Roadway_Construction_Materials,_Debris_Disposal,_and_Hauling_Services_(Addendum_#4_Revision).pdf

Table 1: Solicitation Schedule

ITB Issued February 25, 2026

Pre-Bid Conference (Non-Mandatory) March 17, 2026, 10:30am https://teams.microsoft.com/meet/275377572869

80?p=Gg9ngwjvWDFAu4Lu6Z

Deadline For Questions March 25, 2026, 5:00pm

Sealed Bids Due to the City / Bid Opening April 8, 2026, 1:00pm https://teams.microsoft.com/meet/237479013172

61?p=4gXXGZCzIOipJH6EEU

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:

https://procurement.opengov.com/portal/seattle/projects/142599

Invitation To Bid # ITB-TR0-6544

Title: Roadway Construction Materials, Debris Disposal, and Hauling

Services https://teams.microsoft.com/meet/27537757286980?p=Gg9ngwjvWDFAu4Lu6Z https://teams.microsoft.com/meet/27537757286980?p=Gg9ngwjvWDFAu4Lu6Z https://teams.microsoft.com/meet/23747901317261?p=4gXXGZCzIOipJH6EEU

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 - Terms-and-Conditions

B - Rebate Report Template

C - HMA Materials Mix Design Submittal

D - Insurance_Requirements_and_Transmittal Form

1. BACKGROUND AND PURPOSE

1.1. Purpose and Background

The purpose of this Invitation to Bid is to solicit bids from interested Bidders for:

Scope 1: Roadway Construction Materials, Asphalt Materials and Debris Disposal

(e.g. mineral aggregate, asphalt materials, disposal of construction materials)

Scope 2: Cementitious Materials

(e.g. roadway concrete ready mix, non-roadway ready mix, CDF, and hauling service)

Scope 3: General and Roadway Debris Hauling & Related Services

(e.g. rubble hauling services to and from city facilities to disposal facilities)

The City intends to award a pool of eligible, qualified, and competitive contracts for these products and 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.

The City has held successful contracts for roadway materials, disposal services, concrete and asphalt materials, waste materials and general hauling services for several years. However, the contracts are set to expire, so the City is returning to the marketplace to establish a pool of new contracts.

The City currently holds 19 contracts with various vendors that provide a range of roadway materials, disposal services and hauling services for various zones in Seattle areas. This Invitation to Bid intends to establish a pool of vendors to replace these 19 contracts. Contracts to be replaced by this Solicitation below:

