REQUEST FOR BIDS

RFB COVER SHEET

Administrative Information:

State Issuing Officer:

Name: Carlos Fuentes, Phone: 515‐240‐2698 E‐mail: carlos.fuentes1@iowa.gov

Mailing Address:

Iowa Department of Administrative Services Hoover State Office Building, Level 3 1305 East Walnut Street Des Moines, IA 50319‐0105

***NO LATE BIDS WILL BE ACCEPTED***

Relevant Websites

Internet website where Addenda to this RFB will be posted https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=DASIowa

Internet website where contract terms and conditions are posted https://das.iowa.gov/media/2077/download?inline https://das.iowa.gov/media/2086/download?inline

Firm Bid Terms The minimum number of days following the deadline for submitting Bids that the Bidder guarantees all Bid terms, including price, will remain firm is 120 Days.

Prosthetics, Orthotics and Orthopedic Devices and Related Services for DOC

SECTION 1 ‐ INTRODUCTION

1.1 Bidder Instructions

Bidder is to download this document and save to computer. Once saved, type in responses to the required sections and save again. Finally upload the document to IMPACS with your bid. As an option, the Bidder may print, write in responses, scan, and attach response. If this document is not attached to the bid response in IMPACS, the Bidder’s bid may be disqualified.

1.2 Purpose

The purpose of this Request for Bids (RFB) is to solicit bids from qualified providers to provide the goods and/or services described further in this RFB to the Lead Agency and any Participating Agencies. The Lead Agency intends to award a contract(s) beginning and ending on the dates listed in the IMPACS solicitation, and the Lead Agency may extend the contract(s) for up to the number of annual extensions identified in the IMPACS solicitation at the sole discretion of the Lead Agency. Any contract(s) resulting from the RFB shall not be an exclusive contract.

1.3 Request for Bid (RFB) Definitions

Definitions – For the purposes of this RFB and the resulting contract, the following terms shall mean:

“Agency” means the agency identified in the IMPACS solicitation that is issuing the RFB and any other agency that purchases from the Contract.

“Alternative Bid” means a response to a bid that does not meet the exact requirements of the specification but offers an alternative for consideration. An alternative bid is submitted with an intentional variation to a provision, specification, term or condition of the solicitation. This alternative, in the opinion of the bidder, achieves the same end result. Alternative bids may be rejected as non‐responsive.

“Bid” means the Bidder’s bid submitted in response to the RFB.

“Bidder” or “Contractor” means (as the context requires) either vendors submitting Bids in response to this RFB or the provider of the goods and services under the Resulting Contract.

“Buyer” means the individual state agency or political subdivision making a purchase pursuant to the Resulting Contract.

“Contract” means the contract(s) entered into with the successful Bidder(s).

“Lead Agency” means the agency facilitating the procurement and establishing the Contract.

“Participating Agency” or “Participating Agencies” means the agency or agencies that decides to utilize the Resulting Contract.

“Political Subdivisions” means cities, counties, and educational institutions.

“Responsible Bidder” means a Bidder that has the capability in all respects to perform the requirements of the Contract. In determining whether a Bidder is a Responsible Bidder, the Agency may consider various factors including, but not limited to, the Bidder’s competence and qualifications to provide the goods or services requested, the Bidder’s integrity and reliability, the past performance of the Bidder relative to the quality of the goods or services offered by the Bidder and the best interest of the Agency and the State.

“Responsive Bid” means a Bid that complies with each of the provisions of this RFB, or is either an alternative bid or a bid with an exception, if accepted by the Agency.

“RFB” means this Request for Bids and any addenda hereto.

“State” means the State of Iowa, the Agency identified in the IMPACS solicitation, and all state agencies, boards, and commissions, and any political subdivisions making purchases from the Contract as permitted by this RFB.

1.4 Contract Term: The term of the contract will begin December 15, 2025 and end on December 14, 2026. 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. The resulting contract will be available to all State Agencies.

