25CRDLWBMALDR-0001 - Springbrook Slide Geotech.pdf

REQUEST FOR PROPOSAL

RFP COVER SHEET

Administrative Information

RFP Number 25CRDLWBMALDR-0001 Title of RFP Springbrook State Park Slide Repair

Agency Iowa Department of Natural Resources (DNR) DNR Issuing Officer:

Name: Michael Bradbury Phone: 515-823-9327 E-mail: Michael.Bradbury@Iowa.gov

PROCUREMENT TIMETABLE—Event or Action Date/Time (Central Time) State Posts Notice of RFP on the TSB website May 19, 2025 State Issues RFP May 21, 2025 Site Visit Location:

Springbrook State Park Slide Repair (Guthrie County) https://maps.app.goo.gl/4GJUmp24pxerLDUZ6 Is a Site Visit mandatory? No

No Site Visit Scheduled for Solicitation

RFP written questions, requests for clarification, and suggested changes from Respondents due May 28, 2025

Follow-up RFP written questions, requests for clarification, and suggested changes from Respondents due (no questions accepted or responded to after this date)

June 5, 2025

Proposals Due June 17, 2025, 4:00PM Relevant Websites Internet website where the Addenda to this RFP will be posted IMPACS Electronic Procurement System.

Internet website where contract terms and conditions are posted https://das.iowa.gov/procurement/terms-and-conditions.

Firm Proposal Terms The minimum number of days following the deadline for submitting proposals that the Respondent guarantees all proposal terms, including price, will remain firm is 120 Days.

https://maps.app.goo.gl/4GJUmp24pxerLDUZ6 https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=DASIowa https://das.iowa.gov/procurement/terms-and-conditions

SECTION 1 INTRODUCTION

1.1 Purpose

The purpose of this Request for Proposals (RFP) is to solicit proposals from Responsible Respondents to provide the goods and/or services identified on the RFP cover sheet and further described in Section 4 of this RFP to the Agency identified on the RFP cover sheet. The Agency intends to award a Contract(s) for the initial period identified on the RFP cover sheet, and the Agency, in its sole discretion, may extend the Contract(s) for up to the number of annual extensions identified on the RFP cover sheet.

1.2 Definitions

For the purposes of this RFP and the resulting contract, the following terms shall mean:

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

“Contract” means the contract(s) entered into with the successful Respondent(s) as described in Section 6.1.

“Contractor” means the awarded business/person to provide the contractual services agreed upon.

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

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

“Proposal” means the Respondent’s proposal submitted in response to the RFP.

“Respondent” means the company, organization or other business entity submitting a proposal in response to this RFP.

“Responsible Respondent” means a Respondent that has the capability in all material respects to perform the scope of work and specifications of the Contract. In determining whether a Respondent is a Responsible Respondent, the Agency may consider various factors including, but not limited to, the Respondent’s competence and qualifications to provide the goods or services requested, the Respondent’s integrity and reliability, the past performance of the Respondent and the best interest of the Agency and the State.

“Responsive Proposal” means a Proposal that complies with the material provisions of this RFP.

“RFP” means this Request for Proposals and any attachments, exhibits, schedules or addenda hereto.

“State” means the State of Iowa, the Agency, and all state agencies, boards, and commissions, and any political subdivisions making purchases from the Contract as permitted by this RFP.

1.3 Overview of the RFP Process

This RFP is designed to provide Respondents with the information necessary for the preparation of competitive Proposals. The RFP process is for the Agency’s benefit and is intended to provide the Agency with competitive information to assist in the selection process. It is not intended to be comprehensive. Each Respondent is responsible for determining all factors necessary for the submission of a comprehensive Proposal.

Respondent should review Request for Confidentiality, for more information if its Proposal contains confidential information. Any Proposal marked “Confidential” or “Proprietary” on every page may be disqualified.

It is the Agency’s intention to evaluate Proposals from all Respondents that submit timely Responsive Proposals, and award the Contract(s) in accordance with the evaluation and selection criteria provided in this RFP.

1.4 Objectives

The Department of Administrative Services (DAS) on behalf of the Department of Natural Resources (DNR) Seeks to Purchase: Engineering services from a qualified engineering consulting firm for the Geotechnical investigation, survey and design for a slide repair project that is impacting the roadway east of the Lake at the Springbrook State Park in Guthrie County.

This request invites Respondents to submit a technical proposal and cost proposal for Phase 1 items identified under Section 4, as well as hourly rates for Phase 2 of the project.

