Mobile Passenger Boarding Ramps (International & Continental)

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INVITATION TO BID NO. 26-92
Mobile Passenger Boarding Ramps (International & Continental)
BID DUE DATE AND TIME: October 20th, 2026, at 2:00 PM PT
PORT OF SEATTLE
Central Procurement
Office Pier 69
2711 Alaskan Way
Seattle, Washington 98121
Prepared By:
Evan Gray
Procurement Officer II
206-677-3227
Solicitation Issue Date: September 14th, 2026
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TABLE OF CONTENTS
SECTION I - INSTRUCTIONS FOR BID PREPARATION AND SUBMITTAL ......................................... Page 4
SECTION II - SAMPLE CONTRACT/GENERAL TERMS AND CONDITIONS ........................................ Page 13
EXHIBIT C .................................................................................................................................. Page 38
SECTION III - SPECIFICATIONS/REQUIREMENTS.......................................................................... Page 39
SECTION IV - SUBMITTAL DOCUMENTS .....................................................................................Page 44
SECTION V -ATTACHMENTS ......................................................................................................Page 55
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INVITATION TO BID (ITB)
26-92 Mobile Passenger Boarding Ramps (International & Continental)
BACKGROUND: The Port of Seattle is soliciting Bids for self-powered mobile
passenger boarding ramps (International & Continental). These ramps will be
used at Seattle-Tacoma International Airport (SEA) to perform hardstand
operations year around. Award will be made to the lowest priced, responsive,
responsible bidder in accordance with the terms and conditions of the
solicitation.
SOLICITATION ISSUE DATE: Monday, September 14th, 2026
BID DUE DATE: Tuesday, October 20th, 2026, 2:00 PM Pacific Time
Bidders are required to submit Bids no later than the due date/time set forth in
the solicitation.
Bidders must complete, sign, and submit the following with their Bid:
Submittal Document 1 - Bid Form
Submittal Document 2 - Entity Information Sheet
Submittal Document 3 - Pricing Schedule
Submittal Document 4 - References
Submittal Document 5 - Model Datasheets
Submittal Document 6 - AHM913 Compliance
Submittal Document 7 - Seattle winter solar model showing continuous operations being
sustainable based on solar levels of SeaTac region.
Submittal Document 8 - Warranty and Maintenance Documentation
Submittal Document 9 - Training and U.S. Parts Support Documentation
PORT OF SEATTLE POINT OF CONTACT:
Evan Gray, Procurement Officer II, Gray.E@portseattle.org
NOTE: Potential Bidders are instructed to read all Sections of the Solicitation to familiarize
themselves with all Solicitation terms and conditions and to identify dates, times, and
submittal requirements related to the development and submittal of Bids. Bidders are
further instructed to submit any questions or requests for clarification regarding this
Solicitation to Vendor Connect as soon as practicable.
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SECTION I
INSTRUCTIONS FOR BID PREPARATION AND SUBMITTAL
You must register on the Port of Seattle's VendorConnect System (VCS) to be included on the
official plan holders list for this Invitation to Bid (ITB) 26-92. To do this, you must obtain a login to
VCS, ensure your login has been associated to your company, and add yourself to the "Plan Holders
List." If you do not, you will not receive email notifications of addenda or other important
information concerning this solicitation. https://hosting.portseattle.org/sops/#/Dashboard
1. INTRODUCTION
1.1. This document is an Invitation to Bid (ITB) for Mobile Passenger Boarding Ramps
(International & Continental). The purpose and intent of this solicitation is to
award a contract to the vendor who offers the Port the lowest price and meets all
requirements.
1.2. The full scope of the requirements are specified in Section III of this ITB.
2. ESTIMATED PROCUREMENT SCHEDULE
These are the estimated dates which are subject to change and are provided for planning
purposes only.
Task Estimated Date
Bid Issue Date September 14th, 2026
Pre-Bid Meeting September 23rd , 2026
Final Questions Due to Vendor
Connect/ Request for interpretation, September 29th, 2026, 2:00 PM Pacific Time
clarification or questions about these
ITB terms and conditions
Issue Addenda to Questions October 5th, 2026
Due Date for Bids October 20th, 2026, at 2:00 PM Pacific Time
Evaluation of Bids Complete October 27th, 2026
Notice of Intent to Award October 30th, 2026
Contract Execution November 5th, 2026
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3. DIVERSE BUSINESS PARTICIPATION
3.1. The Port of Seattle is committed to providing the maximum practicable
opportunities for diverse businesses to compete for and participate in Port
contracting. The Port's Diversity in contracting goal is to increase total awarded
dollars and the number of diverse firms we contract with; therefore, the Port
strongly encourages diverse firms to participate in this solicitation.
