Mandatory Requirements and Specifications Document.pdf

MANDATORY SPECIFICATIONS AND REQUIREMENTS

005-RFB-2921-2027

SECTION 1 – BACKGROUND

1.1 Background:

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 response for determining all factors necessary for submission of a comprehensive Bid. The Lead Agency may choose to award to multiple Bidders. Any contract(s) resulting from the RFB shall not be an exclusive contract.

The State of Iowa is seeking eligible bidders for Institutional Footwear – Canvas, Deck and Sandals. Various State of Iowa Agencies and Political Subdivisions provide footwear to incarcerated individuals and residents in multiple facilities. The contract(s) will be available to all State Agencies and Political Subdivisions.

Usage for the past 12 months reflects a minimum of the following:

• Canvas shoes – 2540 pairs.

• Deck Shoes – 1032 pairs.

• Other Like-items – limited quantities

SECTION 2 – CONTRACT TERM

2.1 Contract Term:

The term of the contract will begin 12/1/2026 and end on 11/30/2027. The agency shall have the sole option to renew the contract upon the same or more favorable terms and conditions, for up to five (5) annual extensions.

SECTION 3 – SPECIFICATIONS

All items listed in this Section are Bid Specifications. A successful Bidder must be able to satisfy all these specifications to be deemed a Responsible Bidder.

Samples may be requested by the contracting official during the evaluation process. If requested, the Bidder shall provide two samples of the requested item(s) at no charge to the State for testing purposes and can be returned at the vendor’s expense. The samples will be evaluated by the State for design and durability.

3.1 General Requirements

3.1.1 Bidder shall require no minimum order quantities or total order amount from the Agencies.

3.1.2 All products delivered shall be fully guaranteed to be free of defect, first quality, and no seconds or irregulars shall be accepted.

3.1.3 All products shall be new, first quality, unused and without flaws or defects that adversely affect appearance, durability, fit and function, shall be first quality and no seconds or irregulars shall be accepted.

3.1.4 All sizes shall be industry standard and meet criteria according to the Federal

Commercial Standard. Bidder shall not deviate from sizes ordered. All sizes shall be standard and run true-to-size.

3.1.5 The Bidder shall certify that the product offered shall be equal to or greater quality than specified in this bid.

3.1.6 Bidder shall have the necessary production facility or inventory to be able to provide below list of items to the Agency in a timely manner and in full accordance with the material specifications in Section 3.2 and 3.3.

3.1.7 In the event that the manufacturer makes noticeable changes to an item, or an item currently on Contract is discontinued by the manufacturer, the Bidder shall notify the issuing officers of this RFB or DAS Central Procurement immediately within fifteen (15) days. Failure to do so immediately may result in cancellation or termination of the Contract.

3.2 Pricing

Bidder shall enter a price for each commodity line per each. If case purchasing requirements exist, please detail in response. Bidder shall provide supporting documentation for each item bid. Information to be included:

• Style/SKU/Item Number

• Color(s) available

• Size(s) available

• Number of each/case as applicable

• Photo or catalog specification page for each item Bid

• Price per pair

3.3 Samples

Bidder shall provide Samples of the quoted items, at Agency request, for all commodity lines. Samples shall be provided at no charge to the State for testing purposes and can be returned at the Bidder’s expense. Samples submitted in response to this RFB shall meet or exceed all specifications listed for each commodity line. The items will be evaluated visually to verify specifications were met.

3.4 Order Processing

3.4.1 Orders shall be accepted via phone, email or online. Bidders may enter the link to an internet site for on-line ordering with the State Pcard. All Internet-based ordering mechanisms provided shall be free of charge and shall comply with the state’s Pcard protocol.

3.4.2 Bidder shall provide requesting Agencies quotes for catalog products per discount percentage. Bidder quotes shall include the list price and the discounted price on the quote. Bidder shall provide quote to requesting Agencies within twenty-four (24) business hours of receipt.

3.4.3 The Bidder shall email an order confirmation to the Agency when an order has been placed within twenty-four (24) hours following receipt of the order. This email service shall be available from all Bidders who accept purchase orders via phone or email at no additional charge to the Agency. Internet-based orders will receive confirmation via email.

3.5 Acceptance and Returns

3.5.1 All items found to be defective or not in accordance with specifications related to this RFB, although accepted through oversight or otherwise, within thirty (30) days of receipt shall be returned and replaced free of charge at the Bidders expense including all transportation and restocking costs.

3.5.2 Bidder shall have the ability to resolve any questions or problems and correct all order errors within Thirty (30) days of receipt of order to Agency. The State of Iowa shall not be assessed restocking charges or any other form or return charges.

3.5.3 Bidder shall provide a detailed packing slip with all deliveries.

3.6 Customer Service Requirements

Bidder Customer Service shall respond to all inquiries from the Agency within twenty-four (24) hours of receipt of inquiry.

3.7 Backorders

Bidder shall notify the Agency within twenty-four (24) hours by email when an item or order is on backorder or out of stock once the Bidder is aware of the backorder. This email notification shall be available from all Bidders who accept orders.

3.8 Stock Buyout

The State of Iowa will not buyout any Bidder’s stock or inventory at the end of the resulting contract.

3.9 Item-specific Requirements

Line-item specification requirements:

• Men’s and Women’s Low-top Canvas Shoe - Tie o Heavy Duty, Double Lined Canvas Upper o Fully Stitched Cushion Insole o Non-skid rubber sole with rubber toe cap o Must be available in tie closure.

o Available in Sizes 6-16 both full and half sizes.

o Must be available in wide width.

o Colors: Black and White

• Men’s and Women’s Low-top Canvas Shoe - Velcro o Heavy Duty, Double Lined Canvas Upper o Fully Stitched Cushion Insole o Non-skid rubber sole with rubber toe cap o Must be available in Velcro closure.

o Available in Sizes 6-16 both full and half sizes.

o Must be available in wide width.

o Colors: Black and White

• Men’s and Women’s Deck Shoe o Heavy Duty, Double Layer 7 oz Low Top Canvas-Upper Shoe o Cushion insole o Non-skid rubber sole o Must be Slip-on Style Shoe o Available in Sizes 6-16 - Whole Sizes only o Colors: Black, Navy and Orange

• Men’s and Women’s Slip-On Polyvinylchloride (PVC) Sandal o Slip On PVC Sandal o One-Piece Flexible Construction o Must be Autoclavable o Non-skid, Non-marking design o Available in sizes 7-16 - Whole Sizes only.

o Colors: Tan, White and Orange

• Men’s and Women’s V-Strap Thong Type Sandal o V-Strap Thong Sandal o 1/2" v-strap with reinforced shaft o 1/2" sole o Available in whole sizes only.

o Color: White top, Black sole.

• % Discount on Footwear in balance of vendor catalog.

o Will your company offer a % discount on like-items in your vendor catalog not detailed above? If so, what % discount off list price will you offer?