FWBP-OPS-24-002 Janitorial Services - Cedar Rapids.docx

Kim Reynolds

GOVERNOR

Adam Gregg

LT. GOVERNOR

Kelly Garcia

DIRECTOR

INFORMAL COMPETITIVE SOLICITATION FWBP-OPS-24-002

JANITORIAL SERVICES IN THE CEDAR RAPIDS IV-E OFFICE

Introduction In accordance with the informal competition procedures provided for in 11 Iowa Administrative Code rule 118.9, the Department of Health and Human Services (Agency) is seeking a vendor to provide Janitorial Services in the IV-E office located at 411 3rd St. SE, Suite 240, Cedar Rapids, IA 52401. See Attachment A Floor Plan for office space details (only the highlighted section).

Duration The Agency anticipates that the initial term of any resulting contract will be approximately 12 ½ months beginning on June 17, 2024, through June 30, 2025, with the ability to extend the contract for 4 additional 1-year terms. The Agency will have the sole discretion to extend the contract.

Informal Solicitation Timetable There are no exceptions to any deadlines for the Bidder; however, the Agency reserves the right to change the dates. Times provided are in Central Time.

Section 1 Background and Scope of Work

1.1 Background.

This contract will be to provide Janitorial Services in the Cedar Rapids IV-E office where no services are currently being provided.

1.2 Informal Solicitation General Definitions.

When appearing as capitalized terms in this informal solicitation, including attachments, the following quoted terms (and the plural thereof, when appropriate) have the meanings set forth in this section.

“Agency” means the Iowa Department of Health and Human Services.

“Bid Proposal” or “Proposal” means the Bidder’s proposal submitted in response to this informal solicitation.

“Bidder” means the entity that submits a Bid Proposal in response to this informal solicitation.

“Contractor” means the Bidder who enters into a Contract as a result of this informal solicitation.

“Deliverables” means all of the services, goods, products, work, work product, data (including data collected on behalf of the Agency), items, materials and property to be created, developed, produced, delivered, performed, or provided by or on behalf of, or made available through, the Contractor (or any agent, contractor or subcontractor of the Contractor) in connection with any contract resulting from this informal solicitation.

“Janitorial Services” means the services included in Attachment B Janitorial Bid Specs.

“Invoice” means a Contractor’s claim for payment. At the Agency’s discretion, claims may be submitted on an original invoice from the Contractor or may be submitted on a claim form accepted by the Agency, such as a General Accounting Expenditure (GAX) form.

1.3 Scope of Work.

1.3.1 Deliverables.

The Contractor shall provide the following:

1. Janitorial Services

a) Provide Janitorial Services for the Cedar Rapids IV-E office including but not limited to:

i) Spot clean glass at entry door;

ii) Empty all waste receptacles and replace liners if torn/wet;

iii) Wipe/dust all flat/open surfaces including, but not limited to:

(1) personal workspaces/desks

(2) tables

(3) windowsills

(4) tops of cabinets;

iv) Vacuum any mats; and

v) Sweep and mop all hard floors

b) Provide all labor, cleaning products, and equipment required to complete Janitorial Services.

c) Provide Janitorial Services one (1) day per week, unless otherwise noted on Attachment B Janitorial Bid Specs during non-office hours, on weekdays after 4:30 pm, or on weekends.

i) The Contractor shall only enter the Cedar Rapids IV-E office during the agreed upon days and times unless given prior authorization from the Agency.

ii) Only janitorial staff who are assigned to clean shall enter the Cedar Rapids IV-E office. Family members and friends are not allowed inside the Cedar Rapids IV-E office at any time.

2. Communication Plan

a) Within the first 30 days of contract execution, the Contractor and the IV-E office supervisor or designee shall discuss and agree upon a communication plan that each party will follow regarding any issues that arise.

3. Facility Security

a) The Contractor shall ensure that all entrances and exits utilized in the course of gaining access to the facility for the purposes of this Contract are secured during the Contractor’s use and exiting of the facility.

b) If keys or codes to the facility’s locks provided by the Agency and under the control or use of the Contractor become lost, stolen, or compromised; or if a lock becomes damaged (e.g., a broken-off key) as a result of the Contractor’s control or use, the Contractor shall be responsible for the cost of re-keying, re-coding, or otherwise repairing or replacing the locks (as determined by the Agency).

c) Janitorial staff shall annually sign Attachment G Confidentiality Statement.

