23-001 Anamosa Wiring ITB FINAL.dat

NOTICE TO VENDORS

INVITATION TO BID

The Iowa Telecommunications and Technology Commission operating the Iowa Communications Network (ICN) will be receiving sealed bid proposals until 3:00 p.m. Central Standard Time, October 13, 2023 for:

ITB 23-001

VENDOR TO PROVIDE TECHNICIAN LABOR AND MATERIALS FOR CABLE INSTALLATION AND TERMINATION WITHIN THE ANAMOSA STATE PENNITENTIARY Brian Clayton – Issuing Officer

Iowa Communications Network

400 East 14th Street

Grimes State Office Building Des Moines, IA 50319

FAX 515-725-4774

Brian.clayton@icn.state.ia.us Vendors must comply with all affirmative action/equal employment opportunity provisions of State and Federal laws.

THIS INVITATION TO BID CONSISTS OF FOUR CHAPTERS AND THREE ATTACHMENTS:

CHAPTER

TITLE

Administrative Issues

Contractual Terms

3 Technical Specifications & Requirements 4 Evaluation Criteria

Attachment 1

Proposal Compliance Form

Attachment 2

Terms and Conditions

Attachment 3

Authorization To Release Information

EXHIBIT A

Materials Location and Identification

EXHBIT B

ASP Building Numbers

EXHIBIT C

Contractor Blank Form for Background Check

CHAPTER 1

ADMINISTRATIVE ISSUES

1.1 Purpose. At the request of the Anamosa State Penitentiary (ASP), ICN is seeking bid proposals to establish a Contract with a Vendor qualified to provide technician labor and materials for horizontal and vertical copper and fiber optic cable installation and termination. Vendors who meet the Chapter 3 Technical Specifications and Requirements will have their bid evaluated.

1.2 Schedule and Submission of Proposal.

1.2.1 Pre-Bid Meeting / Site Visit. The Pre-Bid meeting / Site Visit will be held on Thursday, September 21, 2023; beginning promptly at 10:00 AM. Vendors will meet inside the administration entrance of the ASP Building, 406 N. High St. Anamosa, IA 52205 . The Site Visit is not mandatory, but suggested so the Vendor obtains an understanding of the project and the facilities. Vendors interested in attending the Site Visit must provide advance notice of their intent to attend prior the date of the Site Visit; contacting Mr. Brian Clayton at brian.clayton@icn.state.ia.us.

Attendees shall:

· Bring driver’s license and company-issued ID or credential to the site visit.

· Attire: avoid wearing red/blue shirts if possible

· No bags or tools are allowed

· Measuring devices may be allowed

· Writing utensils, paper, cell phone, camera may be used to take notes during the visit.

· Any item brought into the facility will need to be declared to staff before entering restricted area.

1.2.2 Questions and Answers. Vendors are invited to submit written questions and requests for clarifications regarding the ITB. Vendors may also submit suggestions for changes to the requirements of this ITB. Oral questions will not be accepted or responded to by the ICN. If the questions, requests for clarifications, or suggestions pertain to a specific section of the ITB, the page and section number(s) must be referenced.

1.2.3 The questions, requests for clarifications, or suggestions must be in writing and received by the Issuing Officer before 4:00 p.m., central time, September 26, 2023. The ICN will post the responses on the ICN web page, www.icn.iowa.gov and emailed to the bidders list by close of business September 28, 2023. The ICN’s written responses will be considered part of the ITB. If the ICN decides to adopt a suggestion, the ICN will issue an amendment to the ITB.

1.2.3.1 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.

1.2.4 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.

1.2.5 Receipt of Bid Proposals. Bid Proposals must be received at ICN’s office no later than 3:00 p.m. central time October 13, 2023. 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. Additionally, no bid proposal will be accepted by telephone, electronic mail or facsimile. The bid proposals must be delivered to:

Brian Clayton – Issuing Officer Iowa Communications Network

400 East 14th Street

Grimes State Office Building

Des Moines, IA 50319

1.2.5.1 If Vendor sends a Bid Proposal to the ICN, Vendor is requested to provide shipment confirmation and tracking numbers to the Issuing Officer at brian.clayton@icn.state.ia.us.

