Geotechnical Drilling Services, ITB# SUO-6110

Agency: City of Seattle
State: Washington
Type of Government: State & Local
Category:
  • C - Architect and Engineering Services - Construction
  • F - Natural Resources and Conservation Services
Posted: Nov 28, 2022
Due: Dec 15, 2022
Solicitation No: ITB# SUO-6110
Publication URL: To access bid details, please log in.
Geotechnical Drilling Services, ITB# SUO-6110

November 28, 2022 by purchadmin

Sealed Bids Due to the City: December 15, 2022; 10:30 AM PST

CLICK HERE TO DOWNLOAD Invitation to Bid (ITB)# SUO-6110

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Pre-Bid Conference Attendee List: NA

City Buyer: Sal Munoz, sal.munoz@seattle.gov , 206-684-8605

Evaluation and Award Decisions

Status Update: N/A

Status & Award List: N/A

Executed Contract: N/A

Filed Under: Bids & Proposals , ITB# SUO-6110 , Uncategorized Tagged With: geotechnical

Attachment Preview

Test Title

Invitation to Bid #SU0-6110

Title: Geotechnical Drilling Services

Table 1: Solicitation Schedule

Event

Date

ITB Issued

Nov. 28, 2022

Pre-Bid Conference (Optional)

See Page 10 for Details

Dec. 6, 2022; 9:00 a.m. – 10:00 a.m.

Deadline for Questions

Dec. 13, 2022; 3:00 p.m.

Sealed Bids Due to the City

See Page 13 for Details

Dec. 15, 2022; 10:30 a.m.

The City may modify this schedule. Changes to the due date are posted on the City website and by amendment. Bids must be received by the due date and at the time and location specified in Section 5 “BID INSTRUCTIONS AND INFORMATION” or as amended.

Mayor’s Executive Order 2021-08 Vaccination Requirements for City Contractors:

The Contractor, by submitting its Bid, agrees that it will comply with Mayor’s Executive Order 2021-08, regarding COVID-19 Vaccination Requirements, and that it will require its workers, service providers, subcontractors, suppliers, and their workers to comply as well. Furthermore, the Contractor shall submit the City provided Vaccine Attestation form (available at www.seattle.gov/contractorvax ) no later than 5 days prior to the start of the Work. During the performance of the Work, Contractor shall provide an updated Vaccine Attestation form upon the City’s request.

The Executive Order and Vaccine Attestation Form are incorporated herein and are available at: www.seattle.gov/contractorvax .

All costs related to the Mayor’s Executive Order shall be considered included with or incidental to other Bid items.


TABLE OF CONTENTS


1. BACKGROUND AND PURPOSE

Purpose:

The City of Seattle (City) is again seeking multiple Contractors to provide subsurface exploration, sampling and instrumentation installation services for soil and rock borings using various drilling and sampling equipment and methods, for SPU Geotechnical Engineering Group.

The Seattle Public Utilities (SPU) Geotechnical Engineering Group provides geotechnical engineering to several City departments including SPU, City Light, Seattle Department of Transportation (SDOT), Parks, etc. To best serve its internal clients, SPU must contract with drilling companies for subsurface exploration, sampling, and instrumentation.

The City encourages vendors that can provide limited-access drilling services (i.e., helicopter and barge-supported, underground, difficult/confined access drill rigs and/or other specialty drilling and sampling equipment and related tooling) to respond. These items would be priced as requested when needed.

Pool Contracts:

The City intends to add additional contracts to an existing 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.

2. SOLICITATION OBJECTIVES

The City expects to achieve the following outcomes through this solicitation:

1. Select multiple drillers and create a pool of drilling blanket contracts to best serve SPU’s internal clients’ tight schedules

2. Select drilling contractors with long-term expertise in providing these services

3. Select local drillers in the northwest to allow a quick response for emergencies

4. Select drillers with the capacity to provide limited-access drilling services in remote locations that are typically not accessible by road

5. Secure a 24/7 emergency response capability

Minimum Qualifications:

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:

1. Vendor must have a minimum of five years’ continuous experience during which time drilling services has been the primary business service.

