ATOD Server Room Pre-Action Clean Agent System

State of Iowa
Request for Proposals
Professional Design Services
RFP Cover Sheet
Administrative Information
RFP Number RFP954600-01 Title of RFP ATOD Server Room Pre-Action Clean Agent System
Agency Iowa Department of Administrative Services (DAS)
The State of Iowa Department of Administrative Services (DAS) is seeking professional
Project design services for a new pre-action clean agent system in the server room at ATOD
Description located at 1918 SE Hulsizer Rd, Ankeny, IA 50021.
State Issuing Officer:
Michael Bradbury
Issuing Officer
Iowa Department of Administrative Services Hoover
State Office Building, Level 3
1305 East Walnut, Des Moines, IA 50319-0105 Phone: 515-823-9327
Email: construction.procurement@das.iowa.gov
PROCUREMENT TIMETABLE-Event or Action Date/Time (Central Time)
State Posts Notice of RFP on TSB website 09/18/26
State Issues RFP 09/21/26
Pre-Proposal Conference Location and Address:
1918 SE Hulsizer Rd, Ankeny, IA 50021
09/30/26 at 1:00 PM
Is Pre-Proposal Conference mandatory? No
If a map is needed, contact the Issuing Officer.
Virtual Option - Yes
_______________________________________________________________
Microsoft Teams meeting
Join:
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Phone conference ID: 670 023 635#
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Questions, requests for clarification, and suggested changes from firms due
10/02/26 at 5:00 PM
to Construction Procurement
Proposals Due 10/14/26 at 2:00 PM
Relevant Websites
Website where Addenda to this RFP will be posted http://bidopportunities.iowa.gov
Website where contract terms and conditions are posted
https://das.iowa.gov/sites/default/files/procurement/pdf/ConsensusDoc803.pdf
Firm Proposal Terms
The minimum number of days following the deadline for submitting proposals that the firm guarantees all
proposal terms, including price, will remain firm is 120 Days.
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SECTION 1 - INTRODUCTION
1.1 PROJECT DESCRIPTION
Construction Manager (Samuels Group) has been engaged for this Project to serve as advisor to DAS
and to provide assistance in administrating the contract for design between DAS and the design firm
according to separate contract between DAS and Construction Manager. DAS is currently seeking
design services from qualified firms for a project consisting of a new pre-action clean agent system
in the server room at ATOD located at 1918 SE Hulsizer Rd, Ankeny, IA 50021.
The contract for this work will be a modified ConsensusDoc 803. See link on cover page for a
sample contract.
NOTE: Any responding firm and/or consultant that is part of the project design services cannot
receive an award from the resulting request for bid of construction services.
1.2 SCHEDULE
DAS is seeking a firm that can commence work upon execution of a contract. Time is of the
essence.
Execution of Designer's Contract Week of October 26th, 2026
Tentative Design Kick-Off Meeting Week of November 2nd, 2026
50% Construction Documents and Cost Opinion By To Be Coordinated
95% Construction Documents To Be Coordinated
100% Construction Documents and Cost Opinion By December 18th, 2026
Contractor Bidding January 2027
Execution of Contractor's Contract(s) February 2027
Submittals, Procurement and Construction February 2027 to May 2027
Close out June 2027
1.3 BACKGROUND
ATOD has expanded equipment within their server room which requires a pre-action clean agent
system to mitigate any potential damages from casualty.
1.4 PROJECT DESCRIPTION
Design and oversight of the implementation of a pre-action clean agent fire suppression system
within the server room at the ATOD facility in Ankeny, IA. Approximate size of server room is 1,000
square feet with a devising wall. The existing space has a raised floor and ACT ceilings. The existing
water-based sprinkler system is to remain.
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SECTION 2 - REQUIREMENTS
The successful firm shall provide the services to the State in accordance with the requirements and scope
of work as provided in this Section.
2.1 MINIMUM FIRM QUALIFICATIONS
2.1.1 Firms, other than sole proprietorships and general partnerships, shall be registered with
the Office of the Iowa Secretary of State.
2.1.2 The selected firm shall have sufficient and qualified staff to deliver the required services.
In accordance with Iowa Code Chapter 26, all plans, specifications, and cost estimates for
a proposed public improvement must be prepared by a design professional licensed or
registered in the State of Iowa, including an engineer licensed under Chapter 542B, a
landscape architect licensed under Chapter 544B, or an architect registered under
Chapter 544A.
