26-023 RFP Document.docx

NOTICE TO VENDORS: REQUEST FOR PROPOSAL

The Iowa Telecommunications and Technology Commission operating the Iowa Communications Network (ICN) will be receiving sealed Bid Proposals until 3:00 p.m., November, 6, 2026 for:

RFP 26-023

PRE-QUALIFY VENDORS WHO CAN PROVIDE TELECOMMUNICATIONS OUTSIDE PLANT SERVICES IN SELECTED ZONES.

Contact Information

· Attention: Sheri Stephens, Contracting/Procurement Specialist II

· Agency: Iowa Communications Network

· Address: Grimes State Office Building, 400 East 14th Street, Des Moines, IA 50319

· Telephone: 515-725-4747

· Email: sheri.stephens@iowa.gov Compliance Note: Vendors must comply with all affirmative action/equal employment opportunity provisions of State and Federal laws.

RFP Document Organization To simplify the review and submission process, this Request for Proposal is divided into two distinct parts. Part I contains general informational requirements, specifications, and terms the vendor must read and acknowledge. Part II contains the instructions and actionable forms the vendor must fully complete and return as their official bid submission.

Part I: General Requirements

Part II: Vendor Response Section (Actionable)

PART I: GENERAL REQUIREMENTS

CHAPTER 1: ADMINISTRATIVE ISSUES

1.1 Purpose. The State of Iowa, Iowa Telecommunications and Technology Commission, operating the Iowa Communications Network (collectively ICN) is seeking proposals for Vendors capable of providing telecommunications outside plant services in the 5 zones of the State as needed and requested by the Iowa Communications Network. The ICN intends to pre-qualify 3 Vendors in each zone to provide this service.

1.2 Schedule and Submission of Proposal.

1.2.1 Vendor Conference. A Vendor Conference is not being scheduled for this solicitation.

1.2.2 Questions and Answers. Vendors are invited to submit written questions and/or requests for interpretation/consideration/acceptance concerning this RFP on or before 4:00 p.m. central time October, 5th, 2026. Vendors with questions concerning this RFP may submit their questions in writing by mail or hand delivery to Sheri Stephens, ICN Purchasing Agent II, at the address below, or electronic mail at sheri.stephens@iowa.gov. Oral questions will not be accepted, and verbal communications shall not override written communications. Only written communications are binding on ICN. ICN will prepare a written response to all pertinent questions submitted by Vendors. These questions and responses will be transmitted via e-mail no later than October 7th, 2026, to all Vendors to whom the RFP has been sent.

1.2.3 Changes and Amendments. In the event it becomes necessary for ICN to amend, add to or delete any part of this RFP, the amendment will be provided to all Vendors to whom the RFP has been sent. Vendors’ Bid Proposals must include acknowledgment of all addenda issued by ICN.

1.2.4 Receipt of Bid Proposals. Bid Proposals must be received at ICN’s office no later than 3:00 p.m. central time November 6th, 2026. 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 mailed (with mailing in sufficient time to arrive on or before this deadline requirement) or be delivered as follows:

Mailing and Delivery Address:

Iowa Communications Network ATTN: Sheri Stephens Grimes State Office Building 400 East 14th Street Des Moines, IA 50319 If Bid Proposals are delivered by mail service, express courier, delivery service or company, or in person, it shall be the sole responsibility of the Vendor submitting the proposal to ensure that such delivery takes place prior to the aforementioned deadline. There shall be no waiving of the deadline due to mis-deliveries on the part of the Vendor, Vendor’s delivery staff or Vendor’s choice of delivery service(s). Deliveries made directly to ICN must be placed with the ICN Contracting Section or with an ICN staff person able to accept such delivery.

1.2.5 Bid Proposal Opening. Bid Proposals will be opened at 3:00 p.m. central time on November 6th, 2026. The Bid Proposals and the evaluation documents created by the ICN will remain confidential subject to Iowa Code Section 72.3 until the evaluation committee has evaluated all of the Bid Proposals submitted in response to this RFP and the selection process is complete. The Bid Proposals submitted and the evaluation documents created by the ICN will be available for inspection subject to the exceptions described in Iowa Code Chapter 22 or other applicable law after the selection process is complete.

1.2.5.1 Failure to comply with or supply any and all information requested to accompany Bid Proposals may be cause for rejection of the proposal as non-compliant.