2. Vendor must have successfully performed at least one contract with a public or private agency with volumes and services that are like those expected by the City for this contract.

3. Vendor must be licensed in WA State as a contractor to provide Drilling Services.

3. LICENSING AND BUSINESS TAX REQUIREMENTS

The Vendor must meet all licensing requirements that apply to their business immediately after contract award or the City may reject the Vendor before contract execution. Carefully consider related costs before submitting an offer, as the City does not separately pay or reimburse licensing costs.

Seattle Business Licensing and associated taxes:

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 in our submittal package items later in this ITB, and it 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: www.seattle.gov/self .

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 .

State Business Licensing and associated taxes:

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 .

Permits:

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

4. SPECIFICATIONS AND SCOPE OF WORK

The scope of work of the contracts shall be to provide the personnel and equipment to perform geotechnical and environmental subsurface exploratory investigations. Vendors must be licensed as a drilling/construction contractor in the state of Washington. The City wants to award a sufficient number of contracts with vendors to ensure collective coverage for these specifications:

• Advancing borings using hollow-stem auger, mud rotary, air rotary, and roto-sonic drilling methods.

• Sampling of subsurface materials using SPT, Dames & Moore, Shelby tube, pitcher barrel, piston and rock core sampling methods.

• Installation of subsurface monitoring instruments, including, but not limited to: Inclinometer casings, monitoring wells, vibrating wire piezometers, and extensometers.

• Advance geoprobes, and cone penetration, pressuremeter and packer tests.

• Specialize services and have limited-access drill rigs, and other specialty drill rigs and related tooling.

• Capability to complete drilling in remote locations that are not near the City and/or are largely inaccessible by road, requiring helicopter, railcar, or barge support.

Contractors’ work may include working at sites outside of the City limits but within the State of Washington, on property owned/managed by the City (i.e., Tolt or Cedar Rivers Watersheds, Dams operated by SPU/City Light in eastern Washington, etc.). Some sites may not be reachable by logging/forest roads, requiring limited-access drilling equipment and deployment logistics. Once at the site, the drilling operations are like projects that can be reached by road. The drilling typically consists of advancing a vertical borehole of varying diameters using a variety of drilling methods, and may include collecting soil, rock and/or water samples at depth, installation and development of groundwater monitoring wells, and installation of subsurface monitoring instruments. A City representative will be on site the entire time the Contractor is working.

• Hours will vary based on project site but may include nighttime drilling.

• Locations can be at any of the City properties throughout the State of Washington.

• Prevailing wages do apply.

• Some projects may require a permit and the City will provide these permits.

• Scheduling is based on the season and the market. The City prefers vendors that can provide services within a month of request, but it is not a reason for disqualification

Contract Term:

This contract shall be for one-year with four (4) 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 Attachment 1). The Vendor may provide a notice to not extend but must provide such notice at least 45 days prior to the annual renewal date.

No Guaranteed Contract Utilization:

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.

Contract Expansion:

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.

Trial Period and Right to Award to Next Low Vendor:

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.

Background Checks and Immigrant Status:

Background checks may be required for workers that will be performing the work under this contract. The City has strict policies regarding the use of Background checks, criminal checks, immigrant status, and/or religious affiliation for contract workers. The policies are incorporated into the contract and available for viewing on-line at http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks

Schedule, Orders, Delivery:

Order Desk:

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 7-5 schedule may be accepted by the City as compliance to this requirement.

Adequate Inventory and Response Times:

The vendor shall provide five (5) business days’ response time for most new quotes requested by the City. Vendor will maintain adequate inventory on the most frequently ordered items.

No Minimum Order Quantities:

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

Warranty:

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.

Right to Replace Products & Product Discontinuance:

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.

Prohibition on Advance Payments:

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.

Environmental Specifications:

Environmental Standards:

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 .

PBT Free Specification - Persistent Bioaccumulative Toxic (PBT) Chemicals – Mercury, Dioxin, PCB, PBDE, Lead, PVC and other:

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 below:

Independent Contractor:

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.

continue to have the responsibilities normally practiced for personnel management.

