005-RFP-0599-2024 - Waterloo Leased Office Space.pdf

REQUEST FOR PROPOSAL

RFP COVER SHEET

Administrative Information

RFP Number 005-RFP-0599-2024 Title of RFP Lease Office Space - Waterloo

Agency Iowa Department of Administrative Services (DAS) is currently seeking Proposals from Responsible Respondents for Leased Office Space in Waterloo, IA

State Issuing Officer:

Name: Craig Trotter

Phone: 515-322-8593 E-mail: craig.trotter@iowa.gov

PROCUREMENT TIMETABLE—Event or Action Date/Time (Central Time)

State Posts Notice of RFP on TSB website Aug 19, 2023 @ 7:00AM

State Issues RFP Aug 21, 2023 @ 7:00AM

RFP written questions, requests for clarification, and suggested changes from Respondents due

Aug 28, 2023 @ 4:00PM

Agency’s written response to questions, requests for clarification and suggested changes due (approximately)

Sept 6, 2023 @ 4:00PM

Proposals Due Respondents are required to upload Proposes in the State’s IMPACS Electronic Procurement System by:

Sept 13, 2023 @ 4:00PM

Evaluation Committee Selects “Short List” from submitted Proposals Sept 20, 2023 @ 4:00PM

Proposer’s Presentations and Facility Tours Week of Sept. 25, 2023

Notice of Intent to Award Issued October 6, 2023

Potential Date of Possession/Occupancy December 31, 2023

Internet website where Addenda to this RFP will be posted http://bidopportunities.iowa.gov and IMPACS Electronic Procurement System.

Firm Proposal Terms The minimum number of days following the deadline for submitting proposals that the Respondent guarantees all proposal terms, including price, will remain firm is 120 Days.

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=DASIowa http://bidopportunities.iowa.gov/

SECTION 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 the Agency identified on the RFP cover sheet. The Agency intends to award a Contract(s) for the initial period identified on the RFP cover sheet, and the Agency, 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 shall mean:

“Agency” means the agency identified on the RFP cover sheet that is issuing the RFP and any other agency that purchases from the Contract.

“Contract” means the contract(s) entered into with the successful Respondent(s) as described in Section 6.1.

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

“Deliverable” means the completion of a milestone or accomplishment of a task.

“General Terms and Conditions” means the General Terms and Conditions for Services Contracts as referenced on the RFP cover page.

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

“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, the Agency 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 the Agency 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, the Agency, and all state agencies, boards, and commissions, and any political subdivisions making purchases from the Contract as permitted by this RFP.

1.3 Overview of the RFP Process

This RFP is designed to provide Respondents with the information necessary for the preparation of competitive Proposals. The RFP process is for the Agency’s benefit and is intended to provide the Agency 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 Request for Confidentiality, for more information if its Proposal contains confidential information. Any Proposal marked “Confidential” or “Proprietary” on every page may be disqualified.

It is the Agency’s intention to evaluate Proposals from all Respondents that submit timely Responsive Proposals, and award the Contract(s) in accordance with evaluation and selection criteria provided in this RFP.

1.4 Objectives

The Iowa Department of Administrative Services seeks to solicit proposals from building owners, building managers, or developers from which to lease an office facility ranging from 15,000 to 17,000 Rentable Square Feet located in the city of Waterloo, Iowa. The facility will house approximately fifty (50) staff.

SECTION 2 - ADMINISTRATIVE INFORMATION

2.1 Issuing Officer

The Issuing Officer 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.

This section shall not be construed as restricting communications related to the administration of any contract currently in effect between a Respondent and the State.

2.3 Downloading the RFP from the Internet

The RFP and any addenda to the RFP will be posted at http://bidopportunities.iowa.gov/ and IMPACS Electronic Procurement System. 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. The Agency reserves the right to change the dates. If the Agency changes any of the deadlines for Respondent submissions, the Agency will issue an addendum to the RFP.