1.2.5.2 All Bid Proposals shall be firm for a period of 120 days to allow the evaluation committee to fully evaluate all proposals and make an award deemed to be in the best interest of ICN and the State of Iowa.

1.2.5.3 By submitting a Bid Proposal the Vendor agrees to the terms and conditions contained within this RFP.

1.3 Proposal Format.

1.3.1 Proposals shall be printed on 8.5" x 11" paper. One original and one (1) copy must accompany each submission. In addition, one soft copy shall be provided on USB drive containing Word/PDF documents and the Attachment 7 Unit Price Sheet in native Microsoft Excel (.xlsx) format. The original Bid Proposal must be in a package CLEARLY MARKED RFP 26-023 on the outer envelope or wrapping. This is necessary to ensure that the response package is handled properly for verification against the RFP deadline. Lack of notation of the RFP number may affect the receipt timing and affect the evaluation process. Vendor should consider this item as a critical factor when submitting a response.

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

· Completed Proposal Compliance Form (Attachment 2).

· Completed Authorization to Release Information Form (Attachment 3).

· Completed Bid Proposal Submittal Form (Attachment 4).

· Completed Vendor Qualifications Response Form (Attachment 5).

· Completed Zone Bid Form (Attachment 6).

· Completed Unit Price Sheet (Attachment 7).

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

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

1.6 Cost of Bid Proposal. ICN is not responsible for any costs incurred by a Vendor which is related to the preparation or delivery of the Bid Proposal or any other activities carried out by the Vendor as it relates to this RFP.

1.7 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 ensuing Contract.

1.8 Bid Proposals Property of ICN. All Bid Proposals become the property of the ICN and the State of Iowa and shall not be returned to the Vendor unless all Bid Proposals are rejected. In the event all Bid Proposals are rejected, Vendors will be asked to send prepaid shipping instruments to the ICN for return of the Bid Proposals submitted. In the event no shipping instruments are received by the ICN, the Bid Proposals will be destroyed by the ICN. Additionally, the evaluation documents created by the ICN will be destroyed in the event all Bid Proposals are rejected. Otherwise, at the conclusion of the selection process, the contents of all Bid Proposals will be placed in the public domain and be opened to inspection by interested parties subject to the exceptions provided in Iowa Code Chapter 22 or other applicable law.

1.9 Rejection of Bid Proposals.

1.9.1 ICN reserves the right to reject any and all Bid Proposals, in whole and in part, received in response to this RFP at any time prior to the execution of a written Contract. Issuance of this RFP in no way constitutes a commitment by ICN to award the Contract. This RFP is designed to provide Vendors with the information necessary for the preparation of competitive Bid Proposals. This RFP process is for ICN’s benefit and is intended to provide ICN with competitive information to assist in the selection of goods and services.

1.9.2 A Bid Proposal shall be rejected outright and not evaluated for any one (1) of the following reasons:

1.9.2.1 Failure of Vendor to deliver the Bid Proposal by the due date and time.

1.9.2.2 Failure of Vendor to include the Bid Proposal Compliance Form signed by an officer of the Vendor submitting the Bid Proposal (Attachment 2).

1.9.2.3 Failure of the Vendor to include the Authorization to Release Information Form (Attachment 3).

1.9.2.4 Failure of Vendor to include the Bid Proposal Submittal Form (Attachment 4).

1.9.2.5 Failure of the Vendor to include the Vendor Qualifications Response Form (Attachment 5).

1.9.2.6 Failure of the Vendor to include the Zone Bid Form (Attachment 6).

1.9.2.7 Failure of the Vendor to include the Unit Price Sheet (Attachment 7).

1.9.3 Failure of the Vendor to comply with additional information requests may be cause for rejection of the Bid Proposal as non-compliant.

1.10 Public Records and Requests for Confidentiality.

1.10.1 The release of information by ICN to the public is subject to Iowa Code Chapter 22 and other applicable provisions of law relating to the release of records in the possession of a State agency. Vendors are encouraged to familiarize themselves with these provisions prior to submitting a Bid Proposal. All information submitted by a Vendor may be treated as public information by ICN unless the Vendor properly requests that information be treated as confidential at the time of submitting the Bid Proposal. In the event the Vendor marks each page of its Bid Proposal as proprietary or confidential without adhering to the requirements of this Section, the ICN may reject the Bid Proposal as non-compliant.

