Traffic_Control_Products,_Roadway_Barricades,_Sign_Blanks,_and_Signs.pdf

Table 1: Solicitation Schedule

ITB Issued July 31, 2026

Pre-Bid Conference (Non-Mandatory) August 18, 2026, 11:30am https://teams.microsoft.com/meet/243800615554

999?p=LJ4RhMYjUas8ziakhW

Deadline For Questions August 28, 2026, 5:00pm

Sealed Bids Due to the City / Bid Opening September 14, 2026, 10:00am https://teams.microsoft.com/meet/287909162573

112?p=aSm0PSP8c0AeRsxoTy

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/229930

Invitation To Bid # ITB# TR0-6761

Title: Traffic Control Products, Roadway Barricades, Sign Blanks, and

Signs https://teams.microsoft.com/meet/243800615554999?p=LJ4RhMYjUas8ziakhW https://teams.microsoft.com/meet/243800615554999?p=LJ4RhMYjUas8ziakhW https://teams.microsoft.com/meet/287909162573112?p=aSm0PSP8c0AeRsxoTy

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 - fas-cpcs-purchasing-terms-and-conditions

B - Insurance_Requirements_and_Transmittal

1. BACKGROUND AND PURPOSE

1.1. Summary and Background

Summary

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

Traffic Control Products and Roadway Barricades – Purchase (e.g., purchase of road signs, cones, delineators, barricades, water-filled barriers, arrow boards, variable message boards, and truck-mounted attenuators)

Traffic Control Products and Roadway Barricades – Rental (e.g., rental of road signs, cones, delineators, barricades, water-filled barriers, arrow boards, variable message boards, and truck-mounted attenuators)

Safety Sign Posts for Purchase (e.g., TeleSpar or approved equal sign posts and related hardware)

Aluminum Sign Blanks and Signs for Purchase (e.g., aluminum sign blanks, finished signs with sheeting, screen printing, and graffiti film)

The City intends to award a pool of eligible, qualified, and competitive contracts for these products and services. The City may place orders with any of the resultant contract vendors, selecting the vendor the City wishes to use in any manner that the City department placing the order chooses.

Background

The City has held successful contracts for traffic control products, roadway barricades, safety sign posts, and aluminum sign blanks for several years. However, these contracts are set to expire or have expired, so the City is returning to the marketplace to establish a pool of new contracts.

City of Seattle Blanket Contract ID Contract Title Legal Name of Organization

3506 BARRICADES AND SIGNS NATIONAL BARRICADE CO LLC

4903 SAFETY SIGN POSTS TRAFFIC SAFETY SUPPLY CO

INC

4904 SAFETY SIGN POSTS ZUMAR INDUSTRIES INC

6333 SAFETY SIGN POSTS ARAMSCO

3458 ALUMINUM SIGN BLANKS ZUMAR INDUSTRIES INC

In 2025, the City spent approximately $950,000 on these contracts. Most individual orders averaged $325 with some as orders as high as $10,000. The primary users of this contract were Seattle Department of

Transportation (SDOT), Seattle Public Utilities (SPU), and Seattle City Light (SCL). Future contracts may be used by any City department.

1.2. Bid Timeline

ITB Issued: July 31, 2026

Pre-Bid Conference (Non-Mandatory): August 18, 2026, 11:30am https://teams.microsoft.com/meet/243800 615554999?p=LJ4RhMYjUas8ziakhW

Deadline For Questions: August 28, 2026, 5:00pm

Sealed Bids Due to the City / Bid Opening: September 14, 2026, 10:00am https://teams.microsoft.com/meet/287909

162573112?p=aSm0PSP8c0AeRsxoTy

1.3. 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.

2. SOLICITATION OBJECTIVES

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

• Ensure dependable, experienced vendors

Establish a pool of contracts with vendors that have demonstrated experience, technical knowledge, and a strong performance record in providing MUTCD- and SDOT-compliant barricades and traffic control products, ensuring reliable and professional service to the City.

