Mandatory Specifications and Requirements.pdf

State of Iowa Solicitation 005-RFB-3102-2027

Solicitation for Routine Preventative Maintenance, Corrective Repairs and Safety/Annual Inspections of Aerial Lifts

The purpose of this Request for Bids (RFB) is to solicit responsive and competitive bids from qualified Bidders to provide the services described in this RFB 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. This RFB is not intended to contain every detail or consideration that may be relevant to preparing a bid. Each Bidder is solely responsible for reviewing the solicitation and obtaining any additional information necessary to prepare a complete and responsive bid.

The State of Iowa is seeking bidders to provide routine preventative maintenance (PM), corrective repairs and safety/annual inspections for aerial lifts to include, but is not limited to, boom lifts, scissor lifts, articulating lifts, trailer-mounted lifts to ensure safe, compliant operation and maximize equipment availability. Attachment A provides listing of coverable equipment.

Additional units may be added during the life of the contract.

The resulting contract(s) is an Indefinite Delivery/Indefinite Quantity (IDIQ) contract(s) for repair and inspection services. Bidder(s) must furnish all labor, materials, equipment, supervision, testing and incidentals for task orders issued under these contracts. The State intends to award up to the three (3) lowest bidders for each of the detailed Service Locations

Zones 1-5. See Attachment B for Zone Service Location details. Any contract awarded as a result of this RFB shall be non-exclusive, and the Lead Agency and Participating Agencies reserve the right to procure similar goods or services through other contracts or procurement methods as permitted by law.

Bid Submission and Amendments

• Bidders are encouraged to Save Progress frequently, particularly after uploading documents.

• If a Bidder opens a bid after it has been certified and submitted, the bid must be certified and resubmitted. Opening the bid does not remove previously entered information or uploaded documents.

• If the Issuing Officer issues an amendment after a bid has been submitted, the Bidder must review and acknowledge the amendment, then certify and resubmit the bid. All previously submitted information and attachments will remain intact.

Instructions for Responding to an Amendment

1. Review the amendment in the solicitation.

2. Complete any newly added or revised questions in the Questions section, if applicable.

3. Acknowledge the amendment.

4. Certify and resubmit the bid before the solicitation closing date and time.

Contract Term:

The initial term of the contract(s) will begin November 1, 2026 and end October 31, 2027.

The Lead Agency shall have the sole option to renew the contract(s) upon the same or more favorable terms and conditions for up to five (5) annual extensions. The resulting contract will be available to all

State of Iowa Agencies and other eligible Political Subdivisions.

1.1 Bidder Requirements

1.1.1 All work performed by the Bidder(s) shall comply with the current Iowa Occupational

Safety and Health Standards. Bidder(s) are required to inform the Issuing Officer of any, and all, OSHA violations during the term of the contract.

1.1.2 Bidder(s) must possess sufficient resources and be capable of handling more than one contracted job at a time. Bidder(s) must have all the necessary personnel and equipment to safely work on systems and have the required certifications and licenses.

1.1.3 The Bidder(s) shall report to work site, providing all labor, tools, materials, equipment and certified personnel necessary to perform certified annual safety compliance inspections and routine preventative maintenance on all contracted items.

1.1.4 Bidder(s) must disclose any subcontractors and will remain prime responsible for performance. Subcontractors are subject to Agency written pre-approval.

1.1.5 State facilities have site-specific security and safety policies and procedures established which must be adhered to at all times. Background checks may be required per location and description of work to be performed. In advance of technician arrival at these secured location(s), Bidder shall provide, upon request of the facility, the following information:

technician/employee name, date of birth, social security number and driver’s license number for completion of background check.

1.1.6 The Bidder(s) must respond timely to service requests.

1.1.6.1 Routine Service Request

Bidder must respond and schedule work within 24 hours of Agency request.

1.1.6.2 Emergency Service Request

Emergency Service call work shall be completed/scheduled as the Facility

Manager or designee deems as necessary.

For requests in ZONE 5 - CAPTIAL COMPLEX locations: Technicians must arrive at Capital Complex locations within four (4) hours plus travel time from the point of origin to point of service after notification of an emergency call.