1.5 Background Information

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 responsible for determining all factors necessary for submission of a comprehensive Bid.

The State of Iowa DAS Central Procurement on behalf of the Department of Corrections is soliciting proposals from qualified Bidder to provide (design, fabricate, fit, and maintain) prosthetics, orthotic and orthopedic devices and related services to incarcerated individuals from all of the nine (9) Department of Corrections institutions throughout the State of Iowa.

Bidder must provide off the shelf and custom fitting, delivery, adjustment, invoicing and billing for prosthetics, orthotic and orthopedic devices.

Current Conditions Incarcerated Individuals from the Department of Corrections are currently taken for medical treatment to the University of Iowa Hospitals & Clinics (UIHC), orthopedics department. When further work is needed to be done on prosthetics, the UIHC has an agreement with American Prosthetics & Orthotics (Limb Lab), Inc, which is housed on the North Liberty UIHC campus.

The Department of Corrections currently does not have any agreements with any Prosthetics, Orthotics and Orthopedic Devices vendors.

2025 Spend – $25,534.16 for 42 devices See Exhibit A for Usage Spreadsheet.

Summary This solicitation may be a multiple Award to provide coverage to all Iowa Department of Corrections facilities across the State (9) and any other State entity in need of the services/products requested. Any Bidder that meets the requirements of this RFB is encouraged to submit a bid.

SECTION 2 – ADMINISTRATIVE INFORMATION

2.1 Issuing Officer

The Issuing Officer identified in the IMPACS solicitation is the sole point of contact regarding the RFB from the date of issuance until selection of the successful Bidder.

2.2 Restriction on Communication

From the issue date of this RFB until announcement of the successful Bidder, Bidders may contact only the Issuing Officer. The Issuing Officer will respond only to electronic questions regarding the procurement process. Questions related to the interpretation of this RFB must be submitted as provided in the IMPACS solicitation. Oral questions related to the interpretation of this RFB will not be accepted. Bidders may be disqualified if they contact any State employee other than the Issuing Officer about the RFB except that Bidders may contact the State Targeted Small Business Office on issues related to the preference for Targeted Small Businesses.

The Agency assumes no responsibility for oral representations made by its officers or employees unless such representations are confirmed in writing and incorporated into the RFB through an addendum.

2.3 Amendment to the RFB

The Agency reserves the right to amend the RFB at any time using an addendum. The Bidder shall acknowledge receipt of all addenda in its Bid.

It is the Bidder’s sole responsibility to check daily for addenda to posted documents.

2.4 Bid Amendment and/or Withdrawal

The Bidder may amend or withdraw and resubmit its Bid at any time before the Bids are due. The amendment must be submitted on Iowa IMPACS by the Bidder to the bid and received by the time set for the receipt of Bids.

2.5 Submission of Bids

The Agency must receive the electronic Bid on: Iowa IMPACS before the “Bids Due” date and time. This is a mandatory requirement and will not be waived by the Agency. Any Bid received after this deadline will not be accepted. It is the Bidder’s responsibility to ensure the bid is received prior to the deadline. Email and faxed Bids will not be accepted.

Bidders must furnish all information necessary to enable the Agency to evaluate the Bid. Bids that fail to meet the mandatory requirements of the RFB may be rejected. Oral information provided by the Bidder shall not be considered part of the Bidder's Bid unless it is in writing.

2.6 Bid Opening

The Agency will open Bids after the deadline for submission of Bids has passed. However, the names of Bidders who submitted timely Bids will be publicly available after the Bid opening. See Iowa Code Section 72.3. The announcement of Bidders who timely submitted Bids does not mean that an individual Bid has been deemed technically compliant or accepted for evaluation.

