RFP Iowa Judicial Branch Chiller Replacement

Iowa Judicial Branch 1111 East Court Avenue | Des Moines, IA 50319

Request for Proposals

Professional Design Services

RFP COVER SHEET

RFP Number	JBFSS2425A	Title of RFP	Iowa Judicial Branch Building Chiller Replacement
Agency	Iowa Judicial Branch
Project Description	The State of Iowa Judicial Branch is seeking professional design services for evaluation and replacement of the Centrifugal Water Chiller located at the Iowa Judicial Branch Building, 1111 East Court Avenue, Des Moines, Iowa 50319.
State Issuing Officer: Jim Evans Director of State Judicial Facilities, Safety, and Security Iowa Judicial Branch Building 1111 East Court Avenue, Des Moines, IA 50319-0105 (515) 348-4884 jim.evans@iowacourts.gov
PROCUREMENT TIMETABLE—Event or Action	Date/Time (Central Time)
State Posts Notice of RFP	March 12, 2025
State Issues RFP	March 14, 2025
Pre-Proposal Conference Location and Address: Is Pre-Proposal Conference mandatory? Yes If a map is needed, contact the Issuing Officer.	March 18, 2025, at 10:00 am Iowa Judicial Branch Building 1111 East Court Avenue Des Moines, Iowa 50319
Questions, requests for clarification, and suggested changes from Respondents due to Construction Procurement	March 21, 2025, at 1:00 pm
Proposals Due: Proposals Due Time:	March 28, 2025 10:00 am
Anticipated Date to issue Notice of Intent to Award	Week of March 31, 2025
Anticipated Date to execute contract	Week of March 31, 2025
Relevant Websites
Website where Addenda to this RFP will be posted	http://bidopportunities.iowa.gov https://www.iowacourts.gov/for-the-public/rfp
Website where contract terms and conditions are posted https://www.iowacourts.gov/static/media/cms/General_TermsIJB_Services_Contracts_FAA0F7505A5D5.pdf https://www.iowacourts.gov/for-the-public/rfp
Number of Copies of Proposals Required to be Submitted: 5 paper, 1 Digital
Firm Proposal Terms The minimum number of days following the deadline for submitting Proposals that the firm guarantees all proposal terms, including price, will remain firm is 120 Days.

SCHEDULE

The Iowa Judicial Branch is seeking a firm that can commence work upon execution of a contract. Time is of the essence.

Execution of Designer’s Contract	Week of March 31, 2025
Tentative Design Kick-Off Meeting	Week of April 7, 2025
100% Design Development Documents and Cost Opinion By	April 14, 2025
50% Construction Documents	April 28, 2025
100% Construction Documents and Cost Opinion by	May 5, 2025
Contractor Bidding	Week of May 12, 2025
Execution of Contractor’s Contract	Week of May 12, 2025
Procurement of Chiller	Week of May 19, 2025
Submittals, Procurement and Construction *	May 19, 2025, to March 2, 2026
Close out *	March 2026

* Confirmed dates will be dependent on equipment, procurement and delivery.

1. Introduction

1.1 Purpose

The purpose of this Request for Proposals (RFP) is to solicit proposals from Responsible Respondents to provide the goods and/or services identified on the RFP cover sheet and further described in Section 4 of this RFP to IJB, as identified on the RFP cover sheet. IJB intends to award a Contract(s) beginning and ending on the dates listed on the RFP cover sheet, and IJB, in its sole discretion, may extend the Contract(s) for up to the number of annual extensions identified on the RFP cover sheet.

1.2 Definitions

For the purposes of this RFP and the resulting contract, the following terms are defined.

“Proposal” means the Respondent’s proposal submitted in response to the RFP.

“Contract” means the contract(s) entered with the Respondent(s) as described in section 6.

“Contractor” means the awarded business/person to provide the contractual services agreed upon.

“General Terms and Conditions” shall mean the General Terms and Conditions for a Design Services Contract as referenced on the RFP cover page.

“IJB” shall mean Iowa Judicial Branch.

“Respondent” means the company, organization or other business entity submitting a proposal in response to this RFP.