1.2.6 Bid Proposal Opening. The ICN will open bid proposals at 3:00 p.m. central time on October 13, 2023. Vendors may attend the bid opening if they wish, but no price information or any other information contained in any bid will be made public at that time. 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 bid proposals submitted in response to this ITB and the ICN has issued a notice of intent to award the contract. 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 only after the selection process is complete.

1.2.6.1 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 bid proposal.

1.2.6.2 All bid proposals shall be firm for a minimum period of sixty (60) days to allow the evaluation committee to fully evaluate all bid 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 60 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 60 days, Vendors that submitted bid proposals will be given the opportunity to confirm that the price and other factors in the bid proposal, are still valid.

1.2.6.3 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 and two (2) copies must accompany each submission. The original bid proposal and copies must be in a package very clearly marked “ITB 23-001 Bid Proposal”. In addition, one (1) soft copy of the bid proposal shall be provided on CD or USB drive using Microsoft Word, and Excel software if the proposal includes spreadsheets. If the Vendor has identified portions of its bid proposal as confidential in accordance with section 1.9, the Vendor must submit one copy of the bid proposal with the confidential material redacted as required by section 1.9.4.

1.3.2

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

1.3.2.1 Completed Bid Proposal Compliance Form (Attachment 1). 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.

1.3.2.2 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.

1.3.2.3 Technical Specifications / Service Requirements. The Vendor must provide a positive statement of compliance to each requirement to have its bid proposal considered. The bid proposal must fully address each specification and or requirement of the Chapter it is responding to and explain how the Vendor will accomplish or fulfill each specification and or requirement. Proposals must identify any deviation from any specification / requirements of this ITB 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.

1.3.2.4 Vendor’s cost proposal which shall provide a clear description of all facets of the price proposed for the Chapter of the ITB, Vendor is responding to.

1.4 Clarification of Bid 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, (except as provided for in section 5.1.2) 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, as determined by the ICN in its sole discretion. ICN reserves the right to obtain information concerning any Vendor or any bid proposal from any source and to consider such information in evaluating the Vendor’s bid proposal.

1.5 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.

1.6 Bid Proposal Obligations. The contents of 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 resulting contract.

1.7 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. 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.

1.8 Rejection of Bid Proposals. ICN reserves the right to reject any and all bid proposals, in whole and in part, received in response to this ITB 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 Disqualification. The ICN may reject outright and may not evaluate bid proposals for any one of the following reasons:

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

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

1.9.3 The Vendor's response materially changes a service requirement.

1.9.4 The Vendor’s response limits the rights of the ICN.

1.9.5 The Vendor fails to include information necessary to substantiate that it will be able to meet a service requirement. A response of “we understand” or "will comply" or merely repeating the requirement is generally not sufficient.

1.9.6 The Vendor fails to respond to the ICN's request for information, documents, or references.

1.9.7 Reserved.

1.9.8 The Vendor fails to include a completed, signed Authorization to Release Information Form (Attachment #3).

1.9.9 The Vendor fails to include a completed, signed Bid Proposal Compliance Form (Attachment #1).

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

1.9.11 The Vendor initiates unauthorized contact regarding the ITB with state employees.

1.9.12 The Vendor’s exceptions to the contract terms and conditions in ITB Chapter 2 and Attachment #2 materially change the terms and conditions of or the requirements of this ITB.

1.9.13 The Vendor provides misleading or inaccurate responses.

1.9.14 The Vendor’s proposal is materially unbalanced.

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.

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 bid proposal submitted, as well as the original bid 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 in any way accidentally released.

1.10.4 In addition to marking the material as confidential material where it appears, the Vendor must submit one hard (printed) copy of the bid proposal from which the confidential information has been redacted. This hard copy of the proposal MUST be clearly marked as “Excluding Confidential Materials”. In addition to a hard copy, the Vendor may also include an electronic copy of the non-confidential portions of the bid proposal on CD-ROM using Microsoft Word. The confidential material must be redacted 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. The redacted version must be submitted with the cover letter and will be made available for public inspection. This submittal is a mandatory requirement and is not subject to waiver. Failure to mark the confidential items and to provide the required one copy with confidential information redacted shall be defined as allowance for the entire bid proposal to be treated as a public record.

