005-RFP-1302-2025 - Equipment Distribution Program.pdf

REQUEST FOR PROPOSAL

RFP COVER SHEET

Administrative Information

RFP Number 005-RFP-1302-2025 Title of RFP Equipment Distribution Program

Agency Iowa Department of Administrative Services (DAS) on Behalf of the Iowa Utilities Commission

State Issuing Officer:

Paul Manges Phone: 515-330-7325 E-mail: paul.manges@iowa.gov

PROCUREMENT TIMETABLE—Event or Action Date/Time (Central Time) State Posts Notice of RFP on the TSB website 10/25/2024 State Issues RFP 10/27/2024 RFP written questions, requests for clarification, and suggested changes from Respondents due 11/8/2024

Proposals Due 11/22/24 2:00PM Relevant Websites Internet website where the Addenda to this RFP will be posted http://bidopportunities.iowa.gov and IMPACS Electronic Procurement System.

Internet website where contract terms and conditions are posted https://das.iowa.gov/sites/default/files/procurement/pdf/050116%20terms%20services.pdf

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.

http://bidopportunities.iowa.gov/ https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=DASIowa https://das.iowa.gov/sites/default/files/procurement/pdf/050116%20terms%20services.pdf

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:

“Acceptance” means that the Agency has determined that one or more Deliverables satisfy the Agency’s Acceptance Tests. Final Acceptance means that the Agency has determined that all Deliverables satisfy the Agency’s Acceptance Tests. Non-acceptance means that the Agency has determined that one or more Deliverables have not satisfied the Agency’s Acceptance Tests.

“Acceptance Criteria” means the Specifications, goals, performance measures, testing results and/or other criteria designated by the Agency and against which the Deliverables may be evaluated for purposes of Acceptance or Non-acceptance thereof.

“Acceptance Tests” or “Acceptance Testing” mean the tests, reviews and other activities that are performed by or on behalf of Agency to determine whether the Deliverables meet the Acceptance Criteria or otherwise satisfy the Agency, as determined by the Agency in its sole discretion.

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

“Commission” means the Iowa Utilities Commission, the Agency identified on the Contract Declarations & Execution Page.

“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.

“Deficiency” means a defect, flaw, anomaly, failure, omission, interruption of service, or other problem of any nature whatsoever with respect to a Deliverable, including, without limitation, any failure of a deliverable to conform to or meet an applicable specification. Deficiency also includes the lack of something essential or necessary for completeness or proper functioning of a Deliverable.

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

“Dual Party Relay Service (DPRS) Project Manager” means the staff member designated by the Iowa Utilities Commission to oversee the DPRS programs.

“Equipment Vendor” means the vendor which is under contract with the Parties and the Contract Manager for the purchase of System equipment, software, and related services identified in a duly executed purchase agreement.

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

“Professional Verifier” means someone who confirms the accuracy and truth of something by providing evidence and proof.

“Project Manager” means a professional who organizes, plans, and executes projects while working within restraints like budgets and schedules.

“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 identified on the Contracts Declarations and Execution Page(s) that was issued to solicit the Deliverables that are subject to the Contract.

“Special Contract Attachments” means any attachment to this Contract indicated on the Contract Declarations & Execution Page(s).

“Special Terms” means the Contract attachment entitled “Special Terms” that contains terms specific to this Contract, including but not limited to the Scope of Work, contract payment terms, and any amendments to these General Terms and Conditions for Services Contracts. If there is a conflict between the General Terms for Services Contracts and the Special Terms, the Special Terms shall prevail.

“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.

“Voucher” means an electronic or paper form used to issue equipment to eligible applicants.

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 the 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 the evaluation and selection criteria provided in this RFP.

1.4 Objectives

This RFP is designed to provide respondents with information 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.

1.5 Background

The Iowa Utilities Commission (Commission) has the authority under IOWA CODE § 477C.4 to plan, establish, administer, and promote a program to secure, finance, and distribute telecommunications devices for the deaf.

In 1994, with the advice of the Dual Party Relay Council, the Commission initiated an equipment distribution program administered by a separate contractor.

The purpose of the equipment distribution program (EDP) is to provide for the telecommunications equipment needs of persons with communication disorders to make the telecommunications system accessible to persons with communication disorders, and to make Relay Iowa accessible to persons who would not be able to use the relay effectively without appropriate equipment.

