0 - T3094 Truck Washing RFP 040318~1.pdf

Bid Solicitation

Bid # 18DPP00241

For: T3094 - Inspection and Preventive Maintenance of NJDOT Facility Truck Washing Equipment

Event Date Time

Vendor’s {Bidder’s} Electronic Question Due Date (Refer to Bid Solicitation Section 1.3.1 for more information.)

4/13/18

2:00 PM

Mandatory/Optional Pre-Quote Submission Conference (Refer to Bid Solicitation Section 1.3.5 for more information.)

Not Applicable

Mandatory/Optional Site Visit (Refer to Bid Solicitation Section 1.3.4 for more information.)

Not Applicable

Quote Submission Date (Refer to Bid Solicitation Section 1.3.2 for more information.)

5/11/18

2:00 PM

Dates are subject to change. All times contained in the Bid Solicitation refer to Eastern Time. All changes will be reflected in Bid Amendments to the Bid Solicitation posted on the Division of Purchase and Property website and on www.njstart.gov.

Small Business

Set-Aside

Status ☐ Not Applicable

☐ Entire Blanket P.O.

☐ Partial Blanket P.O.

☒ Subcontracting Only

Category

☒ I ☐ IV

☒ II ☐ V

☒ III ☐ VI

Bid Solicitation Issued By Using Agency/Agencies

State of New Jersey State of New Jersey Department of the Treasury Department of Transportation Division of Purchase and Property Trenton, New Jersey 08625-0230

Date: April 3, 2018 http://www.njstart.gov/

Table of Contents

INFORMATION FOR VENDORS {BIDDERS}

PURPOSE AND INTENT

BACKGROUND

KEY EVENTS

ELECTRONIC QUESTION AND ANSWER PERIOD

SUBMISSION OF QUOTES

VENDOR {BIDDER} SUPPORT

MANDATORY/OPTIONAL SITE VISIT

MANDATORY/OPTIONAL PRE-QUOTE CONFERENCE

PRE-QUOTE DOCUMENT REVIEW

ADDITIONAL INFORMATION

BID AMENDMENTS: REVISIONS TO THIS BID SOLICITATION

VENDOR {BIDDER} RESPONSIBILITY

COST LIABILITY

CONTENTS OF QUOTE

ANNOUNCEMENT OF QUOTE INFORMATION

PRICE ALTERATION IN QUOTES

QUOTE ERRORS

JOINT VENTURE

RECIPROCITY FOR JURISDICTIONAL VENDOR {BIDDER} PREFERENCE

QUOTE ACCEPTANCES AND REJECTIONS

ELECTRONIC SIGNATURES

DEFINITIONS

CROSSWALK

GENERAL DEFINITIONS

BLANKET P.O.-SPECIFIC DEFINITIONS/ACRONYMS

SCOPE OF WORK

GENERAL REQUIREMENTS

KICKOFF MEETING (KM)

VENDOR {CONTRACTOR} PERSONNEL REQUIREMENTS

SECURITY CLEARANCE

SERVICE REQUESTS

PERIODIC INSPECTION/PREVENTIVE MAINTENANCE SERVICE REQUIREMENTS

ON-CALL SERVICE REQUEST

EMERGENCY SERVICE CALL REQUEST

FIELD SERVICE REPORT (FSR)

SERVICE WARRANTY/ VENDOR {CONTRACTOR} SUPPLIED PARTS/DEVICES

INVOICING/REIMBURSEMENT/COMPENSATION

QUOTE PREPARATION AND SUBMISSION

GENERAL

QUOTE DELIVERY AND IDENTIFICATION

NJSTART ELECTRONIC SUBMISSION VS. HARD COPY SUBMISSION INSTRUCTION

NJSTART SUBMISSION OF QUOTE

HARD COPY SUBMISSION

QUOTE CONTENT

FORMS, REGISTRATIONS AND CERTIFICATIONS REQUIRED WITH QUOTE

FORMS, REGISTRATIONS AND CERTIFICATIONS REQUIRED BEFORE BLANKET P.O. AWARD AND THAT

SHOULD BE SUBMITTED WITH THE QUOTE

VENDOR {BIDDER} DEMONSTRATION OF ITS ABILITY TO COMPLETE THE SCOPE OF WORK

FINANCIAL CAPABILITY OF THE VENDOR {BIDDER}

STATE-SUPPLIED PRICE SHEET

COOPERATIVE PURCHASING PROGRAM

SPECIAL CONTRACTUAL TERMS AND CONDITIONS APPLICABLE TO THE BLANKET P.O

PRECEDENCE OF SPECIAL CONTRACTUAL TERMS AND CONDITIONS

BLANKET P.O. TERM AND EXTENSION OPTION

BLANKET P.O. TRANSITION

CHANGE ORDER

VENDOR {CONTRACTOR} RESPONSIBILITIES

SUBSTITUTION OF STAFF

SUBSTITUTION OR ADDITION OF SUBCONTRACTOR(S)

OWNERSHIP OF MATERIAL

SECURITY AND CONFIDENTIALITY

DATA CONFIDENTIALITY

DATA SECURITY STANDARDS

NEWS RELEASES

ADVERTISING

LICENSES AND PERMITS

CLAIMS AND REMEDIES

CLAIMS

REMEDIES

REMEDIES FOR FAILURE TO COMPLY WITH MATERIAL BLANKET P.O. REQUIREMENTS

LIQUIDATED DAMAGES

RETAINAGE

ADDITIONAL WORK AND/OR SPECIAL PROJECTS

MODIFICATIONS AND CHANGES TO THE STATE OF NJ STANDARD TERMS AND CONDITIONS (SSTC)

INSURANCE - PROFESSIONAL LIABILITY INSURANCE

ACCESSIBILITY COMPLIANCE

BLANKET P.O. ACTIVITY REPORT

ELECTRONIC PAYMENTS

PROGRAM EFFICIENCY ASSESSMENT FOR STATE USING AGENCIES

QUOTE EVALUATION

RIGHT TO WAIVE

DIRECTOR’S RIGHT OF FINAL QUOTE ACCEPTANCE

STATE'S RIGHT TO INSPECT VENDOR (BIDDER) FACILITIES

CLARIFICATION OF QUOTE / STATE'S RIGHT TO REQUEST FURTHER INFORMATION

QUOTE EVALUATION COMMITTEE

ORAL PRESENTATION

EVALUATION OF THE QUOTES {PROPOSALS}

VENDOR’S {BIDDER’S} STATE-SUPPLIED PRICE SHEET

QUOTE DISCREPANCIES

NEGOTIATION AND BEST AND FINAL OFFER (BAFO)

