Statewide Mechanical Services

005-RFB-2673-2026 - Mechanical Services
005-RFB-2673-2026 - Mechanical Services
SECTION 1 - INTRODUCTION
1.1 Purpose
The purpose of this Request for Bids (RFB) is to solicit bids from qualified providers to provide the
goods and/or services described further in this RFB to the Lead Agency and any Participating
Agencies. The Lead Agency intends to award a contract(s) beginning and ending on the dates listed
in the IMPACS solicitation, and the Lead Agency may extend the contract(s) for up to the number
of annual extensions identified in the IMPACS solicitation at the sole discretion of the Lead
Agency. Any contract(s) resulting from the RFB shall not be an exclusive contract.
1.2 Request for Bid (RFB) Definitions
Definitions - For the purposes of this RFB and the resulting contract, the following terms shall
mean:
"Agency" means the agency identified in the IMPACS solicitation that is issuing the RFB and any
other agency that purchases from the Contract.
"Alternative Bid" means a response to a bid that does not meet the exact requirements of the
specification but offers an alternative for consideration. An alternative bid is submitted with an
intentional variation to a provision, specification, term or condition of the solicitation. This
alternative, in the opinion of the bidder, achieves the same end result. Alternative bids may be
rejected as non-responsive.
"Bid" means the Bidder's bid submitted in response to the RFB.
"Bidder" means a vendor submitting a bid in response to this RFB.
"Contract" means the contract(s) entered into with the successful Bidder(s).
"Emergency Service Request" means a time-sensitive request for services made when an
unforeseen event or imminent threat creates a risk to life, health, safety, critical infrastructure,
or continuity of essential government operations and requires immediate contractor action that
cannot wait for standard process timelines.
"Lead Agency" means the agency facilitating the procurement and establishing the Contract.
"Participating Agency" means the agency utilizing the established contract.
"Political Subdivisions" means cities, counties, and educational institutions.
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"Responsible Bidder" means a Bidder that has the capability in all respects to perform the
requirements of the Contract. In determining whether a Bidder is a Responsible Bidder, the
Agency may consider various factors including, but not limited to, the Bidder's competence and
qualifications to provide the goods or services requested, the Bidder's integrity and reliability, the
past performance of the Bidder relative to the quality of the goods or services offered by the
Bidder and the best interest of the Agency and the State.
"Responsive Bid" means a Bid that complies with each of the provisions of this RFB, or is either
an alternative bid or a bid with an exception, if accepted by the Agency.
"RFB" means this Request for Bids and any addenda hereto.
"Routine Service Request" means a low-risk, work order or purchase request for standardized
services (maintenance, inspection, cleaning, minor repairs, etc.) with predictable scope, short lead
time, and typically low dollar value that can be fulfilled using existing schedules, standing
contracts, or simplified procurement procedures.
"State" means the State of Iowa, the Agency identified in the IMPACS solicitation, and all state
agencies, boards, and commissions, and any political subdivisions making purchases from the
Contract as permitted by this RFB.
1.3 Contract Term
The term of the contract will begin August 1, 2026 and end on July 31, 2027. The Agency shall
have the sole option to renew the contract upon the same or more favorable terms and conditions
for up to five (5) annual extensions. The resulting contract will be available to all State Agencies.
1.4 Background Information
This RFB is designed to provide Bidders with the information necessary for the preparation of
competitive Bids. The RFB process is for the Lead Agency's and Participating Agencies' benefit and
is intended to provide the Lead Agency with competitive information to assist in the selection
process. It is not intended to be comprehensive. Each Bidder is responsible for determining all
factors necessary for submission of a comprehensive Bid.
The State of Iowa is seeking bidders to provide Mechanical Services at state owned and leased
locations throughout Iowa.
The parties understand and agree that for any portion of the goods or services constituting a
"public improvement" as defined in Iowa Code section 26.2, the Purchasing Entity may only
engage Contractor under this Contract for purchases at or below the competitive bid threshold
established in Iowa Code section 314.1B. All purchases under this Contract related to a "public
improvement" must comply with Iowa Code chapters 26 and 573, as applicable. Any project
exceeding this threshold, including all new system installations or full replacements, must be
awarded through a separate competitive selection process.
All design work will be done by the Owner or a third-party; engineer plans and specifications may
be provided. The State does not accept design-build approach.
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005-RFB-2673-2026 - Mechanical Services
The State intends to award contracts in two tiers. Evaluation of Bids and award of contracts, shall
be based on the sum of the proposed hourly rates (during regular business hours).