At the completion of Phase 1, which requires providing a certified Geotechnical Investigative Report (GIR) of the site assessing current slope stability, results of soil testing including standard test methods used, possible cause of roadway failure, risk of future slides at the site, short (~5 years) and long (>15 years) term recommendations; and, at the sole discretion of the Department, the Department will make a determination on moving forward with services related to implementation of Phase 2, developing construction bid packages that efficiently stabilize the damage. Hourly rates provided by the Respondents will be used as a basis for contracting any additional design and oversight work to be completed as a part of Phase 2 of the slope stabilization and roadway project.

As part of Phase 2, the selected firm will prepare final design in accordance with Iowa Department of Transportation Standard Specifications, including drawings, specifications and cost estimates.

The firm will be responsible for coordinating the process with DNR staff, obtain all permits, perform needed survey (including any necessary topographic and wetland delineation), perform needed geotechnical services, prepare bid documents, develop addenda, answer pre-bid questions, conduct one onsite preconstruction meeting, conduct onsite construction inspection assistance at critical construction milestones, perform needed materials testing during construction, and will also be retained during construction for any clarification from the DNR Field Engineer by phone. Archaeological review has been completed by the DNR. The bid information, addenda, drawings and specifications will be distributed by the DNR.

This RFP is designed to provide Respondents with the information necessary for the preparation of competitive Proposals. The RFP process is for the DNR’s benefit and is intended to provide the DNR with competitive information to assist in the selection process. It is not intended to be comprehensive. Each Respondent is responsible for determining all factors necessary for submission of a comprehensive Proposal. Through this RFP, the DNR is seeking to enter into a contract with a Contractor that will provide the services described herein.

1.5 Background

Springbrook State Park located in Guthrie County, encompasses 930 acres of rolling hills and mature timber. Many of the park’s structures were built by the Civilian Conservation Corps (CCC) in the 1930s, creating a nostalgic setting for park visitors.

The slide area along the road that is scheduled for repair is located east of the lake. The project location map can be seen in Attachment #1. Storm sewer was constructed along the westerly side and the road pavement was widened and sloped towards the storm sewer as part of whitetopping project in 2016. Within 1-year gaps began forming in the centerline and outside quarter longitudinal joints of the pavement. Currently the pavement has horizontal gaps and vertical drops up to 1 ½”. In addition, a majority of the pavement panels at the storm sewer intakes are higher than the surrounding pavement and some have cracked in the vicinity of the structure wall creating vertical drops. Photos can be seen in Attachment #2.

SECTION 2 ADMINISTRATIVE INFORMATION

2.1 Issuing Officer

The Issuing Officer identified in the RFP cover sheet is the sole point of contact regarding the RFP from the date of issuance until a Notice of Intent to Award the Contract is issued.

2.2 Restriction on Communication

From the issue date of this RFP until a Notice of Intent to Award the Contract is issued, Respondents may contact only the Issuing Officer. The Issuing Officer will respond only to written questions regarding the procurement process. Questions related to the interpretation of this RFP must be submitted as provided in Section 2. Oral questions related to the interpretation of this RFP will not be accepted. Respondents may be disqualified if they contact any State employee other than the Issuing Officer about the RFP except that Respondents may contact the State Targeted Small Business Office on issues related to the preference for Targeted Small Businesses.

This section shall not be construed as restricting communications related to the administration of any contract currently in effect between a Respondent and the State.

2.3 Downloading the RFP from the Internet

The RFP and any addenda to the RFP will be posted at IMPACS Electronic Procurement System.

The Respondent is advised to check the website periodically for addenda to this RFP, particularly if the Respondent downloaded the RFP from the Internet as the Respondent may not automatically receive addenda. It is the Respondent's sole responsibility to check daily for addenda to posted documents.

2.4 Procurement Timetable

The dates provided in the procurement timetable on the RFP cover sheet are provided for informational and planning purposes. The Agency reserves the right to change the dates. If the Agency changes any of the deadlines for Respondent submissions, the Agency will issue an addendum to the RFP.

2.5 Questions, Requests for Clarification, and Suggested Changes

Respondents are invited to submit written questions and requests for clarification regarding the RFP. Respondents may also submit suggestions for changes to the specifications of this RFP. The questions, requests for clarifications, or suggestions must be in IMPACS on or before the date and time listed. Oral questions will not be permitted. If the questions, requests for clarifications, or suggestions pertain to a specific section of the RFP, Respondent shall reference the page and section number(s). The Agency will post written responses to questions, requests for clarifications, or suggestions received from Respondents in IMPACS.

The Agency assumes no responsibility for oral representations made by its officers or employees unless such representations are confirmed in writing and incorporated into the RFP through an addendum.

2.6 Amendment to the RFP

The Agency reserves the right to amend the RFP at any time using an addendum. The Respondent shall acknowledge receipt of all addenda in its Proposal. If the Agency issues an addendum after the due date for receipt of Proposals, the Agency may, in its sole discretion, allow Respondents to amend their Proposals in response to the addendum.

