf of any person or entity not herein named; and that said bidder/proposer has not directly or indirectly induced or solicited any contractor or supplier on the above work to put in a sham bid/proposal or any person or entity to refrain from submitting a bid/proposal; and that said bidder/proposer has not, in any manner, sought by collusion to secure to itself an advantage over any other contractor(s) or person(s).

Bidder/Proposer’s Registered Name

Address

City, State, Zip

Authorized Signatory E-Mail Address

E.I.No. / Federal Social Security Number Used on Quarterly Federal Tax Return, U.S. Treasury Dept. Form 941

E-Mail Address for Communications

Signature of Person Authorized to Enter Date into Contracts for Bidder/Proposer

Printed Name and Title

(Area Code) Telephone Number / Fax Number

State Business License Number in WA, also known as UBI (Unified Business Identifier) Number

State Contractor’s License Number (See Ch. 18.27, R.C.W.)

Addendum acknowledgement #1_____ #2_____ #3_____ #4_____ #5_____

THIS PAGE MUST BE SIGNED AND RETURNED WITH SUBMITTAL.

Price Proposal Form Project: Convention Center Chiller 2 Refurbishment and VFD Addition RFB Spec: PF26-0013N Bidder Name:

Date:

Pricing

Line Item Description Unit Unit Cost

Preparation & Inspection

Shutdown, isolation, oil testing, eddy current testing of heat exchanger tubes

LS

Compressor Replacement

Complete compressor replacement including all materials and labor

Variable Frequency Drive

(VFD)

VFD installation including all materials and labor

Control System HMI upgrade including all materials and labor

Pressure Relief Valve

Pressure relief valve replacement including all materials and labor

Startup & Verification

Full compressor startup and system verification

Testing, Adjusting & Balancing (TAB)

TAB services to support proper operation LS

Commissioning Support and documentation of chiller startup and checkout activities

Training Training for FIM staff on operation and maintenance

Project Total

Authorized Signature: ________________________________ Date: ________________

Print Name & Title: ________________________________________________

Specification Number: _______________________

Name of Bidder: _____________________________

Revised: 7/01/2026

State Responsibility and Reciprocal Bid Preference Information

A). Certificate of registration as a contractor (Must be in effect at time of bid submittal).

Number: ________________________________ Effective Date: ___________________________ Expiration Date:__________________________

B). Current Washington Unified Business Identifier (UBI) Number:

Number: _________________________________

C). Do you have industrial insurance (workers compensation) coverage for your employees working in Washington?

☐ Yes ☐ No ☐ Not applicable

Washington Employment Security Department Number:

Number: _________________________________

Washington Department of Revenue state excise tax Registration number:

Number: __________________________________

D). Have you been disqualified from bidding on any public works contracts under RCW

39.06.010 or 39.12.065 (3)?

If yes, provide an explanation of your disqualification on a separate page.

E). Have you been found out of compliance by the Washington state apprenticeship and training council for working apprentices out of ratio, without appropriate supervision, or outside their approved work processes as outlined in their standards of apprenticeship under chapter 49.04 RCW disqualification on a separate page

F). Have received training on the requirements related to public works and prevailing wage under this chapter and chapter 39.12 RCW?

G). Have you, within the three-year period immediately preceding the date of the bid solicitation, have you been determined by a final and binding citation and notice of assessment issued by the department of labor and industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, any disqualification on a separate page http://app.leg.wa.gov/RCW/default.aspx?cite=49.04 http://app.leg.wa.gov/RCW/default.aspx?cite=39.12 http://app.leg.wa.gov/RCW/default.aspx?cite=49.48.082

Specification Number: _______________________

Name of Bidder: _____________________________

Revised: 7/01/2026 provision of chapter 49.46, 49.48, or 49.52 RCW

H). At the time of bid submittal, have you been subject to a revocation of a minor work permit under RCW 49.12.390(4)?

If yes, provide an explanation on a separate page

Do you have a physical office located in the State of Washington?

If incorporated, in what state were you incorporated?

