Quote 209- Detention Supplies.pdf

POLK COUNTY PROCUREMENT AND PURCHASING DIVISION

REQUEST FOR QUOTATION

QUOTE NO. 209-2526

DETENTION SUPPLIES FOR POLK COUNTY JAIL

AND JUVENILE DETENTION FACILITIES

TABLE OF CONTENTS

Section Page

Table of Contents

Part I – Vendor Information

Part II – Terms and Conditions

Part III – Specifications

Signature Page

Attachment A- Quote Form

PART I

VENDOR INFORMATION

1.1 Purpose

A. The reason for this request is to secure quotations for Detention Supplies for the Polk County Jail and Juvenile Detention Facilities.

B. This Request For Quotation (RFQ) provides instructions for those interested in supplying the requirements of this quote.

1.2 Inquiries

A. Inquiries concerning this RFQ must be directed to:

https://www.bidnetdirect.com/iowa/polkcounty.

B. In all cases, no verbal communications shall override written communications or the contents of this RFQ.

1.3 Receiving of Quotations

A. Quotes will be allowed until 2:00 p.m. CST, Thursday, May 27, 2025. After which, the response platform on BidNet Direct will be closed and cannot be reopened for any reason.

B. Quotes are to be submitted to:

https://www.bidnetdirect.com/iowa/polkcounty

1.4 Filing of Quotations

A. Electronic Submittals will be accepted only via BidNetDirect.com until 2:00 p.m. CST on May 27, 2025. At one (1) minute after due date and time, the RFQ posting will be closed and moved to the “Closed Bids” tab on the Polk County BidNet page. This cannot be reopened. The Polk County Procurement and Purchasing Division accepts no responsibility for delays in the receipt of your quotation for any reason. If Procurement determines that it is in the best interest of the county to extend a due date, an addendum will be posted to the RFQ on BidNet.com.

B. The quote and any clarification to the quote shall be signed by an officer of the offering firm or a designated agent empowered to bind the firm in contract.

1.5 Delay in Receipt of Quotation

Neither Polk County nor the Procurement and Purchasing Division, will accept any responsibility for any delay or delinquency in the receipt of quotations. The responsibility for timely quotation submission rests solely and entirely with the firm/individual.

1.6 Rejection of Quotations

Procurement reserves the right to reject any or all quotations in whole or in part, to waive irregularities, and to accept proposals which appear to be in the interest of Polk County.

1.7 Reporting of Anticompetitive Practices

When for any reason collusion or other anti-competitive practices are suspected among any vendors, Procurement shall prepare a notice of the relevant facts which shall be transmitted to the County Attorney’s Office for review and possible involvement.

1.8 Iowa Preference

By virtue of statutory authority, a preference will be given to products and provisions grown and produced within the State of Iowa and to Iowa domestic labor.

1.9 Polk County Board of Supervisors Policy Statement

Polk County, Iowa will, to the greatest extent practical and in the best interest of the citizens of Polk County, Iowa at Polk County’s discretion, provide a preference for the purchase, acquisition or use of goods, services, materials, products, supplies or provisions produced in, (or has main offices within) Polk County, the State of Iowa and the United States of America, in that order, (including but not limited to iron, aluminum, steel, cement, and other manufactured products) The requirements of this section must be included in all subawards including all contracts and purchase orders.

If it is determined that this provision would cause a denial of funds from the United States government which would otherwise be available, or would be inconsistent with requirements of federal law, Polk County may suspend this Preference only to the extent necessary to prevent the denial of such funds or to eliminate the inconsistency with federal requirements.

1.10 Payment Terms

Polk County is not able to make any pre-payments except in emergency situations and/or a supplemental grant stipulates this is allowed/required. Payments will be made net 30 days after receiving an invoice or pay application that includes detailed information of goods and services provided. Invoices may only be submitted for services rendered and goods received.

1.11 Sustainability and Climate Initiatives

Please include a statement of your company’s environmental sustainability initiatives and/or short- and long-term goals to reduce the effects of climate change and create more sustainable business practices. If your company has received any accolades or awards for environmental initiatives, please indicate. Please also list any relevant affiliations or partnerships with climate positive impact organizations.

PART II

TERMS AND CONDITIONS

2.1 Termination

A. The owner may terminate this contract with or without cause by giving thirty (30) days notice.

B. Vendor will be paid for services completed.

2.2 Changes

Changes in provisions or services to be furnished under this quotation may be made only in writing and must be approved mutually by the vendor and Polk County Procurement Supervisor.

