RFP116.dat

REQUEST FOR PROPOSAL SUBMISSION DOCUMENT

RFP Cover Sheet

Administrative Information:

IOWA PRISON INDUSTRIES

406 North High Street

Anamosa, IA 52205

Purchasing Agent: RUTHANNE MOSSER

Name: Iowa Prison Industries

Mailing Address: Office of Purchasing

406 North High Street

Anamosa, IA 52205

Phone: 319-462-3706

Email : ruthanne.mosser@iowa.gov

Questions regarding this RFP due in writing by email

Answers will be posted on the IPI website

Bid Proposals Due 02/08/2024 02/15/2024 03/01/2024

Number of Copies of Bid Proposals Required to be Submitted:

MUST BE EMAILED TO: iowaprisonindbids@iowa.gov

Firm Bid Proposal Terms Minimum Number of Days following the deadline for submitting bid proposals that the Contractor guarantees all bid proposal terms, including price, will remain firm:

minimum # of days:

Section 1 Introduction & Administrative Information

1.1 Purpose

The purpose of this Request for Proposal is to solicit bids from qualified providers to provide the goods and/or services identified on the RFP cover sheet and in the attached specification and delivery instructions. Any contract(s) resulting from the RFP shall not be an exclusive contract.

1.2 Instructions to Bidder

For further clarifications and directions in responding to this Request for Proposal refer to the RFP Clarifications Document posted at the Iowa Prison Industries website www.iaprisonind.com under Purchasing, Bids & Proposals. Click on the above referenced RFP number. Some items described in the RFP Clarifications Document may or may not be required at the time of submission by Bidder and may be required by Iowa Prison Industries at a later date. All submission requirements for this Request for Proposal will be identified within this Request for Proposal Submission Document.

1.3 Procurement Timetable The dates provided in the procurement timetable on the RFP cover sheet are provided for informational and planning purposes; however, Iowa Prison Industries reserves the right to change the dates. If Iowa Prison Industries changes any of the deadlines for Vendor submissions, Iowa Prison Industries will issue Addenda to the RFP. Bidders are advised to check the IPI website for such addenda postings.

1.4 Submission of Bid Proposals Iowa Prison Industries must receive the Bid Proposal at the email address identified on the RFP Cover Sheet before or on the bid proposal due date listed on the RFP cover sheet. This is a mandatory requirement.

Contractors must furnish all information necessary to evaluate the Bid Proposal. Bid proposals that fail to meet the mandatory requirements of the RFP may be disqualified. Verbal information provided by the Contractor shall not be considered part of the Contractor's Bid Proposal unless it is reduced to writing.

If a Contractor proposes more than one method of meeting these requirements, each shall be labeled and submitted separately. Each will be evaluated separately.

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

All bids shall become the property of IPI and shall not be returned.

1.5 Bid Proposal Opening

Iowa Prison Industries will open Bid Proposals after the deadline for submission of Bid Proposals has passed. The Bid Proposals will remain confidential until the Evaluation Committee has reviewed all of the Bid Proposals submitted in response to this RFP and Iowa Prison Industries has announced a notice of intent to award a contract. See Iowa Code Section 72.3. The names of Contractors who submitted timely Bid Proposals will be publicly available after the Bid Proposal opening. The announcement of Contractors who timely submitted Bid Proposals does not mean that an individual Bid Proposal has been deemed technically compliant or accepted for evaluation.

1.6 Rejection of Bid Proposals Iowa Prison Industries reserves the right to reject any or all Bid Proposals, in whole and in part, received in response to this RFP at any time prior to the execution of a written contract. Issuance of this RFP in no way constitutes a commitment by Iowa Prison Industries to award a contract.

1.7 Acceptance of Terms and Conditions

The Contractor shall specifically agree that the Bid Proposal is predicated upon the acceptance of all terms and conditions stated in the RFP. If the Contractor objects to any term or condition, the Contractor must specifically refer to the RFP page, and section. Objections or responses that materially alter the RFP may be deemed non-responsive and disqualify the Contractor.

