Water Treatment Chemicals and Services for Capitol Complex

005-RFB-2586-2026 - Building Automation
005-RFB-2586-2026 - Water Treatment Chemicals and Services for Capitol
Complex
SECTION 1 - INTRODUCTION
1.1 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. 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.
1.2 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" means a vendor submitting a bid in response to this RFB.
"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" means the agency utilizing the established 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.
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"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.
1.3 Contract Term
The term of the contract will begin 07/01/2026 and end on 06/30/2027.
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.
1.4 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 is seeking bidders to provide Water Treatment Chemicals and Services to the
Capitol Complex.
The goal is to maintain a high-quality chemical treatment and service program to maintain peak
operating efficiencies and minimize maintenance and equipment replacement. Service program
shall minimize corrosion, fouling, and biological growth in the steam and chilled water systems on
the Capitol Complex with safe application systems and environmentally friendly products. Bidder
is to provide all chemicals, training, equipment, and testing supplies, including water sampling
and analysis and water testing kits.
The water treatment chemicals and services are for various equipment located at the Central
Energy Plant, Historical Building, Oran Pape, Iowa Utilities Board, and the Iowa Laboratory
Facilities in Ankeny (Iowa Labs).
1.5 Sales History
FY2020-2023 - $180,851.86
FY2023-2026 - $69,710.34
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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.
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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.
The Respondent is a "prohibited company" or is selling products manufactured by a "prohibited
company" as defined by Iowa Code section 12K.1(4).
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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.
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2.16 Public Records and Requests for Confidential Treatment
The Agency's release of public records is governed by Iowa Code Chapter 22. Bidders 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 Bidder as non-confidential records unless Bidder 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 BIDDER'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.
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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 award of the
department may appeal the decision by filing a written notice of appeal (in accordance with 11-
Chapter 117.20, Iowa Administrative Code) to: The Director of the Department of Administrative
Services, Hoover State Office Building, Des Moines, Iowa 50319-0104 and a copy to the Issuing
Officer. The notice must be filed within five days of the date of the Intent to Award notice issued
by the Department, exclusive of Saturdays, Sundays, and legal state holidays. The written notice
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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 number(s) of the RFP
and/or the notice of Intent to Award. A notice of appeal may not stay negotiations with the
apparent successful Bidder.
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 how to do business with the State of Iowa go
https://das.iowa.gov/procurement/vendors/how-do-business.
2.33 Site Visit
There will be a multi-site site visit starting at the Energy Plant at the Capitol Complex on Tuesday,
May 19th at 9:00am (CT). Then it will proceed to Oran Pape, State Historical Building, and ending
at the Iowa Labs (Ankeny). Bidder will need to provide their own transportation between sites.
While the site visit is not mandatory, attendance is highly encouraged.
2.34 Bid Closing Date
Bids must be received no later than 2:00pm CST, Friday, June 12th, 2026. Late bids will not be
considered. Bids shall be submitted on IMPACS Electronic Procurement System.
2.35 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
Friday, May 22nd, 2026 time 2:00pm (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.
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SECTION 3 - SPECIFICATIONS
All items listed in this Section are Bid Specifications. To be deemed a Responsible Bidder, the Bidder shall
satisfy all specifications set forth herein.
3.1 Qualifications/Standards Requirements
The Bidder and its staff shall perform all work in accordance with the following requirements:
3.1.1 All labor, parts, and materials shall comply with all applicable standards and codes,
including but not limited to the standards of the American Society for Testing and
Materials (ASTM), the American National Standards Institute (ANSI), the State of Iowa's
Building and Fire Codes, and all applicable Iowa Code including State Mechanical Code
Chapter 61, and State Plumbing Code Chapter 25.
3.1.2 All work performed by the Bidder shall comply with the current Iowa Occupational Safety
and Health (OSHA) standards and regulations. The Bidders shall notify the Issuing Officer
of any OSHA violations during the term of the contract.
3.1.3 The Bidder shall indemnify and hold harmless the State of Iowa from any claims, damages,
liabilities, or expenses from violations of applicable laws, codes, standards, or regulations.
Bidder shall obtain and maintain all permits, licenses, and approvals required to perform
the work.
3.1.4 The Bidder shall possess sufficient personnel, equipment, resources, certifications and
licenses necessary to safely perform the required services and simultaneously support
multiple State projects, if necessary.
3.1.5 The Bidder shall report to each work site with all tools and equipment necessary to
perform the required work.
3.1.6 The Bidders shall include documentation demonstrating experience, competency,
licensing, certification and three (3) business references with its bid response
3.1.7 The Department of Administrative Services reserves the right to reject any worker that,
in the State's determination, is unqualified or performing unsatisfactorily, or unable to
obtain security clearance.
3.2 Scope of Work
3.2.1 Bidders Requirements
Bidder shall perform the following services:
3.2.1.1 The Bidder shall conduct an initial water analysis of all systems and provide
recommendations for remedial action. The analysis shall include, at a minimum,
pH, sulfite, conductivity, alkalinity, calcium, total hardness, dissolved oxygen,
phosphate, and chlorides.
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3.2.1.2 The Bidder shall provide a liquid chemical system to align with existing
equipment.
3.2.1.3 The Bidder shall provide treatment to prevent scale, corrosion and oxygen
pitting on the waterside of each boiler.
3.2.1.4 The Bidder shall ensure the formation of scale and/or oxygen pitting does not
occur on the boilers' internal parts. The Bidder shall maintain sufficient sulfite
residuals in each boiler, whether operating or idle, to prevent oxygen pitting.
3.2.1.5 The Bidder shall add chemical treatment to steam boilers using an electric
automatic proportional feeder pump.
3.2.1.6 The Bidder shall utilize all existing feed and control equipment whenever
feasible and shall replace probes as needed, and at least annually.
3.2.1.7 The Bidder shall provide a service plan that includes monthly chemical testing
and monitoring of all treated systems and associated control parameters.
Testing shall include, at a minimum, condenser water systems, campus-wide
closed-loop systems, steam boiler systems, and cooling tower systems. The
Bidder shall provide written reports documenting all test results, findings, and
recommendations.
3.2.1.8 The Bidder shall provide an annual corrosion study on all cooling systems and
condensate return systems.
3.2.1.9 The Bidder shall provide bulk chemical delivery services that minimize manual
handling by State staff.
3.2.1.10 The Bidder shall remove and properly dispose of or return all drums and
chemical containers associated with the contract.
3.2.1.11 The Bidder shall provide twenty-four (24) hour emergency response services,
seven (7) days per week.
3.2.1.12 The Bidder shall provide Safety Data Sheets (SDS) for all chemicals supplied or
used under the contract.
3.2.2 Installation
The Bidder shall be solely responsible for the installation, configuration, operation,
maintenance, and removal of all Bidder-owned equipment and/or software provided
under the contract. The risk of loss and/or damage to Bidder-owned equipment and/or
software shall be fully assumed by the Bidder at all times pertinent to the contract.
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