• Provide rapid and predictable response times

Secure vendors capable of meeting routine and emergency response requirements, including same-day or within-24-hour service and two-hour emergency response, to support City operations without delays.

• Maintain compliance with all safety standards

Ensure all traffic control devices meet current MUTCD, SDOT, and City of Seattle standards to protect public safety and reduce the City’s compliance risk.

• Deliver consistent quality and well-maintained equipment

Obtain vendors that proactively maintain, clean, repair, and replace traffic control devices so equipment deployed in the public right-of-way is safe, visible, and professional in appearance.

3. MINIMUM QUALIFICATIONS

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

4. SPECIFICATIONS AND SCOPE OF WORK

https://teams.microsoft.com/meet/243800615554999?p=LJ4RhMYjUas8ziakhW https://teams.microsoft.com/meet/243800615554999?p=LJ4RhMYjUas8ziakhW

4.1. Standards and Specifications

All materials and equipment provided under this contract shall comply with the most current versions of all applicable federal, state, and local laws, regulations, and standards, including but not limited to the following:

• Manual on Uniform Traffic Control Devices (MUTCD) – U.S. Department of Transportation, Federal

Highway Administration (FHWA): https://mutcd.fhwa.dot.gov/

• City of Seattle Traffic Control Manual for In-Street Work: 2024_traffic_control_manual.pdf

• City of Seattle Standard Specifications for Road, Bridge, and Municipal Construction:

https://www.seattle.gov/transportation/permits-and-services/engineering-standards

• Washington State Department of Transportation Standard Plans: https://wsdot.wa.gov/engineering-standards/all-manuals-and-standards/standard-plans

4.2. Summary

The city intends to utilize contract resulting from this solicitation for the rental or purchase of traffic control products, roadway barricades, and signs including but not limited to:

• Road signs and sign assemblies

• Traffic cones

• Delineators and delineator bases

• No-parking signs and easels

• Type I, Type II, and Type III barricades

• Water-filled barriers

• Traffic drums and barrels

• Pedestrian barriers and ADA rail systems

• Arrow boards, variable message boards, and truck-mounted attenuators

• Barricade lights (steady burn, flashing, and solar-powered)Sign stands, anchors, and related mounting hardware

The city intends to utilize contract resulting from this solicitation for purchase of:

• Safety sign posts (TeleSpar or user approved equal)

• Aluminum Sign Blanks

The City will be responsible for paying for lost or stolen rental items, at a discounted or pro-rated rate. This list is not exhaustive. The City reserves the right to rent or purchase traffic control items not listed on the Bid https://mutcd.fhwa.dot.gov/ https://www.seattle.gov/documents/departments/sdot/about/documentlibrary/2024_traffic_control_manual.pdf https://www.seattle.gov/transportation/permits-and-services/engineering-standards https://wsdot.wa.gov/engineering-standards/all-manuals-and-standards/standard-plans https://wsdot.wa.gov/engineering-standards/all-manuals-and-standards/standard-plans

Form. Pricing for such items shall be based on the vendor's applicable rate structure as specified in the Bid

Submittal.

Vendors shall provide a bid on part of, or all of, the items listed in the Bid Offer Forms:

1. Purchase of Traffic Control Products, Roadway Barricades, and Signs

2. Rental of Traffic Control Products, Roadway Barricades, and Signs

3. Telespar (Or Equal) Sign Posts and Related Materials

4. Aluminum Sign Blanks

4.3. Vendor Responsibilities For Traffic Control Products, Roadway Barricades, and Signs

The successful vendor(s) shall:

• Deliver, stage, relocate, exchange, and retrieve traffic control devices within the Seattle city limits.

• Respond to City requests for delivery, pickup, replace, or repair within twenty-four (24) hours, with emergency delivery capability within two (2) hours.

• Provide traffic control devices during standard hours, overtime hours, weekends, and holidays as requested.

• Maintain all devices in good working condition, including cleaning, , replacing damaged components, and ensuring required reflectivity and visibility.