“REQUEST FOR REVISION” WITHIN NJSTART

POOR PERFORMANCE

BLANKET P.O. AWARD

DOCUMENTS REQUIRED BEFORE BLANKET P.O. AWARD

REQUIREMENTS OF PUBLIC LAW 2005, CHAPTER 51, N.J.S.A. 19:44A-20.13 - N.J.S.A. 19:44A-20.25

(FORMERLY EXECUTIVE ORDER NO. 134), EXECUTIVE ORDER NO. 117 (2008) AND N.J.A.C. 17:12-5 ET SEQ

SOURCE DISCLOSURE REQUIREMENTS

AFFIRMATIVE ACTION

BUSINESS REGISTRATION

FINAL BLANKET P.O. AWARD

INSURANCE CERTIFICATES

PERFORMANCE SECURITY

BLANKET P.O. ADMINISTRATION

STATE CONTRACT MANAGER

STATE CONTRACT MANAGER RESPONSIBILITIES

COORDINATION WITH THE STATE CONTRACT MANAGER

STATE OF NEW JERSEY STANDARD TERMS AND CONDITIONS

Bid Solicitation-Specific Documents/Attachments/Appendices:

Price Schedule;

Offer & Acceptance Page;

Vendor {Bidder} Quote Overview Form;

Vendor {Bidder} Data Sheet; and

Vendor {Bidder} Procurement Program Checklist.

INFORMATION FOR VENDORS {BIDDERS}

NOTICE: This Bid Solicitation is part of the NJSTART Procurement Program. The Vendor {Bidder} is advised to thoroughly read all sections, as many have been revised, and follow all instructions contained in this Bid Solicitation, including the instructions on the Bid Solicitation’s Offer and Acceptance Page and read through all Quick Reference Guides (QRGs) located on the NJSTART Vendor Support Page (http://www.state.nj.us/treasury/purchase/njstart/vendor.shtml), before preparing and submitting its Quote.

NJSTART terminology is used throughout this document. See Bid Solicitation Section 2.1 for a crosswalk of NJSTART terminology to legacy terminology.

PURPOSE AND INTENT

This Bid Solicitation is issued by the Procurement Bureau, Division of Purchase and Property (Division), Department of the Treasury on behalf of New Jersey Department of Transportation (NJDOT). The purpose of this Bid Solicitation is to solicit Quotes for a Vendor {Contractor} to provide inspection and maintenance services for NJDOT facility truck washing equipment throughout the State.

The intent of this Bid Solicitation is to award one (1) Master Blanket Purchase Order (Blanket P.O.)

to that responsible Vendor {Bidder} whose Quote, conforming to this Bid Solicitation is most advantageous to the State, price and other factors considered. The State may award any and all price lines. The State, however, reserves the right to separately procure individual requirements that are the subject of the Blanket P.O. during the Blanket P.O. term, when deemed by the Director of the Division of Purchase and Property (Director) to be in the State’s best interest.

The State of NJ Standard Terms and Conditions (SSTC) accompanying this Bid Solicitation will apply to all Blanket P.O.s made with the State of New Jersey. These terms are in addition to the terms and conditions set forth in this Bid Solicitation and should be read in conjunction with them unless the Bid Solicitation specifically indicates otherwise.

The State of New Jersey (State) may extend the Blanket P.O. awarded to the Division's Cooperative Purchasing Program participants after Blanket P.O award. In that circumstance, the State will request that the Vendor {Contractor} complete the Cooperative Purchasing Form indicating willingness or unwillingness to extend State Blanket P.O. pricing and terms to Cooperative Purchasing Program participants. The Cooperative Purchasing Form is located on the Division’s website. These participants include quasi-State entities, counties, municipalities, school districts, volunteer fire departments, first aid squads, independent institutions of higher learning, County colleges, and State colleges. Although the State, with the consent of the Vendor {Contractor}, is may make use of any Blanket P.O. resulting from this Bid Solicitation available to non-State Agencies, the State makes no representation as to the acceptability of any State Bid Solicitation terms and conditions under the Local Public Contracts Law or any other enabling statute or regulation

BACKGROUND

The awardee will be charged with ensuring that the NJDOT’s truck washing equipment is properly maintained and operational at all times. Duties will include, at a minimum, inspection, preventive maintenance, and on-call emergency servicing.

A list of current NJDOT facilities and equipment can be found below:

A. NJDOT Headquarters - 1035 Parkway Avenue, Ewing, NJ 08625 http://www.state.nj.us/treasury/purchase/njstart/vendor.shtml

1. Whiting Smartwash Equipment;

2. Carbtrol Washwater Recycling System;

3. Power Washer - Alhota Cleaning Systems Model 4201 NG;

4. Air Compressor – Speedaire Model 1WD80;

5. Air Dyer - Hankinson Model HIT20; and

6. Backflow Preventers - ¾” Watts Model 009-M3 QT and 2” Watts Model LF009M2QT.

B. Keasbey Repair Garage - 90 Crows Mill Road, Keasbey, NJ 08832

1. Oil Trap ElectroPulse Water Treatment System;

2. Zurn Proceptor Oil-Water Separator; and

3. Power Washer – Hotsy Model 991A.

C. Vineland Repair Garage - 1959 South Delsea Drive (Rt. 47), Vineland, NJ 08360

1. Oil Trap ElectroPulse Water Treatment System; and

2. Power Washer – Hotsy Model 982SS.

D. Wall Township Maintenance Facility - 2436 Paynters Road, Wall Township, NJ 08736

1. Carbtrol Wash Water Recycling System;

2. Power Washer – Hotsy Model 942N; and

3. Backflow Preventer - 2” Watts Model LF009M2QT.

E. Newark Repair Garage - 602 Routes 1 & 9, South Newark, NJ 07114

1. Landa VNG 4-2000 pressure washer; and

2. Champion 120 gallon vertical air compressor.

Note: Additional facilities/equipment may be added during the term of the Blanket P.O.