2.7 Costs of Preparing the Bid

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

2.8 Rejection of Bids

The Agency reserves the right to reject any or all Bids, in whole and in part, received in response to this RFB at any time prior to the execution of a written Contract. Issuance of this RFB in no way constitutes a commitment by the Agency to award a Contract. This RFB is designed to provide Bidders with the information necessary to prepare a competitive Bid. This RFB process is for the Agency’s benefit and is intended to provide the Agency with competitive information to assist in the selection of a Bidder to provide goods and/or services. It is not intended to be comprehensive and each Bidder is responsible for determining all factors necessary for submission of a comprehensive Bid.

2.9 Disqualification

The Agency will reject outright and will not evaluate Bids if the Bidder fails to deliver the Bid by the due date and time. The Agency may reject outright and may not evaluate Bids for any one of the following reasons:

· The Bidder acknowledges that a requirement of the RFB cannot be met.

· The Bidder’s Bid materially changes a requirement of the RFB or the Bid is not compliant with the requirements of the RFB.

· The Bidder’s Bid limits the rights of the Agency.

· The Bidder fails to include information necessary to substantiate that it will be able to meet a requirement of the RFB.

· The Bidder fails to timely respond to the Agency’s request for information, documents, or references.

· The Bidder fails to include bid security, if required.

· The Bidder fails to include any signature, certification, authorization, stipulation, disclosure or guarantee requested.

· The Bidder presents the information requested by this RFB in a format inconsistent with the instructions of the RFB or otherwise fails to comply with the requirements of the RFB.

· The Bidder initiates unauthorized contact regarding the RFB with state employees.

· The Bidder provides misleading or inaccurate responses.

· The Bidder’s Bid is materially unbalanced.

· There is insufficient evidence (including evidence submitted by the Bidder and evidence obtained by the Agency from other sources) to satisfy the Agency that the Bidder is properly responsive and responsible to satisfy the requirements of the RFB.

· The Bidder alters the language in Certification Letter or Authorization to Release Information Letter.

· The Respondent is a “scrutinized company” included on a “scrutinized company list” created by a public fund pursuant to Iowa Code section 12J.3.

2.10 Nonmaterial Variances

The Agency reserves the right to waive or permit cure of nonmaterial variances in the Bid if, in the judgment of the Agency, it is in the Agency’s best interest to do so. Nonmaterial variances include minor informalities that do not affect responsiveness, that are merely a matter of form or format, that do not change the relative standing or otherwise prejudice other Bidders, that do not change the meaning or scope of the RFB, or that do not reflect a material change in the requirements of the RFB. In the event the Agency waives or permits cure of nonmaterial variances, such waiver or cure will not modify the RFB requirements or excuse the Bidder from full compliance with RFB specifications or other contract requirements if the Bidder is awarded the contract. The determination of materiality is in the sole discretion of the Agency.

2.11 Reference Checks

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

2.12 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, the qualifications of any subcontractor identified in the Bid, the Bidder’s financial stability, past or pending litigation, and other publicly available information.

2.13 Verification of Bid Contents

The content of a Bid submitted by a Bidder is subject to verification. If the Agency in its sole discretion determines that the content is in any way misleading or inaccurate, the Bidder may be disqualified.

2.14 Bid Clarification Process

The Agency reserves the right to contact a Bidder after the submission of Bids for the purpose of clarifying a Bid to ensure mutual understanding. This contact may include written questions, interviews, site visits, a review of past performance if the Bidder has provided goods and/or services to the State or any other political subdivision wherever located, or requests for corrective pages in the Bidder’s Bid. The Agency will not consider information received if the information materially alters the content of the Bid or alters the type of goods and/or services the Bidder is offering to the Agency. An individual authorized to legally bind the Bidder shall sign responses to any request for clarification. Responses shall be submitted to the Agency within the time specified in the Agency's request. Failure to comply with requests for additional information may result in rejection of the Bid as non‐compliant.