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 clarification 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 IMPACS on or before the date and time listed. 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 in IMPACS.

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.

2.6 Pre-Proposal Conference

If the RFP cover sheet indicates a pre-proposal conference will be held in conjunction with this RFP, it will be held at the date, time, and location listed on the RFP cover sheet. The purpose of http://bidopportunities.iowa.gov/ 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 the Agency 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 added to the solicitation in the IMPACS Electronic Procurement System.

2.7 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.

2.8 Amendment and Withdrawal of Proposal

The Respondent may amend or withdraw and resubmit its Proposal at any time before the Proposals are due. The proposal must be updated and submitted using IMPACS. 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

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.

2.10 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.

2.11 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

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.

2.13 Rejection of Proposals

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

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

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

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

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

2.13.5 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.

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

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

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

2.13.9 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.

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

2.13.11 The Respondent provides misleading or inaccurate responses.

2.13.12 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.

2.13.13 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.

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

2.14 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.

2.15 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.

2.16 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.

2.17 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.

2.18 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 the 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 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.

2.20 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 the 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 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.

2.22 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.

2.23 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.

2.24 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.

2.25 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 the 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.

2.26 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.

2.27 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.

2.28 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).

2.29 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.

2.30 No Minimum Guaranteed

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

2.31 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.

2.32 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 SCOPE OF WORK

3.1 Service Requirements

The Respondent shall administer the Equipment Distribution Program (EDP) by providing for the telecommunications equipment needs of persons with communication disorders to make the telecommunications system accessible to persons with communication disorders, and to make Relay Iowa accessible to persons who would not be able to use the relay effectively without appropriate equipment.

3.2 Application Process

The Respondent shall provide the following services relating to the Iowa Equipment Distribution Program applications.

3.2.1 The Respondent shall educate potential applicants on how to apply via the Electronic

Voucher Application (EVA) system and promote EVA as broadly as possible to the public through the outreach program. Provide a link to EVA on the EDP’s website. Assist applicants with EVA when necessary. If requested, distribute paper or PDF application forms to individuals.

3.2.2 The Respondent shall design and print application form subject to (Commission) approval.

Provide drafts to the DPRS Project Manager if any changes are made to the form. If paper applications forms are received, enter the application into the Electronic Voucher Application system (EVA).

3.2.3 The Respondent shall distribute application forms to individuals upon request and as broadly as possible to the public through the outreach program, including a PDF version of the application form that is accessible from the EDP website.

3.2.4 The Respondent shall maintain files for all applications outside of the EVA system as a backup database. Track applications by individual, keeping historical records for repeat applications in which a voucher was issued. NOTE: In general, these files will be public records, except for matters held confidential by the Commission pursuant to IOWA CODE § 22.7. All requests by the public to view these files will be handled by the Commission. If the Respondent receives a request from the public to view these files, the Respondent shall promptly notify the Commission.

3.2.5 The Respondent shall review applications for compliance with Commission eligibility requirements and to determine appropriate equipment needs. Institute a program to verify the legitimacy of the professional verifier. Make an initial eligibility ruling within one week of the application. Acknowledge all applications with notification of approval, rejection (with reasons), or status in queue.

3.2.6 The Respondent shall annually review the application format and the effectiveness of the application process in achieving the goal of widespread identification of qualified recipients and inform the Commission of any desirable changes.

3.2.7 The Respondent shall conduct a follow-up survey of all applicants.

3.3 Process for Vouchers

3.3.1 The Respondent shall determine the sufficiency of the budget for the requested equipment for applications meeting eligibility requirements.

3.3.2 The Respondent shall issue vouchers and voucher instructions to eligible recipients if funds are available. (Note: All transfer of funds under this program will be by state warrants. The Respondent will not be responsible for issuance of warrants, other than through providing accurate equipment vendor information to the responsible state employees who will authorize the issue of warrants).

3.3.3 The Respondent shall respond fully to any inquiries from applicants, recipients, or equipment vendors concerning applications, vouchers, or the equipment available under the program.

3.3.4 The Respondent shall maintain files outside of the EVA system as a backup database, tracking all vouchers issued by applicant, including outstanding vouchers. Coordinate with the application files and information from the Commission staff concerning warrants issued. Maintain a list of vouchers issued, outstanding, and voided.