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

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

1.10.4 In addition to marking the material as confidential material where it appears, the Vendor must submit one copy of the Bid Proposal from which the confidential information has been excised. The confidential material must be excised in such a way as to allow the public to determine the general nature of the material removed and to retain as much of the document as possible. These pages must be submitted with the cover letter and will be made available for public inspection.

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

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

1.12 Restriction on Communication. In the event that a Vendor or someone acting on the Vendor’s behalf attempts to discuss this RFP orally or in writing with any Commission member or any employee of the ICN other than the ICN Procurement Specialist II, Vendor may be disqualified. No questions are to be asked of State of Iowa employees regarding this RFP, except for contact with the State Targeted Small Business Office by Vendors certified as Targeted Small Business Entities, without prior notification and approval by the ICN Procurement Specialist II, except as otherwise permitted by this RFP. All RFP contacts shall be made through the ICN Procurement Specialist II only.

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 proposals. In the event the Vendor copyrights the proposal, the ICN may reject the proposal as noncompliant.

1.14 Conflict Between Terms. ICN reserves the right to accept or reject any exception taken by the Vendor to the terms and conditions of this RFP. Substantial variations between the Vendor’s terms and conditions and those contained in this RFP may be grounds for rejection of the Vendor’s Bid Proposal as non-responsive and non-compliant.

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 RFP.

1.16 Construction of RFP with Laws and Rules. This RFP 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 Soft Copy. Soft copies of the RFP will be available by request to sheri.stephens@iowa.gov.

1.18 Downloading RFP from the Internet. All amendments 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 RFP, particularly if the Vendor downloaded the RFP from the Internet because the Vendor may not automatically receive amendments if it did not contact the ICN for a copy of the RFP. If the Vendor received this RFP as a result of a written request to the ICN, the Vendor will receive amendments.

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

1.20 Bid Proposal Evaluation and Award. All Bid Proposals submitted shall be evaluated in accordance with the requirements set forth in Chapter 4 of this RFP. 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 RFP 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 Chapter 3. The award of this Contract in the judgment of ICN may be made in more than 90 days after the Bid Proposals are received and opened. See 751 IAC 5.2(9).

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 contracts shall be completed with the successful Vendors no later than sixty (60) days after Notice of Intent issuance date if there are no appeals filed. If an apparent successful Vendor fails to negotiate and deliver the executed contract by that date, the ICN may, in its sole discretion, cancel the award for that 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.

CHAPTER 2: CONTRACTUAL TERMS

2.1 Contractual Terms Generally.

2.1.1 The Contract(s) which the ICN expects to award as a result of this Request for Proposal will be based upon the Bid Proposal submitted by the successful Vendor (Vendor awarded the Contract) and this solicitation. The Contract between the ICN and the Vendor shall be a combination of the specifications, terms and conditions of the Request for Proposal, including the terms contained in the contract terms and conditions sample Agreement identified as Attachment 1, 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. The ICN may award contracts to more than one Vendor.

2.1.2 The Contract terms contained in Attachment 1 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 RFP and the potential resulting Contract. Vendors should plan on such terms being included in any Contract awarded as a result of this RFP. All costs associated with complying with these requirements should be included in any pricing quoted by the Vendor.

2.1.2.1 Projects must be completed and accepted by ICN prior to Vendor submitting invoice, and invoice must reference contract number, project number and must be broken down by labor and materials. Invoices for partial payments will only be accepted with prior written approval of the ICN.

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 2). If a vendor takes exception to a provision, it must state the reason for the exception and set forth in Attachment 2 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 RFP 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.

CHAPTER 3: TECHNICAL SPECIFICATIONS

3.1 Scope. The ICN is seeking Bid Proposals to establish an annual Contract with qualified Vendor(s) to provide telecommunications outside plant services for projects costing less than $50,000. As each project arises, ICN typically requests current material costs from the Vendor, which will be separately quoted and itemized. The work involved encompasses the Iowa counties designated within each zone.

Vendors may bid on up to five (5) zones on the Zone Bid Form (Attachment 6). ICN will pre-qualify a maximum of three (3) Vendors per zone, and no individual Vendor will be awarded more than three (3) zones.

In the event a Vendor qualifies among the top three (3) evaluation scores in more than three (3) zones, the ICN retains sole discretion to determine which three (3) zones to award to that Vendor based on agency operational needs, regional coverage, and best value to the State. The remaining unassigned zone award(s) will pass to the next highest-scoring compliant Vendor in that zone.