2.15 Disposition of Bids

All Bids become the property of the Agency and shall not be returned to the Bidder at the conclusion of the selection process, the contents of all Bids will be in the public domain and be available for inspection by interested parties except for information for which Bidder properly requests confidential treatment according to exceptions provided in Iowa Code Chapter 22 or other applicable law.

2.16 Public Records and Requests for Confidential Treatment

The Agency’s release of public records is governed by Iowa Code Chapter 22. Contractors are encouraged to familiarize themselves with Chapter 22 before submitting a Bid. The Agency will copy and produce public records upon request as required to comply with Chapter 22 and will treat all information submitted by a Contractor as non‐confidential records unless Contractor requests specific parts of the Bid be treated as confidential at the time of the submission as set forth herein AND the information is confidential under Iowa or other applicable law.

2.17 Form 22 Request for Confidentiality

FORM 22 MUST BE COMPLETED AND INCLUDED WITH CONTRACTOR’S BID. COMPLETION AND SUBMITTAL OF FORM 22 IS REQUIRED WHETHER THE BID DOES OR DOES NOT CONTAIN INFORMATION FOR WHICH CONFIDENTIAL TREATMENT WILL BE REQUESTED. FAILURE TO SUBMIT A COMPLETED FORM 22 WILL RESULT IN THE BID CONSIDERED NON‐RESPONSIVE AND NOT EVALUATED.

2.18 Copyrights

By submitting a Bid, the Bidder agrees that the Agency may copy the Bid for purposes of facilitating the evaluation of the Bid or to respond to requests for public records. The Bidder consents to such copying by submitting a Bid and warrants that such copying will 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 Bids.

2.19 Release of Claims

By submitting a Bid, the Bidder agrees that it will 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 in this RFB.

2.20 Bidder Presentations

At the sole discretion of the State, Bidders may be required to make a presentation of the Bid. The presentation may occur at the Agency’s offices or at the offices of the Bidder. The determination as to need for presentations, the location, order, and schedule of the presentations is at the sole discretion of the Agency. The presentation may include slides, graphics and other media selected by the Bidder to illustrate the Bidder’s Bid. The presentation shall not materially change the information contained in the Bid.

2.21 Evaluation of Bids Submitted

Bids that are timely submitted and are not subject to disqualification will be reviewed in accordance with the RFB.

2.22 Preference

By virtue of statutory authority, a preference will be given to products and provisions grown and coal produced within the state of Iowa. Preference application: Tied responses to solicitations, regardless of the type of solicitation, are decided in favor of Iowa products and Iowa‐based businesses per 11 IAC 117.

2.23 Determination of Responsible Bidder & Responsive Bid

All Bids will be first evaluated to determine if they comply with the bid requirements (i.e. to determine if the Bidder is a Responsible Bidder submitting a Responsive Bid). To be deemed a Responsible Bidder and a Responsive Bid, the Bid must comply with the bid format instructions and answer “Yes” to all parts and include information demonstrating the Bidder will be able to comply with the bid requirements.

2.24 Evaluation Criteria

The Agency will evaluate the Responsive Bids submitted by Responsible Bidders to determine the lowest responsible bidder(s) and will award the Contract(s) to the Bidder(s) submitting the lowest responsible bid(s) based on price.

2.25 Award Notice and Acceptance Period

Notice of Intent to Award the Contract(s) will be sent to all Bidders submitting a timely Bid and will be posted on Iowa IMPACS. Negotiation and execution of the Contract(s) shall be completed no later than thirty (30) days from the date of the Notice of Intent to Award. If the apparent successful Bidder fails to negotiate and deliver an executed contract by that date, the Agency, in its sole discretion, may cancel the award and award the Contract to the remaining Bidder the Agency believes will provide the best value to the State.

2.26 Definition of Contract

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

2.27 Choice of Law and Forum

This RFB and the Contract are to be governed by the laws of the state of Iowa. Changes in applicable laws and rules may affect the award process or the Contract. Bidders are responsible for ascertaining pertinent legal requirements and restrictions. Any and all litigation or actions commenced in connection with this RFB shall be brought in the appropriate Iowa forum.

