IDPW Floor Mats Idaho Falls Admin Documents.docx

State of Idaho Request For Quote

1. Purpose: The Idaho Department of Public Works, Facilities Services is issuing this Request for Quote (“RFQ”) to solicit Quotes from qualified and experienced firms (“Offerors”), that can provide ongoing rental of entryway floor mats.

2. RFQ Lead: The individual listed below (referred to as “RFQ Lead”) is the sole point of contact for this solicitation. All questions, clarification, or other correspondence must be submitted in writing via email to the RFQ Lead. Offerors are prohibited from communicating with any State employee or Official regarding this RFQ or procurement.

3. Timeline: Quotes are due by 5:00 p.m. MT on: January 13, 2026 Late Quotes SHALL NOT be accepted or considered.

4. Required Submittals: Offerors must complete and submit the following Submittal Forms as part of their Quote package:

Submittal Form A – Background, Declarations, & Certifications Submittal Form B – Pricing Schedule

5. Basis of Award: Award will be made to the responsive responsible Offeror with the lowest Total Cost, as provided on Submittal Form B. The RFQ Lead may, in the State’s sole discretion, require the Offeror to provide documentation to demonstrate its responsibility. Failure to provide the requested documentation may result in the Offeror being deemed non-responsible.

6. Contract Term The initial term of the resulting contract will be one (1) year. Upon mutual, written agreement, the Contract may be renewed, extended, or amended. The anticipated total Contract term is five (5) years.

7. Submission Instructions The Quote must be submitted via IPRO (Click Here) prior to the deadline. Upload all required Submittal Forms (including Submittal Form A, Submittal Form B). Enter your Total Cost in IPRO.

EXHIBIT 1

Background Information

1. Background Information The Idaho Division of Public Works (DPW) manages state-wide construction and maintenance for state-owned facilities, including those in Idaho Falls. The state agency handles public works projects for state facilities.

2. Existing Data The Idaho Falls Facilities Services building has four (4) entrances. Only three (3) require floor mats. There are three (3) different floor mat sizes required (3x4,3x10,4x6).

EXHIBIT 2

Scope of Work

1. Summary of Scope This RFQ is for the ongoing rental and replacement of entryway mats for the Idaho Department of Public Works, Facilities Office in Idaho Falls. After the initial delivery of entryway mats, the Contractor must pick up current mats and replace them with clean mats.

2. Objectives and Expectations The objective is to supply Facilities Services with Floor mats that enhance safety by preventing slips and falls, maintain cleanliness by trapping dirt and moisture, protect floors from damage, and improve comfort for workers and visitors. Expectations include compliance with all specifications

3. Schedule & Timeline All floor mats must be replaced/exchanged once a month.

4. Delivery Location The Facilities Services Building is located at 150 Shoup Ave., Idaho Falls, ID. 83402 Agency contact for delivery is:

Agency Contact name: Lance Mangum Phone: 208-525-7259 Email: Lance.Mangum@adm.idaho.gov

5. Price Adjustment Clause Except as set forth in this section, prices shall not increase during the initial term or during any renewal or extension term. Unless accepted by the Purchasing Authority in writing, prices shall not increase between the prior term and a renewal term. The Purchasing Authority may, at its sole discretion, accept a price increase during a term or upon renewal if the Contractor provides evidence that its costs have increased due to causes beyond its control and without its fault or negligence, and that such costs were unforeseeable at the time of bidding or not contemplated in the Solicitation. Any request for a price adjustment must be submitted in writing to the Purchasing Authority, accompanied by supporting documentation, and is subject to approval. Price adjustments, if approved, shall not take effect until mutually agreed upon in a written amendment to the Contract.”

6. Billing Procedure Contractor must invoice on or before the 15th day of each month for work performed the prior month. Any invoices submitted incorrectly (any information mentioned below is missing) will be rejected until a corrected invoice has been submitted.

