1331623-event.pdf

07 August 2025

ITB 25-024

07 August 2025

Open 8/7/2025 2:00 PM CDT Type RFB - Request for Bids Close 8/27/2025 2:00 PM CDT Number 336-ITB 25-024 Currency US Dollar

Sealed Until 8/27/2025 2:00 PM CDT

07 August 2025

Contacts Brian Clayton brian.clayton@iowa.gov

Phone +1 515-725-4616

Sheri Stephens sheri.stephens@iowa.gov

Phone +1 515-725-4747

07 August 2025

Commodity Codes None Added

07 August 202507 August 202507 August 202507 August 202507 August 202507 August 202507 August 202507 August 2025 mailto:brian.clayton@iowa.gov mailto:sheri.stephens@iowa.gov

Download file for full bid documentation.

CHAPTER 1

ADMINISTRATIVE ISSUES

1.1 Purpose. The State of Iowa, Iowa Telecommunications and Technology Commission, operating the Iowa Communications Network (collectively “ICN”) is seeking bids from Vendors to relocate existing 4 fiber cable along N Bluff from N 6th St to Springdale Dr in Clinton, IA. Relocation will consist of placement of approximately 970-ft of minimum of 1.25-in HDPE. Contractor will place a total of two (2) handholes with lids set at grade. A new 48-strand OSP armored fiber optic cable shall be placed through the new conduit and coiled evenly in both handholes. Existing ICN handhole at N Bluff Blvd/Springdale Dr will need to be removed after both IRHTP and Segra cables have been removed after the splice.

1.2 Schedule and Submission of Bid Proposal.

1.2.1 Vendor Conference. No Vendor Conference.

1.2.2 Site Visits: No Site Visit.

1.2.3 Changes and Amendments. The ICN reserves the right to amend the ITB at any time. If the ICN amends the ITB, the ICN will post the amendment on its web site. It is suggested that all Vendors check the ICN web page periodically, for updates, Amendments, etc. Vendors’ bid proposals must include acknowledgment of all amendments issued by ICN. If the ICN amends the ITB after the closing date of receipt of proposals, the ICN may, in its sole discretion, allow Vendors to amend their bid proposals in response to the ICN’s amendment.

1.2.4 Receipt of Bid Proposals. Sealed bid proposals must be received at ICN’s office no later than 2:00 p.m. central time August 27, 2025. This requirement is a mandatory requirement and is not a minor deficiency subject to waiver by the ICN. No bid proposals will be accepted after the date and time specified. A late bid proposal shall be returned unopened to the Vendor. The bid proposals must be mailed (with mailing in sufficient time to arrive on or before this deadline requirement) or be delivered as follows (If bid proposals are delivered by mail service, express courier, delivery service or company, or in person, it shall be the sole responsibility of the Vendor submitting the proposal to ensure that such delivery takes place prior to the aforementioned deadline. There shall be no waiving of the deadline due to mis-deliveries on the part of the Vendor, Vendor’s delivery staff or Vendor’s choice of delivery service(s).

Deliveries made directly to ICN must be placed with the ICN Contracting Section or with an ICN staff person able to accept such delivery.):

Mailing and Delivery Address:

Sheri Stephens

Iowa Communications Network

Grimes State Office Building

400 East 14th Street

Description

Des Moines, IA 50319

If bid proposals are delivered by mail service, express courier, delivery service or company, or in person, it shall be the sole responsibility of the Vendor submitting the proposal to ensure that such delivery takes place prior to the aforementioned deadline. There shall be no waiving of the deadline due to mis-deliveries on the part of the Vendor, Vendor’s delivery staff or Vendor’s choice of delivery service(s). Deliveries made directly to ICN must be placed with the ICN Contracting Section or with an ICN staff person able to accept such delivery.

1.2.5 Bid Proposal Opening. Bid Proposals will be opened at 2:00 p.m. central time August 27, 2025.

The bid proposals and the evaluation documents created by the ICN will remain confidential subject to Iowa Code Section 72.3 until the evaluation committee has evaluated all of the bid proposals submitted in response to this ITB and the selection process is complete. The bid proposals submitted and the evaluation documents created by the ICN will be available for inspection subject to the exceptions described in Iowa Code Chapter 22 or other applicable law after the selection process is complete.

1.2.5.1 Vendors must furnish all information necessary to evaluate the bid proposal. Bid proposals that fail to meet the mandatory requirements of the ITB or that fail to provide all of the information requested may be disqualified. Verbal information provided by the Vendor shall not be considered part of the Vendor’s proposal.

