Janitorial Services at the Marshalltown Child Support Services (CSS) Office

INFORMAL COMPETITIVE SOLICITATION

for

Janitorial Services at the Marshalltown Child Support Services (CSS) Office

INTRODUCTION

In accordance with the informal competition procedures provided for in 11 Iowa Administrative Code rule 118.9, the Department of Health and Human Services (the Agency) is seeking a vendor to provide weekly janitorial services at the following location:

101 Iowa Ave. W, Suite 400

Marshalltown, IA 50158

The Agency anticipates signing a contract with an initial term of one year, beginning on 8/1/2026. The Agency shall have the sole option to renew the contract for up to five additional one-year terms.

Bidders interested in providing these services should submit a hard copy or email version of their bid proposal, using Attachments B and C, no later than 3:00 pm (Central Time), Friday, 6/12/2026, to:

Tim Wiltfang, Issuing Officer

420 Watson Powell Jr Way, Suite 100

Des Moines, IA 50309

tim.wiltfang@hhs.iowa.gov

Any bid proposal received after this deadline will be rejected and returned to the Bidder. Bid proposals may be sent via US mail or email. Regardless of how the Bidder chooses to send their bid proposal, it is their responsibility to ensure the bid proposal is received by Tim Wiltfang on or before the above-stated due date and time.

Bid proposals must include completed copies of Attachments B and C. All Bidders submitting a bid proposal shall include contact information for three references. The Bidder with the current contract does not need to provide any references.

The Agency reserves the right to reject any or all bid proposals, in whole or in part, to advertise for new bid proposals, to abandon the need for such services, and to cancel this Informal Competitive Solicitation at any time prior to the execution of the written contract.

All information submitted by a Bidder may be treated as a public record by the Agency unless the Bidder properly requests that the information be treated as confidential information in accordance with the public records laws of the State of Iowa at the time its bid proposal is submitted.

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

By submitting a bid proposal, the Bidder agrees that the Agency may copy the bid proposal for purposes of facilitating the evaluation of the bid proposal or to respond to requests for public records and represents that such copying will not violate the rights of any third party.

By submitting a bid proposal, the Bidder agrees that it will not bring any claim or have any 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 as intended by this Informal Competitive Solicitation.

TIMETABLE

The dates set forth below are for informational planning purposes only. The Agency reserves the right to change these dates:

5/20/2026 Submit Informal Competitive Solicitation to TSB web page

5/22/2026 Submit Informal Competitive Solicitation to potential Bidders

6/12/2026 Bid proposals and questions due by 3:00 pm Central Time

7/6/2026 Select successful Bidder

8/1/2026 Proposed start date of contract

RESTRICTION ON COMMUNICATION

From the date of issuance of this Informal Competitive Solicitation until announcement of the Successful Bidder, Bidders may not contact any employee of the State of Iowa other than the identified contact person about this Informal Competitive Solicitation. Bidders may contact Tim Wiltfang in writing with questions related to the interpretation of this Informal Competitive Solicitation and the procurement process. Written responses to all questions received will be provided to all potential Bidders. If a Bidder or someone acting on a Bidder’s behalf attempts to discuss this Informal Competitive Solicitation orally or in writing with any members of the evaluation committee, or any employee of the State of Iowa, other than Tim Wiltfang, the Bidder may be disqualified.

SCOPE OF SERVICES

Responsibilities of the Successful Bidder

The Successful Bidder shall provide the following:

1. Services

Janitorial Services

• Provide janitorial services at the Marshalltown CSS office as detailed in Attachment A. The Successful Bidder shall be responsible for the expense associated with purchasing any necessary cleaning supplies and equipment used to provide the services as specified in Attachment A.

• Provide janitorial services during non-office hours, on weekdays after 4:30 pm, or on weekends.

• The Successful Bidder shall only enter the CSS office during the agreed upon days and times unless given prior authorization from CSS. Only janitorial staff who are assigned to clean shall enter the CSS office. Family members and friends are not allowed inside the office at any time.

2. Communication Plan

The Successful Bidder and CSS shall discuss and agree upon a communication plan that each party will follow regarding any issues that arise. In any event, the Successful Bidder shall respond to a contact from the CSS no later than 4:30pm of the following weekday.

3. Facility Physical Security

The Successful Bidder shall ensure that all entrances and exits utilized in the course of gaining access to the facility for the purposes of this Contract are secured during the Successful Bidder’s use and exiting of the facility.

The office Supervisor or designee will grant and regulate the Successful Bidder’s access to the Agency’s office. The Successful Bidder shall only enter the Agency’s office during the agreed upon day and time unless given prior authorization from the Agency. Only staff who are assigned to clean shall enter the Agency’s office. Non-assigned staff, family members, and friends are not allowed inside the Agency’s office at any time.