2.28 Restrictions on Gifts and Activities

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

2.29 Appeals

A Respondent whose proposal has been timely filed and who is aggrieved by the Notice of Intent to Award of the Department may appeal the decision by emailing a written notice of appeal (in accordance with 11—Chapter 117.20, Iowa Administrative Code), to the Director of the Department of Administrative Services and carbon copy to the Issuing Officer. The notice must be filed within five days of the date of the Notice of Intent to Award issued by the Department, exclusive of Saturdays, Sundays, and legal state holidays. The written notice may be filed by fax transmission to 515.725.2064. The notice of appeal must clearly and fully identify all issues being contested by reference to the page, section, and line numbers of the RFB and/or the Notice of Intent to Award. A notice of appeal may not stay negotiations with the apparent successful Respondent.

2.30 Unit Price

If a discrepancy between the unit price and the item total exists, the unit price prevails.

2.31 Price Adjustments to Term Contract(s)

Bid prices shall remain firm the first year of the contract. Price adjustments may be taken into consideration during the contract renewal process. The State reserves the right to accept or reject any proposed price(s) changes. Requested price changes should be submitted to the Iowa Department of Administrative Services – Central Procurement, sixty (60) days prior to the contract anniversary date.

2.32 Registration

The successful Bidder will be required to register to do business in Iowa before payment can be made. For Bidder registration documents, go to: https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=DASIowa

2.33 Questions and Requests for Clarification

Bidders are invited to submit written questions and requests for clarifications regarding the RFB. The questions and requests for clarifications must be received by the Issuing Officer by date November 19, 2025 10 AM CT. Oral questions will not be permitted. If the questions and requests for clarifications pertain to a specific section of the RFB, the page and section number(s) must be referenced. Written responses to questions and requests for clarifications will be issued in the form of an addendum and sent to Bidders who received RFBs.

SECTION 3 – SPECIFICATIONS & REQUIREMENTS

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.

3.1 General Requirements

3.1.1 The awarded vendor shall provide products and/or services as required, based on provider orders originating from the following entities:

· Iowa Department of Corrections

· University of Iowa Clinics

· Other hospitals or clinical facilities as designated

3.1.2 Orders will be issued on an as-needed basis and may vary in scope and frequency depending on the needs of each requesting provider.

3.1.3 Must provide services Monday through Friday, 7:30 am to 4:00 pm, 40 hours per week. This position does not require the Bidder to work weekends, holidays, overtime or on call status.

3.1.4 Bidder must comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) Privacy Rule.

3.2 Bidder Requirements

3.2.1 Have experience in providing the required devices and services. Please include the number of devices and services administered and completed annually.

3.2.2 Have a minimum of 2 years of experience providing services.

· Resumes must submitted for all staff providing the services. See Section 3.3 for additional requirements.

3.2.3 Be in full compliance with all local, State and Federal licensing and certification at the time of Bid Response.

3.2.4 Travel to State of Iowa Department of Corrections facilities throughout the State of Iowa as required by the State and patient.

3.3 Key Personnel Education and Experience

3.3.1 List the key personnel who will be providing services under this contract. Bidder must provide resumes, titles, and a copy of the license(s) issued by the State of Iowa Licensure. Iowa Licensure Statue and Definition of O&P Terms 148F.pdf (iowa.gov)

3.3.2 Work and communicate with the State staff and incarcerated individuals to meet their needs in a polite, courteous, and cooperative manner. Bidder must participate in a team approach to prosthetics, orthotic and orthopedic services with State medical providers. The Bidder must work closely with Department staff and ordering physician.

3.3.3 Have knowledge of the principles and practices of prosthetics, orthotic and orthopedic devices and related services and the ability to diagnose conditions and disorders and develop treatment methods, techniques, theories, applications and procedures.