2.3 Immunity From Liability

Every person party to this agreement is hereby notified and agrees that Polk County, the using agency and any funding source for the using agency are immune from liability and suit for or from vendor's activities involving third parties and arising from this quotation.

2.4 Conflicts Between Terms

Polk County reserves the right to accept or reject any exception taken by the vendor to the terms and conditions of this Request For Quotation.

2.5 Waiver of Informalities

Polk County reserves the right to waive any and all informalities in quotations, if such waiver does not substantially change the offer or provide a competitive advantage to any vendor.

2.6 Taxes - State and Local

A. Polk County is exempt from federal, state, and local sales and use tax on the equipment, parts supplied, or services pursuant to this contract.

B. Quote prices shall be all inclusive of delivery, storage, fuel surcharges, etc., in your final price.

2.7 Exclusive Agreement

The agreement, which results from this quote solicitation, constitutes the exclusive agreement between parties and incorporates the provisions of these terms and conditions, and supersedes any previous agreements, either written or oral. The terms and conditions hereof may not be altered without prior written consent of both parties.

2.8 Remedies Upon Default

In any case where the vendor has failed to deliver or has delivered nonconforming goods or services, the Procurement and Purchasing Division shall provide a cure notice. If after notice the vendor continues to be in default, Polk County may procure goods or services in substitution from another source and charge the difference between the contracted price and the market price to the defaulting vendor.

2.9 Acts of God

A. Vendor shall not be considered to be in default under this agreement, if performance is delayed or made impossible by an act of God, floods, fires, strikes, and similar events;

but in each such case, the delay or impossibility must be beyond the control and without the fault or negligence of vendor.

B. It shall be the responsibility of the vendor to promptly advise the Procurement and

Purchasing Division of the delay. Polk County may elect to cancel all orders on file with the vendor and place the order with another vendor.

2.10 Subcontractors

Successful vendors shall be responsible for all acts and performance of any subcontractor or secondary suppliers that the successful vendor may engage for the completion of the terms of this quotation. A delay that results from a subcontractor's conduct, negligence, or failure to perform shall not exempt the vendor from default remedies. Successful vendor shall be responsible for payment to all subcontractors or secondary suppliers.

2.11 Assignment

Vendors may not assign contracts or purchase orders to any party (including financial institutions) without written permission of the Procurement Supervisor.

2.12 Title To Goods

Vendor warrants that the goods procured hereunder are free from all liens, claims, or encumbrances.

2.13 Indemnification

The Vendor shall indemnify, defend and hold harmless Polk County, Iowa, its elected and appointed officials, employees, volunteers, agents, their predecessors, successors and assigns from and against any and all liabilities, claims, disputes, demands, lawsuits, damages, judgments, losses, costs and expenses, including without limitation reasonable legal and accounting fees, asserted or recovered from the County by reason of or resulting from any injury or damages to persons, including but not limited to personal injury, bodily injury including death, mental injury, emotional injury, loss of function of mind and or body, loss of consortium, pain or suffering; or damages to any property, including but not limited to any loss of use thereof, loss of earnings and/or economic damages arising out of or are in any way connected with terms of this Agreement, including but not limited to Vendor acts, errors, and or omissions, negligence, default or mismanagement of Vendor, its employees, agents or subcontractors in the performance of any of Vendor Duties imposed by this Agreement, or by law. This provision shall survive the expiration or termination of this Agreement.

2.14 Discrimination and Affirmative Action

Vendor shall comply with the provisions of federal, state, and local laws and regulations to ensure that no employee or applicant for employment is discriminated against because of race, religion, color, sex, age, sexual orientation, gender identity, national origin, creed, genetic information, disability, veteran or military service. Vendor shall ensure that all authorized sub vendors comply with the provisions of this clause.

2.15 Protest Process

The procuring agency must make every effort to make award recommendations in a fair, open, ethical, and transparent manner. In the event that a vendor feels that an “Intent to Award” has been made unfairly or improperly, the vendor has the right to protest that “Intent to Award” within three (3) days of receiving the notification of award. If a protest has been filed before the opening of bids (pre-bid protest must be submitted at least 48 business hours prior to bid opening), the procurement administrator should not open bids prior to the resolution of the protest, unless the Procurement Division has given approval to open the bids on the basis of an emergency situation.

