1.01 Purpose of RFP: The purpose of this Request for Proposal (RFP) is to solicit competitive proposals as issued by Iowa State University, the University of Iowa, including the University of Iowa Hospitals and Clinics, and the University of Northern
Iowa from qualified Vendors who are capable of providing an extensive and comprehensive array of janitorial supplies and products. The Regents Institutions seek a Vendor or Vendors that can supply the specified products, parts, equipment, materials and related supporting services for the most competitive prices available within the industry.
The intent of this RFP is to award contracts to the most responsible Vendor or Vendors whose bid proposals, conforming to this RFP are most advantageous to the Regents
Institutions, price and other factors considered. The Regents Institutions desire to partner with the Awarded Vendor(s) to achieve spend and Vendor consolidation, efficiency improvement, customer service level improvement, market competitive pricing and to leverage savings growth through each year of the Contract.
1.02 Entities Covered: It is also the intention of the Regents Institutions to make the resultant Contract and pricing available to Iowa Board of Regents Institutions as well as the State of Iowa, all agencies and political subdivisions of the State of Iowa. The estimated annual value of the resultant Contract is approximately $4.4 million across the
Regents Institutions.
1.03 Background
University of Iowa: The State University of Iowa (SUI), in Iowa City, Iowa, was established in 1847 as the State’s first public institution of higher education. The
University is internationally known, among other things, for its Writers’ Workshop, and its pioneering outer space research, with University-designed research instruments used in major missions since the 1950’s. The University operates one of the nation’s largest university-owned teaching hospitals; approximately half a million visits are made to the
State University of Iowa Hospitals and Clinics every year.
Fall 2015 headcount enrollment at the University is 32,150 students.
The University has been accredited by the North Central Association of Colleges and
Secondary Schools since the association’s organization in 1914. The University is a member of the Association of American Universities.
The University is organized into the following colleges: the College of Liberal Arts and
Sciences, the Tippie College of Business, the College of Education, the College of
Engineering, the College of Public Health, the Carver College of Medicine, the College of
Nursing, the College of Dentistry, the College of Law, and the College of Pharmacy. The
Graduate College supervises graduate study offered by the University’s various departments, schools and colleges, and confers master’s degrees and doctorates.
Iowa State University: Iowa State University of Science and Technology (ISU), Ames,
Iowa, was chartered by the State General Assembly in 1858. Iowa was the first state to accept the terms of the Morrill Land Grant Act of 1862, and in March, 1864, the General

Assembly awarded Iowa’s grant to the University, known then as the Iowa Agricultural
College. Since 1959, the University has been known as Iowa State University of Science and Technology.
The University pioneered in the establishment of agricultural curricula and was the first state institution to found a veterinary school. Experimentation and research have been integral parts of the University from its beginning, first in agriculture, and later in home economics, engineering, veterinary medicine and the physical and social sciences.
Fall 2015 headcount enrollment at the University is 36,001 students. ISU employs more than 6,100 employees (faculty and staff) and approximately 6,600 student employees.
The University is accredited by the North Central Association of Colleges and Secondary
Schools as well as by appropriate professional organizations. It is also a member of the
Association of American Universities.
The University is organized into the following undergraduate colleges: the College of
Agriculture and Life Sciences, the College of Business, the College of Design, the
College of Engineering, the College of Human Sciences, and the College of Liberal Arts and Sciences. These colleges each grant bachelor’s degrees. The Graduate College administers the graduate programs of the colleges and confers the master’s degree and doctor of philosophy. The College of Veterinary Medicine awards the doctor of veterinary medicine degree. Iowa State University Extension and Outreach (ISU E&O) have 100 offices in the 99 counties across Iowa.
University of Northern Iowa: Located in Cedar Falls, Iowa, the regional, comprehensive University was established in 1876 and opened on September 5, 1876, as the Iowa State Normal School. In 1909, it was renamed the Iowa State Teachers
College and attained a national reputation as a leading institution in the field of teacher education. In 1961, the institution’s name was changed to the State College of Iowa and degree programs were added for those not planning to teach. The change to the
University of Northern Iowa was made in 1967. The University now offers courses covering a broad spectrum of curriculum on both the undergraduate and graduate level.
Fall 2015 headcount enrollment at the University is 11,981 students
The University of Northern Iowa is a member of the American Association of State
Colleges and Universities (AASCU), the American Association of Colleges for Teacher
Education (AACTE), and the Council of Graduate Schools in the United States. The
University is accredited through the master’s degrees, the specialist’s degrees and the doctorate (Doctor of Education and Doctor of Industrial Technology) by the North Central
Association of Colleges and Secondary Schools (NCA). Individual programs are accredited by several national accrediting agencies.
The University is organized into the following colleges: the College of Education, the
College of Business Administration, the College of Humanities, Arts and Sciences, and the College of Social and Behavioral Sciences. The Graduate College provides a broad curriculum of advanced programs.

1.04 Definitions a. Authorized Purchaser: Individual or Individuals approved to approve to place orders and make order revisions. This may include Purchasing Agents or end users approved by each Regent University. b. Awarded Vendor: Any Vendor selected by the Regents Institutions to receive a notice of award as a result of this RFP and to enter into a contract to provide the
Institutions with the products or services sought by this RFP. c. Fill Rate : Fill Rate is defined as the total number of units delivered divided by the total number of units order. Pre-approved substitutions for out of stock items will not be considered as filled for fill rate calculations. d. “Forced substitutions” are defined as: “The act of replacing any item with an alternate item via use of software or other method, resulting in the substitution of said item on a given order without the prior consent of the authorized purchaser”. e. May: The term “may” denotes an advisory or permissible action. f. Net Sales: A measure of the a mount of sales generated by a company after the deduction of returns, allowances for damaged or missing goods and any discounts.
g. Political Subdivision : Any county, city, school district, or any combination thereof. h. Proposal: The entirety of the Vendor’s responses to each point of this RFP, including any and all supplemental offers or information not explicitly requested within this RFP i. Regents Institutions : Iowa Board of Regents Institutions including Iowa State
University, University of Iowa, University of Iowa Hospitals and Clinics, and
University of Northern Iowa j. Regents Universities : Iowa Board of Regents Universities including Iowa State
University, University of Iowa, and University of Northern Iowa k. Hospital : University of Iowa Hospitals and Clinics l. Request for Proposal (RFP) : This document, which establishes the bidding and contractual requirements and solicits bid proposals to meet the purchasing needs of the Regents Institutions and all participating agencies identified herein. m. Vendor : For purposes of this RFP, ”Vendor” means any entity responding to this
RFP with the intention of winning the resulting award of contract, performing the work, and/or delivering the goods specified .