3.3.4 Have the ability to execute treatment plans through other professionals and adjust plans when necessary.

3.3.5 Personnel are expected to utilize established Department of Corrections medical procedures and policies and guidelines found at: https://doc.iowa.gov/about-us/public-policies

3.4 Service Requirements: Bidder must have the ability to perform the services as described in below:

3.4.1 Services provided for the incarcerated individuals of the Department of Corrections must be provided at UIHC and other hospital/clinics throughout the State, vendor locations, and at any of the 9 DOC sites.

3.4.2 Examine incarcerated individuals to diagnose and prescribe prosthetics, orthotic and orthopedic devices as necessary. Conducts individual prosthetics, orthotic and orthopedic devices and related services examinations, prescribes devices.

3.4.3 Determine when patient referral is necessary. All referrals from the University of Iowa physicians must be approved by a physician employed by the Department of Corrections. Referrals may also be made directly from a physician employed by the Department of Corrections.

3.4.4 Develop treatment plans for incarcerated individual and assume responsibility for plan execution.

3.4.5 Provide current staffing plan in bid response.

3.4.6 Provide a list of addresses of all Iowa locations they will be providing service under the resulting Contract.

3.4.7 Indicate how Bidder prefers to receive the State consultation request(s); i.e: email, phone, online request etc.

3.4.8 Provide State medical staff with incarcerated individual recommendations and device and service pricing.

3.4.9 Perform and complete initial patient fitting and alignment for devices.

3.4.10 Perform and complete final fitting of patient for devices.

3.4.11 Provide on-site fitting and adjustments to State facilities for custom items.

3.4.12 Indicate if Bidder offers mobile, on-site care to State institutions or if Bidder only offers office visits.

3.5 Documentation

3.5.1 Provide documentation for each incarcerated individual referred and all treatment provided and all the services and devices received. After service completion, the Bidder must document including, without limitation the following minimum information:

· a diagnostic note, including measurements taken for any custom brace;

· a treatment note indicating the following:

· The specific product delivered

· Fittings and adjustments completed

· Patient and/or family education provided, i.e. explain to the patient/caretaker how any necessary adjustments to the equipment will be completed

· An objective statement commenting on how the orthotic fits

· The legible signature of the Bidder personnel providing the services. The Bidder must clarify and supplement the documentation for adjustments or as requested by the department. The foregoing requirements are in addition to any documentation requirements the Bidder must satisfy as a licensed provider.

3.6 Other Responsibilities/Facility Rules

3.6.1 State Medical Staff must authorize all services and devices recommended by Bidder before an order is placed. These services will be reviewed by a State Physician staff.

3.6.2 Maintain an open line of communication with the DOC Health Services Administrator.

3.6.3 Scheduling of individual patients is the ultimate responsibility of State Health Services staff. State will schedule and coordinate appointments with Bidder. The scheduled appointments will be mutually agreed upon by Bidder and State. Cancellation of appointments by the State will not incur charges from the Bidder.

3.6.4 Once the DOC has scheduled an appointment for an Incarcerated Individuals, the physician's order and a completed payment authorization form will be faxed to the Bidder office where the services will be provided.

3.6.5 State facilities have specific security and safety policies and procedures established which must be adhered to at all times, per their instructions.

· Bidder personnel must:

· Provide to the facilities designated contact(s) the following information in advance of being admitted in site: name, date of birth, social security number, driver’s license number (background checks may be required), location and description of work to be performed.

· Comply with security imposed by the Department of Corrections at all times while on the premises; Bidder specifically submits and agrees to allow background searches. Background searches will be conducted by the Department of Corrections and the DCI of all Bidder personnel employees that will be present at DOC Facilities.

· Required to watch training video regarding Department of Correction proper protocol when working with offenders.

· May be required to pass through a security check before entering the facility. All cell phones and sharp objects will remain with security.