Tier 1
The 2 lowest bidders for each zone to include Zones 1-5.
Tier 2
Additionally, up to two awards in each zone may be made to the lowest bidders who meet the
requirements listed for Tier 2.
Sales History
FY21 - $567,768.29
FY22 - $792,832.95
FY23 - $504,704.33
FY24 - $936,387.31
FY25 - $778,306.68
Work Zones
Service Location Options: Zone 1, Zone 2, Zone 3, Zone 4, or Zone 5
Zone 1: NE - Independence, Marshalltown, Eldora, Anamosa
Counties: Allamakee, Benton, Black Hawk, Bremer, Buchanan, Butler, Cerro Gordo, Chickasaw,
Clayton, Delaware, Dubuque, Fayette, Floyd, Franklin, Grundy, Hardin, Howard, Jackson, Jones,
Linn, Mitchell, Tama, Winneshiek, Worth
Zone 2: NW - Fort Dodge, Rockwell City, Cherokee
Counties: Buena, Vista, Calhoun, Carroll, Cherokee, Clay, Crawford, Dickinson, Emmet, Greene,
Hamilton, Hancock, Humboldt, Ida, Kossuth, Lyon, Monona, O'Brien, Osceola, Palo Alto,
Plymouth, Pocahontas, Sac, Sioux, Webster, Winnebago, Woodbury, Wright
Zone 3: SW - Clarinda, Glenwood
Counties: Adair, Adams, Audubon, Cass Clarke, Decatur, Fremont, Guthrie, Harrison, Mills,
Montgomery, Page, Pottawattamie, Ringgold, Shelby, Taylor, Union
Zone 4: SE - Mount Pleasant, Oakdale, Fort Madison
Counties: Appanoose, Cedar, Clinton, Davis, Des Moines, Henry, Iowa, Jefferson, Johnson, Keokuk,
Lee, Louisa Lucas, Mahaska, Monroe, Muscatine, Poweshiek, Scott, Van Buren, Wapello,
Washington, Wayne
Zone 5: DSM Metro - Newton, Mitchellville, Woodward, Johnston, DSM Metro, Capitol Complex
Counties: Boone, Dallas, Jasper, Madison, Marion, Marshall, Polk, Story, Warren
* Large facilities are listed within each zone as an example. All zones include other state facilities
and political subdivision locations.
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SECTION 2 - ADMINISTRATIVE INFORMATION
2.1 Issuing Officer
The Issuing Officer identified in the IMPACS solicitation is the sole point of contact regarding the
RFB from the date of issuance until selection of the successful Bidder.
2.2 Restriction on Communication
From the issue date of this RFB until announcement of the successful Bidder, Bidders may contact
only the Issuing Officer. The Issuing Officer will respond only to electronic questions regarding the
procurement process. Questions related to the interpretation of this RFB must be submitted as
provided in the IMPACS solicitation. Oral questions related to the interpretation of this RFB will
not be accepted. Bidders may be disqualified if they contact any State employee other than the
Issuing Officer about the RFB except that Bidders may contact the State Targeted Small Business
Office on issues related to the preference for Targeted Small Businesses.
The Agency assumes no responsibility for oral representations made by its officers or employees
unless such representations are confirmed in writing and incorporated into the RFB through an
addendum.
2.3 Amendment to the RFB
The Agency reserves the right to amend the RFB at any time using an addendum. The Bidder shall
acknowledge receipt of all addenda in its Bid.
It is the Bidder's sole responsibility to check daily for addenda to posted documents.
2.4 Bid Amendment and/or Withdrawal
The Bidder may amend or withdraw and resubmit its Bid at any time before the Bids are due. The
amendment must be submitted on Iowa IMPACS by the Bidder as an amendment to the bid prior
to the bid closing date and time.
2.5 Submission of Bids
The Agency must receive the electronic Bid on: Iowa IMPACS before the "Bids Due" date and time.
This is a mandatory requirement and will not be waived by the Agency. Any Bid received after
this deadline will not be accepted. It is the Bidder's responsibility to ensure the bid is received
prior to the deadline. Email and faxed Bids will not be accepted.
Bidders must furnish all information necessary to enable the Agency to evaluate the Bid. Bids that
fail to meet the mandatory requirements of the RFB may be rejected. Oral information provided
by the Bidder shall not be considered part of the Bidder's Bid unless it is in writing.
2.6 Bid Opening
The Agency will open Bids after the deadline for submission of Bids has passed. However, the
names of Bidders who submitted timely Bids will be publicly available after the Bid opening. See
Iowa Code Section 72.3. The announcement of Bidders who timely submitted Bids does not mean
that an individual Bid has been deemed technically compliant or accepted for evaluation.
