RFP 26-99_SEA Custodial Services Zone 1_2_5.pdf

RFP 26-99 SEA Custodial Services for Zone 1 & 5 and Zone 2 Page 1 of 217

REQUEST FOR PROPOSALS NO. 26-99

SEATTLE-TACOMA INTERNATION AIRPORT (SEA)

CUSTODIAL SERVICES FOR ZONE 1 & 5 AND ZONE 2

PROPOSAL DUE DATE: OCTOBER 22, 2026, 2:00 P.M. PACIFIC TIME

PORT OF SEATTLE

Central Procurement Office

Pier 69, 2711 Alaskan Way, Seattle, WA, 98121

Prepared By: Grace Geng, Procurement Officer III

Email: Geng.G@portseattle.org Tel: (206)639-5776

Proposal Issue Date: August 31, 2026 mailto:Geng.G@portseattle.org

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TABLE OF CONTENTS

SECTION I – PROPOSAL SUBMITTAL INSTRUCTIONS AND EVALUATION……………PAGE 05

SECTION II – SAMPLE CONTRACT/GENERAL TERMS AND CONDITIONS…………….PAGE 24

SECTION III – SCOPE OF WORK……………………………………………………….……………….PAGE 67

ZONE 1…………………………………………………………………………………………PAGE 68

ZONE 5…………………………………………………………………………………….…PAGE 111

ZONE 2……………………………………………………………………………………….PAGE 153

SECTION IV – SUBMITTAL DOCUMENTS……………...………………………………………..PAGE 196

SECTION V – ATTACHMENTS………………………………………………………………………...PAGE 217

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REQUEST FOR PROPOSALS (RFP)

SEATTLE-TACOMA INTERNATION AIRPORT (SEA) CUSTODIAL SERVICES

FOR ZONE 1 & 5 AND ZONE 2

SOLICITATION NO.: 26-99

BACKGROUND: The Port of Seattle (Port) is soliciting proposals for Seattle-Tacoma Internation Airport (Sea) Custodial Services for Zone 1 & 5 and Zone 2. Award will be made to the Proposer(s) offering the best value to the Port in accordance with the terms and conditions of the solicitation. Zone 1 and Zone 5 are combined into a single service area, while Zone 2 remains a separate, stand‑alone service area.

SOLICITATION ISSUE DATE: August 31, 2026 PRE-PROPOSAL CONFERENCE (MANDATORY): September 8, 2026 SITE TOUR FOR ZONE 2 (MANDATORY): September 28, 2026 SITE TOUR FOR ZONE 1& 5 (MANDATORY): September 29, 2026 PROPOSAL DUE DATE: October 22, 2026, 2:00 P.M. Pacific Time

Offerors are required to submit proposals no later than the due date/time set forth in the solicitation.

Proposals submitted after the due date and time will not be considered and will be rejected by the Port of Seattle.

Offerors must complete, sign, and submit the following with their proposal:

Submittal Document 1 – Proposal Form & Contract Signature Page & Labor Harmony Submittal Document 2 – Entity Information Worksheet Submittal Document 3 – Pricing Schedule Submittal Document 4 – Company, Management Experience, and Qualifications Submittal Document 5 – Quality Control and Performance Management Submittal Document 6 – Training, Security and Safety Program Submittal Document 7 – Equipment Submittal Document 8 – Performance Management Submittal Document 9 – Environmental Stewardship Program Submittal Document 10 – Quality Standards Matrix Submittal Document 11 – Labor Harmony Submittal Document 12a – Diversity in Contracting Inclusion Plan (Attachment D) Submittal Document 12b – Affirmative Efforts (Attachment E) Submittal Document 12c – Evidence of Sub-Contract (Attachment F)

PORT OF SEATTLE POINT OF CONTACT:

Grace Geng, procurement Officer III, Geng.G@portseattle.org

NOTE: Potential Proposers are instructed to read all Sections of the Solicitation to familiarize themselves with all Solicitation terms and conditions and to identify dates, times, and submittal

RFP 26-99 SEA Custodial Services for Zone 1 & 5 and Zone 2 Page 4 of 217 requirements related to the development and submittal of Proposals. Proposers are further instructed to submit any questions or requests for clarification regarding this Solicitation to Vendor Connect as soon as practicable.

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SECTION I

INSTRUCTIONS FOR PREPARATION AND SUBMITTAL OF PROPOSAL

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INSTRUCTIONS FOR PREPARATION & SUBMITTAL OF PROPOSAL

You must register on the Port of Seattle’s Vendor Connect Website (Vendor Connect) to be included on the official plan holders list for this solicitation RFP 26-99. To do this, you must obtain a login to Vendor Connect, ensure your login has been associated to your company, and add yourself to the “Plan Holders List”. If you do not, you will not receive email notifications of addenda or other important information concerning this solicitation. https://hosting.portseattle.org/sops/

1. INTRODUCTION:

1.1 The Port of Seattle (Port) is soliciting proposals for Custodial Services for Zone 1 & 5 and Zone 2 at Seattle-Tacoma International Airport. The purpose and intent of this solicitation is to award two contracts to Vendors who propose the best value to the Port, price and non-price factors considered. Zone 1 and Zone 5 are combined into a single service area, while Zone 2 remains a separate, stand‑alone service area. Proposers may submit proposals for the combined Zones 1 and 5, or for Zone 2, or for both. Each service area will include its own Women Minority Business Enterprise aspirational goal of 20%.

