1367890-event.pdf

08 April 2026

IDR Mail Modernization The State of Iowa seeks to purchase a comprehensive incoming mailroom system for the Iowa Department of Revenue

08 April 2026

Open 4/8/2026 3:00 PM CDT Type DOM Request for Proposal Close 6/8/2026 3:00 PM CDT Number RFP-185-2525-2026 Currency US Dollar

Sealed Until 6/8/2026 3:00 PM CDT

Payment Terms 0% 0, Net 60

08 April 2026

Contacts Steve Dawson steven.dawson@dom.iowa.gov

Phone +1 515-805-7902

08 April 2026

Commodity Codes Commodity Code Description

20800 COMPUTER SOFTWARE FOR MICROCOMPUTERS, SYSTEMS, INCLUDING

CLOUD-BASED (PREPROGRAMMED)

20429 *Data/File Security Hardware/Software, to Include Encryption 20447 *Integrated Hardware-Software I.T. Solution, Microcomputer

20529 *Data/File Security Hardware/Software, to Include Encryption, Environmentally Certified Products

20547 *Integrated Hardware-Software I.T. Solution (Microcomputer), Environmentally Certified Products

20655 *Integrated Hardware-Software IT, Turnkey Solution, Server and Mainframe Computer 20811 *Application Software, (Not Otherwise Classified), Microcomputer

20820 *Business Software, Misc.: Agenda, Labels, Mail List, Planning, Scheduling, etc., Microcomputer

20861 *OCR and Scanner Software, Microcomputer 20880 *Software, Microcomputer (Not Otherwise Classified) 20883 *Shipping, Postal Management and Address Verification Software, Microcomputer 20922 *Bar Code Software, Mainframes and Servers 92045 *Software Maintenance and Support Services

08 April 202608 April 202608 April 202608 April 202608 April 202608 April 202608 April 2026 mailto:steven.dawson@dom.iowa.gov

The Iowa Department of Management – Division of Information Technology (“Agency”), on behalf of the Iowa Department of Revenue (“IDR”), seeks Proposals from Respondents to provide the hardware, software, and services for a comprehensive, modernized mailroom Solution for the Iowa Department of Revenue (IDR). Through this procurement, IDR aims to replace aging infrastructure and manual processes with an Integrated, automated system that improves efficiency, accuracy, and security in handling incoming mail and processing documents. The Vendor will be responsible for delivering all necessary components, supporting full Integration with IDR’s existing systems, and providing ongoing maintenance, support, and training to ensure the Solution meets IDR’s operational, compliance, and future state objectives. Through this RFP, IDR intends to select a single Vendor to modernize mailroom operations in alignment with its future state vision of operational excellence and enhanced taxpayer services.

Key objectives of this initiative include:

• Improve mailroom efficiency

• Reduce operational risk

• Deliver high quality services to taxpayers and stakeholders

An optional pre-proposal conference and facilities tour for interested proposers is scheduled for 10:00 AM, April 22, 2026, in Room A104A, Hoover State Office Building, 1305 E. Walnut Street, Des Moines, IA 50319.

Questions for clarification are due from vendors by 3:00PM, April 28, 2026. Proposals are due from vendors by 3:00PM, June 8, 2026.

The anticipated term of the contract will begin on February 1, 2027, and end on January 31, 2032.

The Agency shall have the sole option to renew the contract upon the same or more favorable terms and conditions for up to ten (10) annual extensions.

The resulting contract(s) will be available to state and local governments and non-profit organizations as permissible under law.

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

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

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

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

Description

Required to View Event

Prerequisites Required to Enter Bid

08 April 2026

1. Respondent will read and make certifications of their Proposal.

2. Respondent will read and authorize to release information for their Proposal.

3. Respondent will read and make certification of its experience in working with other entities responsible for processing sensitive data.