State: ___________________________________

If not incorporated, in what state was your business entity formed?

State: ___________________________________

Submittal of your signed bid constitutes your statement under penalty of perjury as required by RCW 39.04.350 (2), that you are in compliance with the responsible bidder criteria requirements of (G) and (H) above.

http://app.leg.wa.gov/RCW/default.aspx?cite=49.46 http://app.leg.wa.gov/RCW/default.aspx?cite=49.52 http://app.leg.wa.gov/RCW/default.aspx?cite=49.12.390

APPENDIX C

Sample City of Tacoma Contract

Sample Retainage Options Form

Sample Payment Bond

Sample Performance Bond

SAMPLE

Supplies_PurchasedServices_PW Form No. SPEC-120A CW####### Template Revised: 7/8/2025 Page 1 of 12

CONTRACT

This Contract is made and entered into effective as of [Month], [Day], [Year] (“Effective Date”) by and between the City of Tacoma, a Municipal Corporation of the State of Washington (“City”), and [supplier name as it appears in Ariba, including dbas or trade names] (“Contractor”).

That in consideration of the mutual promises and obligations hereinafter set forth the Parties hereto agree as follows:

I. Contractor shall fully execute and diligently and completely perform all work and provide all services and deliverables described herein and in the items listed below each of which are fully incorporated herein and which collectively are referred to as “Contract Documents”:

1. Specification No. [Spec Number] and [ Spec Title] together with all authorized addenda.

2. Contractor’s submittal dated [Enter Submittal Date] submitted in response to Specification No.

[Spec Number] and [Spec Title].

3. Describe with specific detail and list separately any other documents that will make up the contract (fee schedule, work schedule, authorized personnel, agreed upon exceptions, Exhibits etc.) or any other additional items mutually intended to be binding upon the parties.

II. If federal funds will be used to fund, pay or reimburse all or a portion of the services or deliverables provided under the Contract, the terms and conditions set forth at Addendum A are incorporated into and made part of this Contract and CONTRACTOR will comply with all applicable provisions of Addendum A and with all applicable federal laws, regulations, executive orders, policies, procedures, and directives in the performance of this Contract.

If CONTRACTOR’s receipt of federal funds under this Contract is as a sub-recipient, a fully completed Addendum B, “Sub-recipient Information and Requirements” is incorporated into and made part of this Contract.

If this Contract is funded in whole or in part by any Federally-assisted program of the U.S. Department of Transportation, the requirements of Appendices A and E of the USDOT Title VI Assurances, set forth in Addendum C are incorporated into and made part of this Contract.

III. In the event of a conflict or inconsistency between the terms and conditions contained in this document entitled Contract and any terms and conditions contained the above referenced Contract Documents the following order of precedence applies with the first listed item being the most controlling and the last listed item the least controlling:

1. Contract, inclusive of Addenda A and B and Insurance Requirements.

2. List remaining Contract Documents in applicable controlling order.

IV. The Contract terminates on [Termination Date], and may be renewed for [Renewal Term]

V. The total price to be paid by City for Contractor’s full and complete performance hereunder, including during any authorized renewal terms, may not exceed:

$[INSERT TOTAL COMPENSATION NOT TO EXCEED AMOUNT], plus any applicable taxes.

VI. Contractor agrees to accept as full payment hereunder the amounts specified herein and in Contract Documents, and the City agrees to make payments at the times and in the manner and upon the terms and conditions specified. Except as may be otherwise provided herein or in Contract Documents Contractor shall provide and bear the expense of all equipment, work and labor of any sort whatsoever that may be required for the transfer of materials and for constructing and completing the work and providing the services and deliverables required by this Contract.

VII. The City’s preferred method of payment is by ePayables (Payment Plus), followed by credit card (aka procurement card), then Electronic Funds Transfer (EFT) by Automated Clearing House (ACH), then check or other cash equivalent. CONTRACTOR may be required to have the capability of accepting the City’s ePayables or credit card methods of payment. The City, in its sole discretion, will determine the method of payment for this Contract.

Template Revised: 7/8/2025…