City of

Seattle

Blanket

Contract ID

Contract Title Legal Name of Organization

3780 ROADWAY

DISPOSAL

AAA MONROE ROCK CORP

3881 ROADWAY

AGGREGATE

ASPHALT DISP

LAKESIDE INDUSTRIES

3882 ROADWAY

ASPHALT AND

DISPOSAL

ICON MATERIALS INC

3883 ROADWAY

DISPOSAL SITE

LENZ ENTERPRISES INC

3815 ROADWAY

MINERAL

AGGREGATE

DISPOSAL

CEDAR MOUNTAIN

RECLAMATION LLC

3814 ROADWAY

MINERAL

AGGREGATE

DISPOSAL

GARY MERLINO

CONSTRUCTION CO

3880 ROADWAY

MINERAL

AGGREGATE

DISPOSAL

MARONI CONSTRUCTION

INC

3813 ROADWAY

MINERAL

AGGREGATE

DISPOSAL

RENTON CONCRETE

RECYCLERS

3816 ROADWAY

MINERAL

AGGREGATES

GARY MERLINO

CONSTRUCTION CO

4494 ROADWAY

CONCRETE

DELIVERY

TRINITY DEVELOPMENT

CORPORATION

4264 ROADWAY

CONCRETE

SUPPLY

GARY MERLINO

CONSTRUCTION CO

4492 ROADWAY

CONCRETE

SUPPLY/DELVRY

SALMON BAY SAND &

GRAVEL CO

4493 ROADWAY

CONCRETE

SUPPLY/DELVRY

GLACIER NORTHWEST INC

4632 ROADWAY

AGGREGATE

SAND/GRAVEL

GLACIER NORTHWEST INC

6154 BLDG SVCS SDOT

DEBRIS HAULING

MARONI CONSTRUCTION

INC

5132 BLDG SVCS SDOT

DEBRIS HAULING

NEWELL BROTHERS INC

5133 BLDG SVCS SDOT

DEBRIS HAULING

RIVERS EDGE

ENVIRONMENTAL SERVICES

INC

6054 ROADWAY -

General Debris

Hauling and

Related Services

MAKS DUMP TRUCK LLC

6025 ROADWAY -

CONCRETE

DELIVERY SUPPLY

ONLY

GARY MERLINO

CONSTRUCTION CO

In 2024, the City’s total usage for all contracts was approximately $5.5 million. The City does not guarantee usage of the contracts resulting from this solicitation. Multiple vendors for hauling services will be rotated to the city’s best ability. The Parks Department, Seattle City Light, Seattle Public Utilities, and Seattle

Transportation Department are the primary users of the contracts.

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: February 25, 2026

Pre-Bid Conference (Non-Mandatory): March 17, 2026, 10:30am https://teams.microsoft.com/meet/275377 57286980?p=Gg9ngwjvWDFAu4Lu6Z

Deadline For Questions: March 25, 2026, 5:00pm

Sealed Bids Due to the City / Bid Opening: April 8, 2026, 1:00pm https://teams.microsoft.com/meet/237479 01317261?p=4gXXGZCzIOipJH6EEU

2. SOLICITATION OBJECTIVES

The City expects to achieve the following through this solicitation:

https://teams.microsoft.com/meet/27537757286980?p=Gg9ngwjvWDFAu4Lu6Z https://teams.microsoft.com/meet/27537757286980?p=Gg9ngwjvWDFAu4Lu6Z

• Pool of vendors that supply a part of, or all of, various roadway materials, disposal services and general hauling services.

• Depth and diversity of vendors that (i) meet the City’s needs during normal city operations and emergencies and (ii) provide priority service and sales to the City during emergencies and disasters where supply and waste disposal are at peak loads.

• Identification of Plant Opening Fees for non-standard operating hours.

• Roadway materials that pass material testing and approval requirements and non-standard specialty items or the option for custom mixes.

• Easy-to-access locations for the City’s crews to dispose of waste and debris.

• Achieve a rebate: A 3% rebate offer is required on all bids.

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:

• Vendor employees who deliver mineral aggregate, asphalt, nonstandard bituminous, cementitious materials, or perform general and roadway debris hauling must have CDL – Class A or Class B CDL with

Air Brake Endorsement.

4. SPECIFICATIONS AND SCOPE OF WORK

4.1. Rebate

Rebates: A 3% rebate offer is required on all bids, so the rebate will not be tabulated in the calculation and tabulation as a separate factor.

4.2. Summary

The City of Seattle is seeking to procure a range of roadway construction materials, including but not limited to asphalt materials, cementitious materials, and related hauling services. This solicitation encompasses three primary scopes of work:

A. Roadway Construction Materials, Asphalt Materials, and Debris Disposal

B. Cementitious Materials

C. General and Roadway Debris Hauling & Related Services

This contract will establish a pool of eligible vendors from which the City can make orders as needed. The selection of the vendor will be at the discretion of the City department placing the order, providing flexibility to meet varying project demands.

Detailed Specifications

Scope #1: Roadway Construction Materials, Asphalt Materials, and Debris Disposal

Vendors shall provide the following materials and services:

A. Mineral Aggregate: The vendor shall supply various types of mineral aggregates as per City standard specifications, including but not limited to crushed rock, gravel, sand, and base course material. All aggregate materials must conform to the City of Seattle Standard Specifications for Road, Bridge, and

Municipal Construction.

A. Asphalt Materials: The vendor shall furnish hot-mix asphalt conforming to City of Seattle Standard

Specifications for Road, Bridge, and Municipal Construction.

B. Debris Disposal: Vendors shall provide debris disposal services, including recycling and environmentally responsible disposal of construction waste. Disposal practices must align with the

Seattle Municipal Code (SMC) Section 21.36.

Scope #2: Cementitious Materials

Vendors shall provide and deliver the following cementitious materials:

A. Roadway Concrete Ready Mix: The vendor shall provide Type 1 and Type 2 ready-mix concrete, which meets the requirements of AASHTO M 157 and conforms to City standards for compressive strength and durability suitable for roadway applications.