2.01 Contract Period and Effective Date: The term of any resulting contract will be five (5) years, target to commence in July 2016 and end in July 2021 . Under the same terms and conditions contained herein, the Regents Institutions have the option to renew this contract for two (2) additional one-year periods upon mutual agreement of all parties.
2.02 RFP Contact/Representative:
Name: Jon Westhoff
Title: Purchasing Agent
University of Northern Iowa
Lang Hall 122
Cedar Falls, IA 50614-0003
Phone: 319-273-6246
E-Mail: jon.westhoff@uni.edu
2.03 Proposal Clarification: Any and all questions regarding this RFP should be submitted via e-mail to Jon Westhoff at jon.westhoff@uni.edu by 4pm CT on Friday, April 29,
2016 . Responses to questions will be made available in the form of an official addendum.
2.04 Confidentiality and Restrictions on Communications: The Regents Institutions reserve the right to accept or reject any or all proposals and to waive any irregularities, technicalities, or informalities in proposals if such waiver does not substantially change the offer or provide a competitive advantage to any Vendors. The Regents Institutions reserve the right to request additional documents or proposal clarifications after the due date and time for proposal submission. a. The Vendor's legally authorized representative shall sign the proposal. The official name, address, telephone, and fax number and e-mail addresses are to be stated on the proposal form. b. The laws of the State of Iowa require the contents of all proposals be placed in the public domain and be open to inspection by interested parties. Trade secrets or proprietary information that are recognized as such and are protected by law may be withheld, if clearly identified as such in the proposal. Proposals marked entirely confidential or proprietary may be rejected. Pricing information and other offers cannot be considered proprietary information. c. All opened proposals become the property of Regents Institution and will not be returned to the offeror. d. No proposal may be modified or withdrawn for a period of ninety (90) calendar days after the scheduled closing time for receipt of proposals. e. All erasures or corrections are to be initialed by the person(s) signing the proposal. f. Failure to comply with the requirements of this RFP or evidence of unfair bidding procedures may be cause for rejection of the proposal. Failure to supply information requested may also be cause for rejection of the RFP as being non-responsive. g. This RFP does not commit the Regents Institutions to make an award, nor will
Regents Institutions pay any costs incurred in the preparation and submission of

proposals, costs incurred in making necessary studies for the preparation of proposals, or any travel or personnel expenses associated with trips to any of the
Regents Institutions’ campuses.
2.05 RFP Schedule of Events
Event Date
RFP Release Date Monday, 4/18/2016
Tuesday, 4/26/2016 Pre-Bid Conference and Conference Call
Vendor Questions Due Date
Answers to Vendor Questions Provided
RFP Due Date
Oral Vendor Presentations
Friday, 4/29/2016
Tuesday, 5/3/2016
Thursday, 5/12/2016
TBD
NOTE: The Institutions reserve the right to revise this schedule. Any such revision will be formalized by the issuance of an addendum to the RFP.
2.06 Pre-Bid Conference/Conference Call: It is strongly recommended that the Vendor attend the Pre-Bid Conference, either in person or via conference call dial-in. During the
Pre-Bid conference, the Regents Institutions will respond to questions and provide any needed additional instruction to Vendors on the submission of bids. The Pre-Bid
Conference will be held on Tuesday, April 26, 2016, from 9:30am – 11:00am CT.
Please limit the number of representatives attending the onsite Pre-Bid Conference to four (4), and RSVP to jon.westhoff@uni.edu
with the names and email addresses of all attendees by EOB, Monday, April 25, 2016. Meeting location and conference dial-in information will only be provided to those vendors who have RSVP’d.
2.07 Proposal Components: The following are the response requirements for this RFP. All specific response items represent the minimum information required and incomplete responses in terms of content, at the Regents Institutions discretion, may render the proposal non-responsive.
The following components of the proposal MUST be submitted in the below specified format in order for the proposal response to be considered complete.
 Cover Letter summarizing the Vendor’s proposal
 Completed and Signed Copy of the Bid Compliance Form
 Attachment A: Janitorial Proposal Response Workbook – in Excel Format
 Attachment B: Janitorial Financial Proposal Workbook – in Excel Format
 A list of exceptions to IBOR’s General Terms and Conditions, if there are any
 Any supplemental information that the Vendor would like to provide to support their proposal
2.08 Proposal Submission : All proposals must be submitted electronically to Jon Westhoff,
Purchasing Agent at the University of Northern Iowa, jon.westhoff@uni.edu
. All attachments must be completed and submitted in its original document format. All documents that are part of the Vendor’s proposal must be submitted in a single zip file clearly titled with the RFP number and the Vendor’s name.
The University of Northern Iowa must receive the Proposal at the Issuing Officer’s email

