Solid_and_Liquid_Waste_Disposal.pdf

Table 1: Solicitation Schedule

ITB Issued October 9, 2026

Pre-Bid Conference (Non-Mandatory) October 27, 2026, 9:00am https://teams.microsoft.com/meet/287501193887

592?p=ZvbfDwFEMHbr2gxpjV

Deadline For Questions November 6, 2026, 5:00pm

Sealed Bids Due to the City / Bid Opening November 23, 2026, 10:00am https://teams.microsoft.com/meet/247855066790

665?p=k1lzNfmPQnakMNnlZT

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/262646

Invitation To Bid # ITB#SU0-6802

Title: Solid and Liquid Waste Disposal https://teams.microsoft.com/meet/287501193887592?p=ZvbfDwFEMHbr2gxpjV https://teams.microsoft.com/meet/287501193887592?p=ZvbfDwFEMHbr2gxpjV https://teams.microsoft.com/meet/247855066790665?p=k1lzNfmPQnakMNnlZT

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 - Contract Terms and Conditions

B - Insurance_Requirements_and_Transmittal

1. BACKGROUND AND PURPOSE

1.1. Purpose and Background

The City of Seattle seeks a pool of qualified Vendors to manage, process, transport, and properly dispose of a wide range of nonhazardous waste streams generated by City departments and City Contractors. Services will be provided on an as-needed basis and include receiving, sorting, treating, beneficially reusing, or disposing of materials such as street maintenance debris, hydroexcavation waste, contaminated rubble, soils, organics, treated wood, sewer solids, oily water, and drinking water treatment residuals. Work may involve container rental, transportation, facility operations, waste acceptance, documentation, and compliance with all applicable federal, state, and local environmental and safety regulations. Vendors will support City operations across Seattle and statewide project locations, ensuring timely, compliant, and efficient handling of diverse waste streams delivered by various vehicle types and City crews.

The City has previously held contracts for Solid and Liquid Waste Disposal for several years. The current contracts are with Waste Management (contract 3700) and Ventilation Power Cleaning (contract 3758), which resulted from ITB SPU-3700 in 2017. The City intends to close these contracts when new contracts are established by this solicitation. Average annual usage is $3,050,000 for both contracts combined. The average orders are $6,000 with some orders as high as $20,000. The primary users of these contracts were Seattle

Public Utilities (SPU), Seattle Department of Transportation (SDOT), and Seattle City Light (SCL), but resulting contracts may be used by any City department. This solicitation is a separate solicitation from RFP SU0-26-002-

A for Solid Waste Transportation and Disposal Services.

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: October 9, 2026

Pre-Bid Conference (Non-Mandatory): October 27, 2026, 9:00am https://teams.microsoft.com/meet/287501 193887592?p=ZvbfDwFEMHbr2gxpjV

Deadline For Questions: November 6, 2026, 5:00pm

Sealed Bids Due to the City / Bid Opening: November 23, 2026, 10:00am https://teams.microsoft.com/meet/247855 066790665?p=k1lzNfmPQnakMNnlZT

2. SOLICITATION OBJECTIVES

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

https://teams.microsoft.com/meet/287501193887592?p=ZvbfDwFEMHbr2gxpjV https://teams.microsoft.com/meet/287501193887592?p=ZvbfDwFEMHbr2gxpjV

• Secure a pool of qualified vendors with proven expertise in managing diverse non-hazardous waste streams, ensuring dependable, compliant, and technically proficient handling of all materials generated by City departments.

• Support environmentally responsible outcomes, including maximizing beneficial use opportunities, reducing landfill disposal where feasible, and promoting sustainable waste processing practices.

• Guarantee rapid, reliable, and flexible service response, including timely acceptance of loads, efficient site access for all vehicle types, and the ability to support urgent or unplanned City needs.

• Achieve competitive, transparent, and stable pricing that provides best value to the City while accommodating market conditions and maintaining predictable long-term budgeting.

3. MINIMUM QUALIFICATIONS

There are no minimum qualifications for eligibility to submit a bid.

