Iridium Satellite Phones

Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 1 of 16 TACOMA POWER REQUEST FOR BIDS IRIDIUM SATELLITE PHONES SPECIFICATION NO. PI22-0379N Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 2 of 16 City of Tacoma Tacoma Power REQUEST FOR BIDS PI22-0379N Iridium Satellite Phones Submittal Deadline: 11:00 a.m., Pacific Time, Wednesday, February 15, 2023 Submittals must be received by the City’s Procurement and Payables Division prior to 11:00 a.m. Pacific Time. For electronic submittals, the City of Tacoma will designate the time of receipt recorded by our email, sendbid@cityoftacoma.org, as the official time of receipt. This clock will be used as the official time of receipt of all parts of electronic bid submittals. Submittal Delivery: By Email: sendbid@cityoftacoma.org Maximum file size: 35 MB.

Multiple emails may be sent for each submittal. Bid Opening: Submittals in response to a RFB will be recorded as received by a Purchasing representative. Final results are posted to our website www.TacomaPurchasing.org as they come available. Solicitation Documents: An electronic copy of the complete solicitation documents may be viewed and obtained by accessing the City of Tacoma Purchasing website at www.TacomaPurchasing.org. • Register for the Bid Holders List to receive notices of addenda, questions and answers and related updates. • Click here to see a list of vendors registered for this solicitation. Project Scope: Iridium Satellite Phones Estimate: $120,000 Paid Sick Leave: The City of Tacoma requires all employers to provide paid sick leave as set forth in Title 18 of the Tacoma Municipal Code. For more information, visit our Minimum Employment Standards Paid Sick Leave webpage. mailto:sendbid@cityoftacoma.org mailto:sendbid@cityoftacoma.org http://www.tacomapurchasing.org/ http://www.ci.tacoma.wa.us/45bidsapps/PlanholderRegister.aspx http://www.ci.tacoma.wa.us/45bidsapps/PlanholderList.aspx https://www.cityoftacoma.org/cms/one.aspx?pageId=75860 https://www.cityoftacoma.org/cms/one.aspx?pageId=75860 Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 3 of 16 Americans with Disabilities Act (ADA Information: The City of Tacoma, in accordance with Section 504 of the Rehabilitation Act (Section 504) and the Americans with Disabilities Act (ADA), commits to nondiscrimination on the basis of disability, in all of its programs and activities. Specification materials can be made available in an alternate format by emailing Gail Himes at ghimes@cityoftacoma.org, or by calling her collect at 253-591-5785. Federal Title VI Information: “The City of Tacoma” in accordance with provisions of Title VI of the Civil Rights Act of 1964, (78 Stat. 252, 42 U.S.C. sections 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin in consideration of award. Additional Information: Requests for information regarding the specifications may be obtained by contacting Becky Lewis, Buyer by email to rlewis4@cityoftacoma.org. Protest Policy: City of Tacoma protest policy, located at www.tacomapurchasing.org, specifies procedures for protests submitted prior to and after submittal deadline. Meeting sites are accessible to persons with disabilities. Reasonable accommodations for persons with disabilities can be arranged with 48 hours advance notice by calling 253-502-8468. mailto:ghimes@cityoftacoma.org mailto:rlewis4@cityoftacoma.org http://cms.cityoftacoma.org/Purchasing/CandA/ProtestPolicy052711.pdf http://www.tacomapurchasing.org/ Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 4 of 16 Table of Contents SUBMITTAL CHECK LIST ............................................................................................................ 5 1. BACKGROUND ..................................................................................................................... 6 2. CALENDAR OF EVENTS ...................................................................................................... 6 3. INQUIRIES ............................................................................................................................ 6 4. PRE BID MEETING ............................................................................................................... 7 5. DISCLAIMER ......................................................................................................................... 7 6. DELIVERY ............................................................................................................................. 7 7. CONTRACT TERM ................................................................................................................ 7 8. RESPONSIVENESS .............................................................................................................. 7 9. AWARD ................................................................................................................................. 