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 the Issuing 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 Issuing 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 Issuing Officer, accept as otherwise specifically permitted by 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.

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 www.legis.iowa.gov or www.icn.iowa.gov 1.17 Bid Proposal Evaluation and Award. The ICN shall evaluate all bid proposals that are timely submitted, in accordance with the requirements set forth in evaluation Chapter 3 of this ITB. The ICN shall not necessarily award the contract to the Vendor offering the lowest cost to the ICN. The ICN may award a contract to the most responsible Vendor meeting the requirements of this ITB and which, in the sole discretion of the ICN, provides the best value to the State after considering price and compliance with the provisions of the ITB.

1.18 ITB Copy. Copies of the ITB will be available by sending an email request to brian.clayton@icn.state.ia.us. In addition the ITB will also be available to the public via the ICN website at www.icn.iowa.gov.

1.19 Downloading ITB from the Internet. All amendments and responses to Vendor questions will be posted on the ICN’s website at 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.

1.20 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.

1.21 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 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.

1.22 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.

1.22.1 Discounts based on expected volume or activity levels as shown in this ITB and used as any form of Vendor’s proposed pricing are at Vendor's risk. ICN does not guarantee any minimum usage or volume of activity requirements.

1.23

RESERVED

1.24 Hiring of ICN Staff. During the period from the date of issuance of this ITB until the Notice of Intent to award the contract, Vendors are prohibited from officially or unofficially making any employment offer or proposing any business arrangement whatsoever to any ICN employee, ITTC commission member, or any member of the ITB evaluation committee. A Vendor making such an offer or proposition may be disqualified from further consideration.

CHAPTER 2

CONTRACTUAL TERMS

2.1 Contractual Terms Generally.

2.1.1 The Contract or Contracts which the ICN expects to award as a result of this Invitation to Bid will be based upon the bid proposal submitted by the successful Vendor or Vendors and this solicitation. The Contract between the ICN and any successful Vendor shall be a combination of the specifications, terms and conditions of the Invitation to Bid, including the terms contained in Attachment 2, the offer of the Vendor contained in its bid proposal, written clarifications or changes made in accordance with the provisions herein, and any other terms deemed necessary by the ICN.

2.1.2 The Contract terms contained in Attachment 2 are not intended to be a complete listing of all Contract terms but are provided only to enable Vendors to better evaluate the costs associated with the ITB and the potential resulting Contract. Vendors should plan on such terms being included in any Contract awarded as a result of this ITB. All costs associated with complying with these requirements should be included in any pricing quoted by the Vendor.

2.1.3 By submitting a Bid Proposal, each Vendor acknowledges its acceptance of these specifications, terms and conditions without change except as otherwise expressly stated in the appropriate section of the Bid Proposal Compliance Form (Attachment 1). If a Vendor takes exception to a provision, it must state the reason for the exception and set forth in Attachment 1 of its Bid Proposal the specific Contract language it proposes to include in place of the provision. Exceptions that materially change these terms or the requirements of the ITB may be deemed non-responsive by the ICN, in its sole discretion, resulting in possible disqualification of the Bid Proposal. The ICN reserves the right to either award a Contract without further negotiation with the successful Vendor or to negotiate Contract terms with the selected Vendor if the best interests of the ICN would be served.

2.2

Additional Cost Items Not In Contract. ICN is unaware of any additional Contract terms that would add cost. Notwithstanding, should any Contract items arise that would cost additional monies; those costs shall be borne by the Vendor.

2.3 Equipment Delivery Schedule. Any equipment necessary for the Contract shall be delivered as agreed upon between the successful Vendor and the ICN.

2.4 Installation and Implementation. Upon award of a Contract, with the guidance of ASP the ICN shall negotiate an installation and implementation schedule with the successful Vendor. Extended installation time periods may be considered when the extension is in the best interests of ICN and or ASP.

CHAPTER 3

TECHNICAL SPECIFICATIONS & REQUIREMENTS

Criteria for Compliance: To have its bid proposal evaluated, Vendor must acknowledge that it can comply and will comply with each of the sections listed in Chapter 3. Vendor must provide a positive response providing confirmation of compliance and when required, provide information requested and or how Vendor complies with the requirement.

