Security_Services_for_Seattle_Public_Utilities.pdf

Table 1: Solicitation Schedule

ITB Issued September 4, 2026

Pre-Bid Conference (Non-Mandatory) September 15, 2026, 1:00pm

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Join on a video conferencing device Tenant key: seattle@m.webex.com Video ID: 117 585 601 3

Deadline For Questions October 12, 2026, 3:00pm

Invitation To Bid # SU0-6595

Title: Security Services for Seattle Public Utilities https://teams.microsoft.com/meet/218592112221641?p=9TbefUJAvcRN0e5rXh https://teams.microsoft.com/meet/218592112221641?p=9TbefUJAvcRN0e5rXh mailto:seattle@m.webex.com

Sealed Bids Due to the City / Bid Opening October 19, 2026, 3:00pm

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Meeting ID: 277 030 187 798 633 Passcode: RG6zU36q

Dial in by phone +1 206-686-8357,,170622284# United States, Seattle Find a local number Phone conference ID: 170 622 284#

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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/160483 https://teams.microsoft.com/meet/277030187798633?p=u7xjcCkIUrMJrFn1Aw https://teams.microsoft.com/meet/277030187798633?p=u7xjcCkIUrMJrFn1Aw

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. LICENSING AND BUSINESS TAX REQUIREMENTS

9. BID INSTRUCTIONS AND INFORMATION

10. ETHICS CODE

11. EVALUATION

12. AWARD AND CONTRACT EXECUTION

13. BID FORM

14. BID SUBMITTAL

Attachments:

A - Daily Activity Log

B - Terms-and-Conditions_6595

C - Insurance_Requirements_and_Transmittal_6595

1. BACKGROUND AND PURPOSE

1.1. Purpose and Background

Seattle Public Utilities (SPU) is seeking a vendor for unarmed security services for SPU facilities and infrastructure within the Water, Drainage and Wastewater, Solid Waste, and Resource Management Divisions

(“SPU Assets”). SPU Assets are throughout Seattle and King County.

1.2. Single Award

The City intends to award one contract and does not anticipate multiple awards. Regardless, the City reserves the right to make multiple or partial awards.

1.3. Bid Timeline

ITB Issued: September 4, 2026

Pre-Bid Conference (Non-Mandatory): September 15, 2026, 1:00pm

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/218592 112221641?p=9TbefUJAvcRN0e5rXh

Meeting ID: 218 592 112 221 641

Passcode: ir7jz9tU

Dial in by phone +1 206-686-8357,,267456932# United States, Seattle Find a local number Phone conference ID: 267 456 932#

Join on a video conferencing device Tenant key: seattle@m.webex.com Video ID: 117 585 601 3

Deadline For Questions: October 12, 2026, 3:00pm https://teams.microsoft.com/meet/218592112221641?p=9TbefUJAvcRN0e5rXh https://teams.microsoft.com/meet/218592112221641?p=9TbefUJAvcRN0e5rXh

Sealed Bids Due to the City / Bid Opening: October 19, 2026, 3:00pm

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/277030 187798633?p=u7xjcCkIUrMJrFn1Aw

Meeting ID: 277 030 187 798 633 Passcode: RG6zU36q

Dial in by phone +1 206-686-8357,,170622284# United

States, Seattle Find a local number Phone conference ID: 170 622 284#

Join on a video conferencing device

Video ID: 115 996 248 1

2. SOLICITATION OBJECTIVES

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

• Ensure Safety and Security: Provide reliable security guard services, including fixed-post, roving patrols, and mobile response, to safeguard SPU staff, assets, facilities, and the public.

• Establish a Qualified Vendor: Identify a security contractor capable of meeting SPU’s routine, emergency, and surge staffing needs.

• Support Operational Continuity: Maintain uninterrupted utility operations by protecting critical infrastructure from unauthorized access, theft, vandalism, and other security risks.

• Enable Flexible Service Deployment: Allow SPU to assign work quickly to a vendor with expertise, staffing availability, and price competitiveness.