3.3.5 The Respondent shall establish an appropriate system to verify the physical existence of equipment purchased with vouchers.

3.3.6 The Respondent shall cooperate fully with any auditing processes for the Commission and the State of Iowa.

3.4 Maintenance of Equipment, Vendor List, and Manual

3.4.1 The Respondent shall determine the name, address, e-mail address, and telephone number of equipment vendors supplying the equipment covered by the program, who are willing to accept vouchers within the EVA system. Pursue an appropriate geographical spread within the state for listed vendors.

3.4.2 The Respondent shall maintain one comprehensive vendor list showing the vendor’s address, contact information, and what types of equipment the vendor provides. Make the vendor list available as a PDF on the Equipment Distribution Program (EDP) website.

Update this list at least semi- annually. Provide the list to the DPRS Project Manager within 1 day of any changes made with a description of the changes.

3.4.3 The Respondent shall print and distribute the vendor list to all applicants or voucher recipients who request it.

3.4.4 The Respondent shall prepare and disseminate a vendor manual to vendors agreeing to participate in the Commission's EDP. The purpose of the manual is to ensure that vendors understand the objectives, obligations and processes of the Iowa EDP and the program expectations of participating vendors. The manual shall include such items as samples of the application form and the voucher form, instructions for using EVA and submitting voucher claims, an explanation of the payment process, standard voucher values for various types of equipment, and references to the relevant sections of the Iowa Code and Commission's administrative rules. In addition to the vendor manual, the Respondent must prepare a vendor agreement for approval by the Commission. The vendor agreement must provide that the vendor agrees to follow the rules and expectations of the equipment distribution program. The Respondent must request a signed agreement from all vendors.

3.4.5 The Respondent shall maintain up-to-date W-9’s for all equipment vendors and provide

W-9 copies to the Commission as updates are received or upon request.

3.5 Maintenance of Equipment List

The Respondent shall develop a thorough understanding of the capabilities of the equipment available and continuously update that understanding to reflect advances in the equipment.

Prepare a written report to the Commission and the DPRS Project Manager every odd year (2025, 2027, and so forth) on new equipment available, discontinued equipment, and poorly performing equipment.

3.5.1 The Respondent shall determine the standard market warranty term for each type of equipment.

3.5.2 The Respondent shall develop a standard voucher amount, to be approved by the Commission, for each type of equipment through a periodic market survey conducted every odd year. Maintain documentation to support the standard voucher amount. The voucher amount shall be 95 percent of the average retail market price for the piece of equipment, unless the retail market price is over $1,000, in which case the amount shall be 99 percent of the average market price.

3.5.3 The Respondent shall maintain a current list of repair persons across the State, if any exist, and make the list available.

3.6 Statewide Outreach

Respondent is responsible for preparing, printing and distributing promotional literature and materials, including paid advertising with a budget, explaining the purpose and procedures for the

EDP.

3.6.1 The Respondent shall develop appropriate and geographically diverse public service announcements on electronic and print media concerning the program. Ensure availability of program information on the Commission’s website and on the EDP website.

3.6.2 The Respondent shall provide presentations regarding the program to geographically and age- diverse groups of potential applicants, including persons who are deaf, hard-of-hearing, deaf-blind, and who have difficulty speaking, as well as providing the presentation to their information and care networks and providers.

3.6.3 The Respondent shall maintain regular and continuing contact with potential and actual equipment recipients and their families. For wireless equipment: provide or arrange for in-person and/or remote assistance and/or training for those persons requiring training in order to use the equipment effectively, and will hold at minimum one event at least once a year that educates recipients on using their wireless equipment, rotating the four quadrants of the state.

3.6.4 The Respondent shall maintain regular and continuing contact with persons and agencies in a position to assist and refer potential applicants including, but not limited to, the Human Rights Board, deaf and hard-of-hearing clubs, Vocational Rehabilitation Services, division of Iowa Workforce Development, community action programs, Department for the Blind, Department of Education, Iowa School for the Deaf, public and private health care and rehabilitation counselors, Department of Health and Human Services, Office of Deaf Services, Commission of Deaf Services, private social workers, Iowa Communications Alliance, community organizations, major employers, and others across Iowa.

3.6.5 The Respondent shall conduct joint outreach with the Iowa Relay Provider.

3.6.6 The Respondent shall maintain regular and continuing contact with equipment vendors, providing them with written materials explaining the procedures used in administering the program.