address, identified in the RFP and above, no later than 4:00pm CT on Thursday, May
12, 2016.
Any proposal received after this deadline will be rejected.
By submitting a proposal, each Vendor acknowledges that its representatives have:
1. Read and comprehended the sections outlined in this RFP including Background
Information, Scope of Work, Proposal Process, Proposal Format, Terms and
Conditions, all RFP attachments, any subsequent addenda issued by the
Regents Institutions and any other Janitorial Supplies related matters listed in this solicitation
2. Provided a response based on requirements described within this RFP
The Regents Institutions are not liable for any cost incurred by Vendors in replying to this
RFP.
2.09 RFP Evaluations : Evaluation of proposals may be based on, but not limited to, the following criteria, which are listed in no particular order of importance.
 Response to product specifications and service requirements
 Demonstrated expertise and service record
 Ability to provide eProcurement punch-out capabilities (desired but not required)
 Financial stability of the Vendor
 Vendor’s sustainability program(s)
 Vendor’s commitment and demonstrated understanding of the scopes of works and services
A committee designated by the Regents Institutions will evaluate proposals to discern a recommended award to Vendor(s) proposal deemed most valuable to The Regents
Institutions. Vendor’s submission of a proposal constitutes Vendor acceptance of the evaluation technique and Vendor recognition and acceptance that subjective judgments will be used by The Regents Institutions during the assignment of points. Late proposals will automatically be disqualified. These criteria are general in nature and may be used to develop a more detailed evaluation worksheet. The Regents Institutions reserve the right to evaluate financial capability of any or all Vendors to satisfactorily complete the requirements of this RFP.
2.10 Vendor Responsibility : The Vendor assumes sole responsibility for the complete effort required in submitting a bid proposal in response to this RFP. No special consideration will be given after bid proposals are opened because of a Vendor's failure to be knowledgeable as to all of the requirements of this RFP.
2.11 Institution Rights/Obligations: The Institutions reserve the right to accept or reject any or all proposals, waive irregularities, to accept any part of a proposal, to withhold the award, and to make no award as is deemed to be in the best interests of the Institutions.
The Institutions will not pay for any information requested herein, nor is it liable for any costs incurred by the Vendor in responding to this request. All proposals submitted become the property of the Institutions and will not be returned to the Vendor.
2.12 Addenda : Any and all interpretations, corrections, revisions, and amendments shall be issued by the Regents Institutions, specifically the University of Northern Iowa’s

Purchasing Department, to all known holders of the RFP Documents in the form of written addenda. Except for addenda modifying the proposal due date or canceling the
Request for Proposal, such addenda shall be issued so as to be received at least five (5) days prior to the time set for receipt of proposals. All addenda so issued shall become part of the Contract Documents and shall be acknowledged in the Form of Proposal.
2.13 Oral Presentation: The Vendor may be required to give an oral presentation to the
Regents Institutions concerning its bid proposal. The Regents Institutions may also require the Vendor to submit written responses to questions regarding its bid proposal.
The purpose of such communication with the Vendor, either through an oral presentation or a letter of clarification, is to provide an opportunity for the Vendor to clarify or elaborate on its bid proposal. Original bid proposals submitted, however, cannot be supplemented, changed, or corrected in any way. No comments regarding other bid proposals are permitted. Vendors may not attend presentations made by their competitors.
2.14 Negotiations: After evaluating bid proposals, the evaluation committee may enter into negotiations with each Vendor in the competitive range, unless there are too many highly rated proposals to evaluate efficiently. In this situation, the Regents Institutions may limit the competitive range to the number of proposals that will permit efficient competition among the most highly rated proposals.
The primary purpose of negotiations is to maximize the Regent’s Institutions ability to get the best value, based on the requirements and evaluation criteria set forth in the RFP.
Negotiations may involve the identification of significant proposal weaknesses, ambiguities and other deficiencies that could limit a Vendor’s award potential, including price. More rounds of negotiations may be held with one Vendor in the competitive range than with another. Negotiations will be structured to safeguard information and ensure that all Vendors in the competitive range are treated fairly.
2.15 Intent to Award: Upon review and approval of the evaluation committee’s and
Institutions recommendation for award, The Institutions will issue a “Notice of Intent to
Award” letter to the apparent Awarded Vendor.
The Institutions will also notify all unsuccessful Vendors as to the outcome of the evaluation process after an award/awards has/have been made.
2.16 Contract Award and Execution: The Regent Institutions will award by issuing an award letter to the Vendor with the highest overall evaluated score whose proposal is the most advantageous to The Institutions, price and other factors considered. The terms, conditions, and provisions of this RFP, and Vendor's response to this RFP will apply, except where the provisions of the RFP or Vendor's response conflict with the terms of this Contract or its attached Exhibits. Where such conflict exists, the terms of this
Contract or the attached Exhibits shall govern. When the Contract and the attached
Exhibits conflict, the Contract shall govern. Contracts may be awarded to more than one
Vendor where savings can be accomplished by the Institutions in doing so.
Vendors are discouraged from submitting their own standard terms and conditions with their proposals. Mandatory terms and conditions are not negotiable.

2.17 Exceptions to the Regents Institutions General Terms and Conditions: Vendor shall clearly state in the submitted proposal any exceptions to, or deviations from the Scope of
Work and any exceptions to the provisions, terms, and conditions of this RFP and conditions of the potential agreement described in the IBOR General Terms and
Conditions.
Such exceptions or deviations will be considered in evaluating the proposals. Vendors are cautioned that exceptions taken to this RFP may cause their proposal to be rejected at the sole discretion of the Regents Institutions. Exceptions not stated in the Vendors’ proposal will have no effect.
3.01 General : The Regents Institutions desire to establish a Preferred Janitorial Supplies
Distributor contract with a qualified Vendor or Vendors. The successful Vendor will be awarded as the Preferred Distributor for janitorial supplies for the Regents Institutions.
The contract will also be made available to the State of Iowa and all agencies and political subdivisions of the State of Iowa entities.
The awarded Vendor(s) will be heavily marketed and strongly encouraged for use by all
Regents Institutions users and affiliated entities. Any volume or spend information provided by the Institutions are estimated figures only and are intended to assist potential distributors in understanding the scope of the Regents Institutions account.
Vendors must demonstrate that they have a comprehensive catalog of equipment, supplies and products, supportive services, and a distribution/delivery system that can meet shipping requirements for the items they are proposing to contract. Free or minimum shipping/delivery/freight charges are desirable as well as abandonment of any minimum order requirements. It is desirable to have freight included in the product pricing.
3.02 Minimum Requirements : To be considered, each Proposal must be received on time; signed by the Vendor’s authorized representative and must meet the administrative and mandatory requirements set forth below:
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Provide alternate products on request;
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Prevent forced substitutions;
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Provide dedicated service representatives;
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Adhere to products requirements as outlined in the RFP;
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Assign key management individuals to the Iowa Board of Regents Institutions as well as the State of Iowa;
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Meet delivery expectations as outlined in the RFP;
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Meet reporting requirements as contained in the RFP;
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Adhere to the freight policy outlined in the RFP;
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Meet green/sustainability requirements as outlined in the RFP;
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Provide references as outlined in the RFP;
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Provide shipping/package slips as outlined in the RFP;