2.5 Questions, Requests for Clarification, and Suggested Changes

Respondents are invited to submit written questions and requests for clarifications regarding the RFP. Respondents may also submit suggestions for changes to the specifications of this RFP. The questions, requests for clarifications, or suggestions must be in writing and received by the Issuing Officer on or before the date and time listed on the RFP cover sheet. Oral questions will not be permitted. If the questions, requests for clarifications, or suggestions pertain to a specific section of the RFP, Respondent shall reference the page and section number(s). The Agency will post written responses to questions, requests for clarifications, or suggestions received from Respondents. The Agency’s written responses will become an addendum to the RFP. If the Agency decides to adopt a suggestion that modifies the RFP, the Agency will issue an addendum to the

RFP.

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 RFP through an addendum.

http://bidopportunities.iowa.gov/

2.6 Amendment to the RFP

The Agency 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 the Agency issues an addendum after the due date for receipt of Proposals, the Agency may, in its sole discretion, allow Respondents to amend their Proposals in response to the addendum.

2.7 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 the receipt of 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.

2.8 Submission of Proposals

Respondent must submit Proposal in the State’s IMPACS Electronic Procurement System before the “Proposals Due” date and time listed on the RFP cover sheet. This is a mandatory specification and will not be waived by the Agency. Any Proposal received after this deadline will be rejected and returned unopened to the Respondent. Respondents sending Proposals must allow ample upload time to ensure timely receipt of their Proposals. It is the Respondent’s responsibility to ensure that the Proposal is received prior to the deadline. Electronic mail and faxed Proposals will not be accepted. There is a 50MB per file size limitation, but no limit to number of files. Plan accordingly.

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

2.9 Proposal Opening

The Agency will open Proposals after the deadline for submission of Proposals has passed. The Proposals will remain confidential until the Agency 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.

2.10 Costs of Preparing the Proposal

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

2.11 No Commitment to Contract

The Agency 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 the Agency to award a contract.

2.12 Rejection of Proposals

The Agency may reject outright and not evaluate a Proposal for reasons including, without limitation:

2.12.1 The Respondent fails to deliver the Cost Proposal as a separate file.

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

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

2.12.4 The Respondent’s Proposal limits the rights of the Agency.

2.12.5 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 4 of the RFP.

2.12.6 The Respondent fails to timely respond to the Agency's request for information, documents, or references.

2.12.7 The Respondent fails to include proposal security, if required.

2.12.8 The Respondent fails to include any signature, certification, authorization, stipulation, disclosure or guarantee as provided in Section 4 of this RFP.

2.12.9 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.

2.12.10 The Respondent initiates unauthorized contact regarding the RFP with a State employee other than the Issuing Officer.

2.12.11 The Respondent provides misleading or inaccurate responses.

2.12.12 The Respondent’s Proposal is materially unbalanced. A Proposal in which line item prices are structured so that it is possible that the Respondent who appears to be low will not end up having the lowest overall cost to the State, due to high prices on particular line items.

2.12.13 There is insufficient evidence (including evidence submitted by the Respondent and evidence obtained by the Agency from other sources) to satisfy the Agency that the Respondent is a Responsible Respondent.

2.12.14 The Respondent is a “scrutinized company” included on a “scrutinized company list” created by a public fund pursuant to Iowa Code section 12J.3.

2.13 Nonmaterial Variances

The Agency reserves the right to waive or permit cure of nonmaterial variances in the Proposal if, in the judgment of the Agency, 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, are merely a matter of form or format, do not change the relative standing or otherwise prejudice other Respondents, do not change the meaning or scope of the RFP, or do not reflect a material change in the specifications of the RFP. In the event the Agency waives or permits cure of nonmaterial variances, such waiver 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 in the sole discretion of the Agency.

2.14 Reference Checks

The Agency 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.

2.15 Information from Other Sources

The Agency 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.

