How to do business with the Iowa DOT

Are you interested in selling your product or service to the Iowa DOT? Concerned about all the rumored red tape? Not sure if you can provide anything we buy?

This listing will give you a summary of what we buy and how to do business with us. We invite you to visit or call for more detailed information.

Iowa DOT responsibilities

The Iowa DOT's mission is to serve the public by advocating for and delivering transportation services that support the economic, environmental, and social vitality of Iowa. The purchasing section is responsible for the purchase of all equipment, materials, and supplies required by the Iowa DOT to fulfill this mission.

Purchasing section personnel obey all federal and state laws, executive orders, and rules concerning purchasing practices. The statutes also require the department to solicit quotations from Iowa Targeted Small Businesses.

Employees of the State of Iowa cannot receive gifts or gratuities of any kind.

Goods and services

The purchasing section of the Iowa DOT is responsible for the purchase of all equipment, supplies, and materials for the department. Iowa DOT's operations of the department are very diverse and require a broad range of items to serve the public's transportation needs. The Iowa DOT has a central distribution center in Ames, Iowa, which stocks over 6,000 different commodities. Purchasing buys these commodities as well as items for another 160+ locations statewide.

The products purchased range from pencils to sophisticated computer equipment; from paper to materials for highway repair and maintenance; from a calculator to heavy equipment.

The purchasing section also takes bids for building construction projects. In other words, it is possible the Iowa DOT buys what you can provide.

Bid lists

The Iowa DOT routinely updates bid lists of the major commodities purchased. To be considered for inclusion on the department's bid list, contact the purchasing section to request a vendor application. The vendor application requests basic information about your firm and includes a checklist of the commodity bid lists.

The Iowa DOT gives public notice for formal sealed bids in the Des Moines Register. Notice is also published in the weekly Letting Report issued by the Office of Contracts and the Iowa Department of Economic Development is notified.

To check on current bid opportunities online, visit our Web site at iowadot.gov/purchasing.

Supplier qualifications

All suppliers are expected to furnish all supplies, materials, or equipment that fully meet the specifications within the requested period and at the prices bid.

Vendors cannot engage in discriminatory employment practices and may be required to have on file an affirmative action program containing goal and time specifications.

Bidders for building construction projects must be registered as contractors by the Iowa Workforce Development. For information on registering call 515-281-5387 or visit their Web page at http://www.iowaworkforce.org/labor/contractor.htm.

A minority- or women-owned small business meeting certain requirements may be certified as an Iowa Targeted Small Business. To apply for certification or additional information, contact the Iowa Department of Inspection and Appeals at 515-281-7357.

How bids are requested

There are two basic ways the Iowa DOT solicit bids. The method used depends primarily on the expected dollar amount of the purchase. Emergency purchases or other considerations may require alternate methods of bidding.

1. Formal Sealed Bids:
A formal sealed bid procedure is used for purchase orders or contracts expected to exceed $50,000.

Bid proposal packages are mailed to prospective bidders. The package includes the following items:

A "vendor copy" of the bid proposal.
The vendor's copy of the proposal includes standard terms and conditions, specifications, and a copy of the proposal form and schedule of prices. These documents detail what is being bid, specifications, terms of sale, requirements the bidders must meet, criteria to be used in awarding the bid, term of the contract and/or required delivery date, and other pertinent information. The vendor's copy of the proposal includes all the information a potential bidder needs to make an informed bid. Bidders should keep this portion of the package as a record of the terms and specifications applicable to their bid.

A proposal form and schedule of prices to be completed, signed, and returned to the Iowa DOT's purchasing section before the opening date and time. A pre-addressed envelope for returning the bid.

Certain types of purchases require bid bonds. If a bid bond is required, the appropriate forms will be included as part of the package. Also included is the name of a contact person to call if you have any questions about the proposal.

Sealed bids are opened in public and read aloud at a specified time. Sealed bids must be received before the time of bid opening. Sealed bids cannot be accepted by facsimile machine. They must be mailed or delivered to the purchasing section. After the bids are evaluated, the department returns a tabulation of bids and a recommended bid award(s), to all bidders who responded to the proposal. A contract is normally prepared and sent to the successful bidder for signature.

2. Informal Bids:
For purchase orders under $50,000 informal bids are normally used. Informal bids may be requested on several different forms or by phone. The characteristics that distinguish an informal bid from a formal bid are that informal bids are not sealed and there is no public opening. Informal bids submitted by facsimile machine are acceptable. Several bidders may be selected from the bidders list to provide informal bids. Enough vendors are selected to obtain a fair, competitive price.

Items of limited dollar value (normally under $5,000) may be bought at a price negotiated with a responsible supplier.

Specifications

There are several types of specifications used for both formal and informal bids. A technical specification with individual requirements spelled out is preferred for equipment or materials. Other specifications may request a particular brand, include a list of pre-approved brands or identify special performance criteria.

Bid Evaluation Criteria

Usually, the main factor for evaluating bids is the lowest price that meets the specification and delivery requirements. In special cases, availability, life-cycle costs, vendor performance or other criteria may be considered in the bid award. Any special criteria will be clearly spelled out in the bid request.

An Iowa bidder is given preference over an out-of-state bidder when bids are equal in price and all other respects.

Bids that are incomplete or contain modifications, limitations or terms and conditions different than requested in the bid request may be rejected. The purchasing section has the right to reject bids or portions of bids not meeting the requirements and make awards that are most beneficial to the department.

Contracts

Normally, a contract is issued to the low bidder submitting a formal sealed bid. The contract will specify the bid price and refer to other terms of the purchase. The contract must be signed and returned to the purchasing section for countersignature, date, and approval. Contracts often are issued for purchases over specified periods. The bid request will state the beginning and ending date of the contract, and either a specific or estimated quantity to be purchased. Unless otherwise shown in the bid request, prices must be guaranteed throughout the contract period. A contract is not an authorization to ship merchandise. Purchases will be made with the purchase orders following approval of the contract.

Purchase orders

Purchase orders are used for all items purchased by the Iowa DOT's purchasing section. All shipments must include a packing slip, with the department's purchase order number noted on that slip. Invoices also must note the purchase order number to ensure prompt payment.

Taxes

The Iowa DOT is exempt from federal and state taxes. Tax exempt certificates will be supplied if requested.

Who to contact

Each purchasing agent is responsible for purchasing certain types of commodities. A listing of the major commodity assignments, the responsible purchasing agent, and the agent's phone number is available. To obtain a listing, please call the Office of Procurement and Distribution's purchasing section at 515-239-1310. Your call will be directed to the proper agent.

Iowa Department of Transportation
Office of Procurement and Distribution
800 Lincoln Way, Ames, Iowa 50010
Phone: 515-239-1310 Fax: 515-239-1538