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Adequately manage contract on an account of this size;
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Provide disaster emergency recovery plans;
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Audit for pricing discrepancies.
While they are not mandatory requirements for the Vendor to meet to be considered, the following abilities below are desirable to a number of the Institutions:
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Provide an online catalog and online ordering;
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Provide training as described in the RFP;
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Meet ordering/system functionality requirements as outlined in the RFP;
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Interface consistently with SciQuest, ESM, iProcurement, and other procurement systems.
3.03 Product Coverage and Comprehensiveness
A. Product Coverage : This request for proposal should encompass all products and services offered by the Vendor and its affiliates (e.g. parent company, sister company, subsidiary, etc.). The goal is for Regents Institutions to have a preferred distributor(s) for janitorial supplies. Awards will be made to one or multiple vendors depending on the potential for savings or cost avoidance.
The scope of this RFP shall include but not limited to the following Product
Categories:
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Air Fresheners and Deodorizers
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Chemicals
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Cleaning Supplies
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Floor Mats
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Janitorial Paper Products and Dispensers
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Skin and Personal Care
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Trash Containers
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Trash Liners
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Cleaning Equipment
Vendors may be asked to provide sample products for testing purpose after the initial proposal evaluation, especially for alternative products proposed for current high spend, high volume items.
B. Product Availability :
University of Iowa Hospitals and Clinics
UIHC does not allow for product substitutions and expects to keep appropriate stock levels as it operates 24/7. In the case of weather related issues, the Vendor is expected to have a process in place to provide UIHC the supplies it needs.
Regents Universities
It is expected that orders placed by the Universities be shipped as products are available or as complete orders upon University request, within the delivery timeframe specified. Vendors shall provide inventory at an acceptable level to service the Universities without undue delays. Vendors shall agree that there will be no cancellation of products without informing the Universities and providing an equal or an acceptable replacement, at no additional cost to the institution,

approved by the designated University representative during the term of the
Agreement.
Failure to maintain adequate inventory of all contracted items, shall, in the sole opinion of the Universities be cause for termination of any contract awarded as a result of this RFP. The Vendor shall communicate manufacturer’s discontinuation of any products to the designated University contract administrator within five (5) business days of notification by manufacturer to the Vendor. In such instances, the Vendor shall work with the designated contract administrator to identify and implement alternative options that shall maintain or reduce costs. Vendors shall offer suggested replacements of discontinued products at least thirty (30) days prior to substitution, including replacement part number, description, list price, applicable discount (which shall be the same or be greater than the discontinued items), and final price.
C. New Products : In the event that new product lines are introduced or offered by
Vendor subsequent to contract award, the IBOR institutions have the following notification requirements:
Iowa State University
ISU’s Director of Materials/Stores is the single point of contact for new product and promotion notification.
University of Iowa
The University requires that the Vendor provide the school and campus contact with monthly email notifications and come to University directly to introduce new products and upcoming promotions along with samples. When necessary, the
University prefers meetings and presentations with manufacturers. Trainings shall be provided as requested and shall be provided in the frequency and shifts required to properly train all applicable staff members.
University of Iowa Hospitals and Clinics
The Hospital requires that the Vendor and/or manufacturer come to the Hospital directly to introduce new products and upcoming promotions. Trainings shall be provided as requested and shall be provided in the frequency and shifts required to properly train all applicable staff members.
University of Northern Iowa
The University requires that it be notified of new products and upcoming promotions through the school’s sales representative.
D. Product Quality: The Institutions reserve the right to determine whether the quality of any proposed supplies meet the standards set forth in this proposal and the specific needs of the Institutions. Vendors may be disqualified if their supplies do not meet these standards at the sole discretion of the Institutions.
The Institutions reserve the right to require samples of proposed products for testing that are not exact matches of current purchasing patterns.
E. Alternative Products or Substitutions : Awarded Vendor shall provide brand name products, but each University shall also have access to Vendor’s private label or third party products. The Vendor shall work with the Institutions to identify

and implement alternative options that shall maintain or reduce costs. Substitute product delivery without prior written/verbal authorization will be considered a serious infringement of the Contract. In the event a substituted product is approved, the cost of alternate item shall not exceed the purchase order price of the originally ordered item; alternates provided at a cost lower than original product price are considered accepted in accordance with any resultant Contract.
In the event substituted product cost is billed at a rate higher than the original product’s purchase order price credit shall be issued within five (5) business days.
F. Stocking Requirements: Vendor shall provide inventory levels adequate to service the Institutions without undue delays. It is required that Vendor agrees that there will be no cancellation or discontinuation of products from the Contract without an equal or acceptable replacement approved by the designated participating agency representative during the term of any resultant Contract.
Failure to maintain adequate inventory levels, in multiple instances, may result in cause for termination.
G. Returns: Any Products delivered in poor condition, at the discretion of the
Authorized Purchaser, will be returned and replaced at no charge to the
University. Credit for returned goods should be made immediately once the
Vendor receives returned goods or resolved within thirty (30) days. If the Vendor has either not picked up or provided for the return of rejected goods after five (5) business days of notification of rejection, Authorized Purchaser may dispose of them as they see fit. Vendor will credit Authorized Purchaser for the price of the goods regardless.
H. Back Order Notifications: Vendor shall notify an order requester immediately if any item(s) from their order is placed on back order. Vendor shall also provide to the order requesters an estimated date of product availability for the back ordered item(s). The Regent Institutions desire that these notifications are sent to the department receiving the goods and services in addition to the Purchasing
Agent associated with the order.
If the Vendor is unable to provide required product in timely manner, the Vendor shall propose a substitute item. In the event that this item is not acceptable to the ordering facility, the Regents
Institutions reserve the option to purchase the item from another Vendor.
3.04 Custodial Workforce Optimization Program and Software
A. If the Vendor can also provide custodial workforce optimization software, or any other solution that is targeted to streamline the custodial cleaning process, improve effectiveness and efficiency, the Regents Institutions are interested in learning more about the Vendor’s solution. Cost of this software program/solution must be provided separately and independent of any product pricing in the Attachment B: Janitorial Financial Proposal Workbook.
3.05 Ordering Capabilities and System Functionality: While eProcurement and online ordering functionalities are not absolute requirements for all Institutions, it is desired that the Vendor be able to support any given Institution’s ordering capabilities and system functionality requirements as listed below:
A. Minimum Orders: Unless stated otherwise, there will be no minimum quantity or

