005-RFB-3123-2027 - Plumbing Supplies ISD.pdf

005-RFB-3123-2027 – Plumbing Supplies for Iowa School for the Deaf

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SECTION 1 – INTRODUCTION

1.1 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 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 Iowa School for the Deaf (ISD) maintains a large, residential campus that includes academic buildings, dormitories, dining facilities, administrative offices, athletic spaces, and support infrastructure. To ensure the safety, functionality, and comfort of students, staff, and visitors, ISD performs most plumbing repairs, maintenance, and small-scale installations in-house using its trained facilities personnel. Because these services are self-performed, the school requires ongoing access to a broad range of plumbing parts, materials, fixtures, and supplies to support routine maintenance, emergency repairs, and operational needs across campus. Securing a reliable vendor for plumbing supplies enables ISD to maintain uninterrupted operations, respond quickly to issues, and ensure that its facilities remain safe, accessible, and fully functional for the educational community it serves.

The Iowa School for the Deaf makes no guarantee of minimum or maximum purchase volumes under this contract. All items shall be ordered on an as-needed basis.

Through IMPACS and Attachment 2, Bidders must provide percentage discounts off the manufacturer's current published list price (MSRP) by specific item and product classification line.

1.2 Scope of Work:

The Vendor shall provide plumbing supplies, materials, components, tools, and related items on an as-needed basis to support the Iowa School for the Deaf in-house plumbing maintenance and repair activities. The Iowa School for the Deaf performs its own plumbing work and requires a reliable source for timely pick-up or delivery of high-quality plumbing products.

1.3 Site Visit:

There will be no site visit for this solicitation.

1.4 Cost Proposal Submission Instructions:

Bidders must fully complete and return the attached Cost Proposal and Market Basket Form.

• Tab 1 (Core Items): Bidders must provide a firm contract percentage discount and the resulting Net Unit Price for every single item listed.

• Tab 2 (Category Discounts): Bidders must state a flat percentage discount for the entire product category line based on the manufacturers’ baseline MSRP catalog.

• Bids will be scored objectively using a weighted combination of the total extended cost of the Tab 1 Market Basket items and the average category discounts offered on Tab 2.

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• Failure to provide pricing for all core lines may result in the bid being deemed non-responsive.

1.5 Contract Term:

The term of the contract will begin 12/01/2026 and end on 11/30/2027.

The Contract may be renewed by mutual agreement of both parties for up to five (5) years.

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SECTION 2 –SPECIFICATIONS

All items listed in this Section pertain to the Scope of Work and Bid Specifications. A successful Bidder must be able to satisfy all these items to be deemed a Responsible Bidder.

2.1. Products Included:

The Vendor shall furnish, at a minimum, the following categories of plumbing supplies:

• Pipe, tubing, and fittings (PVC, CPVC, PEX, copper, cast iron, galvanized, etc.)

• Valves, stops, and regulators

• Fixtures and fixture components (faucet parts, cartridges, flush valves, aerators, etc.)

• Water supply lines, connectors, hoses, and couplings

• Drainage parts (traps, strainers, flanges, gaskets)

• Sealants, tapes, adhesives, lubricants, and repair compounds

• Backflow components and replacement parts

• Plumbing hardware, fasteners, brackets, hangers, and supports

• Common plumbing tools and consumables as needed

• Any other plumbing-related supplies required to maintain, repair, or replace plumbing systems across campus

2.2. Requirements and Expectations:

• All supplied products shall be new, unused, and of commercial or industrial quality suitable for institutional facilities.

• Products shall comply with all relevant state and federal regulations, including applicable plumbing codes.

• The Vendor shall ensure the availability of commonly used items and provide prompt sourcing for specialty or uncommon parts.

• Percentage discounts must remain firm during the term of the contract. Adjustments to the manufacturer MSRPs may be negotiated during the contract renewal period.

• Upon request, the Vendor shall provide manufacturer specifications, safety data sheets

(SDSs), or product documentation.