If keys or codes to the facility’s locks provided by the Agency and under the control or use of the Successful Bidder become lost, stolen, or compromised; or if a lock becomes damaged (e.g., a broken-off key) as a result of the Successful Bidder’s control or use, the Successful Bidder shall notify the Agency immediately. The Successful Bidder shall be responsible for the cost of re-keying, re-coding, or otherwise repairing or replacing the locks (as determined by the Agency).

4. Safeguarding Confidential Information

The Successful Bidder shall comply with the Confidential Information Safeguarding Provisions as set forth in Attachments D and E.

5. Insurance Coverage

The Successful Bidder and any subcontractor shall obtain the following types of insurance for at least the minimum amounts listed below:

TYPE OF INSURANCE	LIMIT	AMOUNT
General Liability (including contractual liability) written on an occurrence basis	General Aggregate Product/Completed Operations Aggregate Personal Injury Each Occurrence	Minimum $500,000 Minimum $500,000 Minimum $500,000 Minimum $500,000
Automobile Liability (including any auto, hired autos, and non-owned autos)	Combined Single Limit	Minimum $500,000
Excess Liability, Umbrella Form	Each Occurrence Aggregate	Minimum $500,000 Minimum $500,000
Workers Compensation and Employer Liability	As required by Iowa law	As required by Iowa law
Property Damage	Each Occurrence Aggregate	Minimum $500,000 Minimum $500,000

Performance Standards

The Successful Bidder shall meet the following minimum performance standards:

Provide acceptable service as determined by the Agency through periodic inspection by the Marshalltown CSS office’s Supervisor or designee, in relation to thoroughness, cleanliness, and other designators as considered standard for the janitorial service industry.

Contract Monitoring

As part of the resulting contract, the Marshalltown CSS office’s supervisor or designee will:

1. Verify invoices and supporting documentation itemizing work performed prior to submitting the invoice for payment;

2. Perform at-minimum quarterly inspection of the Contractor’s work;

3. Determine compliance with general contract terms, conditions, and requirements; and

4. Assess compliance with deliverables, performance standards, or other associated requirements.

Contract Review

The contract manager or designee will use the results of monitoring activities and other relevant data to assess the Successful Bidder’s overall performance and compliance with the resulting contract. At minimum, the Agency will conduct a yearly review; however, reviews may occur more frequently at the Agency’s discretion. As part of the review(s), the Agency may require the Successful Bidder to provide additional data, may perform on-site reviews, and may consider information from other sources.

The Agency may require one or more meetings to discuss the outcome of a review. Meetings may be held in person. During the review meetings, parties will discuss the deliverables that have been provided or are in process under the contract, achievement of the performance measures, and any concerns identified through the Agency’s monitoring activities.

Payment Terms

The Agency will pay the Successful Bidder as follows:

Payment under any resulting contract is contingent upon the Successful Bidder providing the services outlined in the Responsibilities of the Successful Bidder section and meeting the performance standards in the Performance Standards section.

If it is found that the Successful Bidder is not complying with the Contract terms, the Agency will meet with the Successful Bidder to discuss a corrective action plan. The Successful Bidder will then have 30 calendar days to remedy the non-compliance. If after 30 calendar days, the Successful Bidder has not remedied the non-compliance, the Agency may retain ten percent (10%) of the Successful Bidder’s monthly payments until the non-compliance is remedied.

The Successful Bidder shall submit an invoice for services rendered in accordance with the resulting contract. Invoice(s) shall be submitted monthly. Invoices shall comply with all applicable rules concerning payment of such claims. The Agency shall verify the Successful Bidder’s performance of the deliverables before making payment. The Agency shall pay all approved invoices in arrears. The Agency may pay in less than 60 days, but an election to pay in less than 60 days shall not act as an implied waiver of Iowa law.

Unless otherwise agreed in writing by the parties, the Successful Bidder shall not be entitled to receive any other payment or compensation from the Agency for any goods or services provided by or on behalf of the Successful Bidder under the contract. The Successful Bidder shall be solely responsible for paying all costs, expenses and charges it incurs in connection with its performance under the contract.

How to Submit a Bid Proposal to the Agency

Bidder Tour

At any point prior to the bid proposal due date and time, a Bidder may tour the Marshalltown CSS office by contacting Shawn Orte at shawn.orte@hhs.iowa.gov or 641-753-2546.

Bid Proposal Submission

Bidders must complete and submit the following attachments. Please see the INTRODUCTION section on page 1 for further details on submitting a bid proposal.