1.3.2 Performance Measures.

The Contractor shall:

PM1: Provide Janitorial Services at a 90% acceptable service level as determined by the Agency through quarterly inspection using Attachment H, Janitorial Service Monitoring Report, by the office supervisor or designee in relation to thoroughness, cleanliness, and other designators of qualities as considered standard for the janitorial service industry.

PM2: Respond to 95% of a contact from the IV-E office supervisor or designee no later than 4:30 p.m. of the following business day in a manner agreed upon by the Contractor and Agency.

1.3.3 Agency Responsibilities.

1. Provide Contractor with keys or codes to the facility's locks.

1.3.4 Contract Payment Methodology.

The Contractor will be paid monthly after Agency has confirmed deliverables have been met.

Basic Information About the Informal Solicitation Process

2.1 Issuing Officer.

The Issuing Officer is the sole point of contact regarding the informal solicitation from the date of issuance until selection of the successful Bidder. The Issuing Officer for this informal solicitation is:

Melanie Mathes Hoover State Office Building 1305 E. Walnut St.

Des Moines, IA 50319 Phone: 515-377-0344 mmathes@dhs.state.ia.us

2.2 Restriction on Bidder Communication.

From the issue date of this informal solicitation until announcement of the successful Bidder, the Issuing Officer is the point of contact. There may be no communication regarding this informal solicitation with any State employee other than the Issuing Officer, except at the direction of the Issuing Officer or as otherwise noted in the informal solicitation. This section shall not be construed as restricting communications related to the administration of any contract currently in effect between a Contractor and the Agency.

The Issuing Officer will respond only to questions regarding the procurement process. Questions pertaining to the interpretation of this solicitation may be submitted in accordance with the Questions, Requests for Clarification, and Suggested Changes section of this solicitation.

2.3 Reserved. (Bidders’ Conference)

2.4 Questions, Requests for Clarification, and Suggested Changes.

Bidders are invited to submit written questions, requests for clarifications, and/or suggestions for changes to the specifications of this informal solicitation (hereafter “Questions”) using Attachment C Q&A Document by the due date and time provided in the Informal Solicitation Timetable. Bidders are not permitted to include assumptions in their Bid Proposals. Instead, Bidders shall address any perceived ambiguity regarding this solicitation through the question and answer process. Bidders shall submit questions to the Issuing Officer by email. The Bidder may wish to request confirmation of receipt from the Issuing Officer to ensure delivery. Do not submit questions by mail, shipping service, or hand delivery.

The Agency will provide responses to written questions to bidders who have received the informal solicitation or who have contacted the Agency to request a copy of the Agency’s responses. Agency responses may be in electronic format. The Agency assumes no responsibility for verbal representations made by its officers or employees unless such representations are confirmed in writing and incorporated into the solicitation. In addition, the Agency’s written responses to Questions will not be considered part of the solicitation. If the Agency decides to change the solicitation, the Agency will issue an amendment.

2.5 Submission of Bid Proposal.

Each Bidder is responsible for ensuring that the Issuing Officer receives the Bid Proposal by the time and date specified in the Informal Solicitation Timetable at the email address provided in the solicitation for the Issuing Officer. The Agency will not waive this mandatory requirement. Any Bid Proposal received after this deadline will be rejected and will not be evaluated.

Bid Proposals are to be submitted in accordance with the Bid Proposal Formatting section of this solicitation. Bid Proposals may not be hand-delivered to the Issuing Officer. Rather, Bid Proposals are to be submitted to the Issuing Officer via email.

2.6 Amendment to the Informal Solicitation and Bid Proposal.

Each Bidder is responsible for ensuring that the Issuing Officer receives the Bid Proposal and any permitted amendments by the established deadlines at the email address provided in the solicitation for the Issuing Officer. Amendments must be received utilizing the same delivery method as set forth in the solicitation for the submission of the original Bid Proposal.

Bidders may amend a previously submitted Bid Proposal at any time before the bid submission date and time. Any such amendment must be in writing and signed by the Bidder. The Bidder shall provide the same number of copies of the amended Bid Proposal as is required for the original Bid Proposal, for both hardcopy and electronic copies, in accordance with Attachment D Bid Proposal Response Template.

The Agency reserves the right to amend or provide clarifications to the informal solicitation at any time. Amendments will be provided to the bidders who received the informal solicitation and those who have contacted the Agency about the informal solicitation. If the amendment occurs after the closing date for receipt of bid Proposals, the Agency may, in its sole discretion, allow Bidders to amend their Bid Proposals.