• Repair or replace damaged or noncompliant devices at no additional cost to the City, except where damage is documented as caused by third parties.

• Ensure all equipment meets applicable federal, state, and local safety and traffic control standards, including the Manual on Uniform Traffic Control Devices (MUTCD) and Seattle Department of

Transportation (SDOT) requirements.

• At the City's direction, delivery and placement of signs are allowed for T-39 Temporary No-Park signs.

Vendor is authorized to obtain, purchase and place no parking permits at the city’s direction and place them on the T-39 signs including updating expired permits.

• Vendor has the ability to swap out traffic control devices that are preset in order to maintain the sign quality.

• Deploying and placing VMS boards are allowed to be set in place at the city’s direction.

4.4. City Responsibilities For Traffic Control Products, Roadway Barricades and Signs

The City will:

• Identify delivery and staging locations, traffic control devices needed, and required quantities.

• Provide direction regarding placement locations of T-39 (No-Park) signs and/or VMS boards.

• Develop and manage all traffic control operations including plans,on-site traffic control management and inspection of traffic control sequences and placement.

• Coordinate access to job sites or storage areas as needed.

4.5. Vendor Specifications for Safety Sign Posts (Telespar or Approved Equal)

The successful bidders shall provide Telespar or user approved equal, Metal Sign Post and related materials, as needed to various City of Seattle departments. Posts must comply with the following:

• FHWA Approved Breakaway Post System

• Square post shall be 2” X 2” OD, 0.083” wall thickness. Rolled carbon sheet steel, ASSTM A570 Grade

50.

• Post shall have 7/16” diameter die-punched knockouts on 1” centers full length on four sides.

• Finish is not dipped galvanized AASHTO M- 120 with conversion coating and clear organic topcoat.

Yield strength 60,000 PSI min.

• Anchor shall be square 2 – ½” OD with .188 thick wall to receive 2” post with minimum of play.

• Anchor shall have 4, 4/16” holes on each side 23” from one end.

• Finish shall be zinc hot dipped galvanized after fabrication.

• Material to be ASTM A500 Grade B

The successful bidders shall provide training to City staff, as needed, in the use and installation of Telespar or user approved equal, products and related materials

4.6. Vendor Specifications for Aluminum Sign Blanks

All sign blanks furnished are to be of aluminum alloy .080 5052-H38. The blank shall be alodized by a seven step spray process with alodine 1200 or equal AFTER shearing as per most current version of ASTM

Designation B449-93 Class 2.

Aluminum must be reversed rolled to maintain flatness quality suitable for screening or application of prescreened sign faces. Blanks are to be stable and flat. Each shipment of Aluminum Sign Blanks shall be accompanied with certification of alodizing or have certification available upon request.

Sign blanks can be bare or covered with various or multiple grades of sheeting per manufacturing detail.

All edges to be deburred and smooth. Radius corners must be consistent and uniform.

Sign blanks can vary regarding radius and hole size as well as hole centers and the amount of holes per sign.

Aluminum Sign Blanks shall be ordered by the City Departments as needs arise throughout the term of the contract. The City Departments will place orders directly with the Vendor. Orders may include multiple sizes of aluminum sign blanks without sheeting, with sheeting on one or both sides and finished signs with screen printing and with or without graffiti film.

https://store.astm.org/b0449-93r15.html https://store.astm.org/b0449-93r15.html

Bidders must quote and provide aluminum sign blanks as specified in the Bid Form. Signs that require wind beam should meet requirements specified in most current versions of WS DOT Standard Plan G-90.10-03

Overhead Sign Bracing and Mounting. Signs requiring installation should meet requirements specified in WS

DOT Standard Plan G-30.10-04 Sign Installation on Signal and Light Standards.

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 twenty-four (24) hours response time and delivery for most new orders placed by the

City. Vendor will maintain adequate inventory to stock and provide same-day response on the most frequently ordered items, allowing City employees to purchase products or parts at the Vendor location within the same-day of placing the order. Vendor must have emergency delivery capability to deliver within two (2) hours.

