Vendors shall not directly or indirectly offer anything of value (such as retainers, loans, entertainment, favors, gifts, tickets, trips, bonuses, donations, special discounts, work, or meals) to any City employee, volunteer or official, if it is intended or may appear to a reasonable person to be intended to obtain or give special consideration to the Vendor. An example is giving sporting event tickets to a City employee on the evaluation team of a bid you plan to submit. The definition of what a “benefit” would be is broad and could include not only awarding a contract but also the administration of the contract or evaluating contract performance. The rule works both ways, as it also prohibits City employees from soliciting items of value from vendors. Promotional items worth less than $25 may be distributed by the vendor to City employees if the Vendor uses the items as routine and standard promotions for the business.

If you have not previously completed a one-time registration into the City Online Business Directory, we request you register at: www.seattle.gov/obd. The City Online Business Directory is used by City staff to locate your contract(s) and identify companies for bid lists on future purchases. Bids are not rejected for failure to register, however, if you are awarded a contract and have not registered, you will be required to register, or you will be added into the system. Women and minority owned firms are asked to self-identify. If you need assistance, please call 206-684-0444.

PurposeThe purpose of this policy is to ensure that City landscapes are designed, constructed, and maintained in a manner that protects and enhances our region’s natural resources and public health; that City landscapes are models of environmental stewardship in the eyes of the public; that the City establishes a leadership role in developing both aesthetically pleasing and ecologically sensitive landscapes; and that there is a consistent standard of environmental stewardship observed by City departments managing landscapes and other grounds.Organizations AffectedAll City departments responsible for managing construction projects or managing City-owned grounds and landscapes are affected.DefinitionsIntegrated Pest Management: A pest management process that uses monitoring to determine pest injury levels and combines biological, cultural, physical, and chemical tools to minimize health, environmental and financial risks. The method uses the least toxic synthetic pesticides only as a last resort to controlling pests.Sustainable Design, Construction, and Maintenance: Principles, materials, and techniques that conserve natural resources and improve environmental quality throughout the life cycle of the landscape and its surrounding environment.Landscapes: Grounds that are actively managed such as parks, library lawns, right-of-ways, in-town watersheds, etc., but not large tracts of forest land like the Cedar River Watershed.Water Budget: A set of month-by-month estimates of irrigation water use for a specific landscape taking into account plant material, soil type, type of irrigation system, and average weather conditions. The annual budget is the sum of all the monthly budgets.Evapotranspiration (ET): The sum of the water lost from the soil surface and water use by plants.PolicyIn planning, siting, designing, constructing, and maintaining grounds and landscapes owned and managed by the City, site objectives shall include management and maintenance practices that protect and enhance natural ecosystems. City grounds designers, planners, managers, crews, and their contractors shall give priority to:Maximizing water use efficiency (see Energy and Water Conservation Policy);Practicing the principles of Integrated Pest Management including the reduced use of pesticides (see also Chemical Use Policy);Reducing and reusing landscape waste materials through practices such as mulch mowing, mulching and composting;Selecting and using fertilizers that minimize negative impacts on soil organisms and aquatic environments;Designing new and renovating existing landscaped areas to suit the site conditions and with sustainable maintenance in mind. For example:• Using proper soil preparation and amendment;• Specifying weed-free soil amendments;• Using mulches to control weeds, conserve water, and build healthy, biotically diverse soils;• Using site adapted and pest resistant plants: “the right plant for the right place”;• Grouping together plants with similar horticultural needs;• Retaining and using regionally native plant material where appropriate;• Controlling noxious weeds and invasive, non-native, plant species;• Planting for erosion and weed control;• Assessing whether landscapes can still meet the intended site use objectives while modifying the aesthetic standard and/or applying less maintenance; and• Matching maintenance standards to site objectives in the design stage.Restoring, creating, and protecting environmentally valuable areas such as wetlands and riparian, aquatic, wildlife, forest, and meadow habitats. Protection shall include avoiding developing these areas whenever feasible.Increasing the City’s tree canopy. Trees contribute numerous environmental benefits including reducing the build-up of atmospheric carbon dioxide; absorbing atmospheric pollutants; and slowing the rate of precipitation which allows increased infiltration and reduced run-off, slope stabilization, and wildlife habitat.• City departments responsible for open space and public rights of way shall give priority to:(a) Significantly increasing the number of trees in rights of way and open spaces;(b) Replanting in parks and open spaces where trees are mature and nearing the end of their life cycle;(c) Working with community and neighborhood interest groups to involve them in planting and maintaining the urban forest.• City departments managing construction projects shall give priority to incorporating into the construction design any existing, healthy, mature trees on the building site or, alternatively, to moving such trees.Procedures and ResponsibilitiesCity departments responsible for managing landscaped areas shall provide training to grounds management and maintenance staff. The purpose of the training is to acquaint staff with this policy and to keep staff current with best landscape-management practices and technologies.City departments responsible for managing landscaped areas shall prepare water shortage contingency plans for water shortage events such as droughts.City departments shall implement procedures that ensure that contractors and vendors are knowledgeable about and comply with this policy.In making landscaping staffing and budget decisions, departments shall consider the potential environmental tradeoffs; for example, will reduced staffing require increased use of pesticides to maintain the landscape at the same standard?An interdepartmental Grounds Management Committee shall meet regularly to coordinate activities, share resources, plan training, exchange information, set goals, evaluate progress, and periodically review this policy and update it as necessary.Designs for new or renovated landscapes shall include maintenance plans, which shall conform to the requirements of this policy. Pesticides shall be selected using the guidelines provided in the Chemical Use Policy. City departments responsible for grounds management shall establish a water budget for all irrigated landscapes larger than 0.5 acres that are not controlled by ET based systems.Landscape design, installation, or maintenance contracts shall require contractors and vendors to comply with this policy.Department heads shall be responsible for:Ensuring that departmental procedures, budget, and staffing decisions support implementation of this policy;Providing training to grounds management staff in the requirements of this policy; andAppointing a staff person to the Grounds Management Committee to represent the department on matters related to this policy.The Office of Environmental Management (OEM) shall be responsible for:Providing staff support to the Grounds Management Committee; andFacilitating interdepartmental resource sharing.ReferencesCity of Seattle, Landscape and Grounds Management Guidelines: Environmental Stewardship (1999).Related Policies: Energy and Water Conservation Policy and Chemical Use Policy.