• If a contract item or manufacturer part number is discontinued during the contract term, the Vendor must immediately notify ISD in writing and propose an equivalent or superior commercial-grade substitute. Substitutions must be approved by ISD facilities personnel before an order is fulfilled and must maintain or exceed the contractually agreed-upon discount percentage.

2.3. Ordering and Delivery:

Orders will be placed by authorized Iowa School for the Deaf staff through agreed-upon methods (phone, email, online portal, etc.).

• Standard Delivery (Routine Orders):

All standard orders shall be delivered within twenty-four (24) to forty-eight (48) hours of order placement.

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• Expedited Delivery (Urgent Needs):

For critical situations requiring immediate material support, ISD Staff may designate an order as expedited.

o Same-Day Delivery: For Expedited orders placed before 12:00 PM CST on a business day, items confirmed in stock must be delivered no later than 5:00 PM CST on the same day.

o Next Morning Delivery: For expedited orders placed after 12:00 PM CST, items confirmed in stock must be delivered no later than 9:00 AM CST on the following business day.

• All shipments and deliveries must be F.O.B. Destination, Freight Prepaid. The percentage discount is inclusive of all shipping costs. No fuel surcharges or freight charges will be accepted.

• Backordered or delayed items must be communicated promptly with anticipated availability dates and alternatives when applicable.

• Partial shipments are not permitted unless prior Agency approval is granted.

2.4. Will-Call and Store Pick-Up Option:

• The Vendor shall provide a "Will-Call" or counter pick-up option at their designated retail or warehouse location during standard business hours (e.g., Monday through Friday, 7:30 AM to 5:00 PM).

• Standard Stock Items: For orders placed via phone, email, or online portal for items standardly kept in local inventory, the Vendor must have the order pulled, packaged, and ready for ISD pick-up within two (2) hours of order placement.

• Notification: The Vendor shall notify designated ISD staff (via text, email, or phone) immediately when the order is ready for pick-up.

• Authorized Pick-Up Personnel: To ensure security and prevent unauthorized contract usage, the Vendor shall only release orders to ISD personnel who present a valid institutional photo ID badge or an approved Agency purchase order (PO) number.

• Contract Pricing Alignment: All items picked up at the counter must strictly reflect the contractually agreed-upon flat percentage discount off the baseline catalog or MSRP. The Vendor is prohibited from charging standard retail over-the-counter rates to authorized ISD staff purchasing under this contract.

2.5. Storefront Proximity:

To ensure the viability of the 2-hour pick-up window, the Vendor’s designated pick-up storefront or warehouse counter must be located within a 20-mile driving radius of the ISD Campus (Council Bluffs, IA).

2.6. Pricing and Discount:

Bidders must provide a URL link or digital file of the official manufacturer MSRP index being used as the pricing baseline at the time of bid submission. The MSRP index baseline submitted at the time of bid opening must remain firm for the initial one-year contract term. Price list updates may

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2.7. Returns Policy:

The Iowa School for the Deaf may return any un-used, not installed standard stock item within thirty (30) days of purchase for a full refund or credit. The Vendor shall not charge any restocking fees, handling fees, or administrative penalties for the return of standard inventory items.

For non-stock or special-order items, any restocking, handling, or manufacturing return fees must be disclosed to ISD staff in writing at the time of order placement. In no event shall such special-order restocking fees exceed 15% of the item's net contract price.

2.8. Customer Support:

• The Vendor shall provide responsive customer support for order issues, product identification, and part compatibility inquiries.

• The Vendor shall assist the Iowa School for the Deaf in locating hard-to-source items using manufacturer or distributor networks.

• The Vendor must provide a dedicated customer service contact (phone number and email) monitored during standard business hours to facilitate rapid processing of standard and expedited orders.

2.9. Exclusions

The Vendor shall not perform or provide:

• Installation or labor services

• On-site repair work

• System inspections, diagnostics, or project management

• Any services beyond the provision of materials and documentation

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Attachment 1 Exceptions Form

Please list any and all exceptions to this RFB in this section. Include section and reason for exception:

(Make additional pages if necessary)

Section Exception

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Attachment 2 Cost Proposal