1.2.5.2 All bid proposals shall be firm for a period of ninety (90) days to allow the evaluation committee to fully evaluate all proposals and make an award deemed to be in the best interest of ICN and the State of Iowa. The ICN reserves the right to issue an award either prior to, or beyond, the 90 days after proposal deadline if it is in the best interests of ICN, in ICN’s sole opinion, to do so. If the award is not issued within 90 days, Vendors having submitted a proposal will be given the opportunity to confirm that the price and other factors in the proposal are still valid.

1.2.5.3 By submitting a bid proposal, the Vendor agrees to the terms and conditions contained within this ITB.

1.3 Proposal Format.

1.3.1 Bid proposals shall be printed on 8.5” x 11” paper. One original must accompany each submission. The original bid proposal must be in a package CLEARLY MARKED ITB 25-024 on the outer envelope or wrapping. This is necessary to ensure that the response package is handled properly for verification against the ITB deadline. Lack of notation of the ITB number may affect the receipt timing and affect the evaluation process. Vendor should consider this item as a critical factor when submitting a response. If the Vendor has identified portions of its proposal as confidential in accordance with section 1.10, the Vendor must submit one copy of the bid proposal with the confidential material removed as required by section 1.10.4.

1.3.2 To achieve a uniform review process and the maximum degree of comparability, proposals shall be organized in the following manner:

1.3.1.1 Completed Proposal Compliance Form (Attachment 2). If an exception is made by the Vendor, the Vendor must explain the exception and must describe the Vendor’s proposed method for dealing with the exception. Exceptions that materially change the terms of the requirements of the ITB may result in disqualification of the Vendor’s bid proposal.

1.3.1.2 Completed Authorization to Release Information Form (Attachment 3). The Vendor must sign the Authorization to Release Information form included with this ITB as an attachment. Failure to sign this Authorization will result in the bid proposal being rejected outright.

1.3.1.3 Technical Specifications. The Vendor must provide a positive statement of compliance to each mandatory requirement to have its bid proposal considered. Proposals must identify any deviations from the requirements of this ITB or requirements that the Vendor cannot satisfy. Any deviations from the requirements of the ITB or requirements the Vendor cannot satisfy may result in disqualification of the Vendor’s proposal.

1.4 Clarification of Proposals and Obtaining Information. ICN reserves the right to contact a Vendor after submission of bid proposals for the purpose of clarifying a bid proposal to ensure mutual understanding. This Contact may include written questions, interviews, site visits, a review of past performance if the Vendor has provided goods or services to the ICN, or any other political subdivision wherever located or requests for corrective pages in the Vendor’s bid proposal. This information may be used to evaluate the Vendor’s bid proposal. However, the information received from the Vendor shall not be considered in the evaluation of a Vendor’s bid proposal if the information materially alters the content of the bid proposal. ICN reserves the right to obtain information concerning any Vendor or any proposal from any source and to consider such information in evaluating the Vendor’s bid proposal.

1.4.1 Authorization to Release Information. The Vendor must sign the Authorization to Release Information Form included with this ITB as an attachment. Failure to sign this Authorization may result in the Bid Proposal being rejected outright.

1.5 Waiver of Deficiencies. ICN reserves the right to waive minor deficiencies in a bid proposal if, in the judgment of ICN, ICN’s best interest will be served. The decision as to whether a deficiency will be waived or will require the rejection of a bid proposal will be solely within the discretion of ICN. There is no guarantee or assurance that any deficiency will be deemed minor and that a deficiency will be waived. Each Vendor is specifically notified that failure to comply with or respond to any part of this ITB requiring a response may result in rejection of the bid proposal as not responsive.

1.6 Cost of Bid Proposal. ICN is not responsible for any costs incurred by a Vendor, which are related to the preparation or delivery of the bid proposal, or any other activities carried out by the Vendor as it relates to this ITB. The costs of preparation and delivery of the bid proposal are solely the responsibility of the Vendor.

1.7 Bid Proposal Obligations. The contents of the ITB and the bid proposal and any clarification thereto submitted by the successful Vendor shall become part of the contractual obligation and incorporated by reference into the ensuing Contract.

1.8 Bid Proposals Property of ICN. All bid proposals become the property of the ICN and the State of Iowa and shall not be returned to the Vendor unless all bid proposals are rejected. At the conclusion of the selection process, the contents of all bid proposals will be placed in the public domain and be opened to inspection by interested parties subject to the exceptions provided in Iowa Code Chapter 22 or other applicable law.