Executed by a Company included in the U. S. Department of the Treasury’s Listing of Approved Sureties (Circular 570), and is included on the Washington State Insurance Commissioner’s Authorized Insurance Company List and has a rating of A-(VII) or better in the A. M. Best’s Key Rating Guide (These materials are also accessible at https://www.fiscal.treasury.gov/fsreports/ref/suretyBnd/c570.htm).

The City has rules to govern the rights and obligations of interested parties that desire to submit a complaint or protest to this ITB process. Please see the City website at http://www.seattle.gov/city-purchasing-and-contracting/solicitation-and-selection-protest-protocols for these rules. Interested parties have the obligation to know of and understand these rules, and to seek clarification from the City.

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.

Purchasing shall review submittals to determine basic responsiveness (timely submittal, all required forms submitted, etc), responsibility (minimum qualifications, equal benefit determinations, etc), WMBE Inclusion Plan, and technical minimum requirements if any (delivery date, required specifications, etc). An initial review is made after opening, however additional and more detailed reviews may be made during evaluation and before award. The review may be made of all Vendors or only as needed to determine the lowest responsive and responsible Vendor.

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

If this contract is subject to prevailing wages, as required by RCW 39.12 (Prevailing Wages on Public Works) and RCW 49.28 (Hours of Labor) as amended or supplemented, Contractor shall be responsible for compliance by the Contractor and all subcontractors with all provisions herein. See included Terms and Conditions for more information on these requirements.If required, prior to issuing award the City will verify that the apparent low bidder meets the training requirements related to public works and prevailing wage by Labor & Industries per RCW 39.04.350 and chapter 39.12 RCW. Bidders are exempt from training if Bidder has been in business with active Unified Business Identifier (UBI) number for three (3) or more years AND have performed work on three (3) or more public works projects. Bidder exemption status may be verified by entering the Bidder's UBI number, selecting the Bidder's Company, and clicking on the "Public Works Requirements" drop-down menu from the following web site: https://secure.lni.wa.gov/verify/.Contractor is responsible for compliance by the Contractor and all subcontractors. Any Offer must be sufficient to pay prevailing wages, and vendor costs associated with filing of Intents and Affidavits, including filing of one or multiple Intents and Affidavits as required by the Department of Labor & Industries. See included Terms and Conditions for more information on these requirements.

The following are minimum qualifications the Vendor must meet to submit a bid. Responses must show compliance to these minimum qualifications. The City reserves the right, but is not obligated, to clarify if compliance to the minimum qualifications is not clear in Vendor’s response. Those not responsive shall be rejected by the City without further consideration: Vendor employees who deliver mineral aggregate, asphalt, nonstandard bituminous, cementitious materials, or perform general and roadway debris hauling must have CDL – Class A.

The City requires a 3% rebate from the successful vendor(s). The rebate shall be 3% of total money spent by the City with the vendor each year. If the vendor agrees to Interlocal Agreement Sales on the Offer Form, sales conducted within this contract authority to other jurisdictions shall also incur the 3% rebate which shall be calculated and paid to the City of Seattle, unless the City instructs the vendor otherwise through written notice. The total rebate due to the City shall be paid in check to the City of Seattle, Department of Finance and Administrative Services (FAS), Attn: Accounting – Purchasing Rebates, PO Box 94689, Seattle WA 98124-4689. Send a “copy” of the rebate check with any supporting documents to PO Box 94687, Seattle WA 98124-4687. For the first year, rebates will be made for total payments made to the Vendor under this Contract, starting from Contract award to June 30. For every year thereafter, the rebates will be made for total payments made to the Vendor for the period starting from July 1 of each year to June 30 of the following year.Vendor shall track payments made by other Agencies utilizing this Contract via Interlocal Agreement on the Rebate Report, included in the Attachments section. The City will provide the Vendor with a report showing the City’s payments to the Vendor for the appropriate time period. Rebates will be due 30 days from Vendor’s receipt of the City’s report.All monies spent between the City and the vendor are part of the rebate calculation, unless the vendor can differentiate a spend category or separate contract not associated with the contract. If the Vendor’s records conflict with the City’s reports, Vendor shall contact the buyer and provide supporting documentation which comprise of a report showing the 1) City Ordering Department/ Other Public Agency using this contract, 2) Invoice Number, 3) Date of Invoice, 4) Dollar Amount “excluding” tax, 5) Any other relevant information. This report should also show all credits and returns made by the City Departments.If the rebate is late, the City reserves the right to “hold” all future invoice payments until the rebate has been issued, or to withhold the rebate amount from the next invoice payment due to the vendor.

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

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.

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.

The City expects to achieve the following through this solicitation:Pool of vendors that supply a part of, or all of, various roadway materials, disposal services and general hauling services.Depth and diversity of vendors that (i) meet the City’s needs during normal city operations and emergencies and (ii) provide priority service and sales to the City during emergencies and disasters where supply and waste disposal are at peak loads.Identification of Plant Opening Fees for non-standard operating hours.Roadway materials that pass material testing and approval requirements and non-standard specialty items or the option for custom mixes.Easy-to-access locations for the City’s crews to dispose of waste and debris.Achieve a rebate: A 3% rebate offer is required on all bids.