1.8 Certification Letter

The Contractor shall sign and submit with the Bid Proposal the document included as Attachment #1 (Certification Letter) in which the Contractor shall make the certifications included in Attachment #1.

1.9 Authorization to Release Information

The Contractor shall sign and submit with the Bid Proposal the document included as Attachment #2 (Authorization to Release Information Letter) in which the Contractor authorizes the release of information to Iowa Prison Industries.

1.10 Firm Bid Proposal Terms

By submitting a response to this RFP, the Contractor guarantees the availability of the goods and/or services offered and that all Bid Proposal terms, including price, will remain firm a minimum of 60 days following the deadline for submitting Bid Proposals.

A 30-day notice must be given when changing any pricing or details of the contract.

Tied Responses

Tied responses to solicitations, regardless of the type of solicitation, are decided in favor of Iowa products and Iowa-based businesses.

Preference

By virtue of statutory authority, a preference will be given to products 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 105.5(1)-(2), 105.12(4).

SECTION 2

SPECIFICATIONS AND TECHNICAL REQUIREMENTS

2.1 Specifications

IPI is seeking to establish a contract to provide products and service for various dispensing equipment and proportioners for 15 different Ware Wash and Laundry facilities located within the state of Iowa. These facilities are either Correctional Facilities (Prisons) or Prison-run facilities for mental health, veterans or disabilities.

There are multiple lists associated with this proposal: 1. List of equipment and service locations

2. Products currently being used with quantities and current prices. 3. All of the SDS sheets for these products will also be included.

2.2 Service Requirements

Provide a Product/Service Technician to install dispensing equipment and service all facilities

(see attachment for locations, make and model of equipment, and number of service calls to be performed on a regular basis.)

Provide technical expertise regarding all chemical products, product use, SDS information and appropriate washing, sanitizing and disinfecting techniques for a wide range of ware wash/ laundry equipment.

Instruct and Train personnel on the proper use of the equipment and provided products. If new equipment is required, it will be provided by the vendor at no cost to Iowa Prison Industries or the facility.

Respond to trouble or service calls within 4 hours by phone or email when contact is made from one of the facilities managers or designated contact. Contractor must be able to send a representative to the facility within 24 hours of a reported problem and fix the reported issue.

Supplier shall be responsible for damage to facility equipment caused by direct use of provided product.

Supplier shall be responsible for the removal of all products and equipment at the end of the contract, if needed. A full credit will be allowed, including for partial cases of unopened containers.

Supplier's assigned technician shall have the ability to inspect mechanical equipment and point out necessary repairs.

Customer service representative assigned to IPI shall assist with delivery concerns, damaged product, incomplete orders, concerns related to Service Technician service, and more.

Regularly Schedule Service calls - Dietary

This checkup shall include, but is not limited to: adjusting rinse solution strength as required, cleaning/rinsing/washing manifold arms, checking all valves for proper functioning. Supplier shall furnish, at each checkup, a written report to include: Titration %, Temperature of pre-wash tank, Temperature of wash tank, Temperature of rinse tank, Rinse solution strength, Time for wash cycle, Time for rinse cycle, Water hardness, Curtain condition, Rinse and wash pressure, Corrective action taken (if any). Report shall be provided to facility contact within 48 hours of checkup service. If immediate concern is present, direct, onsite communication shall occur with the facility contact to develop a corrective action plan.

Regularly Schedule Service calls - Laundry

This checkup shall include, but is not limited to: maintaining of dispensing equipment, adjusting titration of chemicals.

Supplier shall furnish, at each checkup, a written report to include: Any dispenser repairs or adjustments, titration %, water hardness, corrective action taken (if any). Report shall be provided to facility contact within 48 hours of checkup service. If immediate concern is present, direct, onsite communication shall occur with the facility contact to develop a corrective action plan.

