18DPP00189 T3088 Bid Solicitation 6.1.18~2.docx

Bid Solicitation

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

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

Not Applicable

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

Reference Section 1.3.4 of this Bid Solicitation

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

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

Division of Purchase and Property Trenton, New Jersey 086250230

Date: 6/1/2018

Table of Contents

Bid Solicitation Specific Attachments & Appendices

· Price Schedule;

· Offer and Acceptance Page; and

· Bid Solicitation 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, Department of the Treasury on behalf of New Jersey Department of Transportation (NJDOT). The purpose of this Bid Solicitation is to solicit Quotes from Vendors {Bidders} to provide vehicle parts, Fleet Accessory parts and equipment parts management and supply services at twelve (12) NJDOT locations throughout the State.

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

BACKGROUND

Through the use of the awarded Blanket P.O. it is the NJDOT’s intent to, at a minimum, achieve the following objectives:

A. Improve vehicle and equipment fleet availability; and B. Reduce vehicle and equipment maintenance costs.

There are twelve (12) NJDOT facilities throughout New Jersey where routine and emergency maintenance services are performed on NJDOT’s entire fleet. Below is a chart summarizing the amount spent on parts for fiscal years 2013 through 2017 (Note: The fiscal year begins on July 1st of each year and ends following year on June 30th):

Please note that historical spend is not a guarantee of future Blanket P.O. usage.

1.1.1 NJDOT Equipment Services Department / Warehouse Facilities locations, Hours and Fleet Estimates

Ewing, NJ 08625

Lafayette NJ 07848

Netcong NJ 07857

Lodi NJ 07644

Newark NJ 07114

Bedminster NJ 07921

Keasbey NJ 08832

Freehold NJ 07728

Toms River 08755

Cherry Hill NJ 08034

Mays Landing NJ 08330

Vineland NJ 08360

EQUIPMENT Count by Location:

Light Vehicle/ Automotive NAFA Class Codes: 1000-2999 Medium/ Heavy Duty Vehicles NAFA Class Codes: 3000-8999 Specialty/ Off-Road Vehicles & Equipment NAFA Cass Codes:

0000-0999 & 9000-9999 Total*

*Estimated value. Subject to change.

NJDOT RESPONSIBILITIES

NJDOT will supply to the Vendor {Contractor} space for NJDOT's onsite parts services described in this Bid Solicitation including restrooms, water/sewer, lights, local telephone (the Vendor {Contractor} is responsible for any long distance calls), heat, air conditioning, electricity, janitorial services and other services deemed necessary by NJDOT.

NJDOT will maintain parts facilities separate from normal NJDOT business and operations to the greatest extent possible and per any federal, State, or Local requirements.

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 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.

OPTIONAL SITE VISIT

Optional site visits will be available for interested Vendors {Bidders} at the following facilities at the times and dates set forth below:

Cherry Hill NJ 08034 Date: June 14, 2018 Time: 10:00 AM

Newark NJ 07114

C. Central: Fernwood Facility 1035 Parkway Ave Ewing NJ 08625 Date: June 18, 2018 Time: 10:00 AM

MANDATORY/OPTIONAL PRE-QUOTE CONFERENCE

Not applicable to this procurement.

PRE-QUOTE DOCUMENT REVIEW

Not applicable to this procurement.

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) {Addenda}. 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

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

Aftermarket Parts – Non-OEM parts of equal or better quality of Original Equipment Manufacturer parts.

American Trucking Association/Vehicle Maintenance Reporting Standards (ATA/VMRS) – The industry standard coding convention for tracking equipment and maintenance information.

Automotive Service Excellence – A professional certification group that certifies professionals and shops in the automotive repair and service industry in the United States and parts of Canada.

Base Inventory – All regularly and routinely stocked parts to service the NJDOT fleet on a daily basis, containing parts and/or supplies that may be defined as branded or unbranded with a turnover rate of at least one (1) every 60 days.