B. Non-Roadway Ready Mix: Non-roadway concrete mixtures shall consist of the appropriate cementitious materials suitable for structural or architectural applications, with specifications in accordance with City of Seattle Standard Specifications for Road, Bridge, and Municipal Construction.

C. Controlled Density Fill (CDF): The vendor shall supply CDF that meets the requirements outlined in City of Seattle Standard Specifications for Road, Bridge, and Municipal Construction for mixtures intended to fill voids and support structures.

D. Hauling Service: The vendor shall provide transportation services to deliver all cementitious materials to specified job sites within the City limits. Fleet vehicles must comply with State and Local

Environmental Regulations and adhere to weight limits as specified by WSDOT.

Scope #3: General and Roadway Debris Hauling & Related Services

Vendors shall provide the following hauling and related services:

A. Rubble Hauling: The vendor shall provide hauling services for all types of rubble generated by construction activities, ensuring all debris is collected, sorted, and disposed of per Seattle Public

Utilities (SPU) guidelines.

B. Transportation to Disposal Facilities: All rubble must be transported to authorized disposal facilities that comply with local regulatory standards, including recycling facilities and landfills used by the City.

https://www.seattle.gov/utilities/construction-resources/standards-and-guidelines/standard-specs-and-plans https://www.seattle.gov/utilities/construction-resources/standards-and-guidelines/standard-specs-and-plans https://library.municode.com/wa/seattle/codes/municipal_code/305817?nodeId=TIT21UT_SUBTITLE_IIISOWA https://store.transportation.org/Item/PublicationDetail?ID=5420

C. Record-Keeping: The vendor is responsible for maintaining accurate records of debris quantities and types transported and disposed of, which must be made available upon request by the City.

Service Requirements

The following service requirements must be adhered to by all vendors:

A. Quality Assurance: All materials provided must adhere to specified quality standards, testing protocols, and certifications as required by the City of Seattle and relevant local jurisdictions.

B. Safety Compliance: Vendors must follow all safety regulations and best practices outlined by the Occupational Safety and Health Administration (OSHA) and local utility associations during the provision of materials and services.

C. Equipment and Vehicles: All equipment and vehicles used for material delivery and debris hauling must be in good working condition, regularly maintained, and compliant with local emissions standards.

D. Timely Delivery: Vendors are required to deliver materials/services on time as scheduled, with the understanding that delays may affect project timelines.

E. Staff Training: All personnel involved in material handling and transportation must be trained on safe work practices and competent in their respective tasks as per industry norms.

Delivery Requirements

All deliveries shall meet the following requirements:

A. Delivery Locations: Materials and services must be delivered to designated locations within the city, as specified in individual purchase orders.

B. Notification Procedures: Vendors must provide advance notification of deliveries, including estimated arrival times, to the City department coordinating the order.

C. Delivery Documentation: Upon delivery, vendors must provide documentation detailing the material type, quantity, delivery date, and location to the City’s representative.

D. Inspection and Acceptance: All delivered materials will be subject to inspection by the City or its authorized agents before acceptance. Any discrepancies or defects identified during inspection must be rectified by the vendor at no additional cost.

E. Waste Handling: The vendor is responsible for ensuring proper management of all waste materials generated during delivery, including cleanup, to maintain site safety and compliance.

The City of Seattle aims to award contracts that provide competitive pricing, quality products, and reliable services to fulfill its roadway construction and maintenance needs.

4.3. Scope #1 - Roadway Construction Materials, Asphalt Materials and Debris Disposal

City of Seattle Standard Specifications and Specification Sheets: The most current adopted City of Seattle

Standard Specifications for Road, Bridge, and Municipal Construction and Specification Sheets (“Standard

Specifications”) apply to the roadway materials and the disposal services provided under the awarded contract. The most current specifications and plans can be found using the following link:

Standard Specifications and Plans - Utilities | seattle.gov

Deliverables: Vendors shall provide part of, or all of, the various roadway materials or disposal services listed in the Bid Offer Form.

Disposal Definitions:

"Landfill” means a disposal facility or part of a facility at which solid waste is permanently placed in or on land, and which is not a land spreading disposal facility or a composting facility.

“Clean Fill” means natural soils, stones, rocks, and other wastes which are not Hazardous or Dangerous.