The vendor shall provide five (5) business days’ response time and delivery for most new orders placed by the City. Vendor will maintain adequate inventory to stock and provide same-day response on the most frequently ordered items, allowing City employees to purchase products or parts at the Vendor location within the same-day of placing the order.

If a Vendor has any current or former City employees, official or volunteer, working or assisting on solicitation of City business or on completion of an awarded contract, you must provide written notice to Purchasing of the current or former City official, employee or volunteer’s name. The Vendor Questionnaire within your bid documents prompts you to answer that question. You must continue to update that information to City Purchasing during the full course of the contract. The Vendor is to be aware and familiar with the Ethics Code, and educate vendor workers accordingly.

Before tabulating price, the City evaluates Vendor compliance with specifications and bid requirements. The City reserves the right to test on the bid form or any materials added to the contract before the City determines whether to accept the materials. Except for materials previously tested and accepted by the City, vendors should expect most materials to require testing. Furthermore, the City reserves the right to reject and remove from the contract any material the City deems unsuitable for use in the City’s projects, at any time, during or after bidding.

If this work has federal funding, this contract is subject to prevailing wage requirements for the State (RCW Chapter 39.12) and federal (Davis-Bacon and related acts), for any applicable wage category. The Contractor and every Subcontractor shall then pay the greater between State Prevailing Wages or federal Davis Bacon wages, on a classification-by-classification basis. Contractors are required to pay wages not less than once a week. See included Terms and Conditions for more information on these requirements.

The City of Seattle is seeking to procure a range of roadway construction materials, including but not limited to asphalt materials, cementitious materials, and related hauling services. This solicitation encompasses three primary scopes of work:Roadway Construction Materials, Asphalt Materials, and Debris DisposalCementitious Materials General and Roadway Debris Hauling & Related ServicesThis contract will establish a pool of eligible vendors from which the City can make orders as needed. The selection of the vendor will be at the discretion of the City department placing the order, providing flexibility to meet varying project demands.Detailed SpecificationsScope #1: Roadway Construction Materials, Asphalt Materials, and Debris DisposalVendors shall provide the following materials and services:Mineral Aggregate: The vendor shall supply various types of mineral aggregates as per City standard specifications, including but not limited to crushed rock, gravel, sand, and base course material. All aggregate materials must conform to the City of Seattle Standard Specifications for Road, Bridge, and Municipal Construction.Asphalt Materials: The vendor shall furnish hot-mix asphalt conforming to City of Seattle Standard Specifications for Road, Bridge, and Municipal Construction. Debris Disposal: Vendors shall provide debris disposal services, including recycling and environmentally responsible disposal of construction waste. Disposal practices must align with the Seattle Municipal Code (SMC) Section 21.36.Scope #2: Cementitious MaterialsVendors shall provide and deliver the following cementitious materials:Roadway Concrete Ready Mix: The vendor shall provide Type 1 and Type 2 ready-mix concrete, which meets the requirements of AASHTO M 157 and conforms to City standards for compressive strength and durability suitable for roadway applications.Non-Roadway Ready Mix: Non-roadway concrete mixtures shall consist of the appropriate cementitious materials suitable for structural or architectural applications, with specifications in accordance with City of Seattle Standard Specifications for Road, Bridge, and Municipal Construction. Controlled Density Fill (CDF): The vendor shall supply CDF that meets the requirements outlined in City of Seattle Standard Specifications for Road, Bridge, and Municipal Construction for mixtures intended to fill voids and support structures.Hauling Service: The vendor shall provide transportation services to deliver all cementitious materials to specified job sites within the City limits. Fleet vehicles must comply with State and Local Environmental Regulations and adhere to weight limits as specified by WSDOT.Scope #3: General and Roadway Debris Hauling & Related ServicesVendors shall provide the following hauling and related services:Rubble Hauling: The vendor shall provide hauling services for all types of rubble generated by construction activities, ensuring all debris is collected, sorted, and disposed of per Seattle Public Utilities (SPU) guidelines.Transportation to Disposal Facilities: All rubble must be transported to authorized disposal facilities that comply with local regulatory standards, including recycling facilities and landfills used by the City.Record-Keeping: The vendor is responsible for maintaining accurate records of debris quantities and types transported and disposed of, which must be made available upon request by the City.Service RequirementsThe following service requirements must be adhered to by all vendors:Quality Assurance: All materials provided must adhere to specified quality standards, testing protocols, and certifications as required by the City of Seattle and relevant local jurisdictions.Safety Compliance: Vendors must follow all safety regulations and best practices outlined by the Occupational Safety and Health Administration (OSHA) and local utility associations during the provision of materials and services.Equipment and Vehicles: All equipment and vehicles used for material delivery and debris hauling must be in good working condition, regularly maintained, and compliant with local emissions standards.Timely Delivery: Vendors are required to deliver materials/services on time as scheduled, with the understanding that delays may affect project timelines.Staff Training: All personnel involved in material handling and transportation must be trained on safe work practices and competent in their respective tasks as per industry norms.Delivery RequirementsAll deliveries shall meet the following requirements:Delivery Locations: Materials and services must be delivered to designated locations within the city, as specified in individual purchase orders.Notification Procedures: Vendors must provide advance notification of deliveries, including estimated arrival times, to the City department coordinating the order.Delivery Documentation: Upon delivery, vendors must provide documentation detailing the material type, quantity, delivery date, and location to the City’s representative.Inspection and Acceptance: All delivered materials will be subject to inspection by the City or its authorized agents before acceptance. Any discrepancies or defects identified during inspection must be rectified by the vendor at no additional cost.Waste Handling: The vendor is responsible for ensuring proper management of all waste materials generated during delivery, including cleanup, to maintain site safety and compliance.The City of Seattle aims to award contracts that provide competitive pricing, quality products, and reliable services to fulfill its roadway construction and maintenance needs.

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.