8 10. PRICE ADJUSTMENTS ..................................................................................................... 8 11. STANDARD TERMS AND CONDITIONS .......................................................................... 9 12. INSURANCE REQUIREMENTS ........................................................................................ 9 13. WARRANTY ....................................................................................................................... 9 14. INSPECTION ..................................................................................................................... 9 15. COMPLIANCE WITH SPECIFICATIONS ........................................................................ 10 16. MATERIALS AND WORKMANSHIP ................................................................................ 10 17. DAMAGED GOODS ......................................................................................................... 10 18. UPDATED PRODUCTS ................................................................................................... 10 19. PRODUCT DISCONTINUED ........................................................................................... 10 20. QUANTITIES AND PURCHASE ORDERS ...................................................................... 10 21. CONTENT TO BE SUBMITTED ...................................................................................... 11 22. ENVIRONMENTALLY PREFERABLE PROCUREMENT ................................................ 11 23. EQUITY IN CONTRACTING ............................................................................................ 12 24. PROPRIETARY OR CONFIDENTIAL INFORMATION .................................................... 12 25. TECHNICAL PROVISIONS ............................................................................................. 12 APPENDIX A .............................................................................................................................. 14 Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 5 of 16 SUBMITTAL CHECK LIST This checklist identifies items to be included with your submittal. Any submittal received without these required items may be deemed non-responsive and not be considered for award. Submittals must be received by the City of Tacoma Purchasing Division by the date and time specified in the Request for Bids page. The following items make up your submittal package: One electronic copy of your complete submittal package Signature Page (Appendix A) Price Proposal Form (Appendix A) Content to be Submitted Section 21 (21.1 – 21.14) After award, the following documents will be executed: Services Contract Certificate of Insurance and related endorsements Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 6 of 16 1. BACKGROUND The City of Tacoma (City) / Tacoma Public Utilities (TPU) is soliciting bids to establish one or more contracts with qualified vendors to fulfill the City’s needs for Iridium Satellite Phone and Service on an as-needed basis. Contract(s) will be awarded to the lowest responsive and responsible bidder(s) based on price, product quality and availability. This product is used by the Tacoma Public Utilities (TPU) located at various TPU locations. The estimated annual usage is 2 hours of service for testing only. This is an estimated quantity only and does not guarantee a specific volume or dollar amount. Products that fail to meet City standards or any of the specifications herein may be rejected. Should a contracted vendor fail to meet quality and/or availability requirements contained in these specifications, the City may move to terminate the contract with 10 days written notice. 1.1 What is the project’s estimate $120,000 1.2 Is this project federally funded? NO 2. CALENDAR OF EVENTS This is a tentative schedule only and may be altered at the sole discretion of the City. The anticipated schedule of events concerning this RFB is as follows: Question Deadline: 1/30/2023 City response to Questions: 2/6/2023 Submittal Due Date: 2/15/2023 Anticipated Award Date: 2/22/2023 3. INQUIRIES Questions should be submitted to Becky Lewis, Buyer via email to RLEWIS4@CITYOFTACOMA.ORG. Subject line to read: Spec# - Spec Title – VENDOR NAME Questions marked confidential will not be answered or included. 3.1 Questions marked confidential will not be answered or included. 3.2 The City reserves the discretion to group similar questions to provide a single answer or not to respond when the requested information is confidential. 3.3 The answers are not typically considered an addendum. 3.4 The City will not be responsible for unsuccessful submittal of questions. Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 7 of 16 3.5 Written answers to questions will be posted in the event approximately one week after the question deadline. 