2.7 Amendment and Withdrawal of Proposal

The Respondent may amend or withdraw and resubmit its Proposal at any time before the Proposals are due. The proposal must be updated and submitted using IMPACS. Electronic mail and faxed amendments will not be accepted. Respondents must notify the Issuing Officer in writing prior to the due date for Proposals if they wish to completely withdraw their Proposals.

2.8 Submission of Proposals

Respondent must submit Proposal in the State’s IMPACS Electronic Procurement System before the “Proposals Due” date and time listed on the RFP cover sheet. This is a mandatory specification and will not be waived by the Agency. Any Proposal received after this deadline will be rejected and returned unopened to the Respondent. Respondents sending Proposals must allow ample upload time to ensure timely receipt of their Proposals. It is the Respondent’s responsibility to ensure that the Proposal is received prior to the deadline. Electronic mail and faxed Proposals will not be accepted. There is a 50MB per file size limitation, but no limit to number of files. Plan accordingly.

Respondents must furnish all information necessary to enable the Agency to evaluate the Proposal. Oral information provided by the Respondent will not be considered part of the Respondent's Proposal unless it is reduced to writing.

2.9 Proposal Opening

The Agency will open Proposals after the deadline for submission of Proposals has passed. The Proposals will remain confidential until the Agency has issued a Notice of Intent to Award a Contract. See Iowa Code Section 72.3. However, the names of Respondents who submitted timely Proposals will be publicly available after the Proposal opening. The announcement of Respondents who timely submitted Proposals does not mean that an individual Proposal has been deemed technically compliant or accepted for evaluation.

2.10 Costs of Preparing the Proposal

The costs of preparation and delivery of the Proposal are solely the responsibility of the Respondent.

2.11 No Commitment to Contract

The Agency reserves the right to reject any or all Proposals received in response to this RFP at any time prior to the execution of the Contract. Issuance of this RFP in no way constitutes a commitment by the Agency to award a contract.

2.12 Rejection of Proposals

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

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

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

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

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

2.12.5 The Respondent fails to include information necessary to substantiate that it will be able to meet a specification of the RFP as provided in Section 4 of the RFP.

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

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

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

2.12.9 The Respondent presents the information requested by this RFP in a format inconsistent with the instructions of the RFP or otherwise fails to comply with the specifications of this RFP.

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

2.12.11 The Respondent provides misleading or inaccurate responses.

2.12.12 The Respondent’s Proposal is materially unbalanced. A Proposal in which line item prices are structured so that it is possible that the Respondent who appears to be low will not end up having the lowest overall cost to the State, due to high prices on particular line items.

2.12.13 There is insufficient evidence (including evidence submitted by the Respondent and evidence obtained by the Agency from other sources) to satisfy the Agency that the Respondent is a Responsible Respondent.

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

2.13 Nonmaterial Variances

The Agency reserves the right to waive or permit cure of nonmaterial variances in the Proposal if, in the judgment of the Agency, it is in the State’s best interest to do so. Nonmaterial variances include but are not limited to, minor failures to comply that: do not affect overall responsiveness, are merely a matter of form or format, do not change the relative standing or otherwise prejudice other Respondents, do not change the meaning or scope of the RFP, or do not reflect a material change in the specifications of the RFP. In the event the Agency waives or permits cure of nonmaterial variances, such waiver or cure will not modify the RFP specifications or excuse the

Respondent from full compliance with RFP specifications or other Contract specifications if the Respondent is awarded the Contract. The determination of materiality is in the sole discretion of the Agency.

2.14 Reference Checks

The Agency reserves the right to contact any reference to assist in the evaluation of the Proposal, to verify information contained in the Proposal and to discuss the Respondent’s qualifications and the qualifications of any subcontractor identified in the Proposal.

2.15 Information from Other Sources

The Agency reserves the right to obtain and consider information from other sources concerning a Respondent, such as the Respondent’s capability and performance under other contracts, the qualifications of any subcontractor identified in the Proposal, the Respondent’s financial stability, past or pending litigation, and other publicly available information.

2.16 Verification of Proposal Contents

The content of a Proposal submitted by a Respondent is subject to verification. If the Agency determines in its sole discretion that the content is in any way misleading or inaccurate, the Agency may reject the Proposal.

2.17 Proposal Clarification Process

The Agency reserves the right to contact a Respondent after the submission of Proposals for the purpose of clarifying a Proposal. This contact may include written questions, interviews, site visits, a review of past performance if the Respondent has provided goods and/or services to the State or any other political subdivision wherever located, or requests for corrective pages in the Respondent’s Proposal. The Agency will not consider information received from or through Respondent if the information materially alters the content of the Proposal or the type of goods and/or services the Respondent is offering to the Agency. An individual authorized to legally bind the Respondent shall sign responses to any request for clarification. Responses shall be submitted to the Agency within the time specified in the Agency's request. Failure to comply with requests for additional information may result in the rejection of the Proposal.