“Responsible Respondent” means a Respondent that has the capability in all material respects to perform the scope of work and specifications of the Contract. In determining whether a Respondent is a Responsible Respondent, IJB may consider various factors including, but not limited to, the Respondent’s competence and qualifications to provide the goods or services requested, the Respondent’s integrity and reliability, the past performance of the Respondent and the best interest of IJB and the State.

“Responsive Proposal” means a Proposal that complies with the material provisions of this RFP.

“RFP” means this Request for Proposals and any attachments, exhibits, schedules or addenda hereto.

“State” means the State of Iowa, IJB, and all state agencies, boards, and commissions, and any political subdivisions making purchases from the Contract as permitted by this RFP.

“Vendor” means anyone who provides goods or services to another entity.

1.3 Overview of the RFP Process

The RFP process is for IJB’s benefit and is intended to provide IJB with competitive information to assist in the selection process. It is not intended to be comprehensive. Each Respondent is responsible for determining all factors necessary for submission of a comprehensive Proposal.

Respondent should review Attachment 3, Form 22 Request for Confidentiality, for more information if its Proposal contains confidential information. Any Proposal marked “Confidential” or “Proprietary” on every page may be disqualified.

Respondents will be required to submit their Proposals in hardcopy and on digital media (i.e. CD, USB drive, etc.). It is IJB’s intention to evaluate Proposals from all Respondents that submit timely Responsive Proposals and award the Contract(s) in accordance with Section 5, Evaluation and Selection.

1.4 Project Description

The Iowa Judicial Branch is currently seeking design services from qualified firms for a project consisting of review, evaluation, procurement, and replacement of the existing chiller at the Iowa Judicial Branch Building. The existing chiller is a Trane Centrifugal Water Chiller Model #CVHE0450 installed in 2002. (see attached photos)

1.4.1 Design services to include:

· Collect all required information to design, procure, and implement the removal and installation of the chiller and associated components, including calculating load requirements to confirm chiller sizing.

· Develop a design and scope of work for the replacement of the chiller. The design shall include development and completion of drawings and technical specification sections, including test and balancing specifications.

· Coordinate the design of the new chiller with State of Iowa Judicial Branch staff and manufacturer representatives. Provide design specifications for the new chiller as a priority to allow for procurement of the chiller prior to the construction process.

· Design should allow for integration into existing building automation systems.

· Analyze and present options for systems optimization as well as energy and cost savings. Identify all applicable rebate programs. This includes identifying baseline data that must be collected.

· Develop a scope of work to facilitate the owner’s use of the surrounding space throughout the construction phase.

· Attending a kick-off design meeting onsite to discuss the desired outcome of the project with the Owner Representative, and Owner’s maintenance staff.

· Collect and provide meeting minutes from the design kick off and design review meetings.

· Design the scope of work, develop bidding documents, development of construction budget, and construction administration (including responses to RFIs, review of submittals, approval of pay estimates, and regular onsite quality checks). All final drawings/models by the design team will be turned over to the State of Iowa Judicial Branch in the end in their native computer format. Any ASI’s/RFI’s/PR’s and addendums will be expected to be incorporated before final posting.

· Verify Quality control during Design, Preconstruction and Construction.

· Participate with the project team during construction progress meetings. Design teams shall participate in conference calls as needed during the construction period.

· Coordinate with the State Fire Marshal’s office for energy code review and approval of plans or exemption from review. All fees associated with the State Fire Marshall’s office are the responsibility of the designer.

· Design and completion of State Building and Energy Code Documents, if applicable.

· Complete other services agreed to by the respondent.

1.4.2 Design team will perform all Construction administration, including creation of the submittal and closeout items log, review of and responses to submittals and closeout documentation, RFIs, proposal requests, change orders, pay applications, periodic site visits, attendance at project meetings as required, participation / development of contractor punch list, closeout documentation review and approval, certificates of substantial completion, and certificates of final completion, as well as development of Architectural Supplemental Instructions for design revisions, and punch lists.

1.4.3 Participate with project team during construction progress meetings as required. Designers shall participate in conference calls as needed during the construction period.