minimum order charge on any item.
B. eProcurement Integration and Support: The Vendor must be able to integrate to and support each University’s eProcurement technology for catalog and order management, as requested by each University. Vendor will work with each
University individually to negotiate any technology specific agreements required by that University.
In conjunction with The Institutions’ e-Procurement solutions, it is necessary to partner with a Vendor who can provide punch-out sites or hosted catalogs for contract pricing for end users purchases. Following award, the Vendor will be expected to dedicate resources to the fulfillment of the entire enablement process. The Vendor will also be expected to work together with the Institutions on regular auditing practices to ensure complete and full contract compliance of the electronic catalog.
The Institutions utilize the following eProcurement solutions for purchasing:
Iowa State University - CyBuy (ESM Solutions)
Iowa State University currently does not order janitorial supplies and related products through the University’s CyBuy (ESM) solution and would not require the vendor(s) to provide e-procurement at this time.
University of Iowa - eBuy (SciQuest)
The University prefers to submit orders through SciQuest as eProcurement enablement with punch-out abilities in SciQuest is also preferred, hosted acceptable. Desired functionality includes: an online order-entry system that permits end users to place secure orders using any Internet-based data communication systems, including but not limited to: Personal Computer, Smart
Phone, iPad, or Tablet PC.
Store unit operations utilize PeopleSoft Inventory that will dispatch orders through SciQuest with contracted pricing but are not shopped through the eBuy procurement tool. Pricing for the store units shall be updated by Awarded
Vendor(s) in the form of an auto-load file that includes the University’s identified stock ID number. This file shall be provided in the required University format, in full and accurate, by Awarded Vendor(s) twenty (20) days in advance of file effective date. Pricing for these areas will be held firm for the duration of the file effective period the auto-load file is in effect unless any adjustments are mutually agreed upon. Any new University stock ID numbers created during the file effective period shall have the pricing remain firm for the duration of the current auto-load file.
University of Iowa Hospitals and Clinics
The Hospital utilizes a vendor inventory system which includes: inventory tracking software, reporting, and support. The Vendor is required to be able to provide the same level of software and service at no cost to the Hospital.
University of Northern Iowa - iProcurement (Oracle)
The University utilizes Oracle iProcurement for all vendor punch-outs and hosted catalogs.

C. Online and Ordering Capabilities: Vendor’s online ordering portal and catalog shall provide help functions, order tracking, related item prompts, automatically open into the pre-established core-item list display, item status, price, description, and photo. The Institutions pricing for ordering for all items shall be available online at the time of contract execution. Online ordering capability shall be available to all Authorized Users of the respective Institutions, and online orders placed by 5PM CST, should qualify for delivery within twenty four (24) hours whenever possible. Vendor’s shall also be responsible for making available a customer service representative/technical support person to handle online orders and mitigate any order-related or technical issues.
Online ordering capability shall be available to all Regents Institutions and participating agencies authorized users, and online orders placed by 5:00PM
CST, should qualify for delivery within twenty-four (24) hours or less. Any ordering should be reliable, not require a multi-level approval system and have capabilities for mobile technology. The Vendor should work closely with customer to define Min/Max levels. Vendor should have capability to process "auto" ordering - a defined order for a specific area on a predetermined schedule.
Automatic orders may change seasonally.
D. Catalog Management: It is required that Vendor provide an online ordering portal and catalog availability that are able to process orders on any internetbased device including but not limited to a personal computer, smart phone,
IPad, or tablet PC. The online ordering portal shall provide help functions, order tracking, related item prompts, display item status (shipping availability etc.) contract price, list price, product description and photo. In addition, the portal will need to be capable of directing users to the preferred items. Vendor’s ordering portal is required to support the browsers(s) approved by each University. The online ordering portal shall be able to restrict product categories by view on an entity basis as requested by the Regents Institutions.
3.06 Pricing and Financial Incentives
A. Core List Items : The approximately 400 high spend high volume items included in the Core List tab of Attachment B: Janitorial Financial Proposal Workbook represents approximately 90% of IBOR Universities’ and Hospital’s total janitorial supplies spend. These items must be net priced according to the requested unit of measure; paper products must also be priced by the pallet and truck load.
Vendors are encouraged to propose identical / exact product matches when they are available through the Vendors. The Institutions will also take any proposed lower costs, technical equivalent products into consideration and evaluation; however, emphasis will be placed on identical items. Detailed instructions for completing the Core List tab are provided in the Attachment B: Janitorial
Financial Proposal Workbook.
B. Pricing for Core Items : Prices will hold firm for the first year of the contract and will be jointly reviewed by the Vendor(s) and Regents Institutions at the beginning of each subsequent contract year. All product pricing need to be quoted independent of any support and supplemental training and value add services. If lower prices are found with other vendors, the Institutions will notify the Awarded