“Hazardous or Dangerous” means wastes generated during the cleanup of a hazardous waste site, corrective actions, or other clean-up activities and which contain harmful substances and designate as dangerous wastes, Chapter 173-303 WAC.

“Contaminated Fill” means soils and debris wastes contaminated with heavy metals, total petroleum hydrocarbons (TPH), polycyclic aromatic hydrocarbons (PAH), or other regulated contaminants, above MTCA

Method A Unrestricted Land-use Clean-up Levels, Chapter 173-340 WAC. Contaminated Fill at no time designates as Dangerous or Hazardous Waste. Contaminated wastes are regulated and must be managed according to State regulations.

“Sewer Grit” means solids removed from the City’s sanitary or combined sewer system and screened to decant the liquids.

Material Testing and Acceptance after Contract Award: The City reserves the right to test materials before the City determines whether to accept the materials. Except for materials previously tested and accepted by the City, vendors should expect most materials to require testing. Furthermore, the City reserves the right to reject and remove from the contract any material the City deems unsuitable for use in the City’s projects, at any time, during or after bidding.

The City will conduct testing based on the type of materials requested by a City Department. If a request is made for STANDARD materials, the City will base testing and approval on the materials’ conformance with the

Standard Specifications. If the material is not compliant with the Standard Specifications, the City will not allow sales of that material through the contract. STANDARD materials are materials that the City uses routinely and whose requirements are outlined in the Standard Specifications.

If a request is made for NONSTANDARD materials, the City will base testing and approval on the materials’ conformance with any referenced specification and the product description provided by the vendor in the

Manufacturer’s Certificate of Compliance. NONSTANDARD materials are materials that the City uses in specialized applications where a specification may or may not exist for the material.

Manufacturer’s Certificate of Compliance: When required by the City at time of purchase or delivery, Vendor shall provide a Manufacturer’s Certificate of Compliance, as outlined in Standard Specification Section 1-06.3.

https://www.seattle.gov/utilities/construction-resources/standards-and-guidelines/standard-specs-and-plans https://app.leg.wa.gov/wac/default.aspx?cite=173-303 https://app.leg.wa.gov/wac/default.aspx?cite=173-340

Hot Mix Asphalt (HMA) Mix Design Submittal: A copy of the HMA Mix Design Submittal is embedded as an attachment in the solicitation for vendors that supply HMA mix products that have not previously been approved by the City testing lab. Please note that the HMA Mix Design Submittal is NOT submitted at the time of your bid but may be provided should a vendor be awarded a contract.

Prevailing Wage: If mineral aggregate, asphalt, or nonstandard bituminous materials are delivered by the vendor, prevailing wage compliance is required.

Service Area: Primary service area is considered the Seattle City Limits. Contract may be used at remote locations, including:

Location Name Address

Cedar River Municipal Watershed 19901 Cedar Falls

Road SE, North

Bend, WA 98045

Lake Youngs Reservoir 18015 SE Lake

Youngs Rd, Renton, WA 98508

Rattlesnake Lake Recreational Area 17905 Cedar Falls

Road SE, North

Bend, WA 98045

Landsburg Fish Ladder 28700 SE 252nd

Place, Ravensdale, WA 98051

South Fork Tolt Municipal Watershed 13510 Carnation

Duvall Rd, Duvall, WA 98109

Tolt Regulating Basin, Tolt Dam, and Tolt

Treatment Facility

12910 Kelly Road

NE, Duvall, WA

98019

The City may add additional remote locations as needed.

4.4. Scope #2 - Cementitious Materials

City of Seattle Standard Specifications and Specification Sheets: The most current adopted City of Seattle

Standard Specifications for Road, Bridge, and Municipal Construction and Specification Sheets (“Standard

Specifications”) apply to the cementitious materials provided under the awarded contract. The most current specifications and plans can be found using the following link:

Standard Specifications and Plans - Utilities | seattle.gov

Deliverables: Vendors shall provide part of, or all of, the various cementitious materials and delivery services listed in the Bid Offer Form.

Material Testing and Acceptance after Contract Award: The City reserves the right to test materials before the City determines whether to accept the materials. Except for materials previously tested and accepted by the City, vendors should expect most materials to require testing. Furthermore, the City reserves the right to reject and remove from the contract any material the City deems unsuitable for use in the City’s projects, at any time, during or after bidding.