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2.7 Costs of Preparing the Bid
The costs of preparation and delivery of the Bid are solely the responsibility of the Bidder.
2.8 Rejection of Bids
The Agency reserves the right to reject any or all Bids, in whole and in part, received in response
to this RFB at any time prior to the execution of a written Contract. Issuance of this RFB in no way
constitutes a commitment by the Agency to award a Contract. Each Bidder is responsible for
determining all factors necessary for submission of a complete and comprehensive Bid.
2.9 Disqualification
The Agency will reject outright and will not evaluate Bids if the Bidder fails to deliver the Bid by
the due date and time. The Agency may reject outright and may not evaluate Bids for any one of
the following reasons:
The Bidder acknowledges that a requirement of the RFB cannot be met.
The Bidder's Bid materially changes a requirement of the RFB or the Bid is not compliant with
the requirements of the RFB.
The Bidder's Bid limits the rights of the Agency.
The Bidder fails to include information necessary to substantiate that it will be able to meet a
requirement of the RFB.
The Bidder fails to timely respond to the Agency's request for information, documents, or
references.
The Bidder fails to include bid security, if required.
The Bidder fails to include any signature, certification, authorization, stipulation, disclosure or
guarantee requested.
The Bidder presents the information requested by this RFB in a format inconsistent with the
instructions of the RFB or otherwise fails to comply with the requirements of the RFB.
The Bidder initiates unauthorized contact regarding the RFB with state employees.
The Bidder provides misleading or inaccurate responses.
The Bidder's Bid is materially unbalanced.
There is insufficient evidence (including evidence submitted by the Bidder and evidence
obtained by the Agency from other sources) to satisfy the Agency that the Bidder is properly
responsive and responsible to satisfy the requirements of the RFB.
The Bidder alters the language in Certification Letter or Authorization to Release Information
Letter.
The Respondent is a "scrutinized company" included on a "scrutinized company list" created by
a public fund pursuant to Iowa Code section 12J.3.
The Respondent is a "prohibited company" or is selling products manufactured by a "prohibited
company" as defined by Iowa Code section 12K.1(4).
2.10 Nonmaterial Variances
The Agency reserves the right to waive or permit cure of nonmaterial variances in the Bid if, in the
judgment of the Agency, it is in the Agency's best interest to do so. Nonmaterial variances include
minor informalities that do not affect responsiveness, that are merely a matter of form or format,
that do not change the relative standing or otherwise prejudice other Bidders, that do not change
the meaning or scope of the RFB, or that do not reflect a material change in the requirements of
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the RFB. In the event the Agency waives or permits cure of nonmaterial variances, such waiver or
cure will not modify the RFB requirements or excuse the Bidder from full compliance with RFB
specifications or other contract requirements if the Bidder is awarded the contract. The
determination of materiality is in the sole discretion of the Agency.
2.11 Reference Checks
The Agency reserves the right to contact any reference to assist in the evaluation of the Bid, to
verify information contained in the Bid and to discuss the Bidder's qualifications and the
qualifications of any subcontractor identified in the Bid.
2.12 Information from Other Sources
The Agency reserves the right to obtain and consider information from other sources concerning
a Bidder, such as the Bidder's capability and performance under other contracts, the qualifications
of any subcontractor identified in the Bid, the Bidder's financial stability, past or pending litigation,
and other publicly available information.
2.13 Verification of Bid Contents
The content of a Bid submitted by a Bidder is subject to verification. If the Agency in its sole
discretion determines that the content is in any way misleading or inaccurate, the Bidder may be
disqualified.
2.14 Bid Clarification Process
The Agency reserves the right to contact a Bidder after the submission of Bids for the purpose of
clarifying a Bid to ensure mutual understanding. This contact may include written questions,
interviews, site visits, a review of past performance if the Bidder has provided goods and/or
services to the State or any other political subdivision wherever located, or requests for corrective
pages in the Bidder's Bid. The Agency will not consider information received if the information
materially alters the content of the Bid or alters the type of goods and/or services the Bidder is
offering to the Agency. An individual authorized to legally bind the Bidder shall sign responses to
any request for clarification. Responses shall be submitted to the Agency within the time specified
in the Agency's request. Failure to comply with requests for additional information may result in
rejection of the Bid as non-compliant.