• Attachment B, Primary Bidder Detail Form & Certification

• Attachment C, Cost Proposal

Other Information Regarding Submission of a Proposal

The Agency reserves the right to reject any or all bid proposals, in whole or in part, to advertise for new bid proposals, to abandon the need for such services, and to cancel this Informal Competitive Solicitation at any time prior to the execution of the written contract.

All information submitted by a Bidder shall be treated as a public record by the Agency unless the Bidder properly requests that the information be treated as confidential information in accordance with the public records laws of the State of Iowa at the time its bid proposal is submitted.

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

By submitting a bid proposal, the Bidder agrees that the Agency may copy the proposal for purposes of facilitating the evaluation of the bid proposal or to respond to requests for public records and represents that such copying will not violate the rights of any third party.

By submitting a bid proposal, the Bidder agrees that it will not bring any claim or have any 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 as intended by this Informal Competitive Solicitation.

EVALUATION CRITERIA

The Agency will utilize an evaluation committee made up of employees of the Agency to evaluate the proposals. The evaluation committee will review proposals. The committee will consider all information provided in the proposal when making its recommendation and may consider relevant information from other sources. The evaluation committee will award the contract to the responsible Bidder submitting the best proposal. The lowest priced proposal is not necessarily the best proposal.

The evaluation committee’s selection will be subject to the final approval of the Agency. The proposals will be evaluated and a recommendation will be made using the following criteria, which are listed in no particular order:

1. Cost;

2. Past performance of work that is identical or similar to the scope of services identified;

3. Experience and references that demonstrate, to the satisfaction of the Agency, the expertise and ability of the Bidder to provide the Scope of Services described in the Informal Competitive Solicitation; and

4. The capacity of the Bidder to complete the responsibilities described in the Scope of Services.

If there is a tie for the best proposal and only one of the Bidders is an Iowa business, the Iowa business shall be given preference over the out of state Bidders.

NOTICE OF INTENT TO AWARD

Notice of Intent to Award will be sent on or around 7/6/2026 to all bidders submitting a timely bid proposal. The Notice of Intent to Award is subject to execution of a written contract and, as a result, the Notice does not constitute the formation of a contract between the Agency and the apparent successful bidder.

ACCEPTANCE PERIOD

Negotiation and execution of the contract shall be completed on or around 8/1/2026. If the apparent successful bidder fails to negotiate and execute a contract, in its sole discretion, the Agency may revoke the award and award the contract to the next-highest-ranked bidder or withdraw the Informal Bid Solicitation.

The Agency further reserves the right to cancel the award at any time prior to the execution of a written contract.

Review of Notice of Disqualification or Notice of Intent to Award Decision.

Bidders may request reconsideration of either a notice of disqualification or notice of intent to award decision by submitting a written request to the Agency:

Bureau Chief

c/o Bureau of Service Contract Support

Department of Health and Human Services

Lucas State Office Building

321 E 12th Street

Des Moines, Iowa 50319-1002

email: reconsiderationrequest@hhs.iowa.gov

The Agency must receive the written request for reconsideration within five calendar days of the date of either a disqualification notice or a notice of intent to award, exclusive of Saturdays, Sundays, and legal state holidays. The written request may be emailed or delivered by postal service or other shipping service. Do not deliver any requests for reconsideration to the office in person. It is the Bidder’s responsibility to ensure that the request for reconsideration is received prior to the deadline. Postmarking or submission to a shipping service by the due date shall not substitute for actual receipt of a request for reconsideration by the Agency.

The request for reconsideration shall clearly and fully identify all issues being contested by reference to the page and section number of the RFP. If a Bidder submitted multiple Proposals and requests that the Agency reconsider a notice of disqualification or notice of intent to award decision for more than one Proposal, a separate written request shall be submitted for each. At the Agency’s discretion, requests for reconsideration from the same Bidder may be reviewed separately or combined into one response. The Agency will expeditiously address the request for reconsideration and issue a decision. The Bidder may choose to file an appeal with the Agency within five calendar days of the date of the decision on reconsideration, exclusive of Saturdays, Sundays, and legal state holidays, and in accordance with 441 Iowa Admin. Code Ch. 7.