1.2 The purpose of consolidating Zone 1 and Zone 5 into a single service area under one contract is to improve operational effectiveness, enhance resource utilization, and achieve greater financial efficiency. By managing the two zones together, proposers may leverage the distinct characteristics and workload patterns of each zone to optimize staffing, reduce idle time, and deliver more consistent customer experience in both zones, especially for gate hold rooms and restrooms. Zone 1 experiences higher and more variable traffic than Zone 5, while Zone 5 has more stable activity but requires personnel assigned there to obtain CBP Customs Seals.

The Port anticipates that allowing proposers to allocate staff flexibly across both zones— while ensuring all Zone 5 personnel meet CBP requirements—will support balanced workload distribution and create opportunities for cost savings and improved service delivery.

1.3 The Port intends to award two (2) separate contracts to either single or multiple Proposers, in accordance with Section 7 – EVALUATION OF PROPOSALS. Evaluation of Proposals in this section will be in the best interest of the Port: one for the combined service area of Zone 1 and Zone 5, and another for Zone 2. Each contract will have a base term of two (2) years, with the option of three (3) additional one-year periods, for a total potential contract term of up to five (5) years. The full scope of the services can be found in Section III of this RFP.

1.4 In the case of termination or expiration of any contracts issued under this RFP, the Port reserves the right to award a contract to another successfully performing Vendor for another zone. Successfully performing Vendors of other zones may be asked to submit price proposals and may be evaluated based on such price proposals and quality scores under the incentive and award structure. Any such contract will have a term that does not exceed a date five (5) years past the effective date of the first contract executed under this RFP.

https://hosting.portseattle.org/sops/

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2. ANTICIPATED PROCUREMENT SCHEDULE:

2.1 The following anticipated dates are provided for planning purposes only.

Event Anticipated Date

Solicitation Issue Date August 31, 2026

Pre-proposal meeting (mandatory) September 8, 2026, at 10:00 A.M. Pacific Time

Site Tour for Zone 2 (mandatory) September 28, 2026, 9:00 A.M. Pacific Time

Site Tour for Zone 1 & 5 (mandatory & Customs Seals required) September 29, 2026, 9:00 A.M. Pacific Time

Final Questions Due to Vendor Connect October 2, 2026, 10:00 A.M. Pacific Time

Due Date for Proposal Submission October 22, 2026, 2:00 P.M. Pacific Time

Port Proposal Evaluation Period Late October—January 2027

Notice of Intent to Award February 9, 2027

Contract Execution February 28, 2027

Contract Service Begins May 1, 2027

3. DIVERSE BUSINESS PARTICIPATION

3.1 The Port of Seattle is committed to providing the maximum practicable opportunities for diverse businesses to compete for and participate in Port contracting. The Port’s Diversity in contracting goal is to increase total awarded dollars and the number of diverse firms we contract with by 2026; therefore, the Port strongly encourages diverse firms to participate in this solicitation.

3.2 Definitions: the following definitions shall apply throughout this Section:

3.2.1 “Diverse Firm” refers to a wide array of businesses including: Minority Business Enterprise (MBE), Woman Business Enterprise (WBE), Minority Woman Business Enterprise (MWBE), Veteran Owned Business (VOB), Small Business Enterprise (SBE) or LGTBQ Enterprise (LGTBQE).

3.2.2 “Women or Minority Business Enterprise” (WMBE) is an umbrella term that includes MBE, WBE, and MWBEs.

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3.2.3 “Minority Business Enterprise” (MBE) is a business that is at least 51 percent (51%) owned and controlled by minority (including, but not limited to African Americans, Native Americans, Asians, and Hispanics) group members.

3.2.4 “Women Business Enterprise” (WBE) is a business that is at least 51 percent (51%) owned and controlled by women.

3.2.5 “Minority Women Business Enterprise” (MWBE) is a business that is at least 51 percent (51%) owned and controlled by minority women (including, but not limited to African Americans, Native Americans, Asians, and Hispanics) group members.

3.2.6 “Combination Business Enterprise” (CBE) is a business that is 51% owned and controlled by a combination of minorities or women that would not otherwise meet the definition of MBE, WBE, MWBE.

3.2.7 “Small Business Enterprise” (SBE) is a business that meets the applicable size standards adopted by the U.S. Small Business Administration. An SBE may be either a Certified Small Business or a business that is self-declared to meet the applicable U.S. Small Business Administration size standard. NAICS codes commonly used along with the applicable Small Business Administration size standards can be found at the following web address: https://www.sba.gov/contracting/getting-started-contractor/make-sure-you-meet-sba-size-standards/table-small-business-size-standards.

3.2.8 “Veteran Business Enterprise” (VOB) is a business that is at least 51% owned and controlled by a veteran or service member.

3.2.9 “LGBTQ Business Enterprise” (LGBTQBE) is a business that is at least 51% owned and controlled by one or more individuals who identify as LGBTQ.