The City will conduct testing based on the type of materials requested by a City Department. If a request is made for STANDARD materials, the City will base testing and approval on the materials’ conformance with the

Standard Specifications. If the material is not compliant with the Standard Specifications, the City will not allow sales of that material through the contract. STANDARD materials are materials that the City uses routinely and whose requirements are outlined in the Standard Specifications.

If a request is made for NONSTANDARD materials, the City will base testing and approval on the materials’ conformance with any referenced specification and the product description provided by the vendor in the

Manufacturer’s Certificate of Compliance. NONSTANDARD materials are materials that the City uses in specialized applications where a specification may or may not exist for the material.

Manufacturer’s Certificate of Compliance: When required by the City at time of purchase or delivery, Vendor shall provide a Manufacturer’s Certificate of Compliance, as outlined in Standard Specification Section 1-06.3.

Concrete Mix Approval is per the City of Seattle Standard Specifications, current version in Section 5-05.3

Construction requirements, subsection 5-05.3(1) Concrete Mix Design. Please note that the Concrete Mix

Approval is NOT submitted at the time of your bid but may be provided should a vendor be awarded a contract.

Prevailing Wage: If cementitious materials are delivered by the vendor, prevailing wage compliance is required.

Service Area: Primary service area is considered the Seattle City Limits. City may add additional remote locations as needed.

4.5. Scope #3 - General and Roadway Debris Hauling & Related Services

City of Seattle Standard Specifications and Specification Sheets: The most current adopted City of

Seattle Standard Specifications for Road, Bridge, and Municipal Construction and Specification Sheets

(“Standard Specifications”) apply to the hauling and disposal services provided under the awarded contract. The most current specifications and plans can be found using the following link:

Standard Specifications and Plans - Utilities | seattle.gov

Scope of Work:

1. The work consists of hauling debris deposited in the City yards as directed by authorized City department personnel. The debris shall include general and roadway debris, concrete waste, asphalt https://www.seattle.gov/utilities/construction-resources/standards-and-guidelines/standard-specs-and-plans https://www.seattle.gov/utilities/construction-resources/standards-and-guidelines/standard-specs-and-plans waste debris, and/or green/organics. Vendor must provide mechanical equipment to reasonably compact debris into the Vendor's trucks and trailers and other related services as requested by the

City. The Vendor shall provide safety training for their drivers. The City Department will pay for disposal costs. Do not include disposal costs in hourly rates on the bid form.

2. The Vendor could be hired to haul material to and from various project locations throughout the

Seattle area and other City properties.

3. The Vendor shall provide dump trucks and similar related equipment for debris hauling legally fit for travel on the road, trained personnel, and if applicable subcontractors to execute the removal of debris in the designated City locations. Upon arrival at work site vendor must have equipment that meets all safety requirements, is in good working condition and has required load covers. Failure to comply upon arrival will result in equipment turned away and not loaded. Vendor will bear the costs associated with that trip if turned away.

4. The Vendor and any subcontractors shall provide drivers that have current Commercial Driver’s License number with appropriate endorsement. Drivers must be in good standing as declared by the National

Driver Register File Check. Vendor bears all responsibility for driver compliance.

5. The Vendor shall strictly adhere to all Truck Routes http://www.seattle.gov/transportation/permits-and-services/permits/stt-downtown-traffic-control-zone and traffic control measures as outlined in the current City of Seattle Traffic Control Manual http://www.seattle.gov/transportation/document-library/manuals/traffic-control-manual. Most debris will be picked up for disposal from one of the

City’s holding yards. No work under this contract will be performed on Public Works construction sites or in Right of Way.

6. A City Department Project Manager will request work to be done on debris volume basis and shall specify, as a minimum, the following information, and provide it in writing to vendor at least 48 hours in advance.

a. Full description of work required

b. Date work must start and /or be completed by.

c. Exact location of the work.

d. The time and location if a site visit is required prior to authorization of work.

e. Any other special information required to successfully perform the work.