2.16 Verification of Proposal Contents

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

2.17 Proposal Clarification Process

The Agency 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. The Agency 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 the Agency. An individual authorized to legally bind the Respondent 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 Proposal.

2.18 Disposition of Proposals

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

2.19 Public Records and Requests for Confidential Treatment

The Agency’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. 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 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.

2.20 Copyright Permission

By submitting a Proposal, the Respondent agrees that the Agency may copy the Proposal for purposes of facilitating the evaluation of the Proposal or to respond 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. The Agency shall have the right to use ideas or adaptations of ideas that are presented in Proposals.

2.21 Release of Claims

By submitting a Proposal, the Respondent agrees that it will not bring any claim or cause of action against the Agency or the State based on Respondent’s misunderstanding concerning the information provided in the RFP or concerning the Agency'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.

2.22 Respondent Presentations

Respondents may be required to make a presentation. The determination as to need for presentations, and 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 Respondent to illustrate the Respondent’s Proposal. The presentation shall not materially change the information contained in the Proposal.

2.23 Evaluation of Proposals Submitted

Proposals that are timely submitted and are not rejected will be reviewed in accordance with Section 5 of the RFP. The Agency will not necessarily award a Contract resulting from this RFP to the Respondent offering the lowest cost. Instead, the Agency will award the Contract(s) to the Responsible Respondent(s) whose Responsive Proposal the agency believes will provide the best value to the Agency and the State.

2.24 Award Notice and Acceptance Period

Notice of Intent to Award the Contract(s) will be sent to all Respondents submitting a timely Proposal and may be posted at the website shown on the RFP cover sheet. 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 or such other time as designated by Agency. If the successful Respondent 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 Respondent the Agency believes will provide the best value to the State.

2.25 No Contract Rights until Execution

No Respondent shall acquire any legal or equitable rights regarding the Contract unless and until the Contract has been fully executed by the successful Respondent and the Agency.

2.26 Choice of Law and Forum

This RFP and the Contract shall be governed by the laws of the State of Iowa. Changes in applicable laws and rules may affect the award process or the Contract. Respondents are responsible for ascertaining pertinent legal requirements and restrictions. Any and all litigation or actions commenced in connection with this RFP shall be brought in the appropriate Iowa forum.

2.27 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 117.5(1)-(2), 117.12(4).

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. Respondents are responsible to determine the applicability of this 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 No Minimum Guaranteed

The Agency does not guarantee any minimum level of purchases under the Contract.

2.30 Post Solicitation Debriefing

A debriefing is available to any Respondent who submitted a proposal in response to this RFP.

Respondent shall submit a written request for a debriefing to the Issuing Officer via email or other delivery method. All Respondents will be accorded fair and equal treatment with respect to its opportunity for debriefing. The debriefing shall be scheduled by the Agency as soon as practicable after the receipt of debriefing request.

2.31 Appeals

A Respondent whose Proposal has been timely filed and who is aggrieved by the Notice of Intent to Award of the Department may appeal the decision by emailing a written notice of appeal (in accordance with 11—Chapter 117.20, Iowa Administrative Code) to the Director of the Department of Administrative Services and carbon copy to the Issuing Officer. The notice must be filed within five (5) days of the date of the Notice of Intent to Award 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 Respondent.

SECTION 3 - FORM AND CONTENT OF PROPOSALS

3.1 Instructions

These instructions describe and define 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 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 as separate files. The files shall be labeled with the following information:

005-RFP-0599-2024 – Respondent Name –Technical Proposal 005-RFP-0599-2024 – Respondent Name –Cost Proposal

3.1.2 Files must be attached to Respondents submission in the State’s IMPACS Electronic Procurement System.

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

005-RFP-0599-2024 – Respondent Name – Public Copy

3.1.4 Proposals shall not contain promotional or display materials.

3.1.5 Attachments shall be referenced in the Proposal.

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

3.2 Technical Proposal

Any information provided in the Technical Proposal is subject to consideration for consideration, evaluation, and scoring. The following documents and responses shall be included in the Technical Proposal in the order given below:

Exhibit 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, electronic mail address, fax number, and telephone number.