3.2.10 This RFP includes an aspirational WMBE participation goal of 20% for Zones 1 and 5, and a 20% goal for Zone 2.

4. PRE-PROPOSAL MEETING & SITE TOURS (MANDATORY)

4.1 A mandatory virtual pre-proposal meeting will be held online via Microsoft Teams Meeting on Tuesday, September 8, 2026, starting at 10:00 A.M. Pacific Time, and the duration is estimated to be one and a half (1.5) hours. This pre-proposal meeting will be held to discuss the RFP Requirements. Prospective Proposers are encouraged to have read through this RFP in its entirety, be present and participate, including proactively seeking clarification and asking questions. If changes to the terms and conditions of this RFP are required as a result of the meeting, written addenda will be issued via the Port’s Vendor Connect System (VCS).

https://www.sba.gov/contracting/getting-started-contractor/make-sure-you-meet-sba-size-standards/table-small-business-size-standards https://www.sba.gov/contracting/getting-started-contractor/make-sure-you-meet-sba-size-standards/table-small-business-size-standards https://www.sba.gov/contracting/getting-started-contractor/make-sure-you-meet-sba-size-standards/table-small-business-size-standards

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Microsoft Teams meeting Join: https://teams.microsoft.com/meet/233583839853193?p=Y0dsh9ymFCvzkXfF1F

Meeting ID: 233 583 839 853 193

Passcode: jg6Dq9Ru

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Dial in by phone

+1 425-660-9954,,822052413# United States, Maple Valley

(833) 209-2690,,822052413# United States (Toll-free)

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Phone conference ID: 822 052 413#

For organizers: Meeting options | Reset dial-in PIN

4.2 All Proposers who plan to submit proposals must attend the pre-proposal site tours. One site tour will be held for each service area. If a proposer chooses to submit proposals for both service areas, attendance at both site tours is required. If proposing for only one service area, please attend the corresponding site tour. A mandatory site tour for Zone 2 will be held on September 28, 2026, and a mandatory site tour for Zones 1 and 5 will be held on September 29, 2026. Both site tours will start at 9:00 A.M. Pacific Time. The duration is estimated to be four (4) hours for Zone 2 and six (6) hours for Zone 1 & Zone 5.

Each company may send up to two (2) representatives on each site tour due to security-related capacity limits. Site tour appointments will be scheduled on a first-come, first-served basis. Attendees must bring a valid form of identification, such as a driver’s license, to be recorded for escort.

4.3 Proposers registering for the Zone 1 and 5 site tour must obtain a temporary customs seal.

To request a seal, please complete Attachment EE: Request Form for Temporary Customs Seal with required documents and submit it to seatactempseals@cbp.dhs.gov. Processing may take up to two (2) weeks, and the temporary seal will be valid for approximately thirty

(30) days. The seal must be obtained and active prior to attending the site tour. Please check Attachment G. Site Tour Requirements for details.

4.4 Proposers who wish to attend the pre-proposal meeting and site tour must pre-register and notify the Port Purchasing Representative, Grace Geng, Geng.G@portseattle.org. Please provide your firm name, name of attendee, and which site tour, no later than Friday, September 25, 2026, 10:00 A.M. Pacific Time. The title of the email shall read “RFP 26- 99_Insert company name_Pre-proposal & Site Tour RSVP”. Firms that RSVP for the pre-https://teams.microsoft.com/meet/233583839853193?p=Y0dsh9ymFCvzkXfF1F https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDBmYTZiMjYtYmU2NC00N2E2LTljNTYtNDMwYzRjNDU5NWJi%40thread.v2/0?context=%7b%22Tid%22%3a%22a500afd9-6c7d-40ad-8add-b01240951a4a%22%2c%22Oid%22%3a%22f9d1c02a-8ebe-438f-9ed9-c7b30c21361b%22%7d tel:+14256609954,,822052413 tel:8332092690,,822052413 https://dialin.teams.cloud.microsoft/32223a42-c199-49a5-8858-a4608cb141fa?id=822052413 https://teams.microsoft.com/meetingOptions/?organizerId=f9d1c02a-8ebe-438f-9ed9-c7b30c21361b&tenantId=a500afd9-6c7d-40ad-8add-b01240951a4a&threadId=19_meeting_MDBmYTZiMjYtYmU2NC00N2E2LTljNTYtNDMwYzRjNDU5NWJi@thread.v2&messageId=0&language=en-US https://dialin.teams.cloud.microsoft/usp/pstnconferencing mailto:seatactempseals@cbp.dhs.gov

RFP 26-99 SEA Custodial Services for Zone 1 & 5 and Zone 2 Page 10 of 217 proposal meeting will receive a confirmation email and an invitation to the Microsoft Team meeting.

4.5 Site tour participants should meet at the front desk of the Conference Center on the mezzanine level of Seattle-Tacoma International Airport (17801 International Blvd, Seattle, WA 98158). Directions to the mezzanine level at SEA Airport can be found here:

https://www.portseattle.org/page/conference-center-location-directions.

4.6 The Port will attempt to address any questions or requests for clarification during the pre-proposal conference. Any information provided at the pre-proposal conference that may be construed to be inconsistent with the express terms and conditions of this RFP is unofficial and non-binding on the Port unless and until that information is issued by the Port via written RFP addenda via the Vendor Connect Site (VCS).

4.7 Please note: Parking validations will not be provided for site tours.

5. NOTIFICATION TO PROPOSERS

5.1 Addenda to RFP.

5.1.1 Addenda will be issued on the Port’s VCS to all Proposers who have registered as a plan holder prior to the required due date and time for the submission of Proposals at https://hosting.portseattle.org/sops/

5.1.2 Each Proposer shall acknowledge in its submitted Proposal that it has obtained all Addenda issued. It is the sole responsibility of the Proposer to obtain all Addenda.

5.1.3 All Addenda issued shall become part of the Contract resulting from this RFP. If Addenda are issued amending the RFP terms and conditions, all RFP terms and conditions that are not modified remain unchanged.