Executed by a Banking Institution provided a Moody’s Bank Rating of B or better. The Bond or Letter of Credit is required at Contract signature and returned to the City. The City does not intend to execute the Contract until the proper and approved form of the Bond or Letter of Credit has been accepted by the City.

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.

The Apparently Successful Vendor(s) will receive an Intention to Award Letter from the Buyer after award decisions are made by the City. The Letter will include instructions for final submittals due prior to execution of the contract or Purchase Order. The Vendor will be expected to provide all essential documents within ten (10) business days. This includes attaining a Seattle Business License and payment of all associated taxes due and providing proper proof of insurance. If the selected Vendor fails to complete all the final submittals within the allotted ten (10) days, the City may elect to cancel the intended award and award to the next ranked Vendor, or cancel or reissue this solicitation. Cancellation of an award for failure to execute the Contract in the timeframes above may cause Bidder disqualification for future solicitations for this same or similar product/service.

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) 684-0452jack.nolan@seattle.gov

The Ethics Code has been amended to apply to vendor company workers that perform over 1,000 cumulative hours on any City contract during any 12-month period. Any such vendor company employee covered by the Ethics Code must abide by the City Ethics Code. The Vendor is to be aware and familiar with the Ethics Code, and educate vendor workers accordingly.

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

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

As part of your response to this ITB, you will be asked to consider Prevailing Wage Rates for King County & Benefit Code Key with the effective date: Wednesday, April 8, 2026.To receive prevailing wage rates you may go to the following:To download the rates, go to https://secure.lni.wa.gov/wagelookup/

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 10:30 am, on Tuesday, March 17, 2026. Please use this link to get on the meeting: https://teams.microsoft.com/meet/27537757286980?p=Gg9ngwjvWDFAu4Lu6Z.

City of Seattle Standard Specifications and Specification Sheets: The most current adopted City of Seattle Standard Specifications for Road, Bridge, and Municipal Construction and Specification Sheets (“Standard Specifications”) apply to the roadway materials and the disposal services provided under the awarded contract. The most current specifications and plans can be found using the following link:Standard Specifications and Plans - Utilities | seattle.govDeliverables: Vendors shall provide part of, or all of, the various roadway materials or disposal services listed in the Bid Offer Form.Disposal Definitions:"Landfill” means a disposal facility or part of a facility at which solid waste is permanently placed in or on land, and which is not a land spreading disposal facility or a composting facility.“Clean Fill” means natural soils, stones, rocks, and other wastes which are not Hazardous or Dangerous.“Hazardous or Dangerous” means wastes generated during the cleanup of a hazardous waste site, corrective actions, or other clean-up activities and which contain harmful substances and designate as dangerous wastes, Chapter 173-303 WAC.“Contaminated Fill” means soils and debris wastes contaminated with heavy metals, total petroleum hydrocarbons (TPH), polycyclic aromatic hydrocarbons (PAH), or other regulated contaminants, above MTCA Method A Unrestricted Land-use Clean-up Levels, Chapter 173-340 WAC. Contaminated Fill at no time designates as Dangerous or Hazardous Waste. Contaminated wastes are regulated and must be managed according to State regulations.“Sewer Grit” means solids removed from the City’s sanitary or combined sewer system and screened to decant the liquids.Material Testing and Acceptance after Contract Award: The City reserves the right to test materials before the City determines whether to accept the materials. Except for materials previously tested and accepted by the City, vendors should expect most materials to require testing. Furthermore, the City reserves the right to reject and remove from the contract any material the City deems unsuitable for use in the City’s projects, at any time, during or after bidding.The City will conduct testing based on the type of materials requested by a City Department. If a request is made for STANDARD materials, the City will base testing and approval on the materials’ conformance with the Standard Specifications. If the material is not compliant with the Standard Specifications, the City will not allow sales of that material through the contract. STANDARD materials are materials that the City uses routinely and whose requirements are outlined in the Standard Specifications. If a request is made for NONSTANDARD materials, the City will base testing and approval on the materials’ conformance with any referenced specification and the product description provided by the vendor in the Manufacturer’s Certificate of Compliance. NONSTANDARD materials are materials that the City uses in specialized applications where a specification may or may not exist for the material.Manufacturer’s Certificate of Compliance: When required by the City at time of purchase or delivery, Vendor shall provide a Manufacturer’s Certificate of Compliance, as outlined in Standard Specification Section 1-06.3.Hot Mix Asphalt (HMA) Mix Design Submittal: A copy of the HMA Mix Design Submittal is embedded as an attachment in the solicitation for vendors that supply HMA mix products that have not previously been approved by the City testing lab. Please note that the HMA Mix Design Submittal is NOT submitted at the time of your bid but may be provided should a vendor be awarded a contract.Prevailing Wage: If mineral aggregate, asphalt, or nonstandard bituminous materials are delivered by the vendor, prevailing wage compliance is required.Service Area: Primary service area is considered the Seattle City Limits. Contract may be used at remote locations, including:Location NameAddressCedar River Municipal Watershed19901 Cedar Falls Road SE, North Bend, WA 98045Lake Youngs Reservoir18015 SE Lake Youngs Rd, Renton, WA 98508Rattlesnake Lake Recreational Area17905 Cedar Falls Road SE, North Bend, WA 98045Landsburg Fish Ladder28700 SE 252nd Place, Ravensdale, WA 98051South Fork Tolt Municipal Watershed13510 Carnation Duvall Rd, Duvall, WA 98109Tolt Regulating Basin, Tolt Dam, and Tolt Treatment Facility12910 Kelly Road NE, Duvall, WA 98019 The City may add additional remote locations as needed.

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.