Exhibit 2 - Executive Summary

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

● Statements that demonstrate that the Respondent has read and understands the terms and conditions of the RFP including the Contract provisions in Section 6.

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

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

Exhibit 3 - Firm Proposal Terms The Respondent shall guarantee in writing the goods and/or services offered in the Proposal are currently available and that all Proposal terms, including price, will remain firm for the number days indicated on the RFP cover sheet following the deadline for submitting Proposals.

Exhibit 4 - Respondent Background Information The Respondent shall provide the following general background information:

● Does your state have a preference for instate Contractors? Yes or No. If yes, please include the details of the preference.

● Name, address, telephone number, fax number and e-mail 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.

● Form of business entity, e.g., corporation, partnership, proprietorship, or LLC.

● Copy of W-9.

● State of incorporation, state of formation, or state of organization.

● 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.

● Number of employees.

● Type of business.

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

● 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 perform.

● Respondent’s accounting firm.

● Awarded Respondent will be required to register to do business in Iowa before payments can be made.

● For Contractor registration documents, go to:

https://das.iowa.gov/procurement/vendors/how-do-business

Exhibit 5 - Experience The Respondent must provide the following information regarding its experience:

● Number of years in business.

● Number of years’ experience with providing the types of leased space sought by the RFP.

● List of all commercial properties (including address) the Proposer owns and/or manages.

Exhibit 6 - Termination, Litigation, and Debarment The Respondent must provide the following information for the past five (5) years:

● Has the Respondent had a contract for goods and/or services terminated for any reason? If so, provide full details regarding the termination.

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

● 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.

● 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.

https://das.iowa.gov/procurement/vendors/how-do-business

● 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 the Agency of any such matter commencing or occurring after submission of a Proposal, and with respect to the successful Respondent, following execution of the Contract.

Exhibit 7 - 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 without change except as otherwise expressly stated in its Proposal. If the Respondent takes exception to a provision, it must identify it by page and section number, state the reason for the exception, and set forth in its Proposal the specific RFP or General Terms and Conditions language it proposes to include in place of the provision. 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, the Agency may reject the Proposal, in its sole discretion.

Exhibit 8 – Mandatory Specifications

The Respondent shall answer whether or not 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 specifications 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 specification(s) of this section, the Agency may reject the Proposal.

Exhibit 9 – Leased Space Overview The Proposer shall provide the following information regarding the proposed lease space(s):

• Name of the Owner/Landlord.

• Building Address.

• Building description, including year construction; size (e.g. physical dimensions, number of floors, common areas, gross square footage, and net square footage); and construction materials.

• Uses of the building. Indicate if the building is mixed-use. If yes, state the current or proposed uses in addition to that which is proposed for the Agency under this RFP.

Exhibit 10 – Leased Space Proximity

• Briefly describe the proximity of the proposed property to the following:

o Public transit routes.

o Other governmental or non-profit agencies o Any shared facilities such as meeting halls and conference rooms that could be made available to the State.

Exhibit 11 – Leased Space Design

• Briefly respond to the following questions specific to the design of the proposed property:

o Is the facility designated and operated in an energy-efficient manner? If so, please describe the building’s energy-saving features.

o In your opinion, does the proposed property provide for efficient, safe, healthy, ADA-compliant spaces suitable for modern-day State operations? If not, can the property be reconfigured to meet these general requirements with minimal expense? If the property will need to be reconfigured to meet these general requirements, briefly describe the types of improvements that you believe will be required.

o Does the proposed facility comply with State policies on temperature settings, i.e.

68ºF in the winter months and 78ºF in the summer months?