The successful Contractor shall provide the goods and/or services to Iowa Prison Industries and to Buyers issuing Purchase Instruments against the Resulting Contract in accordance with the technical specifications defined on the specification/technical data sheets or on the RFP Price Sheet included in this bid package. Bid Proposals must identify any deviations from the requirements of this RFP or requirements the Contractor cannot satisfy. Any deviations from the requirements of Section 2 or any requirement of other Sections that the Contractor cannot satisfy may disqualify the Contractor.

There are two types of requirements addressed in these specifications:

· Mandatory Requirements: A successful Contractor must be able to satisfy all these requirements to be deemed a Responsible Contractor.

· Scored Technical Requirements: Proposals which pass the Mandatory Requirements review will be reviewed by the evaluation committee and scored in accordance with the evaluation criteria. Compliance with the Scored Technical Requirements is also mandatory.

The successful Contractor shall be obligated to provide all goods and/or services specified in this Section.

2.3 Mandatory Requirements:

1.

RFP must be received by email by the date listed on the 1st page of the instructions.

2.

Price Sheet must be fully completed and signed. Price sheets from the vendor must include price per unit and be a delivered price or a separate freight must be included. By signature on the price sheet you are guaranteeing that the service requirements will be met as outlined in section 2.2

3.

Certification Letter (Attachment #1) must be completed and signed.

4.

Authorization to Release Information Letter (Attachment #2) must be completed and signed.

5.

Compliance with Scored Technical Requirements.

2.4 Scored Technical Requirements

All items listed below are mandatory Scored Technical Requirements. They will be evaluated and scored by the evaluation committee. All requirements must be met and there will be a minimum score required for Contractors to be deemed responsive and responsible.

Mandatory Scored Technical Requirements

1. Contractors experience providing services and products to similar customer base

2. Overall cost to IPI

3. On-site service capabilities

4. Proposed products and their ability to meet specifications

5. Value-add capabilities for IPI's inmate training program

6. Reference

Attachment # 1 Certification Letter

02/01/2024 Ruthanne Mosser, Purchasing Agent Iowa Prison Industries

Re:

Request for Proposal #116

PROPOSAL CERTIFICATIONS

Dear Ms. Mosser:

I certify that the contents of the Bid Proposal submitted on behalf of ____________________________ in response to Iowa Prison Industries for Proposal #116 are true and accurate. I also certify that ___________________________________ has not made any knowingly false statements in its Bid Proposal.

Certification of Independence

By submitting a Bid Proposal in response to Iowa Prison Industries Request for Proposal #116 for Ware wash and Laundry Products and Service, I certify the following:

1.

The Bid Proposal has been developed independently, without consultation, communication or agreement with any employee or consultant to Iowa Prison Industries who has worked on the development of this RFP, or with any person serving as a member of the evaluation committee.

2.

The Bid Proposal has been developed independently, without consultation, communication or agreement with any other Contractor or parties for the purpose of restricting competition.

3.

Unless otherwise required by law, the information found in the Bid Proposal has not been knowingly disclosed and will not be knowingly disclosed prior to the award of the contract, directly or indirectly, to any other Contractor.

4.

No attempt has been made or will be made by _______________________________ to induce any other Contractor to submit or not to submit a Bid Proposal for the purpose restricting competition.

5.

No relationship exists or will exist during the contract period between _______________________________________ and Iowa Prison Industries that interferes with fair competition or as a conflict of interest.

Certification Regarding Debarment

6.

I certify that, to the best of my knowledge, __________________________________ and all of its principals: (a) are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by a Federal Agency or Prison Agency; (b) have not within a three year period preceding this Bid Proposal been convicted of, or had a civil judgment rendered against them form commission of fraud, or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, Prison, or local) transaction or contract under a public transaction, violation of antitrust statutes or commission of embezzlement, theft, forgery, falsification or destruction of records, making false statements, or receiving stolen property; (c) are not presently indicted for or other criminally or civilly charged by a government entity (federal, Prison, or local) with the commission of any of the offenses enumerated in (b) of this certification; and (d) have not within a three year period preceding this Bid Proposal had one or more public transactions (federal, Prison, or local) terminated for cause.