1.9 Rejection and Disqualification of Bid Proposals.

1.9.1 ICN reserves the right to reject any and all bid proposals, in whole and in part, received in response to this RFP at any time prior to the execution of a written Contract. Issuance of this ITB in no way constitutes a commitment by ICN to award the Contract. This ITB is designed to provide Vendors with the information necessary for the preparation of competitive bid proposals.

This ITB process is for ICN’s benefit and is intended to provide ICN with competitive information to assist in the selection of goods and services.

1.9.2 In the event all bid proposals are rejected, Vendors will be asked to send prepaid shipping instruments to the ICN for return of the bid proposals submitted. In the event no shipping instruments are received by the ICN, the bid proposals will be destroyed by the ICN.

Additionally, the evaluation documents created by the ICN will be destroyed in the event all bid proposals are rejected. Otherwise, at the conclusion of the selection process, the contents of all bid proposals will be placed in the public domain and be opened to inspection by interested parties subject to the exceptions provided in Iowa Code Chapter 22 or other applicable law.

1.9.3 The ICN may reject a bid proposal outright and not evaluate the proposal for any one (1) of the following reasons:

1.9.3.1 Vendor fails to deliver the bid proposal by the due date and time.

1.9.3.2 Vendor fails to include the Bid Proposal Compliance Form signed by an officer of the Vendor submitting the bid proposal (Attachment 2).

1.9.3.3 Vendor fails to include the Authorization to Release Information Form (Attachment 3).

1.9.3.4 Vendor's response materially changes a technical requirement.

1.9.3.5 Vendor’s response limits the rights of the ICN.

1.9.3.6 Vendor fails to respond to the ICN’s request for information, documents, or references.

1.9.3.7 Vendor presents the information requested by this ITB in a format inconsistent with the instructions of the ITB.

1.9.3.8 Vendor initiates unauthorized contact regarding the ITB with state employees.

1.9.3.9 The Vendor’s exceptions to the contract terms and conditions described in the Contractual Terms Generally Section and Attachment 1 materially change the terms and conditions of that section or the requirements of this ITB.

1.9.3.10 The Vendor provides misleading or inaccurate responses.

1.9.3.11 The Vendor’s proposal is materially unbalanced.

1.9.3.12 The Vendor states that a service requirement cannot be met.

1.10 Public Records and Requests for Confidentiality.

1.10.1 The release of information by ICN to the public is subject to Iowa Code Chapter 22 and other applicable provisions of law relating to the release of records in the possession of a State agency.

Vendors are encouraged to familiarize themselves with these provisions prior to submitting a bid proposal. All information submitted by a Vendor may be treated as public information by ICN unless the Vendor properly requests that information be treated as confidential at the time of submitting the bid proposal. In the event the Vendor marks each page of its bid proposal as proprietary or confidential without adhering to the requirements of this Section, the ICN may reject the bid proposal as noncompliant.

1.10.2 Any requests for confidential treatment of information must be included in a cover letter with the Vendor’s bid proposal and must enumerate the specific grounds in Iowa Code Chapter 22 or other legal reasons which support treatment of the material as confidential and must indicate why disclosure is not in the best interests of the public. The request must also include the name, address and telephone number of the person authorized by the Vendor to respond to any inquiries by ICN concerning the confidential status of the materials.

1.10.3 Any documents submitted which contain confidential information must be marked on the outside as containing confidential information, and each page upon which confidential information appears must be marked as containing confidential information. The confidential information must be clearly identifiable to the reader wherever it appears. All copies of the proposal submitted, as well as the original proposal, must be marked in this manner. Failure to properly mark information as confidential shall relieve the ICN from any responsibility if the information is viewed by the public, a competitor, or is any way accidentally released.

1.10.4 In addition to marking the material as confidential material where it appears, the Vendor must submit one copy of the bid proposal from which the confidential information has been excised.

The confidential material must be excised in such a way as to allow the public to determine the general nature of the material removed and to retain as much of the document as possible. These pages must be submitted with the cover letter and will be made available for public inspection.

1.10.5 The Vendor’s failure to request in the bid proposal confidential treatment of material pursuant to this Section and the relevant laws and administrative rules will be deemed by ICN as a waiver of any right to confidentiality which the Vendor may have had.

1.11 Restrictions on Gifts and Activities. Iowa Code Chapter 68B contains laws which restrict gifts which may be given or received by State employees and requires certain individuals to disclose information concerning their activities with State government. Vendors are responsible for determining the applicability of this Chapter to their activities and for complying with these requirements. In addition, Iowa Code Chapter 722.1 provides that it is a felony offense to bribe a public official.