KEY EVENTS

ELECTRONIC QUESTION AND ANSWER PERIOD

The Division will electronically accept questions and inquiries from all potential Vendors {Bidders} via the “Q&A” Tab of the Bid Solicitation in NJSTART.

A. Questions should be directly tied to the Bid Solicitation and asked in consecutive order, from beginning to end, following the organization of the Bid Solicitation; and

B. Each question should begin by referencing the Bid Solicitation page number and section number to which it relates.

Vendors {Bidders} may refer to the QRG “Submit a Quote” for additional instruction. QRGs are located on the NJSTART Vendor Support Page.

A Vendor {Bidder} shall not contact the Using Agency and/or the Procurement Specialist directly, in person, by telephone or by e-mail, concerning this Bid Solicitation, prior to the final award of the Blanket P.O.

The cut-off date for electronic questions and inquiries relating to this Bid Solicitation is indicated on the Bid Solicitation cover sheet. In the event that questions are posed by Vendors {Bidders}, answers to such questions will be issued by Bid Amendment. Any Bid Amendment to this Bid Solicitation will become part of this Bid Solicitation and part of any Blanket P.O. awarded as a result of this Bid Solicitation. Bid Amendments {Addenda} to this Bid Solicitation, if any, will be posted as a File Attachment on the “Summary” page of the Bid Solicitation in NJSTART after the cut-off date.

(See Bid Solicitation Section 1.4.1 for further information.)

EXCEPTIONS TO THE STATE OF NJ STANDARD TERMS AND CONDITIONS (SSTC)

Questions regarding the State of New Jersey Standard Terms and Conditions (SSTC) and exceptions to mandatory requirements must be posed during this Electronic Question and Answer period and shall contain the Vendor’s {Bidder’s} suggested changes and the reason(s) for the suggested changes.

SUBMISSION OF QUOTES

In order to be considered for award, the Quote must be received by the Procurement Bureau of the Division at the appropriate location by the required time.

Vendors {Bidders} shall submit a Quote either electronically through NJSTART or via hard copy.

QUOTES NOT RECEIVED PRIOR TO THE QUOTE OPENING DEADLINE SHALL BE

REJECTED. THE DATE AND TIME OF THE QUOTE OPENING ARE INDICATED ON THE BID

SOLICITATION COVER SHEET AND ON THE “SUMMARY” TAB OF THE BID SOLICITATION

WEBPAGE WITHIN NJSTART.

IF THE QUOTE OPENING DEADLINE HAS BEEN REVISED, THE NEW QUOTE OPENING

DEADLINE SHALL BE SHOWN ON THE POSTED BID AMENDMENT AND ON THE

“SUMMARY” TAB OF THE BID SOLICITATION WEBPAGE WITHIN NJSTART.

Procedural inquiries concerning the use of NJSTART may be directed to njstart@treas.nj.gov and/or (609) 341-3500.

The State will not respond to substantive questions related to the Bid Solicitation or any other Blanket P.O. via this e-mail address or phone number. For inquiries related to substantive questions refer to Section 1.3.1 (Electronic Question and Answer Period).

VENDOR {BIDDER} SUPPORT

Vendors {Bidders} are strongly encouraged to visit the NJSTART Vendor Support Page, which contains Quick Reference Guides (QRGs), supporting videos, a glossary of NJSTART terms, and helpdesk contact information.

The Vendor {Bidder} should utilize the QRGs before attempting to submit its Quote using the NJSTART process. It is the Vendor’s {Bidder’s} responsibility to ensure that the NJSTART Quote and attachments have been properly submitted.

MANDATORY/OPTIONAL SITE VISIT

Not applicable to this procurement.

MANDATORY/OPTIONAL PRE-QUOTE CONFERENCE

PRE-QUOTE DOCUMENT REVIEW

mailto:njstart@treas.nj.gov

ADDITIONAL INFORMATION

BID AMENDMENTS: REVISIONS TO THIS BID SOLICITATION

In the event that it becomes necessary to clarify or revise this Bid Solicitation, such clarification or revision will be by Bid Amendment. Any Bid Amendment to this Bid Solicitation will become part of this Bid Solicitation and part of any Blanket P.O. awarded as a result of this Bid Solicitation.

There are no designated dates for release of Bid Amendments. Those Vendors {Bidders} who are on the bid holder list either through commodity code registration in NJSTART or by acknowledging the bid in NJSTART should receive notification of any Bid Amendment(s). If a Vendor {Bidder} is not on the bid holder list to receive notifications related to a Bid Solicitation, Bid Amendments are still viewable on the “Summary” page of the Bid Solicitation in NJSTART.

BID AMENDMENTS WILL BE ISSUED AS FILE ATTACHMENTS, AND ARE VIEWABLE ON

THE “SUMMARY” PAGE OF THE BID SOLICITATION IN NJSTART. Vendors {Bidders} may refer to the QRG “Submit a Quote” for additional instructions. QRGs are located on the NJSTART Vendor Support Page.

It is the sole responsibility of the Vendor {Bidder} to be knowledgeable of all Bid Amendments related to this procurement. An interested Vendor {Bidder} should check the NJSTART “Open Bids” Tab on a daily basis to ensure review of the most updated information.

VENDOR {BIDDER} RESPONSIBILITY

The Vendor {Bidder} assumes sole responsibility for the complete effort required in submitting a Quote in response to this Bid Solicitation. No special consideration will be given after Quotes are opened because of a Vendor’s {Bidder’s} failure to be knowledgeable as to all of the requirements of this Bid Solicitation.

COST LIABILITY

The State assumes no responsibility and bears no liability for costs incurred by a Vendor {Bidder} in the preparation and submittal of a Quote in response to this Bid Solicitation.

CONTENTS OF QUOTE

Quotes can be released to the public pursuant to N.J.A.C. 17:12-1.2(b) and (c), or under the New Jersey Open Public Records Act (OPRA), N.J.S.A. 47:1A-1.1 et seq., or the common law right to know.