4. PRE BID MEETING 4.1 No pre-bid meeting will be held; however, questions and request for clarifications of the specifications may be submitted as stated in the inquiries section. 5. DISCLAIMER The City is not liable for any costs incurred by the Respondent for the preparation of materials or a proposal submitted in response to this RFB, for conducting any presentations to the City, or any other activities related to responding to this RFB, or to any subsequent requirements of the contract negotiation process. 6. DELIVERY 6.1 Delivery shall be to the Tacoma Public Utilities, 3628 South 35th Street, Tacoma, WA, 98409. Each vendor will be required to submit a delivery timeline they can commit to. Purchase order delivery dates will reflect this timeline. In the event a purchase order deliver date is not met, the City reserves the right to purchase these products elsewhere if they are in a time constraint. If constant late deliveries occur, the City may terminate the contract. 6.2 Hours of operation shall be Monday through Friday, 9:00 a.m. to 3:30 p.m., excluding legal holidays, as referred to in the Standard Terms and Conditions or as otherwise approved by the City. 7. CONTRACT TERM The contract will be for a three-year period with the option to renew the contract two additional one-year terms and is subject to the price increase/decrease provisions per the Price Adjustments section. The City reserves the right to cancel the contract for any reason, by written notice, as stipulated in the contract. 8. RESPONSIVENESS Bid submittals must provide ninety (90) days for acceptance by City from the due date for receipt of submittals. All submittals will be reviewed by the City to determine compliance with the requirements and instructions specified in this RFB. The Respondent is specifically notified that failure to comply with any part of this RFB may result in rejection of the submittal as non- responsive. The City reserves the right, in its sole discretion, to waive irregularities deemed Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 8 of 16 immaterial. The City also reserves the right to not award a contract or to issue subsequent RFB’s 9. AWARD Award will be made to the lowest responsive, responsible bidder. All bidders shall provide unit or lump sum pricing for each line item. Each line item will be added up for a subtotal price. The subtotal price will be compared amongst each bidder, including any payment discount terms offered twenty (20) days or more. The City may also take into consideration all other criteria for determining award, including evaluation factors set forth in Municipal Code Section 1.06.262. All other elements or factors, whether or not specifically provided for in this specification, which would affect the final cost to and the benefits to be derived by the City will be considered in determining the award of the contract. The final award decision will be based on the best interests of the City. The City reserves the right to let the contract to the lowest responsible bidder whose bid will be the most advantageous to the City, price and any other factors considered. In evaluating the proposals, the City may also consider any or all of the following: 1. Compliance with specification. 2. Proposal prices, listed separately if requested, as well as a lump sum total 3. Time of completion/delivery. 4. Warranty terms. 5. Bidder's responsibility based on, but not limited to: a) Ability, capacity, organization, technical qualifications and skill to perform the contract or provide the services required. b) References, judgment, experience, efficiency and stability. c) Whether the contract can be performed within the time specified. d) Quality of performance of previous contracts or services 10. PRICE ADJUSTMENTS Bid submittal prices will establish a base against which Contractors may request price adjustments per the following terms: 1. The city may consider price adjustments for each 12-month period 2. Contractor shall submit proposed price changes in writing to the contract administrator (contract information provided after award) 90 days prior to the effective date 3. The city reserves the right to accept or reject all such price adjustments 4. Price increases will be adjusted only to the amount of cost increase to Contractor. No adjustment will be made for Contractor profit margin 5. Any proposed price increase to Contract line items must be beyond the control of the contractor and supported by written documentation from the manufacturer or wholesale distributor, indicating new higher cost adjustments in effect Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 9 of 16 6. Increase requests may be evaluated against various market conditions, including but not limited to: a) Consumer Price Index for Seattle - Tacoma - Bremerton, All Items 1982-84+100, for comparable period b) Consumer Price Index for All Urban Consumers (CPI-U) for the U.S. City Average Index for All Items, 1982-84=100, unadjusted for the comparable period c) State/federal regulations affecting production costs of the materials d) Volatile commodity market conditions e) Various producer price or commodity indices f) Minimum wage adjustments 11. STANDARD TERMS AND CONDITIONS City of Tacoma Standard Terms and Conditions apply. 