Formal protests must be submitted in writing to the procurement supervisor. The procurement supervisor will meet with the staff administering the procurement and all evaluation team members and respond in writing with a formal decision which will include explanation of how the decision was derived. If the protest is approved, the Procurement Division will notify all vendors and may issue an addendum to the original bid, extend the due date, terminate the bid and re-issue, eliminate any or all respondents based on a “Non-Responsive” and/or “Non- Responsible” determination, and/or change the “Intent to Award” to a different respondent based on the findings of the protest investigation. The decision of the procurement supervisor is final.

PART III

SPECIFICATIONS

3.1 Quote Form

A. Attachment A- Quote Form, shall be submitted as an excel spreadsheet. Please bid as specified. Alterations to quote form may subject vendor to disqualification.

B. There are two separate tabs on the Quote Form marked “Clothing Items” and “Supplies- Hygiene.” Vendors shall provide pricing on either or both tabs. One vendor will be awarded to each tab. Vendor must quote all items on either tab to be considered compliant.

C. Pricing shall be inclusive of all charges. Additional charges such as surcharges or tariff fees will not be accepted within the initial 6-month term. Polk County will not accept price increases.

3.2 Product Delivery

A. Vendor(s) shall deliver exact quantities of the item ordered at the time agreed upon.

Purchase Order Numbers shall be referenced on any and all documentation, including packing slips.

B. Product shall be delivered to:

Polk County Juvenile Detention 1548 Hull Avenue Des Moines, Iowa 50316

OR

Polk County Jail 1985 NE 51st Place Des Moines, Iowa 50313

3.3 Product Orders

A. Product will be ordered on an as needed basis. Orders will be made approximately once a month.

B. It is expected that the awarded vendor(s) will carry all products necessary to fill orders.

C. Quantities provided are approximate and may be adjusted upward or downward based on usage.

D. Should other items not listed, be later requested by the using department, prices will be subject to negotiation at the time of request.

E. Any products to be found unsatisfactory will be replaced in a timely manner by the

Vendor at no cost to the County.

3.4 Special Requirements

A. Quotes shall be submitted on the items specified. Vendors may be required to submit samples of any or all of the items quoted upon for examination, at no cost to the County, either prior to the award or before shipments are made.

B. All items shall meet the expectations of the Polk County Sheriff’s Office and Juvenile

Detention Facility.

3.5 Award

A. Awards will be based upon lowest responsive and responsible vendor(s).

B. The following groups will be awarded to one (1) vendor:

Clothing Items

Supply-Hygiene Items

C. The successful Vendor(s) will be required to hold prices for the entire agreement term of June 1, 2025 through November 30, 2025.

D. Price increases on any items, during the term of this agreement, will not be accepted and any attempt to increase prices will result in Polk County awarding those items to the next lowest initial bidder.

E. Polk County will award the quote based on our review for quality and service expectations and what is deemed to be in the interest of the County.

F. The Polk County Procurement and Purchasing Division may offer the option to three (3) six (6) month extensions, if service and products are satisfactory and reasonable pricing can be negotiated.

SIGNATURE PAGE

MUST BE INCLUDED WITH ATTACHMENT A- QUOTE FORM

The undersigned, an authorized representative of___________________(vendor), does hereby state that the Vendor acknowledges, understands and certifies compliance with the following Requirements:

A. NONCOLLUSION

This proposal or bid is genuine and not collusive or sham; that said vendor has not colluded, conspired, connived, or agreed, directly or indirectly, with any vendor or person to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference with any person, to fix the bid price of affiant or of any other vendor, and that all statements in said proposal or bid are true.

B. EQUAL EMPLOYMENT AND NONDISCRIMINATION

Vendor and all subcontractors shall comply with the relevant provisions of federal, state and local laws and regulations to ensure that no employee or applicant for employment is discriminated against because of race, religion, color, sex, age, sexual orientation, gender identity, national origin, creed, genetic information, disability, veteran or military service.

C. DEBARMENT

Vendor shall not have been suspended or debarred from a federal project.

I further acknowledge receipt of Addenda #______________through #________________.

Name (Please Print)

Authorized Signature _________________________________________Date Note: This proposal Form needs to be signed by an authorized person.

Title Phone

Email Reminder: Proposal form needs to be filled out COMPLETELY or is subject to rejection. Refer to section 1.4 Filing of Quotations.