Courier Services for Des Moines Metro Area

Location:	Iowa
Posted:	Apr 29, 2026
Due:	May 25, 2026
Agency:	State Government of Iowa
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services V - Transportation, Travel and Relocation Services
Solicitation No:	005-RFB-2445-2026
Publication URL:	To access bid details, please log in.

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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.

3.1 Courier Service Requirements

A successful Bidder must be able to provide all services and deliverables as required, described,

and detailed below and shall meet all service and delivery timelines to be deemed a Responsible

Bidder.

3.1.1

Daily Routes

The Bidder shall provide daily courier services to the locations and timelines included in

Attachments 2-5. The Bidder shall complete all scheduled route stops within the

designated timeframes and shall provide consistent, reliable service using the same

courier personnel whenever possible to maintain familiarity with Agency locations and

procedures.

3.1.2 On-Call Service

The Bidder shall provide on-call pick-up and delivery service.

3.1.2.1 The Bidder shall provide service to call-in locations only after receiving a service

request from the agency through the Bidder’s web portal, by telephone, or by

email.

3.1.2.2 The Bidder shall maintain a dedicated telephone number and email address for

submitting and receiving all service requests throughout the term of the

contract.

3.1.2.3 The Bidder shall respond to requests for next-day service at Agency call-in

locations when such requests are received no later than 2:30 p.m. local time

3.1.2.4 The Bidder shall confirm receipt and scheduled pick-up time by email

notification to DAS - Mail Services designee.

3.1.2.5

The Bidder shall pick up and deliver mail in accordance with DAS Mail Services

processing schedules for Capitol Complex mail. Morning processing is

completed by 8:30 a.m. CT, with afternoon turnaround processing completed

by 2:45 p.m. CT. DAS Mail Services maintains a twenty-four (24) hour service

level agreement for mail processing.

3.2 Package Handling

All packages will be managed in accordance with Federal and State of Iowa transportation laws.

3.2.1

Packaging Standards

The Bidder shall not accept any packages that are not in sturdy, properly addressed, and

securely sealed containers.

3.2.2

Damaged Packaging

The Bidder shall refuse any pick-up requests for packages that shows signs of damage

or leaking materials.

3.3 Late Delivery Notification & Penalties

3.3.1

Delay Notification

The Bidder shall immediately notify all affected service locations and the DAS Mail

Services designee(s) regarding any unforeseen events that result in delays to pickups or

deliveries

3.3.2

Service Credits

In the event of a late delivery, the State reserves the right to reduce invoice payments

by the cost of the delivery for any instances where packages were not received within

the required timeframe.

3.3.3 Breach of Contract

Consistent late deliveries may be considered a breach of contract and may result in

termination of one or more delivery routes at the DAS Mail Services’ discretion.

3.4 Vehicle and Storage Facility Requirements

3.4.1

Standards & Compliance

All vehicles shall be properly registered, insured, and maintained in safe, professional

condition. Equipment and operators shall adhere to all applicable DOT, State, and

Federal regulations.

3.4.2

Security & Confidentiality

Vehicles and facilities shall be equipped to handle sensitive materials. Transport vehicles

shall feature fully enclosed, lockable cargo areas to ensure document security during

transit.

3.4.3

Maintenance & Records

Vehicles shall be serviced per manufacturer specifications, including regular safety

inspections of tires, brakes, and lights. Detailed maintenance logs and proof of

insurance shall be available for Agency review upon request.

3.4.4

Technology & Communication

All vehicles shall feature real-time GPS tracking available to the Agency upon request.

Drivers shall carry reliable communication devices (phones or radios) to maintain

constant contact with dispatch.

3.4.5 Specialized Equipment

The Bidder shall provide all necessary tools, including hand trucks, insulated containers

for climate-sensitive items, and locking security bags.

3.4.6 Identification & Branding

For security and recognition, all vehicles must display company decals, and drivers must

wear branded uniforms or official identification.

3.4.7 Contingency Planning

The Bidder shall maintain backup vehicles to ensure uninterrupted service. Mechanical

issues or routine maintenance are not valid excuses for service delays.

3.5 Specialized Handling and Material Types

The Bidder shall demonstrate the capacity to securely transport and manage the following

material categories:

3.5.1

Confidential Information

The Bidder shall transport all sensitive documents in sealed containers. Personnel are

required to sign non-disclosure agreements (NDAs) before starting work. Materials must

remain under the courier's direct supervision at all times and may never be left

unattended.

3.5.2

Legal Filings

The Bidder shall maintain a rigorous chain-of-custody for legal materials, including

signed logs with precise timestamps. All staff shall be trained in handling time-sensitive

court filings. Forms shall be provided by the Agency or the Bidder shall use forms

approved by the Agency.

3.5.3

Medical/Biohazardous Materials

The Bidder shall transport laboratory specimens in compliance with OSHA (29 CFR

1910.1030) and DOT (49 CFR 171-180) standards. The Bidder is responsible for providing

certified personnel, specialized packaging, and climate-controlled transport as needed.

3.5.4 Equipment and Technology

The Bidder shall handle electronic equipment and sensitive hardware with protective

packaging and specialized care to ensure no damage during transit.