12. INSURANCE REQUIREMENTS Successful proposer will provide proof and maintain the insurance coverage in the amounts and in the manner specified in the City of Tacoma Insurance Requirements document applicable to the services, products, and deliverables provided under the solicitation. The City of Tacoma Insurance Requirements document is fully incorporated into the solicitation by reference. 13. WARRANTY Parts: Manufacturer’s warranty or minimum one-year warranty whichever is greater. Contractor shall provide warranty repair/replacement no more than 60 days after receipt of the item. Contractor will provide an RMA number for the return of the defective product. Contractor agrees to allow City to make minor warranty repairs where that is most cost effective and, if requested, contractor will credit City for cost of parts, but not labor. Vendor will warrant goods according to the manufacturer’s warranty guidelines. The start of the warranty commences once the goods are delivered and accepted by the City. 14. INSPECTION All goods are subject to final inspection and acceptance by the City. If any inspection fails, the vendor shall be required to make arrangements to exchange the goods at their own expense and replace it in a timely manner acceptable to the City. Material failing to meet the requirements of this contract will be held at Vendor’s risk and may be returned to Vendor. If so returned, the cost of transportation, unpacking, inspection, repackaging, reshipping, or other like expenses are the responsibility of the Vendor. https://cms.cityoftacoma.org/purchasing/StandardTermsandConditions.pdf Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 10 of 16 15. COMPLIANCE WITH SPECIFICATIONS All products shall be new and unused. Any product that does not comply with any part of these technical specifications shall be rejected and the vendor shall, at its own expense, including shipping, replace the item. 16. MATERIALS AND WORKMANSHIP The successful bidder shall be required to furnish all materials necessary to perform contractual requirements. Materials and workmanship for this contract shall conform to all codes, regulations and requirements for such specifications contained herein and the normal uses for which intended. Material shall be manufactured in accordance with the best commercial practices and standards for this type of goods. All literature and products must be packaged and labeled to sell in the United States. 17. DAMAGED GOODS The vendor shall replace any orders that are damaged in transit. They will be notified by the City and they must arrange to have damaged orders picked up within 48 hours’ notice (excluding weekends and holidays). Vendor will pay all expenses incurred to ship damaged goods back to manufacturer or their own warehouse. 18. UPDATED PRODUCTS During the contract term, if items on the contract are being replaced and updated by the manufacturer, the supplier may submit the manufacturer information, technical specifications and pricing to the City for consideration. The supplier shall provide this updated product information to the City as soon as it becomes available by the manufacturer. The City will work with Purchasing Division to review the information submitted and either accept or reject the product. If the replacement product is not approved, the vendor will be notified and the current item on the contract will be removed. Because of fixed pricing, the replacement item must be offered at the same price. 19. PRODUCT DISCONTINUED During the contract term, if the supplier discontinues carrying any of the contracted items, they must notify the City and the Purchasing office within 30 calendar days. The City reserves the right to seek other suppliers to supply those items or purchase directly from the manufacturer or their designated distributor until the contract term ends. 20. QUANTITIES AND PURCHASE ORDERS The quantities listed are an estimate only using historical data gathered from the previous 5 years. Delivery will be according to purchase order on an as-needed basis throughout the period of the contract. Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 11 of 16 21. CONTENT TO BE SUBMITTED 21.1 The City cannot legally accept a substantial deviation from the Specification. Bids/Proposals containing any substantial deviation may be rejected as non-responsive. It is agreed that you will perform according to the highest standard indicated. 