Exhibit 12 – Leased Space Additional Detailed Information

• Governmental entity or jurisdiction responsible for building codes, zoning ordinances, and other legal requirements of the facility.

• Zoning (eligible uses and restrictions).

• Site or building restrictions (easements, encumbrances, covenants, maintenance agreements, etc.).

• Identify recent environmental assessments for the last five (5) years; state the purpose; and briefly describe the findings. The Agency reserves the right to request a copy of all assessments if the Proposer is short-listed.

• Indicate if this site is located in a flood plain and if the building has ever succumbed to flood waters. If yes to either, and the Proposer is short-listed, the Agency may request that they Proposer provide additional details.

• Indicate the type(s) and amount(s) of insurance the building owner carries (refer to Section 13, Insurance, of the “State of Iowa Lease Agreement”, Attachment #2. The successful Proposer will be required to submit proof of insurance prior to execution of the Lease.

• Telecommunications:

o Name(s) of local services provider(s) (including name of local contact person).

o Indicate whether the facility is presently connected to Iowa Communications Network

(ICN) network. If presently connected, indicate if the ICN is “lit” or “dark.”

Exhibit 13 – Graphic Presentation The Proposer shall provide the following information regarding the proposed lease space(s):

• Graphic Presentations, including:

o Small-scale (maximum 11 x 17 format) site plan with location plan showing proposed parking and parking count.

o Small-scale (maximum 11 x 17 format) floor plans.

o Minimum of two (2) 8 x 10 color photographs, each with a different view of the building’s exterior, taken within the last thirty (30) days.

o Minimum of two (2) 8 x 10 color photographs, each with a difference view of the interior of the proposed lease space, plus same-size and number of photographs of any building tenant “common areas”, taken within the last thirty (30) days.

o Minimum of one (1) color photograph (minimum size 4 x 6) of each current exterior signage.

Exhibit 14 – Personnel

The Proposer shall provide the following information regarding the individual who will be managing the Lease:

• Provide resume of the person, including experience in managing similar Leases.

• Provide the name and qualifications of any sub-contractor who will be involved in this project.

Describe the work and estimate the percent of total work the sub-contractor will be performing.

Exhibit 15 – Customer Service

• Describe ongoing customer support plan.

• Describe response times.

• Describe Respondent’s communication plan.

• What location/office will serve as the primary consultant office for the State?

• Describe the process Respondent employs when a client is dissatisfied with the service it has been provided.

3.3 Cost Proposal

The Respondent shall provide its Cost Proposal in a separate file for the proposed goods and/or services. All prices are quoted pursuant to the terms and conditions of this RFP. Respondent’s Cost Proposal shall include an all-inclusive, itemized, total cost in U.S. Dollars (including all travel, expenses, etc. in prices) for the proposed services. All pricing to be FOB Destination, freight cost, and all expenses included; and based on Net 60 Days Payment Terms. Cost proposals must include the following:

● See Cost Proposal 005-RFP-0599-2024 – Leased Office Space – Waterloo.

● Cost proposal must utilize the Cost Proposal file provided.

3.3.1 Respondent Discounts

Respondents shall state in their Cost Proposals whether they offer any payment discounts, including but not limited to:

3.3.1.1 Prompt Payment Discount

The State can agree to pay in less than sixty (60) days if an incentive for earlier payment is offered.

3.3.1.2 Cash Discount

The State may consider cash discounts when scoring Cost Proposals.

SECTION 4 - SPECIFICATIONS

Overview The successful Respondent shall provide the goods and/or services to the State in accordance with the specifications and technical specifications as provided in this Section. The Respondent shall address each specification in this Section and indicate whether or not it will comply with the specification. If the context requires more than a yes or no answer or the section specifically indicates, Respondent shall explain how it will comply with the specification. Proposals must address each specification. Merely repeating the specifications may be considered non-responsive and may disqualify the Respondent. Proposals must identify any deviations from the specifications of this RFP or specifications the Respondent cannot satisfy.