3.6.7 The Respondent shall assist with outreach to potential and actual applicants and equipment vendors pertaining to enhancements to EVA.

3.6.8 The Respondent will assist the commission in outreach pertaining to the sunsetting of analog technology and emerging technologies as identified by the Commission.

3.6.9 The Respondent shall make presentations as requested by the Commission of Deaf

Services at their meetings regarding outreach, equipment statistics, and other relevant topics as requested by the Commission or Commission of Deaf Services.

3.6.10 The Respondent shall develop an annual outreach plan and provide it to the Commission no later than January 31st of each calendar year. The DPRS Project Manager will review the plan for compliance with the requirements of the contract and will disseminate this report to the Commission and, if requested, the Commission of Deaf Services.

3.6.11 The Respondent shall explore the possibilities for cost sharing with other sources of funds in regard to telecommunication equipment for the deaf/blind.

3.7 Personnel

3.7.1 The Respondent shall designate a program manager who will serve as the point of contact and shall be the liaison between the Respondent and the Commission. The Respondent shall provide the Commission with the name, address, email address, and telephone number of the Respondent’s program manager. The Respondents program manager shall

(1) oversee all services being provided, (2) assume responsibility and liability for services performed per the contract, and (3) serve as the primary point of contact with the Commission.

3.7.2 The Respondent shall ensure that the Commission is notified in writing prior to any changes in personnel.

3.8 Reports

3.8.1 The Respondent shall provide a monthly report by the 20th of the following month to the

DPRS Project Manager in a format designated by the DPRS Project Manager, concerning the Respondents activities (including statewide outreach); monthly and year-to-date totals of pieces of equipment issued by category and total cost of equipment issued by category; applications received; vouchers issued; information about the number, nature, and handling of complaints; and other information the Respondent or the Commission deems necessary. The DPRS Project Manager will disseminate this report to the Commission and, if requested, the Commission of Deaf Services.

3.8.2 The Respondent shall provide a written report weekly to the Commission showing full details concerning all vouchers issued or in queue, and a listing of voided and/or expired vouchers and any other information the DPRS Project Manager requests.

3.8.3 The Respondent shall provide a quarterly summary of responses in a format designated by the DPRS Project Manager regarding follow-up surveys received from applicants to the DPRS Project Manager. The report shall explain how the Respondent resolved any outstanding issues revealed by the survey responses.

3.8.4 The Respondent shall issue an annual report by March, 1st of the year to the DPRS Project

Manager in a format designated by the DPRS Project Manager for the preceding year. The report shall include an annual summary of the number of pieces of equipment distributed through the program, amount spent on the equipment distributed, amount spent on the programs’ administrative functions, number of vouchers issued and redeemed, outstanding issues at the end of the year, major issues addressed and resolved during the year, outreach activities, personnel changes, and any other relevant information.

3.9 Complaint Resolution

3.9.1 The Respondent shall inform the DPRS Project Manager of any complaints within one (1) business day of receiving the complaint. The Respondent shall make an effort to resolve complaints from any source informally within seven (7) days of receiving the complaint.

If the respondent is unable to resolve the issue, the DPRS Project Manager will be notified immediately and provide all documentation regarding the complaint.

3.9.2 The Respondent or its designee may be required to provide written testimony and appear as witnesses in complaint proceedings before the Commission.

3.10 Other Functions

3.10.1 The Respondent shall be available via telephone or email at all times.

3.10.2 The Respondent shall attend and participate in the annual Telecommunications

Equipment Distribution Program Administrators (TEDPA) national conference. If designated by the Commission, the Respondent may participate and vote in TEDPA business meetings. Respondents email address must be included on the TEDPA list serve.

Respondent shall provide a written report to the Commission’s Project Manager upon request summarizing the sessions, panels, etc., presented at the TEDPA national conference within 45 days of the conference.

3.10.3 The Respondent’s administrative office must be located in the Des Moines area. A showroom type facility, which displays and demonstrates various types of equipment offered through the EDP, must be included as part of the administrative office. The office and showroom must be located in the Des Moines area due to its centralized location for the convenience of clients of the EDP, who may need to travel to the office/showroom from any part of Iowa, and to facilitate coordination of activities with the Commission and Relay Iowa staff.