· Personnel who have contact with incarcerated individuals while performing the duties are required to be informed and trained on their responsibilities under the State of Iowa zero tolerance policy regarding sexual abuse and sexual harassment prevention, detection, and response policies and procedures. (PREA Training).

· Informed how to report such incidents to the State. The level and type of training provided must be based on the services they provide and the level of contact they have with offenders.

· Proper Conduct: Adhere to proper conduct at all times. Proper conduct is meant to include, but must not be limited to the following: There must be no weapons, drugs or alcohol on the premises. No smoking on the premises unless there is a designated smoking area and the smoking is conducted in such area. No secured doors left open or unlocked. The Bidder must conduct business in a professional manner at all times.

· Storage: Store all materials, tools and equipment only in areas designated by the State. The Bidder must keep those areas clean and clear of combustible materials and waste. The Bidder must provide adequate facilities for the storage of waste materials and rubbish prior to removal from the site. Debris, surplus materials, equipment, etc., may need to be removed periodically, depending on the State’s needs. No tools or equipment must be left unattended. The Bidder must be solely responsible for damage, loss or liability due to theft or vandalism of materials, tools and equipment.

3.7 Equipment and Devices: Provide custom and off-the-shelf prosthetic and orthotic devices for patients. Bidder must have adequate equipment and supply stocks available to meet the needs of the State.

3.7.1 Catalog

· Supply the Bidder full line of prosthetics, orthotic, orthopedic equipment and devices catalog in their Bid response in electronic form and a link to a current website.

· Provide electronic copy of both the latest Bidder catalog. Bidder may comply with the requirement for an electronic version by providing temporary access to a searchable electronic version of their catalog.

· After Contract award, Bidder must distribute their updated catalog(s) of supplies in a timely manner as they become effective electronically or with ongoing access to a Bidder website. Bidder agrees to notify State when products are discontinued, or have been modified so as to be different than published descriptions.

3.7.2 Pricing and Discount

· The State is requesting a percentage discount by category for the Bidder full line of their prosthetics, orthotic, orthopedic equipment and devices catalog with unit pricing, discount percentage offered from MSRP.

· Provide electronic copy of the most current effective, nationally published MSRP price list. Bidder may comply with the requirement for an electronic version by providing temporary access to a searchable electronic version of their catalog and price list. After Contract award, Bidder must distribute updated MRSP lists in a timely manner as they become effective.

· For purposes of cost comparison, discounts offered by Bidder above will be applied to the Bidder MSRP price list. Bid response must allow the State to apply the discounts offered to the current list MSRP lists in order to calculate net price to the State for any supplies in the current price list. The State will provide a market basket for the evaluation of the category discounts.

· Failure by a Bidder to indicate a discount percentage for an item in the Bidder catalog or price list may be cause for rejection of the Bid response or may be cause for the State to evaluate the item at the current catalog list price.

3.7.3 Discounts

· All discounts offered must remain firm or higher during the term of the contract. The percentage discount must not decrease for all updates or revisions of Bidder price schedule during the life of the resulting Contract and any subsequent contract renewals; however, Bidder may increase the discount at any time. New devices added to the catalog(s) or replacement supplies are to be discounted at the same (or greater) rate as similar supplies or replaced supplies.

· Additional Discounts: Bidder may include additional volume, cumulative and other price discount terms that may be defined by the Bidder. Indicate where any additional or separate discounts are available, based on large quantity purchases in Bid response. Additional discounts are not mandatory.

· No product substitutions or order cancellations are allowed without prior written approval from the State.

3.7.4 Maintenance and Repair

· Provide maintenance and repair for patient devices after original fitting and delivery completed. Bidder must include maintenance and repair policy in Bid Response.

3.7.5 Warranty

· Include warranty information documentation or link to website for equipment and devices.

3.8 Ordering

3.8.1 Orders are to be placed directly with the Bidder by a State employee.

3.8.2 Provide a toll-free phone number, email address, and Internet-based ordering system for any order placement, order inquiry, price, and availability inquiries for use by the State to place orders.

