Public_Safety_Marine_Unit_Repairs_and_Maintenance.pdf

Table 1: Solicitation Schedule

ITB Issued May 16, 2025

Invitation To Bid # ITB-SP0-6355

Title: Public Safety Marine Unit Repairs and Maintenance

Pre-Bid Conference (Non-Mandatory) May 22, 2025, 3:00pm

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Find a local number Phone conference ID: 110 900 553#

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Sealed Bids Due to the City / Bid Opening June 20, 2025, 2:00pm

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Meeting ID: 219 325 377 72 Passcode: a8bi2Ga7 Dial in by phone +1 206-686-8357,,424138811# United States, Seattle

Phone conference ID: 424 138 811#

Video ID: 119 659 607 2

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 - SPD Marine Unit Resources - Vessel List 2024

B - SFD Fireboat Resources - Vessel List 2024

C - Requirements_for_Insurance_6355

D - Terms-and-Conditions_6355

1. BACKGROUND AND PURPOSE

1.1. Purpose and Background

The City of Seattle is seeking proposals from qualified vendors for the repair, maintenance, and related services for its fleet of Marine Units, including boats and small watercraft used for various public service activities.

1.2. Pool Contracts

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

1.3. Bid Timeline

ITB Issued: May 16, 2025

Pre-Bid Conference (Non-Mandatory): May 22, 2025, 3:00pm

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Dial in by phone +1 206-686-8357,,110900553# United States, Seattle

Phone conference ID: 110 900 553#

Video ID: 118 286 447 0

Meeting ID: 272 317 189 246 Passcode: vF2rW3Vt

Deadline For Questions: June 12, 2025, 4:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTc0M2NjOTMtYmM0NS00M2FhLTk3MTQtMGQ2ODE3MjhhNDAx%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%228e83ef64-a5db-43bf-90e6-e64a4c942a66%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTc0M2NjOTMtYmM0NS00M2FhLTk3MTQtMGQ2ODE3MjhhNDAx%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%228e83ef64-a5db-43bf-90e6-e64a4c942a66%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTc0M2NjOTMtYmM0NS00M2FhLTk3MTQtMGQ2ODE3MjhhNDAx%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%228e83ef64-a5db-43bf-90e6-e64a4c942a66%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTc0M2NjOTMtYmM0NS00M2FhLTk3MTQtMGQ2ODE3MjhhNDAx%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%228e83ef64-a5db-43bf-90e6-e64a4c942a66%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTc0M2NjOTMtYmM0NS00M2FhLTk3MTQtMGQ2ODE3MjhhNDAx%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%228e83ef64-a5db-43bf-90e6-e64a4c942a66%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTc0M2NjOTMtYmM0NS00M2FhLTk3MTQtMGQ2ODE3MjhhNDAx%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%228e83ef64-a5db-43bf-90e6-e64a4c942a66%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTc0M2NjOTMtYmM0NS00M2FhLTk3MTQtMGQ2ODE3MjhhNDAx%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%228e83ef64-a5db-43bf-90e6-e64a4c942a66%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTc0M2NjOTMtYmM0NS00M2FhLTk3MTQtMGQ2ODE3MjhhNDAx%40thread.v2/0?context=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%228e83ef64-a5db-43bf-90e6-e64a4c942a66%22%7d

Sealed Bids Due to the City / Bid Opening: June 20, 2025, 2:00pm

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Meeting ID: 219 325 377 72 Passcode: a8bi2Ga7 Dial in by phone +1 206-686-8357,,424138811# United States, Seattle

Phone conference ID: 424 138 811#

Video ID: 119 659 607 2

2. SOLICITATION OBJECTIVES

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

• Award a pool of eligible, qualified, and competitive contracts for these products and/or services so that the City may place orders with any of the resultant contract vendors.

• Select vendor(s) with long-term expertise in providing these services.

• Contract with the lowest responsive, responsible bidder(s).

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:

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• The vendor and/or employees performing the work shall have a minimum of two years experience in fabrication or repair of Vessels of commercial design.

4. SPECIFICATIONS AND SCOPE OF WORK

4.1. Scope of Work

The City of Seattle is responsible for maintaining a diverse fleet of Marine Units, including boats and small watercraft used for various public service activities. These units are essential for a variety of functions, including but not limited to, public safety operations, emergency response, waterborne transportation, environmental monitoring, and recreational services. The Marine Fleet is vital to the city's operations and requires consistent, high-quality maintenance and repair services to ensure safety, performance, and compliance with relevant regulations.

The City is seeking bids from qualified vendors for the provision of repair, maintenance, and related services for its fleet of Marine Units. These services will support the continued efficient operation of boats and small watercraft and extend the lifespan of the assets. The vendor must be able to provide certified mechanical labor and installation of Vessel parts.

