Rebate_Report_Template.xlsx

This is a Rebate Report Template document created by the City of Seattle, Washington in connection with a competitive bidding process for roadway construction materials, debris disposal, and hauling services across three distinct scopes. The template is designed to track financial adjustments and rebates throughout the contract term and includes fields for agency invoice numbers or credit references, invoice dates, and invoice amounts excluding tax. The solicitation encompasses Scope 1 (roadway construction materials, asphalt materials, and debris disposal including mineral aggregate and asphalt emulsions), Scope 2 (cementitious materials such as roadway concrete ready mix and hauling services), and Scope 3 (general and roadway debris hauling services). The City intends to award a pool of multiple eligible and competitive contracts with no guaranteed minimum utilization. Critical deadlines include a non-mandatory pre-bid conference on March 17, 2026 at 10:30 a.m. via Microsoft Teams, a question submission deadline of March 25, 2026 at 5:00 p.m., and sealed bid submission on 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.

All vendors are required to submit a mandatory 3% rebate on bids, which will not be factored into price tabulation and must be documented using this rebate report template throughout the contract period. The procurement is replacing 19 existing contracts that generated approximately $5.5 million in usage during 2024. Vendors must maintain Commercial General Liability insurance with minimum limits of $1,000,000 each occurrence combined single limit and $2,000,000 aggregates, Business Automobile Liability Insurance with $1,000,000 combined single limit, Workers' Compensation Insurance, and Contractor's Pollution Liability Insurance with $1,000,000 each claim. Additional requirements include employment of Class A Commercial Driver's License holders, maintenance of a Seattle Business License, compliance with prevailing wage requirements, an order desk available from 7:00 a.m. to 5:00 p.m. on business days, and product delivery within five business days for routine orders.