1.4.4 Field Observation reports, with photos, submitted for each site inspection within five (5) days of the site visit.

1.4.5 Acknowledge that all documents and all related intellectual property will be owned and are copyright to the State of Iowa and shall be turned over to the State of Iowa in their native computer format. Any ASIs/RFIs/PRs and addendums will be expected to be incorporated before final posting. Both the native computer format and PDF versions shall be uploaded to the construction management software program at the end of the project.

1.4.6 The Iowa Judicial Branch (Judicial) requests lump sum pricing for this RFP, with the lump sum base scope price being inclusive of all reimbursables, such as printing, mileage and travel expenses. Judicial requests the fee proposal from the respondents to this RFP be broken down as follows. These breakdown prices will be used as the schedule of values for billing purposes.

• Design Development and Cost Opinion

• 100% Construction Documents

• Vendor Bidding process and contract development

• Chiller selection and procurement

• Existing Chiller removal and installation of new chiller

• Project completion and close out

Site visits are required. Design kick off/Building evaluation, 100% design development document review meeting, Pre-bid meeting, Construction Field Observations, Substantial completion/punch list development, Punch list/Final Completion approval, and one year warranty correction period visit. Beyond these site visits, each firm shall provide additional visits as they see fit to complete the work of design.

2. Administrative Information

2.1 Issuing Officer

The Issuing Officer, or their designee, identified in the RFP cover sheet is the sole point of contact regarding the RFP from the date of issuance until a Notice of Intent to Award the Contract is issued.

2.2 Restriction on Communication

From the issue date of this RFP until a Notice of Intent to Award the Contract is issued; Respondents may contact only the Issuing Officer. The Issuing Officer will respond only to written questions regarding the procurement process. Questions related to the interpretation of this RFP must be submitted as provided in Section 2. Oral questions related to the interpretation of this RFP will not be accepted. Respondents may be disqualified if they contact any State employee other than the Issuing Officer about the RFP except that Respondents may contact the State Targeted Small Business Office on issues related to the preference for Targeted Small Businesses.

2.3 Downloading the RFP from the Internet

The RFP document and any addenda to the RFP will be posted at: https://www.iowacourts.gov/for-the-public/rfp

http://bidopportunities.iowa.gov

The Respondent is advised to check the website periodically for Addenda to this RFP, particularly if the Respondent downloaded the RFP from the Internet as the Respondent may not automatically receive addenda. It is the Respondent's sole responsibility to check daily for addenda to posted documents.

2.4 Procurement Timetable

The dates provided in the procurement timetable on the RFP cover sheet are provided for informational and planning purposes. IJB reserves the right to change the dates. If IJB changes any of the deadlines for Respondent submissions, IJB will issue an addendum to the RFP.

2.5 Pre-Proposal Conference

A pre-proposal conference will be held at the date, time, and location listed on the RFP cover sheet. The purpose of the pre-proposal conference is to discuss with prospective Respondents the work to be performed and allow prospective Respondents an opportunity to ask questions regarding the RFP. Oral discussions at the pre-proposal conference shall not be considered part of the RFP unless confirmed in writing by IJB and incorporated into this RFP. The conference may be recorded. Questions asked at the conference that cannot be adequately answered during the conference may be deferred. A copy of the questions and answers will be sent to all Respondents who submit a letter of intent to bid and will be posted in the form of an addendum at: http://bidopportunities.iowa.gov/ . http://bidopportunities.iowa.gov

If the RFP cover sheet indicates the pre-proposal conference is mandatory, IJB shall reject Proposals submitted by Respondents who do not attend the pre-proposal Conference.

2.6 Questions, Requests for Clarification, and Suggested Changes

Respondents are invited to submit written questions and requests for clarification regarding the RFP. The questions or requests for clarification must be in writing and received by the Issuing Officer before the date and time listed on the RFP cover sheet. Oral questions will not be permitted. If the questions or requests for clarifications pertain to a specific section of the RFP, the Respondent shall reference the page and section number(s). IJB will send written responses to questions and requests for clarifications received from Respondents on or before the date listed on the RFP cover sheet. IJB’s written responses will become an addendum to the RFP.

IJB assumes no responsibility for oral representations made by its officers or employees unless such representations are confirmed in writing and incorporated into the RFP through an addendum.