If the Respondent deviates from or cannot satisfy the specification (s) of this section, the Agency may reject the Proposal.

All items listed in this section are Mandatory Specifications. Respondents must indicate either “yes” or “no” to each specification in their Proposals and provide an explanation as to how the specification is met.

By indicating “yes” a Respondent agrees that it shall comply with that specification throughout the full term of the Contract, if the Respondent is successful. In addition, if specified by the specifications or if the context otherwise requires, the Respondent shall provide references and/or supportive materials to verify the Respondent’s compliance with the specification. The Agency shall have the right to determine whether the supportive information and materials submitted by the Respondent demonstrate that the Respondent will be able to comply with the Mandatory Specifications. If the Agency determines the responses and supportive materials do not demonstrate the Supplier will be able to comply with the Mandatory Specifications, the Agency may reject the Proposal.

4.1 Building Requirements

The proposed building shall meet the following minimum requirements:

4.1.1 Located in the city of Waterloo, Iowa. The facility will house approximately fifty (50) staff.

4.1.2 Square footage ranging from 15,000 to 17,000 Rentable Square Feet of office space.

4.1.3 Prefer location on or near a bus line if there is a route within the boundaries chosen (public transportation route) to allow customers easy access to the facility.

4.1.4 Building and parking must be compliant with the American’s with Disabilities Guidelines 2010 (ADAAG). See Attachment #1, State Lease/Owned Building Access Survey.

4.1.5 An existing at-minimum Class C+ commercial building.

4.1.6 Parking lot must accommodate 67 total parking spaces. Fifty (52) staff parking spaces and 15 customer parking spaces. Customer parking must be on-site. Staff parking may be either on-site or adjacent to the facility, or within a one (1) block radius. Both customer and staff parking facilities shall be hard-surfaced, lighted, and at no additional cost to the user.

4.1.7 Provides fiber-optic connectivity to the building.

4.1.8 Provides space to be located contiguous on a single floor; ground level floor preferred;

and compliant with the ADAAG.

4.1.9 Provides the following:

• Fourteen (14) enclosed offices and a primarily open office area that is easily configurable for use with office furniture for thirty-six (36) cubicles.

• One (1) privacy room consisting of 100 square feet.

• Two (2) conference rooms ranging in square footage from 250 to 350 square feet.

• Three (3) classrooms ranging in size of 20 x30 each.

• Breakroom approximately 225 square feet

• Two (2) enclosed storage areas ranging from 200 to 300 square feet

• Janitor closet of approximately 80 square feet

• IT Room of approximately 100 square feet

• Conference Room of approximately 400 square feet

• An enclosed lobby ranging in square footage from 100 to 200 square feet.

• An enclosed mailroom of approximately 120 square feet.

4.1.10 Provides separate men’s and women’s restroom facilities that meets code to accommodate usage by fifty (50) staff and provides sufficient public restroom facility that meets code and shall not access the staff’s work areas.

4.1.11 Provides secured access to the leased space via card reader, including, at minimum, all doors leading from public areas, including the public reception area, to the remainder of the work areas.

4.1.12 Provides a space with sufficient building acoustics to reduce the intra-office noise to a level acceptable to the Agency; and sufficient sound insulation between walls shared with other building tenants to reduce the “bleed-through” of noise and potentially the Agency’s confidential information. The space shall be carpeted, with the exception of the server room, restrooms, break rooms, and/or other areas acceptable to the Agency.

Manager’s office requires proper sound insulation to ensure privacy and confidentiality, and the door is preferred to be solid-core.

4.1.13 Provides heating, ventilating, and air-conditioning (HVAC) controls within the individual units’ areas. The HVAC logistics must take into account the office’s hours of operation.