3.5.5

Heavy and Oversized Cargo

The Bidder shall be equipped to handle items up to 120 lbs. For items exceeding

standard dimensions or weights, the Bidder shall provide specialized equipment and

personnel upon advance notice

3.6 Tracking and Documentation

3.6.1

Real-Time Tracking

The Bidder shall maintain a comprehensive tracking system providing real-time status

updates. Each entry must include a unique tracking number, pickup/delivery

timestamps, courier ID, recipient name/signature, and current status. The Agency shall

have access to this data via telephone, email, or online portal.

3.6.2

Proof of Delivery

The Bidder shall capture the recipient’s signature, printed name, date, and time for each

delivery. Electronic signature captures are permitted. Proof of delivery documentation

shall be provided to the Agency within 24 hours of delivery completion.

3.6.3 Delivery Manifests

The Bidder shall provide daily manifests for scheduled routes, listing all items picked up

and delivered at each stop, including tracking numbers and recipient signatures.

3.6.4 Failed Delivery Attempts

The Bidder shall document all failed delivery attempts, including date, time, reason for

failure, and actions taken. The Agency shall be notified immediately of any failed

delivery attempt, and the Bidder shall make reasonable efforts to complete delivery

according to Agency instructions.

3.7 Personnel Requirements and Employee Conduct

3.7.1

Qualifications

The Bidder shall mandate that all drivers shall be at least 18 years old and proficient in

English (verbal and written). Drivers shall hold a valid, appropriate driver’s license, a

clean driving record (maximum of two (2) moving violations in three (3) years), and no

DUI/DWI convictions within the last five (5) years.

3.7.2

Background Checks

The Bidder shall perform state and federal criminal background checks on all staff.

Personnel with convictions for theft, fraud, violence, or drug-related offenses in the past

seven (7) years are ineligible. Certification of these checks must be available upon

Agency request.

3.7.3

Drug Testing

The Bidder shall maintain a drug-free workplace, requiring pre-employment screening

and ongoing random testing as permitted by applicable law. Any staff member testing

positive for controlled substances must be removed from this contract immediately.

3.7.4

Training

The Bidder shall ensure that personnel are trained in customer service, confidentiality,

security, safe driving, and technology use. Those handling specialized items (e.g.,

medical or hazardous materials) require additional specific training and current

certifications.

3.7.5 Uniforms and Identification Requirements

The Bidder shall require staff to wear branded uniforms while on duty and visible photo

ID badges displaying their name, company, and photo.

3.7.6

Professional Conduct

Drivers shall demonstrate a high level of customer service and remain professional and

courteous while interacting with agencies and the public. Personnel shall adhere to all

agency site policies, including security, parking, and access protocols.

3.8 Account Representative and Emergency Contacts

3.8.1

Dedicated Account Representation

The Bidder shall assign a dedicated account representative as the primary contact,

available Monday–Friday, 8:00 AM – 5:00 PM CT. This individual will oversee service

coordination, contract compliance, and responding to general inquiries within two (2)

hours.

3.8.2

Communication and Emergency Contact

The Bidder shall provide the DAS designee with written contact details for both

a primary and secondary contact. This list must include office, cell, and emergency

telephone numbers, as well as email addresses. These individuals shall be authorized to

resolve complaints and take immediate action on urgent issues, responding within 30

minutes for emergencies.

3.9 Loss & Liability

3.9.1 Indemnification

The Bidder shall indemnify and protect the State against any losses arising from theft,

breakage, damage, or delays in pickups and deliveries.

3.9.2 Risk of Loss

The Bidder shall assume sole responsibility and risk for the safe transportation and

delivery of all packages.

3.9.3

In Transit

Items are defined as "in transit" from the moment they are loaded into the Bidder’s

vehicle at the point of origin until they are accepted and signed for by an authorized

representative at the destination.

3.9.4 Reimbursement

If a loss occurs, the Bidder shall reimburse the State for the full cost of the package

contents and all associated shipping charges.

3.10 Security and Confidentiality

3.10.1 Confidentiality Agreements

The Bidder shall require all courier staff to sign confidentiality agreements pledging to

protect all Agency materials and information encountered during their service.

3.10.2 Secure Transport

The Bidder shall ensure that all items are transported securely to prevent theft, loss, or

unauthorized access. Confidential materials must remain in sealed containers or locked

bags and are never to be left unattended in a vehicle or unsecured area.

3.10.3 Facility Access

The Bidders personnel shall follow all Agency security protocols, including signing in/out,

displaying ID badges, and undergoing screenings. The Agency may deny access to any

staff who fail to comply.

3.10.4 Data Security

The Bidders tracking systems shall use password protection and restrict access of Agency

data to authorized personnel only.

3.10.5 Incident Reporting

The Bidder shall immediately report any security incidents to the Agency, including but

not limited to: lost or stolen materials, unauthorized access to materials, vehicle theft or

break-in, data breaches, or any other incident that may compromise the security or

confidentiality of Agency materials. Written incident reports shall be provided to the

Agency within twenty-four (24) hours of any security incident.

3.11 Additional Service Locations

3.11.1 Location Modifications

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Courier Services for Des Moines Metro Area

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See also