2.18 Disposition of Proposals

All Proposals become the property of the State and shall not be returned to the Respondent. Once the Agency issues a Notice of Intent to Award the Contract, the contents of all Proposals will be public records and be available for inspection by interested parties, except for information for which Respondent properly requests confidential treatment according to exceptions provided in Iowa Code Chapter 22 or other applicable law.

2.19 Public Records and Requests for Confidential Treatment

The Agency’s release of public records is governed by Iowa Code Chapter 22. Respondents are encouraged to familiarize themselves with Chapter 22 before submitting a Proposal. The Agency will copy and produce public records upon request as required to comply with Chapter 22 and will treat all information submitted by a Respondent as non-confidential records unless the Respondent requests specific parts of the Proposal be treated as confidential at the time of the submission as set forth herein AND the information is confidential under Iowa or other applicable law.

2.20 Copyright Permission

By submitting a Proposal, the Respondent agrees that the Agency may copy the Proposal for purposes of facilitating the evaluation of the Proposal or to respond to requests for public records.

By submitting a Proposal, the Respondent consents to such copying and warrants that such copying will not violate the rights of any third-party. The Agency shall have the right to use ideas or adaptations of ideas that are presented in Proposals.

2.21 Release of Claims

By submitting a Proposal, the Respondent agrees that it will not bring any claim or cause of action against the Agency or the State based on Respondent’s misunderstanding concerning the information provided in the RFP or concerning the Agency's or the State’s failure, negligent or otherwise, to provide the Respondent with complete, pertinent, or accurate information in this RFP, or for any failure to provide information that any Respondent might consider relevant for purposes of making a decision to submit a Proposal or to enter into any Contract resulting from this RFP.

2.22 Respondent Presentations

Respondents may be required to make a presentation. The determination as to need for presentations, and the location, order, and schedule of the presentations is at the sole discretion of the Agency. The presentation may include slides, graphics and other media selected by the Respondent to illustrate the Respondent’s Proposal. The presentation shall not materially change the information contained in the Proposal.

2.23 Evaluation of Proposals Submitted

Proposals that are timely submitted and are not rejected will be reviewed in accordance with Section 5 of the RFP. The Agency will not necessarily award a Contract resulting from this RFP to the Respondent offering the lowest cost. Instead, the Agency will award the Contract(s) to the Responsible Respondent(s) whose Responsive Proposal the Agency believes will provide the best value to the Agency and the State.

2.24 Award Notice and Acceptance Period

Notice of Intent to Award the Contract(s) will be sent to all Respondents submitting a timely Proposal and may be posted at the website shown on the RFP cover sheet. Negotiation and execution of the Contract(s) shall be completed no later than thirty (30) days from the date of the Notice of Intent to Award or such other time as designated by the Agency. If the successful Respondent fails to negotiate and deliver an executed Contract by that date, the Agency, in its sole discretion, may cancel the award and award the Contract to the remaining Respondent the Agency believes will provide the best value to the State.

2.25 No Contract Rights until Execution

No Respondent shall acquire any legal or equitable rights regarding the Contract unless and until the Contract has been fully executed by the successful Respondent and the Agency.

2.26 Choice of Law and Forum

This RFP and the Contract shall be governed by the laws of the State of Iowa. Changes in applicable laws and rules may affect the award process or the Contract. Respondents are responsible for ascertaining pertinent legal requirements and restrictions. Any and all litigation or actions commenced in connection with this RFP shall be brought in the appropriate Iowa forum.

2.27 Preference

By virtue of statutory authority, a preference will be given to products and provisions grown and coal produced within the state of Iowa. Preference application: Tied responses to solicitations, regardless of the type of solicitation, are decided in favor of Iowa products and Iowa-based businesses per 11 IAC 117.5(1)-(2), 117.12(4).

2.28 Restrictions on Gifts and Activities

Iowa Code Chapter 68B restricts gifts which may be given or received by State employees and requires certain individuals to disclose information concerning their activities with State government. Respondents are responsible to determine the applicability of this Chapter 68B to their activities and to comply with its requirements. In addition, pursuant to Iowa Code section 722.1, it is a felony offense to bribe or attempt to bribe a public official.

2.29 No Minimum Guaranteed

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

2.30 Post Solicitation Debriefing

A debriefing is available to any Respondent who submitted a proposal in response to this RFP.