7. The City debris loader operator shall keep a Truck Vendor Tracking Log of truck arrival and departure.

Locations of Work:

1. City of Seattle yards are located below:

a. SDOT 714 S. Charles St- between 7th and 8th Ave S. on Dearborn St.

http://www.seattle.gov/transportation/permits-and-services/permits/stt-downtown-traffic-control-zone http://www.seattle.gov/transportation/permits-and-services/permits/stt-downtown-traffic-control-zone http://www.seattle.gov/transportation/document-library/manuals/traffic-control-manual http://www.seattle.gov/transportation/document-library/manuals/traffic-control-manual

b. SDOT West Seattle Yard- 9200 8th Ave SW

c. SDOT Haller Lake Yard- 12600 Stone Ave N

d. SPU Mead Street 5801 1st Ave S Seattle WA

e. SPU Kent Highlands Landfill 23076 Military Rd S Kent, WA

f. SPU Midway Landfill 24808 Pacific Highway S Kent, WA

2. The City reserves the right to utilize this contract at other City properties located throughout and outside of King County.

General and Roadway Debris Hauling Description:

A. This section covers the requirements for furnishing labor, equipment, transportation, and supervision to perform debris hauling from City yards.

B. The volume of work and the rate of execution of the work will be controlled by budgetary constraints, required notification procedures, weather conditions, and workloads.

C. General and technical questions relating to the project shall be directed to the City department Project

Manager.

Vendor's Crews:

1. Vendor Crew structure and equipment requirements will be decided on a case by case basis and confirmed in writing between City department and the Vendor.

2. Supervisor. The Vendor shall also provide one Supervisor available to the City equipped with cellular phone throughout the duration of this contract.

3. All of the Vendor's Crews working on this contract will have cellular phone capabilities for communication with City departments.

4. Any alterations to the scheduled work will be transmitted in writing to the Vendor by the City department and shall not be considered either to waive any conditions of the contract or to invalidate any of the provisions thereof.

Time Schedule:

1. Commencement of the work shall be coordinated with the City Department. Work will generally occur on weekdays only between the hours of 6:00 am to 5:00pm. Work at different days and times require written approval of the Project Manager.

2. Vendor shall adhere to the Seattle Municipal Code regarding noise control as stated in SMC 25.08

Subchapter III Environmental Sound Levels.

3. Within these assignment workloads, the Vendor will be allowed the flexibility to work according to any approved schedule.

4. The City shall notify the Vendor in writing prior to commencement of work, of the locations and crews within the assigned area and volumes of debris hauling to be done for that day(s).

5. The Vendor shall show proper identification and work order/PO number issued by the City prior to entering City premises.

6. The City estimates that it can cycle 4-5 loads per truck daily and that shall be used as the basis for the per ton pricing.

Change Orders and Cancellation of Work Orders

1. All change order requests, and cancellation of work orders shall be documented in writing by City

Project Manager and must be appropriate based upon this solicitation’s requirements.

2. Change orders to work order requests can be made verbally when circumstance require it but must be documented in writing.

3. Change orders involving cancellation or changes in service shall be made 48 hours in advance or be subject to a truck and driver cancellation charge of 4 hours.

Inspection and Acceptance

1. The Vendor shall give the Project Manager notice when the work has been completed and is ready for inspection. The Vendor at the Vendor's expense shall correct all rejected work.

2. The Vendor shall provide load tickets on all work done with specificity (e.g. street address) where debris was picked up, the amount of load picked up, hauled, reduced, and disposed of and submit copies to the City Project Manager for contract documentation.

a. The City will be billed directly by the disposal facility based on load tickets submitted by the vendor.

3. Upon acceptance of work by the City Project Manager, the Vendor will be notified and payment for the work will be approved through vendor submission of a properly completed invoice.

4. Invoice shall be prepared citing the blanket contract, and work order/PO number assigned as follows:

a. date of performance,

b. City project manager name,

c. department,

d. division and contact phone number,

e. location(s) of where debris was picked up,

f. the amount picked up, hauled, reduced, and disposed of with the final unit pricing per the contract to the City and

g. sent directly the City Department’s Accounts Payable contact

Prevailing Wage: When performing Scope #3 - General and Roadway Debris Hauling & Related Services, prevailing wage compliance is required.

Subcontracting:

1. Vendor shall not subcontract any of its obligations under this Contract without Seattle’s written consent from the department Project Manager, which may be granted or withheld in Seattle’s sole discretion. Project Manager will then notify City Purchasing of its Consent. City Purchasing shall then document the file and check L&I requirements have been met.