5.2 Submission, modification, revision, and withdrawal of proposals.

5.2.1 The due date and time for submission of Proposals is October 22, 2026, at 2:00 P.M.

Pacific Time.

5.2.2 Proposers are responsible for submitting proposals via email to:

e-submittals-purch@portseattle.org, including any modifications or revisions, so as to reach the VCS site by the due date and time specified for submission of proposals in this RFP.

5.2.2.1 The e-mail shall include the RFP number, title, and Proposal due date and time in the subject line of the e-mail.

5.2.2.2 The Port’s e-mail server will not accept files larger than 25 MB. If the Proposal file is larger than 25 MB, it shall be sent in multiple emails. Each email must be clearly labeled “Email 1 of 5,” “Email 2 of 5,” etc.

https://www.portseattle.org/page/conference-center-location-directions mailto:e-submittals-purch@portseattle.org

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DO NOT submit .ZIP files. By Port security policy, all .ZIP file attachments are removed/dropped at the email firewall and will not be accessible as part of your Bid submittal.

5.2.2.3 The Port may use the time stamp on the e-mail(s) to determine timeliness. If a Proposal is sent in multiple emails, all emails must be received by the due date and time in order to be considered timely.

5.2.2.4 Proposers are responsible for ensuring timely submittal and receipt of Proposal.

5.2.2.5 The Port is not responsible for the Proposer’s technical difficulties in submitting Proposals electronically.

5.2.2.6 Any proposal, modification, or revision submitted and received at the VCS after the due date and time specified for submission of Proposals may be rejected.

5.2.3 Proposers shall submit proposals in response to this RFP in English and in U.S.

dollars.

5.2.4 Proposers may submit modifications to their proposals at any time before the due date and time established for the submission of proposals.

5.2.5 Proposers may submit revised proposals after the due date and time for submission of proposals only if requested or allowed by the Port.

5.2.6 The response to each RFP Document shall be on letter-sized (8.5” x 11”) pages and have a font no smaller than size 11. All documents shall be submitted in PDR format except for Excel files.

5.3 Questions and Communications with the Port

5.3.1 Communication with the Port regarding this procurement shall be directed to Grace Geng, Procurement Officer III, Geng.G@portseattle.org. Any direct communication with any other Port employee or representative regarding this RFP and/or evaluation may result in rejection of the Proposal.

5.3.2 Interpretation, Clarification, and Requests for Information

5.3.2.1 Proposers shall promptly notify the Port of ambiguities, inconsistencies, or errors, if any, which they may discover upon examination of the RFP terms and conditions.

5.3.2.2 Every request for interpretation, clarification or questions about these RFP terms and conditions shall be submitted to the Port through the Port’s VCS site at https://hosting.portseattle.org/sops/#/Dashboard.

Proposers are highly encouraged to submit any and all requests for interpretation, clarification or questions about the RFP terms and conditions as soon as practicable throughout the solicitation phase.

These requests need to include which term/condition in question, why it https://hosting.portseattle.org/sops/#/Dashboard

RFP 26-99 SEA Custodial Services for Zone 1 & 5 and Zone 2 Page 12 of 217 is problematic or in need of clarification/interpretation, any suggested language that may make it clearer, and why the Port should consider such a change or clarification. To be given consideration, submittal of clarifications, questions, and information requests must be received no later than October 2, 2026, 10:00 A.M. Pacific Time. The proposer making a request under this section is solely responsible for the timely submission of said request. Conditioning an offer on terms and conditions other than those contained in this solicitation will result in bid submittal being deemed non-responsive and will be rejected.

5.3.2.3 The Port’s responses to requests, if there are any, will be issued in the form of written Addenda to this Solicitation which will be posted to the VCS site.

5.3.2.4 All written and/or oral communications not expressly included in issued addenda will be considered unofficial and non-binding on the Port.

Reliance on any information not expressly included in the RFP terms and conditions or in issued addenda thereto shall be done so at the sole risk and expense of the Proposer.

5.4 Qualifications of Proposers

5.4.1 The Proposer must be familiar with all Federal, State and local laws, ordinances and regulations which in any manner might affect those engaged or employed in meeting requirements in the Contract resulting from this RFP, the materials, equipment or procedures applicable to meeting the requirements in the contract resulting from this RFP, or which in any other way would affect the conduct of meeting the requirements of the Contract resulting from this RFP.

5.4.2 The Proposer must be registered and licensed as may be required by the laws of the State of Washington at the time Proposals are submitted and throughout the period of performance of the Contract resulting from this RFP.

5.5 Proposer’s Representation

The Proposer represents that:

5.5.1 The Proposer has read and understands all RFP terms and conditions and that the Proposal being offered is done so in accordance with all RFP terms and conditions.

The failure or omission of the Proposer to examine all pertinent forms, instruments, applicable statutes, or other terms and conditions shall in no way relieve the Proposer from the contractual obligations required by the RFP terms and conditions.

5.5.2 The Proposer has the qualifications and is eligible to receive an award of the Contract under applicable laws and regulations and has the capacity to perform the Contract within the time specified.

5.5.3 The Proposal is based upon the requirements described or presented in the RFP terms and conditions and described in detail in the Scope of Work.

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5.5.4 The Proposal submitted is unconditional in all respects.

5.5.5 The Proposer certifies they will comply with all local, state, federal, and other laws, rules, regulations, and other requirements applicable to its operations, including those relating to environmental responsibility, worker safety, labor, anti-discrimination, and anti-human trafficking. The Proposer is also acknowledging that it will adhere to the Values and Standards of the Port of Seattle, included as Exhibit C.