The Vendor(s) should anticipate that the Letter will require at least the following. Vendors are encouraged to prepare these documents when possible, to eliminate risks of late compliance.Ensure Seattle Business License is current and all taxes due have been paid.Ensure the company has a current State of Washington Business License.Supply Evidence of Insurance to the City Insurance Broker if applicable.Intent to Pay Prevailing Wage Online Registration (if applicable) for Prime and all Subcontractors.Supply a Taxpayer Identification Number and W-9 Form .If applicable, provide a picture of current CDL - Class A for each employee performing delivery or hauling work.

The City will evaluate bids by individual line item, as identified in each Bid Offer Form. The City may award any single line item, multiple line items, or all line items to one or more bidders.Rebates: A 3% rebate offer is required on all bids, so the rebate will not be tabulated in the calculation and tabulation as a separate factor.

The City requires the brand name as specified and will not allow substitute products.

This Letter of Commitment is a letter that confirms the intention of an appropriate surety to provide a bond should the company receive an award. This letter does not supply the bond but expresses that the surety can provide a qualified bond should an award be given.This Letter of Commitment may be for a Contract Bond. The Letter shall be from a qualified Bond Agency as specified above and shall confirm the willingness of the Bond Agency to provide a bond at 100% of the contract value that meets the form and requirements of the City Bond Form, should the vendor win award.Alternatively, the City will accept a Letter of Commitment for a Letter of Credit. The Letter of Commitment shall be from a qualified Banking Institution as specified above and confirm the willingness of the Banking Institution to provide a Letter of Credit in 100% of the contract value, should the Vendor win the award.

A vehicle specialty license from the State of Washington is required to be eligible to bid for any contract. This license is required for: purchase or sale of new or used cars, trucks, and/or motorhomes at retail or wholesale, and Auctioneers selling titled vehicles. The State of Washington requires a Vessel Dealer License for each business location that sells, at retail or wholesale, any watercraft designed for either motor or wind propulsion, or 16 feet or longer in length, even if unpowered. Instructions and applications can be obtained at http://www.dol.wa.gov/business/vehiclevesselmanufacturer.

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.

The City shall conduct a Mandatory Pre-Bid Conference virtually using the information below. Vendors must 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 Mandatory Pre-Bid Conference will be held at 10:30 am, on Tuesday, March 17, 2026. Please use this link to get on the meeting: https://teams.microsoft.com/meet/27537757286980?p=Gg9ngwjvWDFAu4Lu6Z.

Once the contract is executed, the City may require the vendor to submit a test or sample of the product. If the product is custom-designed, the cost of the custom production may be charged to the City at a mutually agreed upon cost. If the product demonstrated does not meet performance and/or capability requirements in the opinion of the City, the City will notify the Vendor. The Vendor may be asked to modify the product to the City’s satisfaction and submit a new product sample at no additional cost to the City unless mutually agreed upon otherwise in advance of such costs being incurred, or the City may terminate the contract.

The City may request Vendors to provide pricing options for the Bond or Credit Coverage. The City reserves the option to execute a bond for the pricing option selected by the City prior to execution of the contract. The Letter of Commitment shall still be for the entire estimated value of the Contract; however, the City would reserve the right to execute a contract selecting a value less than 100%.

City of Seattle Standard Specifications and Specification Sheets: The most current adopted City of Seattle Standard Specifications for Road, Bridge, and Municipal Construction and Specification Sheets (“Standard Specifications”) apply to the cementitious materials provided under the awarded contract. The most current specifications and plans can be found using the following link:Standard Specifications and Plans - Utilities | seattle.gov Deliverables: Vendors shall provide part of, or all of, the various cementitious materials and delivery services listed in the Bid Offer Form.Material Testing and Acceptance after Contract Award: The City reserves the right to test materials before the City determines whether to accept the materials. Except for materials previously tested and accepted by the City, vendors should expect most materials to require testing. Furthermore, the City reserves the right to reject and remove from the contract any material the City deems unsuitable for use in the City’s projects, at any time, during or after bidding.The City will conduct testing based on the type of materials requested by a City Department. If a request is made for STANDARD materials, the City will base testing and approval on the materials’ conformance with the Standard Specifications. If the material is not compliant with the Standard Specifications, the City will not allow sales of that material through the contract. STANDARD materials are materials that the City uses routinely and whose requirements are outlined in the Standard Specifications. If a request is made for NONSTANDARD materials, the City will base testing and approval on the materials’ conformance with any referenced specification and the product description provided by the vendor in the Manufacturer’s Certificate of Compliance. NONSTANDARD materials are materials that the City uses in specialized applications where a specification may or may not exist for the material.Manufacturer’s Certificate of Compliance: When required by the City at time of purchase or delivery, Vendor shall provide a Manufacturer’s Certificate of Compliance, as outlined in Standard Specification Section 1-06.3. Concrete Mix Approval is per the City of Seattle Standard Specifications, current version in Section 5-05.3 Construction requirements, subsection 5-05.3(1) Concrete Mix Design. Please note that the Concrete Mix Approval is NOT submitted at the time of your bid but may be provided should a vendor be awarded a contract.Prevailing Wage: If cementitious materials are delivered by the vendor, prevailing wage compliance is required.Service Area: Primary service area is considered the Seattle City Limits. City may add additional remote locations as needed.

Vendor (including officer, director, trustee, partner or employee) must not have a business interest or a close family or domestic relationship with any City official, officer or employee who was, is, or will be involved in selection, negotiation, drafting, signing, administration or evaluating Vendor performance. The City shall make sole determination as to compliance.

The scope of work for this resultant contract requires use of pesticides, and the successful Vendor must comply with WSDA’s licensing requirements for a commercial license, on or before resultant contract signature. The City will require proof of licensing from the successful Vendor before resultant contract signature. If the successful Vendor fails to prove compliance to the licensing requirements, the City will reject the proposal. More information can be found at https://apps.oria.wa.gov/permithandbook/permitdetail/67.