21.2 Prices shall be quoted F.O.B. Destination, freight prepaid and allowed. 21.3 Submit escalation not to exceed percentage for 2nd year 21.4 Submit escalation not to exceed percentage for 3rd year 21.5 State your proposed delivery time, in calendar days, following receipt of a purchase order and all subsequent purchase orders during the term of the Contract 21.6 Are warranties equal to or do they exceed those specified in this solicitation 21.7 Submit proposed guarantee and/or warranty information 21.8 Have you incorporated sustainability into your everyday business practices?: Yes/No 21.9 Please describe your sustainability efforts in your everyday business practices: 21.10 Please describe any measures taken to minimize impacts to the environment in the delivery of proposed goods and/or services: 21.11 Does your company provide a Prompt Payment Discount?: Yes/No 21.12 Specify the Prompt Payment Discount percentage. Payment discount periods of twenty (20) calendar days or more will be considered in determining lowest responsible bid 21.13 Does your company accept a procurement card?: Yes/No 21.14 Provide a statement regarding your ability to meet the City’s credit card requirements (below) as well as identifying your reporting capabilities (Level I, II, or III). This information is not a consideration in the evaluation process. 22. ENVIRONMENTALLY PREFERABLE PROCUREMENT In accordance with the City of Tacoma’s Sustainable Procurement Policy, it is the policy of the City of Tacoma to encourage the use of products or services that help to minimize the environmental and human health impacts of City Operations. Respondents are encouraged to incorporate environmentally preferable products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison may consider raw materials acquisition, products, http://cms.cityoftacoma.org/sustainability/resolution38248-PurchasingPolicy.pdf Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 12 of 16 manufacturing, packaging, distribution reuse, operation, maintenance or disposal of the product or service. The City of Tacoma encourages the use of sustainability practices and desires any awarded contractor(s) to assist in efforts to address such factors when feasible for: • Reduction of pollutant releases • Toxicity of materials used • Waste generation • Greenhouse gas emissions, including transportation of materials and services • Recycle content • Comprehensive energy conservation measures • Waste manage reduction plans • Potential impact on human health and the environment 23. EQUITY IN CONTRACTING The City of Tacoma is committed to encouraging firms certified through the Washington State Office of Minority and Women’s Business Enterprise to participate in City contracting opportunities. See the TMC 1.07 Equity in Contracting Policy at the City’s Equity in Contracting Program website. 24. PROPRIETARY OR CONFIDENTIAL INFORMATION The Washington State Public Disclosure Act (RCW 42.56 et seq.) requires public agencies in Washington make public records available for inspection and copying unless they fall within the specified exemptions contained in the Act, or are otherwise privileged. Documents submitted under this RFB shall be considered public records and, with limited exceptions, will be made available for inspection and copying by the public. Information that is confidential or proprietary must be clearly marked. Further, an index must be provided indicating the affected page number(s) and location(s) of all such identified material. Information not included in said index will not be reviewed for confidentiality or as proprietary before release. 25. TECHNICAL PROVISIONS The scope of this RFB is to provide all of the necessary Iridium Satellite Push-To-Talk model 9575 Extreme handsets, Docking Stations with Antennas, Coaxial Cable, Connectors, Lightning protectors and Service plans as identified in the Pricing matrix below. Training on use of the handsets shall include, at a minimum, programming and configuration and shall be on-site. https://omwbe.diversitycompliance.com/ https://omwbe.diversitycompliance.com/ https://www.cityoftacoma.org/government/city_departments/community_and_economic_development/small_business_enterprise https://apps.leg.wa.gov/RCW/default.aspx?cite=42.56 Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 14 of 16 APPENDIX A Signature Page Pricing Form Content to be Submitted (Section 21) Insurance Requirements SIGNATURE PAGE CITY OF TACOMA TACOMA POWER All submittals must be typewritten, executed by a duly authorized officer or representative of the bidding/proposing entity, and received and time stamped as directed in the Request for Bid near the beginning of the specification. If the bidder/proposer is a subsidiary or doing business on behalf of another