5.6 Public Disclosure

5.6.1 All Submittals, including all attachments, shall become property of the Port and are considered public documents under applicable Washington State laws. All documentation provided to the Port may be subject to disclosure in accordance with Washington State public disclosure laws. The Port will determine whether requested documents should be disclosed. In no event shall the Port be liable for any disclosure of documents and information it deems necessary to disclose under the law.

5.7 Proposal expiration date

5.7.1 Proposals submitted in response to this RFP shall be valid for a period of one hundred eighty (180) days from the date of proposal submission.

5.8 Notice of Intent to Award

5.8.1 The Proposer offering the best value to the Port will receive a “Notice of Intent to Award.”

5.8.2 If the intended Contract Awardee fails to execute the Contract on the form(s) provided by the Port within fourteen (14) days from receipt of the Notice of Intent to Award, or declares in writing its intent to not execute the Contract, the Port may provide Notice of Intent to Award to the next Proposer offering the best value to the Port and continue in like manner until the Contract is executed by a responsible Proposer to whom award is made, or further Proposals are rejected or the number of Proposals is exhausted.

5.9 Rights of the Port

5.9.1 The Port retains the right to cancel the procurement and reject any or all Proposals with no liability to the Port.

5.9.2 The Port may reject any or all proposals if such action is in the Port’s interest.

5.9.3 The Port may waive informalities and minor irregularities in proposals received.

5.9.4 The Port reserves the right to conduct clarifications or discussions at any time with one (1) or more of the Proposers. The Port further reserves the right to call for Final Proposal Revisions from the most highly rated Proposers.

5.9.5 The Port reserves the right to make multiple awards if it is in the Port’s best interest to do so.

5.9.6 The Port reserves the right to reject any Proposal that is incomplete, inadequate, or is not responsive to the requirements of this RFP.

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5.9.7 The Port may determine that a proposal is unacceptable if the prices proposed are materially unbalanced between line items or subline items. Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one-or-more line items is significantly overstated or understated as indicated by the application of cost or price analysis techniques. A proposal may be rejected if the Procurement Officer determines that the lack of balance poses an unacceptable risk to the Port.

5.9.8 The Port reserves the right to take any action affecting the procurement process that is determined to be in the best interest of the Port.

5.10 Debriefings

5.10.1 The intent of a debriefing is to provide feedback to a requesting Proposer regarding the Port’s evaluation of their proposal and to assist the Proposer to better respond to future Port solicitations.

5.10.1.1 Each Proposer shall be entitled to one debriefing at their discretion. The provided debriefing can be held pre-award or post-award. If a Proposer requests a pre-award debriefing, a post-award debriefing will not be provided. A debriefing shall be requested within three (3) days of notification of removal from the competition. The Proposer requesting the debriefing shall lose their right to a debriefing if one is not requested within three (3) days of notification of removal from the competition.

5.10.1.2 The Port’s evaluation of Proposals and related source selection findings are final and not subject to debate or revision. The Port will provide clarification regarding findings of the evaluation team.

5.10.1.3 Content of Pre-Award debriefings: Content of a pre-award debriefing shall include:

5.10.1.3.1 The Port’s evaluation of significant elements in the Proposer’s proposal including strengths, weaknesses, and deficiencies;

5.10.1.3.2 A high-level summary of the rationale supporting

eliminating the Proposer from the shortlist (i.e. competitive range);

5.10.1.3.3 Reasonable responses to relevant questions about whether source selection procedures contained in the solicitation, applicable regulations, and other applicable authorities were followed in the process of eliminating the Proposer from the competition.

5.10.1.4 Pre-Award debriefings shall not include:

5.10.1.4.1 The number of Proposers;

5.10.1.4.2 The identity of the other Proposers;

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5.10.1.4.3 The content of other Proposers’ proposals;

5.10.1.4.4 The rankings of other Proposers; or

5.10.1.4.5 The evaluation of other Proposers.

5.10.1.5 Content of Post-Award Debriefings. A post-award debriefing shall include and be limited to:

5.10.1.5.1 The Port’s evaluation of the significant strengths, weaknesses or deficiencies in the Proposer’s submitted proposal, interview/discussions (if any), and other submitted relevant documents;

5.10.1.5.2 The overall evaluated cost or price (including unit prices) and technical rating, if applicable, of the successful Proposer and the debriefed Proposer;

5.10.1.5.3 The overall ranking of all Proposers, when any ranking was developed by the Port during the source selection;

5.10.1.5.4 A summary of the rationale for award;

5.10.1.5.5 Reasonable responses to relevant questions about

whether source selection procedures contained in the solicitation, applicable regulations, and other applicable authorities were followed.

5.10.1.6 Post -Award debriefings shall not include:

5.10.1.6.1 The debriefing shall not include point-by-point

comparisons of the debriefed Proposer’s proposal with those of other offerors. Moreover, the debriefing shall not reveal any information prohibited from disclosure by RCW 42.56.

5.11 Protest Procedures

5.11.1 See Attachment A of this RFP.

6. TECHNICAL AND PRICE PROPOSAL INSTRUCTIONS

6.1 Technical Proposal Instructions: Proposers are hereby instructed to fully address the questions and requests for information included in each of the Submittal Documents in their proposals. Proposals shall be formatted in searchable .pdf format. Failure to adequately address any of the questions or requests for information may result in a less favorable evaluation assessment or outright rejection of the proposal.