• Promote Accountability and Professional Standards: Ensure security personnel meet minimum training, licensing, and performance requirements, and uphold standards of professionalism, customer service, and cultural competency.

• Enhance Emergency Preparedness: Secure access to qualified security resources during emergencies, natural disasters, or heightened security situations.

https://teams.microsoft.com/meet/277030187798633?p=u7xjcCkIUrMJrFn1Aw https://teams.microsoft.com/meet/277030187798633?p=u7xjcCkIUrMJrFn1Aw

• Advance Equity and Sustainability Goals: Encourage participation from diverse businesses, including women- and minority-owned firms, and align with SPU and City of Seattle’s equity and sustainability objectives.

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 must have a minimum of three years of continuous experience during which time direct security guard patrol services (i.e., foot and vehicle patrol services) and fixed-post guard services were the primary business service.

• Vendor must have successfully performed at least one contract with a public or private agency within the last three years with volumes and services similar to those expected by the City for this Vendor.

• Vendor must be licensed to perform the specific assigned duties under the awarded contract at the time of bid in accordance with RCW 18.170 - Security Guards and WAC 308-18 - Private Security Guard

Companies and Private Security Guards.

4. SPECIFICATIONS AND SCOPE OF WORK

4.1. Overview

Seattle Public Utilities (SPU) is seeking a Vendor to provide unarmed security guard services, including foot and/or vehicle patrol and fixed-post coverage at SPU facilities and infrastructure across Seattle and King

County. These assets include those operated by the Water, Drainage and Wastewater, Solid Waste, and

Resource Management Divisions (“SPU Assets”).

Fixed-post security refers to security guard services performed at a designated, stationary location. The guard remains assigned to a specific post—such as an entrance, gate, lobby, control room, or facility perimeter point—to provide continuous monitoring, access control, deterrence, and incident reporting.

Personnel performing security services under this contract are not to exercise any power of arrest.

SPU currently has contract #6823, formerly Contract #3664, in place for these services. SPU spent approximately $400,000 on services in 2025.

4.2. Vendor Administrative Requirements

Office Contact

The Vendors office must be reachable by phone, text, or email, with a contact person familiar with the SPU account available to respond 24 hours a day, 7 days a week, including City holidays. Vendors must provide 24/7 emergency dispatch or an on-call supervisor for staffing, after-hours and emergency situations.

Key Control Vendors must maintain strict control of all SPU-issued keys and keycards. Duplication or unauthorized removal of keys is strictly prohibited. In the event of loss or unauthorized duplication, the vendor will be responsible for re-keying costs, up to

$100,000.

Key Return All keys and keycards must be returned to SPU within 24 hours of an employee’s removal from the SPU account.

4.3. Vendor Personnel Requirements

Vendors shall provide unarmed security services for coverage at SPU facilities and locations.

Security Personnel

Vendor must ensure their personnel have:

• Legal authorization to work in the United States

• Proficiency in English (verbal and written communication)

• Valid First Aid and CPR certification (at vendor’s expense)

• Clean, professional appearance and adherence to the Vendor's uniform standards

• Valid, visible photo identification while on duty

• Earned a high school diploma or GED

• Compliance with RCW 18.10 - Security Guards

Training

Vendor must cover:

• Safety procedures and hazard identification

• Review of SPU facilities with the SPU Security Manager to understand security needs

• Public/customer service and conflict de-escalation

• Emergency procedures, including CPR, AED, fire safety

• Reporting, documentation, and communication skills

• Rules of conduct, grooming standards, and use of force limitations

• Compliance with WAC 308-18 - Private security guard companies and private security guards https://app.leg.wa.gov/rcw/default.aspx?cite=18.170 https://app.leg.wa.gov/WAC/default.aspx?cite=308-18

Background Check Requirements

Vendors must conduct comprehensive pre-employment background checks on all assigned personnel.