Respondent shall submit a written request for a debriefing to the Issuing Officer via email or other delivery method. All Respondents will be accorded fair and equal treatment with respect to its opportunity for debriefing. The debriefing shall be scheduled by the Agency as soon as practicable after the receipt of debriefing request.

2.31 Appeals

A Respondent whose Proposal has been timely filed and who is aggrieved by the Notice of Intent to Award of the Department may appeal the decision by emailing a written notice of appeal (in accordance with 11—Chapter 117.20, Iowa Administrative Code) to the Director of the Department of Administrative Services and carbon copy to the Issuing Officer. The notice must be filed within five (5) days of the date of the Notice of Intent to Award issued by the Department, exclusive of Saturdays, Sundays, and legal state holidays. The written notice may be filed by fax transmission to 515.725.2064. The notice of appeal must clearly and fully identify all issues being contested by reference to the page, section and line number(s) of the RFP and/or the Notice of Intent to Award. A notice of appeal may not stay negotiations with the apparent successful Respondent.

SECTION 3 FORM AND CONTENT OF PROPOSALS

3.1 Instructions

These instructions describe and define the format and content of the Proposal. They are designed to facilitate a uniform review process. Failure to adhere to the Proposal format may result in the rejection of the Proposal.

3.1.1 The Proposal shall be divided into two parts: (1) the Technical Proposal and (2) the Cost

Proposal. The Technical Proposal and the Cost Proposal shall be labeled as such as separate files. The files shall be labeled with the following information:

RFP 25CRDLWBMALDR-0001 – Respondent Name –Technical Proposal RFP 25CRDLWBMALDR-0001 – Respondent Name –Cost Proposal

3.1.2 Files must be attached to Respondents submission in the State’s IMPACS Electronic Procurement System.

3.1.3 If the Respondent designates any information in its Proposal as confidential pursuant to Section 2, the Respondent must also submit public copy Proposal from which confidential information has been excised as provided in Section 2 and which is marked “Public Copy”.

RFP 25CRDLWBMALDR-0001 – Respondent Name – Public Copy2

3.1.4 Proposals shall not contain promotional or display materials.

3.1.5 Attachments shall be referenced in the Proposal.

3.1.6 If a Respondent proposes more than one solution to the RFP specifications, each shall be labeled and submitted in a separate Proposal and each will be evaluated separately.

3.2 Technical Proposal

Any information provided in the Technical Proposal is subject to consideration for consideration, evaluation, and scoring. The following documents and responses shall be included in the Technical Proposal in the order given below:

Exhibit 1 - Transmittal Letter An individual authorized to legally bind the Respondent shall sign the transmittal letter. The letter shall include the Respondent’s mailing address, electronic mail address, fax number, and telephone number.

Exhibit 2 - Executive Summary

The Respondent shall prepare an executive summary and overview of the goods and/or services it is offering, including all of the following information:

● Statements that demonstrate that the Respondent has read and understands the terms and conditions of the RFP including the Contract provisions in Section 6.

● An overview of the Respondent’s plans for complying with the specifications of this RFP.

● Any other summary information the Respondent deems to be pertinent.

Exhibit 3 - Firm Proposal Terms The Respondent shall guarantee in writing the goods and/or services offered in the Proposal are currently available and that all Proposal terms, including price, will remain firm for the number days indicated on the RFP cover sheet following the deadline for submitting Proposals.

Exhibit 4 - Respondent Background Information The Respondent shall provide the following general background information:

● Does your state have a preference for instate Contractors? Yes or No. If yes, please include the details of the preference.

● Name, address, telephone number, fax number and e-mail address of the Respondent including all d/b/a’s or assumed names or other operating names of the Respondent and any local addresses and phone numbers.

● Form of business entity, e.g., corporation, partnership, proprietorship, or LLC.

● State of incorporation, state of formation, or state of organization.

● The location(s) including address and telephone numbers of the offices and other facilities that relate to the Respondent’s performance under the terms of this RFP.

● Number of employees.

● Type of business.

● Name, address and telephone number of the Respondent’s representative to contact regarding all contractual and technical matters concerning the Proposal.

● Name, contact information and qualifications of any subcontractors who will be involved with this project the Respondent proposes to use and the nature of the goods and/or services the subcontractor would perform.

● Respondent’s accounting firm.

● Awarded Respondent will be required to register to do business in Iowa before payments can be made.

● For Contractor registration documents, go to:

https://das.iowa.gov/procurement/vendors/how-do-business

Exhibit 5 - Experience The Respondent must provide the following information regarding its experience:

● Number of years in business.

● Number of years of experience with providing the types of services sought by the RFP.

● The level of technical experience in providing the types of services sought by the RFP.

● A list of all goods and/or services similar to those sought by this RFP that the Respondent has provided to other businesses or governmental entities.