After the opening of sealed Quotes, including Quotes submitted through the NJSTART electronic process, all information submitted by a Vendor {Bidder} in response to a Bid Solicitation is considered public information notwithstanding any disclaimers to the contrary submitted by a Vendor {Bidder}. Proprietary and confidential information may be exempt from public disclosure by OPRA and/or the common law. When the Bid Solicitation contains a negotiation component, the Quote will not be subject to public disclosure until a notice of intent to award a Blanket P.O. is announced.

As part of its Quote, a Vendor {Bidder} may designate any data or materials it asserts are exempt from public disclosure under OPRA and/or the common law, explaining the basis for such assertion.

The location in the Quote of any such designation should be clearly stated in a cover letter.

The State reserves the right to make the determination as to what is proprietary or confidential, and will advise the Vendor {Bidder} accordingly. Any proprietary and/or confidential information in a Quote will be redacted by the State. The State will not honor any attempt by a Vendor {Bidder} to designate its entire Quote and/or prices as proprietary, confidential and/or to claim copyright protection for its entire Quote. Copyright law does not prohibit access to a record which is otherwise available under OPRA. In the event of any challenge to the Vendor’s {Bidder’s} assertion of confidentiality with which the State does not concur, the Vendor {Bidder} shall be solely responsible for defending its designation, but in doing so, all costs and expenses associated therewith shall be the responsibility of the Vendor {Bidder}. The State assumes no such responsibility or liability.

A Vendor {Bidder} shall not designate any price lists and/or catalogs submitted as exempt from public disclosure as the same must be accessible to State Using Agencies and Cooperative Purchasing Program participants (if the Bid Solicitation has been extended to these participants) and thus must be made public to allow all eligible purchasing entities access to the pricing information.

ANNOUNCEMENT OF QUOTE INFORMATION

On the date and time Quotes are due under the Bid Solicitation, all information concerning the Quotes submitted may be publicly announced and shall be available for inspection and copying except as noted below:

A. Information appropriately designated as proprietary and/or confidential shall not be available for inspection and copying; and

B. Where negotiation is contemplated, only the names and addresses of the Vendors {Bidders} submitting Quotes will be announced, and the contents of the Quotes shall not be available for inspection and copying until the Notice of Intent to Award is issued by the Director.

PRICE ALTERATION IN QUOTES

Any price changes including hand written revisions or "white-outs" must be initialed. Failure to initial price changes shall preclude a Blanket P.O. award from being made to the Vendor {Bidder}.

QUOTE ERRORS

In accordance with N.J.A.C. 17:12-2.11 “Proposal errors,” a Vendor {Bidder} may withdraw its Quote as described below.

QUOTE WITHDRAWAL PRIOR TO QUOTE OPENING

NJSTART: A Vendor {Bidder} may withdraw its Quote submission in NJSTART prior to the Quote opening; however, Vendors {Bidders} should note that while withdrawn NJSTART Quotes remain viewable by the Vendor {Bidder} on its Vendor Profile Homepage, they are removed from the Division’s view and cannot be considered for Blanket P.O. award. The Vendor {Bidder} may submit a revised Quote as long as the Quote is received prior to the announced date and time for Quote submission. Vendors {Bidders} may refer to the QRG “Submit a Quote” for additional instruction.

QRGs are located on the NJSTART Vendor Support Page.

Hard Copy: A Vendor {Bidder} may request that its hard copy Quote be withdrawn prior to the Quote opening. Such request must be made, in writing, to the Supervisor of the Proposal Review Unit at the address provided in Section 1.4.7.2 below. The Vendor {Bidder} may submit a revised Quote as long as the Quote is received prior to the announced date and time for Quote submission and at the place specified.

QUOTE WITHDRAWAL AFTER QUOTE OPENING, BUT PRIOR TO BLANKET P.O. AWARD

NJSTART and Hard Copy: If, after the Quote opening, but before Blanket P.O. award, a Vendor {Bidder} discovers an error in its Quote, the Vendor {Bidder} may make a written request to the Supervisor of the Proposal Review Unit to withdraw its Quote from consideration for award. If the Vendor’s {Bidder’s} request to withdraw is made in good faith, and the State will not be significantly prejudiced by granting the withdrawal of the Quote beyond the loss of the benefit of the bargain to the State of the withdrawing Vendor’s {Bidder’s} offer, the request shall be granted. Evidence of the Vendor’s {Bidder’s} good faith in making this request can be demonstrated by one (1) or more of the following factors: A mistake is so significant that to enforce the Blanket P.O. resulting from the Quote would be unconscionable; that the mistake relates to a material feature or term of the Blanket P.O.; and that the mistake occurred notwithstanding the Vendor’s {Bidder’s} exercise of reasonable care. After Quote opening, while pursuant to the provisions of this section a Vendor {Bidder} may request to withdraw its Quote and the Director may in his/her discretion allow said Vendor {Bidder} to withdraw it, the Division also may take notice of repeated or unusual requests to withdraw by a Vendor {Bidder} and take those prior requests to withdraw into consideration when evaluating the Vendor’s {Bidder’s} future Quotes.

All Quote withdrawal requests must include the Bid Solicitation identification number and the final Quote submission date and be sent to the following address:

Department of the Treasury Division of Purchase and Property PO Box 230 33 West State Street – 9th Floor Trenton, New Jersey 08625-0039 Attention: Supervisor, Proposal Review Unit

If during a Quote evaluation process, an obvious pricing error made by a potential Blanket P.O.

awardee is found, the Director or his/her designee shall issue written notice to the Vendor {Bidder}.

The Vendor {Bidder} will have up to five (5) business days after receipt of the notice to confirm its pricing. If the Vendor {Bidder} fails to respond, its Quote shall be considered withdrawn, and no further consideration shall be given to it.

JOINT VENTURE

If a Joint Venture is submitting a Quote, the agreement between the parties relating to such Joint Venture should be submitted with the Joint Venture’s Quote. Authorized signatories from each party comprising the Joint Venture must sign the Offer and Acceptance Page. Each party to the Joint Venture must individually comply with all the forms and certification requirements in Sections

4.4.1 and 4.4.2 of this Bid Solicitation.