Individuals with the following may not be assigned to City accounts:

• Felony convictions

• Convictions related to substance abuse

• Misdemeanor convictions for violent crimes, theft, or crimes of moral turpitude

• Gang affiliations

• Excessive arrests without convictions

• Current or pending criminal investigations

Physical & Mental Capability Requirements

Security personnel must meet the following (not physician-verified at hire unless performance indicates otherwise):

• Distinguish primary colors

• Corrected vision: 20/40 (distance), 13–16 inches (near)

• Hearing loss not exceeding 20 dB at 500–3000 cps (hearing aids permitted)

• Adequate physical mobility and coordination, including the ability to climb ladders

• Able to stand/walk entire shift, lift up to 50 lbs, and run short distances

SPU may require medical examination if performance concerns arise.

Conduct Expectations

Security personnel must:

• Act professionally and courteously with staff and the public

• Exercise personal safety and avoid escalation of conflict

• Be polite, cooperative, and professional at all times

• Respond to subpoenas related to SPU assignments

• Maintain awareness of political and cultural sensitivities in public settings

• Stay alert and focused on duties—no reading, use of personal devices, or entertainment while on duty

• Abstain from tobacco/nicotine/intoxicant use while on duty or on City property

• Wear valid photo ID at all times

Personnel Management

Vendors must:

• Maintain a reserve pool of trained and pre-qualified personnel to ensure full coverage for SPU

• Maintain a pool of licensed, on-call officers for emergency deployment

• Notify the SPU Security Manager within 24 hours of any personnel changes to SPU account

• Ensure equipment and supplies are sufficient for duties assigned

• Immediately remove personnel from SPU account upon SPU request

4.4. Vendor Equipment Requirements

Equipment Requirements

Vendors must equip personnel with appropriate uniforms and gear including:

• Radios, flashlights, and other required duty equipment

• Uniforms in good repair (no rips, tears, discoloration). Uniforms must be in compliance with RCW 18.235 - Uniform

Regulation of Business and Professions.

• Cell phone (should be carried by security officer while on duty)

• Wireless-enabled laptop for every SPU assignment (used to do daily reports on SPU provided OMNIGO Reporting system)

• Any SPU issued Access Cards or Keys

Vendor will be responsible for any costs incurred by SPU from security personnel’s improper or careless use of any SPU equipment.

Vehicle Requirements

Vendors must have a fleet of vehicles for use by security staff for the SPU account. Vehicles should be branded with company logo for security services. All costs associated with vehicles; purchase, maintenance, fuel, licensing, branding, etc. are the responsibility of the vendor.

4.5. Fixed Post Security Services

Some SPU facilities, locations or special projects may require on-call, fixed post security services.

SPU requires fixed post security services at designated locations within a business premises or property.

Security officers will be positioned at critical entrances, exits, and/or other vital infrastructure to monitor and manage access. Fixed post security officers do not patrol square footage within their assigned facility. Vendor must be capable of providing between 28 and 188 hours of total security guard patrol services per week. This may increase or decrease depending on SPU's security needs.

Fixed post security services may be needed at any time of day, including holidays and weekends. All fixed post security services will be coordinated in advance, with the SPU Security Manager. Vendors must have licensed and trained security officers ready for deployment within 24 hours of fixed post security needs.

Fixed post security officers must monitor assigned areas for security breaches, unauthorized access or other suspicious activity.

https://app.leg.wa.gov/rcw/default.aspx?cite=18.235 https://app.leg.wa.gov/rcw/default.aspx?cite=18.235

Fixed post security services must be available for periods of time as short as 2 hours, or may be needed for 24 hours or more.

Coverage must be maintained for all holidays, vacations, and absences. Vendors must account for any associated overtime or premium pay in their billing rates. City-observed holidays include:

• New Year’s Day

• Martin Luther King Jr. Day

• Presidents’ Day

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Indigenous Peoples’ Day

• Veterans Day

• Thanksgiving Day & the following day

• Christmas Day

4.6. Roving Security Services

Some SPU facilities require roving security services. All roving security services must be coordinated in advance, with the SPU Security Manager. Vendor must be capable of providing between 28 and 188 hours of total security guard patrol services per week. This may increase or decrease depending on SPU's security needs.