entity, so state, and provide the firm name under which business is hereby transacted. REQUEST FOR BIDS PI22-0379N The undersigned bidder/proposer hereby agrees to execute the proposed contract and furnish all materials, labor, tools, equipment and all other facilities and services in accordance with these specifications. The bidder/proposer agrees, by submitting a bid/proposal under these specifications, that in the event any litigation should arise concerning the submission of bids/proposals or the award of contract under this specification, Request for Bids, Request for Proposals or Request for Qualifications, the venue of such action or litigation shall be in the Superior Court of the State of Washington, in and for the County of Pierce. Non-Collusion Declaration The undersigned bidder/proposer hereby certifies under penalty of perjury that this bid/proposal is genuine and not a sham or collusive bid/proposal, or made in the interests or on behalf of any person or entity not herein named; and that said bidder/proposer has not directly or indirectly induced or solicited any contractor or supplier on the above work to put in a sham bid/proposal or any person or entity to refrain from submitting a bid/proposal; and that said bidder/proposer has not, in any manner, sought by collusion to secure to itself an advantage over any other contractor(s) or person(s). Bidder/Proposer’s Registered Name Address City, State, Zip Signature of Person Authorized to Enter Date into Contracts for Bidder/Proposer Printed Name and Title (Area Code) Telephone Number / Fax Number Authorized Signatory E-Mail Address State Business License Number in WA, also known as UBI (Unified Business Identifier) Number E.I.No. / Federal Social Security Number Used on Quarterly Federal Tax Return, U.S. Treasury Dept. Form 941 State Contractor’s License Number (See Ch. 18.27, R.C.W.) E-Mail Address for Communications Addendum acknowledgement #1 #2 #3 #4 #5 THIS PAGE MUST BE SIGNED AND RETURNED WITH SUBMITTAL. Form No. SPEC-080A Revised: 06/01/2021 Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 15 of 16 Iridium Satellite Phones Price Proposal Specification No. PI22-0379N Vendor Name: __________________ Bidder agrees to furnish the following FOB Destination freight prepaid and allowed, City of Tacoma, Tacoma Power, 3628 South 35th Street, Tacoma, WA, 98409. Enter the cost (Unit Price) for each item below. The unit price and total cost must be shown in the spaced provided. Total cost shall be determined by multiplying the unit price by the estimated quantity (Quantity). Unit costs shall be all-inclusive and include all components needed for the delivery of the goods and services as described in this solicitation. PRICING FORM Name Description Price Quantity Total Cost Unit of Measure Mfr. Name (Optional) Mfr. Part Id (Optional) Line Item 1 Iridium PTT 9575 Extreme Handset (Push to Talk) Satellite Phone Kit. Includes: AC Travel Charge, International Plug Kit, Auto Accessory Adapter, Rechargeable Hi‐Cap Li‐ion Battery, Power USB Adaptor, Antenna Power USB Adaptor, leather holster headset, USB‐ Mini USB Cable, Quick Start Guide, User Guide (English), and PTT Data CD. 15 EA Iridium 9575 Extreme PTT Line Item 2 Passive Iridium Antenna (good for cable length up to 12M): Iridium Helix Antenna with 1x14 thread mounting. Without cable 5 EA ASE ASE FA-0 Line Item 3 ASE-9575P-HQ-P Standard/Push To Talk Docking Station with POTS Desk Ram Swivel Mount, Palm Speaker/Mic, AC/DC Transformer and AC Cord, User Manual 8 Kit ASE ASE 9575-HQ-P Line Item 4 Active Iridium Antenna (good for cable lengths of 27 to 105Ms): Filtered Antenna, without cables 3 EA ASE ASE-AA511 Line Item 5 Lightning Arrestor for Active Antenna 3 EA ASE ASE-LA01 Request for Bids Specification No. PI22-0379N Template Revised: 02/07/2022 Page 16 of 16 Line Item 6 Spool of coax for above equipment 1000 FT OPEN Coaxial Cable Line Item 7 Field attachable connectors for the above equipment 16 EA OPEN Connectors Line Item 8 12 month, Medium PTT Talk Group (300,000 KM2) 15 EA Iridium Iridium PTT Service - Medium Line Item 9 12 month, PTT add-on for standard dialing in North America 15 EA Iridium Iridium North America Service Line Item 10 Iridium Postpaid SIM Activation Fee 15 EA Iridium SIM Activation Fee Line Item 11 One on-site and one virtual training for staff. 