All parts purchased by the City must provide the same parts and labor warranty as the specified Original

Equipment Manufacturer (OEM) through the manufacturer and seller (not through an aftermarket warranty). Major refit or fabrication type work must have a minimum 12 month warranty. Warranty service should not create any additional expense for the City.

At the time the City requires service, the vendor will submit a written estimate of all labor, parts, and materials to be provided to the City. All estimates must be approved by the City before work begins.

For repairs requiring hull and related work, the vendor must have a dry-docking facility within the boundaries of Puget Sound.

The selected vendor(s) will be required to provide comprehensive repair and maintenance services for the City of Seattle’s Marine Units, which may include but are not limited to the following tasks:

Routine Maintenance Services

• Perform regular inspections and maintenance to ensure operational readiness, including hull, engine, electrical systems, propeller, and other mechanical systems.

• Replace worn or damaged parts as necessary, including batteries, fuel lines, steering mechanisms, and pumps.

• Conduct scheduled servicing of all Vessels in accordance with manufacturer specifications or applicable regulatory standards.

Repair Services

• Diagnose and repair mechanical, electrical, and structural issues that affect the functionality and safety of the Vessels.

• Perform repairs on engine systems, including outboard, inboard, and stern-drive motors, as well as related components.

• Address damage to hulls, decks, and other structural components of the Vessels, including fiberglass repair and welding services.

• Provide repairs for propulsion systems, navigational equipment, onboard electrical systems, and other critical systems.

Emergency Repair Services

• Provide emergency repair services on an as-needed basis for Vessels that are out of service or require urgent attention due to unforeseen damage or failure.

• Ensure that emergency repairs are completed promptly to minimize downtime and return units to operational status.

Parts and Equipment Supply

• Provide and source OEM (Original Equipment Manufacturer) or equivalent quality parts for the repair and maintenance of Vessels.

• Maintain an inventory of commonly used parts to reduce downtime in the event of a failure.

Regulatory Compliance and Inspection Services

• Ensure all Vessels comply with federal, state, and local regulations, including environmental laws, safety standards, and Coast Guard requirements.

• Perform annual or periodic inspections to meet compliance and safety certifications, documenting all findings and providing necessary recommendations for repairs or upgrades.

Haul Out Services

• Departments will work with vendor to specify dates to delivery the Vessels for haul-outs.

• Dates will be selected through out the year.

Dry Docking and Re-floating Services

• The Vessel shall be dry-docked or hauled out on a marine railway or travel lift, evenly resting on sufficient blocks, and securely braced by bilge blocks, without damage to the Vessel or its contents. Bilge blocks shall be set to ensure the Vessel's docked attitude closely approximates its normal trim attitude.

• The vendor shall furnish a safe means of entry on-board the Vessel and shall maintain such means of entry during the Vessel's stay in the contractor's yard.

• The vendor shall supply the Vessels shore-power connection with a minimum of 30 amps of 240 VAC.

• The Vessel shall be re-floated immediately upon completion of all work requiring the Vessel to be out of the water. The vendor shall be responsible for the proper closure and securing of all hull fittings prior to re-floating.

Cleaning and Inspection of Underwater Surfaces

• After hauling out the Vessel, the underwater surfaces shall be thoroughly cleaned.

• Bottom of the boat paint shall be stripped and sand blasted to bare aluminum. The stripped bottom shall be inspected, for pitting and hull defects

• Any repairs, identified during the cleaning and inspection, must be reviewed and approved by the City prior to work starting.

Engine Compartment

• The vendor shall replace missing/damaged sound deadening insulation in the engine bay.

• Supply and install new piping and elbows for exhaust system repairs and clear bilge.

Electrical Systems

• The vendor shall supply and install upgraded console gauges.

• The vendor shall provide padding and mounting gear for house battery systems.

• The vendor shall be proficient in electrical system design, installation and repairs.

• The vendor shall replace and upgrade wiring for all controls from the engine to the helm including but not limited to, helm operation systems, engine room lighting, dash panel, steering system and battery box and cabling and peripherals.

Propellers and Shafts

• The vendor shall remove existing shafts and packing boxes, supply and install new shaft seals.

• The vendor may deliver shaft and propellers to machine shop for inspection and repair if necessary, this should be coordinated with the City.

• The vendor may reinstall shafts and propellers and align engines to shafts.

Exterior above the Waterline Inspections

• The vendor must strip and repaint boat above the waterline (deckhouse, rails all exterior surfaces above the waterline).

• The boat above the water line must be painted with Seahawk painting system, following the manufactures instructions.

• All deck surfaces currently covered with nonskid coating must be recoated with nonskid coating. The paint used must match the current colors on the Vessel.