3.2. Definitions: the following definitions shall apply throughout this Section:
3.2.1. "Diverse Firm" refers to a wide array of businesses including: Minority
Business Enterprise (MBE), Women Business Enterprise (WBE), Minority
Woman Business Enterprise (MWBE), Veteran Owned Business (VOB),
Small Business Enterprise (SBE) or LGTBQ Enterprise (LGBTQ).
3.2.2. "Women or Minority Business Enterprise "(WMBE) is an umbrella term
that includes MBE, WBE, and MWBEs.
3.2.3. "Minority Business Enterprise" (MBE) is a business that is at least 51
percent (51%) owned and controlled by minority (including, but not
limited to African Americans, Native Americans, Asians, and Hispanics)
group members.
3.2.4. "Women Business Enterprise" (WBE) is a business that is at least 51
percent (51%) owned and controlled by women.
3.2.5. "Minority Women Business Enterprise" (MWBE) is a business that is at
least 51 percent (51%) owned and controlled by minority women
(including, but not limited to African Americans, Native Americans,
Asians, and Hispanics) group members.
3.2.6. "Combination Business Enterprise" (CBE) is a business that is 51% owned
and controlled by a combination of minorities or women that would not
otherwise meet the definition of MBE, WBE, MWBE.
3.2.7. "Small Business Enterprise" (SBE) is a business that meets the applicable
size standards adopted by the U.S. Small Business Administration. An SBE
may be either a Certified Small Business or a business that is self-declared
to meet the applicable U.S. Small Business Administration size standard.
NAICS codes commonly used along with the applicable Small Business
Administration standards can be found at the following web address:
https://www.sba.gov/contracting/getting-started-contractor/make-sure-
you-meet-sba-size-standards/table-small-business-size-standards
3.2.8. "Veteran Business Enterprise" (VOB) is a business that is at least 51%
owned and controlled by a veteran or service member.
3.2.9. "LGBTQ Business Enterprise" (LGBTQ) is a business that is at least 51%
owned and controlled by one or more individuals who identify as LGBTQ.
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3.2.10. This Solicitation has a No aspirational goal.
4. PRE-BID CONFERENCE
4.1. An optional virtual pre-bid conference will be held online via Microsoft Teams Meeting
on Wednesday, September 23rd, 2026, at 2:00PM Pacific Time (PT). This pre-bid
conference will be held to discuss the ITB requirements. Prospective Bidders are
encouraged to have read through this ITB in its entirety, be present and participate,
including proactively seeking clarification and asking questions. If changes to the terms
and conditions of this ITB are required as a result of the meeting, written addenda will
be issued via Port's Vendor Connect System (VCS)
Microsoft Teams meeting
Join:
https://teams.microsoft.com/meet/226341325132301?p=TczVECRhCVKQ
gGCZEZ
Meeting ID: 226 341 325 132 301
Passcode: gG3Wx9JY
Need help? | System reference
Dial in by phone
+1 425-660-9954,,533250475# United States, Maple Valley
(833) 209-2690,,533250475# United States (Toll-free)
Find a local number
Phone conference ID: 533 250 475#
For organizers: Meeting options | Reset dial-in PIN
4.2. Bidders who wish to attend the pre-bid conference are to pre-register and notify the
Port Purchasing Representative, Farlis Lewis name at: Lewis.F@portseattle.org,
providing your firm name and number of attendees, no later than Monday, September
21st, 2026 by 2:00 PM PT The title of the email shall read "ITB 26-92 mobile Passenger
Boarding Ramps, "Insert company name" "Pre-bid Conference Attendees/Site Tour
Attendees".
5. NOTIFICATION TO BIDDERS
5.1. AVAILABILITY
5.1.1. The solicitation documents are available on the Port's Vendor Connect
System (VCS) https://hosting.portseattle.org/sops/#/Dashboard
Procurement Number: 26-92
5.1.2. Only complete sets of solicitation documents shall be used in preparing
Bids. The Port of Seattle assumes no responsibility for errors or
misinterpretations resulting from the use of incomplete sets of
solicitation documents.
