Vactor Truck Decant Services for Stormwater Waste

INVITATION TO BID NO. 26-48
for
Vactor Truck Decant Services for Stormwater Waste
BID DUE DATE AND TIME: Wednesday, August 19, 2026 at 2:00pm PST
PORT OF SEATTLE
Central Procurement Office
Pier 69
2711 Alaskan Way
Seattle, Washington 98121
Prepared By:
Lisa-Marie MacKenzie, Procurement Officer II
Solicitation Issue Date: July 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 15
SECTION III - SPECIFICATIONS/REQUIREMENTS Page 36
SECTION IV - SUBMITTAL DOCUMENTS Page 39
SECTION V -ATTACHMENTS Page 44
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INVITATION TO BID (ITB)
Vactor Truck Decant Services for Stormwater Waste
SOLICITATION NO: 26-48
BACKGROUND: The Port of Seattle is soliciting Bids for Vactor Truck Decant Services for
Stormwater Waste. Award will be made to the lowest priced, responsive, responsible Bidder in
accordance with the terms and conditions of the solicitation.
SOLICITATION ISSUE DATE: Friday, July 24, 2026
BID DUE DATE: Wednesday, August 19, 2026 at 2:00pm PST
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
PORT OF SEATTLE POINT OF CONTACT:
Procurement Officer's Name: Lisa-Marie MacKenzie, Procurement Officer II,
mackenzie.l@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
VendorConnect as soon as practicable.
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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 VendorConnect System (VCS) to be included on the
official plan holders list for this Invitation to Bid (ITB) 26-48. 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 Vactor Truck Decant Services for
Stormwater Waste. The purpose and intent of this solicitation is to award a
Contract to the Vendor who offers the Port the lowest price and is responsive and
responsible.
1.2. The Contract term will consist of a base period of two (2) years with five (5)
additional one year option periods.
1.3. The full scope of the services and 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 Friday, July 24, 2026
Pre-Bid Conference Friday, August 7, 2026 at 2:00pm PST
Final Questions Due to
VendorConnect Wednesday, August 12, 2026 at 2:00pm PST
Issue Addenda to Questions Friday, August 14, 2026
Due Date for Bids Wednesday, August 19, 2026 at 2:00pm PST
Notice of Intent to Award Wednesday, September 9, 2026
Contract Execution Monday, September 21, 2026*
*Contract Execution date is estimate only.
3. DIVERSE BUSINESS PARTICIPATION
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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.
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" (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 participation aspirational
goal.
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4. PRE-BID CONFERENCE
4.1. A pre-bid conference will be held online via Microsoft Teams Meeting on Friday,
August 7, 2026 at 2:00pm PST. 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/275796894437130?p=vy3NYgS2muBfgpbunP
Meeting ID: 275 796 894 437 130
Passcode: zM2DT7x4
________________________________________
Dial in by phone
+1 425-660-9954,,773171487# United States, Maple Valley
(833) 209-2690,,773171487# United States (Toll-free)
Find a local number
Phone conference ID: 773 171 487#
4.2. Bidders who wish to attend the pre-bid conference are to pre-register and notify
the Port Purchasing Representative, Lisa-Marie MacKenzie, Procurement Officer,
mackenzie.l@portseattle.org providing your firm name and number of
attendees, no later than day of the Thursday, August 6 @ 3:00pm PST. The title
of the email shall read "ITB-26-48 Vactor Truck Decant Services for Stormwater
Waste, "Insert company name" "Conference Attendees".
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
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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: 26-48.
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
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 Wednesday, August 12, 2026 @ 2:00pm PST. 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.
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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.
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 is also acknowledging that it will adhere to the Values and
Standards of the Port of Seattle, included as Exhibit C.
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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 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 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 selected Contract Awardee fails to provide required documentation or
the parties do not execute an agreement within twelve (12) days of
receipt of the Notice of Intent to Award, or declares in writing its intent
to not move forward with the Contract, the Port may provide Notice of
Intent to Award to the next responsive, responsible bidder offering the
lowest price bid to the Port and continue in like manner until the
Contract is executed by a responsive, responsible Bidder to who award is
made or further Bidders are rejected or the number of Bids exhausted.
The Port may award the contract to one of the remaining finalists that
offers the best value to the Port.
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.
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