2. If subcontractor is replaced at any time, vendor must let the City know immediately. Requesting department and City Purchasing need to approve any new subcontractors.

3. Vendor shall ensure that all subcontractors comply with the obligations, requirements and terms and conditions of the contract. Seattle’s consent to subcontract shall not release the Vendor from liability under this Contract, or from any obligation to be performed under this Contract, whether occurring before or after such consent to subcontract.

Debris Characteristics and Worksite Conditions:

1. The Vendor can expect much of debris to be asphalt, concrete, mud, dirt, and organics.

2. The percentage of organic debris versus asphalt the City currently has in their yards is approximately

10% organic to 90% asphalt, concrete, mud, and dirt.

3. The City expects 90% of the jobs will be in the City yards and 10% to be Citywide including all parks.

4. The City will not have anything toxic dumped in their yards. Any hazardous materials will automatically be handled by the City vendors who have contracts for that type of material.

5. There are multiple Project Managers per department on this contract.

6. The City departments will provide the loader and operator to assist the debris hauling vendors with the loading of materials into their trucks from the City yards.

7. The City is seeking vendors for all size jobs under this contract as this will be utilized citywide.

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. all business days except City holidays. If your standard operating hours are otherwise, notify City Purchasing. Depending on the Department needs, hours similar to, but not exactly the same as the 7:00 a.m. to 5:00 p.m. schedule may be accepted by the

City as compliance to this requirement.

5.2. Adequate Inventory and Response Times

The vendor shall provide five (5) business days’ response time and delivery for most new orders placed by the

City. Vendor will maintain adequate inventory to stock and provide same-day response on the most frequently ordered items, allowing City employees to purchase products or parts at the Vendor location within the same-day of placing the order.

5.3. Pick-up Option

City employees may pick up orders at the Vendor location. Vendor shall require a City ID and the employee’s

Washington Driver’s license, City shop assignment and City equipment number when placing and picking up an order.

5.4. Delivery Option

The Vendor shall provide a delivery service for routine orders. The Vendor will pick up or deliver products to the

City location specified. There will be no charge for delivery, unless specified in the Bid.

5.5. No Minimum Order Quantities

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

5.6. Warranty

The Vendor warrants all 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.

5.7. 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.

5.8. 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.

5.9. 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. Rebate

The City requires a 3% rebate from the successful vendor(s). The rebate shall be 3% of total money spent by the

City with the vendor each year. If the vendor agrees to Interlocal Agreement Sales on the Offer Form, sales conducted within this contract authority to other jurisdictions shall also incur the 3% rebate which shall be calculated and paid to the City of Seattle, unless the City instructs the vendor otherwise through written notice.

The total rebate due to the City shall be paid in check to the City of Seattle, Department of Finance and

Administrative Services (FAS), Attn: Accounting – Purchasing Rebates, PO Box 94689, Seattle WA 98124-4689.

Send a “copy” of the rebate check with any supporting documents to PO Box 94687, Seattle WA 98124-4687.

For the first year, rebates will be made for total payments made to the Vendor under this Contract, starting from Contract award to June 30. For every year thereafter, the rebates will be made for total payments made to the Vendor for the period starting from July 1 of each year to June 30 of the following year.

Vendor shall track payments made by other Agencies utilizing this Contract via Interlocal Agreement on the

Rebate Report, included in the Attachments section. The City will provide the Vendor with a report showing the City’s payments to the Vendor for the appropriate time period. Rebates will be due 30 days from Vendor’s receipt of the City’s report.

All monies spent between the City and the vendor are part of the rebate calculation, unless the vendor can differentiate a spend category or separate contract not associated with the contract. If the Vendor’s records conflict with the City’s reports, Vendor shall contact the buyer and provide supporting documentation which comprise of a report showing the 1) City Ordering Department/ Other Public Agency using this contract, 2)

Invoice Number, 3) Date of Invoice, 4) Dollar Amount “excluding” tax, 5) Any other relevant information. This report should also show all credits and returns made by the City Departments.

If the rebate is late, the City reserves the right to “hold” all future invoice payments until the rebate has been issued, or to withhold the rebate amount from the next invoice payment due to the vendor.