3.1 Scope. At the request of the Anamosa State Penitentiary (ASP), ICN is seeking bid proposals to establish a Contract with a Vendor qualified to provide technician labor and materials for horizontal and vertical copper cable and fiber optic cable installation and termination. Cable installations will consist of both overhead cabling via false ceilings utilizing existing J-hook pathways, to include the installation of additional J-hooks as needed, as well as cable installations utilizing existing basket systems. Vendor shall confirm all four pairs of each horizontal copper cable are terminated at each corresponding workstation, label at the workstation as well as the patch panel field, and cable certification testing. The work involved shall take place within the ASP buildings identified within this ITB.

3.1.2 Exhibit B. identifies the buildings in which the cable installation will take place. Exhibit A. identifies the estimated number of drops per building based off an internal assessment, but does not guarantee any minimum amount of work to the successful Vendor(s).

3.1.3 The work for this project shall consist of the installation of new Category 6 (CAT6) workstation cables and fiber optic cable, unless directed otherwise, to support telephones to include cable termination, cable certification testing to meet Category 6 standards, single mode fiber optic cable standards, single mode fiber optic cable splicing (if required), as well as corresponding labeling. Vendor will not transition the existing phones to the new cabling, as they will stay active until the new MVS phone system is installed and cut over, by others.

3.1.3.1 In the event it is determined a location supports more than one telephone the installation of additional workstation cables will be required. ICN technicians will identify locations requiring more than one workstation cable.

3.1.3.2 Each 4 pair horizontal and vertical cable shall be terminated on an 8-position modular jack. The standard pin configuration shall be T568B.

3.1.3.3 Each cable drop shall be labeled as directed in Section 3.2.5

3.1.3.3 Each cable run shall remain fully intact, splicing of copper cable runs is not allowed.

3.1.3.4 All new single mode fiber installed will be terminated, by Vendor, with fusion spliced ends. All new fiber installed to extend service to a location (i.e. the towers) will need to be spliced at the cabinet to existing single mode fiber and the entire pathway tested.

3.1.3.4.1 Vendor shall provide test results for each fiber path for ICN & DOC review and approval.

3.1.3.5 Vendor shall acknowledge that is shall not be removing nor disconnecting any existing cable. In the event the Vendor inadvertently pulls data workstation cable verses abandoned voice workstation cable, the Vendor will pull new data workstation cable at the Vendor’s expense.

3.1.3.5.1 In the event the Vendor damages a data cable during the installation, Vendor shall be responsible for repairing or replacing the cable at its cost.

3.1.3.6 All existing cabling will remain in place during this project. All pathways required for this project will be new installations established by the Vendor.

3.1.3.7 After the new cable drops are pulled and or terminations completed, Vendor shall provide ICN a spreadsheet identifying the extension of the desk set cross referenced with the newly installed cable identifier label.

3.1.4 The hourly work for this project shall consist of installation of CAT6 cable runs, single mode fiber optic cable within the ASP buildings identified. The standard pin configuration shall be T568B.

3.1.4.1 Vendor may be asked to perform additional work as needed throughout the ASP facility.

3.1.5 In each building Vendor shall install one (1) cable per drop (in most cases) to each workstation identified.

3.1.5.1 The ICN and or ASP staff on site, at their sole discretion, can add additional drops to the project, if, when the need arises.

3.1.5.2 If, when drops are added or deleted during cable installation, the ICN and /or ASP staff and the Vendor shall follow up the agreed upon change in writing. If the changes are more than a simple add/delete, then the ICN and or ASP staff and Vendor shall follow the Change Order procedure identified in the following section.

3.1.5.3 If Vendor needs to core drill or attach ducts to facility walls, floor or other infrastructure, Vendor shall obtain permission from ICN or ASP personnel before doing so.

3.1.6 Change Order Procedure. The ICN and or ASP may at any time request a modification to the scope of work described in the contract using a Change Order. The following procedures for a Change Order shall be followed:

3.1.6.1 Written Request. The ICN and or ASP staff shall specify in writing the desired modifications to the same degree of specificity as in the original Scope of Services.