3.2 Criteria for Compliance. Each requirement requires a positive response by providing confirmation for compliance and, when required, information describing how the Vendor complies with the requirement. Vendor must acknowledge that it can comply and will comply with each of the requirements listed in this section if awarded a Contract. To fulfill this requirement, Vendors providing bid proposals will respond where indicated in Attachment 4.

3.2.1 The Contract shall be available to all State of Iowa institutions, universities, schools, and political subdivisions.

3.2.2 Issuance of a Contract does not guarantee any minimum amount of work to the successful Vendor(s) but is being awarded as a convenience to the State for potential future needs.

3.2.3 The primary scope of work encompasses outside plant (OSP) underground, aerial, and maintenance construction services. Where feasible, ICN prefers to award turn-key projects combining both civil construction and fiber splicing.

3.2.3.1 Splicing Capabilities & Subcontracting: Vendors must disclose in Attachment 5 whether fiber splicing services are self-performed by in-house personnel or subcontracted.

3.2.3.1.1 Self-Performed Splicing: Vendors with qualified in-house splicers will perform work using the unit rates provided in Attachment 7.

3.2.3.1.2 Subcontracted Splicing: If a Vendor utilizes a subcontractor for splicing, ICN retains sole discretion and the absolute right to approve or reject any proposed splicing subcontractor on a project-by-project basis. If ICN rejects a proposed splicing subcontractor, the Vendor must either provide an approved alternative or allow ICN to assign the splicing portion of the project to a separate ICN-contracted splicer.

3.2.3.1.3 No Splicing Capability: Vendors who do not offer splicing remain fully eligible for OSP construction awards. ICN will independently assign a contracted splicer for those projects.

3.2.4 Individual Project Selection & Awarding. Pre-qualification under this RFP establishes an approved pool of up to three (3) Vendors per zone for telecommunications outside plant services. Individual work projects will be evaluated and assigned using the following guidelines:

3.2.4.1 Projects Under $5,000: ICN reserves full discretion to select and hire any vendor to perform the work, regardless of whether the vendor is on the pre-qualified list established under this RFP. For projects in this tier, ICN is not required to perform unit rate evaluations or seek quotes, and may assign work to any qualified contractor based on immediate crew availability, geographical proximity, emergency response needs, or specialized operational requirements.

3.2.4.2 Projects Between $5,000 and $50,000: ICN will not request separate project quotes from Vendors. Instead, ICN will apply the specific project scope and estimated quantities to each pre-qualified zone Vendor’s established Attachment 7 Unit Price Sheet rates via an internal ICN cost evaluation worksheet to calculate each Vendor's total project cost. The pre-qualified zone Vendor offering the lowest calculated project cost will generally be awarded the project. However, ICN retains sole discretion to award the project to another pre-qualified zone Vendor based on operational best value—including vendor capacity/workload, dispatch/mobilization time, geographical proximity, critical project deadlines, or documented past performance.

3.2.4.3 Projects Over $50,000: ICN reserves the right to evaluate project costs using Attachment 7-unit rates, request formal project-specific quotes from pre-qualified zone Vendors, or issue a separate formal competitive bidding solicitation if determined to be in the best interest of the State.

3.2.4.4 General Project & Performance Details: As projects arise, ICN typically requests current material costs from the Vendor for each specific project, which will be separately calculated or itemized. ICN reserves the right to reassign or rescind a project if the selected Vendor cannot commit to or meet the required timeline.

3.2.5 New Vendors Probation Period. Once an award is made to a new Vendor (which applies to a company, an individual, a prime contractor, or a subcontractor), the Vendor will be placed on probationary status. The Vendor will remain on probationary status until a maximum of three (3) jobs are satisfactorily completed by the Vendor for ICN. Once the probationary period has elapsed, the Vendor will be informed that they have either been moved to approved status or have been placed on the ICN Vendor of Last Resort List. Reasons for removal from further consideration include, but are not limited to, poor quality of work, failure to complete work to ICN and industry standards, failure to use good industry practices, failure to complete projects according to schedule, or failure to respond to ICN inquiries.

3.2.6 Notice to Proceed. ICN will issue a Notice to Proceed to the Vendor selected for the project. The Notice to Proceed will include the ICN contract number, project number, and ICN single point of contact. Twenty-four (24) hour notice shall be given by the ICN to the Vendor for projects, except in the case of emergency work. All work projects shall be assigned, coordinated, directed, and randomly inspected by the ICN. The ICN reserves the right to award any particular project to another Vendor when the selected Vendor cannot complete the project within a reasonable timeframe, as determined by the ICN.