The purpose of this Invitation to Bid is to solicit bids from interested Bidders for:Scope 1: Roadway Construction Materials, Asphalt Materials and Debris Disposal(e.g. mineral aggregate, asphalt materials, disposal of construction materials)Scope 2: Cementitious Materials(e.g. roadway concrete ready mix, non-roadway ready mix, CDF, and hauling service)Scope 3: General and Roadway Debris Hauling & Related Services(e.g. rubble hauling services to and from city facilities to disposal facilities)The City intends to award a pool of eligible, qualified, and competitive contracts for these products and services. The City may place orders with any of the resultant contract vendors, selecting the vendor the City wishes to use in any manner that the City department placing the order chooses.The City has held successful contracts for roadway materials, disposal services, concrete and asphalt materials, waste materials and general hauling services for several years. However, the contracts are set to expire, so the City is returning to the marketplace to establish a pool of new contracts. The City currently holds 19 contracts with various vendors that provide a range of roadway materials, disposal services and hauling services for various zones in Seattle areas. This Invitation to Bid intends to establish a pool of vendors to replace these 19 contracts. Contracts to be replaced by this Solicitation below:City of Seattle Blanket Contract IDContract TitleLegal Name of Organization3780ROADWAY DISPOSALAAA MONROE ROCK CORP3881ROADWAY AGGREGATE ASPHALT DISPLAKESIDE INDUSTRIES3882ROADWAY ASPHALT AND DISPOSALICON MATERIALS INC3883ROADWAY DISPOSAL SITELENZ ENTERPRISES INC3815ROADWAY MINERAL AGGREGATE DISPOSALCEDAR MOUNTAIN RECLAMATION LLC3814ROADWAY MINERAL AGGREGATE DISPOSALGARY MERLINO CONSTRUCTION CO3880ROADWAY MINERAL AGGREGATE DISPOSALMARONI CONSTRUCTION INC3813ROADWAY MINERAL AGGREGATE DISPOSALRENTON CONCRETE RECYCLERS3816ROADWAY MINERAL AGGREGATESGARY MERLINO CONSTRUCTION CO4494ROADWAY CONCRETE DELIVERYTRINITY DEVELOPMENT CORPORATION4264ROADWAY CONCRETE SUPPLYGARY MERLINO CONSTRUCTION CO4492ROADWAY CONCRETE SUPPLY/DELVRYSALMON BAY SAND & GRAVEL CO4493ROADWAY CONCRETE SUPPLY/DELVRYGLACIER NORTHWEST INC4632ROADWAY AGGREGATE SAND/GRAVELGLACIER NORTHWEST INC6154BLDG SVCS SDOT DEBRIS HAULINGMARONI CONSTRUCTION INC5132BLDG SVCS SDOT DEBRIS HAULINGNEWELL BROTHERS INC5133BLDG SVCS SDOT DEBRIS HAULINGRIVERS EDGE ENVIRONMENTAL SERVICES INC6054ROADWAY - General Debris Hauling and Related ServicesMAKS DUMP TRUCK LLC6025ROADWAY - CONCRETE DELIVERY SUPPLY ONLYGARY MERLINO CONSTRUCTION CO In 2024, the City’s total usage for all contracts was approximately $5.5 million. The City does not guarantee usage of the contracts resulting from this solicitation. Multiple vendors for hauling services will be rotated to the city’s best ability. The Parks Department, Seattle City Light, Seattle Public Utilities, and Seattle Transportation Department are the primary users of the contracts.

The City will calculate and reduce the pricing submitted by applying any prompt payment discounts.

Unless the apparently successful Vendor has already submitted a fully executed Taxpayer Identification Number and Certification Request Form (W-9) to the City, the apparently successful Vendor must execute and submit this form prior to the contract execution date.

Elected officials and candidates are prohibited from accepting or soliciting campaign contributions from anyone having at least $250,000 in contracts with the City in the last two years or who has paid at least $5,000 in the last 12 months to lobby the City. Please see Initiative 122, or call 206-684-8500 with questions.

This contract shall be for one-year with six (6) one-year extensions allowed at the option of the City. This contract is subject to prevailing wage and will require Vendor compliance to prevailing wage requirements (see Terms and Conditions in Supporting Attachments). The Vendor may provide a notice to not extend but must provide such notice at least 45 days prior to the annual renewal date.

SMC 20.60.106 (H) authorizes that in determining the lowest and best bid, the City shall consider the tax revenues derived by the City from its business and occupation, utility, sales and use taxes from the proposed purchase. The City will apply SMC 20.60.106(H) and calculate when the value could serve as a differentiator to determine the lowest bid. The City of Seattle’s Business and Occupation Tax rate varies according to business classification. Typically, the rate for service such as consulting and other professional services is .00415% and for retail or wholesale sales and associated services, the rate is .00215%. Only vendors that have a City of Seattle Business License and have an annual gross taxable Seattle income of $100,000 or greater, pay Business and Occupation Tax.

Submit questions to the Buyer no later than 5:00 pm on Wednesday, March 25, 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.