Vendor and expect a price match from the Awarded Vendor from the beginning of the notification.
C. Annual Price Increase Cap : The Regents Institutions requests that the Awarded
Vendor only increase prices when manufacturer list price changes are announced, in which case the Vendor shall notify the Regents Institutions of such increases and manufacturer documentation must be presented. Pricing increase shall be at or below the industry average and shall not exceed 3% annually.
Additionally, for product pricing that can be pegged to an index, the Vendor must offer the Institutions a pricing decrease if the corresponding indexes drop. The
Regents Institutions shall be advised of, and receive benefits of, any price decrease automatically and immediately. The Awarded Vendor shall provide written price reduction information within thirty (30) days of its effective date.
D. Pricing for Non-Core Items: For items not part of the Core List items, Vendors shall provide the Regents Institutions with a discount structure based on the
Vendor’s standard catalog which shall be documented in the Attachment B:
Janitorial Financial Proposal Workbook . The Vendor should separately provide the Regents Institutions an electronic copy of their standard / complete catalog as a separate attachment as part of the RFP proposal.
E. Payment Terms: At a minimum, The Regents Institutions require net terms allowing at least 30 days for payment.
F. Financial Incentives: Vendor shall indicate any additional savings in the form of discounts, rebates, or other financial incentives offered and included in Proposal to the Regents Institutions. It should be noted however that when evaluating the cost components of the received proposals, a proposal with more competitive product pricing and moderate level of financial incentives will be scored more favorably than a proposal with less competitive product pricing and more financial incentives.
The financial incentives may include, but are not limited to:
 Annual Volume Rebate
 Prompt Payment Discounts
 Single Point Delivery
 Scholarship/Internship Sponsorships
 Average Delivery Size Rebate
 Online Order Placement
 Bulk Purchases
 Other Rebates
The Vendor is expected to include financial incentives commensurate to the size and contract length of the Preferred Distributor relationship. Financial incentives should be included in the Attachment B: Janitorial Financial Proposal
Workbook. Vendors shall provide details regarding financial incentives that are available in the Contract including incentive guidelines, payment schedules, etc.
G. Transition and Implementation Plan and Cost: The Vendor must provide a detailed transition plan and implementation timeline should any of the Regents
Institutions need to switch products due to the Awarded Vendor’s inability to

provide 100% identical Core List items or should the Institutions decide to switch to more economical alternative products. The Vendor must outline the proposed transition process, length of time, any additional costs to the Institutions in the events that new / different dispensers (paper towel, toilet tissues, soap, etc.) will be needed. It is the Institutions’ expectation that the Awarded Vendor will cover any and all costs related to switching dispensers, including costs of the dispensers and labor costs of dispenser removals and installations, as part of the award in the event that a change of product line would produce the desired savings. The Vendor shall work to accommodate the various transition timelines for different commodities for situations where current inventory levels and new product testing will need to occur. Transition times need to acknowledge specific activity and use. Responses shall include Vendor's ability to meet/coordinate with these unique situations.
3.07 Strategic Account Administration and Services
A. Account Management: It is expected that the account representative will be the first point of contact for all business issues including; service needs, issue resolution, and production assistance, with a response time of 24 hours or less.
The Institutions expect to have a fair amount of contact with vendor and also expect the Vendor to have relationships with national companies. Annual meetings are preferred for meetings between the Vendor and the group of
Regents Institutions and monthly or quarterly meetings are preferred for meetings between the Vendor and the individual institutions; however, each university reserves the right to work with the Vendor to set individual meetings at their desired frequency.
B. Annual Business Review Meetings : To maintain and establish a strong relationship, the Vendor’s customer service team and the Regents Institutions will meet once annually, at minimum, to review reports, pricing, product updates, performance, service-related issues, and proposed initiatives. The agenda for the business review meetings shall be set by the Regents Institutions. The
Institutions request that a Vendor representative with decision making authority shall be available for in-person meetings. The Vendor shall provide cost reduction recommendations and reduce costs related to the Regents Institutions’ accounts during the business review meetings as they become apparent.
Quarterly reports may include, but are not limited to, the following metrics:
−
Fill Rates
−
Delivery Results
−
Ordering Entity
−
Usage by Division and Location
−
Pricing Discrepancies
−
Total and Quarter-over-Quarter Sales Trends
−
Rebate Reporting
−
Quarterly Cost Savings
C. Customer Service : Exceptional customer service is an implied and essential requirement of this contractual agreement. All team members should be familiar

with all aspects of this proposal (and any resulting agreement) and be empowered to make changes as needed to comply with the contract to ensure knowledgeable and effective information is provided to end users. A fully informed, equally well trained back-up will be required when a designated customer service or sales representative is not available. The Vendor will be responsible for ensuring the customer service representative workload will allow for convenient and effective interaction with each Regents Institutions member’s staff. The Vendor shall provide each of the Regents Institutions with dedicated customer service representatives assigned to promptly address product/contract questions, delivery/invoicing issues, and resolve any other problems that arise.
Sales personnel are expected to visit the Regents Institutions and participating agencies on a regularly basis or as needed.
All service representatives shall have access to information to provide immediate responses to inquiries concerning the status of orders (shipped or pending), delivery information, back-order information, contract pricing, contracted product offerings/exclusions, billing questions or issues, contract compliance requirements, and general product information. Representatives shall be available by phone (via local or toll free number), fax, or email.
The Regents Institutions expect a response from the Vendor within four ( 4) business hours of notification of any issues, regardless of nature (e.g. pricing, item discrepancy, customer service, etc.). Vendor’s response shall include the intended resolution and contact person who is addressing the problem. All issues are expected to be resolved within twenty four ( 24) to forty eight (48) business hours of notification. For the Hospital specifically, all issues must be resolved within twenty four (24) hours.
D. Value-Added Incentives: Additional offers for efficient contract management practices that would add value to the Proposal should be clearly stated in the offer. The Regents Institutions will determine a realistic value to each valueadded offer and, if applicable, factor that value in to the cost evaluation.
However, each Regents Institutions and participating agency has the right to determine if cost savings offered in response to this RFP merits utilizing the service or product offered. Therefore, it is in each Vendor’s interest to ensure the
Proposal contains pricing and value-added services that will be attractive to the
Regents Institutions and participating agencies.
E. Training : Vendor shall provide training as necessary, at no additional cost to the
Regents Institutions, on all aspects of ordering, delivery, return, and customer service processes as well as the products themselves. Various trainings may include, but are not limited to: manufacturer trainings on how to use products, web-based trainings, new equipment training, group trainings, new building setup, assessment and audit activities, any certification programs, etc.
The Vendor will also provide the Regents Institutions with Electronic SDS sheets or MSDS information as preferred by the institution.
F. Delivery and Freight : All products shall be shipped F.O.B. Destination, with free or minimum delivery/freight charges that are included in the product pricing.
Destination shall be the location(s) specified in the Purchase Instrument. All