• Vendor shall inspect, repair or replace missing or damaged rub rail.

• Vendor shall replace house windows.

Annual Hull Maintenance

• Vendor shall inspect, repair and paint Vessels as needed below the waterline.

• After inspection of hull, any damage shall be reported to the Project Manager with a repair plan and cost estimates. Repair plans and estimates must be approved by the City before work begins.

Department Access

All authorized City staff shall be allowed access to the Vessel at any time for inspection. Authorization shall be granted from the City's Project Manager. The Vendor shall install and maintain a safe means of access aboard the Vessel at all times.

Vessel Security

During the vendor's possession of the Vessel, the contractor shall be responsible to provide security of all City of Seattle property, (including but not limited to the Vessel) and any third party owned property aboard the

Vessel.

Work Progress Schedule

The vendor shall prepare a work progress schedule to identify the start and completion dates of major events for each work item and submit it to the City's Project Manager at time of Vessel delivery. If at any time the contractor anticipates difficulty in meeting the schedule, the Project Manager shall be immediately notified verbally, followed by a letter stating the pertinent details and an updated work progress schedule.

Progress Inspections

Inspections by the City's Project Manager or his designate shall be conducted at the City's discretion, unless otherwise stated in the quote or requested more frequently by the vendor.

Work Site Conditions

The vendor shall at all times keep the work site free of accumulation of waste material or rubbish from and about the site of work.

Delivery of the Vessel

The City shall deliver and take redelivery of the Vessel at the vendor's facility, unless other arrangement are made. Should tug services be required to assist the Vessel through navigation channels or into lifting facilities, they shall be provided at the vendor's expense.

Liability

The vendor agrees to fully protect the Vessel and owner against any and all claims for personal injuries to workmen, or any other person, or for personal injury, including death, which may result from the operations under this Contract, whether such personal injury or death is caused by the contractor, his agents or assigns, or by any Sub-Contractor. The vendor shall be responsible for any damage to the Vessel, or any part thereof, or persons or property of other persons, caused by his employees, agents or assigns, or by any Sub-Contractor in carrying out the work to be performed as herein specified, or due to any defective gear, plan or method used in carrying out the contract in accordance with these Specifications.

4.2. Marine Unit Resource Lists

The resultant contract is intended to cover services and repairs for any of the City's Marine Units and Vessels.

As an example of City of Seattle Departments with Marine Units, a list of Marine Unit resources for the Seattle

Police Department and the Seattle Fire Department are found in the Attachments.

The Seattle Police Department Harbor Patrol Unit has included their current resource list in the Attachments

Section, Attachment A.

The Seattle Fire Department Marine Unit has included their current resource list in the Attachments Section, Attachment B.

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. on all business days except City holidays. If your standard operating hours are otherwise, notify City Purchasing.

5.2. Adequate Inventory and Response Times

The vendor shall provide two (2) business days’ response time for services quotes and estimates. Vendor will maintain adequate inventory to stock and provide rapid response on the most frequently ordered items, allowing City employees to request service and/or parts at the Vendor location within the same-day of placing the order.

5.3. Delivery Option

There will be no charge for delivery, unless specified in the Bid. The City shall deliver and take redelivery of the

Vessel at the vendor's facility, unless other arrangement are made. Should tug services be required to assist the

Vessel through navigation channels or into lifting facilities, they shall be provided at the vendor's expense.

5.4. No Minimum Order Quantities

https://procurement.opengov.com/governments/12/projects/102269/builder/create/attachments https://procurement.opengov.com/governments/12/projects/102269/builder/create/attachments https://procurement.opengov.com/governments/12/projects/102269/builder/create/attachments

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

5.5. Warranty

The Vendor warrants 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. All parts purchased by the

City must provide the same parts and labor warranty as the specified Original Equipment Manufacturer (OEM) through the manufacturer and seller (not through an aftermarket warranty). Major refit and fabrication type work must have a minimum 12 month warranty. Warranty service should not create any additional expense for the City.

5.6. 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.

5.7. 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.

5.8. Collective Bargaining

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

6. ADDITIONAL CONTRACT REQUIREMENTS

6.1. Contract Term

This contract shall be for one-year with four (4) 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 Attachment C). The Vendor may provide a notice to not extend but must provide such notice at least 45 days prior to the annual renewal date.

6.2. No Guaranteed Contract Utilization

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

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

6.3. 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.

6.4. 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.

6.5. Background Check And Immigrant Status

Background checks will not be required for workers that will be performing the work under this contract. The

City has strict policies regarding the use of Background checks, criminal checks, immigrant status, and/or religious affiliation for contract workers. The policies are incorporated into the contract and available for viewing on-line at http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks

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

6.7. Work Order Quotations

For pool contract awards, City departments may request quotes from one or more of 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.