● Letters of reference from three (3) previous or current customers or clients knowledgeable of the Respondent’s performance in providing goods and/or services similar to the goods and/or services described in this RFP and a contact person and telephone number for each reference.

Exhibit 6 - Acceptance of Terms and Conditions By submitting a Proposal, Respondent acknowledges its acceptance of the terms and conditions of the RFP and the General Terms and Conditions without change except as otherwise expressly stated in its Proposal. If the Respondent takes exception to a provision, it must identify it by page and section number, state the reason for the exception, and set forth in its Proposal the specific RFP or General Terms and Conditions language it proposes to include in place of the provision. If Respondent’s exceptions or responses materially alter the RFP, or if the Respondent submits its own terms and conditions or otherwise fails to follow the process described herein, the Agency may reject the Proposal, in its sole discretion.

https://das.iowa.gov/procurement/vendors/how-do-business

Exhibit 7 – Mandatory Specifications The Respondent shall answer whether or not it will comply with each specification in Section 4 of the RFP. Where the context requires more than a yes or no answer or the specific specifications so indicates, Respondent shall explain how it will comply with the specification. Merely repeating the Section 4 specifications may be considered non-responsive and result in the rejection of the Proposal. Proposals must identify any deviations from the specifications of the RFP or specifications the Respondent cannot satisfy. If the Respondent deviates from or cannot satisfy the specification(s) of this section, the Agency may reject the Proposal.

Exhibit 8 – Implementation Plan Describe recommended implementation strategy including on-site coordination and support services, best practice consulting options and professional services. Identify any third-party Respondents involved in Respondent’s implementation strategy and describe these relationships.

Describe the skills and time required by State of Iowa personnel for initial installation and implementation of the proposed system. Provide an estimate of State of Iowa staff time required to complete the installation. Describe the documentation provided with the product along with applicable costs for any additional documentation. Please describe Respondent’s experience with installations similar in size. Please provide an implementation schedule, based on weekly milestones (not dates).

3.3 Cost Proposal

The Respondent shall provide its Cost Proposal in a separate file for the proposed goods and/or services. All prices are quoted pursuant to the terms and conditions of this RFP. Respondent’s Cost Proposal shall include an all-inclusive, itemized, total cost in U.S. Dollars (including all travel, expenses, etc. in prices) for the proposed services. All pricing to be FOB Destination, freight cost, and all expenses included; and based on Net 60 Days Payment Terms. Cost proposals must include the following:

● Provide any one time and recurring costs for system. Recurring costs are to be for a 6-year period to cover initial term and extensions to contract.

● Equipment costs.

● Any other costs associated with proposed system.

● Pricing for options.

3.3.1 Respondent Discounts

Respondents shall state in their Cost Proposals whether they offer any payment discounts, including but not limited to:

3.3.1.1 Prompt Payment Discount

The State can agree to pay in less than sixty (60) days if an incentive for earlier payment is offered.

3.3.1.2 Cash Discount

The State may consider cash discounts when scoring Cost Proposals.

SECTION 4 SPECIFICATIONS

Overview The successful Respondent shall provide the goods and/or services to the State in accordance with the specifications and technical specifications as provided in this Section. The Respondent shall address each specification in this Section and indicate whether or not it will comply with the specification. If the context requires more than a yes or no answer or the section specifically indicates, Respondent shall explain how it will comply with the specification. Proposals must address each specification. Merely repeating the specifications may be considered non-responsive and may disqualify the Respondent. Proposals must identify any deviations from the specifications of this RFP or specifications the Respondent cannot satisfy.

If the Respondent deviates from or cannot satisfy the specification (s) of this section, the Agency may reject the Proposal.

All items listed in this section are Mandatory Specifications. Respondents must indicate either “yes” or “no” to each specification in their Proposals and provide an explanation as to how the specification is met.

By indicating “yes” a Respondent agrees that it shall comply with that specification throughout the full term of the Contract, if the Respondent is successful. In addition, if specified by the specifications or if the context otherwise requires, the Respondent shall provide references and/or supportive materials to verify the Respondent’s compliance with the specification. The Agency shall have the right to determine whether the supportive information and materials submitted by the Respondent demonstrate that the Respondent will be able to comply with the Mandatory Specifications. If the Agency determines the responses and supportive materials do not demonstrate the Supplier will be able to comply with the Mandatory Specifications, the Agency may reject the Proposal.

4.1 Description of Statement of Work

Preferred construction window is between September 2026 and May 2027.

The Respondent shall meet on-site with the DNR to establish goals, objectives, and standards including but not limited to expectations, regulatory requirements, timelines, and communication protocols.