Work Order Quotations for Pool Contracts:

For pool contract awards, City departments may request quotes from one or more of 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, and provide it by phone or fax to the pool Vendor: 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 Prevailing Wage Requirements:

Prevailing Wage Compliance:

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.

Federal Davis-Bacon Act:

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.

Paid Sick Time and Safe Time Ordinance:

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.

Mayor’s Executive Order 2021-08 Vaccination Requirements for City Contractors:

The Contractor, by submitting its Bid, agrees that it will comply with Mayor’s Executive Order 2021-08, regarding COVID-19 Vaccination Requirements, and that it will require its workers, service providers, subcontractors, suppliers, and their workers to comply as well. Furthermore, the Contractor shall submit the City provided Vaccine Attestation form (available at www.seattle.gov/contractorvax ) no later than 5 days prior to the start of the Work. During the performance of the Work, Contractor shall provide an updated Vaccine Attestation form upon the City’s request.

The Executive Order and Vaccine Attestation Form are incorporated herein and are available at: www.seattle.gov/contractorvax .

All costs related to the Mayor’s Executive Order shall be considered included with or incidental to other Bid items.

5. BID INSTRUCTIONS AND INFORMATION

Registration into City Online Business Directory:

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.

Communications:

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.

Sal Muñoz

206-684-8605

Sal.munoz@seattle.gov

Pre-Bid Conference:

The City shall conduct an optional Pre-Bid conference (see date and time page 1), via WebEx 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.

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Questions:

Submit questions to the Buyer by the deadline (see page 1). The City prefers such questions by e-mail to the City Buyer. 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.

Changes to the ITB/Addenda:

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 written addendum issued by the City’s Buyer. Such Addenda shall become part of this ITB and included in the Contract. Interested Vendors are responsible to assure they received Addenda.

Bid Blog:

You may opt to subscribe to an “RSS Feed” on our Blog (titled “The Buy Line”). This is optional for your convenience and for companies familiar with RSS technology. If you are unfamiliar and would like to learn, you may call the City Buyer. The technology provides alerts for addenda or solicitations you may be interested in. http://www.seattle.gov/purchasing-and-contracting/purchasing

Receiving Addenda and/or Question and Answers

The City Buyer will try to provide you notice, through the RSS Feed or e-mail, when changes or addendums are posted on our website. Notwithstanding such efforts, it is the Vendor’s responsibility to learn of addendums, 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 Addendums or changes to bid date/time.

Bids are considered compliant to all Addendums, 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 Addendum were not material and accept the bid.

Submittal Requirements:

COVID-19 Procedures:

Bid submittal and Bid Opening procedures have been changed in response to COVID-19 health and safety measures. Bids shall be submitted using the electronic process provided for below or delivered by U.S. mail or courier services (hand-delivery is only allowed via courier service).

Submission Formatting:

Number all pages.

The City may designate page limits. Pages that exceed page limits will be excised from the document for evaluation.

Prepare your bids on 8 1/2” by 11” format. Non-recyclable materials are strongly discouraged. Bidders should “double side”. If there are page limitations, one side of a printed page is one page.

The City will not accept Fax and CD copies as an alternative to the paper or electronic copy submittal. If a CD or fax version is delivered to the City, the paper or electronic copy will be the only official version accepted by the City. If a USB flash or thumb drive is requested for this submission, the submitter has full responsibility to ensure that any files on the USB flash or thumb drive match the official paper or electronic copy submitted.

Late Submittals:

The submitter has full responsibility to ensure the response arrives at City Purchasing within the deadline. A submittal after the time fixed for receipt will not be accepted unless the lateness is waived by the City as immaterial based upon a specific fact-based review. Responses arriving after the deadline may be returned unopened to the Vendor, or the City may accept the package and make a determination as to lateness.

Electronic Copy Submittal (Preferred):

Bidders are to submit bids via the e-mail process as described below. All other bid requirements remain the same. The City uses a secure mailbox to receive and protect bids for a sealed opening at the designated date and time. To submit an electronic copy, bidders can e-mail their bid documents by the bid opening date and time (Table 1 or as otherwise amended) to securebid@seattle.gov .

