1153869-event.pdf

16 August 2023

Awarded To: Priority Government Solutions LLC - 5,152.51 USD Mon, Aug 7, 2023 at 3:37 PM The Iowa Department of Administrative Services – Central Procurement Bureau gives notice of their intent to award 005-RFB-0514-2023 IVH Headstone Maintenance to Priority Government Solutions LL.

IVH Headstone Setting, Installation and Maintenance The Iowa Veterans Cemetery is seeking to solicit bids from a qualified bidder to provide headstone installation, setting and maintenance for the Iowa Veterans Cemetery in Adel, Iowa.

16 August 2023

Open 6/20/2023 12:00 AM CDT Type Request for Bids Close 8/3/2023 5:00 PM CDT Number 005-RFB-0514-2023 Currency US Dollar

Sealed Until 8/3/2023 5:00 PM CDT

Payment Terms 0% 0, Net 60

16 August 2023

Contacts Julie Janssen julie.janssen@iowa.gov

Phone +1 515-240-2698

Commodity Codes Commodity Code Description 95214 Cemetery Services, Including Operation, Management, and Maintenance 57819 Cemetery Equipment and Supplies, Including Lots and Vaults 93620 Cemetery Maintenance Services 95820 Cemetery Management Services

16 August 202316 August 202316 August 202316 August 202316 August 202316 August 202316 August 202316 August 202316 August 2023 mailto:julie.janssen@iowa.gov

Purpose

The purpose of this Request for Bids (RFB) is for the Iowa Department of Administrative Services on behalf of the Iowa Veterans Cemetery is seeking to solicit bids from a qualified bidder to provide headstone installation, setting and maintenance for the Iowa Veterans Cemetery.

Iowa Veterans Cemetery intends to award a contract(s) beginning and ending on the dates listed in the solicitation, and Iowa Veterans Cemetery may extend the contract(s) for up to the number of annual extensions identified in the solicitation at the sole discretion of Iowa Veterans Home. Any contract(s) resulting from the RFB shall not be an exclusive contract.

This RFB is designed to provide Bidders with the information necessary for the preparation of competitive Bids.

The RFB process is for Iowa Veterans Cemetery and Participating Agencies’ benefit and is intended to provide Iowa Veterans Cemetery with competitive information to assist in the selection process. It is not intended to be comprehensive. Each Bidder is responsible for determining all factors necessary for the submission of a comprehensive Bid.

It is advised to "Save Progress" often and especially after uploading documents.

NOTE: Anytime the Bidder opens their bid after the initial submission, they MUST certify and resubmit. No information will be lost from the initial submission.

NOTE: Bidder must approve and resubmit their bid after an amendment has been posted by the Issuing Officer. If the bid was submitted before the amendment, all information will be saved. The Bidder only needs to read and acknowledge the amendment.

Instructions for Amendments: Answer the newly posted question in the Questions Section, and CERTIFY and SUBMIT your bid again (if previously submitted).

Contract Term

The term of the contract will begin upon award and end on 07/31/2026. The Agency shall have the sole option to renew the contract upon the same or more favorable terms and conditions for up to one three year extension.

The resulting contract will be available to all State Agencies.

Background

It was identified that the Iowa Veterans Cemetery is out of compliance with getting headstones placed within 60 days of interment. “National Cemetery Administration’s goal is to set permanent headstones/markers in VA national cemeteries within 60 calendar days of the interment. Ideally, headstones/markers will be set within 10 workdays of receipt/inspection/acceptance.” See Exhibit A – National Cemetery Administration National Shrine Commitment Operational Standards and Measures.

https://www.cem.va.gov/

Currently Iowa Veterans Cemetery has 5000 headstones and 7000 niche covers to be cleaned, maintained and adjusted at the Agency’s discretion. Historically there has been an estimated 450 headstones to be installed and settled annually. The Agency current has 107 headstones to correct to NCA standards and measurements per a Grave Assessment Inspection. The Agency has 32 headstones on order and due for installation upon arrival.

There are no past or current contracts providing these services to the State. The State guarantees no volume of sales on the resulting Master Agreement(S). Request for services shall be placed by Agency staff for as-needed basis to serve current needs.

Description https://www.cem.va.gov/

Required to View Event

Prerequisites Required to Enter Bid

16 August 2023

1. Bidder shall read and make certifications of the their Bid.

2. Bidder shall read and authorize to release information for their Bid.

16 August 202316 August 202316 August 202316 August 202316 August 202316 August 202316 August 2023

Buyer Attachments

1. Exhibit A- NCA National Shrine Commitment Operational Standards and Measures.pdf

16 August 202316 August 202316 August 202316 August 202316 August 202316 August 2023 https://bids.sciquest.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTUzODY5LTE0NDMxMDI3ODBFeGhpYml0IEEtIE5DQSBOYXRpb25hbCBTaHJpbmUgQ29tbWl0bWVudCBPcGVyYXRpb25hbCBTdGFuZGFyZHMgYW5kIE1lYXN1cmVzLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9

Questions Required Questions

Group 1: Form of Bid

Instructions: Bidder shall read and answer the following questions. If there are exceptions to the terms, submit a question(s) in the Question and Answer Section with your exception.