Phase 1 The Respondent shall perform a geotechnical investigation and shall provide a certified Geotechnical Investigative Report (GIR) of the site assessing current slope stability, results of soil testing including standard test methods used, possible cause of roadway failure, risk of future slides at the site, short (~5 years) and long (>15 years) term recommendations.

Phase 2 At the sole discretion of the Department, the Department will make a determination on moving forward with services related to implementation of Phase 2, developing construction bid packages that efficiently stabilize the damage. Hourly rates provided by the Respondents will be used as a basis for contracting any additional design and oversight work to be completed as a part of Phase 2 of the slope stabilization and roadway project.

Under Phase 2 the Respondent will provide a complete design for the slide repair and any road repairs/reconstruction that are necessary. The design should have a minimum design service life of 50 years. Construction staking will be the responsibility of the construction contractor.

The Respondent shall perform additional needed surveys, which may include topographic or wetland surveys. Archaeological review has been completed by the DNR. Respondent shall submit 50% complete preliminary drawings showing the basic infrastructure layout in accordance with the state standards and the opinion of probable cost to the DNR. The Respondent shall schedule an in-person or virtual review meeting to go over plans, schedule, and estimated cost. DNR shall provide any comments within five (5) business days of receipt, which the Respondent shall incorporate or address in the 50% drawings.

The Respondent shall prepare applications and apply for construction permits as an agent of the DNR as necessary, including without limitation clearances required by the sovereign lands, construction permits, state floodplain permits, and US Army Corp Section 404 permits.

Archaeological review has been completed by the DNR.

The Respondent shall submit electronic copies of 80% complete design including drawings, technical specifications, and opinion of probable cost to DNR. Meet with DNR within five (5) business days of Respondent submitting the 80% complete design. DNR shall provide its review and comments to Respondent not more than five (5) business days from this meeting.

The Respondent shall incorporate DNR’s comments into the final version of the design contract documents. Deliver one electronic PDF format copy and one electronic DGN/DWG file format copy of the Contract Documents. This final submission shall be signed and sealed, suitable for permitting and bidding. The final design shall include detailed calculations, as appropriate. A final opinion of probable cost shall be included.

The Respondent shall develop addenda and answer questions from potential bidders.

The bid information, addenda and drawings and specifications will be printed and distributed by the DNR.

The Respondent shall assist DNR during the bidding phase in answering technical questions about the plans and specifications developed by the Respondent upon request of the DNR.

The Respondent shall provide clarification on plans and specifications, if necessary and directed by DNR, during the bidding and construction phase of the Project. Nothing in this Task shall relieve the obligation of the Respondent to modify plans and specifications at no additional cost to the DNR to overcome any errors or omissions unknown at the final review but that may become evident thereafter, consistent with the warranties and representations provisions of the contract.

The Respondent shall attend one onsite pre-construction meeting hosted by the DNR with the selected construction contractor. The DNR shall perform regular day-to-day construction inspection. Respondent shall provide construction oversight and inspection assistance at critical construction milestones. For dates the Respondent is on site, the Respondent shall keep a daily job report and electronic photos of construction activities. The Respondent shall provide the DNR with an electronic copy of all daily job reports and construction photos. In addition, the Respondent may be required to provide telephone consultation during construction for project oversight and review shop drawings for the Project.

4.2 Statement of Work Deliverables

Statement of Work. Contractor must perform the following Tasks by the Task Milestone Dates set out in the following table:

Phase 1 - Deliverable Task Milestone Date Task 1: Kickoff Meeting Description: Meet on-site with the DNR to establish goals, objectives, and standards including but not limited to expectations, regulatory requirements, timelines, and communication protocols.

No later than September 15, 2025

Task 2: Certified Geotechnical Report Description: Contractor shall provide a certified Geotechnical Investigative Report (GIR) of the site assessing current slope stability, results of soil testing including standard test methods used, possible cause of roadway failure, risk of future slides at the site, short (~5 years) and long (>15 years) term recommendations.

No later than October 15, 2025

Phase 2 - Deliverable Task Milestone Date Task 3: 50% Design Review Description: Perform additional needed surveys, which may include topographic or wetland surveys. Archaeological review has been completed by the DNR. Submit 50% complete preliminary drawings showing the basic infrastructure layout in accordance with the state standards and the opinion of probable cost to the DNR. Schedule an in-person or virtual review meeting to go over plans, schedule, and estimated cost. DNR shall provide any comments within five (5) business days of receipt, which shall be incorporated or addressed in the 90% drawings.

No later than December 8, 2025

Task 4: Apply for Permits Description: Prepare applications and apply for construction permits as an agent of the DNR as necessary, including without limitation clearances required by the sovereign lands, construction permits, state floodplain permits, and US Army Corp Section 404 permits. Archaeological review has been completed by the DNR.