Roving security services include checking for and responding to:

• Trespassing

• Theft or vandalism

• Illegal dumping

• Abandoned vehicles

• Intrusion alarms

• Unsecured facilities

• Other suspicious or illegal activity

Security officers must order unauthorized persons off the premises and report criminal activity by calling 911.

Coverage must be maintained for all holidays, vacations, and absences. Vendors must account for any associated overtime or premium pay in their billing rates. City-observed holidays include:

• New Year’s Day

• Martin Luther King Jr. Day

• Presidents’ Day

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Indigenous Peoples’ Day

• Veterans Day

• Thanksgiving Day & the following day

• Christmas Day

4.7. Emergency Security Services

Vendors must provide 24/7 emergency dispatch for staffing, after-hours and emergency situations.

Vendors will coordinate with the SPU Security Manager to ensure appropriate staffing during an emergency.

In the event of declared emergencies (e.g., severe weather, natural disasters, public safety events), SPU may require deployment of security officers.

SPU requires deployment of licensed, trained security personnel within eight (8) hours of notification of an emergency.

All personnel assigned to emergency duty must be trained in emergency response, crowd management, and interagency communication.

Security officers must have protective gear appropriate to emergency conditions at no additional cost to the City.

Emergency security services will be billed at the hourly rates provided in the vendor's proposal. All overhead, including equipment, training, vehicle, fuel and vehicle maintenance should be included in the hourly rate.

4.8. Reporting and Documentation

Vendor will report to the SPU Security Manage or designee.

Vendor must attend quarterly performance meetings. The meetings may be held virtually or in person, and will be scheduled by the SPU Security Manager after time of contract award.

Security officers must complete a Daily Activity Log and submit it within 24 hours of each completed shift.

SPU will provide training and access to their digital reporting system (OMNIGO) at time of contract award.

An example of the daily report is in the Attachment section of the solicitation, Attachment A.

Reports must:

• be accurate and grammatically correct

• be entered into SPU's digital reporting system

• include photographs taken with digital camera, as necessary to document damage, theft or other suspicious activity

All work products, data, and reports are confidential and cannot be shared without written SPU approval.

4.9. Invoicing

Invoices must be submitted monthly, in arrears, and include:

• Number of hours worked

• Locations staffed

Overtime must be pre-approved in writing by SPU's Security Manager.

Payments may be withheld for unapproved or noncompliant services.

SPU will promptly notify vendors of any invoicing or performance issues and will work collaboratively to resolve them.

5. SCHEDULE, ORDERS, DELIVERY

5.1. Order Desk

The successful vendor shall provide a telephone service or “order desk” reachable by phone, text, or email, with a contact person familiar with the SPU account available to respond 24 hours a day, 7 days a week, including City holidays.

5.2. Adequate Inventory and Response Times

The vendor must make a 24-hour emergency telephone number or numbers available to SPU, including on City of Seattle Holidays, that can contact Security Personnel in the event of a shortage of personnel, or to be able to arrange for personnel in the event of an emergency, or respond to other unanticipated situations, as necessary.

5.3. No Minimum Order Quantities

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

5.4. 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.

5.5. 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.

5.6. Collective Bargaining

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

6. ADDITIONAL CONTRACT REQUIREMENTS

6.1. Contract Term

This contract shall be for five years, with one two-year extension allowed at the option of the City. The Vendor may provide a notice to not extend, but must provide such notice to the City at least 45 days prior to the renewal date.

6.2. No Guaranteed Contract Utilization

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

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

6.3. Contract Expansion

Any resultant contract or Purchase Order may be expanded as allowed below. A modification may be considered per the criteria and procedures below, for any ongoing Contract that has not yet expired. Likewise, a one-time

Purchase Order may be modified if the bid reserved the right for additional orders to be placed within a specified period of time, or if the project or body of work associated with a Purchase Order is still active. Such modifications must be mutually agreed. The only person authorized to make such agreements for the City is the

Buyer from the City Purchasing Division (Department of Finance and Administrative Services). No other City employee is authorized to make such written notices. Expansions must be issued in writing from the City Buyer in a formal notice. The Buyer will ensure the expansion meets the following criteria collectively: (a) it could not be separately bid, (b) the change is for a reasonable purpose, (c) the change was not reasonably known to either the City or Vendor at time of bid or else was mentioned as a possibility in the bid (such as a change in environmental regulation or other law); (d) the change is not significant enough to be reasonably regarded as an independent body of work; (e) the change could not have attracted a different field of competition; and (f) the change does not vary the essential identity or main purpose of the contract. The Buyer shall make this determination, and may make exceptions for immaterial changes, emergency or sole source conditions, or for other situations as required in the opinion of the Buyer.

