26DIRCOMJJONE-0001 - DRAFT RFQ.pdf

IOWA DEPARTMENT OF NATURAL RESOURCES (DNR)

REQUEST FOR QUOTE - INFORMAL

RFQ COVER SHEET

Administrative Information:

TITLE OF RFQ: Cody Shooting Complex – Tree & Fence Removal RFQ Number: 26DIRCOMJJONE-0001

Bureau: Communications, Outreach, and Marketing Bureau

DNR seeks to purchase: Service to remove and dispose of organic and inorganic material along south property line.

Number of mos. or yrs. of the initial term of the contract: 5 Mos. Number of possible annual extensions: 1

Tentative Contract term start date:

September 18, 2025 Tentative Contract term end date: January 31, 2026

DNR Issuing Officer: Colton Lullmann

(515) 361-0743, Colton.Lullmann@dnr.iowa.gov

6200 Park Ave, Suite 200, Des Moines, IA 50321

PROCUREMENT TIMETABLE—Event or Action: Date/Time (Central Time):

DNR Posts Notice of RFQ on TSB website August 25, 2025 @ 1:30PM

DNR Issues RFQ August 27, 2025 @ 1:30PM

Site Visit Location and Address: 30245 220th Ave., Long Grove, IA 52756

RFQ written questions, requests for clarification, and suggested changes from Respondents are due: 09/03/2025

DNR’s written response to RFQ questions, requests for clarifications, and suggested changes are due: 09/05/2025

Quotes Due Date: 09/10/2025

Quotes Due Time: 02:00 PM

Anticipated Date to Issue Notice of Intent to Award: 09/11/2025

Anticipated Date to Execute Contract: 09/17/2025 Relevant Websites: Web-address:

Internet website where Addenda to this RFQ will be posted:

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=DASIowa

Internet website where contract terms and conditions are posted:

https://www.iowadnr.gov/about/rfp-bid-lettings

SECTION 1 - INTRODUCTION

1.1 Bidder Instructions

Bidder is to download this document and save it to their computer. Once saved, type in responses to the required sections and save again. All responses must then be submitted through IMPACS at the following link:

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=DASIowa.

1.2 Purpose

The purpose of this Request for Quote (RFQ) is to solicit bids from qualified providers to provide the goods and/or services described further in this RFQ to the DNR. The DNR intends to award a contract(s) beginning and ending on the dates listed in this solicitation, and the DNR may extend the contract(s) for up to the number of annual extensions identified in this solicitation at the sole discretion of the DNR. Any contract(s) resulting from the RFQ will not be an exclusive contract.

“Responsible Bidder” means a Bidder that has the capability in all respects to perform the requirements of the Contract. In determining whether a Bidder is a Responsible Bidder, the DNR may consider various factors including, https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=DASIowa https://www.iowadnr.gov/about/rfp-bid-lettings https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=DASIowa but not limited to, the Bidder’s competence and qualifications to provide the goods or services requested, the Bidder’s integrity and reliability, the past performance of the Bidder relative to the quality of the goods or services offered by the Bidder and the best interest of the DNR.

“Responsive Bid” means a Bid that complies with each of the provisions of this RFQ, or is either an alternative bid or a bid with an exception, if accepted by the DNR.

1.3 Background Information

This RFQ is designed to provide Bidders with the information necessary for the preparation of competitive Bids.

The RFQ 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 Bidder is responsible for determining all factors necessary for submission of a comprehensive Bid.

The Iowa DNR acquired the Cody Shooting Complex, formerly known as the DLS Gun Club, as a donation in 2016.

The property began undergoing renovation in 2023. The removal of the old fencing, inorganic, and organic material along the southern property line is a planned project as part of the Phase II renovation of the complex. The DNR entered into a cooperative agreement with Scott County Conservation for the operation and maintenance of the facility in 2024.

SECTION 2 - ADMINISTRATIVE INFORMATION

2.1 Issuing Officer

The Issuing Officer identified in this solicitation is the sole point of contact regarding the RFQ from the date of issuance until selection of the successful Bidder.

2.2 Restriction on Communication

From the issue date of this RFQ until announcement of the successful Bidder, Bidders may contact only the Issuing Officer. The Issuing Officer will respond only to electronic questions regarding the procurement process. Questions related to the interpretation of this RFQ must be submitted as provided in Section 2.3. Oral questions related to the interpretation of this RFQ will not be accepted. Bidders may be disqualified if they contact any DNR employee other than the Issuing Officer about the RFQ.

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

2.3 Questions, Requests for Clarification, and Suggested Changes Bidders are invited to submit written questions and requests for clarifications regarding the RFQ via IMPACS.

Bidders may also submit suggestions for changes to the specifications of this RFQ. The questions, requests for clarifications, or suggestions must be in writing and received by the Issuing Officer on or before the date and time listed on the RFQ cover sheet. Oral questions will not be permitted. If the questions, requests for clarifications, or suggestions pertain to a specific section of the RFQ, Bidder will reference the page and section number(s). The DNR will send written responses to questions, requests for clarifications, or suggestions received from Respondents on or before the date listed on the RFQ cover sheet. The DNR’s written responses will become an addendum to the RFQ. If the DNR decides to adopt a suggestion that modifies the RFQ, the DNR will issue an addendum to the RFQ.

2.4 Amendment to the RFQ

The DNR reserves the right to amend the RFQ at any time using an addendum. The Bidder will acknowledge receipt of all addenda in its Bid. It is the Bidder’s sole responsibility to check daily for addenda to posted documents.