2.1.3 The selected firm shall have the resources and capabilities and the commitment to
complete the required work in an efficient and timely manner, within the time period
specified/negotiated.
2.1.4 Upon request and at the sole discretion of the State, the firm shall provide documentation
demonstrating its financial stability
2.1.5 Failure to adhere to these instructions may result in a firm's proposal being deemed non-
compliant with requirements of this RFP and may be cause for rejection of the proposal.
2.2 SCOPE OF WORK
2.2.1 Design Services
Design services shall include:
2.2.1.1 All design disciplines necessary to complete the scope of work.
2.2.1.2 Attend design kick-off meeting onsite to discuss desired outcome of the project
with the Owner, Construction Manager, and Owner's maintenance staff.
2.2.1.3 Use of the State of Iowa's construction management software program for
uploading all documents, submitting and approving pay apps, and construction
administration. The cost for the use of the software is paid by the Owner.
2.2.1.4 Field examination of the existing buildings.
2.2.1.5 Existing PDF drawings will be provided to the successful design firm.
2.2.1.6 Accuracy of drawings shall be verified by the design firm.
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2.2.1.7 Design for scope of work. Provide material recommendations based on
experience, quality, and price. Recommendations for replacements and
upgrades shall include non-proprietary equipment and systems.
2.2.1.8 Provide minor drawing work to assist the Construction Manager in the
development of hazardous materials bid package. This shall include providing
PDF backgrounds for identification, by others, of hazardous materials removal.
2.2.1.9 Designer shall include any and all survey work required for completion of
project.
2.2.1.10 Coordinate with State agencies to confirm utilities that may be abandoned as
well as shut down requirements where required.
2.2.1.11 Provide detailed input of design schedule to Construction Manager for overall
incorporation into master schedule.
2.2.1.12 Designer shall assist Construction Manager in the evaluation of long lead times.
2.2.1.13 Quality control during design, preconstruction, and construction.
2.2.1.14 Compliance with all federal, state, and applicable AHJ codes.
2.2.1.15 Completion of state building and energy code documents, as required.
2.2.1.16 Design review will be conducted at 50% construction documents, and 95%
construction documents. Dates for design review meetings to be coordinated
with the design and project team and set no later than the design kickoff
meeting. Review will be conducted with DAS Owner Representative,
Construction Manager, and Facility Representative, at a minimum. Drawings,
specifications and cost opinions (if applicable) shall be provided at least five
days prior to each review meeting. An additional review meeting may be
required at the end if there are discrepancies in cost opinions or
constructability review questions.
2.2.2 Project Management
Project management services shall include:
2.2.2.1 Review with the Department of Inspections, Appeals, and Licensing's Building
Code Bureau for approval of plans or exemption from review. All fees
associated with the Bureau are the responsibility of the designer.
2.2.2.2 Develop and distribute agendas and meeting minutes for all meetings during
the design phase.
2.2.2.3 Construction cost opinions provided by the design professional team during
design at 50% construction documents, and 95% construction documents with
a final estimate for construction included with bid documents per Iowa Code.
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2.2.2.4 Construction drawings, specifications (the Construction Manager will produce
Divisions 00 and 01), and addenda.
2.2.2.5 Provide bid alternates as determined during the course of design and bid
package development.
2.2.2.6 Assist Owner and Construction Manager in obtaining bids from qualified
contractors.
2.2.2.7 Construction administration, including creation of the submittal and closeout
items log, review of and responses to submittals and closeout documentation,
RFIs, proposal requests, change orders, pay applications, periodic site visits,
attendance at project meetings as required, participation/development of
contractor punch list, closeout documentation review and approval,
certificates of substantial completion, and certificates of final completion, as
well as development of architectural supplemental instructions for design
revisions, and punch lists within the construction management software
program.
2.2.2.8 Participation with project team during construction progress meetings as
required. Designer shall participate in bi-weekly conference calls during the
construction period.
2.2.2.9 Field observation reports, with photos, submitted for each site inspection
within five (5) days of the site visit.
2.2.2.10 Acknowledgement that all documents are copyright to the State of Iowa and
shall be turned over to the State of Iowa in their native computer format. Any
ASIs/RFIs/PRs and addendums will be expected to be incorporated before final
posting. Both the native computer format and PDF versions shall be uploaded
to the construction management software program at the end of the project.
2.2.2.11 At a minimum, the firm shall participate in the site/virtual visits indicated in the
Designer Scope Checklist. Beyond these site visits, each proposing firm shall
provide additional visits as they see fit to complete the work of design.