Some changes are not an expansion of scope, including an increase in quantities, exercising bid options and alternates, or ordering work identified within the solicitation. If such changes are approved, changes are done as a written order issued by City Purchasing to the Vendor.

6.4. Trial Period And Right To Award To Next Low Bidder

A ninety (90) day trial period applies to contracts awarded by this solicitation. During the trial period, vendors must successfully perform. Failure to perform may cause immediate cancellation of the contract. If a dispute occurs or a discrepancy arises as to acceptability of product or service, the City’s decision prevails. The City will pay only for authorized orders received up to termination. If the contract is terminated within the trial period, the City may award the contract to the next low responsive Bidder by mutual agreement with that Bidder. Any new award will be for remaining contract work and is also subject to a trial period.

6.5. Background Check And Immigrant Status

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

6.6. Independent Contractor

The City provides contract and project management, managing deliverables, schedules, tasks, and contract performance. This is distinguished from an employer-employee. This contract prohibits vendors from supervising and/or being supervised by a City employee. Supervision includes a City Employee Performance

Evaluations, preparing and/or approving City timesheets, administering discipline, and similar actions.

Contract workers shall not be given City office space unless provided for below, and for no more than 36 months without authorization from the City.

The City will not provide space in City offices for performance of this work. Vendors must perform work from their own office space or in the field, as appropriate to the work.

6.7. Worker Retention in City Lease Agreements or Contracts

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

The successful Vendor must retain, for 90 days, those security employees who maintain and keep safe city-owned real property or facilities, unless layoffs are conducted as specified below. The Vendor will perform a written performance evaluation of each employee retained at the end of the 90-day period. If the evaluation is satisfactory, the Vendor must offer the retained employee continued employment under the terms and conditions established by the City contract specifications or as required by law.

If during the 90-day period the Vendor determines that fewer security employees must perform the new contract than were required by the previous vendor, the Vendor must offer positions first to those security employees that are most senior within each job classification. During the 90-day period, the Vendor shall maintain a preferential hiring list of security employees not retained. Employees not retained shall be given a right of first refusal to any jobs within their classification that become available during the 90-day period. Upon contract termination, Vendor shall provide a list of the name, address, phone number, date of hire, and employment classification of each covered employee to the successor vendor within ten (10) working days after receiving notification its contract has been terminated. These requirements do not apply to those employees employed at the specific site for less than ninety (90) days prior to the date the contract is terminated;

employees classified as managerial, supervisory, or confidential; employees who work less than eight (8) hours per week at the covered site(s); or to contracts awarded to sheltered workshops as described in RCW 82.04.385.

These requirements do not affect the right of the Vendor to discipline or terminate employees as required during the course of the contract, such as terminations for serious personnel infractions, and Vendor shall continue to have the responsibilities normally practiced for personnel management.

6.8. Paid Sick Time and Safe Time Ordinance

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

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

Labor Standards at 206.684.4500 with questions.

7. ENVIRONMENTAL SPECIFICATIONS

8. LICENSING AND BUSINESS TAX REQUIREMENTS

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

8.1. Seattle Business Licensing and Associated Taxes

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

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

http://www.seattle.gov/laborstandards

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

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

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

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

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

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

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

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

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

8.2. State Business Licensing and associated taxes

Before the contract is signed, provide the State of Washington business license (a State “Unified Business

Identifier” known as a UBI Number). If the State of Washington has exempted your business from State licensing

(some foreign companies are exempt and sometimes, the State waives licensing because the company does not have a physical presence in the State), then submit proof of that exemption to the City. All costs for any licenses, permits and associated tax payments due to the State because of licensing shall be borne by the Vendor and not charged separately to the City.