3.2.7 Tools and Test Equipment. All tools and test equipment required to do a project shall be provided by the Vendor or its subcontractor(s). Security of tools and test equipment shall be the responsibility of each worker. The ICN shall not be responsible for the security of any Vendor property left on the jobsite or on property controlled by the ICN or the State of Iowa.

3.2.8 Permits and Bonds. Unless Vendor is notified otherwise, ICN will secure IDOT permits. Vendor may be responsible to secure necessary city or county permits and/or provide bonds required by the project.

3.2.9 OSHA and Legal Compliance. The Vendor and its employees must comply with all OSHA regulations. The Vendor shall confirm it shall follow all applicable State and Federal laws.

3.2.10 Quality Control Check & Acceptance. Vendor shall acknowledge the ICN may require tests to be run and the results given to the ICN project manager.

3.2.10.1 Final Acceptance & Corrective Action: Upon Vendor notification of project completion, ICN shall review the project and determine if Final Acceptance is granted. Should ICN find areas that do not meet industry/ICN standards or project specifications, ICN will coordinate corrective action with the Vendor. If the Vendor fails to perform corrective action in a timely manner, ICN will assess performance penalties and process the Vendor invoice minus deductions for lack of performance (including third-party correction costs).

3.2.10.2 Rescission of Projects: ICN retains the right to rescind previously awarded projects if the Vendor has not performed current projects in a professional and workmanlike manner to specifications and due dates.

3.2.11 Overtime. Vendor shall acknowledge that no overtime hours shall be allowed without prior approval, in writing, of the ICN.

3.2.12 Worksite Safety & Traffic Control. The Vendor must instruct its employees in safety measures appropriate for the job. Vendor shall not permit placing or use of tools/materials in traffic lanes or locations that create safety hazards to State employees, contracting agency employees, the public, or workers.

3.2.13 Subcontractors. Subcontractors must meet the same qualifications stated for Vendors. The Vendor must obtain approval from the ICN project manager prior to using a subcontractor on any project.

3.2.13.1 Deliverables Responsibility: Vendor acknowledges that it is responsible for all contract deliverables it subcontracts out and the performance of any pre-approved subcontractor used.

3.2.13.2 Unauthorized Subcontractor Penalty: Use of any subcontractor not pre-approved by the ICN OSP project manager in writing shall result in an automatic deduction of $100 per day used.

3.2.14 Site Restoration Standard. Vendor must meet the following restoration standard for all projects: Any disruption of grass in an individual’s yard or in a privately maintained area of the public right-of-way (the area between the sidewalk and street curb) must be restored through re-sodding. Disruption of grass in the median way or unimproved shoulder must be restored through re-sodding or reseeding.

3.2.14.1 Preconstruction Condition: Unless otherwise agreed to in writing, Vendor shall return any excavated area to preconstruction condition or better through grading, over seeding, and/or re-sodding.

3.2.15 As-Built Drawings. One original set of as-built drawings must be provided within 3 weeks after completion of construction for ICN management records.

3.2.15.1 Acceptable Documentation: Acceptable documentation includes red-lined construction documents and/or sub-foot GPS data in a format compatible with GIS technology.

3.2.16 Maintenance Contractor Pricing. Vendor must agree to permit ICN contractors performing ICN maintenance, fiber relocation, or fiber restoration services to purchase outside plant services from the Vendor at the contract prices offered to ICN. Such arrangements constitute a separate contractual relationship between the Vendor and the ICN contractor, and ICN bears no payment responsibility.

3.2.17 3 Strike Performance Policy. Vendor shall acknowledge that this policy will be used by the ICN in its efforts to resolve issues with vendor project performance.

3.2.17.1 Strike One: Upon identification of project issues, ICN shall meet with the Vendor to address concerns, obtain input, and document required corrective actions and timeframes. A follow-up meeting shall be scheduled no later than thirty (30) days following the initial meeting.

3.2.17.1.1 If contractor performs required corrections within the allotted timeframe, additional meetings are at ICN's discretion.

3.2.17.1.2 If contractor DID NOT perform required corrections, the Strike Two meeting is required.

3.2.17.2 Strike Two: Meet again to review required actions. Document agreed outcomes and schedule a follow-up meeting within 30 days.