4. SPECIFICATIONS AND SCOPE OF WORK

4.1. Overview

This scope of work explains the different waste streams generated by the City listed in section 4.3 Waste

Disposal Matrix. The scope includes the Vendor accepting wastes, then sorting, processing, treating, using in a beneficial way, and sending to a landfill or the sanitary sewer, when allowed. The scope also covers the option of renting containers and transporting the waste.

The Vendor must follow all federal, state, and local laws, rules, and permits, when doing this work.

4.2. Definitions

Beneficial Use

Using solid waste as a part of a product or as a safe replacement for another material. The use must follow all laws and must not harm people or the environment.

Bidder

A company or individual that submits a bid in response to the City's Invitation to Bid (ITB). The Bidder becomes the Vendor if awarded a contract.

City

The City of Seattle. This includes all City staff, departments, agents, and approved representatives.

City Buyer

The City staff member who manages this Contract. This person can approve modifications to the contract and ensure Contract compliance.

City-Contractor/Contractor

A contractor hired by the City to perform work that creates Waste Streams covered by this Contract, or a contractor hired to deliver waste streams on behalf of the City.

Contaminated

A substance that is chemical, physical, biological, or radiological that is not natural in the environment, or is present at levels higher than normal background levels.

Contract

The Contract created from this Invitation to Bid (ITB).

Disposal

The treatment, recycling, or landfilling of waste after it arrives at a facility.

Environmental and Safety Law

All federal, state, and local laws and rules that deal with the environment, waste, transportation, worker safety, and public health.

Governmental Approval

All permits, licenses, and approvals needed from federal, state, regional, or local agencies. This includes approvals from the EPA, Washington State Department of Ecology, local health agencies, air quality agencies, and transportation authorities. These approvals must cover the Vendor, subcontractors, and facilities used under this Contract.

Processing

Any action that turns a material into a useful product or prepares it for reuse, recycling, or disposal.

Processing Facility / Facility

A site owned or run by the Vendor or its subcontractors where Waste Streams are received, sorted, processed, treated, stored, used, discharged, or disposed of. Only facilities listed in the Vendor’s Contract documents or approved by the City in writing may be used.

Subcontractor

A company or person hired by the Vendor to perform part of the work under the Contract. The Vendor is fully responsible for all work done by its subcontractors.

User Department

The City department that creates the waste or requests services under this Contract.

Vendor

The company awarded this Contract. This includes its staff and agents.

Waste Stream

Materials such as street solids and liquids, hydro-excavation waste, contaminated rubble, clean and impacted soils, organics, treated wood, sewer solids and liquids, oily water, and drinking water treatment residuals

(DWTR).

4.3. Waste Disposal Matrix

Waste Stream Who

Delivers

How

Delivered

Solids, Liquids, or Mix Description of Waste

How Waste is Generated

Where

Waste is

Generate d

Anticipate d Size of

Delivery

1a. Street

Maintenance

Solids

City or

City-

Contract or

Dump truck

Sealed roll-off container

Solids only Sand, soil, salt, leaves, vegetation and organic matter, fine gravel and small volume of litter.

Cleaning of storm catch basins and stormwater structures, street sweeping, ditch repair, and other maintenance activities performed by the City or its contractors.

City facilities, Rights-of-way, The greater

Seattle area ,or at one of the remote power generatin g facilities operated by SCL

7 to 20 cubic yards

1b. Street

Maintenance

Solids and

Liquids

City or

City-

Contract or

Vactor truck

Eductor truck

Street sweeper

Solids and liquids

40 to 70% total solids

Sand, soil, sediment/ mud, salt, leaves, vegetation and organic matter, and small volume of litter combined with stormwater runoff.

Street sweeping;

cleaning of storm lines, catch basins, and stormwater treatment structures;

ditch repair;

and other maintenance activities performed by the City or its contractors.

City facilities, Rights-of-way, The greater

Seattle area, or at one of the remote power generatin g facilities operated by SCL

4 to 9 cubic yards

2. Hydro-excavation

Solids and

Liquids

City or

City-

Contract or

Vactor truck

Eductor truck

Solids only

Solids and liquids

30 to 90% total liquids

Water, gravel, soil, mud, and other related debris

Potholing, repair and installation of utilities and infrastructur e, such as water mains, vaults, meters, utility excavations, pole excavations and exploratory investigation s.