Instructions and applications are at http://bls.dor.wa.gov/file.aspx.

8.3. Permits

All permits required to perform work must be supplied by the Vendor at no additional cost to the City.

9. BID INSTRUCTIONS AND INFORMATION

9.1. Registration into City's Procurement Portal

If you have not previously done so, register at: https://procurement.opengov.com/portal/seattle, then subscribe to the City’s Procurement Portal. The Procurement Portal is used by City staff to identify companies for future solicitation lists and check certifications. Women- and minority-owned firms are asked to self-https://www.filelocal-wa.gov/Default_FileLocal.aspx mailto:tax@seattle.gov http://www.seattle.gov/licenses https://www.seattle.gov/license-and-tax-administration/business-license-tax-certificates https://www.seattle.gov/license-and-tax-administration/business-license-tax-certificates http://bls.dor.wa.gov/file.aspx https://procurement.opengov.com/portal/seattle identify their business as such in OpenGov. Registration in the City's Procurement Portal is required to submit a response to this solicitation.

9.2. Communications

All vendor communications concerning this acquisition and evaluation must be directed only to the Buyer below.

Failure to comply may cause bid rejection. Unless authorized by the Buyer, no other City official or City employee is empowered to speak for the City regarding this solicitation or resultant contract evaluation.

Tracy Staggers

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

9.3. Pre-Bid Conference

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

The Non-Mandatory Pre-Bid Conference will be held at 1:00 pm, on Tuesday, September 15, 2026. Please use this link to get on the meeting: Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/218592112221641?p=9TbefUJAvcRN0e5rXh Meeting ID: 218 592 112 221

641 Passcode: ir7jz9tU Dial in by phone +1 206-686-8357,,267456932# United States, Seattle Find a local number Phone conference ID: 267 456 932# Join on a video conferencing device Tenant key:

seattle@m.webex.com Video ID: 117 585 601 3.

9.4. Questions

Submit questions to the Buyer no later than 3:00 pm on Monday, October 12, 2026. The City strongly prefers that vendors use the City’s Procurement Portal at https://procurement.opengov.com/portal/seattle to submit questions. Failure to request clarification of any inadequacy, omission, or conflict will not relieve Vendor of any responsibilities herein or in any subsequent contract. The Vendor is responsible to assure they received responses to the questions if issued.

9.5. Changes to the ITB/Addenda

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

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

9.6. Receiving Addenda and/or Question and Answers

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

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

Addenda or changes to bid date/time.

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

9.7. Late Submittals

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

9.8. Use of Hyperlinks and URLs in Submittals

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

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

9.9. Bid Opening

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

9.10. Bid and Price Specifications

Vendor shall provide their Offer on the provided City Bid Table(s), indicating unit prices for each item if applicable, attaching additional pages if needed. In the case of difference between the unit price and the extended price, the City shall use the unit price. The City may correct the extended price. Unless specified otherwise, Vendor shall quote prices F.O.B. Destination, with freight prepaid and allowed, US Dollars.

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

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

9.12. Partial and Multiple Awards

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

9.13. Prompt Payment Discount

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

9.14. Taxes

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

9.15. Interlocal Purchasing Agreements

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

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

9.16. Contract Terms and Conditions

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

Terms and Conditions in Supporting Attachments.

9.17. Incorporation of ITB and Bid in Contract

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

9.18. Effective Dates of Offer

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

9.19. Cost of Preparing Bids

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

9.20. Prohibited Contacts

Vendors shall not interfere in any way to discourage other potential and/or prospective Vendors from bidding or considering a bid process. Prohibited contacts includes but is not limited to any contact, whether direct or indirect (i.e. in writing, by phone, email or other, and by the Vendor or another person acting on behalf of the

Vendor) to a likely firm or individual that may discourage or limit competition. If such activity is evidenced to the satisfaction and in sole discretion of the City Purchasing Manager, the Vendor that initiates such contacts may be rejected from the process.