items shall be at the Vendor’s risk until they have been delivered and accepted by the receiving entity. All items shall be subject to inspection on delivery. Hidden damage will remain the responsibility of the Vendor to remedy without cost to the
Regents Institutions; regardless of when the hidden damage is discovered.
Vendors are responsible for filing and expediting all freight claims with the carrier.
Emergency/rush delivery requiring special shipping and handling will be at the
Vendor’s expense, at no cost to the Contract participants if rush delivery occurred as a result of the Vendors error.
The fill rate measurement will be agreed upon, negotiated and included in the contract language. The Vendor will be expected to provide performance guarantees or standards it has for measurements such as fill rate.
University of Iowa
The University has a fill rate of 90+% with orders filled within five working days for core list products.
G. Delivery Schedules: Each Institution has distinct schedules for order placement and next day deliveries. Schedules for each Institution are as follows:
Iowa State University
The University requires that products be delivered to ISU Central Stores General
Services Dock, with products delivered in bulk or truckload. There is no cutoff time for the Vendor. Deliveries accepted from 7:30am – 4:00pm.
University of Iowa
Deliveries are required to be next day shipment with a no later than a standard three business day delivery timeline. Vendor capabilities should include 1 to 100 locations, some with receiving challenges. Athletics deliveries will be directed to
Carver Hawkeye Arena or Kinnick Stadium; the Athletics loading dock requires a forklift, which is present onsite. Order cutoff for the next day delivery is 5:00pm
CT. Athletics will accept deliveries from 8:30am to 4:15pm with no deliveries from
12:00pm to 12:35pm. Near-campus locations can receive semi traffic, while campus locations should receive straight truck or box truck deliveries.
University of Iowa Hospitals and Clinics
The Hospital orders paper products on Thursday with an expected delivery by the following Monday. PDI wipes must meet a next day turnaround. The majority of deliveries are to be made to the Hospital receiving dock, with the remaining deliveries to be shipped directly to the shipping address detailed on the purchase order. Deliveries accepted from 7:00am – 2:00pm.
University of Northern Iowa
All deliveries are to be made to the Campus Warehouse (2412 W 27 th Street,
Cedar Falls, IA 50614-0196) either next day or second day delivery. Deliveries accepted from 7:45am – 3:30pm.

H. Holidays: Deliveries are accepted from Monday to Friday with the exception of weekends and the following holidays:
−
New Year’s Day
−
Martin Luther King Jr’s Birthday, third Monday of January
−
Memorial Day
−
Independence Day
−
Labor Day
−
Thanksgiving Day, and the following Friday
−
Christmas Day
University of Iowa Hospitals and Clinics
No deliveries are accepted on the weekends or national holidays. Arrangements will be made for an alternative day if normal shipping falls on such.
I. Shipping Requirements: A shipping label shall be visibly located on the outside of each package and include the following items:
−
Specified recipient’s name
−
Department name
−
Purchase order or contract release number
−
Complete address including building name and room number
−
Authorized agent or ordering entity
−
Telephone number
−
Campus mail code (if applicable, based on institution requirements)
−
Zone (if applicable, based on institution requirements)
A packing slip shall also be included with each shipment, and shall include the above-noted information along with the following:
−
Line-item description
−
Quantity ordered
−
Quantity included in shipment
−
Any back order items
−
Unit Price
−
Number of parcels
−
Purchase Order
−
Contract and release numbers
−
Ordering entity name
−
F.O.B. (destination)
J. Packaging: Products should be transported on pallets, when applicable, with no additional pallet charges. It’s recommended that the Vendor pick up pallets on returning visits or use reusable pallets.
University of Northern Iowa
Packaging should have a maximum skid height of 90” (7’6”) to allow for safe unloading. Shipments not conforming to these requirements may be refused and returned at the shipper’s expense.
K. Invoicing/Payment: Invoices for individual orders or billing summaries for contract orders are to be sent directly to the applicable University’s billing contact

and shall contain:
−
Word descriptions of items being billed
−
Appropriate purchase order or contract order number
−
Company or departmental account number
−
Release and catalog numbers
−
Unit list price
−
Discounted price
−
Extended price
−
Applicable percentage discount for each item
−
All items included on the packing slip
The Institutions have the following payment requirements:
University of Iowa and University of Iowa Hospitals and Clinics
Both the University and the Hospital require the ability for the Vendor to accept procurement card payments or to submit invoices referencing the designated
University of Iowa Purchase Order Number. The University is interested in
Vendor's ability to accept ghost cards payments that provide level 3 transaction details and in addition to the ability to be in alignment with PCI compliance.
University of Northern Iowa
The University prefers to pay by ghost card through their iProcurement system.
L. Reporting : Monthly, quarterly and annual usage reports shall be provided to the
Regents Institutions and other participating entities. Each Institution shall work with selected Vendor to develop the required reports and the appropriate reporting frequency. At a minimum, reports shall include:
−
Manufacturer name and number;
−
Item description;
−
Catalog number for each item purchased;
−
Aggregate totals of items purchased;
−
Unit list price;
−
Unit discount;
−
Actual price paid;
−
Grand total of all purchases for the reporting period;
−
Back-order delivery reporting; and
−
Green product usage reporting.
Other customized reports requested by the Regents Institutions shall be provided within 10 business days of request, as needed. These may include, but are not limited to:
−
Federal Small Business products purchased through your company;
−
Fill rate;
−
Sustainability reporting;
−
Cost savings;
−
Targeted product distribution reports, such as chemical or controlled substance delivery; and
−
Any reports required for State or Federal government compliance or audits.

