LED Runway and Taxiway Lighting Materials

INVITATION TO BID NO. 26-94
LED RUNWAY AND TAXIWAY LIGHTING MATERIALS
BID DUE DATE AND TIME: October 21, 2026 at 2:00 PM Pacific Time
PORT OF SEATTLE
Central Procurement Office
Pier 69
2711 Alaskan Way
Seattle, Washington 98121
Prepared By:
Jennifer Jonson, Procurement Officer II
(206)948-0447
Solicitation Issue Date: September 24, 2026
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TABLE OF CONTENTS
SECTION I - INSTRUCTIONS FOR BID PREPARATION AND SUBMITTAL .......................... PAGE 04
SECTION II - SAMPLE CONTRACT/ GENERAL TERMS AND CONDITIONS ........................ PAGE 14
SECTION III - SPECIFICATIONS/REQUIREMENTS ........................................................... PAGE 38
SECTION IV - SUBMITTAL DOCUMENTS ....................................................................... PAGE 44
SECTION V - ATTACHMENTS ...................................................................................................PAGE 51
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INVITATION TO BID (ITB)
LED RUNWAY AND TAXIWAY LIGHTING MATERIALS
SOLICITATION NO: 26-94
BACKGROUND: The Port of Seattle is soliciting bids for airfield lighting materials at
Seattle Tacoma International Airport as the Port transitions to LED airfield lighting over
the next four years, 2027-2030. The Port intends to issue the initial order following
contract execution. Award will be made to the lowest priced, technically acceptable,
responsive responsible Bidder in accordance with the terms and conditions of the
solicitation.
The materials purchased through this solicitation will establish the standard
manufacturer and all materials purchased from this solicitation shall be produced by the
same manufacturer for the duration of the contract for operational efficiency and
reduced Port maintenance costs.
SOLICITATION ISSUE DATE: September 24, 2026
BID DUE DATE: October 21, 2026 at 2:00 PM PT
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 (Page 45-46 of this Solicitation)
Submittal Document 2 - Entity Information Sheet (Attachment B)
Submittal Document 3 - Pricing Schedule (Attachment C)
Submittal Document 4 - Specification Checklist (Attachment D)
Submittal Document 5 - Technical Supporting Documentation
PORT OF SEATTLE POINT OF CONTACT:
Jennifer Jonson, Procurement Officer II, jonson.j@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 possible.
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SECTION I
INSTRUCTIONS FOR BID PREPARATION AND SUBMITTAL
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INSTRUCTIONS FOR BID PREPARATION & SUBMITTAL
You must register on the Port of Seattle's Vendor Connect System (VCS) to be included on the official plan
holders list for this Invitation to Bid (ITB) 26-94. 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 LED Runway and Taxiway Lighting
Materials. The purpose and intent of this solicitation is to award a contract to the
qualified vendor who offers the Port the lowest price, technically acceptable, responsive,
responsible bid in accordance with the terms and conditions of the solicitation.
1.2. The Port intends to make the initial purchase using fixed unit pricing on the initial
quantities with delivery required no later than April 1, 2027. Subsequent orders to be
issued on an annual basis through 2030. Quantities may be adjusted at time of order. The
airfield lighting selected through this solicitation will establish the standard product,
easing maintenance costs. If the manufacturer discontinues the selected product and
introduces a similar replacement, the Port reserves the right to evaluate and determine
whether the new product will serve as the updated standard.
1.3. One price increase will be allowed annually after the initial purchase is completed, which
will not exceed 3% and must be verified by a Published Price Increase Notification from
the Manufacturer.
1.4. The full list of the product specifications and requirements is provided 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 except for "Due Date for Bids" which reflects the required due date and time for
bids.
Task Estimated Date
Bid Issue Date September 24, 2026
Pre Bid Conference October 6, 2026 at 10:00 A.M Pacific Time
Final Questions Due to
VendorConnect October 7, 2026 at 2:00 P.M. Pacific Time
Issue Addenda to Questions October 14, 2026
Due Date for Bids October 21, 2026 at 2:00 P.M. Pacific Time
Evaluation of Bids Complete November 9, 2026
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Notice of Intent to Award November 11, 2026
Contract Execution November 18, 2026
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.
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3.2.9. "LGBTQ" Business Enterprise" (LGBTQBE) is a business that is at least 51%
owned and controlled by one or more individuals who identify as LGBTQ.
3.2.10. This Invitation to Bid does not have a WMBE aspirational goal.
4. PRE-BID CONFERENCE
4.1. An optional pre-bid conference will be held online via Microsoft Teams Meeting
on Tuesday, October 6, 2026 at 10:00 A.M. Pacific Time. 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/235103296437221?p=WahJAavNgQaCh08ZxY
Meeting ID: 235 103 296 437 221
Passcode: kj6kc79H
4.2. Bidders who wish to attend this pre-bid conference are to pre-register and notify the
Port Purchasing Representative, Jennifer Jonson at: jonson.j@portseattle.org, providing
your firm name and number of attendees, no later than Friday, October 2,
2026 by 4:00 P.M. Pacific Time. The title of the email shall read "ITB-26-94 Insert
company name_Pre-bid RSVP". Firms that RSVP for the pre-proposal meeting will
receive a confirmation email with an invitation to the Microsoft Teams meeting link.
4.3. The Port will attempt to address any questions or requests for clarification during the
Pre-bid conference. Any information provided at the Pre-bid conference that may be
construed to be inconsistent with the express terms and conditions of this ITB is
unofficial and non-binding on the Port unless and until that information is issued by the
Port via written ITB addenda via the VCS site.
5. NOTIFICATION TO BIDDERS
5.1. AVAILABILITY
5.1.1. The solicitation documents are available on the Port's VendorConnect System
(VCS) https://hosting.portseattle.org/sops/#/Dashboard Procurement Number:
26-94
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 as a
plan holder for this solicitation 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. INTERPRETATION, 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 October 7 at 2:00 PM, Pacific Time (PT). 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 which in any way would affect the conduct of
meeting the requirements of the Contract resulting from this ITB.
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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 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. All
documentation provided to the Port may be subject to disclosure in accordance
with Washington State public disclosure laws or published on any of the Port's
websites or otherwise made public. The Port will determine whether requested
documents should be disclosed or published. In no event shall the Port be liable
for any disclosure of documents and information it deems necessary to disclose
under the law or makes available on its websites or otherwise makes public.
5.7. BID EXPIRATION DATE
5.7.1. Bids submitted in response to this ITB shall be valid for a period of ninety (90)
days from the date of submission.
5.8. NOTICE OF INTENT TO AWARD
5.8.1. Award will be made to the responsive, responsible Bidder submitting the lowest
priced, technically acceptable bid.
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5.8.2. The responsive, responsible Bidder offering the lowest priced, technically
acceptable bid to the Port will receive a "Notice of Intent to Award."
5.8.3. If the intended Contract Awardee 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.
5.10. PROTEST PROCEDURES
5.10.1. See Attachment A to this ITB.
6. BID EXECUTION
6.1. BID FORM
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