Demand Inventory – Inventory containing parts and/or supplies that are requested to be stocked by NJDOT, but that are not issued on a routine basis of at least one (1) or more units per month.

Fleet Accessory – Any piece of equipment that is not a vehicle or specialty/off-road equipment but is necessary for the day-to-day operations of the Using Agency. This may include, but is not limited to: plows, salt spreaders, generators, chainsaws, compressors, mowers, etc.

Grey Market - Products sold by a manufacturer or their authorized agent outside of the terms of the agreement between the reseller and the manufacturer.

Joint Industry Council (JIC) – A statutory council of employers and trade unions.

Light Duty Vehicles – Vehicles with a gross vehicle weight below 10,000 pounds. Light Duty Vehicles are classified under NAFA Class Codes 1000-2999.

Medium/Heavy Duty Vehicles – Vehicles with a gross vehicle weight over 10,000 pounds. Medium/Heavy Duty Vehicles are classified under NAFA Class Codes 3000-8999.

National Association of Fleet Administrators (NAFA) – National fleet management association responsible for NAFA Class Codes.

Original Equipment Manufacturer (OEM) – A company that supplies equipment to other companies to resell or incorporate into another product using the original manufacturer’s brand name. It also may be used to refer to the company that acquires a product or component and reuses or incorporates it into a new product with its own brand name

Part Core – A component of a part that is recyclable. A deposit is often charged at the time the part is purchased and a refund is issued when the component is returned to the vendor.

Planogram – A diagram or model that indicates the placement of retail products on shelves.

Society of Automotive Engineers (SAE) – A U.S.-based, globally active, professional association and standards developing organization for engineering professionals in various industries.

Specialty Off-Road Vehicles and Equipment – Construction and landscape equipment i.e. loaders, tractors, movers, sewer cleaners, street sweepers, as well as other small equipment items etc. Vehicles and equipment classified under NAFA Class Codes: 0000-0999 & 9000-9999.

White Box - Term used in the auto repair and parts industry to refer to lower cost and inferior quality parts, usually sourced off shore.

SCOPE OF WORK

The Vendor {Contractor} shall provide parts management services for NJDOT as described in the Bid Solicitation and procure and furnish all parts, materials, supplies, and fluids required for the operation, maintenance and servicing of vehicles, Fleet Accessories and equipment. The Vendor {Contractor} shall be required to adequately staff, supply parts and equipment for, and manage all twelve (12) on-site parts rooms and counters pursuant to this Blanket P.O.

The maintenance and management of this Blanket P.O. must be performed in accordance with the time constraints and performance standard measurements (see Section 3.4) imposed by NJDOT in order to support NJDOT’s overall goals of minimizing fleet downtime and continued reduction in maintenance costs.

PARTS OPERATIONS / VEHICLE AND EQUIPMENT PARTS AND/OR SUPPLIES

The Vendor {Contractor} shall provide OEM and Aftermarket Parts and/or supplies as required by NJDOT at each of the twelve (12) facilities. Each facility will specify the type/brand of the parts required for their vehicles. Any and all parts, especially substitutions, must be approved by the requesting authorized NJDOT personnel prior to acceptance. All items/parts inventoried at NJDOT facilities shall remain the property of the Vendor {Contractor} until such part or item is ordered by authorized NJDOT personnel using an official parts order and is delivered to authorized NJDOT personnel at each site.

PARTS/ITEMS

Parts/Items shall be categorized as one of the following:

A. Aftermarket Parts and/or Supplies: The offered part(s) shall be of similar kind and quality of what is made by the original manufacturer;

B. OEM Parts and/or Supplies: The offered part(s) shall be made by the manufacturer of the original part; or

C. Warranty/Recall: All Aftermarket Parts and OEM parts and/or supplies provided by the Vendor {Contractor} shall be warranted against defects in material and/or workmanship. The warranty and/or recall shall provide the full cost of the part(s) required to replace the defective part(s) and any labor, packing, shipping, etc. required to replace the defective part.