3.10.4 Respondent must maintain a website which includes at a minimum: a description of the

EDP, contact information for the Respondent and DPRS Project Manager, a link to EVA, a description of the basic types of available equipment, an explanation of the voucher process, a PDF of the equipment vendor list, and a link to the Relay Iowa Web site.

Respondent may be asked by the Commission to add or update the information on the Website as required. If needed, there may be a conference to review potential website changes to garner agreement from both parties.

3.10.5 The Commission may request to review and update materials at any time. Should changes need to be made to materials, the Respondent shall make updates as soon as feasible at the Respondent’s expense. Example: Logo or Name change

3.11 Implementation

The Respondent will work with the Commission to ensure a seamless transition into the new contract.

3.12 Invoicing

The Respondent is responsible for submitting an invoice monthly for services rendered, subject to any offset for adjustments permitted under the contract using the format agreed to by the Iowa Utilities Commission and the Respondent.

3.13 Performance Measures

Payments to the Respondent shall be reduced in the amount of $3,000 per day for each day the Respondent fails to provide a statewide equipment distribution program as required under this contract. Payments to the respondent shall be reduced in the amount of $100 per day for each day the Respondent fails to timely provide a required report specified in Section 3.8 above.

Payments to the Respondent shall be reduced in the amount of $100 per day for each day the Respondent fails to timely perform any of the other individual functions specified in Section 3.10 or any other individual requirement of this contract.

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 Respondent Requirements

4.1.1 Respondent must have demonstrated capability of administering the Iowa Equipment

Distribution Program.

4.1.2 Respondent must be able to provide project management and personnel to perform

Contract requirements.

4.1.3 Respondent must be able to perform all requirements listed in the Scope of Work.

4.2 Implementation

Upon award of a Contract for services the Agency shall negotiate an implementation schedule with the successful Respondent.

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 another 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 Proposals will remain sealed during the evaluation of the Technical Proposals and any demonstrations. Only prospective Respondents who obtain the minimum score for their Technical Proposal will be considered during the cost evaluation phase of the review process. When a Technical Proposal does not meet the minimum score, the associated Cost Proposal will remain unopened and will be returned to the Respondents upon request after the Lead State issues a Notice of Intent to Award the Contract. After the Technical Proposals are evaluated and scored, the Cost Proposals will be opened and scored.

To assist the Agency in evaluating, Cost Proposals may be evaluated and points awarded as follows:

1) The Cost Proposals will be ranked from least to most expensive.

2) The least expensive Cost Proposal shall receive the maximum number of points available.

3) To determine the number of points to be awarded to all other Cost Proposals, the least expensive Cost Proposal will be used in all cases as the numerator. Each of the other Cost Proposals will be used as the denominator per the example below.

4) The percentage will then be multiplied by the maximum number of available points and the resulting number will be the cost points awarded to other compliant Respondents.

Percentages and points will be rounded to the nearest whole value.

Example:

Respondent A quotes $35,000; Respondent B quotes $45,000 and Respondent C quotes $65,000.

Respondent A: $35,000 = receives 100% of available points on cost.

$35,000

Respondent B: $35,000 = receives 78% of available points on cost.

$45,000

Respondent C: $35,000 = receives 54% of available points on cost.

$65,000

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. Whenever it is practical to do so, the drawing will be held in the presence of the Respondents who are tied in price. Otherwise the drawing will be made in front of at least three non-interested parties. All drawings shall be documented.

5.5.2 Notwithstanding the foregoing, if a tied score involves an Iowa-based Respondent or products produced within the State of Iowa and a Respondent based or products produced outside the State of Iowa, the Iowa Respondent will receive preference. If a tied score involves one or more Iowa Respondents and one or more Respondents outside the state of Iowa, a drawing will be held among the Iowa Respondents only.

5.5.3 In the event of a tied score between Iowa Respondents, the Agency shall contact the Iowa Employer Support of the Guard and Reserve (ESGR) committee for confirmation and verification as to whether the Respondents have complied with ESGR standards.

Preference, in the case of a tied score, shall be given to Iowa Respondents complying with ESGR standards.

5.5.4 Second preference in tied scores will be given to Respondents based in the United States or products produced in the United States over Respondents based or products produced outside the United States.

5.5.5 Preferences required by applicable statute or…