2.5 Submission of Bids

The DNR must receive the Bid before the “Bids Due” date and time via IMPACS. This is a mandatory requirement and will not be waived by the DNR. Any Bid received after this deadline will not be accepted. It is the Bidder’s responsibility to ensure the bid is received prior to the deadline.

2.6 Costs of Preparing the Bid

The costs of preparation and delivery of the Bid are solely the responsibility of the Bidder.

2.7 No Commitment to Contract

The DNR reserves the right to reject any or all Bids received in response to this RFQ, cancel this RFQ, or advertise a new RFQ at any time prior to the execution of the Contract. Issuance of this RFQ in no way constitutes a commitment by the DNR to award a contract.

2.8 Nonmaterial Variances

The DNR reserves the right to determine whether a Bid substantially complies with the requirements of this RFQ.

Nonmaterial variances are not necessarily disqualifying. The determination of materiality is in the sole discretion of the DNR.

2.9 Public Records and Requests for Confidential Treatment

In order to request confidential treatment, you must comply with the provisions of 561 Iowa Administrative Code chapter 2, which may be found at the following location:

https://www.legis.iowa.gov/law/administrativeRules/agencies. 561 Iowa Administrative Code section 2.5(7) provides that all claims for confidential treatment made to the Iowa Department of Natural Resources must be substantiated in writing with the following information.

1) A statement of all measures the business has taken to protect the confidentiality of the information, and a statement of intent to continue to take such measures;

2) Practices and policies of other businesses, if known, regarding confidentiality of similar information;

3) A statement that the information is not, and has not been, reasonably attainable without the consent of the business by other persons other than government bodies by use of legitimate means;

4) A statement demonstrating that disclosure of the information is likely to cause substantial harm to the business’s competitive position; and

5) A reference to any other determinations of confidential status of the information or similar information.

2.10 Release of Claims

By submitting a Bid, the Bidder agrees that it will not bring any claim or cause of action against the DNR based on any misunderstanding concerning the information provided herein or concerning the DNR's failure, negligent or otherwise, to provide the Bidder with pertinent information in this RFQ.

2.11 Evaluation of Quotes Submitted

The DNR will evaluate the Responsive Bids submitted by Responsible Bidders to determine the lowest responsible bidder(s) and will award the Contract(s) to the Bidder(s) submitting the lowest responsible bid(s) based on price.

2.12 Award Notice and Acceptance Period

Notice of Intent to Award the Contract(s) will be sent to all Bidders submitting a timely Bid. Negotiation and execution of the Contract(s) will be completed no later than thirty (30) days from the date of the Notice of Intent to Award. If the apparent successful Bidder fails to negotiate and deliver an executed contract by that date, the DNR, in its sole discretion, may cancel the award and award the Contract to the remaining Bidder the DNR believes will provide the best value to the DNR.

2.13 No Contract Rights until Execution

Bidders will not acquire any legal or equitable rights regarding the Contract unless and until the Contract has been fully executed by the successful Bidder and the DNR.

https://www.legis.iowa.gov/law/administrativeRules/agencies

SECTION 3 - STATEMENT OF WORK AND SPECIFICATIONS

Overview The successful Respondent will provide the services to the DNR in accordance with the requirements as provided in this Scope of Work.

Statement of Work

Remove old fencing and inorganic material along the southern property line of the Cody Shooting Complex located at 30245 220th Avenue, Long Grove, IA 52756, and properly dispose of it. Organic material will also be removed and placed in a pile on the property in a location determined by the DNR. All material removed will be at or slightly below ground level when finished, including any remaining stumps.

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

Deliverables Task Milestone Date

Task 1: Section 1 Road to East Property Line, 1,500 FT Property Line Description: Remove fencing and inorganic material and dispose of. Remove organic material and pile it in the location provided by the DNR. All material removed will be at or slightly below ground level when finished, including any remaining stumps.

No later than January 31, 2026

3.2 Minimum Bidder Qualifications/Equipment Specifications: Qualifying bidders must have the equipment necessary to handle all tree and fence removal by accessing only from the DNR side of property boundary.

SECTION 4 - BIDDER INFORMATION

4.1 Insurance

The Contract will require the successful Respondent to maintain insurance coverage(s) in accordance with the insurance provisions of the General Terms and Conditions and of the type and in the minimum amounts set forth below, unless otherwise required by the DNR.

TYPE OF INSURANCE LIMIT AMOUNT

General Liability (including contractual liability) written on an occurrence basis

General Aggregate Products - $2 million

Comp/Op Aggregate $1 Million

Personal injury $1 Million

Each Occurrence $1 Million

Automobile Liability (including contractual liability) written on an occurrence basis

Combined single limit $1 Million

Property Damage Each Occurrence $1 Million

Aggregate $1 Million

Workers Compensation and Employer Liability As Required by Iowa law As required by Iowa law

The Contractor is required to submit certificate of insurance, which indicates coverage and notice provisions as required. The insurer will state in the certificate that no cancellation of the insurance may be made without at least thirty (30) days’ prior to written notice to the DNR. Acceptance of the insurance certificates by the DNR will not act to relieve the Contractor of any obligation under this Contract. It will be the responsibility of Contractor to keep the respective insurance policies and coverages current and in force during the life of this Contract. Contractor will be responsible for all premiums, deductibles and for any inadequacy, absence or limitation of coverage, and the Contractor will have no claim or other recourse against the DNR for any costs or loss attributable to any of the foregoing, all of which will be borne solely by the Contractor. Notwithstanding any other provision of this Contract, Contractor will be fully responsible and liable for meeting and fulfilling all of its obligations under this section of the Contract.

https://dasebid.ionwave.net/Desktop.aspx?pid=259&caid=3&at=19&ret=254&bret=252