1 EA OPEN Training Sub Total Sales Tax 10.3% Grand Total $0.00 Supplier can deliver materials within ________Days/Months after receipt of purchase order. Prompt payment discount ____ ____ days, net 30. Supplier agrees to furnish the City with a warranty against defects in material and workmanship, under normal use and service for a period of _____ months. Does your company accept a procurement card? Yes ☐ No☐ If yes, provide a statement regarding your ability to meet the City’s credit card requirements (below) as well as identifying your reporting capabilities (Level I, II, or III). This information is not a consideration in the evaluation process. CITY OF TACOMA INSURANCE REQUIREMENTS FOR CONTRACTS Insurance Requirements Spec/Contract Number: PI22-0379N Template Revised 10/3/2019 Page 1 of 4 The Contractor (Contractor) shall maintain at least the minimum insurance set forth below. By requiring such minimum insurance, the City of Tacoma shall not be deemed or construed to have assessed the risk that may be applicable to Contractor under this Contract. Contractor shall assess its own risks and, if it deems appropriate and/or prudent, maintain greater limits and/or broader coverage. 1. GENERAL REQUIREMENTS The following General Requirements apply to Contractor and to Subcontractor(s) of every tier performing services and/or activities pursuant to the terms of this Contract. Contractor acknowledges and agrees to the following insurance requirements applicable to Contractor and Contractor’s Subcontractor(s): 1.1. City of Tacoma reserves the right to approve or reject the insurance provided based upon the insurer, terms and coverage, the Certificate of Insurance, and/or endorsements. 1.2. Contractor shall not begin work under the Contract until the required insurance has been obtained and approved by City of Tacoma. 1.3. Contractor shall keep this insurance in force during the entire term of the Contract and for Thirty (30) calendar days after completion of all work required by the Contract, unless otherwise provided herein. 1.4. Insurance policies required under this Contract that name “City of Tacoma” as Additional Insured shall: 1.4.1. Be considered primary and non-contributory for all claims. 1.4.2. Contain a “Separation of Insured provision and a “Waiver of Subrogation” clause in favor of City of Tacoma. 1.5. Section 1.4 above does not apply to contracts for purchasing supplies only. 1.6. Verification of coverage shall include: 1.6.1. An ACORD certificate or equivalent. 1.6.2. Copies of all endorsements naming the City of Tacoma as additional insured and showing the policy number. 1.6.3. A notation of coverage enhancements on the Certificate of Insurance shall not satisfy these requirements – actual endorsements must be submitted. 1.7. Liability insurance policies, with the exception of Professional Liability and Workers’ Compensation, shall name the City of Tacoma and its officers, elected officials, employees, agents, and authorized volunteers as additional insured. 1.7.1. No specific person or department should be identified as the additional insured. 1.7.2. All references on certificates of insurance and endorsements shall be listed as “City of Tacoma”. 1.7.3. The City of Tacoma shall be additional insured for both ongoing and completed operations using Insurance Services Office (ISO) form CG 20 10 04 13 and CG 20 CITY OF TACOMA INSURANCE REQUIREMENTS FOR CONTRACTS Insurance Requirements Spec/Contract Number: PI22-0379N Template Revised 10/3/2019 Page 2 of 4 37 04 13 or the equivalent for the full available limits of liability maintained by the Contractor irrespective of whether such limits maintained by the Contractor are greater than those required by this Contract and irrespective of whether the Certificate of Insurance describes limits lower than those maintained by the Contractor. 1.8. Contractor shall provide a Certificate of Insurance for each policy of insurance meeting the requirements set forth herein when Contractor provides the signed Contract for the work to City of Tacoma. Contractor shall provide copies of any applicable Additional Insured, Waiver of Subrogation, and Primary and Non-contributory endorsements. Contract or Permit number and the City Department must be shown on the Certificate of Insurance. 1.9. Insurance limits shown below may be written with an excess policy that follows the form of an underlying primary liability policy or an excess policy providing the required limit. 1.10. Liability insurance policies shall be written on an “occurrence” form, except for Professional Liability/Errors and Omissions, Pollution Liability, and Cyber/Privacy and Security 1.11. If coverage is approved and purchased on a “Claims-Made” basis, Contractor warrants continuation of coverage, either through policy renewals or by the purchase of an extended reporting period endorsement as set forth below. 1.12. The insurance must be written by companies licensed or authorized in the State of Washington pursuant to RCW 48 with an (A-) VII or higher in the A.M. Best's Key Rating Guide www.ambest.com. 1.13. Contractor shall provide City of Tacoma notice of any cancellation or non-renewal of this required insurance within Thirty (30) calendar days. 1.14. Contractor shall not allow any insurance to be cancelled or lapse during any term of this Contract, otherwise it shall constitute a material breach of the Contract, upon which City of Tacoma may, after giving Five (5) business day notice to Contractor to correct the breach, immediately terminate the Contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith; with any sums so expended to be repaid to City of Tacoma by Contractor upon demand, or at the sole discretion of City of Tacoma, offset against funds due Contractor from City of Tacoma. 