2.7 Amendment to the RFP

IJB reserves the right to amend the RFP at any time using an addendum. The Respondent shall acknowledge receipt of all addenda in its Proposal. If IJB issues an addendum after the due date for receipt of Proposals, IJB may, in its sole discretion, allow Respondents to amend their Proposals in response to the addendum.

2.8 Amendment and Withdrawal of Proposal

The Respondent may amend or withdraw and resubmit its Proposal at any time before the Proposals are due. The amendment must be in writing, signed by the Respondent and received by the time set for receipt of the Proposals. Electronic mail and faxed amendments will not be accepted. Respondents must notify the Issuing Officer in writing prior to the due date for Proposals if they wish to completely withdraw their Proposals.

2.9 Submission of Proposals

IJB must receive the Proposal at the Issuing Officer’s address identified on the RFP cover sheet no later than the Proposals Due Date and Proposal Due Time listed on the RFP cover sheet, unless such date and time is extended by IJB, at its sole discretion, through the issuance of an addendum to this RFP. Respondents mailing Proposals must allow ample delivery time to ensure timely receipt of their Proposals. It is the Respondent’s responsibility to ensure that the Proposal is received no later than the Proposals Due Date and Proposals Due Time. Postmarking by the due date or guaranteed or expected delivery by a courier will not substitute for actual receipt of the Proposal. Electronic mail and faxed Proposals will not be accepted.

Respondents must furnish all the information necessary to enable IJB to evaluate the Proposal. Oral information provided by the Respondent shall not be considered part of the Respondent's Proposal unless it is reduced to writing.

2.10 Proposal Opening

IJB will open Proposals after the deadline for submission of Proposals has passed. The Proposals will remain confidential until the Evaluation Committee has reviewed all the Proposals submitted in response to this RFP and IJB has issued a Notice of Intent to Award a Contract. See Iowa Code Section 72.3. However, the names of Respondents who submitted timely Proposals will be publicly available after the Proposal opening. The announcement of Respondents who timely submitted Proposals does not mean that an individual Proposal has been deemed technically compliant or accepted for evaluation.

2.11 Costs of Preparing the Proposal

The costs of preparation and delivery of the Proposal are solely the responsibility of the Respondent.

2.12 No Commitment to Contract

IJB reserves the right to reject any or all Proposals received in response to this RFP at any time prior to the execution of the Contract. Issuance of this RFP in no way constitutes a commitment by IJB to award a contract.

2.13 Rejection of Proposals

IJB may reject outright and not evaluate a Proposal for reasons including without limitation:

A. The Respondent fails to deliver the cost proposal in a separate envelope.

B. The Respondent acknowledges that a mandatory specification of the RFP cannot be met.

C. The Respondent's Proposal changes the material specification of the RFP or the Proposal is not compliant with the mandatory specifications of the RFP.

D. The Respondent’s Proposal limits the rights of IJB.

E. The Respondent fails to include information necessary to substantiate that it will be able to meet a specification of the RFP as provided in Section 3 of this RFP.

F. The Respondent fails to timely respond to IJB's request for information, documents, or references.

G. The Respondent fails to include Proposal Security, if required.

H. The Respondent fails to include any signature, certification, authorization, stipulation, disclosure or guarantee as provided in Section 3 of this RFP.

I. The Respondent presents the information requested by this RFP in a format inconsistent with the instructions of the RFP or otherwise fails to comply with the specifications of this RFP.

J. The Respondent initiates unauthorized contact regarding the RFP with state employees.

K. The Respondent provides misleading or inaccurate responses.

L. The Respondent’s Proposal is materially unbalanced.

M. There is insufficient evidence (including evidence submitted by the Respondent and evidence obtained by IJB from other sources) to satisfy IJB that the Respondent is a Responsive Respondent.

N. The Respondent alters the language in Attachment 1: Certification Letter or Attachment 2: Authorization to Release Information letter.

2.14 Nonmaterial Variances

IJB reserves the right to waive or permit the cure of nonmaterial variances in the Proposal if, in the judgment of IJB, it is in the State’s best interest to do so. Nonmaterial variances include but are not limited to: minor failures to comply that do not affect overall responsiveness, that are merely a matter of form or format, that do not change the relative standing or otherwise prejudice other Respondents, that do not change the meaning or scope of the RFP, or that do not reflect a material change in the specifications of the RFP. In the event IJB waives or permits cure of nonmaterial variances, such waivers or cure will not modify the RFP specifications or excuse the Respondent from full compliance with RFP specifications or other Contract specifications if the Respondent is awarded the Contract. The determination of materiality is at the sole discretion of IJB.