RECIPROCITY FOR JURISDICTIONAL VENDOR {BIDDER} PREFERENCE

In accordance with N.J.S.A. 52:32-1.4 and N.J.A.C. 17:12-2.13, the State of New Jersey will invoke reciprocal action against an out-of-State Vendor {Bidder} whose state or locality maintains a preference practice for its in-state Vendors {Bidders}. The State of New Jersey will use the annual surveys compiled by the Council of State Governments, National Association of State Procurement Officials, or the National Institute of Governmental Purchasing or a State’s statutes and regulations to identify States having preference laws, regulations, or practices and to invoke reciprocal actions.

The State of New Jersey may obtain additional information as it deems appropriate to supplement the stated survey information.

A Vendor {Bidder} may submit information related to preference practices enacted for a State or Local entity outside the State of New Jersey. This information may be submitted in writing as part of the Quote response, including name of the locality having the preference practice, as well as identification of the county and state, and should include a copy of the appropriate documentation, i.e., resolution, regulation, law, notice to Vendor {Bidder}, etc. It is the responsibility of the Vendor {Bidder} to provide documentation with the Quote or submit it to the Director within five (5) business days after the deadline for Quote submission. Written evidence for a specific procurement that is not provided to the Director within five (5) business days of the public Quote submission date may not be considered in the evaluation of that procurement, but may be retained and considered in the evaluation of subsequent procurements.

QUOTE ACCEPTANCES AND REJECTIONS

N.J.A.C. 17:12-2.7(d), the Director’s right to waive minor irregularities or omissions in a Quote and N.J.A.C. 17:12-2.2 which defines causes for Quote rejection, apply to all Quotes.

ELECTRONIC SIGNATURES

Vendors {Bidders} submitting Quotes through NJSTART may sign the forms listed in Section 4.4.1 (Forms, Registrations and Certifications Required with Quote) and Section 4.4.2 (Forms, Registrations and Certifications Required Before Blanket P.O. Award and That Should Be Submitted with the Quote) of this Bid Solicitation electronically by typing the name of the authorized signatory in the “Signature” block as an alternative to downloading, physically signing the form, scanning the form, and uploading the form to NJSTART.

Vendors {Bidders} submitting Quotes in hard copy format, must provide forms with original, physical signatures, otherwise its Quote may be deemed non-responsive.

DEFINITIONS

CROSSWALK

NJSTART Term Equivalent Existing New Jersey Term

Bid/Bid Solicitation RFP/Solicitation

Bid Amendment Addendum

Change Order Contract Amendment

Master Blanket Purchase Order (Blanket P.O.) Contract

Offer and Acceptance Page Signatory Page

Quote Proposal

Vendor Bidder/Contractor

GENERAL DEFINITIONS

The following definitions will be part of any Blanket P.O. awarded or order placed as a result of this Bid Solicitation.

All-Inclusive Hourly Rate – An hourly rate comprised of all direct and indirect costs including, but not limited to: labor costs, overhead, fee or profit, clerical support, travel expenses, per diem, safety equipment, materials, supplies, managerial support and all documents, forms, and reproductions thereof. This rate also includes portal-to-portal expenses as well as per diem expenses such as food.

Best and Final Offer or BAFO – Pricing timely submitted by a Vendor {Bidder} upon invitation by the Bureau after Quote opening, with or without prior discussion or negotiation.

Bid or Bid Solicitation – This series of documents, which establish the bidding and Blanket P.O.

requirements and solicits Quotes to meet the needs of the Using Agencies as identified herein, and includes the Bid Solicitation, State of NJ Standard Terms and Conditions (SSTC), State-Supplied Price Sheet, attachments, and Bid Amendments.

Bid Amendment – Written clarification or revision to this Bid Solicitation issued by the Bureau. Bid Amendments, if any, will be issued prior to Quote opening.

Business Day – Any weekday, excluding Saturdays, Sundays, State legal holidays, and State-mandated closings unless otherwise indicated.

Calendar Day – Any day, including Saturdays, Sundays, State legal holidays, and State-mandated closings unless otherwise indicated.

Change Order – An amendment, alteration, or modification of the terms of a Blanket P.O. between the State and the Vendor(s) {Contractor(s)}. A Change Order is not effective until it is signed and approved in writing by the Director or Deputy Director, Division of Purchase and Property.

Cooperative Purchasing Program – The Division’s intrastate program that provides procurement-related assistance to New Jersey local governmental entities and boards of education, State and county colleges and other public entities having statutory authority to utilize select State Blanket P.O.s issued by the Division, pursuant to the provisions of N.J.S.A. 52:25-16.1 et seq.

Days After Receipt of Order (ARO) – The number of calendar days ‘After Receipt of Order’ in which the Using Agency will receive the ordered materials and/or services.

Director – Director, Division of Purchase and Property, Department of the Treasury, who by statutory authority is the Chief Contracting Officer for the State of New Jersey.

Discount – The standard price reduction applied by the Vendor {Bidder} to all items.

Division – The Division of Purchase and Property.

Evaluation Committee – A committee established or Division staff member assigned by the Director to review and evaluate Quotes submitted in response to this Bid Solicitation and recommend a Blanket P.O. award to the Director.

Firm Fixed Price – A price that is all-inclusive of direct cost and indirect costs, including, but not limited to, direct labor costs, overhead, fee or profit, clerical support, equipment, materials, supplies, managerial (administrative) support, all documents, reports, forms, travel, reproduction and any other costs.

Joint Venture – A business undertaking by two (2) or more entities to share risk and responsibility for a specific project.

Master Blanket Purchase Order (Blanket P.O.) – The Blanket P.O. consists of the State of NJ Standard Terms and Conditions (SSTC), the Bid Solicitation, the responsive Quote submitted by a responsible Vendor {Bidder} as accepted by the State, the notice of award, any Best and Final Offer, any subsequent written document memorializing the agreement, any modifications to any of these documents approved by the State and any attachments, Bid Amendment or other supporting documents, or post-award documents including Change Orders agreed to by the State and the Vendor {Contractor}, in writing.

May – Denotes that which is permissible or recommended, not mandatory.

Must – Denotes that which is a mandatory requirement.

No Bid – The Vendor {Bidder} is not submitting a price Quote for an item on a price line.

No Charge – The Vendor {Bidder} will supply an item on a price line free of charge.

Primary Form – An electronic form contained within a Vendor’s {Bidder’s} NJSTART profile designated by the Vendor {Bidder} as the primary or principal version of the required form.