3.1.6.2 The Vendor’s Response. The Vendor shall submit to the Agency a time and cost estimate for the requested Change Order within five (5) business days of receiving the Change Order Request.

3.1.6.3 Acceptance of the Vendor Estimate. If the ICN and or ASP staff accepts the estimate presented by the Vendor within five (5) business days of receiving the Vendor’s response, the Vendor shall perform the modified services subject to the time and cost estimates included in the Vendor response. The Vendor’s performance and the modified services shall be governed by the terms and conditions of the resulting Contract.

3.1.6.4 Adjustment to Compensation. The parties acknowledge that a Change Order for the resulting Contract may or may not entitle the Vendor to an equitable adjustment in the Vendor’s compensation or the performance deadlines under the Contract.

3.2 Project Information.

3.2.1 The ICN and or ASP staff shall jointly assign, coordinate, direct, and thoroughly inspect all work.

3.2.1.1 Upon award, ICN and ASP personnel will conduct a kick off meeting at ASP with the selected Vendor. The meeting will allow time to get Vendor set up at the ASP facility and coordinate employee access.

3.2.1.2 Vendor shall acknowledge that ICN will not be on ASP site on a daily basis, as Vendor shall be under the direct supervision of ASP personnel.

3.2.1.3 Vendor shall acknowledge that it will be required to have periodic conference calls with ASP and ICN as deemed necessary to discuss project progress.

3.2.1.4 Due to the funding source for this project, Vendor shall confirm that the project shall be completed prior to June 1, 2024 and invoiced prior to June 15th.

3.2.2 All building telecommunications work shall meet the appropriate Electronic Industry Association/Telecommunications Industry Association (EIA/TIA) Building Telecommunications Wiring Standards. The ICN shall thoroughly inspect all work for assurance that the work conforms to the EIA/TIA standards. Qualified technicians, at the cost to the Vendor, shall redo all work that does not meet the EIA/TIA Standards, as well as the expectations of the ICN. In the event the Vendor disrupts connectivity or damages existing data or voice cabling while installing new, the Vendor shall repair loss of connectivity (cable repair/replacement) at the cost to the Vendor.

3.2.2.1 The EIA/TIA building telecommunications wiring standards are:

EIA/TIA-568 - Commercial Building Telecommunications Wiring Standard

TSB-36 - Technical Systems Bulletin Additional Cable Specifications for Unshielded Twisted Pair Cables

TSB-40 - Additional Transmission Specifications for Unshielded Twisted-Pair Connecting Hardware

EIA/TIA-569 - Commercial Building Standard for Telecommunications Pathways and Spaces

EIA/TIA-570 - Residential and Light Commercial Telecommunications Wiring Standard

3.2.3 Vendor shall provide telephone/data technicians whose skill sets include, but are not limited to, installation, inside and outside building cable pulling, cable termination, cable certification testing, and labeling, all consistent with current industry standards, as well as conduit installation meeting EIA/TIA standards.

3.2.3.1 All telephone/data technicians provided by the Vendor shall be a person who is a general cable installer with at least one (1) year experience in the installation of copper voice and data cabling.

3.2.4 The Vendor or its technicians(s) shall provide all tools, installation materials and test equipment types required to complete this project.

3.2.4.1 Vendor shall also provide items such as jacks, cable, patch cords, hardware conduit, etc., and similar types of materials during this project as further listed in Exhibit A – Materials Location and Identification.

3.2.4.1.1 CAT6 cable, boxes, plates and terminations shall be Panduit.

3.2.4.1.1.1 Vendor shall confirm its understanding that all cable runs shall be tested. If the cable run does not pass testing, vendor shall be required to replace the cable run at no cost to ICN or ASP.

3.2.4.1.2 Vendor shall continue the cable color scheme used within the ASP buildings which is blue for voice.

3.2.4.1.3 Surface mount raceway shall be Legrand or Wiremold, however, any new installed surface mount raceway shall match any raceway that is currently installed in the room.

3.2.4.1.4 Job box or trailer placement shall require approval of ASP. Where able, ASP may provide space for a job box, which may or may not reside inside the building which the vendor is working. Vendor may be allowed to have a job trailer onsite, outside the secured perimeter, placement to be approved by ASP.