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SECTION 3 - ADMINISTRATIVE INFORMATION
3.1 GENERAL INFORMATION
3.1.1 DAS will evaluate the qualifications, experience, and other relevant information from
firms interested in contracting with the State of Iowa to provide the necessary services to
complete the project described in this RFP.
3.1.2 Firms certified as Targeted Small Businesses are encouraged to submit proposals. The
Iowa Economic Development Authority administers the Targeted Small Business (TSB)
Program. Firms meeting the requirements of the program are approved and registered
with the Department of Economic Development and are considered Targeted Small
Businesses for purposes of this RFP and most other solicitations issued by DAS. Questions
concerning the TSB Program and for identification of firms certified as Targeted Small
Businesses, contact the TSB Certification office in the Iowa Economic Development
Authority at (515) 348-6193.
3.2 INQUIRIES
3.2.1 All inquiries concerning this RFP shall reference the RFP number and shall be provided
(via email) to the Issuing Officer email address identified on the cover page of this RFP.
Addenda type questions must be submitted per the Schedule, Section 1.2.
3.2.2 Any information provided by a prospective firm orally shall not be considered part of the
firm's proposal.
3.2.3 DAS assumes no responsibility for representations concerning conditions made by its
officers or employees prior to the execution of a contract. Oral discussions pertaining to
modifications or clarifications of this RFP shall not be considered part of this RFP and are
not binding.
3.3 PREPARATION AND SUBMISSION OF PROPOSALS
3.3.1 Proposals must be submitted on the Iowa IMPACS Procurement System.
3.3.2 Firms must submit proposals in the State's IMPACS Procurement System before the
"Proposals Due" date and time listed on the RFP cover sheet.
3.3.3 Proposals received after this deadline will be rejected and returned unopened to the firm.
It is the firm's responsibility to ensure that the proposal is received prior to the deadline.
Electronic mail and faxed Proposals will not be accepted.
3.4 ECONOMY OF PRESENTATION
Proposals shall address the specific RFP requirements. All questions posed by the RFP shall be
answered clearly and concisely.
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3.5 RFP CHANGES AND ADDENDA
The Agency reserves the right to amend the RFP at any time by using an addendum. The firm shall
acknowledge receipt of all addenda in its proposal.
If an addendum is posted after a firm has already submitted its proposal in IMPACS, the proposal
will remain saved. However, the firm must review and acknowledge the addendum, then certify
and resubmit its proposal.
To acknowledge an addendum, the firm must answer the newly posted question in the Questions
section of IMPACS ("yes" or "no") and then CERTIFY and SUBMIT the proposal.
It is the firm's responsibility to check for posted addenda documents.
3.6 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION
By submission of a response to this RFP, the firm certifies, and in the case of a joint proposal, each
party thereto certifies as to its own organization, that in connection with this procurement:
3.6.1 Any prices or hourly rates in this proposal have been arrived at independently, without
consultation, communication, or agreement, for the purpose of restricting competition, as
to any matter relating to such prices with any competitor.
3.6.2 Unless otherwise required by law, any prices or hourly rates which have been provided in
this proposal shall not knowingly be disclosed by the firm, directly or indirectly, to any
competitor prior to the notice of intent to award a contract for services.
3.6.3 No attempt has been made or shall be made by the Firm to induce any other person or
Firm to submit or not to submit a proposal for the purpose of restricting competition.
3.6.4 Each person signing this proposal certifies that:
3.6.4.1 He/she is the person in the firm's organization responsible within that
organization for the decision as to any prices being offered herein, or
3.6.4.2 He/she is not the person in the firm's organization responsible within that
organization for the decision as to any prices being offered herein, but that
he/she has been authorized in writing to act as agent for the persons responsible
for such decision, and
3.6.4.3 Any offer made by the submitted proposal and any clarifications to that proposal
shall be signed by an officer of the offering firm or a designated agent
empowered to bind the firm in a contract.
3.7 NOTICE OF INTENT TO AWARD
After the successful firm has been selected, a copy of the Notice of Intent to Award will be issued
to all firms who submitted proposals in response to this RFP.
3.8 WITHDRAWAL OF PROPOSALS
Prospective firms may withdraw, modify, and/or resubmit at any time prior to the date and time
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set for the receipt of proposals. Once the time set for receipt of proposals has passed, a firm shall
not withdraw a proposal for a period of sixty (60) days following the issuance of the Notice of Intent
to Award a contract. Proposals shall remain open and valid for consideration by DAS throughout
this period of sixty days, and until such time thereafter that written request to withdraw a
proposal is received by DAS.
