Rebate_Report_Template.xlsx

The Rebate Report Template is a standardized tracking document utilized by the City of Seattle, Washington for managing financial adjustments related to roadway construction materials, debris disposal, and hauling services contracts. The template is designed to capture essential procurement data including agency information, invoice numbers and dates, and invoice amounts excluding taxes. Vendors awarded contracts across the three scopes—Roadway Construction Materials and Asphalt Materials; Cementitious Materials; and General and Roadway Debris Hauling Services—are required to utilize this template throughout the contract term to document all rebates and financial adjustments. The non-mandatory pre-bid conference is scheduled for March 17, 2026 at 10:30 a.m. via Microsoft Teams, with questions due by March 25, 2026 at 5:00 p.m., and sealed bids due April 8, 2026 at 1:00 p.m. through the City's Procurement Portal. The contract term is one year with six optional one-year renewal extensions at the City's discretion.

A mandatory 3% rebate on all bids is required and will not be factored into price tabulation. Vendors must maintain commercial insurance including General Liability ($1,000,000 each occurrence/$2,000,000 aggregate), Business Automobile Liability ($1,000,000 combined single limit), Workers' Compensation, and Contractor's Pollution Liability ($1,000,000 each claim). The City of Seattle is designated as certificate holder and additional insured on all policies. This procurement replaces 19 existing contracts that generated approximately $5.5 million in usage during 2024, establishing the benchmark for potential contract values. Vendors must comply with prevailing wage requirements, maintain Seattle Business Licenses and current Washington State business licensing, employ Class A Commercial Driver's License holders for material deliveries, and adhere to Seattle Municipal Code Chapter 20.45 regarding equal benefits, paid sick time, and safe time requirements.