No later than December 22, 2025

Task 5: 80% Construction Bidding Documents Description: Submit electronic copies of 80% complete design including drawings, technical specifications, and opinion of probable cost to DNR. Meet with DNR within five (5) business days of submitting the 80% complete design. DNR shall provide its review and comments not more than five (5) business days from this meeting.

No later than March 30, 2026

Task 6: 100% Construction Bidding Documents Description: Incorporate DNR’s comments into the final version of the design contract documents. Deliver one electronic PDF format copy and one electronic DGN/DWG file format copy of the Contract Documents. This final submission shall be signed and sealed, suitable for permitting and bidding. The final design shall include detailed

May 12, 2026 calculations, as appropriate. A final opinion of probable cost shall be included. Standard DNR front-end contract documents will be used in addition to the documents developed by the Contractor.

Task 7: Project Bidding Description: Develop addenda and answer questions from potential bidders.

No later than June 19, 2026

Task 8: Construction Administration Description: Provide clarification on plans and specifications, if necessary and directed by DNR, during the bidding and construction phase of the Project. Nothing in this Task shall relieve the obligation of the Respondent to modify plans and specifications at no additional cost to the DNR to overcome any errors or omissions unknown at the final review but that may become evident thereafter, consistent with the warranties and representations provisions of the contract.

Attend one onsite pre-construction meeting hosted by the DNR with the selected construction contractor. Provide construction oversight and inspection assistance at critical construction milestones. For dates onsite, keep a daily job report and electronic photos of construction activities. Provide the DNR with an electronic copy of all daily job reports and construction photos. Perform needed materials testing during construction. Provide telephone consultation during construction for project oversight and review shop drawings for the Project.

September 1, 2026

SECTION 5 EVALUATION AND SELECTION

5.1 Introduction

This section describes the evaluation process that will be used to determine which Proposal(s) provides the greatest value to the State. Agency will not necessarily award the Contract to the Respondent offering the lowest cost to the Agency. Instead, the Agency will award to the Respondent whose Responsive Proposal the Agency believes will provide the best value to the State.

5.2 Evaluation Committee

The Agency will use an evaluation committee to conduct a comprehensive, fair, and impartial evaluation of Technical Proposals received in response to this RFP. The evaluation committee will recommend an award based on the results of their evaluation to the Agency or to another person or entity that must approve the recommendation.

5.3 Technical Proposal Evaluation and Scoring

All Technical Proposals will be evaluated to determine if they comply with the Mandatory Specifications. The evaluation committee will fully evaluate and score all Responsive Proposals submitted by Responsible Respondents in accordance with this Section. In addition to other RFP requirements, to be deemed a Responsive Proposal, the Technical Proposal must:

● Answer “Yes” to all parts of Section 4 and include supportive materials as required to demonstrate the Respondent will be able to comply with the Mandatory Specifications in that section and

● Obtain the minimum score for the Technical Proposal. If a Technical Proposal does not meet the minimum score, it will be rejected and the Respondent’s Cost Proposal will not be evaluated.

Evaluation Criteria.

Evaluation of proposals will be based on the following criteria, which are not listed in any particular order of importance. Criterion: (Possible 100 Points). Respondents scoring below 25 total points from technical proposal evaluation criteria excluding Cost Proposal evaluation criteria

5.3.1 will not be considered eligible to be awarded this contract or complete the Cost Proposal evaluation.

5.3.1 Cost. (20 Points)

5.3.2 Respondent’s and Project Team’s professional experience, performance record, capacity, and letter(s) of reference. (40 Points)

5.3.3 Respondent’s and Project Team’s work plan to complete responsibilities described in the

Statement of Work. (40 Points)

5.4 Cost Proposal Scoring

After the Technical Proposals are evaluated and scored, the Cost Proposals will be opened and scored.

The Cost Proposals will remain sealed during the evaluation of the Technical Proposals and any demonstrations. Only prospective Respondents who obtain the minimum score for their Technical

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

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

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

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

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

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

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

Example:

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

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

$35,000

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

$45,000

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

$65,000

5.5 Tied Score and Preferences

5.5.1 An award shall be determined by a drawing when responses are received that are equal in all respects and tied in price. Whenever it is practical to do so, the drawing will be held in the presence of the Respondents who are tied in price. Otherwise the drawing will be made in front of at least three non-interested parties. All drawings shall be documented.

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

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

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

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

5.5.5 Preferences required by applicable statute or rule shall also be applied, where appropriate.

SECTION 6 CONTRACT TERMS AND CONDITIONS

6.1 Contract Terms and Conditions

The Contract that the Agency expects to award as a result of this RFP shall comprise the specifications, terms and conditions of the RFP, written clarifications or changes made by the Agency to the…