DEFINITION OF CONTRACT

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

Attachment A

Janitorial Specifications

Address: 101 Iowa Ave. West, Suite 400	Office Square Footage: 3200
City: Marshalltown, Iowa 50158

Y=Yes N=No	SERVICES	Daily	Twice Weekly	Weekly	Monthly	Qtrly	Annual	As Needed
Y	Empty waste receptacles
N	Empty shredding machine receptacle
Y	Replace waste receptacle liners in break area and bathroom
Y	Replace waste receptacle liners in areas not listed in above items (front entry way, workers station)
Y	Remove boxes and miscellaneous empty shipping containers which are marked for destruction
Y	Clean and sanitize wastebaskets and other receptacles
N	Dust chairs, rungs or bottoms of chairs
Y	Dust window sills, ledges at customer service window, moldings, counter tops in workspace areas. Clean flat ceiling vents
N	Dust telephones
Y	Dust venetian blinds
N	Dust hard floors
Y	Dust and remove cobwebs
N	"Feather" dust bookcases
Y	Sweep, damp mop and sanitize hard floor(s) in kitchen, lobby, bathroom and storage room.
N	Clean and sanitize telephones and mouthpieces
N	Clean and sanitize water fountain receptacle(s)
Y	Clean and disinfect restrooms including fixtures, toilets, urinals, and basins

Y=Yes N=No	SERVICES	Daily	Twice Weekly	Weekly	Monthly	Qtrly	Annual	As Needed
Y	Clean and sanitize mirrors
Y	Clean and sanitize tables- conference room
Y	Clean and sanitize tables and Kitchen counter top
Y	Clean and damp mop desk floor mats
N	Wipe and remove spots/stains on work surfaces/desks
N	Vacuum upholstered office chairs
Y	Vacuum carpeting in conference room, main office, hallway and area rugs
Y	Spot clean walls and doors
Y	Clean and polish reception glass - 2
Y	Clean and polish glass front doors or any other glass doors on the premises
Y	Clean and polish glass partitions – small Interview room
Y	Clean and polish office windows (Inside and outside)
Y	Refill all paper towel dispensers (Count: 2 )
Y	Refill all toilet paper dispensers (Count: 2 )
Y	Refill all liquid soap dispensers (Count: 2 )
Y	Wax linoleum flooring in bathroom
Y	Wax linoleum flooring in kitchen and front lobby
N	Carpet Cleaning and deodorization
Y	Remove carpet spots
N	Change light bulbs
Supplies	Provided by:
Trash can liners	Contractor
Sanitary can liners	N/A
Paper towels	Contractor
Liquid soap	Contractor
Toilet tissue	Contractor
Floor finish	Contractor
Floor stripper	Contractor
Shredder liners	N/A

Attachment B

Primary Bidder Detail Form & Certification

(Return this page as part of your bid proposal. If a section does not apply, label it “not applicable”.)

Primary Contact Information (individual who can address issues re: this Bid Proposal)
Name:
Address:
Tel:
Fax:
E-mail:

Primary Bidder Detail
Business Legal Name:
“Doing Business As” names, assumed names, or other operating names:
Form of Business Entity (e.g., corp., partnership, LLC, etc.)
State of Incorporation/organization:
Primary Address:
Tel:
Fax:
Local Address (if different from above):
Unique Entity Identifier (UEI) Number (if applicable):
Number of Employees:	Full time (min. 40 hrs/week)
	Part-time (< 40 hrs/week)
	Temporary/non-permanent
Number of Years in Business:
Primary Focus of Business:
Federal Tax ID:

Provide three (3) client references, other than CSS, knowledgeable of the Bidder’s performance in providing services similar to those described in this Solicitation.	Company name
	Contact name
	Phone number
	Company name
	Contact Name
	Phone number
	Company name
	Contact name
	Phone number
Provide proof of insurance and registration to do business in the state of Iowa. (Attach proof to this form)
Please provide any other pertinent information that you think we should know about your company. Please attach an additional sheet if you need more room.

Attachment C

Cost Proposal

Complete the following table with your cost(s) and return this page as part of your bid proposal. Please provide any additional detail if necessary.

Cost Per Month for Weekly Janitorial Service

Attachment D

Confidential Information Safeguarding Provisions

Definition of Confidential Information. The term “Confidential Information” shall include, but not be limited to, the following:

• All individual case information received pursuant to this Contract unless otherwise designated by Child Support Services (CSS),

• An individual’s social security number,

• An individual’s residential and mailing addresses,

• An individual’s employment information, and

• An individual’s financial information.

Prohibitions against the Use and Disclosure of Confidential Information. The Contractor shall not use, handle, transmit, store, or destroy the Confidential Information of applicants or recipients of child support enforcement services in a manner or for any purpose, except as allowed by the provisions of the Contract. The Contractor shall safeguard the confidentiality of Confidential Information concerning applicants or recipients of child support enforcement services according to 5 U.S.C. § 552a; 26 U.S.C. § 6103; 42 U.S.C. §§ 654 and 654a; Iowa Code § 252B.9; Iowa Code Chapter 715C; 45 CFR Parts 303.21 and 307.13; and other applicable federal and state laws.

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