5.3. Pick-up Option

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

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

5.4. Delivery Option

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

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

5.5. Delivery/Shipping

Materials, supplies and/or equipment must be delivered within 24 hours after the City has placed an order, with emergency delivery capability within two (2) hours.

5.6. No Minimum Order Quantities

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

5.7. 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.

5.8. Right to Replace Products & Product Discontinuance

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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.

5.9. 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.

5.10. 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. Brand Name or Approved Equal

The manufacturer and model listed indicate a standard of performance acceptable to the City. Any alternate items proposed must meet or exceed the specifications of the equipment in both published specifications and actual performance. Alternates will not be considered for those items marked “No Substitutions.” Any alternate item proposed is subject to acceptance at the sole opinion of the City. Such determinations are not subject to protest, and remain the sole discretion of the City. If you intend to submit an “Approved Equal” product, you must present sufficiently clear and detailed materials, product specification sheets, manufacturer materials, or other evidence that the product is an “Approved Equal” to the brand stated. See the Evaluation Section for further detail about “Approved Equal” determinations.

6.2. 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.

6.3. 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.

6.4. 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 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.

6.6. 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. Work Order Quotations

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

Vendors must issue quotes using unit prices in the contract. The City Project Manager shall describe to the companies the following information: Description of work, Date work must start and/or be completed by, Special materials, parts, or equipment needed to complete the work, Location of the work, Time and date the quotation is due, Name, phone and fax numbers, of the City Project Manager, Other special information required to successfully perform the work. Firms shall respond before quotes are due. Firms who cannot quote are asked to reply back with “no bid.” If multiple quotations were solicited, the City Department will award to the lowest responsive quote and notify others not selected. A purchase order number shall be provided to the selected Vendor. After inspection that approves the completed work, the Vendor will invoice using the departmental purchase order number.

6.8. 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 http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks issue. The ordinance applies to employers, regardless of where they are located, with more than four full-time equivalent employees. This is in addition and additive to benefits a worker receives under prevailing wages per

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

Labor Standards at 206.684.4500 with questions.

7. ENVIRONMENTAL SPECIFICATIONS

7.1. Environmental Standards

Unless notified otherwise by the Vendor, products bid will be compliant to USEPA Standards published by the

USEPA, unless specified otherwise.

See USEPA Standards at: https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program.

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

The City of Seattle adopted Resolution #30487 in 2002 which requires City Purchasing differentiate products that contain PBT chemicals and that release PBT chemicals during production or disposal, from those products that do not, and requires City Purchasing reduce acquisition of products that contain or release PBT chemicals.

This includes mercury, dioxin, PCB, PBDE (polybrominated diphenyl ethers, i.e. flame retardants), and others identified by the State of Washington, Department of Ecology see https://ecology.wa.gov/Waste-

Toxics/Reducing-toxic-chemicals/Addressing-priority-toxic-chemicals.

If a Bidder has a product that contains or releases any PBT materials, Bidder must immediately notify the City

Buyer. Should the City determine there is no reasonable or economically feasible substitute, the City may amend allow for, or provide a maximum of 10% preference for, products that include or release the least PBT chemical practical. The City may reject Bids with PBT materials. Additional information is at:

http://www.ecy.wa.gov/toxhaz.html. The City Council Resolution is here:

http://clerk.seattle.gov/search/resolutions/30487

7.3. General and Environmental Indemnification

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

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

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

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.

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 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

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

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 11:30 am, on Tuesday, August 18, 2026. Please use this link to get on the meeting: https://teams.microsoft.com/meet/243800615554999?p=LJ4RhMYjUas8ziakhW.

9.4. Questions

Submit questions to the Buyer no later than 5:00 pm on Friday, August 28, 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.

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.

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

9.30. 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.

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.)

http://www.leg.wa.gov/LawsAndAgencyRules

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…