4. Respondent will read and make certification of its experience implementing a solution of similar size.

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Buyer Attachments

1. Attachment #1 - Respondent Information Form (2).docx

2. Attachment #2 - Subcontractor Disclosure Form.docx

3. Attachment #5 - Sample Contract.docx

4. Attachment #7 - Resource Usage Template.xlsx

5. Attachment #8 - Exceptions Template.docx

6. RFP-185-2525-2026_Attachment #4 - Cost Proposal Workbook.xlsx

7. RFP-185-2525-2026_Attachment #6 Requirements Traceability Matrix.xlsx

8. RFP-185-2525-2026 IDR Incoming Mail Modernization.pdf

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Questions Required Questions

Group 1: Form of Proposal Instructions: Respondent shall read and answer the following questions.

1.1 The Respondent shall enter contact name, telephone number, and email address for questions regarding this solicitation.

1.2 The Respondent shall enter the State or Foreign Country of Residence.

1.3 The Respondent shall enter the Resident Preference given by the State or Foreign Country of the Respondent's residence. Enter the resident preference in the text box or indicate "no preference"

1.4

The Respondent hereby authorizes the Agency to conduct criminal history and/or other background investigation(s) of the Respondent, its officers, directors, shareholders, partners, and managerial and supervisory personnel who will be involved in the performance of the Contract and will fully cooperate with the Agency in obtaining any required waivers or releases required to complete any such criminal history check and background investigation(s).

1.5 The Respondent shall read, fill out, and attach the Terminations, Litigation, and Debarment document.

1.6 Confidential Treatment of Information - Is Respondent requesting confidential treatment of specific information?

1.7

A Respondent requesting confidential treatment of specific information shall: (1) fully complete and sign Form 22 and save it as a PDF, (2) conspicuously mark the outside of its Proposal as containing confidential information, (3) mark each page upon which the Respondent believes confidential information appears and CLEARLY IDENTIFY EACH ITEM for which confidential treatment is requested; MARKING A PAGE IN THE PAGE MARGIN IS NOT SUFFICIENT IDENTIFICATION, and (4) submit a “Public Copy” from which the confidential information has been excised.

Group 2: Terms and Conditions

Instructions:

Respondent shall read and answer the following questions. If there are exceptions to the terms, submit the Exceptions Form and, if applicable, a red-lined Sample Contract, located in Buyer Attachments.

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

2.2 Nonprofit Entities - The resulting Contract will be made available to nonprofit entities that qualify under I.R.S. § 501 (c) provisions. The Respondent shall enter a response.

2.3 Quarterly Sales Report—The Respondent shall provide the Iowa Department of Management with a detailed quarterly report in Microsoft Excel on ALL sales made under the Contract via e-mail in Microsoft Excel format. The Respondent shall enter a response.

2.4

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

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

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

2.7 Does the Bidder certify that any materials submitted as part of this solicitation are ADA compliant?

2.8

Does the Respondent agree to provide an Accessibility Conformance Report (ACR) upon delivery of the applicable Deliverables and also provide an updated ACR upon any material change to the Deliverables user interface or accessibility-affecting functionality, at least annually during the term of the Contract and upon Contract renewal?

2.9 Does the Respondent agree that they will comply with all applicable policies issued by the Iowa Department of Management, as published at https://policies.iowa.gov and as may be amended from time to time?

2.10 Does the Respondent have exceptions to the RFP language?

2.11 If the Respondent has exceptions to the terms and conditions of the RFP and/or Sample Contract, the Respondent will complete and submit the Exceptions Form.

2.12 Does the Respondent have exceptions to the Sample Contract?

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2.13 The Respondent will attach and submit a red-lined Attachment #5 - Sample Contract, located in Buyer Attachments, and complete and submit the Exceptions Form.

Group 3: Proposal Submission Instructions: Attach the documents listed below in the "Vendor Attachments" section of IMPACS.

3.1 Respondent shall attach a separate Technical Proposal file in the "Vendor Attachments" section of IMPACS.

3.2 Respondent shall review, complete and submit Attachment #4 - Cost Proposal Template in the "Vendor Attachments" section of IMPACS. Respondents may upload additional documents to support the cost proposal, if applicable.

3.3 Respondent will complete and submit Attachments #1, 2, 5-9 to the "Vendor Attachments" section of IMPACS.

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