The invoice must include, but not be limited to:

1. Detailed form/checklist (must include at minimum: names of Contractor staff performing the work, work performed, and location the work was performed);

7. Invoice Number

Invoices and reports are to be submitted to:

Agency Contact: Lance Mangum at Lance.Mangum@adm.idaho.gov Agency Name: Department of Public Works, Facilities Services Address: 150 Shoup Ave., Idaho Falls, Idaho 83402

7. Records Maintenance Contractor shall maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records shall be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

8. Requirements The minimum mandatory specifications that bids must meet are located in Attachment 1 - Specifications. Bidders must comply with all technical and performance requirements detailed in Attachment 1 - Specifications, which forms an integral part of this ITB.

9. Estimated Quantity The estimated total quantity indicated on the Pricing Schedule is not binding on the State. The State has the right to order any quantity which the responsible department managers and/or the Manager, Purchasing Division, deem necessary during the contract period.

EXHIBIT 3

Contract

The Contract resulting from this solicitation is subject to the terms and conditions set forth in the document titled “State of Idaho Contract Terms and Conditions” attached within the Questions tab in IPRO Powered by LUMA. By executing a Contract resulting from this solicitation, the parties acknowledge and agree to be bound by all such terms and conditions as if fully set forth herein.

The Contract incorporates by reference all attachments, exhibits, and documents included in the original solicitation, as well as any selected attachments, exhibits, and materials submitted by the Contractor in response to the solicitation. Such documents form an integral part of the Contract and shall have the same force and effect as if set forth in full herein.

A sample of the Contract document is provided below.

SUBMITTAL FORM A

Background, Declarations, & Certifications

All information requested in this Submittal Form is Mandatory.

Failure to complete or respond to each question, failure to sign this Form, and failure to submit this Form may result in your Quote being deemed non-responsive.

PROJECT INFORMATION

OFFEROR INFORMATION

Company Name:

Tax Identification Number (EIN):

DUNS Number:

☐ Limited Liability Corporation (LLC) ☐ Limited Liability Partnership ☐ Sole Proprietorship ☐ Other (specify)

CONTACT INFORMATION

Individual responsible for preparing this Proposal, and who can be contacted for clarification on this Proposal

Contact Name:

Title:

Email:

Telephone:

ATTESTATION AND SIGNATURE

This Submittal must be dated and signed by an officer or agent (“Representative”) duly authorized to execute contracts for the Offeror. By my signature I accept the terms, conditions and requirements contained in the solicitation, including, but not limited to, the State of Idaho Standard Contract Terms and Conditions, and the solicitation instructions in effect at the time this RFQ was issued, as incorporated by reference into this solicitation; as well as any special terms and conditions incorporated in the solicitation documents. As the undersigned, I certify I am authorized to sign and submit this response for the named Offeror. I further acknowledge I am responsible for reviewing and acknowledging any addendums that have been issued for this solicitation.

Printed Name of Representative

Signature

Date

SUBMITTAL FORM B

Pricing Schedule

Please use the Excel Submittal Form B Pricing Schedule attachment in IPRO. The Offeror must complete all information requested in the Submittal Form. The Submittal Form must be submitted through the Idaho eProcurement System (IPRO).

Attachment 1 Specifications

These specifications are the minimum mandatory specifications that your Bid must meet in order for the State to consider your Bid for award. This proposal covers Entry Floor Mats that the State of Idaho anticipates using for the Facilities Building in Idaho Falls.

1. Rental and Replacement of Entryway Mats

1.1 Mat Specifications

All mats delivered under this Contract must meet the following specifications:

1.1.1 Mat type: interior, pile bonded to nitrile rubber backing

1.1.2 Slip-resistant style

1.1.3 Controls dust, dirt, and moisture

1.1.4 NFSI certified

1.1.5 ADA compliant

1.1.6 Color: Charcoal or of similar color such as dark gray/slat gray, brown

1.1.7 Mats must always be laundered, clean and in good condition, including but not limited to no holes, frays, tears, or stains.

1.2 Quantity and Size

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