Attachment #8 - Exceptions Template.docx

This is an Exceptions to RFP/Contract Language Form template developed by the Iowa Department of Management on behalf of the Iowa Department of Revenue for the IDR Mail Modernization procurement. The RFP, issued April 8, 2026, solicits a comprehensive incoming mailroom modernization system featuring integrated hardware, software, and services to replace aging infrastructure and manual processes. The procurement requires a single vendor to implement an automated mailroom solution designed to improve efficiency, accuracy, and security in mail and document processing. 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, with proposals 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. The resulting contract will be made available to state and local governments and nonprofit organizations as permissible under applicable law.

The form provides bidders with a structured template to document exceptions to RFP and contract language, requiring bidders to identify the specific RFP section and page, explain the exception, propose replacement language, and quantify cost savings to the agency if the proposed changes are accepted. 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 FOB Destination, Freight Prepaid. Qualified respondents must demonstrate experience processing sensitive data and implementing solutions of comparable size, and must provide accessibility conformance reports upon delivery and for any material changes to deliverables. No incumbent vendor, current contractor, or existing technology integration requirements were identified in the solicitation materials.