1.1 Enter the Bidder's contact name, telephone number, and email address for questions regarding this solicitation.

1.2 Enter the Bidder's contact name, telephone number, and email address for resulting Contract Services and billing department.

1.3 Enter the Bidder's State or Foreign Country of Residence.

1.4 Bidder shall enter the Resident Preference given by the State or Foreign Country of the Bidder’s residence. Enter the resident preference in the text box or indicate "no preference".

1.5 Enter the number of years the Bidder has been in business in the text box.

1.6 Enter the number of years of experience the Bidder has with providing the types of services sought by the solicitation.

1.7 Describe the level of technical experience in providing the types of services sought by the solicitation. Enter the information in the the text box or upload a document to the Vendor Attachments Section and enter "see attached" in the text box.

1.8 List all services similar to those sought by this solicitation that the Bidder has provided to business or government entities. Fill out the text box or upload a document to the Vendor Attachments Section and enter "see attached" in the text box.

1.9

The Bidder shall provide references from three (3) previous customers or clients knowledgeable of the Bidder’s performance in providing services similar to the goods and/or services described in this solicitation. Enter a contact person, telephone number and email address for each reference. Fill out the text box. If the Bidder wants to attach reference letters in the Vendor Attachments Section and enter "see attached" in the text box.

1.10 Bidder shall read, fill-out and upload the Terminations, Litigation, Debarment document.

1.11 Is the Bidder requesting confidential treatment of specific information?

1.12 A Bidder requesting confidential treatment of specific information shall fully complete the form attached. In the Items Section, mark each good or service upon which the Bidder believes confidential information appears.

1.13 The State of Iowa requires shipping to be FOB Destination, Freight Prepaid. Does the Bidder agree to the terms?

1.14 Quarterly Sales Report - The Bidder shall provide a detailed quarterly report in Microsoft Excel on ALL sales made under the resulting Contract via e-mail to the Iowa Department of Administrative Services. Bidder shall enter a response.

1.15 Administrative Fee - In addition to the approved discounts or prices specified in the solicitation herein, the Bidder shall pay to the Agency a 1.00% Administrative Fee on all sales made against the resulting Contract. The fee shall be paid quarterly to the Iowa Department of Administrative Services. Bidder shall enter a response.

Group 2: Terms and Conditions

Instructions: Bidder shall read and answer the following questions. If there are exceptions to the terms, submit a question(s) in the Question and Answer Section with your exception.

2.1 Bidder shall read the RFB Definitions and enter a response.

2.2 Bidder shall read the Administrative Terms and enter a response.

2.3 Bidder shall read the Contract Terms and Conditions and enter a response.

2.4 Bidder shall read the Specification Terms and enter a response.

2.5 Bidder shall read the Terms and Conditions for SERVICES and enter a response.

2.6 Bidder shall read the Insurance Requirements and enter a response.

2.7 The Bidder hereby explicitly authorizes the Agency to conduct criminal history and/or other background investigation(s) of the Bidder, its officers, directors, shareholders, or partners and managerial and supervisory personnel retained by the Bidder for the performance of the resulting Contract. Bidder shall enter a response.

2.8 Public Entities (Political Subdivisions) - The resulting Contract will be made available to Political Entities, i.e. cities, counties, and schools. Bidder shall enter a response.

Group 3: Payment Terms

Instructions: Bidder shall read and answer the following questions. If there are exceptions to the terms, submit a question(s) in the Question and Answer Section with your exception.

16 August 202316 August 202316 August 202316 August 202316 August 2023

3.1 Payment Terms - Per Iowa Code § 8A.514 the State of Iowa is allowed sixty (60) days to pay an invoice submitted by a Bidder. Does the Bidder agree to the terms?

3.2 What discount will the Bidder give for payment in 30 days? Enter the discount in the text box. If none, enter zero.

3.3 Terms of Pcard Acceptance - The State of Iowa prefers to pay Bidders using its Purchasing Card Program (Pcard) whenever possible. Bidders accepting Pcard payments shall comply with the Terms of Pcard Acceptance.

Group 4: Headstone Setting and Installation Specifications

Instructions: Instructions: Bidder shall read and answer the following questions. If there are exceptions to the terms, submit a question(s) in the Question and Answer Section with your exception.