6.2 Price Proposal Instructions: Proposers are hereby instructed to complete the pricing schedule included in Submittal Document 3. All line items shall be completed. Failure to complete all line items may result in rejection of the submitted Proposal.

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7. EVALUATION OF PROPOSALS

7.1 By participating in this RFP process, the Proposer acknowledges that it has read, understands, and unconditionally agrees to the terms and conditions set forth in this solicitation. The Port reserves the right to reject any offer that does not comply with the requirements identified herein. Furthermore, the Port may, in its sole discretion and without notice, modify, suspend, or terminate the RFP without liability to the Port. The Solicitation does not constitute an offer to buy or create an obligation for the Port to enter into a Contract with any party, and the Port shall not be bound by the terms of any offer until the Port has entered into a fully executed Contract.

7.2 The Port reserves the right, without qualification, and in its sole discretion, to modify, suspend or withdraw this RFP, accept or reject any or all responses for any reason at any time after submission, or to enter into one or more agreements at any time with one or more respondents who, in the sole opinion of the Port, will provide the greatest value to the Port.

To that end, the Port reserves the right to contract with other than the lowest priced Proposer or with other than the respondent evidencing the greatest technical ability, if the Port, in its sole discretion, determines that to do so would result in the greatest value to the Port.

7.3 The following criteria will be considered in evaluating Proposals received in response to this

RFP:

7.3.1 Criterion 1. Company, Management Experience, and Qualifications

7.3.1.1 The Port will evaluate this criterion based on the information provided on Submittal Document 4. The Port will evaluate the proposer’s responses to questions regarding company, management experience, and qualifications focus on the experience and qualifications of both the company and its management.

7.3.1.2 Companies with experience that took place within the last five (5) years will be evaluated more favorably.

7.3.1.3 Companies that demonstrate previous experience with Airports of similar size and complexity to SEA will be evaluated more favorably.

7.3.1.4 Companies that present well-qualified management staff, provide detailed and verifiable qualifications, show a strong organizational structure, highlight successful performance, demonstrate capacity and readiness will be evaluated more favorably.

7.3.1.5 Information learned during discussions and incorporated into the final proposals may impact the final rating of this evaluation criteria.

7.3.2 Criterion 2. Quality Control and Performance Reporting The Port will evaluate this criterion based on the information provided to the Port on Submittal Document 5.

The Port will evaluate the proposer’s company based on its quality control practices, audit experience, use of technology, and the overall robustness of its quality control and performance reporting processes.

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7.3.2.2 The Port will evaluate the Proposer’s company based on the provided safety plan, security plan, training plan and proposed equipment based on information provided in Submittal Document 6 and 7, including how Proposer’s plans and equipment meet the scope of this RFP.

7.3.2.3 Companies with experience that took place within the last five (5) years will be evaluated more favorably.

7.3.2.4 Companies that provide a detailed and well-defined quality control plan, demonstrate proactive monitoring and verification methods, present clear and data-driven reporting practices, outline a structured problem-solving process, and show consistent reliability will be evaluated more favorably.

7.3.2.5 Information learned during discussions and incorporated into the final proposals may impact the final rating of this evaluation criteria.

7.3.3 Criterion 3. Performance Management and Environmental Stewardship

7.3.3.1 The Port will evaluate the Vendor’s performance management and environmental stewardship practices based on information provided to the Port in Submittal Document 8 and 9.

7.3.3.2 Companies with experience that took place within the last five (5) years will be evaluated more favorably.

7.3.3.3 Companies that demonstrate a comprehensive performance management framework, provide data-driven approaches, show a structured method for identifying and correcting performance deficiencies, highlight environmentally responsible practices, align with the Port’s environmental goals and regulatory requirements, and offer innovative sustainability initiatives will be evaluated more favorably.

7.3.3.4 Information learned during discussions and incorporated into final proposals may impact the final rating of this evaluation criteria.

7.3.4 Criterion 4. Total Price

7.3.4.1 For the award decision, the total five-year cost of ownership will be considered. The Port will review the information provided in Submittal Documents 3 and 10 when evaluating this criterion.

7.3.5 Criterion 5. Diversity in Contracting Inclusion Plan.

7.3.5.1 The Port will evaluate the Vendor’s inclusion plan detailing the anticipated diverse business participation, inclusion strategy, team composition; and affirmative efforts in seeking to meet or exceed the Port’s Diversity in Contracting aspirational goal of 20% in each service area. The Port will evaluate criterion 5 based on the information provided on submittal document 12a, 12b, and 12c. Inclusion Plan detailing the anticipated diverse business participation, inclusion strategy, team composition, and

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7.3.5.2 The Port will also evaluate proposer’s past performance on projects with diverse business participation.

7.3.5.3 Submit answers to questions 1 through 5 on Attachment D. Diversity in Contracting Inclusion Plan.

7.3.5.4 Submit answers to questions 1 through 7 on Attachment E - Affirmative Efforts and attach letter(s) of Evidence of Sub-Contract.

8. EVALUATION CRITERIA

8.1 The Port will evaluate responses in consideration of the common set of criteria listed below.

The Port reserves the right to determine, in its sole discretion, the value to the Port of any or all responses. Award will be made to the Proposer offering the best value to the Port, non-price and price factors considered. This list of criteria below may be revised via written solicitation addenda at the Port’s sole discretion.