3.2.4.2 Security of tools and test equipment shall be the responsibility of the Vendor and each worker. The ICN and ASP shall not be responsible for the security of any property left on site or on property controlled by the ICN, ASP or the State of Iowa.

3.2.5 The Vendor must furnish and utilize a Brother P-touch label maker(s) and labels, in order for the labeling to remain consistent throughout the ASP facility. Vendor shall use the labeling system of Building # = Cabinet # = Station cable #, example: 2-3-46 / building-2 – cabinet-3 – station cable 46

3.2.5.1 All P-touch labeling for the newly installed CAT6 must be Black Print on Red Tape 9mm, Part Number TZe-421

3.2.5.2 All P-Touch labeling for fiber optic cabling installed must be Black Print on Orange Tape ¾ inch Part Number TZe-B41

3.2.6 Vendor shall confirm that ICN reserves the right to use additional vendors if workload or specialized situations dictate.

3.2.7 Quality Control Check. The ICN requires cable certification testing for all copper and fiber optic cable installations, test results must be provided to the ICN project manager in both, electronic and hard copy form. The ICN also requires wiring drawings (when provided to Vendor by ICN) must be updated to reflect the location as well as any changes and all feed points made to the installation and provide in both, electronic and hard copy form. The ICN will require acceptance testing and a quality control check of the wiring before the Vendor is paid for the work performed.

3.2.8 State of Iowa employees and inmates will occupy the project work site for the duration of the project. Project work shall be planned and carried out in a manner that will cause as few disruptions as possible to the State of Iowa employees, inmates and retain facility security. The ICN will negotiate project work and scheduling with the Vendor and ASP to minimize disruptions. Vendor shall schedule all work in advance with the ICN and or ASP.

3.2.9 Work shall primarily take place during regular business hours, between 6:30am and 3:00pm; unless ICN and or ASP determines it is necessary to work outside of regular business hours. Vendor shall not work after-hours without prior approval, in writing, from the ICN and or ASP.

3.2.9.1 The ICN and or ASP reserves the right to stop work at our discretion at any given time. Vendor shall confirm its understanding that work may be stopped or rescheduled if an agency requests it due to disruption during the cable installation or ICN and or ASP has a change in scope. The ICN and or ASP and Vendor will discuss any potential for delay and will coordinate the stop and restart timing of the project as necessary.

3.2.9.2 The Vendor is responsible for providing enough manpower to complete necessary work, within the time frames as scheduled by the ICN and or ASP.

3.2.10 Parking for Vendor technician vehicles may be available by designation, but remains the responsibility of the Vendor and the technician.

3.2.10.1 Vendor shall confirm that the vehicle entrance to ASP closes at 3PM. If after hours work has been approved, Vendor shall be required to have its vehicles outside the secured area, prior to 3pm.

3.2.11 The Vendor shall be responsible for instructing its employees in safety measures considered appropriate for the job. In addition, the Vendor shall not permit placing or use of tools or materials in traffic lanes or other locations. Vendor shall instruct and ensure technicians not place tools or materials in such a manner as to create safety hazards to State employees, contracting agency employees, the inmates, or themselves.

3.2.11.1 The Vendor’s technicians shall clearly identify hazards by providing and appropriately placing safety cones. Hazards to include, but not limited to, exposed floor trays, headers, and cable boxes placed on the floor during cable installation.

3.2.12 Cameras and cell phones are prohibited unless approved by the ASP Warden. If the awarded Vendor believes they are needed during the project, an advance request must be received and approved by ASP Warden.

3.2.12.1 No Smart watches are allowed at any times.

3.2.13 Vendor will be required to adhere to the following standard operating procedures for this project.

3.2.13.1 Vendor shall identify points of contact that are empowered to make decisions for the Vendor, after project award.

3.2.13.1.1 Vendor shall identify one point of contact that will work with the ICN Project Manager, at a high level, to schedule work, address concerns, and work out potential issues.

3.2.13.1.2 Vendor shall identify one point of contact that will work on-site with the ICN TAC Team Leader or other ICN designee and or ASP staff, to schedule work, address concerns, and work out potential issues.