4.1 Headstones must be unloaded and inspected by Agency employees before setting and installation.

4.2 Bidder must follow all National Cemetery Administration (NCA) standards for setting and installation.

4.3 Bidder must be responsible for all materials, supplies, equipment, tools, and labor for this service.

4.4 Bidder must have all headstones placed within 60 days of notice from Agency.

Group 5: Headstone Height & Alignment Maintenance

Instructions: Instructions: Bidder shall read and answer the following questions. If there are exceptions to the terms, submit a question(s) in the Question and Answer Section with your exception.

5.1 Maintenance under this category will consist of one of/or two methods: Raising or Realigning Headstones (R&R) OR Fine Tune Adjustments when existing headstones have shifted out of vertical or horizontal alignment. Both methods include checking then immediately reporting physical defects to the Agency contact.

5.2 Bidder must follow all National Cemetery Administration (NCA) standards for height and alignment maintenance. Headstones must be uniformly consistent in height and alignment while following the contour of the ground.

5.3 All headstones that need replacement will be ordered by the Agency. The Agency is responsible for ordering headstones, checking for proper wording and initial inspection for damages, when received. Any headstones damaged or broken must require identical replacement by the Agency.

5.4 Replacement for any breakage or damage in any form, due to the Bidder’s negligence must be reported to the Agency immediately.

5.5

Procedure – Raise and Realignment (R&R) A. Raise keystone(s) to proper height (24-26”) and plumbed and aligned.

B. Run a tight top line and front line to each keystone.

C. Raise all stones to the top line.

D. Align all stones to the front line.

Agency contact will explain and train the procedure of using the top and side line.

Headstones may require additional Raise and Realignment adjustments throughout the year as directed by the Agency.

5.6

Procedure – Fine Tune Adjustment Alignment of all headstones at the cemetery must be maintained at all times using the method of precision fine tune adjustment. This method requires the use of a tamper to visually adjust individual headstones back into vertical position both “front to back” and “side to side” with the alignment of the other adjacent headstones in the same rows and in adjacent columns of the burial section. After headstones have been adjusted back into position the ground surface is manually tamped to tighten it around the headstone.

All headstones will be realigned laterally, transversely and diagonally in the same manner as new markers.

5.7 Headstones must be lifted and transported or set by at least two (2) personnel unless special one-man devices are approved by the Agency.

Group 6: Pressure Washing Headstones and Niche Covers

Instructions: Instructions: Bidder shall read and answer the following questions. If there are exceptions to the terms, submit a question(s) in the Question and Answer Section with your exception.

6.1 Bidder must follow NCA standards regarding monument cleaning.

6.2 Bidder must clean/pressure wash all headstones or niche covers with pressurized water removing any stains, dirt, grime, or foreign substances without damaging them.

6.3 Bidder must be responsible for all materials, supplies, equipment, tools, and labor for this service.

Group 7: Lawn Care Maintenance - Mow, Trim, Edge

Instructions: Instructions: Bidder shall read and answer the following questions. If there are exceptions to the terms, submit a question(s) in the Question and Answer Section with your exception.

7.1 The Cemetery including the headstone must be mowed, trimmed and edged to NCA standards.

7.2 All debris to be blown off day of Lawn Care maintenance operations.

7.3 Estimated 30 mow cycles annually.

7.4 Bidder must be responsible for all materials, supplies, equipment, tools, and labor for this service.

Group 8: Questions and Answers

Instructions:

The Bidder must approve and resubmit their Bid after an amendment has been posted by the Issuing Officer. If the Bidder submitted a Bid before the amendment was posted, all information will be saved. The Bidder needs only to read and acknowledge the amendment. To acknowledge, answer the newly posted question in the Questions Section below ("yes" or "no"), and APPROVE and RESUBMIT your Bid.

8.1 Bidder acknowledges the Questions and Answers posted publicly in IMPACS Jagger.

Product Line Items Product Line Items

There are no Items added to this event.

16 August 202316 August 202316 August 202316 August 2023

Service Line Items Service Line Items

1. Bid Specifications. Bidder must satisfy all the specifications to be deemed a Responsible Bidder # Item Name, Commodity Code, Description Allow

Alternates Qty. UOM Requested Service Delivery

S1 Headstone Setting and Installation 1 EA - Each

S2 Headstone Height & Alignment Maintenance (Raise and Realignment) 1 EA - Each

S3 Headstone Height & Alignment Maintenance (Fine -Tue Alignment for Upright Headstones)) 1 EA - Each

S4 Cleaning-Pressure Washing - Headstones and Niche Covers 1 EA - Each

S5 Lawncare Maintenance - Mow, Trim, Edge 1 WK - Week

16 August 202316 August 202316 August 2023