1.12 Restriction on Communication. From the issue date of this ITB until the ICN issues the Notice of Intent to award, Vendors may only contact ICN’s Contracting Officer with questions or other communications relating to this ITB. If a Vendor or someone acting on the Vendor’s behalf attempts to discuss this ITB orally or in writing with any Commission member or any employee of the ICN other than the Contracting Officer, except as otherwise permitted by this ITB, the Vendor may be disqualified. No questions shall be asked of State of Iowa employees regarding this ITB, without prior notification and approval by the Contracting Officer, except as otherwise specifically permitted by this ITB.

1.12.1 The ICN assumes no responsibility for verbal representations made by its officers or employees unless such representations are confirmed in writing by the ICN and incorporated into this ITB.

1.13 Copyrights. By submitting a bid proposal the Vendor agrees that ICN may copy the bid proposal for purposes of facilitating the evaluation or to respond to requests for public records. The Vendor consents to such copying by submitting a proposal and warrants that such copying will not violate the rights of any third party. ICN will have the right to use ideas or adaptations of ideas which are presented in the bid proposals. In the event the Vendor copyrights the proposal, the ICN may reject the proposal as noncompliant.

1.14 Nonmaterial and Material Variances. The ICN reserves the right to waive or permit cure of nonmaterial variances in the bid proposal if, in the judgment of the ICN, it is in the ICN’s best interest to do so.

Nonmaterial variances include minor informalities that do not affect responsiveness; that are merely a matter of form or format; that do not change the relative standing or otherwise prejudice other Vendors;

that do not change the meaning or scope of the ITB; or that do not reflect a material change in the services. In the event the ICN waives or permits cure of nonmaterial variances, such waiver or cure will not modify the ITB requirements or excuse the Vendor from full compliance with ITB specifications or other contract requirements if the Vendor is awarded the contract. The determination of materiality is in the sole discretion of the ICN.

1.15 Release of Claims. With the submission of a bid proposal, Vendor agrees that it will not bring any claim or have any cause of action against ICN or the State of Iowa based on any misunderstanding concerning the information provided herein or concerning ICN’s failure, negligent or otherwise to provide the Vendor with pertinent information as intended by this ITB.

1.16 Construction of ITB with Laws and Rules. This ITB is to be construed in light of pertinent legal requirements including Iowa Code Chapter 8D and Iowa Administrative Code Chapter 751. Changes in applicable laws and rules may affect the award process or the resulting Contract. Vendors are responsible for ascertaining pertinent legal requirements and restrictions. Vendors are encouraged to visit a web site containing references to the Iowa Code and the Iowa Administrative Code for information. A suggested address is https://www.legis.iowa.gov/ or http://www.icn.iowa.gov

1.17 ITB Copy. A soft copy or hard (printed) copy of the ITB will be available by request to sheri.stephens@iowa.gov.

1.18 Downloading ITB from the ICN Internet Website. All Amendments and responses to Vendor questions will be posted on ICN’s website at http://www.icn.iowa.gov/. Vendors are advised to check the ICN’s website periodically for amendments to this ITB, because Vendors will not automatically receive Amendments.

1.19 Definition of Contract. The full execution of a written Contract shall constitute the making of a contract for services and no vendor shall acquire any legal or equitable rights relative to the contract services until the Contract has been fully executed by the successful Vendor and the ICN.

1.20 Award Notice and Acceptance Period. The ICN will send the Notice of Intent to Award the Contract to all Vendors submitting a timely bid proposal. Negotiation and acceptance of the Contract shall be completed with the successful Vendor(s) no later than sixty (60) days after Notice of Intent issuance date if there are no appeals filed. If the apparent successful Vendor fails to negotiate and deliver the executed Contract by that date, the ICN may, in its sole discretion, cancel the award and award the Contract to the next highest ranked Vendor. The ICN reserves the right to continue negotiations after sixty days if, in ICN’s sole discretion, ICN deems it to be in the best interests of ICN to do so.

1.21 No Minimum Guaranteed. The ICN anticipates that the selected Vendor will provide services as requested by the ICN. The ICN will not guarantee any minimum compensation will be paid to the Vendor or any minimum usage of the Vendor’s services.

https://www.legis.iowa.gov/ http://www.icn.iowa.gov

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Buyer Attachments

1. 25-024 ITB OSP Log# 23230205 Clinton Co.pdf

2. 25-024 ITB 23230205 - Scope of Work (SOW).pdf

3. 25-024 ITB 23230205 - Engineering plans.pdf

4. 25-024 ITB 23230205 - Typicals.pdf

5. 23230205 - Geotechnical Evaluation Report.pdf

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