1.1.6.3 Preventative Maintenance and/or Annual/Competent-Person Safety

Inspection Requests

Bidder(s) shall complete PM or Annual Inspection Requests within 30 calendar days of date of Agency request.

1.2 Service Requirements

Bidder(s) services must include, but are not limited to, the following:

1.2.1 Service Types

1.2.1.1 Preventive Maintenance (PM)

Per OEM manufacturer intervals (e.g., 50/250/500/1,000 hours) and monthly/quarterly checks.

1.2.1.2 Annual/Competent-Person Safety Inspections

Full inspection and written report per OSHA 1910/1926, ANSI A92 series, and manufacturer requirements.

1.2.1.3 Corrective Repairs

Diagnose and repair faults affecting safety or operation. Bidder shall provide labor and OEM replacement, or non-OEM parts with written Agency pre-approval, as required to complete repair.

1.2.1.4 Load Testing and Functional Tests

As required by OEM manufacturer or following major repair.

1.2.1.5 Parts

Provide OEM or equivalent parts. Non-OEM parts require written pre-approval.

1.3 Bidder Responsibilities

1.3.1 Bidder shall provide qualified technicians certified on aerial lift maintenance and inspection; at least one technician with ANSI/OSHA competent-person training and OEM manufacturer-specific training for covered models.

1.3.2 Bidder shall carry all required licenses, insurance, and provide certificates on request.

1.3.3 Bidder shall furnish all necessary tooling, testing equipment, safety gear, and consumables.

1.3.4 Bidder shall maintain written procedures ensuring work follows OEM specifications, OSHA, ANSI, and local code.

1.3.5 Bidder shall Tag equipment following service/inspection with date, technician, next service date due, and any restrictions.

1.3.6 Bidder shall submit inspection and repair reports within 5 business days of service, including photos of defects/repairs, parts used, and estimated remaining life if applicable.

1.4 Agency Responsibilities

1.4.1 Agency shall provide access to equipment and facility-areas during normal business hours

(or schedule after-hours if required).

1.4.2 Agency shall notify Bidder of special hazards (e.g., confined space, hazardous materials).

1.4.3 Agency shall coordinate any required lift relocations and provide lifts fueled/charged as requested for testing.

1.5 Performance Standards and Response Times

1.5.1 Preventive Maintenance

Complete per schedule agreed upon between Bidder and Agency within the monthly window specified.

1.5.2 Routine Service Response

Within 5 business days of request.

1.5.3 Emergency Safety-Critical Response

Within 4 hours for life-safety/operational-critical failures, 24 hours for next-tier priority.

1.5.4 Workmanship

Repairs must restore equipment to OEM safe-operating condition. All replaced parts must be new unless remanufactured parts are pre-approved.

1.5.5 Cleanliness

Work areas are left clean. Waste and hazardous materials must be removed from the site per local regulations.

1.6 Deliverables

1.6.1 Pre-scheduled Preventative Maintenance (PM) calendar and confirmation notices.

1.6.2 Inspection reports (PDF) including checklist, deficiencies, recommended corrective actions, and photos.

1.6.3 Repair orders with parts list and labor hours.

1.6.4 Annual summary report to include services performed, downtime by unit, recurring defects, recommended capital replacements.

1.6.5 Equipment service tags applied to each unit.

1.7 Acceptance Criteria

1.7.1 Inspection and repair reports accepted when complete, legible, and include required photos and signatures.

1.7.2 Site acceptance of completed corrective work after functional test and agency confirmation.

1.7.3 Rework when defects are identified within 30 days of service at no additional labor cost.

1.8 Safety and Compliance

1.8.1 Bidder must follow OSHA, ANSI A92 series, manufacturer safety procedures, and agency site rules.

1.8.2 Bidder to use of fall protection, machine lockout/tagout, and authorized personnel only.

1.8.3 Bidder to provide MSDS for consumables used and properly dispose of used hydraulic fluids, batteries, and other hazardous waste per law.

1.9 Performance Metrics

1.9.1 PM completion rate ≥ 95%

1.9.2 Emergency response SLA compliance ≥ 95%

1.9.3 Report delivery within 5 business days ≥ 95%