2.7 Withdrawal of Bid Proposal.

The Bidder may withdraw its Bid Proposal prior to the closing date for receipt of Bid Proposals by submitting a written request to withdraw signed by the Bidder, scanned, then emailed to the Issuing Officer. The Bidder should request confirmation of receipt of the email from the issuing Officer to ensure delivery.

2.8 Costs of Preparing the Bid Proposal.

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

2.9 Rejection of Bid Proposals.

The Agency reserves the right to reject any or all Bid Proposals, in whole and in part, and to cancel this solicitation at any time prior to the execution of a written contract. Issuance of this solicitation in no way constitutes a commitment by the Agency to award or enter into a contract.

2.10 Review of Bid Proposals.

Only Bidders that meet the mandatory requirements and are not subject to disqualification will be considered for award of a contract.

2.10.1 Mandatory Requirements.

Bidders must meet these mandatory requirements or will be disqualified and not considered for award of a contract:

· The Issuing Officer must receive the Bid Proposal, and any amendments thereof, prior to or on the due date and time (See Sections 2.5).

· The Bidder is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from receiving federal funding by any federal department or agency.

2.10.2 Reasons Proposals May be Disqualified.

Bidders are expected to follow the specifications set forth in this informal solicitation. However, it is not the Agency’s intent to disqualify Bid Proposals that suffer from correctible flaws. At the same time, it is important to maintain fairness to all Bidders in the procurement process. Therefore, the Agency reserves the discretion to permit cure of variances, waive variances, or disqualify Bid Proposals for reasons that include, but may not be limited to, the following:

· Bidder initiates unauthorized contact regarding this informal solicitation with employees other than the Issuing Officer (See Section 2.1);

· Bidder fails, in the Agency’s opinion, to include the content required for this informal solicitation;

· Bidder fails to submit Attachment D Bid Proposal Response Template containing all signatures (See Section 2.5);

· Bidder marks entire Bid Proposal confidential, makes excessive claims for confidential treatment, or identifies pricing information in the Cost Proposal as confidential (See Attachment D Bid Proposal Response Template);

· Bidder includes assumptions in its Bid Proposal (See Section 2.4); or

· Bidder fails to respond to the Agency’s request for clarifications, information, documents, or references that the Agency may make at any point in this process.

· Bidder is a “scrutinized company” included on a “scrutinized company list” created by a public fund pursuant to Iowa Code §12J. This list is maintained by the Iowa Public Employees’ Retirement System. The list is currently found here: https://ipers.org/investments/restrictions.

The determination of whether or not to disqualify a proposal and not consider it for award of a contract for any of these reasons, or to waive or permit cure of variances in Bid Proposals, is at the sole discretion of the Agency. No Bidder shall obtain any right by virtue of the Agency’s election to not exercise that discretion. In the event the Agency waives or permits cure of variances, such waiver or cure will not modify the informal solicitation specifications or excuse the Bidder from full compliance with the informal solicitation specifications or other contract requirements if the Bidder enters into a contract.

2.11 Bid Proposal Clarification Process.

The Agency may request clarifications from Bidders for the purpose of resolving ambiguities or questioning information presented in the Bid Proposals. Clarifications may occur throughout the Bid Proposal evaluation process. Clarification responses shall be in writing and shall address only the information requested. Responses shall be submitted to the Agency within the time stipulated at the occasion of the request.

2.12 Verification of Bid Proposal Contents.

The contents of a Bid Proposal submitted by a Bidder are subject to verification.

2.13 Reference Checks.

The Agency reserves the right to contact any reference to assist in the evaluation of the Bid Proposal, to verify information contained in the Bid Proposal, to discuss the Bidder’s qualifications, and/or to discuss the qualifications of any subcontractor identified in the Bid Proposal.

2.14 Information from Other Sources.

The Agency reserves the right to obtain and consider information from other sources concerning a Bidder, such as the Bidder’s capability and performance under other contracts, and the Bidder’s authority and ability to conduct business in the State of Iowa. Such other sources may include subject matter experts.

By submitting a proposal in response to this informal solicitation, the Bidder authorizes any person or entity, public or private, having any information concerning the Bidder’s background, including but not limited to its performance history regarding its prior rendering of services similar to those detailed in this solicitation, to release such information to the Agency.

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 Agency or may otherwise hurt its reputation or operations. The Bidder is willing to take that risk. The Bidder agrees to release all persons, entities, the Agency, and the State of Iowa from any liability whatsoever that may be incurred in releasing this information or using this information.

2.15 Criminal History and Background Investigation.

The Agency reserves the right to conduct criminal history and other background investigations 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. The Agency reserves the right to conduct criminal history and other background investigations of the Bidder’s staff and subcontractors providing services under the resulting contract.