City of Seattle Standard Specifications and Specification Sheets: The most current adopted City of Seattle Standard Specifications for Road, Bridge, and Municipal Construction and Specification Sheets (“Standard Specifications”) apply to the hauling and disposal services provided under the awarded contract. The most current specifications and plans can be found using the following link:Standard Specifications and Plans - Utilities | seattle.govScope of Work:The work consists of hauling debris deposited in the City yards as directed by authorized City department personnel. The debris shall include general and roadway debris, concrete waste, asphalt waste debris, and/or green/organics. Vendor must provide mechanical equipment to reasonably compact debris into the Vendor's trucks and trailers and other related services as requested by the City. The Vendor shall provide safety training for their drivers. The City Department will pay for disposal costs. Do not include disposal costs in hourly rates on the bid form. The Vendor could be hired to haul material to and from various project locations throughout the Seattle area and other City properties.The Vendor shall provide dump trucks and similar related equipment for debris hauling legally fit for travel on the road, trained personnel, and if applicable subcontractors to execute the removal of debris in the designated City locations. Upon arrival at work site vendor must have equipment that meets all safety requirements, is in good working condition and has required load covers. Failure to comply upon arrival will result in equipment turned away and not loaded. Vendor will bear the costs associated with that trip if turned away.The Vendor and any subcontractors shall provide drivers that have current Commercial Driver’s License number with appropriate endorsement. Drivers must be in good standing as declared by the National Driver Register File Check. Vendor bears all responsibility for driver compliance.The Vendor shall strictly adhere to all Truck Routes http://www.seattle.gov/transportation/permits-and-services/permits/stt-downtown-traffic-control-zone and traffic control measures as outlined in the current City of Seattle Traffic Control Manual http://www.seattle.gov/transportation/document-library/manuals/traffic-control-manual. Most debris will be picked up for disposal from one of the City’s holding yards. No work under this contract will be performed on Public Works construction sites or in Right of Way.A City Department Project Manager will request work to be done on debris volume basis and shall specify, as a minimum, the following information, and provide it in writing to vendor at least 48 hours in advance.Full description of work requiredDate work must start and /or be completed by.Exact location of the work.The time and location if a site visit is required prior to authorization of work.Any other special information required to successfully perform the work.The City debris loader operator shall keep a Truck Vendor Tracking Log of truck arrival and departure.Locations of Work:City of Seattle yards are located below:SDOT 714 S. Charles St- between 7th and 8th Ave S. on Dearborn St.SDOT West Seattle Yard- 9200 8th Ave SWSDOT Haller Lake Yard- 12600 Stone Ave NSPU Mead Street 5801 1st Ave S Seattle WASPU Kent Highlands Landfill 23076 Military Rd S Kent, WASPU Midway Landfill 24808 Pacific Highway S Kent, WA The City reserves the right to utilize this contract at other City properties located throughout and outside of King County.General and Roadway Debris Hauling Description:This section covers the requirements for furnishing labor, equipment, transportation, and supervision to perform debris hauling from City yards.The volume of work and the rate of execution of the work will be controlled by budgetary constraints, required notification procedures, weather conditions, and workloads.General and technical questions relating to the project shall be directed to the City department Project Manager.Vendor's Crews:Vendor Crew structure and equipment requirements will be decided on a case by case basis and confirmed in writing between City department and the Vendor.Supervisor. The Vendor shall also provide one Supervisor available to the City equipped with cellular phone throughout the duration of this contract.All of the Vendor's Crews working on this contract will have cellular phone capabilities for communication with City departments.Any alterations to the scheduled work will be transmitted in writing to the Vendor by the City department and shall not be considered either to waive any conditions of the contract or to invalidate any of the provisions thereof.Time Schedule:Commencement of the work shall be coordinated with the City Department. Work will generally occur on weekdays only between the hours of 6:00 am to 5:00pm. Work at different days and times require written approval of the Project Manager.Vendor shall adhere to the Seattle Municipal Code regarding noise control as stated in SMC 25.08 Subchapter III Environmental Sound Levels.Within these assignment workloads, the Vendor will be allowed the flexibility to work according to any approved schedule.The City shall notify the Vendor in writing prior to commencement of work, of the locations and crews within the assigned area and volumes of debris hauling to be done for that day(s).The Vendor shall show proper identification and work order/PO number issued by the City prior to entering City premises.The City estimates that it can cycle 4-5 loads per truck daily and that shall be used as the basis for the per ton pricing.Change Orders and Cancellation of Work OrdersAll change order requests, and cancellation of work orders shall be documented in writing by City Project Manager and must be appropriate based upon this solicitation’s requirements.Change orders to work order requests can be made verbally when circumstance require it but must be documented in writing.Change orders involving cancellation or changes in service shall be made 48 hours in advance or be subject to a truck and driver cancellation charge of 4 hours.Inspection and AcceptanceThe Vendor shall give the Project Manager notice when the work has been completed and is ready for inspection. The Vendor at the Vendor's expense shall correct all rejected work.The Vendor shall provide load tickets on all work done with specificity (e.g. street address) where debris was picked up, the amount of load picked up, hauled, reduced, and disposed of and submit copies to the City Project Manager for contract documentation.The City will be billed directly by the disposal facility based on load tickets submitted by the vendor.Upon acceptance of work by the City Project Manager, the Vendor will be notified and payment for the work will be approved through vendor submission of a properly completed invoice.Invoice shall be prepared citing the blanket contract, and work order/PO number assigned as follows:date of performance,City project manager name,department,division and contact phone number,location(s) of where debris was picked up,the amount picked up, hauled, reduced, and disposed of with the final unit pricing per the contract to the City andsent directly the City Department’s Accounts Payable contact Prevailing Wage: When performing Scope #3 - General and Roadway Debris Hauling & Related Services, prevailing wage compliance is required.Subcontracting:Vendor shall not subcontract any of its obligations under this Contract without Seattle’s written consent from the department Project Manager, which may be granted or withheld in Seattle’s sole discretion. Project Manager will then notify City Purchasing of its Consent. City Purchasing shall then document the file and check L&I requirements have been met.If subcontractor is replaced at any time, vendor must let the City know immediately. Requesting department and City Purchasing need to approve any new subcontractors.Vendor shall ensure that all subcontractors comply with the obligations, requirements and terms and conditions of the contract. Seattle’s consent to subcontract shall not release the Vendor from liability under this Contract, or from any obligation to be performed under this Contract, whether occurring before or after such consent to subcontract.Debris Characteristics and Worksite Conditions:The Vendor can expect much of debris to be asphalt, concrete, mud, dirt, and organics.The percentage of organic debris versus asphalt the City currently has in their yards is approximately 10% organic to 90% asphalt, concrete, mud, and dirt.The City expects 90% of the jobs will be in the City yards and 10% to be Citywide including all parks.The City will not have anything toxic dumped in their yards. Any hazardous materials will automatically be handled by the City vendors who have contracts for that type of material.There are multiple Project Managers per department on this contract.The City departments will provide the loader and operator to assist the debris hauling vendors with the loading of materials into their trucks from the City yards. The City is seeking vendors for all size jobs under this contract as this will be utilized citywide.