Do not e-mail your bid response to any other e-mail address.

• Title the e-mail with the bid title, number and company name. Any risks associated with the electronic transmission of the bid submittal are borne by the Bidder.

• The City e-mail system will allow documents up to, but no larger than, 25 Megabytes. If the bidder also submits a paper-copy, the City will determine which form takes precedence if discrepancies occur.

• City intends to send a confirming e-mail in reply. However, a bidder may also call (206) 684-0444 to confirm their bid has been received by the City.

Paper Copy Submittal:

In lieu of an electronic copy, bidders may submit one (1) original, and one (1) copy of the response, which must be received no later than the date and time specified on the procurement schedule or as otherwise amended.

Table 2: Paper Copy Submittal Addresses

Physical Address
(Courier such as FedEx, UPS, etc.)

Mailing Address
(For U.S. Postal Service mail)

Purchasing and Contracting
Seattle Municipal Tower
700 Fifth Ave Ste 4350
Seattle, WA 98104

Purchasing and Contracting
Seattle Municipal Tower
P.O. Box 94669
Seattle, WA 98124-4669

1. Paper-copy submittals should be in a sealed box or envelope marked and addressed with the PC Buyer name, bid title and number. If packages are not marked, the Bidder has all risks of the package being misplaced and not properly delivered.

2. The submittal must be received electronically or by mail by the Buyer at the address provided, by the submittal deadline. Delivery errors will result without careful attention to the proper address.

3. Submittals and their packaging (boxes or envelopes) should be marked with the name and address of the Proposer.

Preferred Paper and Binding:

The City has an environmentally-preferable purchasing commitment, and seeks a package format to support the green expectations and initiatives of the City. City prefers submittals on 100% PCF paper, consistent with City policy and City environmental practices. The City prefers simple, stapled paper copies. If a binder or folder is essential due to the size of your submission, they should be fully 100% recycled stock. Please double-side submittal.

Bid Opening:

Bids shall be publicly opened by the City at the date and time specified. Due to social distancing practices in place in response to COVID-19, Bidders wishing to attend the bid opening must do so through WebEx by accessing the following:

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Bid and Price Specifications:

Vendor shall provide their Offer on the City forms, 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.

Do Not Submit Extra Comments, Explanations, Information or Changes:

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 attach your boilerplate. All those can cause bid rejection in the Buyer’s sole opinion. If the Offer Form doesn’t adequately address your concern, ask the Buyer for direction.

Partial and Multiple Awards:

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.

Prompt Payment Discount:

As provided for on the Offer form, Vendor may provide a prompt payment discount term. A prompt payment discount term of ten or more days will be considered for bid tabulation.

Taxes:

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.

Interlocal Purchasing Agreements:

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.

Contract Terms and Conditions:

Vendors shall carefully review all specifications, requirements, Terms and Conditions (see Attachment 1), and insurance. 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.

Incorporation of ITB and Bid in Contract:

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.

Effective Dates of Offer:

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

Cost of Preparing Bids:

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.

Prohibited Contacts:

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 Responsibility to Examine Documents:

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.

Vendor Responsibility to Provide Full Response:

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 Attach Additional Materials with your Bid:

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.

Changes or Corrections to Bids:

Prior to the bid submittal closing date and time established for this ITB, a Vendor may change its bid provided the change is initialed and dated by the Vendor. 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 the City’s published Offer Form. If you need to change your own prices or answers written on your Offer Form, they must be made in pen, initialed, and be clear in intent. Do not use white-out.

Errors in Bids:

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

Withdrawal of Bid:

A submittal may be withdrawn 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.

Rejection of Bids and Rights of Award:

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.

Bid Disposition:

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

Equal Benefits:

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.

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* Disclaimer: Information regarding bids, requests for proposals (RFPs), or requests for qualifications (RFQs) is provided on this website only as a convenience and does not constitute official public notice. Persons wishing to respond to or inquire about bids, RFPs, or RFQs should contact the appropriate government department.