Procurement Bureau (Bureau) – The Division unit responsible for the preparation, advertisement, and issuance of Bid Solicitations, for the tabulation of Quotes and for recommending award(s) of Blanket P.O.(s) to the Director and the Deputy Director.

Project – The undertakings or services that are the subject of this Bid Solicitation.

QRGs – Quick Reference Guides.

Quote – Vendor’s {Bidder’s} timely response to the Bid Solicitation including, but not limited to, technical Quote, price Quote, and any licenses, forms, certifications, or other documentation required by the Bid Solicitation.

Retainage – The amount withheld from the Vendor {Contractor} payment that is retained and subsequently released upon satisfactory completion of performance milestones by the Vendor {Contractor}.

Revision – A response to a BAFO request or a requested clarification of the Vendors {Bidders} Quote.

Shall – Denotes that which is a mandatory requirement.

Should – Denotes that which is permissible or recommended, not mandatory.

Small Business – Pursuant to N.J.A.C. 17:13-1.2, “small business” means a business that meets the requirements and definitions of “small business” and has applied for and been approved by the New Jersey Division of Revenue and Enterprise Services, Small Business Registration and M/WBE Certification Services Unit as (i) independently owned and operated, (ii) incorporated or registered in and has its principal place of business in the State of New Jersey; (iii) has 100 or fewer full-time employees; and has gross revenues falling in one (1) of the three (3) following categories: For goods and services - (A) 0 to $500,000 (Category I); (B) $500,001 to $5,000,000 (Category II); and

(C) $5,000,001 to $12,000,000, or the applicable federal revenue standards established at 13 CFR 121.201, whichever is higher (Category III); For construction services: (A) 0 to $3,000,000 (Category IV); (B) gross revenues that do not exceed 50 percent of the applicable annual revenue standards established at 13 CFR 121.201 (Category V); and (C) gross revenues that do not exceed the applicable annual revenue standards established at CFR 121.201, (Category VI).

State – The State of New Jersey.

State Contract Manager or SCM – The individual, as set forth in Section 8.0, responsible for the approval of all deliverables, i.e., tasks, sub-tasks or other work elements in the Scope of Work. The SCM cannot direct or approve a Change Order.

State-Supplied Price Sheet – the bidding document created by the State and attached to this Bid Solicitation on which the Vendor {Bidder} submits it proposal pricing as is referenced and described in Bid Solicitation Section 4.4.5.

Subtasks – Detailed activities that comprise the actual performance of a task.

Subcontractor – An entity having an arrangement with a Vendor {Contractor}, whereby the Vendor {Contractor} uses the products and/or services of that entity to fulfill some of its obligations under its State Blanket P.O., while retaining full responsibility for the performance of all [the Vendor’s {Contractor's}] obligations under the Blanket P.O., including payment to the Subcontractor. The Subcontractor has no legal relationship with the State, only with the Vendor {Contractor}.

Task – A discrete unit of work to be performed.

Unit Cost – All-inclusive, firm fixed price charged by the Vendor {Bidder} for a single unit identified on a price line.

Using Agency[ies] – A State department or agency, a quasi-State governmental entity, or a Cooperative Purchasing Program participant, authorized to purchase products and/or services under a Blanket P.O. procured by the Division. This Blanket P.O. may be used by the Using Agencies or quasi-governmental agencies specifically identified in the Bid Solicitation. In addition, with the approval of the Director of the Division of Purchase and Property and the agreement of the Vendor {Contractor}, the Blanket P.O. may be used by any Using Agency or quasi-State governmental entity.

Vendor {Bidder} – An entity offering a Quote in response to the Division’s Bid Solicitation.

Vendor {Contractor} – The Vendor {Bidder} awarded a Blanket P.O. resulting from this Bid Solicitation.

BLANKET P.O.-SPECIFIC DEFINITIONS/ACRONYMS

Emergency Service Request – Service Request that requires the Vendor {Contractor} to arrive on-site at the facility within four (4) hours of notification to immediately provide Service.

Field Service Report – A detailed report that includes a description of the Service completed and material used for a Service.

On-Call Service Request – A Service Request by the Using Agency for interment care of equipment.

Periodic Inspections – Interval review of equipment to ensure proper operation.

Per Square Inch Gauge (PSIG) – A unit of pressure relative to the surrounding atmosphere.

Preventative Maintenance – The maintenance of normally expendable items such as lubricant oil, grease, air filters, belts, activated carbon, filter sand/media, pH strips, indicator lights, and etc.

Service/Service Request – Any preventive maintenance/repair and/or periodic inspection completed as part of the Blanket P.O. resulting from this Bid Solicitation.

SCOPE OF WORK

GENERAL REQUIREMENTS

The Vendor {Contractor} shall assist the New Jersey Department of Transportation (NJDOT) in the operation, inspection, maintenance, repair, and upkeep of its truck washing facility equipment. All work shall be performed in accordance with current trade and industry standards; federal, State and local regulations; and code requirements.

Additionally, the Vendor {Contractor} shall, at a minimum:

A. Ensure that all certifications, licenses, and other trade-specific documentation remain current and in good standing throughout the duration of the Master Blanket P.O. (Blanket P.O.); and

B. Provide all personnel, equipment, tools, and other items required to perform Services. Such tools include, at a minimum:

1. Hand and power tools;

2. Pumps;

3. Ladders;

4. Drums, buckets, and containers;

5. Rags, wipes, gloves, and spill absorbent; and

6. Safety equipment, lifts, hoists, cranes, vacuum trucks, etc.

KICKOFF MEETING (KM)

The Vendor {Contractor} shall schedule and meet in person with the State Contract Manager (SCM) within ten (10) business days after Blanket P.O. award. This meeting shall include discussion on, at minimum:

A. Project intent and scope;

B. Proper methods and channels of communication between the Vendor {Contractor} and the SCM; and

C. Any additional topic(s) deemed necessary by the SCM.

The Vendor {Contractor} may request a virtual/teleconference for the KM; however, the request must be made in writing, within five (5) business days after Blanket P.O. award. The Vendor {Contractor} shall not move forward with the virtual/teleconference until it has received written approval from the SCM.