2.16 Disposition of Bid Proposals.

Opened Bid Proposals become the property of the Agency and will not be returned to the Bidder. Upon issuance of the Notice of Intent to Award, the contents of all Bid Proposals will be in the public domain and be open to inspection by interested parties subject to exceptions provided in Iowa Code chapter 22 or other applicable law.

2.17 Public Records and Request for Confidential Treatment.

Original information submitted by a Bidder may be treated as public information by the Agency following the conclusion of the selection process unless the Bidder properly requests that information be treated as confidential at the time of submitting the Bid Proposal. See Attachment D Bid Proposal Response Template for the proper method for making such requests. The Agency’s release of information is governed by Iowa Code chapter 22. Bidders are encouraged to familiarize themselves with Chapter 22 before submitting a Bid Proposal. The Agency will copy public records as required to comply with public records laws.

The Agency will treat the information marked confidential as confidential information to the extent such information is determined confidential under Iowa Code chapter 22 or other applicable law by a court of competent jurisdiction In the event the Agency receives a request for information marked confidential, written notice shall be given to the Bidder seventy-two (72) hours prior to the release of the information to allow the Bidder to seek injunctive relief pursuant to Iowa Code § 22.5 or 22.8.

The Bidder’s failure to request confidential treatment of material pursuant to this section and the relevant law will be deemed, by the Agency and State personnel, as a waiver of any right to confidentiality that the Bidder may have had.

2.18 Copyrights.

By submitting a Bid Proposal, the Bidder agrees that the Agency may copy the Bid Proposal for purposes of facilitating the evaluation of the Bid Proposal or to respond to requests for public records. By submitting a Bid Proposal, the Bidder acknowledges that additional copies may be produced and distributed, and represents and warrants that such copying does not violate the rights of any third party. The Agency shall have the right to use ideas or adaptations of ideas that are presented in the Bid Proposals.

2.19 Release of Claims.

By submitting a Bid Proposal, the Bidder agrees that it shall not bring any claim or cause of action against the Agency based on any misunderstanding concerning the information provided herein or concerning the Agency's failure, negligent or otherwise, to provide the Bidder with pertinent information as intended by this informal solicitation.

2.20 Notice of Intent to Award.

Notice of Intent to Award will be sent to all Bidders that submitted a Bid Proposal by the due date and time. The Notice of Intent to Award does not constitute the formation of a contract between the Agency and the apparent successful Bidder.

2.21 Acceptance Period.

The Agency shall make a good faith effort to negotiate and execute the contract. If the apparent successful Bidder fails to negotiate and execute a contract, the Agency may, in its sole discretion, revoke the Notice of Intent to Award and negotiate a contract with another bidder or withdraw the informal solicitation. The Agency further reserves the right to cancel the Notice of Intent to Award at any time prior to the execution of a written contract.

2.22 Review of Notice of Disqualification or Notice of Intent to Award Decision.

Bidders may request reconsideration of either a notice of disqualification or notice of intent to award decision by submitting a written request to the Agency:

Bureau Chief c/o Bureau of Service Contract Support Lucas State Office Building 321 E. 12th St., 6th Fl.

email: reconsiderationrequest@dhs.state.ia.us

The Agency must receive the written request for reconsideration within five days from the date of the notice of disqualification or notice of intent to award decision, whichever is earlier. The written request may be emailed or delivered by postal service or other shipping service. Do not deliver any requests for reconsideration to the office in person. It is the Bidder’s responsibility to assure delivery of the request for reconsideration by the deadline. Postmarking or submission to a shipping service by the due date shall not substitute for actual receipt of a request for reconsideration by the Agency.

The request for reconsideration shall clearly and fully identify all issues being contested by reference to the page and section number of this informal solicitation. If a bidder submitted multiple Bid Proposals and requests that the Agency reconsider a notice of disqualification or notice of intent to award decision for more than one Bid Proposal, a separate written request shall be submitted for each. At the Agency’s discretion, requests for reconsideration from the same Bidder may be reviewed separately or combined into one response. The Agency will expeditiously address the request for reconsideration and issue a decision. The Bidder may choose to file an appeal with the Agency within five days of the date of the decision on reconsideration in accordance with Iowa Admin. Code r. 441-7.41 et seq.

2.23 Definition of Contract.

The full execution of a written contract shall constitute the making of a contract for services and no Bidder shall acquire any legal or equitable rights relative to the contract services until the contract has been fully executed by the apparent successful Bidder and the Agency.