The Landlord shall establish and maintain the following set points for heating and cooling systems in the building. Between the hours of 6:00 AM and 6:00PM, Monday through Friday, summer space temperature set points will be adjusted to 78ºF and winter space temperature set points will be adjusted to 68ºF. There may be a 3ºF variance, but 78ºF will be the highest temperature and 68ºF will be the lowest. If a wild return, return unit for air shall be sound baffled.

4.1.14 Provides a fire alarm, sprinkler system, fire extinguishers, and any other fire suppression equipment as required by state and local codes, within the leased space.

4.1.15 Provides (1) one drinking fountain that meet ADA Guidelines, unless local code dictates more than the amount specified in this RFP. One shall be located in staff area and one in public access area.

4.1.16 Provides electrical and data pathway to each workstation, including all enclosed rooms.

All electrical must meet all state and local codes.

4.1.17 Fabricates and installs building signage for the exterior. Signs shall be based on Agency design. The landlord shall remove and destroy all signs at the end of the Lease at no cost to the agency.

4.2 Landlord’s Responsibility for Lease Space

In addition to the requirements set forth above, the landlord shall also provide, the landlord’s duty of care and maintenance, including but not limited to, the following:

4.2.1 Landlord shall be responsible for providing the following:

• Maintenance of the roof, structural parts of the floor, walls, windows, all interior and exterior components of the building, including but not limited to ceiling tiles, flooring, carpeting, and improvements both structural or otherwise and keeping others structural parts of the building in good repair.

• Maintenance of the structural and surface areas of the sidewalks, any and all access drives and parking lot in good repair.

• Necessary repairs to the sewer lines and fixtures, the plumbing equipment, lines and fixtures, gas lines and fixtures, including but not limited to fire sprinkler and fire control systems, the water pipes, the ballasts for fluorescent lighting and electrical wiring.

• Air conditioning, heating equipment and ventilating lines and fixtures; and the maintenance thereof.

• Elevator equipment and the maintenance thereof, if any.

• Thermostatic control, and maintenance thereof, for the Leased Premises will be provided for the heating, ventilation and air conditioning systems used to heat and cool the Lease premises.

• Repair or removal of major landscape elements including landscaping and mowing, snow and ice removal.

4.2.2 All repairs and replacements shall be made in a manner to minimize the inconvenience to Tenant and in a manner, which maintains any and all security of the Lease Premises

4.2.3 Landlord Obligations: Taxes

• Landlord shall pay all taxes payable during the Lease Term before the same are delinquent. The Landlord, upon request, shall provide Tenant with evidence of all taxes and assessments levied and paid.

• If in the future a tax or other charge on Rents shall be imposed by any governing body having the authority to impose such tax or charge, then such tax or charge shall likewise be the obligation of the Landlord.

• As used herein, the term “taxes” shall mean real estate taxes, assessments (whether they be general or special), sewer rents, rates and charges, transit and transit district taxes, taxes based upon the receipt of rent, and any other federal, state, or local governmental charge, general, special, ordinary, or extraordinary (but not including income or franchise taxes or any other taxes imposed upon or measured by

Landlord’s income or profits, except as provided herein), which may now or hereafter be levied, assessed or imposed against the Premises.

4.2.4 Landlord Obligations: Operating Expenses:

• Landlord shall pay all utility bills incurred (including, but not limited to, water, gas, electrical), trash removal, snow removal, purchase and install/ disposal of light bulbs.