VENDOR {CONTRACTOR} PERSONNEL REQUIREMENTS

The Vendor {Contractor} shall use qualified and properly trained technicians supervised by the Vendor {Contractor}, to maintain and ensure the successful operation of all truck washing facility equipment. Additionally, the Vendor {Contractor} shall have a pool of qualified and properly trained backup technicians in the event that a normally assigned technician is unavailable

The Vendor {Contractor} shall, at a minimum:

A. In the event that a technician cannot be provided on the requested day, written notification must be given to the SCM at least two (2) business days prior to the scheduled service. If the normally assigned technician is not available, the approved backup technician must be provided. In the event that the Vendor {Contractor} must use a backup technician to complete a Service Request, it must submit all proposed substitute technician information

(includes resume, certifications, licenses, and other trades-specific documentation) in accordance with Bid Solicitation Sections 5.6 and 5.7, at least two (2) business days prior to the proposed Service for approval. Note: The SCM reserves the right to reject a technician.

B. Supply work uniforms that contain the Vendor’s {Contractor’s} logo/name and any other Vendor {Contractor} identification for all personnel assigned to work at NJDOT facilities.

The uniform must be worn while personnel is at the facility. The Vendor’s {Contractor}’s logo or name must be visible at all times and cannot be covered by a sweater or jacket;

C. Provide photo identification badges to all personnel. The badge shall be displayed on the outside of the uniform when the employee is at the NJDOT facility. The badge shall display the employee’s full name and Vendor’s {Contractor’s} name. Note: A Vendor’s {Contractor’s} employee reporting to the facility without its uniform and an identification badge shall not be permitted to enter the building;

D. Ensure that all personnel and subcontractor’s personnel comport themselves in a professional manner and observe all laws, policies, and regulations in effect at all NJDOT facilities including security sign-in/sign-out procedures. Under no circumstances shall the Vendor’s {Contractor’s} employees or the employees of any subcontractor represent themselves as State employees;

E. Assume full responsibility for the conduct of its employees while on State premises. If there is any need for intervention by the State security force or other State supervisory personnel because of behavior, security breaches, or general misconduct, the Vendor {Contractor} shall immediately remove the employee from the premises and replace the employee on a permanent basis; and

F. Ensure that personnel which in the opinion of the State are guilty of improper conduct or are not qualified to perform the Services, are immediately removed from the Service. Examples of improper conduct include, but are not limited to: insobriety, sleeping on the job, insubordination, theft, tardiness, or substandard performance. The SCM or the designated agency representative may direct that the Vendor {Contractor} replace offending personnel immediately. The SCM may require the replacement and removal from the work crew any employee who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the facility and its population.

SECURITY CLEARANCE

As a condition of employment at any State facility, the Vendor {Contractor} shall ensure that each of its employees assigned under this Blanket P.O. is subject to a New Jersey State Police Criminal History Record Background Check (Background Check) Information regarding background checks may be found at N.J.A.C. 13:59 and at: http://www.njsp.org/criminal-history-records.

A. Bear the cost of the Background Check and be responsible for ensuring that employees and subcontractors are legally authorized to maintain employment in the United States;

B. Follow all instructions for obtaining a Background Check as outlined at www.njsp.org/about/serv/chrc/html . The Vendor {Contractor} shall not permit any of its personnel to work in any NJDOT facility until it has reviewed the results of the Background Check and furnished it to the SCM;

C. Retain the result of the individual’s Background Check for as long as that individual is assigned to a State facility. Upon request, the results of the Background Check shall be made available to the State auditors within one (1) business day of the request;

http://www.njsp.org/criminal-history-records http://www.njsp.org/criminal-history-records http://www.njsp.org/about/serv/chrc/html

D. Maintain a current list of all its personnel working under this Blanket P.O. This list must be updated and supplied in writing to the SCM within one (1) business day of a request and at least one (1) business day before any new Vendor {Contractor} personnel begins work at a NJDOT facility. Any new employee on the list shall be clearly identified as such. This list must include the current list of back-up technicians required under the staffing requirements of this Blanket P.O. No new personnel shall be added to this list or commence work until the Vendor {Contractor} has received the results of the Background Check and the employee has been approved by the SCM. In addition, the provided list must set forth, at a minimum:

1. Each employee’s full name;

2. City and State of Residence; and

3. Date of Birth.

Note: If the Vendor {Contractor} has previously conducted a State Police background, criminal and fingerprinting check for an employee, the State Contract Manager (SCM)/Using Agency Operation’s Manager or its designee may accept the results of said background check, provided that the check was performed during the Blanket P.O. period or no earlier than six (6) months prior to the Blanket P.O. start date. Be advised that acceptance of previously acquired background checks is at the sole discretion of the SCM/Using Agency Operation’s Manager or its designee.

SERVICE REQUESTS

The Vendor {Contractor} shall provide, the following Services:

A. Periodic Inspections and Preventative Maintenance Service;

B. On-Call Service; and

C. Emergency Service.

Additionally, the Vendor {Contractor} shall ensure that it adheres to, at a minimum, the below Service standards:

D. Ensure system continuity by guaranteeing that replacement parts and devices offered are standard equipment, compatible with existing components, and installed in accordance with the manufacturer’s recommendations. No software or wiring changes will be permitted to modify the existing systems unless pre-authorized in writing, by the SCM;

E. Ensure that after any periodic inspection, preventative maintenance, or emergency repair site visit, any equipment, tools, materials, etc., which may have been provided by the Vendor {Contractor} for the performance of the service, shall be taken off-site by the Vendor {Contractor}.

Note: Any tools, equipment, materials, etc. stored or left on-site, is done so at the risk of the Vendor {Contractor}. The State will not reimburse the Vendor {Contractor} for any lost or stolen items;

F. Ensure that upon completion of all work, the worksite is left in a clean and orderly condition.

Additionally, after any periodic inspection, preventative maintenance, or emergency repair site visit, any waste such as boxes, wraps, shipping material, containers, spent rags, debris, wastewater, waste oil, sludge, etc., which may have been generated by or associated with the service shall be properly (in accordance with any regulations, rules, ordinances, etc.)

disposed of off-site by the Vendor {Contractor};

G. Ensure that parts removed from equipment located at the facility are shown to the SCM prior to being properly discarded off-site by the Vendor {Contractor}. The SCM will initial the Field Service Report (FSR) (Reference Bid Solicitation Section 3.6) verifying the description and quantity of the parts replaced. Failure to obtain this verification may result in a delay in the processing of the Vendor’s {Contractor’s} invoice or the invoice being returned; and

H. Furnish a written FSR upon completion of all ongoing service/maintenance or emergency service detailing all work performed and the parts replaced or repaired.