5.2. ADDENDA
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5.2.1. Addenda will be issued via the Port's VCS to all Bidders who have
registered prior to the required due date and time for Bid Submittal.
5.2.2. Each Bidder shall acknowledge on the Bid From that it has obtained all
Addenda issued. It is the sole responsibility of the Bidder to obtain all
Addenda.
5.2.3. All Addenda issued shall become part of the Contract resulting from this
ITB. If Addenda are issued amending this ITB, all provisions that are not
modified remain unchanged.
5.3. INTERPREATION, CLARIFICATION AND REQUESTS FOR INFORMATION
5.3.1. Bidders shall promptly notify the Port of ambiguities, inconsistencies, or
errors, if any, which they may discover upon examination of the
solicitation documents.
5.3.2. Every request for interpretation, clarification or questions about these ITB
terms and conditions shall be submitted to the to the Port through the
Port's VCS site at https://hosting.portseattle.org/sops/#/Dashboard
Bidders are highly encouraged to submit any and all requests for
interpretation, clarification or questions about the ITB terms and
conditions as soon as practicable throughout the solicitation phase. These
requests need to include which term/condition in question, why it is
problematic or in need of clarification/interpretation, any suggested
language that may make it clearer, and why the Port should consider such
a change or clarification. To be given consideration, submittal of
clarifications, questions, and information requests must be received no
later than Tuesday, September 29th, 2026, at 2:00 PM Pacific Time. The
Bidder making a request under this section is solely responsible for the
timely submission of said request. Conditioning an offer on terms and
conditions
other than those contained in this solicitation will be deemed non-
responsive and will be rejected.
5.3.3. The Port's responses, if there are any, will be exclusively issued in the
form of written Addenda to this ITB which will be posted to the VCS site.
5.3.4. All writing and/or oral communications not expressly included in issued
addenda will be considered unofficial and non-binding on the Port.
Reliance on any information not expressly included in the ITB terms and
conditions or in issued addenda thereto shall be done at the sole risk and
expense of the Bidder.
5.4. QUALIFICATION OF BIDDERS
5.4.1. The Bidder must be familiar with all Federal, State and local laws,
ordinances and regulations which in any manner might affect those
engaged or employed in meeting requirements in the Contract resulting
from this ITB, the materials, equipment or procedures applicable to
meeting the requirements in the Contract resulting from this ITB, or
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which in any way would affect the conduct of meeting the requirements
of the Contract resulting from this ITB.
5.4.2. The Bidder must be registered and licensed as may be required by the
laws of the State of Washington at the time Bids are submitted and
throughout the period of performance of the Contract resulting from this
ITB.
5.5. BIDDER'S REPRESENTATION
Each Bidder represents that:
5.5.1. The Bidder has read and understands the ITB documents and that the Bid
is made in accordance with all applicable terms and conditions. The failure
of the Bidder to examine all pertinent forms, instruments, applicable
statutes, or other documents shall in no way relieve the Bidder from the
contractual obligations included this solicitation and resultant Contract.
5.5.2. The Bidder has the qualifications and is eligible to receive an award of the
Contract under applicable laws and regulations and the capacity to
perform the Contract within the time specified.
5.5.3. The Bid is based upon the requirements described or presented within
the ITB general terms and conditions and described in detail in the
Specifications/Requirements.
5.5.4. The submitted Bid is unconditional in all respects and does not take
exception to any terms and conditions contained herein.
5.5.5. The Bidder certifies they will comply with all local, state, federal, and
other laws, rules, regulations, and other requirements applicable to its
5.5.6. operations, including those relating to environmental responsibility, worker
safety, labor, anti-discrimination, and anti-human trafficking. The
Bidder/Proposer is also acknowledging that it will adhere to the Values and
Standards of the Port of Seattle, included as Exhibit C.
5.6. PUBLIC DISCLOSURE
5.6.1. All Submittals, including all attachments, shall become property of the
Port and are considered public documents under applicable Washington
State laws, specifically RCW 42.56. All documentation provided to the
Port may be subject to disclosure in accordance with Washington State
public disclosure laws. The Port will determine whether requested
documents should be disclosed. In no event shall the Port be liable for
any disclosure of documents and information it deems necessary to
disclose under the law.
5.7. BID EXPIRATION DATE
5.7.1. Bids submitted in response to this ITB shall be valid for a period of 90
Days from the date of submission.
