Attachment 1 005-RFB-0767-2024.pdf

Event Summary - Iowa Veterans Cemetery Snow Removal Type RFB - Request for Bids Number 005-RFB-0767-2024 Organization DASIowa Currency US Dollar

Event Status Approved Department Administrative Services -

DAS

Exported on 1/31/2024 Exported by Katelyn Howells Estimated Value - Payment Terms 0% 0, Net 60

Bid and Evaluation Respond by Proxy Allow Use Panel Questionnaire No Sealed Bid Yes Auto Score No Cost Analysis No Alternate Items No Confidential Pricing Yes

Visibility and Communication Visible to Public Yes Enter a short description for this public event This solicitation is seeking qualified bidders to supply snow and ice removal services at the Iowa Veterans Cemetery in Adel, IA.

Commodity Codes Commodity Code Description 93620 Cemetery Maintenance Services 95214 Cemetery Services, Including Operation, Management, and Maintenance 95820 Cemetery Management Services 96872 Snow and Ice Removal Services

Event Dates Time Zone CDT/CST - Central Standard Time (US/Central) Released - Open 2/5/2024 12:00 AM CST Close 2/19/2024 2:00 PM CST Sealed Until 2/19/2024 2:00 PM Show Sealed Bid Open Date to Vendor Q&A Close 2/13/2024 5:00 PM CST

Event Users Event Creator

Katelyn Howells katelyn.howells@iowa.gov

Phone +1 515-721-7856

Event Owners

Phone +1 515-721-7856

Jeffrey Richards jeffrey.richards@iowa.gov

Phone +1 515-783-7215 Jocelyn Brincks jocelyn.brincks1@iowa.gov

Phone +1 515-499-3659

Julie Janssen julie.janssen@iowa.gov

Phone +1 515-240-2698 mailto:katelyn.howells@iowa.gov mailto:katelyn.howells@iowa.gov mailto:jeffrey.richards@iowa.gov mailto:jocelyn.brincks1@iowa.gov mailto:julie.janssen@iowa.gov

Rachel Friedlander Rachel.Friedlander@iowa.gov

Phone +1 515-724-3700

Randy Bennett randy.bennett@iowa.gov

Phone +1 515-322-1210 Tami Skadeland tami.skadeland@iowa.gov

Phone +1 515-281-4774

Laura Shannon laura.shannon@iowa.gov

Phone +1 515-330-7325 Rick Tucker rick.tucker@iowa.gov

Phone +1 515-360-9912

Kathy Harper kathy.harper2@iowa.gov

Phone +1 515-321-7686 Sara Grier sara.grier@iowa.gov

Phone +1 515-823-9083

Craig Trotter craig.trotter@iowa.gov

Phone +1 515-322-8593 Michael Bradbury michael.bradbury@iowa.gov

Phone +1 515-823-9327

Katelyn Howells katelyn.howells@iowa.gov

Phone +1 515-721-7856 Karl Wendt Karl.Wendt@iowa.gov

Phone +1 515-281-7073

Contacts

Phone +1 515-721-7856

Stakeholders

There is no user added to group mailto:Rachel.Friedlander@iowa.gov mailto:randy.bennett@iowa.gov mailto:tami.skadeland@iowa.gov mailto:laura.shannon@iowa.gov mailto:rick.tucker@iowa.gov mailto:kathy.harper2@iowa.gov mailto:sara.grier@iowa.gov mailto:craig.trotter@iowa.gov mailto:michael.bradbury@iowa.gov mailto:katelyn.howells@iowa.gov mailto:Karl.Wendt@iowa.gov mailto:katelyn.howells@iowa.gov

The purpose of this Request for Bids (RFB) is to solicit bids from qualified providers to provide services described further in this RFB to the Lead Agency and any Participating Agencies. The Lead Agency intends to award a contract(s) beginning and ending on the dates listed in the solicitation, and the Lead Agency may extend the contract(s) for up to the number of annual extensions identified in the solicitation at the sole discretion of the Lead Agency. Any contract(s) resulting from the RFB shall not be an exclusive contract.

This RFB is designed to provide Bidders with the information necessary for the preparation of competitive Bids. The RFB process is for the Lead Agency’s and Participating Agencies’ benefit and is intended to provide the Lead Agency 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 the submission of a comprehensive Bid.