3.2.17.2.1 If vendor performs required corrections, no additional meeting is required.

3.2.17.2.2 If vendor DID NOT perform required corrections, the Strike Three meeting is required.

3.2.17.3 Strike Three: If specific items have not been resolved after the second required meeting, the Vendor will not be eligible for future contracts for one (1) year, will have un started awarded contracts rescinded, and will be placed on the Vendor of Last Resort List for one (1) year.

CHAPTER 4: EVALUATION CRITERIA

4.1 Award Process. An evaluation committee assigned by personnel within the ICN will review the Bid Proposals. The evaluation committee will consider all information provided when making its recommendation and may consider relevant information from other sources. The evaluation committee will make a recommendation to the Executive Director of the ICN indicating the committee’s choice. The Executive Director will select the Vendor(s) to receive the award(s). 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 Contract(s). All applicable contracting requirements imposed by this RFP and Iowa law shall be met by the Vendor. The successful Vendor(s) must, in a timely manner, enter into a Contract with the ICN to implement the service contemplated by this RFP. 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 Evaluation Criteria. To be eligible for point evaluation, a Bid Proposal must first satisfy the Mandatory Compliance Gate (Pass/Fail) by fulfilling all technical and operational requirements identified in Chapter 3 and submitting all required actionable forms (Attachments 2 through 7).

Compliant proposals will be evaluated using a 1,060-point maximum scoring system (100.0%) allocated as follows:

· Technical & Operational Compliance (Chapter 3 & Attachments 2–7): Pass / Fail (Mandatory Gate)

· Vendor Qualifications & Experience (Attachment 5): 81.1% (860 Points Max)

· Experience (Section 5.1): 22.6% (240 Points Max)

· Equipment (Section 5.2): 21.7% (230 Points Max)

· Inventory (Section 5.3): 2.8% (30 Points Max)

· Personnel (Section 5.4): 9.4% (100 Points Max)

· Locations (Section 5.5): 9.0% (95 Points Max)

· Emergency Response & Availability (Section 5.6): 11.3% (120 Points Max)

· Fiber Splicing Capabilities (Section 5.7): 4.2% (45 Points Max)

· Unit Pricing Schedule (Attachment 7): 18.9% (200 Points Max)

PART II: VENDOR RESPONSE SECTION (ACTIONABLE)

CHAPTER 5: VENDOR RESPONSE & SUBMITTAL INSTRUCTIONS

5.1 Overview and Required Submittal Checklist

To be considered compliant and eligible for evaluation, Vendors must complete and submit all required actionable forms contained in Part II of this RFP. Proposals must be organized in the exact order listed below. Failure to include any of these forms will result in outright rejection of the Bid Proposal.

5.2 Formatting, Packaging, and Delivery Instructions

1. Paper Submissions: Vendor must submit one (1) original hard copy (clearly marked "ORIGINAL") and one (1) exact duplicate paper copy.

2. Electronic Media: Vendor must submit one (1) USB flash drive containing:

· Narrative submittal documents (Attachments 2, 3, 4, 5, and 6) in Microsoft Word or PDF format.

· The completed Unit Price Sheet (Attachment 7) in its native Microsoft Excel (.xlsx) format (do not convert to Word or PDF).

3. Outer Envelope Labeling: All submission materials must be placed in a sealed envelope or container CLEARLY MARKED on the outside:

SEALED BID PROPOSAL: RFP 26-023 – TELECOMMUNICATIONS OUTSIDE PLANT SERVICES

ATTN: Sheri Stephens, Contracting DUE DATE/TIME: November 6th, 2026 at 3:00 p.m. Central Time

5.3 Guidance on Actionable Forms

· Attachment 2 (Compliance Form): Must be signed by an authorized corporate officer. Any requested modifications to contract terms must be explicitly detailed here.

· Attachment 5 (Qualifications Form): Vendors must provide thorough responses for all sections (Experience, Equipment, Inventory, Personnel, Locations, Emergency Response, and Fiber Splicing Capabilities). External matrices or equipment lists may be attached if referenced inside the form.

· Attachment 6 (Zone Bid Form): Vendor to select the check box of up to 5 Zones. No more than 3 Zones will be awarded to any one Vendor.

· Attachment 7 (Unit Price Sheet): Vendors must provide all-inclusive labor rates per unit unless specifically noted as contractor-supplied materials. If unable to perform a specific line item, enter "N/A".