• Landlord shall be responsible for providing the following (except as provided for elsewhere in the Lease): (a) landscaping; (b) all labor costs and supply costs involved in the operation of the building; (c) all other services of any kind and nature which may be used in or upon the Lease Premises; (d) management fees paid for the management of the Lease Premises in the amount of five percent (5%) of the total Base Rent and additional rent for Taxes and Operating expenses (except for this management fee); (e) and the repair, maintenance and replacement of the building and improvements as follows: (i) the roof; (ii) parking lot; (iii) sidewalks, alleys and any and all access drives, including the removal of snow and ice therefrom; (iv) heating and air conditioning equipment, lines and fixtures; (v) plumbing equipment, lines, and fixtures, including but not limited to fire sprinkler and fire control systems;

(vi) electrical equipment, lines and fixtures; (vii) all ingress-egress doors; (viii) plate glass, skylights, windows, doors, special store fronts or office entries; (ix) foundations and structural elements; (x) all utility lines and services; and (xi) any and all other repair, maintenance, and replacement to the buildings and improvements during the Lease Term

• Landlord shall be responsible for providing Property and Liability Insurance for the Lease Premises as specified in Section 13, Insurance, of the “State of Iowa Lease Agreement”, Attachment #2.

• Landlord shall be responsible for all snow removal and ice removal from sidewalk areas and plowing or removal of snow from the driveways and parking areas when snow is in excess of two (2) inches deep. It is understood by both parties hereto that vehicles parked in the parking lot may be blocked by snow as a result of Landlord’s snow plowing operations. Landlord has no obligation to free vehicles blocked by plowed snow.

SECTION 5 - EVALUATION AND SELECTION

5.1 Introduction

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

5.2 Evaluation Committee

The Agency will use an evaluation committee to conduct a comprehensive, fair, and impartial evaluation of Technical Proposals received in response to this RFP. The evaluation committee will recommend an award based on the results of their evaluation to the Agency or to such other person or entity that must approve the recommendation.

5.3 Technical Proposal Evaluation and Scoring

All Technical Proposals will be evaluated to determine if they comply with the Mandatory Specifications. The evaluation committee will fully evaluate and score all Responsive Proposals submitted by Responsible Respondents in accordance with this Section. In addition to other RFP requirements, to be deemed a Responsive Proposal, the Technical Proposal must:

● Answer “Yes” to all parts of Section 4 and include supportive materials as required to demonstrate the Respondent will be able to comply with the Mandatory Specifications in that section and

● Obtain the minimum score for the Technical Proposal. If a Technical Proposal does not meet the minimum score, it will be rejected and the Respondent’s Cost Proposal will not be evaluated.

An addendum identifying the points assigned to the scoring criteria and identifying the minimum score for the Technical Proposal will be posted prior to the RFP closing.

5.4 Cost Proposal Scoring

After the Technical Proposals are evaluated and scored, the Cost Proposals will be opened and scored.

The cost proposal for each respondent will be evaluated in comparison with the other cost proposals received; however, the number of points possible will be proportional to each respondent’s technical evaluation score.

The technical evaluation points received (numerator) is divided by the technical evaluation points possible (denominator) and multiplied by the maximum number of points in the cost evaluation.

This provides the total points possible for the respondent in the cost evaluation.

Points Possible for Respondent = Technical Evaluation Points Received x Maximum Points in Cost Evaluation Technical Evaluation Points Possible

The lowest cost proposal (numerator) is divided by the cost proposal being evaluated (denominator) and multiplied by the points possible for the respondent. This provides the cost evaluation points awarded.

Cost Evaluation Points Awarded = Lowest Cost Proposal Received x Points Possible for Respondent Cost Proposal Being Evaluated

For example, suppose there are 10 maximum points in the cost evaluation. A respondent that receives 100% of the points possible in the technical evaluation has the opportunity to earn 100% of the points possible in the cost evaluation (e.g., 10 points). If the cost proposal is the lowest cost, the full 10 points will be awarded.

However, a respondent that receives only 50% of the points possible in the technical evaluation has the opportunity to earn only 50% of the points possible in the cost evaluation (e.g., 5 points).

If the cost proposal is the lowest cost, only 5 points are awarded, compared to the 10 points that could have been awarded if the respondent had received the highest technical evaluation score.

5.5 Tied Score and Preferences

5.5.1 An award shall be determined by a drawing when responses are received that are equal in all respects and tied in price.