3.9 DISPOSITION OF PROPOSALS
All proposals become the property of DAS and disposition of the proposals shall be at the sole
discretion of DAS.
3.10 DISCLOSURE OF PROPOSAL CONTENT
3.10.1 Proposals will be placed in the public domain and be available for examination by
interested parties. No proposals shall be disclosed until after a Notice of Intent to Award
has been issued. DAS reserves the right to destroy all proposals if the RFP is withdrawn or
otherwise in the normal course of business. Trade secrets or proprietary information
legally recognized as such and protected by law may be withheld if they are clearly and
conspicuously labeled "Proprietary" in the margin of each individual page where they
appear in the proposal. Pricing information is not normally considered proprietary.
3.10.2 Public Records and Requests for Confidential Treatment
3.10.2.1 The Agency's release of public records is governed by Iowa Code chapter 22.
Firms are encouraged to familiarize themselves with Iowa Code chapter 22
before submitting a proposal. The Agency will copy and produce public records
upon request as required to comply with Iowa Code chapter 22 and will treat
all information submitted by a firm as non-confidential records unless firm
requests specific parts of the proposal 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.
3.10.2.2 Failure to request information be treated as confidential as specified herein
shall relieve Agency and State personnel from any responsibility for maintaining
the information in confidence. Firms may not request confidential treatment
with respect to pricing information and transmittal letters. A firm's request for
confidentiality that does not comply with this section or a firm's request for
confidentiality on information or material that cannot be held in confidence as
set forth herein are grounds for rejecting firm's proposal as non-responsive.
Requests to maintain an entire proposal as confidential will be rejected as non-
responsive.
3.10.2.3 If Agency receives a request for information that firm has marked as
confidential and if a judicial or administrative proceeding is initiated to compel
the release of such material, firm shall, at its sole expense, appear in such action
and defend its request for confidentiality. If firm fails to do so, Agency may
release the information or material with or without providing advance notice
to firm and with or without affording firm the opportunity to obtain an order
restraining its release from a court possessing competent jurisdiction.
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Additionally, if firm fails to comply with the request process set forth herein, if
firm's request for confidentiality is unreasonable, or if firm rescinds its request
for confidential treatment, Agency may release such information or material
with or without providing advance notice to firm and with or without affording
firm the opportunity to obtain an order restraining its release from a court
possessing competent jurisdiction.
3.11 PROPOSAL EVALUATION AND AWARD
The contract shall be awarded to the firm determined to be the best qualified to provide the
services required under this RFP and the best value to the State.
3.12 GRATUITIES
The laws of Iowa provide that it is a felony to offer, promise, or give anything of value or benefit
to a State employee with the intent to influence that employee's acts, opinions, and judgment or
exercise the discretion with respect to that employee's duties. Evidence of violations of this
statute will be turned over to the proper prosecuting attorney.
Note: The State provides reimbursement to its employees for their transportation, lodging, meals,
and miscellaneous expenses that are deemed necessary.
3.13 CONFLICTS BETWEEN TERMS
DAS reserves the right to accept or reject any exception taken by a prospective firm to the terms
and conditions of this RFP. Should a prospective firm take exception to the terms and conditions
required by DAS, the firm's exceptions may be rejected and the entire proposal declared non-
responsive. DAS may elect to negotiate with the firm regarding contract terms or the contents of
the firm's proposal.
3.14 IOWA STATUTES AND RULES
The terms and conditions of this RFP, the resulting contract, or activities based upon this RFP shall
be construed in accordance with the laws of Iowa.
3.15 COSTS FOR PREPARATION OF PROPOSALS
No payments will be made to cover costs incurred by any firm in the preparation or the submission
of this RFP, nor for any other associated costs.
3.16 NEWS RELEASES
News releases or other materials made available to the public, the firm's clients, or potential
clients pertaining to this procurement or any part of the proposal shall not be made without prior
written approval from DAS.
3.17 MISCELLANEOUS
3.17.1 DAS reserves the right to accept or reject any part of any proposal, and to accept or reject
any or all proposals without penalty.
3.17.2 DAS reserves the right to waive minor deficiencies and informalities if, in the judgment of
DAS, the best interests of the State of Iowa will be served.
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