2.15 Reference Checks

IJB reserves the right to contact any reference to assist in the evaluation of the Proposal, to verify information contained in the Proposal and to discuss the Respondent’s qualifications and the qualifications of any subcontractor identified in the Proposal.

2.16 Information from Other Sources

IJB reserves the right to obtain and consider information from other sources concerning a Respondent, such as the Respondent’s capability and performance under other contracts, the qualifications of any subcontractor identified in the Proposal, the Respondent’s financial stability, past or pending litigation, and other publicly available information.

2.17 Verification of Proposal Contents

The content of a Proposal submitted by a Respondent is subject to verification. If IJB determines in its sole discretion that the content is in any way misleading or inaccurate, IJB may reject the Proposal.

2.18 Proposal Clarification Process

IJB reserves the right to contact a Respondent after the submission of Proposals for the purpose of clarifying a Proposal. This contact may include written questions, interviews, site visits, a review of past performance if the Respondent has provided goods and/or services to the State or any other political subdivision wherever located, or requests for corrective pages in the Respondent’s Proposal. IJB will not consider information received from or through Respondent if the information materially alters the content of the Proposal or the type of goods and/or services the Respondent is offering to IJB. An individual authorized to legally bind the Respondent shall sign responses to any request for clarification. Responses shall be submitted to IJB within the time specified in IJB's request. Failure to comply with requests for additional information may result in rejection of the Proposal.

2.19 Disposition of Proposals

All Proposals become the property of the State and shall not be returned to the Respondent. Once IJB issues a Notice of Intent to Award the Contract, the contents of all Proposals will be in the public domain and be available for inspection by interested parties, except for information for which Respondent properly requests confidential treatment or according to exceptions provided in Iowa Code Chapter 22 or other applicable law.

2.20 Public Records and Requests for Confidential Treatment

IJB’s release of public records is governed by Iowa Code chapter 22. Respondents are encouraged to familiarize themselves with Chapter 22 before submitting a Proposal. IJB will copy and produce public records upon request as required to comply with Chapter 22 and will treat all information submitted by a Respondent as non-confidential records unless Respondent requests specific parts of the Proposal be treated as confidential at the time of the submission as set forth herein AND the information is confidential under Iowa or other applicable law.

2.21 Form 22 Request for Confidentiality

Form 22 must be completed and included with the respondent’s proposal. Completion and submitting Form 22 is required whether the proposal does or does not contain information for which confidential treatment will be requested. Failure to submit a completed Form 22 will result in the proposal being considered non-responsive and not evaluated.

2.22 Confidential Treatment Is Not Requested

A Respondent not requesting confidential treatment of information contained in its Proposal shall complete Section I of Form 22 and submit Form 22 with the Proposal.

2.23 Confidential Treatment of Information is Requested

A Respondent requesting confidential treatment of specific information shall perform the following:

O. Complete Section II of Form 22,

P. Conspicuously mark the outside of its Proposal as containing confidential information,

Q. Mark each page upon which the Respondent believes confidential information appears and clearly identify each item for which confidential treatment is requested; marking a page in the page margin is not sufficient identification, and

R. Submit a “Public Copy” from which the confidential information has been excised.

Form 22 will not be considered fully complete unless, for each confidentiality request, the Respondent:

S. Enumerates the specific grounds in Iowa Code chapter 22 or other applicable law that supports treatment of the material as confidential,

T. Justifies why the material should be maintained in confidence,

U. Explains why disclosure of the material would not be in the best interest of the public, and

V. Sets forth the name, address, telephone, and email for the person authorized by Respondent to respond to inquiries by IJB concerning the confidential status of such material.

The Public Copy from which confidential information has been excised is in addition to the number of copies requested in Section 3 of this RFP. The confidential material must be excised in such a way as to allow the public to determine the general nature of the material removed and to retain as much of the Proposal as possible.

