Chiller Maintenance Services

C-00322913
INVITATION TO BID NO. 26-98
FOR
CHILLER MAINTENANCE SERVICES
BID DUE DATE AND TIME: SEPTEMBER 15, 2026, 2:00 P.M. PACIFIC TIME
PORT OF SEATTLE
Central Procurement Office
Pier 69
2711 Alaskan Way
Seattle, Washington 98121
Prepared By: Grace Geng, Procurement Officer III
Geng.G@portseattle.org
206-639-5776
Solicitation Issue Date: August 21, 2026
ITB 26-98 Page 1 of 134

C-00322913
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 - SCOPE OF WORK................................................................................... Page 56
SECTION IV - SUBMITTAL DOCUMENTS................................................................... Page 128
SECTION V - ATTACHMENTS ....................................................................................... Page 134
ITB 26-98 Page 2 of 134

C-00322913
INVITATION TO BID (ITB)
26-98 CHILLER MAINTENANCE SERVICE
BACKGROUND: The Port of Seattle is soliciting Bids for Chiller Maintenance Service at SEA
Airport. Award will be made to the lowest priced, responsive, and responsible Bidder in
accordance with the terms and conditions of the solicitation.
SOLICITATION ISSUE DATE: August 21, 2026
BID DUE DATE: September 15, 2026, 2:00 P.M. 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 - Manufacturer Issued Certification
PORT OF SEATTLE POINT OF CONTACT:
Grace Geng, Procurement Officer III, Geng.G@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.
ITB 26-98 Page 3 of 134

C-00322913
SECTION I
INSTRUCTIONS FOR BID PREPARATION AND SUBMITTAL
ITB 26-98 Page 4 of 134

C-00322913
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) 26-98. 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 Chiller Maintenance Service. The
purpose and intent of this solicitation is to award a contract to the vendor who is
responsible, responsive, and offers the Port the lowest price.
1.2. The Contract term will consist of a base period of two (2) years with three (3)
additional one (1) year optional periods, for a total up to five (5) years.
1.3. The full Scope of Work 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 except for "Due Date for Bids" which reflects the required due date and time
for bids.
Task Estimated Date
Bid Issue Date August 21, 2026
Pre-Bid Conference & Site Tour September 1, 2026, at 11:00 A.M. Pacific Time
Questions Due to VendorConnect September 4, 2026, at 2:00 P.M. Pacific Time
Issue Addenda to Questions September 10, 2026
Due Date for Bids September 15, 2026, at 2:00 P.M. Pacific Time
Evaluation of Bids Complete September 21, 2026
Notice of Intent to Award September 28, 2026
Contract Execution October 5, 2026
ITB 26-98 Page 5 of 134

C-00322913
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 by 2026; 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" (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 Solicitation does not have a WMBE participation aspirational goal.
ITB 26-98 Page 6 of 134

C-00322913
4. PRE-BID CONFERENCE AND SITE TOUR
4.1. An optional pre-bid conference will be held in person followed by a site tour on
Tuesday, September 1, 2026, at 11:00 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).
4.2. All Bidders are encouraged to attend the pre-bid conference and site tour. It will take
approximately two (2) hours. The purpose of pre-proposal conference and site tour is
to see equipment and locations. Once the site tour concludes we will take questions.
If changes are required because of this site tour, written addenda will be issued. Only
one (1) representative per company will be allowed to participate in the site tour at
this location.
4.3. Site tour participants will gather at the Seattle-Tacoma International Airport (SEA)
Parking Garage, Second Floor at the centrally located purple elevators. Address:
17801 International Blvd, SeaTac, WA 98188 (See Attachment D - Parking Garage
Map). Attendees must bring a valid form of identification, such as a driver's license,
to be recorded for escort. Port also recommends bringing ear plugs as the noise level
at the facility is very high. Please arrive a few minutes before 11:00 A.M. Pacific Time.
Any participants showing up late may miss the opportunity. Personal Protection
Equipment (PPE) safety vest needed for all attendees. (Hard hats are not required.)
4.4. Bidders who wish to attend the pre-bid conference and site tour are to pre-register
and notify the Port Purchasing Representative, Grace Geng at:
Geng.G@portseattle.org, providing your firm name and number of attendees, no
later than Monday, August 31, 2026, by 11:00 A.M. Pacific Time. The title of the
email shall read "ITB 26-98_"Insert company name"_"Site Tour Attendees".
4.5. All questions or requests for clarification after the Pre-bid conference/site tour shall
be submitted to the Port's VendorConnect System (VCS). Any information provided
at the pre-bid conference and site tour 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.
4.6. Please note: Parking validations will NOT be provided.
5. NOTIFICATION TO BIDDERS
5.1. AVAILABILITY
ITB 26-98 Page 7 of 134

C-00322913
5.1.1. The solicitation documents are available on the Port's VendorConnect
System (VCS) https://hosting.portseattle.org/sops/#/Dashboard
Procurement Number: 26-98.
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 September 4, 2026, at 2:00 P.M.
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
result in bid submittal being 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
ITB 26-98 Page 8 of 134

C-00322913
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.
5.4.3. The Vendor is expected to be experienced in operating, troubleshooting, and
maintaining similar equipment at a large facility, including PLC controllers
and site appurtenances.
5.4.4. Vendor's technicians shall have at least two (2) years direct centrifugal and
reciprocating chiller maintenance experience within the last five years and be
skilled in interpreting drawings, electrical schematics, troubleshooting
electrical control systems & refrigerant circuits, and in working with similar
equipment.
5.4.5. Repair technicians shall have valid certification from specific installed chillers
manufacturers.
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 Scope of
Work.
ITB 26-98 Page 9 of 134

C-00322913
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.
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 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.
ITB 26-98 Page 10 of 134