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

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

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

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

Contract Term

The term of the contract will begin upon award and end on February 28, 2027.

The Agency shall have the sole option to renew the contract upon the same or more favorable terms and conditions for up to three annual extensions. The resulting contract will be available to all State Agencies.

Bidder will be responsible for providing snow and ice removal in the cemetery.

Bidder will be responsible for receiving and unpacking headstones and niche covers as they are delivered to the cemetery.

Bidder will be responsible for destroying unusable headstones and niche covers.

All services must comply with National Cemetery Administration (NCA) standards and are only conducted at the direction of Iowa Veterans Cemetery Government Employees.

These services are not currently provided by another vendor.

Optional site visits can be made during the Cemetery's visiting hours. The Iowa Veterans' Cemetery is open to visitors from 7:30AM to 4:00PM Monday-Friday, except for state holidays.

Cemetery Address:

34024 Veterans Memorial Drive

Adel, IA 50003-3300

Description

Prerequisites Required to Enter Bid

1 Instructions To Vendor :

Bidder shall read and make certifications of the their Bid.

Certification Bidder certifies that they have read and agree to the terms.

Vendor Must Also Upload a File:

No Prerequisite Content:

Bidder certifies that the contents of this Bid submitted are true and accurate. Bidder also certifies that Bidder has not knowingly made any false statements in its Bid.

Certification of Independence

I certify that I am a representative of Bidder expressly authorized to make the following certifications on behalf of Bidder. By submitting a Bid in response to the RFB, I certify on behalf of the Bidder the following:

1. The Bid has been developed independently, without consultation, communication or agreement with any employee or consultant to the Agency or with any person serving as a member of the evaluation committee.

2. The Bid has been developed independently, without consultation, communication or agreement with any other Bidder or parties for the purpose of restricting competition.

3. Unless otherwise required by law, the information found in the Bid has not been and will not be knowingly disclosed, directly or indirectly prior to Agency’s issuance of the Notice of Intent to Award the contract.

4. No attempt has been made or will be made by Bidder to induce any other Bidder to submit or not to submit a Bid for the purpose of restricting competition.

5. No relationship exists or will exist during the contract period between Bidder and the Agency or any other State agency that interferes with fair competition or constitutes a conflict of interest.

Certification Regarding Debarment

I certify that, to the best of my knowledge, neither Bidder nor any of its principals: (a) are presently or have been debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by a Federal Agency or State Agency; (b) have within a five year period preceding this Bid been convicted of, or had a civil judgment rendered against them for commission of fraud, a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction, violation of antitrust statutes;

commission of embezzlement, theft, forgery, falsification or destruction of records, making false statements, or receiving stolen property; (c) are presently indicted for or criminally or civilly charged by a government entity (federal, state, or local) with the commission of any of the offenses enumerated in (b) of this certification; and (d) have not within a three year period preceding this Bid had one or more public transactions (federal, state, or local) terminated for cause.

This certification is a material representation of fact upon which the Agency has relied upon when this transaction was entered into. If it is later determined that Bidder knowingly rendered an erroneous certification, in addition to other remedies available, the Agency may pursue available remedies including suspension, debarment, or termination of the contract.

Certification Regarding Registration, Collection, and Remission of Sales and Use Tax

Pursuant to Iowa Code sections 423.2(10) and 423.5(8) (2013) a retailer in Iowa or a retailer maintaining a business in Iowa that enters into a contract with a state agency must register, collect, and remit Iowa sales tax and Iowa use tax levied under Iowa Code chapter 423 on all sales of tangible personal property and enumerated services. The Act also requires Bidders to certify their compliance with sales tax registration, collection, and remission requirements and provides potential consequences if the certification is false or fraudulent.

By submitting a Bid in response to the (RFB), the Bidder certifies the following:

• Bidder is registered with the Iowa Department of Revenue, collects, and remits Iowa sales and use taxes as required by Iowa Code chapter

423; OR

• Bidder is not a “retailer” or a “retailer maintaining a place of business in this state” as those terms are defined in Iowa Code subsections 423.1(47) and (48).

Bidder also acknowledges that the Agency may declare the Bidder’s Bid or resulting contract void if the above certification is false. The Bidder also understands that fraudulent certification may result in the Agency or its representative filing for damages for breach of contract in additional to other remedies available to Agency.

2 Instructions To Vendor :

Bidder shall read and authorize to release information for their Bid.