3.8.3 Orders will be accepted via email, online or by phone. Bidder may enter the link in the Bid response to online order system for review.

3.8.4 All Bidder may provide an internet site for on‐line ordering accessible by both the State and the DAS Central Procurement, for the resulting contract. All Internet‐based ordering mechanisms provided must be free of charge and must comply with the state’s Pcard protocol.

3.8.5 Email an order confirmation to the State placing the order within twenty-four (24) hours after receipt of the order. This service must be available from all Bidder who accept purchase orders via phone, fax, email or website at no additional charge to the State. Internet based orders will receive confirmation via email.

3.8.6 Quotes

· Provide requesting Agencies quotes for catalog items per discount percentage.

· Bidder quote must include the list price and the discounted price on the quote.

· Bidder must provide quote to requesting Agencies within twenty-four (24) business hours of receipt.

· Provide requesting Agencies quotes for custom devices.

· Bidder quotes must include the itemized list pricing on the quote and discount price.

· Bidder must provide quote to requesting Agencies within twenty-four (24) business hours of receipt.

3.8.7 Stock

· Provide a list of on-par inventory of devices kept in stock.

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

3.9 Delivery

3.9.1 Provide all shipping FOB Destination, Freight Prepaid. Delivery charges must not be allowed for items shipped from a 3rd party vendor.

3.9.2 Label shipped package with the ship-to address, contact person. The package must include a packing slip with the purchase order number, ship to information, product description, item number and quantity. The packing slip may also include the invoiced price.

3.9.3 Contractor Error Returns

· Returns necessary because of because of defects, quality problems, duplicated shipments, outdated product, breakage, or other issues related to Bidder shall be inspected within fifteen (15) business days and be returned at the Bidder’s expense within thirty (30) business days after receipt of notification from the Ordering Entity, with no restocking charge.

· If the original packaging cannot be utilized for the return, Bidder must supply the Ordering Entity with appropriate return packaging within a thirty (30) business day period after notification. Postage must be paid by Bidder, who shall issue an appropriate label via e-mail and Bidder shall assume the risk of loss in transit. Returned product shall be replaced either with acceptable equipment or supplies, or the Ordering Entity must receive a credit or refund for the purchase price, at the Ordering Entity’s discretion.

· If damaged product, over-shipments, or duplicate order products are not removed within thirty (30) calendar days of written notification from the User, the State reserves the right to dispose of them at its discretion and will not be held liable for the cost.

· Credits for returned products shall be made in full within thirty (30) calendar days of Contractor’s receipt of returned goods.

3.9.4 Bidder Error Returns

Returns necessary because of because of quality problems, duplicated shipments, outdated product, breakage, or other issues related to Bidder must be inspected within fifteen (15) business days and be returned at the Bidder expense within thirty (30) business days after receipt of notification from the State, with no restocking or transportation charges.

3.10 Security

3.10.1 The Bidder must at a minimum, comply where applicable with the following security and privacy requirements:

3.10.2 Personal Information Security Breach Protection Iowa Code 715c.

3.10.3 State of Iowa Enterprise IT Security Standards: https://ocio.iowa.gov/standards

3.10.4 Health Information Technology for Economic and Clinical Health Act (HITECH Act); Enacted under ARA (Pub.L.111-5).

3.10.5 Health Insurance Portability and Accountability Act (HIPAA) of 1996 (P.L.104-191): 45 CFR Part 160, 45 CFR Part 164.

3.11 Invoicing and Billing

3.11.1 Once the Department of Corrections has scheduled an appointment for an incarcerated individual, the physician's order and a completed payment authorization form (approved by the State) must be emailed/faxed to the Bidder office where the services will be provided.

3.11.2 All Services and products provided to the Department of Corrections must be billed at the current Medicare allowable rates to the institution that the incarcerated individuals currently housed at.