Statewid e

4 to 9 cubic yards

7 to 20 cubic yards

3.Contaminat ed rubble

City or

City-

Contract or

Dump truck

Sealed roll-off container

Supersack s

Solids only Concrete, asphalt, rebar, soil, wood debris, and contaminants below dangerous waste concentratio ns

Demolition and construction activities involving sidewalks, roads, and related infrastructur e.

Statewid e

Varies

4a.

Unimpacted

Soil

City or

City-

Contract or

Sealed roll-off container

Supersack s

Generally, solids only, but on infrequent occasions may be a mix of solids and liquids

Soils with no detectable / quantifiable levels of petroleum hydrocarbons or constituents and that are not suspected of being contaminate d with any other hazardous substances.

Including, but not limited to, excavation, grading, utility work, and site work.

Statewid e

Varies

4b. Impacted

Soils (See

Footnote A.)

City or

City-

Contract or

Sealed roll-off container

Supersack s

Generally, solids only, but on infrequent occasions may be a mix of solids and liquids

Soils with residual to moderate levels of petroleum or other contaminatio n, below dangerous waste levels.

Including, but not limited to, excavation, grading, utility work, and site work.

Statewid

5. Organics City or

City-

Contract or

Dump truck

Sealed roll-off container

Supersack s

Generally, solids only, but on infrequent occasions may be a mix of solids and liquids

Compostable materials such as wood, wood mulch, leaves and grass clippings.

Trail and right-of-way maintenance

, as well as work involving

City trees and related arbor activities.

6. Treated

Wood Debris

(See Footnote

B.)

City or

City-

Contract or

Dump truck

Sealed roll-off container

Supersack s

Solids Only Including, but not limited to utility poles, railroad ties, or soil mixed with historical and weathered railroad ties.

Including, but not limited to, demolition, pole and tie replacement

, and arbor work.

7a. Sewer

Solids

City or

City-

Contract or

Dump truck

Eductor truck

Sealed roll-off container

Solids only Mixture of sewage waste and debris, inert materials, dirt, and hog fuel.

Cleaning of sanitary and combined sewer mains, vaults, and storage structures, as well as repair activities and other maintenance work performed by the City or its contractors.

City facilities, Rights-of-way, The greater

Seattle area, or at one of the remote power generatin g facilities operated by SCL

4 to 20 cubic yards

7b. Sewer

Solids and

Liquids

City or

City-

Contract or

Eductor truck

Sealed roll-off container

Solids and Liquids

50 to 90% total solids

Mixture of sewage waste debris and liquids, inert materials, dirt, and hog fuel.

Cleaning of sanitary and combined sewer mains, vaults, and storage structures, as well as repair activities and other maintenance work performed by the City or its contractors.

City facilities, Rights-of-way, The greater

Seattle area, or at one of the remote power generatin g facilities operated by SCL

4 to 20 cubic yards

8. Oily Water

(See Footnote

C.)

City or

City-

Contract or

Vactor truck

Varies from up to 5% of oil to water & sludge with an oil sheen. Will not include

Polychlorinated Biphen yls (PCB) containing oils

Water containing oil and small amounts of sludge.

Cleaning of vaults, and storage structures.

9. Drinking

Water

Treatment

Residuals

(DWTR) (See

Footnote D.)

City-

Contract or or

Supplier

Lined dump truck in sealed roll-off container

Solids and Liquids

30 to 40% total solids

Cleaning of vaults, and storage structures.

Water treatment processes

(ferric chloride, polymers, lime grit, backwash).

SPU Tolt

Treatmen t Facility at 39025

NE North

Fork

Road, Duvall

WA

98019

1,000 tons annually

A. The City will submit information and analytical data about the soil to the Supplier for evaluation and acceptance.

B. Products that have been treated with chemical preservatives and meet the treated wood exclusion requirements [WAC 173-303-071(3)(g)].