Certification Bidder certifies that they have read and agree to the Authorization to Release Information.

Vendor Must Also Upload a File:

No Prerequisite Content:

Bidder hereby authorizes the Iowa Department of Administrative Services ("Agency") or a member of the Evaluation Committee to obtain information regarding its performance on other contracts, agreements or other business arrangements, its business reputation, and any other matter pertinent to evaluation and the selection of a successful Bidder in response to this Request for Bids

(RFB).

The Bidder acknowledges that it may not agree with the information and opinions given by such person or entity in response to a reference request. The Bidder acknowledges that the information and opinions given by such person or entity may hurt its chances to receive contract awards from the State or may otherwise hurt its reputation or operations. The Bidder is willing to take that risk.

The Bidder hereby releases, acquits and forever discharges the State of Iowa, the Agency, their officers, directors, employees and agents from any and all liability whatsoever, including all claims, demands and causes of action of every nature and kind affecting the undersigned that it may have or ever claim to have relating to information, data, opinions, and references obtained by the Agency or the Evaluation Committee in the evaluation and selection of a successful Bidder in response to the RFB.

The Bidder authorizes representatives of the Agency to contact any and all of the persons, entities, and references which are, directly or indirectly, listed, submitted, or referenced in the Respondent's Bid submitted in response to RFB.

The Bidder further authorizes any and all persons, and entities to provide information, data, and opinions with regard to its performance under any contract, agreement, or other business arrangement, its ability to perform, business reputation, and any other matter pertinent to the evaluation of the Bidder’s Bid. The Bidder hereby releases, acquits and forever discharges any such person or entity and their officers, directors, employees and agents from any and all liability whatsoever, including all claims, demands and causes of action of every nature and kind affecting the Bidder that it may have or ever claim to have relating to information, data, opinions, and references supplied to the Agency in the evaluation and selection of a successful Bidder in response to RFB.

Buyer Attachments NCA Operational Standards 2021.pdf NCA Operational Standards

2021.pdf ../Attachments/NCA Operational Standards 2021.pdf

Questions Vendor Response Is Required

Page1 Group 1: Form of Bid

1.1 Enter the Bidder's contact name, telephone number, email address, and shipping address for questions regarding this solicitation.

Text (Multi-Line)

1.2 Enter the Bidder's State or Foreign Country of Residence.

Text (Single Line)

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

1.4 Enter the number of years of experience the Bidder has with providing the types of goods and/or services sought by the solicitation.

1.5

The Bidder shall provide references from three (3) previous customers or clients knowledgeable of the Bidder’s performance in providing goods and/or services similar to the goods and/or services described in this solicitation. Enter a contact person, telephone number and email address for each reference. Fill out the text box. If the Bidder wants to upload reference letters to the Vendor Attachments Section, enter "see attached" in the text box.

Text (Multi-Line)

1.6 Bidder shall read, fill-out and upload the Terminations, Litigation and Debarment document.

File Upload Terminations, Litigation and Debarment Document -

1.7 Is the Bidder requesting confidential treatment of specific information?

Yes/No

1.8 A Bidder requesting confidential treatment of specific information shall fully complete the form attached. In the Items Section, mark each good or service upon which the Bidder believes confidential information appears.

File Upload Form 22 - ../Attachments/QuestionAttachments/Form 22 -11.22.pdf

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

Dropdown List (Pick One)

Bidder agrees Bidder does NOT accept the Terms & Conditions (submit exceptions question)

Group 2: Terms and Conditions

2.1 Bidder shall read the RFB Definitions and enter a response.

Dropdown List (Pick One)

Bidder agrees Bidder does NOT agree to the Definitions (submit exceptions question)

Definitions - ../Attachments/QuestionAttachments/Definitions 11.22.pdf

2.2 Bidder shall read the Administrative Terms and enter a response.

Dropdown List (Pick One)

Bidder agrees Bidder does NOT accept the Terms & Conditions (submit Exceptions question)

Administrative Terms - ../Attachments/QuestionAttachments/Administrative Terms 11.22.pdf

2.3 Bidder shall read the Contract Terms & Conditions and enter a response.

Bidder agrees Bidder does NOT accept the Terms & Conditions (submit exceptions question)

Contract Terms & Conditions - ../Attachments/QuestionAttachments/Contract Terms and Conditions