2.15 Disposition of Bids
All Bids become the property of the Agency and shall not be returned to the Bidder at the
conclusion of the selection process, the contents of all Bids will be in the public domain and be
available for inspection by interested parties except for information for which Bidder properly
requests confidential treatment according to exceptions provided in Iowa Code Chapter 22 or
other applicable law.
2.16 Public Records and Requests for Confidential Treatment
The Agency's release of public records is governed by Iowa Code Chapter 22. Bidders are
encouraged to familiarize themselves with Chapter 22 before submitting a Bid. The Agency will
copy and produce public records upon request as required to comply with Chapter 22 and will
treat all information submitted by a Bidder as non-confidential records unless Bidder requests
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specific parts of the Bid 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.
2.17 Form 22 Request for Confidentiality
FORM 22 MUST BE COMPLETED AND INCLUDED WITH BIDDER'S BID. COMPLETION AND
SUBMITTAL OF FORM 22 IS REQUIRED WHETHER THE BID DOES OR DOES NOT CONTAIN
INFORMATION FOR WHICH CONFIDENTIAL TREATMENT WILL BE REQUESTED. FAILURE TO
SUBMIT A COMPLETED FORM 22 WILL RESULT IN THE BID CONSIDERED NON-RESPONSIVE AND
NOT EVALUATED.
2.18 Copyrights
By submitting a Bid, the Bidder agrees that the Agency may copy the Bid for purposes of
facilitating the evaluation of the Bid or to respond to requests for public records. The Bidder
consents to such copying by submitting a Bid and warrants that such copying will not violate the
rights of any third party. The Agency shall have the right to use ideas or adaptations of ideas that
are presented in the Bids.
2.19 Release of Claims
By submitting a Bid, the Bidder agrees that it will not bring any claim or cause of action against
the Agency based on any misunderstanding concerning the information provided herein or
concerning the Agency's failure, negligent or otherwise, to provide the Bidder with pertinent
information in this RFB.
2.20 Bidder Presentations
At the sole discretion of the State, Bidders may be required to make a presentation of the Bid.
The presentation may occur at the Agency's offices or at the offices of the Bidder. The
determination as to need for presentations, the location, order, and schedule of the presentations
is at the sole discretion of the Agency. The presentation may include slides, graphics and other
media selected by the Bidder to illustrate the Bidder's Bid. The presentation shall not materially
change the information contained in the Bid.
2.21 Evaluation of Bids Submitted
Bids that are timely submitted and are not subject to disqualification will be reviewed in
accordance with the RFB.
2.22 Preference
By virtue of statutory authority, a preference will be given to products and provisions grown and
coal produced within the state of Iowa. Preference application: Tied responses to solicitations,
regardless of the type of solicitation, are decided in favor of Iowa products and Iowa-based
businesses per 11 IAC 117.
2.23 Determination of Responsible Bidder & Responsive Bid
All Bids will be first evaluated to determine if they comply with the bid requirements (i.e. to
determine if the Bidder is a Responsible Bidder submitting a Responsive Bid). To be deemed a
Responsible Bidder and a Responsive Bid, the Bid must comply with the bid format instructions
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and answer "Yes" to all parts and include information demonstrating the Bidder will be able to
comply with the bid requirements.
2.24 Evaluation Criteria
The Agency will evaluate the Responsive Bids submitted by Responsible Bidders to determine the
lowest responsible bidder(s) and will award the Contract(s) to the Bidder(s) submitting the lowest
responsible bid(s) based on price.
2.25 Award Notice and Acceptance Period
Notice of Intent to Award the Contract(s) will be sent to all Bidders submitting a timely Bid and
will be posted on Iowa IMPACS. Negotiation and execution of the Contract(s) shall be completed
no later than thirty (30) days from the date of the Notice of Intent to Award. If the apparent
successful Bidder fails to negotiate and deliver an executed contract by that date, the Agency, in
its sole discretion, may cancel the award and award the Contract to the remaining Bidder the
Agency believes will provide the best value to the State.
2.26 Definition of Contract
The full execution of a written contract shall constitute the making of a contract for the goods
and/or services requested by the RFB and no Bidder shall acquire any legal or equitable rights
relative to the contract for goods and/or services until the contract has been fully executed by the
successful Bidder and the Agency.
2.27 Choice of Law and Forum
This RFB and the Contract are to be governed by the laws of the state of Iowa. Changes in
applicable laws and rules may affect the award process or the Contract. Bidders are responsible
for ascertaining pertinent legal requirements and restrictions. Any and all litigation or actions
commenced in connection with this RFB shall be brought in the appropriate Iowa forum.