Failure to request information to be treated as confidential as specified herein shall relieve IJB and state personnel from any responsibility for maintaining the information in confidence. Respondents may not request confidential treatment with respect to pricing information and transmittal letters. A Respondent’s request for confidentiality that does not comply with this section or a Respondent’s request for confidentiality on information or material that cannot be held in confidence as set forth herein are grounds for rejecting Respondent’s Proposal as non-responsive. Requests to maintain an entire Proposal as confidential will be rejected as non-responsive.

If IJB receives a request for information that Respondent has marked as confidential and if a judicial or administrative proceeding is initiated to compel the release of such material, Respondent shall, at its sole expense, appear in such action and defend its request for confidentiality. If Respondent fails to do so, IJB may release the information or material with or without providing advance notice to Respondent and with or without affording Respondent the opportunity to obtain an order restraining its release from a court possessing competent jurisdiction. Additionally, if Respondent fails to comply with the request process set forth herein, if Respondent’s request for confidentiality is unreasonable, or if Respondent rescinds its request for confidential treatment, IJB may release such information or material with or without providing advance notice to Respondent and with or without affording Respondent the opportunity to obtain an order restraining its release from a court possessing competent jurisdiction.

2.24 Copyright Permission

By submitting a Proposal, the Respondent agrees that IJB may copy the Proposal for purposes of facilitating the evaluation of the Proposal or responding to requests for public records. By submitting a Proposal, the Respondent consents to such copying and warrants that such copying will not violate the rights of any third party. IJB shall have the right to use ideas or adaptations of ideas that are presented in the Proposals.

2.25 Release of Claims

By submitting a Proposal, the Respondent agrees that: (a) IJB and the State shall not be liable to any extent for any information, facts or data (or the completeness or accuracy thereof) provided in the RFP or for any information, facts or data that may be omitted from the RFP, regardless of whether such inaccurate, incomplete or omitted information or data would be considered material or relevant to a Respondent for purposes of making an informed decision to either submitting a proposal or entering into a contract if awarded to a successful Respondent; and (b) it will not bring any claim or cause of action against IJB or the State based on any misunderstanding concerning the information provided in the RFP or concerning IJB's or the State’s failure, negligent or otherwise, to provide the Respondent with complete, pertinent, or accurate information in this RFP or for any failure to provide information that any Respondent might consider relevant for purposes of making a decision to submit a proposal or to enter into any contract resulting from this RFP.

3. Form and Content of Proposals

3.1 Instructions

These instructions prescribe the format and content of the Proposal. They are designed to facilitate a uniform review process. Failure to adhere to the Proposal format may result in the rejection of the Proposal.

3.1.1 Specifications

The Proposal shall be typewritten on 8.5" x 11" paper and sent in a sealed envelope. The Proposal shall be divided into two parts: (1) the Technical Proposal and (2) the Cost Proposal. The Technical Proposal and the Cost Proposal shall be labeled as such and placed in a separate sealed envelope.

All cost information MUST be contained ONLY in the Cost Proposal and NOT included in the Technical Proposal.

The envelopes shall be numbered in the following fashion: 1 of 4, 2 of 4, etc. The envelopes shall be labeled with the following information:

RFP Number: JBFSS242025

RFP Title: Iowa Judicial Branch Building Chiller Replacement

Issuing Officer: James (Jim) Evans

Lead IJB Address: 1111 East Court Avenue, Des Moines, Iowa 50319

Six copies, (5) paper and one (1) digital, of the Proposal shall be submitted timely to the Issuing Officer in a sealed envelope. The Cost Proposal shall be submitted in a separate sealed envelope.

3.1.1.1 Technical Proposal Envelope Contents

W. Original Technical Proposal and any copies Public Copy (if submitted)

X. Technical Proposal on digital media

Y. Electronic Public Copy on same digital media (if submitted)

3.1.2 Cost Proposal Envelope Contents

Z. Original Cost Proposal

AA. Cost Proposal on separate digital media

IJB shall not be responsible for misdirected packages or premature opening of Proposals if a Proposal is not properly labeled.

3.1.3 Confidential Information

If the Respondent designates any information in its Proposal as confidential pursuant to Section 2, the Respondent must also submit one (1) copy of the Proposal from which confidential information has been excised as provided in Section 2 and which is marked “Public Copy”.