This certification is a material representation of fact upon which Iowa Prison Industries has relied upon when this transaction was entered into. If it is later determined that the undersigned knowingly rendered an erroneous certification, in addition to other remedies available, Iowa Prison Industries may pursue available remedies including suspension, debarment, or termination of the contract.

Certification Regarding Registration, Collection, and Remission of Sales and Use Tax

7.

Pursuant to Iowa Code sections 423.2(10) & 423.5(8) (2005 Code Supp.) a retailer in Iowa or a retailer maintaining a business in Iowa that enters into a contract with a Prison agency must register, collect, and remit Iowa sales tax and Iowa use tax levied under Iowa Code chapter 423 on all sales of tangible personal property and enumerated services. The Act also requires Contractors to certify their compliance with sales tax registration, collection, and remission requirements and provides potential consequences if the certification is false or fraudulent.

By submitting a Bid Proposal in response to Iowa Prison Industries Request for Proposal #116 Ware wash and Laundry Products and Service, the undersigned certifies the following: (check the applicable box)

· _______________________________ is registered with the Iowa Department of Revenue, collects, and remits Iowa sales and use taxes as required by Iowa Code chapter 432; or

· _______________________________ is not a “retailer” or a “retailer maintaining a place of business in this Prison” as those terms are defined in Iowa Code subsections 423.1(42) & (43).

____________________________________ also acknowledges that Iowa Prison Industries may declare the ____________________________________ bid or resulting contract void if the above certification is false. The _____________________________ also understands that fraudulent certification may result in Iowa Prison Industries or its representative filing for damages for breach of contract.

Sincerely, [Name and Title] Attachment #2 Authorization to Release Information Letter

02/01/2024 Ruthanne Mosser Iowa Prison Industries

Re:

Request for Proposal # 116

AUTHORIZATION TO RELEASE INFORMATION

Dear Ms. Mosser:

_______________________________ hereby authorizes Iowa Prison Industries or a member of the Evaluation Committee to obtain information regarding its performance on other contracts, agreements or other business arrangements, its business reputation, and any other matter pertinent to evaluation and the selection of a successful Contractor in response to Request for Proposal #116.

The Contractor acknowledges that it may not agree with the information and opinions given by such person or entity in response to a reference request. The Contractor acknowledges that the information and opinions given by such person or entity may hurt its chances to receive contract awards from Iowa Prison Industries or may otherwise hurt its reputation or operations. The Contractor is willing to take that risk.

The Contractor hereby releases, acquits and forever discharges the Prison of Iowa, Iowa Prison Industries, their officers, directors, employees and agents from any and all liability whatsoever, including all claims, demands and causes of action of every nature and kind affecting the undersigned that it may have or ever claim to have relating to information, data, opinions, and references obtained by Iowa Prison Industries or the Evaluation Committee in the evaluation and selection of a successful Contractor in response to Request for Proposal #_______.

The Contractor authorizes representatives of Iowa Prison Industries or the Evaluation Committee to contact any and all of the persons, entities, and references which are, directly or indirectly, listed, submitted, or referenced in the undersigned's Bid Proposal submitted in response to Request for Proposal #_______.

The Contractor further authorizes any and all persons, entities to provide information, data, and opinions with regard to the undersigned's performance under any contract, agreement, or other business arrangement, the undersigned's ability to perform, the undersigned’s business reputation, and any other matter pertinent to the evaluation of the undersigned. The undersigned hereby releases, acquits and forever discharges any such person or entity and their officers, directors, employees and agents from any and all liability whatsoever, including all claims, demands and causes of action of every nature and kind affecting the undersigned that it may have or ever claim to have relating to information, data, opinions, and references supplied to Iowa Prison Industries or the Evaluation Committee in the evaluation and selection of a successful Contractor in response to Request for Proposal #_______.

A photocopy or facsimile of this signed Authorization is as valid as an original.

Sincerely, [Printed Name of Contractor Organization]

[Name and Title of Authorized Representative]

Date

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