1.15. Contractor shall be responsible for the payment of all premiums, deductibles and self-insured retentions, and shall indemnify and hold the City of Tacoma harmless to the extent such a deductible or self-insured retained limit may apply to the City of Tacoma as an additional insured. Any deductible or self-insured retained limits in excess of Twenty Five Thousand Dollars ($25,000) must be disclosed and approved by City of Tacoma Risk Manager and shown on the Certificate of Insurance. 1.16. City of Tacoma reserves the right to review insurance requirements during any term of the Contract and to require that Contractor make reasonable adjustments when the scope of services has changed. http://www.ambest.com/ CITY OF TACOMA INSURANCE REQUIREMENTS FOR CONTRACTS Insurance Requirements Spec/Contract Number: PI22-0379N Template Revised 10/3/2019 Page 3 of 4 1.17. All costs for insurance shall be incidental to and included in the unit or lump sum prices of the Contract and no additional payment will be made by City of Tacoma to Contractor. 1.18. Insurance coverages specified in this Contract are not intended and will not be interpreted to limit the responsibility or liability of Contractor or Subcontractor(s). 1.19. Failure by City of Tacoma to identify a deficiency in the insurance documentation provided by Contractor or failure of City of Tacoma to demand verification of coverage or compliance by Contractor with these insurance requirements shall not be construed as a waiver of Contractor’s obligation to maintain such insurance. 1.20. If Contractor is a State of Washington or local government and is self-insured for any of the above insurance requirements, a certification of self-insurance shall be attached hereto and be incorporated by reference and shall constitute compliance with this Section. 2. CONTRACTOR As used herein, "Contractor" shall be the Supplier(s) entering a Contract with City of Tacoma, whether designated as a Supplier, Contractor, Vendor, Proposer, Bidder, Respondent, Seller, Merchant, Service Provider, or otherwise. 3. SUBCONTRACTORS It is Contractor's responsibility to ensure that each subcontractor obtain and maintain adequate liability insurance coverage. Contractor shall provide evidence of such insurance upon City of Tacoma’s request. 4. REQUIRED INSURANCE AND LIMITS The insurance policies shall provide the minimum coverages and limits set forth below. Providing coverage in these stated minimum limits shall not be construed to relieve Contractor from liability in excess of such limits. 4.1 Commercial General Liability Insurance Contractor shall maintain Commercial General Liability Insurance policy with limits not less than One Million Dollars ($1,000,000) each occurrence and Two Million Dollars ($2,000,000) annual aggregate. The Commercial General Liability Insurance policy shall be written on an Insurance Services Office form CG 00 01 04 13 or its equivalent. Products and Completed Operations shall be maintained for a period of three years following Substantial Completion of the Work related to performing construction services. This policy shall include product liability especially when a Contract solely is for purchasing supplies. The Commercial General Liability policy shall be endorsed to include: 4.2 A per project aggregate policy limit, using ISO form CG 25 03 05 09 or an equivalent endorsement. 4.2.1 4.3 Workers' Compensation 4.3.1 Contractor shall comply with Workers’ Compensation coverage as required by the CITY OF TACOMA INSURANCE REQUIREMENTS FOR CONTRACTS Insurance Requirements Spec/Contract Number: PI22-0379N Template Revised 10/3/2019 Page 4 of 4 Industrial Insurance laws of the State of Washington, as well as any other similar coverage required for this work by applicable federal laws of other states. The Contractor must comply with their domicile State Industrial Insurance laws if it is outside the State of Washington. 4.4 Employers’ Liability Insurance Contractor shall maintain Employers’ Liability coverage with limits not less than One Million Dollars ($1,000,000) each employee, One Million Dollars ($1,000,000) each accident, and One Million Dollars ($1,000,000) policy limit. 4.5 Other Insurance Other insurance may be deemed appropriate to cover risks and exposures related to the scope of work or changes to the scope of work required by City of Tacoma. The costs of such necessary and appropriate Insurance coverage shall be borne by Contractor.