2.4 Bidder shall read the Specification Terms and enter a response.

Bidder agrees

Specifications - ../Attachments/QuestionAttachments/Specifications 11.22.pdf

2.5 Bidder shall read the Terms and Conditions for SERVICES and enter a response.

Bidder agrees

Terms and Conditions for SERVICES - ../Attachments/QuestionAttachments/SERVICES Terms and

2.6 Bidder shall read the Insurance Requirements and enter a response.

Bidder agrees Bidder does NOT accept the Insurance Requirements (submit exceptions question)

Insurance Requirements - ../Attachments/QuestionAttachments/Insurance Requirements RFB.pdf

2.7 The Bidder hereby explicitly authorizes the Agency to conduct criminal history and/or other background investigation(s) of the Bidder, its officers, directors, shareholders, or partners and managerial and supervisory personnel retained by the Bidder for the performance of the resulting Contract. Bidder shall enter a response.

Dropdown List (Pick One)

Bidder agrees

2.8 Quarterly Sales Report - The Bidder shall provide a detailed quarterly report in Microsoft Excel on ALL sales made under the resulting Contract via e-mail to the Iowa Department of Administrative Services. Bidder shall enter a response.

Dropdown List (Pick One)

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

Dropdown List (Pick One)

Bidder agrees Bidder does NOT accept the Terms & Conditions (submit exceptions question)

Group 3: Payment Terms

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

Dropdown List (Pick One)

3.2 What discount will the Bidder give for payment in 30 days? Enter the discount in the text box.

If none, enter zero.

Numeric Text Box

3.3 Terms of Pcard Acceptance - The State of Iowa prefers to pay Bidders using its Purchasing Card Program (Pcard) whenever possible. Bidders accepting Pcard payments shall comply with the Terms of Pcard Acceptance.

Dropdown List (Pick One)

Bidder agrees Bidder does NOT accept the Terms & Conditions (submit exceptions question)

P-Card Acceptance - ../Attachments/QuestionAttachments/Terms of Pcard Acceptance 11.22.pdf Group 4: Snow & Ice Removal

4.1 Bidder must remove snow when it has accumulated more than 1/2 inch.

4.2 Bidder must provide ice treatment in conjunction with snow removal

4.3 Bidder must follow NCA standards for snow and ice removal and accessibility.

4.4 Bidder must provide ice treatment during freezing rain and ice storms as soon as ice begins to accumulate.

4.5 Bidder must provide spot ice treatment on hard roads, sidewalks, paths, and parking lots as requested by the Agency.

4.6 Bidder must be responsible for all materials, supplies, equipment, tools, and labor for this service.

4.7 This Service must be available throughout the year as needed by the Agency.

Group 5: Receive and Unpack Markers

5.1 Bidder must receive and unpack headstone and niche cover shipments at the Cemetery.

5.2 Bidder must follow all NCA standards and Agency guidance in unpacking the markers and preparing them for inspection by Agency personnel

5.3 Bidder must fabricate and maintain a headstone resting and inspection rack.

5.4 Bidder must be responsible for all materials, supplies, equipment, tools, and labor for this

5.5 Bidder shall be responsible for the repair and/or replacement for any breakage or damage in any form, due to the Bidder’s negligence. Such damage must be reported to the Agency immediately.

Yes/No Group 6: Destroy Unusable Headstone and Niche Covers

6.1 Bidder must destroy unusable headstones and niche covers on a continual basis, as determined and directed by the Agency.

6.2 Bidder must follow all NCA standards regarding the destruction of headstones.

6.3 Bidder must coordinate with the Agency on-site supervisor for the use of a dumpster to recycle the stone.

6.4 Bidder must be responsible for all materials, supplies, equipment, tools, and labor for this

Service Line Items Required Service Line Items

Group S1: Bid Specifications. Bidder must satisfy all the specifications to be deemed a Responsible Bidder

# Item Name, Commodity Code, Description Qty. UOM Target Price Allow

Alternates Requested Service Delivery

S1.1 Snow and Ice Removal 1 HR - Hour Confidential -

Removal from all affected areas per NCA Standards

S1.2 Destroy Unusable Headstones and Niche Covers

1 EA - Each Confidential -

Per NCA Standards

S1.3 Receive and Unpack Markers 1 EA - Each Confidential -

Per NCA Standards

Price Components There are no Price Components added to this event.