3.1.4 Promotional or Display Materials

Proposals shall not contain promotional or display materials.

3.1.5 Attachments

Attachments shall be referenced in the Proposal.

3.1.6 If a Respondent Proposes Multiple Solutions

If a Respondent proposes more than one solution to the RFP specifications, each shall be labeled and submitted separately, and each will be evaluated separately.

3.2 Technical Proposal

The following documents and responses are required and shall be included in the Technical Proposal in the order given below:

3.2.1 Transmittal Letter (Required)

An individual authorized to legally bind the Respondent shall sign the transmittal letter. The letter shall include the Respondent’s mailing address, email address, fax number, and telephone number. Any request for confidential treatment of information shall be included in the transmittal letter in accordance with the provisions of Section 2.

3.2.2 Table of Contents

The Respondent shall include a table of contents of its Proposal and submit the response checklist of submittals per Attachment #5.

3.2.3 Executive Summary

The Respondent shall prepare an executive summary and overview of the goods and/or services it is offering, including all the following information:

BB. Statements that demonstrate that the Respondent has read, understands and agrees with the terms and conditions of the RFP including the contract provisions in Section 5.

CC. An overview of the Respondent’s plans for complying with the specifications of this RFP.

DD. Any other summary information the Respondent deems to be pertinent.

EE. Mandatory Specifications and Scored Technical Specifications

The Respondent shall answer whether it will comply with each specification in Section 4 of the RFP. Where the context requires more than a yes or no answer or the specific specification so indicates, Respondent shall explain how it will comply with the specification. Merely repeating the Section 4 specifications may be considered non-responsive and result in the rejection of the Proposal. Proposals must identify any deviations from the specifications of the RFP or specifications the Respondent cannot satisfy. If the Respondent deviates from or cannot satisfy the specifications of this section, IJB may reject the Proposal.

3.2.4 Vendor Background Information

The Respondent shall provide the following general background information:

FF. Name, address, telephone number, fax number and email address of the Respondent including all d/b/a’s or assumed names or other operating names of the Respondent and any local addresses and phone numbers.

GG. Form of business entity, i.e., corporation, partnership, proprietorship, limited liability company

HH. State of incorporation, state of formation, or state of organization. ◊

II. The location(s) including address and telephone numbers of the offices and other facilities that relate to the Respondent’s performance under the terms of this RFP.

JJ. Number of employees.

KK. Type of business.

LL. Name, address and telephone number of the Respondent’s representative to contact regarding all contractual and technical matters concerning the Proposal.

MM. Name, address and telephone number of the Respondent’s representative to contact regarding scheduling and other arrangements

NN. Name, contact information and qualifications of any subcontractors who will be involved with this project the Respondent proposes to use and the nature of the goods and/or services the subcontractor would provide.

OO. Respondent’s accounting firm.

PP. The successful Respondent will be required to register to do business in Iowa before payments can be made.

For vendor registration documents, go to: https://das.iowa.gov/procurement/vendors/how-do-business

3.2.5 Experience

The Respondent must provide the following information regarding its experience:

QQ. Number of years in business.

RR. Number of years of experience with providing the types of goods and/or services sought by the RFP.

SS. The level of technical experience in providing the types of goods and/or services sought by the RFP.

TT. A list of all goods and/or services like those sought by this RFP that the Respondent has provided to other businesses or governmental entities.

UU. Letters of reference from three (3) previous customers or clients knowledgeable of the Respondent’s performance in providing goods and/or services like the goods and/or services described in this RFP and a contact person and telephone number for each reference.

VV. Personnel.

The Respondent must provide resumes for all key personnel who will be involved in providing the goods and/or services contemplated by this RFP. The following information must be included in the resumes:

WW. Full name.

XX. Education.

YY. Years of experience and employment history particularly as it relates to the specifications of the RFP.

3.2.6 Termination, Litigation, Debarment

The Respondent must provide the following information for the past five (5) years:

ZZ. If the Respondent has a contract for goods and/or services terminated for any reason, provide full details regarding the termination.

