Attachment #1 - Respondent Information Form (2).docx

This is a Respondent Information Form for Solicitation No. 185-2525-2026, issued by the Iowa Department of Management on behalf of the Iowa Department of Revenue, for a comprehensive incoming mailroom modernization system. The procurement seeks a single vendor to provide integrated hardware, software, and services to replace aging infrastructure and manual processes with an automated mailroom solution. An optional pre-proposal conference and facilities tour is scheduled for April 22, 2026, at 10:00 AM at the Hoover State Office Building in Des Moines. Written questions for clarification must be submitted by 3:00 PM on April 28, 2026, and proposals are due by 3:00 PM on June 8, 2026. The anticipated contract term runs from February 1, 2027, through January 31, 2032, with an agency option to renew for up to ten additional annual extensions. Respondents must provide accessibility conformance reports upon delivery and for any material changes to deliverables.

The Respondent Information Form requests standard business registration details including legal business name, business entity type, state of incorporation, primary and local addresses, number of employees, years in business, federal tax ID, and UEI number. Respondents currently registered to do business in Iowa must provide their registration date. The form requires disclosure of any proposed subcontractors through submission of Attachment 2 for each subcontractor. The resulting contract will be made available to state and local governments and nonprofit organizations as permissible under applicable law. Successful vendors must comply with all Iowa Department of Management policies, pay a 1.00 percent administrative fee quarterly on all sales, and submit detailed quarterly sales reports in Microsoft Excel format. Payment terms allow the state sixty days for invoice payment, with shipping required to be FOB Destination, Freight Prepaid.