8.2 The criteria below are listed in descending order of importance with “1” being more important than “2” and “2” being more important than “3,” and continued in that way.

1. Company and Management Experience

2. Quality Control and Performance Reporting

3. Performance Management and Environmental Stewardship

4. Total Price

5. Diversity in Contracting

8.3 The Port intends to award a contract or contracts resulting from this RFP to the responsible Proposer whose proposal represents the best value to the Port based on the Port’s assessment and evaluation in accordance with the factors and sub-factors contained in this RFP. The degree of importance of the evaluated price will increase with the degree of equality of the proposals in relation to the other factors upon which the best value determination is to be based.

9. RATINGS

9.1 All non-price criteria will be evaluated using the adjectival ratings below. The ratings reflect the degree to which the proposed approach exceeds, meets, or does not meet the minimum performance or capability requirements through an assessment of the strengths, weaknesses, deficiencies, and risks of a Proposal. Assessment of technical risk, which is manifested by the identification of technical deficiencies and/or weakness(es), considers potential for disruption of schedule, increased costs, degradation of performance, the need for increased oversight, or the likelihood of unsuccessful contract performance.

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Rating Description

Outstanding Proposal indicates an exceptional approach and understanding of the requirements and contains multiple strengths which far outweigh any weaknesses. Risk of unsuccessful performance is low.

Good Proposal indicates a thorough approach and understanding of the requirements and contains at least one strength. Risk of unsuccessful performance is low.

Acceptable Proposal meets requirements and indicates an adequate approach and understanding of the requirements. Risk of unsuccessful performance is no worse than moderate.

Marginal Proposal has not demonstrated an adequate approach and understanding of the requirements. Risk of unsuccessful performance is high.

Unacceptable Proposal does not meet requirements and therefore contains one or more significant weaknesses or deficiencies. Risk of unsuccessful performance is unacceptable. Proposal is not eligible for award.

Evaluation Definitions

Best Value means the expected outcome of a procurement that, in the Port’s estimation, provides the greatest overall benefit in response to the requirements when considering both price and non-price factors in making the contract award decision.

Deficiency is a material failure of a Proposal to meet a requirement or a combination of significant weaknesses in a Proposal that increases the risk of unsuccessful contract performance to an unacceptable level.

Significant Weakness in the Proposal is a flaw that appreciably increases the risk of unsuccessful contract performance.

Strength is an aspect of an offeror’s Proposal that has merit or exceeds specified performance or capability requirements in a way that is expected to be advantageous during contract performance.

Weakness means a flaw in the Proposal that increases the risk of unsuccessful contract performance.

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10. OUTLINE OF THE PROCUREMENT PROCESS

10.1 First Round Evaluation. Proposals will be evaluated against the stated evaluation criteria.

10.1.1 The written Proposals should address the evaluation factors in sufficient detail and be completely responsive to the instructions, requirements, and Statement of Work contained in this RFP.

10.1.2 The Port may have questions regarding the individual proposals during the initial evaluation period. The Port reserves the right to request additional information or clarification of a Proposal from none, one, any, or all Proposers.

10.1.3 Based on the initial proposal evaluation, the Port may establish a competitive range up to five (5) most highly rated proposals which may be limited to only those proposals that have a reasonable chance of award as determined by the Port. Those firms within the competitive range may be shortlisted and invited to interview.

10.1.4 The Port reserves the right to make award based on initial proposal submissions without developing a competitive range, conducting interviews/discussions, or calling for Final Proposal Revisions. Therefore, Proposers are instructed to submit their best offer from both a technical and price perspective with their initial proposal submission.

10.2 Discussions

10.2.1 Shortlisted Proposers may be asked to participate in discussions. The Port will provide specific instructions for the discussions in advance. Information learned during discussions will be used to evaluate the finalists based on the evaluation factors identified herein. Failure to agree to discussions may result in the rejection of the Proposal.

10.2.2 In its sole discretion, the Port may conduct discussions in writing in lieu of in-person.

10.3 Final Proposal Revision

10.3.1 The Port may issue addenda revising any element of this RFP at any time prior to Contract award.

10.3.2 Finalists will submit Final Proposal Revisions if requested by the Port.

10.3.3 Any Final Proposal Revisions will then be evaluated by the evaluation team in accordance with the evaluation criteria identified herein. Information gained during interviews may be considered in addition to the information contained in the Final Proposal Revisions when making the best value determination.

10.3.4 Proposers are instructed to submit their best prices and technical solution in the Final Proposal Revision submission as the Port intends to make its award decisions based on the information contained therein. Should the Port determine it is in the best interest of the Port to conduct multiple rounds of technical and/or price negotiations prior to making an award decision, the Port may do so.

10.4 Due Diligence.

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10.4.1 The Port reserves the right to evaluate information obtained from sources other than those listed by the Proposer. The information obtained may be used for the determination of responsibility and/or the best value determination for purposes of contract award.

10.5 Award Decision & Notice of Intent to Award. The best value determination and recommendation for Contract award will be made in accordance with this Section I.

10.5.1 The Port will issue a Notice of Intent to Award (NOIA) to the selected proposer (s).

10.5.2 The Port intends to execute a contract with the successful proposer based on the terms and conditions of this solicitation, including all addenda.

10.5.3 A Certificate of Insurance showing evidence of required coverage (see Contract for requirements) shall be provided within fourteen (14) days after notice of selection.

10.5.4 The Contract will be executed by the Port shortly after receiving the executed contract document from the selected proposer.