INCORRECT PART/ITEM OR AN UNACCEPTABLE SUBSTITUTE PART/ITEM

During the term of this Blanket P.O., any parts or items sourced and/or brought into inventory on-site by the Vendor {Contractor} that result in an incorrect part/item or an unacceptable substitute part/item, shall be the financial responsibility of the Vendor {Contractor} unless NJDOT personnel specifically requested that exact part number brought into inventory. NJDOT shall reimburse for cost of parts incorrectly requested by NJDOT only, including related restocking fees not to exceed five percent (5%) of the unit price of the part.

If the Vendor {Contractor} provides the incorrect part, it is the Vendor {Contractor} sole responsibility to absorb any costs of the return for the part.

PARTS OPERATIONS

The Vendor’s {Contractor’s} parts operation shall provide at a minimum:

A. An inventory tailored to NJDOT maintenance needs;

B. An inventory of stocked parts customized to the parts room service facility locations and tailored to the specific equipment assigned to that specific service facility which includes having readily available OEM, Medium/Heavy Duty Vehicle and Specialty Off-Road Vehicle and Equipment parts. Note: See Section 1.2.2 for vehicle/equipment types and approximate quantities by NJDOT location;

C. Access to all area inventories of automotive and heavy-duty OEM or approved non-OEM replacement parts, paint, supplies and equipment;

D. Deliveries from the Vendor’s {Contractor’s} distribution center and local stores shall be made on a regular basis to NJDOT's facilities to replenish inventory and ensure stocked items are not depleted to a zero balance; and

E. Prompt delivery of non-stock parts, including overnight and/or airfreight on a timely basis.

PARTS INVENTORY REQUIREMENTS

The respective NJDOT facilities will work with the Vendor {Contractor} throughout the Blanket P.O. period to determine which parts, supplies, and equipment to carry in inventory. Determining what to carry in inventory will be based on usage, fleet size, the parts ordering turnaround time, or any combination of these factors.

BASE INVENTORY

3.2.1.1 Prior to the completion of the Mobilization Phase (see Section 3.12), the Vendor {Contractor} shall provide NJDOT with a beginning Base Inventory to be stocked and maintained at each location. The beginning Base Inventory, including minimum and maximum unit levels will be defined and mutually agreed upon for each location.

3.2.1.3 The Vendor {Contractor} shall maintain the Base Inventory levels of parts/supplies to meet the needs of NJDOT.

3.2.1.4 Financial responsibility for and ownership of the Base Inventory belongs entirely to the Vendor {Contractor} during the term of the Blanket P.O. Upon expiration or termination of the Blanket P.O., NJDOT reserves the right to purchase the Base Inventory owned by the Vendor {Contractor} at the Vendor’s {Contractor’s} originally purchased cost.

DEMAND INVENTORY

3.2.2.1 Demand Inventory parts/supplies and specialty items that may be required less frequently than common parts, shall still be the Vendor’s {Contractor’s} responsibility to keep in stock for NJDOT.

3.2.2.2 Prior to the completion of the Mobilization Phase (see Section 3.12), the Vendor {Contractor} shall provide NJDOT with a beginning Demand Inventory to be stocked and maintained at each location. The beginning Demand Inventory, including minimum and maximum unit levels will be defined by NJDOT for each location.

3.2.2.3 The NJDOT SCM or his or her designee must approve, in writing, any additions, deletions, or changes to Demand Inventory list of the Blanket P.O.

3.2.2.4 Financial responsibility for and ownership of the Demand Inventory belongs entirely to the Vendor {Contractor} during the term of the Blanket P.O. Upon expiration or termination of the Blanket P.O., NJDOT reserves the right to purchase the Demand Inventory owned by the Vendor {Contractor} at the Vendor’s {Contractor’s} originally purchased cost.