9.21. Vendor Responsibility to Examine Documents

Vendor is responsible to examine all specifications and conditions thoroughly, and comply with specifications and terms and conditions. Vendors must comply with all Federal, State, and City laws, ordinances and rules, and meet any and all registration requirements per Washington State law. By responding to this Invitation to Bid

(ITB), Bidder agrees he/she has read and understands all documents within this ITB package.

9.22. Vendor Responsibility to Provide Full Response

It is the Vendor’s responsibility to provide a full and complete written response and Offer Form that does not require interpretation or clarification by the Buyer. The Vendor is to provide all requested materials, forms and information. The Vendor must ensure the Offer accurately reflects Vendor specifications and offering. The City does not accept materials intended to supplement the bid after the bid deadline; however the City may consider additional materials obtained by the City, even if submitted by Vendor, or to seek clarifications from Vendor as needed. However this does not limit the right of the city to consider additional information (such as references that are not provided by the vendor but are known to the City, or past experiences by the City in assessing responsibility), or to seek clarifications by the City.

9.23. Do Not Attach Additional Materials with your Bid

Do not insert material sheets, extra product options, comments on boilerplate, supplemental or suggested contract terms, or other similar materials unless such materials are requested by the City or are necessary to show an “Approved Equal ” product specification. Such additional materials can compromise the clarity of your bid and result in rejection of your offer. If the materials conflict with your Offer, the City will not be obligated to clarify or determine which has priority; the City may instead reject your bid.

9.24. Changes or Corrections to Bids

Prior to the bid submittal closing date and time established for this ITB, a Vendor may change or correct its bid by following the Instructions here: https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-

7eade0776ebe. No change to a bid shall be made after the bid closing date and time. Note you cannot change, mark-up or cross-out any condition, format, provision or term that appears on any of the City’s documents.

9.25. Errors in Bids

Vendors are responsible for errors and omissions in their Bids. No such error or omission shall diminish the

Vendor’s obligations to the City.

9.26. Withdrawal of Bid

A submittal may be withdrawn by unsubmitting your submittal through the Procurement Portal, up until the closing date and time or by written request of the submitter, prior to bid closing. After the closing date and time, the submittal may be withdrawn only with permission by the City.

9.27. Rejection of Bids and Rights of Award

The City reserves the right to reject any or all Bids with no penalty. The City also has the right to waive immaterial defects and minor irregularities in any submitted Bid.

9.28. Bid Disposition

All material submitted in response to this ITB shall become the property of the City upon delivery to the Buyer.

https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe

9.29. Equal Benefits

Seattle Municipal Code Chapter 20.45 (SMC 20.45) requires consideration of whether bidders provide health and benefits that are the same or equivalent to the domestic partners of employees as to spouses of employees, and of their dependents and family members. The bid package includes a “Vendor Questionnaire” which is the mandatory form on which you make a designation about the status of such benefits. If your company does not comply with Equal Benefits and does not intend to do so, you must still supply the information on the Vendor

Questionnaire. Instructions are provided at the back of the Questionnaire.

9.30. Women and Minority Opportunities

The City intends to provide the maximum practicable opportunity for successful participation of minority and women owned firms, given such businesses are underrepresented. If a Bidder intends to subcontract any work, the City requires he/she agree to SMC Chapter 20.42 and include with their Bid an Inclusion Plan showing meaningful subcontracting opportunities for minority and women owned firms. The link to the Inclusion Plan is located in the Vendor Questionnaire. The City reserves the right to improve the Plan with the successful Bidder before contract execution. Good faith efforts to perform will be a material contract provision. Bidders should use whatever selection methods and strategies the Prime Bidder finds effective for successful WMBE participation. At the request of the City, Vendors must furnish evidence of the Vendor's compliance, including documentation such as copies of agreements with WMBE subcontractor either before contract execution or during contract performance.