The Regents Institutions may require periodic usage and quality reports. These reports should include, but not be limited to, the following metrics: fill rates, delivery results, contract number, usage by division and building, and pricing discrepancies. The Vendor should furnish the reports on a quarterly basis in a format mutually agreed upon by the Regents Institutions and the Vendor. These reports should be submitted within ten (10) business days, following the month or quarter for which the report is due.
M. Pricing Audit: The Regents Institutions expect pricing will be correct at inception of this contract, penalties will be charged on pricing errors which occur after the initial three-month period. In the event of pricing issues, The Institutions reserve the right to request an audit be completed at the Vendor’s expense and to implement an audit penalty equaling 1% of the total corrected invoice(s) value resulting in over one (1) hour of review/resolution per audit as a whole by respective Institution. Audit penalties shall be reimbursed to the Institution for any invoice(s) in question including both under charges and over charges. This audit should be completed within thirty (30) days of request. It is expected that following the review a report will be presented to the Regents Institutions.
Should an audit of the Vendor’s prices uncover overcharges, the Regents
Institutions and participating agencies have the right to request any overpaid amounts be refunded as a credit memo or check. The Vendor agrees to correct these errors within thirty (30) days. Undercharges will not be rebilled to the participating entity as a result of such an audit.
The Awarded Vendor(s) will be expected to provide quarterly reviews that verify accuracy of contract pricing; this information will be shared with the Regents
Institutions.
N. Sustainability and Green Initiatives: The Regents Institutions have specific interest in products and services that contain reusable or recycled content and/or packaging and are designed to facilitate dismantling, reuse or recycling.
Products including, but not limited to cleaning products, chemicals, and paper products must meet EPA requirements along with the Green Seal certification, as applicable. The individual Institutions will work with the Vendor to ensure the requirements are met for their specific initiatives such as percentage recycled requirements or the Regents Institutions’ various Green Cleaning initiatives such as SUI’s 2020 initiative and ISU’s green cleaning initiative. The Regents
Institutions shall require that Vendor is able to provide detailed reporting, upon request, demonstrating products meet these requirements.
University of Iowa Hospitals and Clinics
All products currently purchased by the Hospital are Green Seal Certified with the exception of disinfectants. The Hospital is required to maintain LEED Gold or
Platinum Status; in addition, the Hospital currently receives reporting on utilities saved by using identified products in water, paper. The expectation is for the
Vendor to be an active participant in these endeavors.
O. Environmental Practices: All packaging must comply with applicable Federal

and State laws regulating handling and transportation. All products must be labeled in accordance with any special labeling requirements imposed by Federal and/or State regulations or requirements.
P. Disaster Emergency Recovery: A Presidential Disaster Declaration is determined once a disaster has occurred and the State has declared a state of emergency. The State will evaluate the recovery capabilities of the State and local governments. If it is determined that the damage is beyond their recovery capability, the governor will send a request to the President. Examples of
Disasters include (but not limited to) the following: Earthquake, Enemy Attack,
Energy Disruption, Grass or Timber Fire, Severe Winter Storm, Expansive Soil,
Public Disorder, Dam Failure, Hailstorm, Thunderstorm/Lightening, Extreme
Heat, Terrorism, Structural Failure, Landslide, Tornado, Flash Flood, Pandemic,
Structural Fire, River Flood, Windstorm.
The Institutions have the following expectations of the Vendor in the case of a catastrophic event:
University of Iowa
In the event of a catastrophe, the University expects the Vendor to have a process in place to ensure product delivery, but also reserve the right to utilize other vendors if deemed necessary.
University of Iowa Hospitals and Clinics
It’s required that there be a process in place that the Hospital can obtain products and services when needed. In the event of weather issues, a major epidemic, etc. the Hospital needs to be assured that a process is in place that guarantees product delivery.
University of Northern Iowa
The University requires that the Vendor be able to show a catastrophe plan for ensuring deliveries and product availability of key items.

4.1 The undersigned Company, in response to Request for Proposal Number Q9299 having examined the Proposal Requirements, this Form of Proposal, and all of the Contract
Documents, hereby proposes to provide an extensive and comprehensive array of janitorial supplies and products in accordance with the proposed Contract Documents. Bidding companies must complete all parts of this section for their bid to be considered.
4.2 Company acknowledges receipt of the following Addenda, which are a part of the
Contract Documents:
__ __ __ __
4.3 Proprietary Information Please list all information or sections that you consider proprietary. Note that pricing and financial arrangements cannot be considered as proprietary information. The sections of this Proposal listed below represent trade secrets or proprietary information.
Section Page No. Section Page No._____
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
4.4 Company understands that University of Northern Iowa reserves the right to reject any and all proposals, waive irregularities or technicalities in any proposal, and accept any proposal in whole or in part which it deems to be in its best interest. Yes _____
No ______
4.5 Company has provided all parties involved with a copy of the RFP. Yes _____
No ______
4.6 Company has read, understands, and agrees to all Proposal Instructions and
Conditions contained in Section I of this RFP. Yes _____
No ______
NOTE: If No, please list exceptions on Attachment E.
4.7 Company hereby certifies by signing below: that this proposal is genuine and is not made in the interest of or on behalf of any undisclosed person, company, or corporation; (b) that
Company has not directly or indirectly induced or solicited any other Company to put in a false or sham proposal; (c) that Company has not solicited or induced any person, company, or corporation to refrain from bidding; and (d) that Company has not sought by collusion or kickback to obtain any advantage over any other Company or over UNI.
4.8 The vendor has not altered or modified the original content of the Request for Proposal document or any associated documents, including original drawings or graphics.
4.9 The company is not currently debarred, suspended, or proposed for debarment by any federal or state entity. The undersigned agrees to notify the University of Northern Iowa of any change in this status, should one occur, until such time as an award has been made under this procurement.

4.10 Vendor Information
Business Name: ____________________________________________
Federal I.D. Number: ________________________________________
Official Address: ____________________________________________
____________________________________________
____________________________________________
Firm's State or Foreign Country of Residence ____________________
Company Telephone Number _________________________________
Fax Number _______________________________________________
Company Contact ___________________________________________
Telephone Number for this Contact _____________________________
E-Mail for this Contact _______________________________________
Authorized Signature _______________________________________
Typewritten or Printed Signature ___________________________________ Date _______

Attachment A: Janitorial Proposal Response Workbook – in Excel Format
Attachment B: Janitorial Financial Proposal Workbook – in Excel Format
Attachment C: Exceptions/Bid Compliance
Attachment D: IBOR General Terms and Conditions