2.24 Choice of Law and Forum.

This solicitation and the resulting contract are governed by the laws of the State of Iowa without giving effect to the conflicts of law provisions thereof. Changes in applicable laws and rules may affect the negotiation and contracting process and the resulting contract. Bidders are responsible for ascertaining pertinent legal requirements and restrictions. Any and all litigation or actions commenced in connection with this informal solicitation shall be brought and maintained in the appropriate Iowa forum.

2.25 Restrictions on Gifts and Activities.

Iowa Code chapter 68B restricts gifts that may be given or received by state employees and requires certain individuals to disclose information concerning their activities with state government. Bidders must determine the applicability of this Chapter to their activities and comply with the requirements. In addition, pursuant to Iowa Code § 722.1, it is a felony offense to bribe or attempt to bribe a public official.

2.26 Exclusivity.

Any contract resulting from this informal solicitation shall not be an exclusive contract.

2.27 No Minimum Guaranteed.

The Agency anticipates that the selected Bidder will provide services as requested by the Agency. The Agency does not guarantee that any minimum compensation will be paid to the Bidder or any minimum usage of the Bidder’s services.

2.28 Use of Subcontractors.

The Agency acknowledges that the selected Bidder may contract with third parties for the performance of any of the Contractor’s obligations. The Agency reserves the right to provide prior approval for any subcontractor used to perform services under any contract that may result from this informal solicitation.

2.29 Bidder Continuing Disclosure Requirement.

To the extent that Bidders are required to report incidents when responding to this informal solicitation related to damages, penalties, disincentives, administrative or regulatory proceedings, founded child or dependent adult abuse, or felony convictions, these matters are subject to continuing disclosure to the Agency. Incidents occurring after submission of a Bid Proposal, and with respect to the successful Bidder after the execution of a contract, shall be disclosed in a timely manner in a written statement to the Agency. For purposes of this subsection, timely means within thirty (30) days from the date of conviction, regardless of appeal rights.

Section 3 Evaluation of Bid Proposals

3.1 Introduction.

This section describes the evaluation process that will be used to determine which Bid Proposal provides the greatest benefit to the Agency. When making this determination, the Agency will not necessarily award a contract to the bidder offering the lowest cost to the Agency or to the bidder with the highest point total. Rather, a contract will be awarded to the bidder that offers the greatest benefit to the Agency.

3.2 Evaluation Committee.

The Agency intends to conduct a comprehensive, fair, and impartial evaluation of Bid Proposals received in response to this informal procurement. In making this determination, the Agency will be represented by an evaluation committee.

3.3 Proposal Scoring and Evaluation Criteria.

The evaluation committee will use the method described in this section to assist with initially determining the relative merits of each Bid Proposal.

Scoring Guide.

Points will be assigned to each evaluation component as follows, unless otherwise designated:

Technical Proposal Components.

When Bid Proposals are evaluated, the total points for each component are comprised of the component’s assigned weight multiplied by the score the Bid Proposal earns. Points for all components will be added together. The evaluation components, including maximum points that may be awarded, are as follows:

Total Possible Points

Scoring of Cost Proposal Pricing.

Cost Proposal pricing will be scored based on a ratio of the lowest Cost Proposal versus the cost of each higher priced Bid Proposal. Under this formula, the lowest Cost Proposal receives all of the points assigned to pricing. A Cost Proposal twice as expensive as the lowest Cost Proposal would earn half of the available points. The formula is:

Weighted Cost Score = (price of lowest Cost Proposal/price of each higher priced Cost Proposal) X (points assigned to pricing) Total Points Assigned to Pricing: 200.

Total Points Possible for Technical and Cost Proposals: 900.

3.4 Recommendation of the Evaluation Committee.

The evaluation committee shall present a final ranking and recommendation(s) to the Division Director for consideration. In making this recommendation, the committee is not bound by any scores or scoring system used to assist with initially determining the relative merits of each Bid Proposal. This recommendation may include, but is not limited to, the name of one or more bidders recommended for selection or a recommendation that no bidder be selected. The Division Director shall consider the committee’s recommendation when making the final decision, but is not bound by the recommendation.

ATTACHMENTS SPECIFIC TO THIS INFORMAL SOLICITATION

Attachment A: Floor Plan Attachment B: Janitorial Bid Specs Attachment C: Q&A Document Attachment D: Bid Proposal Response Template Attachment E: Cost Proposal Template Attachment F: Sample Contract Attachment G: Confidentiality Statement Attachment H: Janitorial Service Monitoring Report image1.jpeg