PARTS EQUIPMENT

1.1.2 The Vendor {Contractor} shall procure and furnish all parts, materials, supplies, and fluids required for the operation, maintenance, and servicing of vehicles, Fleet Accessories and equipment in accordance with the quality and availability standards outlined in this Bid Solicitation. Note: NJDOT reserves the right to purchase parts directly from other sources if the Vendor {Contractor} fails to perform in accordance with performance standards, special needs, or during emergency situations which may arise during the term of the Blanket P.O. or any renewals and/or extensions.

1.1.3 Upon request, the Vendor {Contractor} shall purchase parts from suppliers designated by NJDOT, if the price or quality of the part provided by the Vendor {Contractor} is not satisfactory.

1.1.4 Upon request, the Vendor {Contractor} shall solicit multiple vendors and competitively purchase parts at the best value to NJDOT. Conversely, if NJDOT has documented, negative operational experience with a certain vendor, NJDOT reserves the right to require the Vendor {Contractor} to purchase parts from another vendor.

1.1.5 All issued parts shall be new or rebuilt/remanufactured and meet or exceed OEM specifications. NJDOT will not accept White Box or Grey Market. Rebuilt or remanufactured parts may be used; however, the Vendor {Contractor} must obtain prior written approval of NJDOT.

Note: NJDOT reserves the right to determine the minimum grade rating of fasteners, including but not limited to nuts, bolts and washers.

1.1.6 The Vendor {Contractor} shall stock and provide bulk fluids including, but not limited to, petroleum fluids, washer fluids, diesel exhaust fluid, grease and lube oils as required by NJDOT.

1.1.7 The Vendor {Contractor} shall stock and provide bulk gaseous products including, but not limited to, Freon, oxygen, acetylene and argon as required by NJDOT.

1.1.8 Prior to the completion of the Mobilization Phase (see Section 3.12), the Vendor {Contractor} shall provide NJDOT with descriptions and codes used to describe part categories and sub categories.

1.1.9 Prior to the completion of the Mobilization Phase (see Sec 3.12), the Vendor {Contractor} shall provide NJDOT with a Planogram, which shall be mutually agreed upon for each location.

1.1.10 All items/parts delivered and inventoried at NJDOT facilities must have the appropriate Material Safety Data Sheets (MSDS) included with item as required by law.

Note: NJDOT reserves the right to inspect the quality of materials, supplies, and equipment proposed by the Vendor {Contractor} and to reject any items deemed not to meet OEM standards and performance. The NJDOT may elect to purchase or maintain ownership of certain specialized parts or items if it is deemed in its best interest to do so.

PERFORMANCE REQUIREMENTS

The Vendor {Contractor} shall adhere to the below cited NJDOT performance requirements. These guidelines shall apply to all parts ordered, stocked, or supplied to NJDOT.

Failure of the Vendor {Contractor} to meet the performance standards set forth within the Bid Solicitation will result in NJDOT filing a formal complaint with the Division of Purchase and Property’s Contract Compliance and Audit Unit (CCAU), which may result in administrative action, up to and including Blanket P.O. termination.

Please note: All performance standard requirements stated and referenced below are based on completed “Parts Orders,” not itemized parts within an order processed, i.e. partial order. The Vendor {Contractor} shall be evaluated based on the percentage of completed “Parts Orders” fulfilled daily.

LIGHT DUTY VEHICLE / AUTOMOTIVE NEEDS

Light Duty Parts

MEDIUM / HEAVY DUTY VEHICLE NEEDS

Medium/Heavy Duty Parts

SPECIALTY / OFF-ROAD VEHICLE NEEDS

Specialty/Off-Road Vehicle and Equipment Parts

Base Inventory and Demand Inventory parts for locations having parts rooms on-site must be in stock.

GENERAL REQUIREMENTS

1.1.11 The Vendor {Contractor} shall be responsible for securing its on-site parts inventory in a stock area available at each NJDOT facility.

1.1.12 The Vendor {Contractor} shall agree to acquire NJDOT’s current inventory at NJDOT’s original cost, and make payment for NJDOT’s current inventory within 30 calendar days of notice of award.