C. Up to 5% of oil to water and sludge with an oil sheen. May include mineral oils from transformers but will not include polychlorinated biphenyls (PCB) containing oils.

D. Solids containing concentrated inorganic and organic constituents removed from raw drinking water using ferric chloride, and anionic and cationic polymers, in addition to lime grit/pea-gravel, and may include backwash water generated during filter backwashing which contains suspended solids and other materials removed from the filter media. DWTR may provide opportunities for beneficial reuse, including soil amendment and nutrient absorption.

4.4. Additional Requirements

Vendor Requirements and Compliance

The Vendor must make sure that all employees are trained and hold any certifications required by law.

Staff must have the skills needed to do their work before they perform any tasks for the City. This includes all federal, state, and local rules.

During the full term of the Contract, the Vendor, all subcontractors, and all facilities must keep all required permits and approvals. These may include, but are not limited to, permits and approvals from the Environmental Protection Agency, the Washington State Department of Ecology, local health agencies, air quality agencies, regional or local governments, or transportation authorities. All work, equipment, and facilities used under this Contract must follow approvals and all Environmental and

Safety Laws.

When asked, the Vendor must give the City any documents related to permits, approvals, compliance history, operating procedures, contract requirements, or performance of the Contract. The Vendor must provide these documents within three (3) business days of request. This requirement also applies to documents held by subcontractors and their employees.

The Vendor must tell the City Buyer without delay if any permit or approval expires, is suspended, is revoked, or is under enforcement.

The Vendor must tell the City Buyer without delay of any facility closure or any other change in regulatory status.

The Vendor must work with the City on any review or investigation related to compliance.

Documentation Requirements

Unless otherwise specified, the Vendor shall prepare and provide a non-hazardous waste manifest or bill of lading for all transported materials.

The receiving facility must provide receipt of each load, including but not limited to:

o Date and time of delivery o Truck number o Waste profile number as listed in the Waste Disposal Matrix, Section 4.3 o Total weight o City Department or City-Contractor name

Copies of Waste Disposal receipts must accompany each invoice.

Upon request, the Vendor shall provide a waste summary or billing summary report.

Facility Requirements

The Vendor may use only the receiving facilities listed by the Vendor in the bid form of the Contract. If the Vendor wants to request a change, the Vendor must give the Contract Administrator thirty (30) days' written notice.

The Vendor must give the City its acceptance criteria for each Waste Stream. This includes any physical limits or other conditions that decide whether a Waste Stream can be accepted at the Vendor’s facility.

This information must be provided after the Contract is awarded and during the City departments waste review process.

The Vendor is fully responsible for the performance of all subcontractors.

City staff may visit and inspect any facility or equipment used for this Contract at any time after the bid is submitted and during the Contract term.

The Vendor must make sure that all City and City Contractor vehicles can enter and exit the Processing

Facility in a safe and easy way. These vehicles include eductor trucks, Vactor trucks, street sweepers, dump trucks, and trucks delivering roll off containers. Access must be available during normal hours, which are usually 7:00 AM to 5:00 PM, Monday to Friday.

If the Facility allows access outside normal hours, such as 5:00 PM to 7:00 AM on weekdays, weekends, or holidays, the Vendor must give the City an after-hours contact and help arrange access when needed.

The Facility must allow each vehicle to unload all waste at one safe location. Vehicles must also be able to leave the site without delay.

Waste Acceptance and Rejection Procedures

If the Vendor chooses to sample a load of City waste, the Vendor must take a split sample. (Split Sample is a sample divided into two identical subsamples for separate testing and analysis. In this context, the

Vendor and the City test each subsample separately.) The Vendor must give the City access to this sample if the City asks for it. If the load does not meet the Contract requirements, the Vendor must notify the City Department within 48 hours of delivery. If the Vendor sampled the waste before delivery, the Vendor must notify the City within 48 hours of collecting the sample. The Vendor must also give the

City the test results and the testing method used.

If a load is found to be unacceptable after delivery and the Vendor wants to reject it, the Vendor must contact the City Department without delay. The City will give instructions on what to do with the rejected material. The Vendor must keep City waste separate from all other waste until the Vendor accepts the load.