3.2.13.1.3 Vendor shall identify one point of contact that will work the daily activity schedule with the assigned ICN site contact and or ASP staff. (Note: these people may change daily for both the Vendor, ASP staff and the ICN.)

3.2.13.2 Technicians, upon arrival to work location each day, must check in with ICN or ASP site contact before beginning work.

3.2.13.3 Technician must check out daily with ICN or ASP site contact before leaving work site.

3.2.13.4 Upon project completion, Vendor must review work with the ICN or ASP site contact.

3.3 Vendor Information.

3.3.1 Vendor must provide the following information regarding its Experience:

3.3.1.1 Number of years in business.

3.3.1.2 Number of years’ experience with communications cabling and equipment.

3.3.1.3 In an effort to ensure Vendor is able to make timely progress with a project, Vendor shall identify the number of technicians it can allocate to a project at any given time.

3.3.1.3.1 Vendor shall acknowledge that its employees shall be escorted and monitored during the work progress.

3.3.2 Vendor must provide the following information regarding its personnel:

3.3.2.1 Vendor must provide resumes for all key personnel including the technicians who will be involved in providing the services contemplated by this ITB. The following information must be included in the resumes: full name, education, years of experience and employment history particularly as it relates to the scope of services specified herein (including product experience and certification).

3.3.2.2 Vendor shall confirm it agrees to cooperate with necessary background checks of technicians that are proposed to work within ASP. Vendor technicians may be required to work with an agency that regularly accesses sensitive information and therefore sets minimum standards for all persons who can access that sensitive information and who will be expected to maintain the confidentiality of that sensitive information. Depending on the building working in and that of the specific agency, the level of background check will differ. Once a Vendor is selected the background check(s) will take place. A technician will only be submitted to each background check level once, unless special circumstances arise. ICN may, in its sole discretion, determine that information learned through the background check process disqualifies a technician from working in the ASP facilities. Vendor shall confirm that it understands such determinations are final and not subject to appeal.

3.3.2.2.1 All technicians working on this project must pass a Level I background check. Issues such as, but not limited to: domestic abuse, sex offender registry or other violent crimes may preclude a Vendor technician from being accepted to work in ASP facilities.

3.3.2.2.2 All technicians tasked to work within ASP facilities must pass a background check which utilizes various state and federal databases. The Contractor’s Background Information form is attached as Exhibit C. The awarded Vendor shall be required to provide a form for each technician proposed to work on the ASP facility.

3.3.2.2.2.1 All information related to the background checks will be held confidential between Vendor, Vendor’s technician, the Anamosa State Penitentiary personnel shall be conducting the background check to the greatest extent permitted by Iowa law.

3.3.2.2.2.2 Vendor shall confirm its understanding that if it does not have enough technicians pass the background check, the project award may be revoked.

3.3.2.2.3 Vendor shall confirm its understanding that it will be working within a maximum/medium security penitentiary and shall keep all actions or information observed within the facility confidential. Vendor understands that any willful inspection (browsing) of office records may be cause for removal of the Vendor’s employee from the project and potential termination of the project award. All technicians working on this project must sign a Statement of Confidentiality and Nondisclosure.

3.3.2.2.4 Vendor shall confirm its understanding that the ICN and or ASP reserves the right to remove a Vendor technician from the project if the technician does not perform as required, violates the safety and or security of the facilities they are working in or as requested by ASP.

3.3.2.3 Vendor shall provide technicians who have a minimum of one (1) year on-the-job experience. Education is exchangeable for experience (at a rate of 3 months of training for 1 month of experience), subject to approval of the ICN. All workers shall be knowledgeable in the following items: (1) the electrical codes that effect commercial buildings, (2) standard telephone and data installation practice and (3) asbestos awareness training.

3.3.2.4 State number of technicians with asbestos awareness training and confirm the technicians will be working in the buildings identified with asbestos.

3.3.2.5 Vendor shall acknowledge that the ASP facility due to its building materials may expose the Vendor technicians to silica and Vendor shall take necessary precautions when core drilling or affixing duct to stone infrastructure.

3.3.2.6 Vendor shall provide technicians certified at a minimum of Category 6 cable installation and termination.

3.3.2.7 The Vendor shall comply with all OSHA regulations. The Vendor shall follow all applicable State and Federal laws.