10.5.5 If a selected proposer fails to provide adequate insurance or the parties do not execute a Contract, the Port may award a contract to an alternate Proposer that offers the best value to the Port.

11. CERTIFICATE OF INSURANCE

11.1 Section II, “Sample Contract/General Terms and Conditions” item 8, sets forth the requirements as to insurance. A Certificate of Insurance showing evidence of required coverage shall be provided with delivery of the executed Contract to the Port.

12. PREVAILING WAGE

12.1 Prevailing wage will apply to this Contract as indicated in Section II, “Sample Contract/General Terms and Conditions” Item 51 and 52.

13. LABOR HARMONY

13.1 The Port has a significant proprietary interest in the success of the custodial services at the SEA Airport, and so it is in the Port’s economic interest to eliminate disruptions to its tenants’ operations due to labor disputes that can also negatively impact customers using the Airport as well as airline operations. Therefore, all Proposers must submit with their Proposal evidence that the Proposer has (1) (under Section V, Submittal Documents) entered into, or

(2) will under Section II, “Sample Contract/General Terms and Conditions, item 53” if requested by a Labor Organization within the timeframes described enter into, a “Labor Peace Agreement” that: (a) applies only to Proposer’s custodial operations at the Airport, (b) requires that the Port’s Custodial services are free from labor-related disruption of services both as to the custodial services and the general operation of the Airport, and (c) is not inconsistent with the requirements of this RFP.

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13.2 Each Labor Peace Agreement must contain a provision prohibiting the subject labor organization, its agents, representatives, and its members, and in the case of a collective bargaining agreement, all employees covered by the agreement, from engaging from any picketing, work stoppages, boycotts or any other interference with the operation of Custodial services, for the duration of the Contract.

13.3 The Labor Peace Agreement must be between the Proposer and a labor organization that seeks to represent custodial services employees (“Labor Organization”) and must remain valid and in effect for the duration of the Agreement with the Port. The details of a Labor Peace Agreement are between the Proposer and applicable Labor Organization. Thus, the Proposer is not expected to submit its Labor Peace Agreement to the Port. Nothing in this Section shall be construed as requiring a Proposer, through arbitration or otherwise, to change terms and conditions of employment for its employees, recognize a labor organization as the bargaining representative for its employees, adopt any particular recognition process, or enter into a collective bargaining agreement with a labor organization to comply with this provision.

14. EXECUTION OF CONTRACT

14.1 A copy of any contract(s) executed with subcontractor(s) consistent with the terms of Proposer’s Contract with Port shall be delivered within thirty (30) business days before the contract starts date.

15. ADDITIONAL SPACE OUTSIDE CURRENT SCOPE OF WORK

15.1 As the Airport continues to expand, we expect the Scope of Work of this contract to potentially change. Any changes to the resulting contract will be made through contract amendments and additional work will be compensated based on the pricing provided in Submittal Document 3, Pricing Schedule utilizing the frequency details included in Submittal Document 10, Quality Standards Matrix.

16. ONGOING AND OCCASIONAL CONSTRUCTION IN AIRPORT BUILDINGS

16.1 Proposers should understand that at the Airport, remodeling, renovation, reconfiguration and other construction projects inside buildings are an ongoing reality. Such work inside the Airport buildings may result in changes to architectural configuration of space and/or changes to the surface material of spaces and/or temporary additional dust, debris, soiling in certain areas under construction, and/or temporary limitation on the use of certain equipment in certain areas. Such changes shall not be a basis for a claim for additional payment by the Port.

17. BADGING

17.1 The resulting Contract from this RFP will require work to be performed within areas of the Airport controlled for security reasons. All Vendor personnel working in restricted areas shall have Port of Seattle airport-issued badges in accordance with Title 49, Code of Federal

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Regulations (CFR) Part 1540/1542 and the Airport Security Plan. Proposers should consider the impact of acquiring badges when preparing their proposals. See additional details on our website related to badging: https://www.portseattle.org/employee-services/employee-service-center.

17.2 The resulting Contract from this RFP for Zone 1 & 5 will require additional background screening, above and beyond that required to acquire an SEA security badge. Customs and Border Protection (CBP) Security Seal will be required in order to gain approved access to airport areas controlled by CBP.

End of Preparation and Submittal of Proposals https://www.portseattle.org/employee-services/employee-service-center https://www.portseattle.org/employee-services/employee-service-center

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SECTION II

SAMPLE CONTRACT/GENERAL TERMS AND CONDITIONS

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SAMPLE CONTRACT

SEA CUSTODIAL SERVICES FOR ZONE 1 & 5 AND ZONE 2

This Contract is made between the Port of Seattle (the “Port”) and ________________, (the “Vendor”), who, in consideration of the mutual promises contained herein, agree:

1. SERVICES: Vendor shall furnish the Services specified or indicated in the Contract Documents which are generally described as SEA Custodial Services for Zone 1 & 5 or Zone 2 (hereinafter also referred to as the “Services,”) as specified herein.

2. CONTRACT TERM: The initial term of this Contract shall be two (2) years with an Effective Date which commences on date, 2027. The Contract may be extended up to three (3) additional one (1) year terms, not to extend beyond date, 2032, and such extension shall be at the Port’s sole discretion and effected through a contract amendment. Any modification to the Contract term shall be issued by Contract Amendment.

• Base Period, Year 1 & 2: date, 2027—date, 2029

• Option Period 1, Year 3: date, 2029—date, 2030

• Option…