6.2. Test Samples

Once the contract is executed, the City may require the vendor to submit a test or sample of the product. If the product is custom-designed, the cost of the custom production may be charged to the City at a mutually agreed upon cost. If the product demonstrated does not meet performance and/or capability requirements in the opinion of the City, the City will notify the Vendor. The Vendor may be asked to modify the product to the

City’s satisfaction and submit a new product sample at no additional cost to the City unless mutually agreed upon otherwise in advance of such costs being incurred, or the City may terminate the contract.

6.3. Contract Term

This contract shall be for one-year with six (6) 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 in Supporting Attachments). The Vendor may provide a notice to not extend but must provide such notice at least 45 days prior to the annual renewal date.

6.4. 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.

6.5. 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.

6.6. 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.

6.7. Background Check And Immigrant Status

The City may require background checks for the Vendor, as well as some or all of their employees and contracted workers who may perform work under this Agreement. The City reserves the right to require such background checks at any time. The City has strict policies regarding the use of background checks, criminal checks, and immigrant status for contract workers. The policies are incorporated into this Agreement and available for viewing on-line at http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks.

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

6.8. 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 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.

6.9. Work Order Quotations

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

6.10. 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. 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.

7.2. PBT Free Specification - Persistent Bioaccumulative Toxic (PBT) Chemicals – Mercury, Dioxin, PCB, PBDE, Lead, PVC and other http://www.seattle.gov/laborstandards https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program

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

7.3. General and Environmental Indemnification

The Contractor shall take all necessary precautions for prevention of accidents, injuries and property damage.

The Contractor shall indemnify, release, defend and hold the City and its officers, employees, and agents harmless from and against any and all (1) losses, claims, demands, actions, causes of action, damages, liabilities, judgments and expenses (including reasonable attorneys’ fees and expenses and consulting fees and expenses) and (2) all other losses, claims, demands, actions, causes of action, damages, liabilities, judgments and expenses (including reasonable attorneys’ fees and expenses and consulting fees and expenses) relating to any hazardous, dangerous or toxic material, waste, or substance, or other pollutant or contaminant, or to compliance with any Environmental or Safety Law; arising out of or resulting from:

1. the Contractor’s performance or lack of performance under this Contract,

2. the violation of law or breach of this Contract by the Contractor or any of its employees, agents, or contractors, or

3. the release of any hazardous, dangerous or toxic material, waste, or substance, or other pollutant or contaminant resulting from Contractor’s performance or lack of performance under this Contract or from the violation of law by, breach of this Contract by, or act or omission of the Contractor or any of its employees, agents or subcontractors under this Contract.

When the Contractor learns of a claim, or of circumstances reasonably likely to give rise to a claim, against the

Contractor or the City, the Contractor shall immediately notify the City. In the event that any suit or claim based upon any such loss, claim, action, damage, expense, or liability is brought against the City, the

Contractor, upon notice of the commencement thereof, shall defend the same at its sole cost and expense, except that the City may, at its option and the City’s cost, participate in the defense with counsel of its choosing. If any final court judgment, alternative dispute resolution award or settlement be adverse to the

City based on the City’s sole negligence, the Contractor shall not be obligated to pay the judgment, award or settlement. In such case where the Contractor is not obligated to pay, if the City required the Contractor to undertake the City’s defense, the City shall reimburse to the Contractor the amount of any reasonable attorney fees, litigation expenses and costs incurred by the Contractor in defending the City.

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

If both (1) a court of competent jurisdiction issues a final determination that RCW 4.24.115 governs the liability and no appeal of such determination is pending and (2) the liability was caused by or resulted from the concurrent negligence of (a) the Contractor or its officer, agent or employee and (b) the City or its officer, agent or employee, then these indemnity provisions shall be valid and enforceable only to the extent of the

Contractor’s negligence.

The Contractor shall pay every judgment, alternative dispute resolution award, settlement, and other liability for which the Contractor is responsible when payment is due. If the Contractor fails to do so, and the City pays the liability, the Contractor shall pay the City interest at the statutory rate for judgments, accruing from the date the City pays the liability.

The provisions of this section shall survive any termination or expiration of this Contract. In the event that this section conflicts with any other provision of the Contract, this section shall control. The Contractor expressly waives, with respect to the City only, its immunity under RCW Title 51, Industrial Insurance.

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.