3.3.2.8 Escort Requirements during project installation: Vendor should expect to have all technicians escorted, in some manner, at all times.

3.3.2.8.1 Vendor shall confirm its understanding that Vendor technicians may be working in areas where technicians will NOT be separated from inmates.

3.3.2.9 Dress Code Restrictions: Technicians should NOT wear red or navy t-shirts.

3.3.3 Vendor must provide the following financial information:

3.3.3.1 Provide a minimum of three (3) financial references. For sole proprietors or partnerships, these may be personal financial references for the proprietor or the partners.

3.3.4 Vendor must provide the following business information:

3.3.4.1 Provide a minimum of three (3) business references. For sole proprietors or partnerships, these may be personal business references for the proprietor or the partners.

3.3.4.2 During the last five (5) years, has Vendor had a contract for services terminated for any reason? If so, provide full details related to the termination.

3.3.5 Vendor must provide the following legal or administrative information:

3.3.5.1 During the last five (5) years, describe any damages or penalties of anything of value traded or given up by Vendor under any of its existing or past contracts as it relates to services performed that are similar to the services contemplated by this ITB and the resulting Contract. If so, indicate the reason for the penalty or exchange of property or services and the estimated account of the cost of that incident to the Vendor.

3.3.5.2 During the last five (5) years, describe any order, judgment, or decree of any Federal or State authority barring, suspending or otherwise limiting the right of the Vendor to engage in any business, practice or activity.

[balance of page intentionally left blank] 3.4 Project Cost Components:

3.4.1 Labor Rates, Support, and All Other Related Expenses. Unemployment insurance, workers’ compensation, sick leave, vacation and all other benefits are the responsibility of the Vendor. Support and all other related expenses are the responsibility of the Vendor. ICN shall pay the Vendor an per hourly rate based on business hour and after-hour work and for materials used to complete the project. The ICN shall not pay mileage, motel expenses, or per diem.

3.4.2 Within the Excel spreadsheet marked Exhibit A, Vendor will find information developed after an audit of the ASP buildings which will enable a Vendor to assemble an estimate dollar amount of the materials needed and timeline for project completion.

3.4.2.1 Within Exhibit A Vendor will find columns that will aggregate the materials we identify as needed within each building. Each column has a total footage or quantity of that particular material. Under each column Vendor shall provide an estimated cost for that particular material quantity.

3.4.2.2 Based upon the ITB information and that within Exhibit A, Vendor shall provide the following:

Table 1:

Total Estimated Hours to complete the project (prior to June 1, 2024):

Total Labor cost for the hours to complete the project: $

Aggregate total of materials cost identified in Exhibit A: $

Individual rates:

Notes: Vendor may bid the CAT6 cable in one of two different ways: either a fixed price, for the duration of the project, per 1,000’ or a % above Vendor’s cost.

1) If Vendor proposes a percentage (%) mark up on the cable, Vendor shall also provide the current baseline price per 1,000’ at the time of the quote.

2) Included with any invoicing, Vendor shall provide ICN a copy of its materials purchase to corroborate the % mark up.

3) Vendor can add additional cost components to provide additional detail.

CHAPTER 4

EVALUATION CRITERIA

4.1 Award Process.

4.1.1 An evaluation committee assigned by personnel within the ICN and ASP will review the bid proposals. The evaluation committee will consider all information provided when making its recommendations and may consider relevant information from other sources.

4.1.2 The evaluation committee will make recommendations to the Executive Director of the ICN indicating the committee’s choices for each of the types of services requested in this ITB. The Executive Director will select the Vendor to receive the award. The Executive Director is not bound by the committee’s recommendations. All Vendors submitting Bid Proposals will receive a copy of the Notice of Intent to Award a Contract.

4.1.3 All applicable contracting requirements imposed by this ITB and Iowa law shall be met by the Vendor. The successful Vendor must, in a timely manner, enter into a Contract with the ICN to implement the service contemplated by this ITB. Failure of a successful Vendor to agree to the terms of a Contract within a timely manner may be grounds for the ICN to award to the next compliant Vendor.

4.2…