Site planning, designing, constructing or maintaining grounds and landscapes, requires the Bidder to perform services compliant to the City’s Landscape Management and Integrated Pest Management program. The program requires strict compliance to best environmental landscape care and management practices, restricts pesticides, and requires a highly regulated set of controls. Vendors performing such services must comply with these practices and policies.

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

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

The City expects to award contracts to more than one successful bidder.

Delivery is required by TBD. Any bids received with a delivery date that exceeds this requirement will be rejected as non-responsive. Goods delivered beyond that date will be returned at vendor’s expense. Vendor agrees to deliver by this time and date.

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.

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.

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

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.

Any resultant contract or Purchase Order may be expanded as allowed below. A modification may be considered per the criteria and procedures below, for any ongoing Contract that has not yet expired. Likewise, a one-time Purchase Order may be modified if the bid reserved the right for additional orders to be placed within a specified period of time, or if the project or body of work associated with a Purchase Order is still active. Such modifications must be mutually agreed. The only person authorized to make such agreements for the City is the Buyer from the City Purchasing Division (Department of Finance and Administrative Services). No other City employee is authorized to make such written notices. Expansions must be issued in writing from the City Buyer in a formal notice. The Buyer will ensure the expansion meets the following criteria collectively: (a) it could not be separately bid, (b) the change is for a reasonable purpose, (c) the change was not reasonably known to either the City or Vendor at time of bid or else was mentioned as a possibility in the bid (such as a change in environmental regulation or other law); (d) the change is not significant enough to be reasonably regarded as an independent body of work; (e) the change could not have attracted a different field of competition; and (f) the change does not vary the essential identity or main purpose of the contract. The Buyer shall make this determination, and may make exceptions for immaterial changes, emergency or sole source conditions, or for other situations as required in the opinion of the Buyer. Some changes are not an expansion of scope, including an increase in quantities, exercising bid options and alternates, or ordering work identified within the solicitation. If such changes are approved, changes are done as a written order issued by City Purchasing to the Vendor.

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.

Delivery time is of the essence. Liquidated damages will be assessed for late delivery. Liquidated damages will be assessed for $ for each day beyond the required delivery date. See Contract Terms and Provisions, Liquidated Damages section.

The City reserves the right to perform reference checks on a pass/fail basis. A fail may remove you from consideration. Please complete the Reference Sheet document and submit with your bid response or upon request.Please provide up to three (3) references with Customer information including name, address, point of contact name, phone number, email address, and years’ service was provided. You may submit references with your bid response, or upon request by the City.

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

ITB Issued:February 25, 2026Pre-Bid Conference (Non-Mandatory):March 17, 2026, 10:30amhttps://teams.microsoft.com/meet/27537757286980?p=Gg9ngwjvWDFAu4Lu6ZDeadline For Questions:March 25, 2026, 5:00pmSealed Bids Due to the City / Bid Opening:April 8, 2026, 1:00pmhttps://teams.microsoft.com/meet/23747901317261?p=4gXXGZCzIOipJH6EEU

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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

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.

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.

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.

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.

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

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.

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.

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.

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.

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.

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.

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.

Vendors are responsible for errors and omissions in their Bids. No such error or omission shall diminish the Vendor’s obligations to the City.

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.

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.

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

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.

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.

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.

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.

As mentioned above, all City of Seattle offices (“the City”) are required to promptly make public records available upon request. However, under Washington State Law some records or portions of records are considered legally exempt from disclosure and can be withheld. A list and description of records identified as exempt by the Public Records Act can be found in RCW 42.56 and RCW 19.108.If you believe any of the records you are submitting to the City as part of your bid/proposal or contract work products, are exempt from disclosure you can request that they not be released before you receive notification. To do so you must complete the City Non-Disclosure Request Form (“the Form”) provided by City Purchasing (see Form as part of Vendor Questionnaire), very clearly and specifically identify each record and the exemption(s) that may apply, and submit a copy of your records with the specified exemptions redacted. (If you are awarded a City contract, the same exemption designation will carry forward to the contract records.)The City will not withhold materials from disclosure simply because you mark them with a document header or footer, page stamp, or a generic statement that a document is non-disclosable, exempt, confidential, proprietary, or protected. Do not identify an entire page as exempt unless each sentence is within the exemption scope; instead, identify paragraphs or sentences that meet the specific exemption criteria you cite on the Form. Only the specific records or portions of records properly listed on the Form will be protected and withheld for notice. All other records will be considered fully disclosable upon request.If the City receives a public disclosure request for any records you have properly and specifically listed on the Form, the City will notify you in writing of the request and will postpone disclosure. While it is not a legal obligation, the City, as a courtesy, will allow you up to ten business days to file a court injunction to prevent the City from releasing the records (reference RCW 42.56.540). If you fail to obtain a Court order within the ten days, the City may release the documents.The City will not assert an exemption from disclosure on your behalf. If you believe a record(s) is exempt from disclosure you are obligated to clearly identify it as such on the Form and submit it with your solicitation. Should a public record request be submitted to City Purchasing for that record(s), you can then seek an injunction under RCW 42.56 to prevent release. By submitting a bid document, the bidder acknowledges this obligation; the proposer also acknowledges that the City will have no obligation or liability to the proposer if the records are disclosed.

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