If the Vendor is also the transporter, custody of the waste passes to the Vendor at the time of pick up.

Transportation Requirements

If the Vendor provides transportation services, the Vendor must keep all required registrations, identifications, and signs for transport. All vehicles must meet federal Department of Transportation regulations and all Environmental and Safety Laws.

Vehicles must have proper spill control tools and safe loading equipment.

If a spill or loss of load occurs, the Vendor must notify the City Department without delay.

Unless the City asks for something different, the Vendor must serve as the 24-hour emergency contact on all shipping papers for vendor provided transportation. The Vendor must also give the City copies of all shipping papers upon request.

Containers and Equipment

All containers and equipment provided by the Vendor must be in good working order and must meet all storage and transport rules.

Contract Supremacy and Prohibited Additional Terms

No terms or conditions contained in waste acceptance criteria, waste profiles, waste approvals, bills of lading, manifests, shipping documents, electronic messages, or any other waste-related paperwork may alter, amend, supplement, or otherwise change a Contract resulting from this solicitation. Any such terms are prohibited, void, and have no legal effect.

Only the City Buyer, has the authority to approve modifications to the Contract. Any attempt by the

Vendor or its subcontractors to introduce new or conflicting terms through waste related documents— without a prior written amendment issued and signed by the City Buyer—constitutes a material breach and may result in termination for cause. In the event of a conflict between any Vendor document and the Contract, the Contract shall govern.

Before presenting any waste-related contract or terms and conditions documentation to City personnel the Vendor and its subcontractors must first provide copies to the City Buyer for review. The Vendor may not proceed with any activity requiring such documents unless the City Buyer provides express written consent, in accordance with the City’s established authority for contract changes.

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 two (2) business days’ response time for supply requests and pickup requests 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.

Occasionally, the City may have emergency events that require more immediate response times.

5.3. City Delivery Option

City employees may deliver wastes to 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 delivering waste.

City contractors may deliver wastes to the Vendor location. Vendor shall require name of the City department being contracted with, the contractor's business name, contractor's employee's Washington Driver’s license, and Contractor's equipment number when delivering waste.

5.4. Pick-Up Option

The Vendor shall provide a pick-up service for routine orders. The Vendor will pick up wastes at the City location specified. There will be no charge for delivery of rented or purchased supplies, 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.

Vendors must respect the right of employees to bargain collectively and commit to remain neutral in organizing campaigns.

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. 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.

6.4. Background Checks 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.

6.5. 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.

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

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.

6.7. 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. Green Seal Products

Vendor shall use Green Seal, Eco Logo or other certified cleaning products as approved by the City, for cleaning and janitorial work. All Cleaning products, floor care products and other appropriate products must carry a

Green Seal certification. The Bidder shall identify products the Bidder intends to use at City facilities and list them on the Offer, with a note to confirm Green Seal certification. The City has contracts with vendors who can supply Green Seal products at City contract pricing. For the list of vendors, contact the City Buyer.

7.2. 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.

7.3. PBT Free Specification - Persistent Bioaccumulative Toxic (PBT) Chemicals – Mercury, Dioxin, PCB, PBDE, Lead, PVC and other

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 http://www.seattle.gov/laborstandards https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program 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 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

7.4. 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:

A. the Contractor’s performance or lack of performance under this Contract, B. the violation of law or breach of this Contract by the Contractor or any of its employees, agents, or contractors, or

C. 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.

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.

http://www.ecy.wa.gov/toxhaz.html http://clerk.seattle.gov/search/resolutions/30487

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. 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.).

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 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 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 the 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-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.

Jack Nolan

(206) 684-0452 jack.nolan@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 9:00 am, on Tuesday, October 27, 2026. Please use this link to get on the meeting: https://teams.microsoft.com/meet/287501193887592?p=ZvbfDwFEMHbr2gxpjV.

9.4. Questions

Submit questions to the Buyer no later than 5:00 pm on Friday, November 6, 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.

http://bls.dor.wa.gov/file.aspx https://procurement.opengov.com/portal/seattle

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 Form, indicating unit prices for each item if applicable.

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…