AAA. Describe any damages or penalties assessed against or dispute resolution settlements entered by the Respondent under any existing or past contracts for goods and/or services. Provide full details regarding the circumstances, including the dollar amount of damages, penalties, and settlement payments.

BBB. Describe any order, judgment, or decree of any Federal or State authority barring, suspending or otherwise limiting the right of the Respondent to engage in any business, practice, or activity.

CCC. A list and summary of all litigation or threatened litigation, administrative or regulatory proceedings, or similar matters to which the Respondent or its officers have been a party.

DDD. Any irregularities discovered in any of the accounts maintained by the Respondent on behalf of others. Describe the circumstances and disposition of the irregularities.

Failure to disclose these matters may result in rejection of the Proposal or termination of any subsequent Contract. The above disclosures are a continuing requirement of the Respondent. Respondent shall provide written notification to IJB of any such matter commencing or occurring after submission of a Proposal, and with respect to the successful Respondent, following execution of the Contract.

3.2.7 Criminal History and Background Investigation

The Respondent hereby explicitly authorizes IJB to conduct criminal history and/or other background investigation(s) of the Respondent, its officers, directors, shareholders, partners, and supervisory personnel who will be involved in the performance of the Contract.

3.2.8 Acceptance of Terms and Conditions

By submitting a Proposal, Respondent acknowledges its acceptance of the terms and conditions of the RFP, and the General Terms and Conditions linked on the RFP cover sheet without change except as otherwise expressly stated in its Proposal. If the Respondent takes exception to a provision, it must:

EEE. Identify it by page and section number.

FFF. State the reason for the exception;

GGG. Set forth in its Proposal the specific RFP or General Terms and Conditions language it proposes to include in place of the provision; and

HHH. Comply with all the requirements set forth in Section 6 of this RFP. If Respondent’s exceptions or responses materially alter the RFP, or if the Respondent submits its own terms and conditions or otherwise fails to follow the process described herein, IJB may reject the Proposal, in its sole discretion.

3.2.9 Certification Letter

The Respondent shall sign and submit with the Proposal document included as Attachment #1 (Certification Letter) in which the Respondent shall make the certifications included in Attachment #1.

3.2.10 Authorization to Release Information

The Respondent shall sign and submit with the Proposal the document included as Attachment #2 (Authorization to Release Information Letter) in which the Respondent authorizes the release of information to IJB.

3.2.11 Firm Proposal Terms

The Respondent shall guarantee in writing that the goods and/or services offered in the Proposal are currently available and that all Proposal terms, including price, will remain firm Bid Terms days following the deadline for submitting Proposals.

3.3 Cost Proposal

The Respondent shall provide its cost proposal in a separately sealed envelope for the proposed goods and/or services. All cost information MUST be contained ONLY in the Cost Proposal and NOT included in the Technical Proposal. The Respondent must also complete and include Attachment # 4 – Cost Proposal Form with its Cost Proposal.

3.3.1 Payment Methods

The State of Iowa, in its sole discretion, will determine the method of payment for goods and/or services as part of the Contract.

3.3.1.3 State Warrant

The State of Iowa's warrant drawn up on the Treasurer of State is used to pay claims against the departments of the State of Iowa. The warrant is issued upon receipt of proper documentation from the issuing department.

3.3.2 Payment Terms

Per Iowa Code 8A.514 the State of Iowa is allowed sixty (60) days to pay an invoice submitted by a Vendor/Respondent.

3.3.3 Respondent Discounts

Respondents shall state in their Cost Proposals whether they offer any payment discounts.

4. Evaluation And Selection

4.1 Introduction

This section describes the evaluation process used to determine which Proposal(s) provides the greatest value to IJB. IJB will not necessarily award the Contract to the Respondent offering the lowest cost to IJB. Instead, IJB will award the Respondent whose Responsive Proposal IJB believes will provide the best value to the State.

4.2 Evaluation Committee

IJB will evaluate Proposals received in response to this RFP. IJB will use an evaluation committee to review and evaluate the Proposals. The evaluation committee will recommend an award based on the results of their evaluation to IJB or to such other person or entity who must approve the recommendation.

IJB’s Evaluation Committee, or a subset of the Evaluation Committee, will initially review and evaluate each proposal received to determine the Respondent’s ability to meet the RFP requirements.

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