2.28 Restrictions on Gifts and Activities
Iowa Code Chapter 68B restricts gifts which may be given or received by State employees and
requires certain individuals to disclose information concerning their activities with State
government. Bidders are responsible to determine the applicability of Chapter 68B to their
activities and to comply with its requirements. In addition, pursuant to Iowa Code Section 722.1,
it is a felony offense to bribe or attempt to bribe a public official.
2.29 Appeals
A Respondent whose proposal has been timely filed and who is aggrieved by the award of the
department may appeal the decision by filing a written notice of appeal (in accordance with 11-
Chapter 117.20, Iowa Administrative Code) to: The Director of the Department of Administrative
Services, Hoover State Office Building, Des Moines, Iowa 50319-0104 and a copy to the Issuing
Officer. The notice must be filed within five days of the date of the Intent to Award notice issued
by the Department, exclusive of Saturdays, Sundays, and legal state holidays. The written notice
may be filed by fax transmission to 515.725.2064. The notice of appeal must clearly and fully
identify all issues being contested by reference to the page, section and line number(s) of the RFP
and/or the notice of Intent to Award. A notice of appeal may not stay negotiations with the
apparent successful Bidder.
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2.30 Unit Price
If a discrepancy between the unit price and the item total exists, the unit price prevails.
2.31 Price Adjustments to Term Contract(s)
Bid prices shall remain firm the first year of the contract. Price adjustments may be taken into
consideration during the contract renewal process. The State reserves the right to accept or reject
any proposed price(s) changes. Requested price changes should be submitted to the Iowa
Department of Administrative Services - Central Procurement, sixty (60) days prior to the contract
anniversary date.
2.32 Registration
The successful Bidder will be required to register to do business in Iowa before payment can be
made. For how to do business with the State of Iowa go to:
https://das.iowa.gov/procurement/vendors/how-do-business.
2.33 Bid Closing Date
Bids must be received no later than 2:00 pm CT, Friday, May 29th, 2026. Late bids will not be
considered. Bids must be submitted on IMPACS Electronic Procurement System.
2.34 Questions and Requests for Clarification
Bidders are invited to submit written questions and requests for clarifications regarding the RFB.
The questions and requests for clarifications must be received by the Issuing Officer by date
Wednesday, May 20th 2026 time 2:00 pm (CT). Oral questions will not be permitted. If the
questions and requests for clarifications pertain to a specific section of the RFB, the page and
section number(s) must be referenced. Written responses to questions and requests for
clarifications will be issued in the form of an addendum and sent to Bidders who received RFBs.
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SECTION 3 - SPECIFICATIONS
All items listed in this Section are Bid Specifications. A successful Bidder must be able to satisfy all these
specifications to be deemed a Responsible Bidder.
3.1 Tier 1 - Qualifications/Standards Requirements
All Bidders awarded must comply with the following requirements:
3.1.1 The Bidder will furnish experienced technicians with appropriate level of licensure from
the State of Iowa Plumbing and Mechanical Systems Board as required by Iowa Code
Chapter 105 for the work being completed.
3.1.2 All labor, parts, and materials must comply with the American Society for Testing and
Materials (ASTM), the American National Standards Institute (ANSI), the State of Iowa's
Building and Fire Codes, and all applicable Iowa Code including State Mechanical Code
Chapter 61, State Plumbing Code Chapter 25, and Iowa Code Chapter 105.
3.1.3 All work performed by the Bidder must comply with the current Iowa Occupational Safety
and Health Standards. Bidders are required to inform the Issuing Officer of any and all
OSHA violations during the term of the contract.
3.1.4 Bidder must possess sufficient resources and be capable of handling more than one State
job at a time.
3.1.5 Bidder must have all the necessary personnel and equipment to safely work on 250-ton
refrigeration units, 13000 BTU chillers, and have the required certifications and licenses.
3.1.6 The Bidder will have to report to work site with all tools and equipment required for the
work to be performed.
3.1.7 If requested, the Bidder will furnish to the Department of Administrative Services,
documentation regarding the level of licensure and status of Bidder's staff.
3.1.8 The Department of Administrative Services reserves the right, without protest, to reject
any worker that in the estimation of the State is not qualified or performing in an
acceptable manner and/or is unable to obtain security clearance.
3.1.9 Bidders must have a brick and mortar, non-residential facility in the zone(s) for which they
are bidding.
3.1.10 Bidders must provide 24/7/365 coverage to ensure service availability outside of standard
business hours and during holidays.
3.1.11 Technicians must arrive onsite within 24 hours of notification to address reported routine
service requests.
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