9.31. Insurance Requirements

Insurance requirements in the attached Terms and Conditions shall apply, unless modified by the Insurance

Transmittal Form. If formal proof of insurance must be submitted to the City before execution of the Contract, the City will remind the successful Vendor in the Intent to Award letter. The apparent successful Vendor must promptly provide such proof of insurance to the City in reply to the Intent to Award Letter. Contracts will not be executed until all required proof of insurance has been received and approved by the City. Vendors are encouraged to immediately contact their Broker to begin preparation of the required insurance documents, if the Vendor is selected as a finalist. Vendors may elect to provide the requested insurance documents within their Bid.

9.32. Proprietary Materials

The State of Washington’s Public Records Act (Release/Disclosure of Public Records): Under Washington State

Law (reference RCW Chapter 42.56, the Public Records Act) all materials received or created by the City of

Seattle are considered public records. These records include but are not limited to bid or proposal submittals, agreement documents, contract work product, or other bid material.

The State of Washington’s Public Records Act requires that public records must be promptly disclosed by the

City upon request unless that RCW or another Washington State statute specifically exempts records from disclosure. Exemptions are narrow and explicit and are listed in Washington State Law (Reference RCW 42.56 and RCW 19.108).

Bidders/proposers must be familiar with the Washington State Public Records Act and the limits of record disclosure exemptions. For more information, visit the Washington State Legislature’s website at http://www.leg.wa.gov/LawsAndAgencyRules).

If you have any questions about disclosure of the records you submit with your bid, please contact the Buyer.

9.33. Marking Your Records Exempt from Disclosure (Protected, Confidential, or Proprietary)

As mentioned above, all City of Seattle offices (“the City”) are required to promptly make public records available upon request. However, under Washington State Law some records or portions of records are considered legally exempt from disclosure and can be withheld. A list and description of records identified as exempt by the Public Records Act can be found in RCW 42.56 and RCW 19.108.

If you believe any of the records you are submitting to the City as part of your bid/proposal or contract work products, are exempt from disclosure you can request that they not be released before you receive notification.

To do so you must complete the City Non-Disclosure Request Form (“the Form”) provided by City Purchasing

(see Form as part of Vendor Questionnaire), very clearly and specifically identify each record and the exemption(s) that may apply, and submit a copy of your records with the specified exemptions redacted. (If you are awarded a City contract, the same exemption designation will carry forward to the contract records.)

The City will not withhold materials from disclosure simply because you mark them with a document header or footer, page stamp, or a generic statement that a document is non-disclosable, exempt, confidential, proprietary, or protected. Do not identify an entire page as exempt unless each sentence is within the exemption scope; instead, identify paragraphs or sentences that meet the specific exemption criteria you cite on the Form.

Only the specific records or portions of records properly listed on the Form will be protected and withheld for notice. All other records will be considered fully disclosable upon request.

If the City receives a public disclosure request for any records you have properly and specifically listed on the

Form, the City will notify you in writing of the request and will postpone disclosure. While it is not a legal obligation, the City, as a courtesy, will allow you up to ten business days to file a court injunction to prevent the

City from releasing the records (reference RCW 42.56.540). If you fail to obtain a Court order within the ten days, the City may release the documents.

The City will not assert an exemption from disclosure on your behalf. If you believe a record(s) is exempt from disclosure you are obligated to clearly identify it as such on the Form and submit it with your solicitation. Should a public record request be submitted to City Purchasing for that record(s), you can then seek an injunction under

RCW 42.56 to prevent release. By submitting a bid document, the bidder acknowledges this obligation; the proposer also acknowledges that the City will have no obligation or liability to the proposer if the records are disclosed.

9.34. Requesting Disclosure of Public Records

The City asks bidders and their companies to refrain from requesting public disclosure of bids until an intention to award is announced. This measure is intended to protect the integrity of the solicitation process particularly during the evaluation and selection process or in the event of a cancellation or re-solicitation. With this preference stated, the City will continue to be responsive to all requests for disclosure of public records as http://www.leg.wa.gov/LawsAndAgencyRules required by State Law. If you do wish to make a request for records, please make your request at the City of

Seattle’s Public Records…