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5.8. NOTICE OF INTENT TO AWARD
5.8.1. Award will be made to the responsive, responsible Bidder submitting the
lowest priced bid.
5.8.2. The responsive, responsible Bidder offering the lowest priced bid to the
Port will receive a "Notice of Intent to Award."
5.8.3. If the intended Contract Awardee fails to execute the Contract on the
form(s) provided by the Port within fourteen (14) days from receipt of
the Notice of Intent to Award, or declares in writing its intent to not
execute the Contract, the Port may provide Notice of Intent to Award to
the next responsive, responsible bidder offering the lowest priced bid to
the Port and continue in like manner until the Contract is executed by a
responsive, responsible Bidder to whom award is made, or further
Bidders are rejected, or the number of Bids is exhausted.
5.8.4. The Port reserves the right to cancel its Notice of Intent to Award of any
Contract at any time before the execution of said Contract by all parties
without liability to the Port.
5.9. RIGHTS OF THE PORT
5.9.1. The Port retains the right to cancel the procurement and reject any or all
Bids with no liability to the Port.
5.9.2. The Port may reject any or all Bids if such action is in the Port's interest.
5.9.3. The Port may waive informalities and minor irregularities in received
Bids.
5.9.4. The Port reserves the right to conduct clarifications or discussions at any
time with one (1) or more of the Bidders.
5.9.5. The Port reserves the right to make multiple awards if it is in the Port's
best interest to do so.
5.9.6. The Port reserves the right to reject any Bidder that 1) is determined to
be non-responsible; 2) submits an incomplete or inadequate Bid; 3) is not
responsive to the requirements of this ITB or 4) offers pricing that the Port
determines to be unreasonable.
5.9.7. The Port may determine that a Bid is unacceptable if the prices proposed
are materially unbalanced between line items or subline items.
Unbalanced pricing exists when, despite an acceptable total evaluated
price, the price of one or more-line items is significantly overstated or
understated as indicated by the application of cost or price analysis
techniques. A Bid may be rejected if the Procurement Officer determines
that the lack of balance poses an unacceptable risk to the Port.
5.9.8. The Port reserves the right to take any action affecting the procurement
process that is determined to be in the best interest of the Port.
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5.10. PROTEST PROCEDURES
5.10.1. See Attachment A to this ITB.
6. BID EXECUTION
6.1. BID FORM
6.1.1. Bids shall be submitted on the forms provided by the Port.
6.1.2. All blanks on the Bid Form shall be filled in and clearly legible.
6.1.3. Where so indicated by the makeup of the Bid Form, sums shall be
expressed in numerical figures only.
6.1.4. A price shall be submitted for each unit price, any extension thereof, and
the total amount bid. Such prices shall be stated in numerical figures only.
6.1.5. The Bidder shall make no conditions or stipulations on the Bid or qualify
its Bid in any manner.
6.1.6. The Bid Form shall include the legal name of the Bidder. The Bid Form
shall be signed only by the person or persons legally authorized to bind
the Bidder to a Contract.
6.2. STATE AND LOCAL TAXES
6.2.1. Bidder shall not add State and Local retail sales to any Bid Price except as
may be provided for in the Bid Form or Pricing Schedule.
7. SUBMISSION, MODIFICATION, REVISION AND WITHDRAWL OF BIDS.
7.1. The due date and time for Bid submittals is Tuesday, October 20th, 2026, at 2:00
p.m. Pacific Time.
7.2. The Port is requiring electronic Bids for this procurement. Hard copy submittals
will not be accepted.
7.2.1. Bids must be submitted through e-mail to: e-submittals-
purch@portseattle.org. It is the responsibility of the Bidder to ensure
timely submittal and receipt of Bids.
7.2.2. The e-mail subject shall include the ITB number, title, and due date and
time.
7.2.3. The Port's e-mail server will not accept files larger than 25 MB. If a file is
larger than 25 MB, a Bid must be sent in multiple emails. Each email must
clearly label email 1 of 3, email 2 of 3, email 3 of 3.
DO NOT submit .ZIP files or compressed files. By Port security policy, all
.ZIP file or compressed file attachments are removed/dropped at the email
firewall and will not be accessible as part of your Bid submittal.
7.2.4. The Port may use the time stamp on the e-mail to determine timeliness.
If a Bid is sent in multiple emails, all emails must be received by the due
date and time in order to be considered timely.
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