PERIODIC INSPECTION/PREVENTIVE MAINTENANCE SERVICE REQUIREMENTS

The Vendor {Contractor} shall perform the following minimum periodic inspection and maintenance tasks according to the schedule set forth below. All periodic inspections and preventative maintenance shall be performed in accordance with Occupational Safety and Health Administration (OSHA) requirements, NJDOT General Health and Safety Requirements, and all other applicable health and safety requirements.

PERIODIC INSPECTION/PREVENTIVE MAINTENANCE SERVICE SCHEDULING

A. Ensure that all Periodic Inspections And Preventative Maintenance Service set forth under this Blanket P.O. shall be performed during regular working hours (unless it’s an Emergency Service, (Reference Bid Solicitation Section 3.3.3) of Monday through Friday, 7:30 a.m. to 4:00 p.m., except State holidays or as otherwise directed. Regular working hours (for each site) may be subject to change with written notice from the SCM. The Vendor {Contractor} will be given at least 72 hour notice of any change.

Note: A list of approved State holidays can be found at:

http://www.state.nj.us/nj/about/facts/holidays/;

B. Ensure that Service request are scheduled by the Vendor {Contractor} at times agreeable to the NJDOT SCM. Service request must be scheduled with at least 72 hours’ notice. In the event that an inspection and/or maintenance service must be cancelled, the Vendor {Contractor} shall provide the SCM with at least 72 hours’ notice of the cancellation; and

C. Coordinate with the SCM to schedule in advance, the shutdown of equipment at a facility for Service, if needed.

NJDOT MONTHLY INSPECTIONS AND MAINTENANCE

The Vendor {Contractor} shall perform, at a minimum, the following Periodic Inspection and

Maintenance Service schedule on a monthly basis (12 visits per year) for each facility:

NJDOT HQ MONTHLY INSPECTION AND MAINTENANCE

3.3.1.2.1.1 WHITING SMARTWASH EQUIPMENT

A. Check spray nozzles on all three (3) spray arches; remove and clean nozzles as needed;

B. Check level of soap tank and fill as recommended by the manufacture;

C. Check pumps, valves, and piping in the wash bay and equipment room for leaks and repair if needed;

D. Clean wash bay floor and equipment room of loose debris and trash;

E. Check belts on spinner arch for correct tension and adjust, if needed;

http://www.state.nj.us/nj/about/facts/holidays/

F. Clean photo eye lenses if needed;

G. Check spinner assemblies and adjust if needed;

H. Check spinner drive belts for tears and repair/replace if needed;

I. Check rotating spinner unions for water leaks and repair/replace if needed;

J. Check air cylinders for leaks and proper operation and repair/replace if needed; and

K. Grease rotating unions on spinner arch (13 unions total).

3.3.1.2.1.2 AIR COMPRESSOR

A. Drain moisture from tank;

B. Clean dust and foreign matter from cylinder head, motor, fan blade, air lines, intercooler, and tank; and

C. Check v-belts for tightness and adjust as needed.

3.3.1.2.1.3 VEHICLE DRYER FANS

A. Check fans for any debris or obstructions and remove/repair if needed;

B. Check all bolts for tightness and adjust if needed; and

C. Check fans and welds for damage, cracks, or fractures and repair/replace if needed.

3.3.1.2.1.4 POWER WASHER

A. Check unit for proper operation and repair if needed; and

B. Check belt for tightness and adjust if needed.

3.3.1.2.1.5 WASH WATER RECYCLING SYSTEM

A. Remove sludge and scum from clarifier;

B. Backwash filters;

C. Check ozone system run light and repair if needed;

D. Clean manifold strainer;

E. Check pH and dissolved solids of recycled water;

F. Remove oil from knock down pits with oil skimmer provided by NJDOT;

G. Check chemical feed pump to verify operation and delivery of hydrogen peroxide to the system and adjust/repair if needed; and

H. Check level of the drum of hydrogen peroxide and adjust if needed.

3.3.1.2.1.6 AIR DRYER

The Vendor {Contractor} shall, at a minimum, inspect the condenser coils and remove accumulated dust and dirt with a soft brush or with air from an OSHA approved compressed air nozzle that limits the discharge pressure to 30 Per Square Inch Gauge (PSIG).

3.3.1.2.1.7 BACKFLOW PREVENTERS

The Vendor {Contractor} shall, at a minimum, visually inspect backflow preventers for improper operation and/or damage and repair/replace, if needed.

KEASBEY MONTHLY INSPECTION AND MAINTENANCE

3.3.1.2.2.1 WATER TREATMENT (OIL TRAP) SYSTEM

A. Clean glass bulb of pH probe;

B. Check pH for proper level with pH strips and adjust if needed;

C. Inspect and/or clean pre-screen in sump tank;

D. Check proper pumping of chemical pumps and adjust if needed;

E. Check sludge level in sludge tank and change dewatering bag if required;

F. Check sludge level in knock down pit and clean if needed;

G. Check electro-cell and replace if required;

H. Check levels in the brine, polymer, and sanitizer tanks and create new solutions if required;

and

I. Check proper pump operation and repair in needed.

3.3.1.2.2.2 POWER WASHER

A. Check unit for proper operation and repair if needed; and

B. Check belt for tightness and adjust if needed.

3.3.1.2.2.3 OIL-WATER SEPARATOR

The Vendor {Contractor} shall, at a minimum, check the level of oil and sediment and adjusts if needed.

VINELAND MONTHLY INSPECTION AND MAINTENANCE

3.3.1.2.3.1 WATER TREATMENT (OIL TRAP) SYSTEM

A. Ensure that the Oil Trap ElectroPulse is operating properly;

B. Clean glass bulb of pH probe;

C. Check pH for proper level with pH strips and adjust if needed;

D. Inspect and/or clean pre-screen in sump tank;

E. Check proper pumping of chemical pumps and adjust if needed;

F. Check sludge level in sludge tank and change dewatering bag if needed;

G. Check…