6.8. Paid Sick Time and Safe Time Ordinance

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

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

Labor Standards at 206.684.4500 with questions.

7. ENVIRONMENTAL SPECIFICATIONS

7.1. Green Seal Products

When applicable, Vendor shall use Green Seal, Eco Logo or other certified cleaning products as approved by the

City, for cleaning work and all cleaning products, floor care products, and other appropriate products must carry a 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.

http://www.seattle.gov/laborstandards https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program

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

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

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

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

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

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

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

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

8. PREVAILING WAGE REQUIREMENTS

8.1. Prevailing Wage Compliance

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

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

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

39.12 RCW. Bidders are exempt from training if Bidder has been in business with active Unified Business

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

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

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

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

Conditions for more information on these requirements.

8.2. Federal Davis-Bacon Act

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

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

8.3. Prevailing Wage Rates

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

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

Benefit Code Key with the effective date: Friday, June 20, 2025.

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

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

9. LICENSING AND BUSINESS TAX REQUIREMENTS

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

9.1. Seattle Business Licensing and Associated Taxes

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

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

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

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

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

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

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

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

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

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

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

9.2. State Business Licensing and associated taxes

https://secure.lni.wa.gov/wagelookup/ https://www.filelocal-wa.gov/Default_FileLocal.aspx mailto:tax@seattle.gov http://www.seattle.gov/licenses https://www.seattle.gov/license-and-tax-administration/business-license-tax-certificates https://www.seattle.gov/license-and-tax-administration/business-license-tax-certificates

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 City Online Business Directory

If you have not previously completed a one-time registration into the City Online Business Directory, we request you register at: www.seattle.gov/obd. The City Online Business Directory is used by City staff to locate your contract(s) and identify companies for bid lists on future purchases. Bids are not rejected for failure to register, however, if you are awarded a contract and have not registered, you will be required to register, or you will be added into the system. Women and minority owned firms are asked to self-identify. If you need assistance, please call 206-684-0444.

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.

Tracy Staggers

(206) 256-5607 tracy.staggers@seattle.gov

10.3. Pre-Bid Conference

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

The Non-Mandatory Pre-Bid Conference will be held at 3:00 pm, on Thursday, May 22, 2025. Please use this link to get on the meeting: Microsoft Teams Join the meeting now at https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTc0M2NjOTMtYmM0NS00M2FhLTk3MTQtMGQ2ODE3MjhhNDAx%40thread.v2/0?cont ext=%7b%22Tid%22%3a%2278e61e45-6beb-4009-8f99-359d8b54f41b%22%2c%22Oid%22%3a%228e83ef64-a5db-43bf-90e6-e64a4c942a66%22%7d Meeting ID: 272 317 189 246 Passcode: vF2rW3Vt

________________________________________ Dial in by phone +1 206-686-8357,,110900553# United States, http://bls.dor.wa.gov/file.aspx https://www.seattle.gov/obd

Seattle Find a local number Phone conference ID: 110 900 553# Join on a video conferencing device Tenant key:

seattle@m.webex.com Video ID: 118 286 447 0 Meeting ID: 272 317 189 246 Passcode: vF2rW3Vt.

10.4. Questions

Submit questions to the Buyer no later than 4:00 pm on Thursday, June 12, 2025. The City strongly prefers that vendors use the City’s Procurement Portal at https://procurement.opengov.com/portal/seattle to submit questions. Failure to request clarification of any inadequacy, omission, or conflict will not relieve Vendor of any responsibilities herein or in any subsequent contract. The Vendor is responsible to assure they received responses to the questions if issued.

10.5. Changes to the ITB/Addenda

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

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

10.6. Receiving Addenda and/or Question and Answers

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

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

Addenda or changes to bid date/time.

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

10.7. Late Submittals

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

10.8. Use of Hyperlinks and URLs in Submittals

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

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

10.9. Bid Opening

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

10.10. Bid and Price Specifications

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

Vendor shall provide their Offer on the provided City Bid Table(s), indicating hourly rates for each job description if applicable. Labor rates must be all inclusive and cover prevailing wage requirements, overhead and any other costs (except for materials) to do the work specified in this bid.

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

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

10.12. Partial and Multiple Awards

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

10.13. Prompt Payment Discount

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

10.14. Taxes

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

10.15. Interlocal Purchasing Agreements

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

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

10.16. Contract Terms and Conditions

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

Attachment A.

10.17. Incorporation of ITB and Bid in Contract

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

10.18. Effective Dates of Offer

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

10.19. Cost of Preparing Bids

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

10.20. Prohibited Contacts

Vendors shall not interfere in any way to discourage other potential and/or prospective Vendors from bidding or considering a bid process.