EMLAS RFP - EMLAS-25-001 Video Caption Transcription Platform and Services.pdf

Edge RFP EMLAS-25-001

Video Captioning and

Transcription Platform and

Services

This Procurement is issued by:

NJEdge.Net as Lead Agency

This is NOT an EdgeMarket Cooperative Pricing System RFP

RFP Release Date: July 2x, 2025

RFP Response Due Date: July 2x, 2025

RFP Bid No. EMLAS-25-001

Edge RFP EMLAS-25-001 Video Captioning and Transcription Platform and Services RFP (VCTPS)

EMLAS-25-001 i VCTPS RFP

RFP Bid No. EMLAS-25-001

Contents Contents ....................................................................................................................................................................... i

Key Dates Form

Official Edge RFP Contact

1 OVERVIEW

1.1 Statement of Purpose

Solution Objectives

Solution Scope

Expected Outcomes

Key Drivers for Vendor Selection

Anticipated Award

Solution Pricing

1.2 About NJEdge (“Edge”)

Our Mission

Our Vision

Our Services

1.3 About Edge Procurements

Edge as a Lead Agency

Edge’s Cooperative Pricing System, EdgeMarket

This is NOT an EdgeMarket Co-op Procurement

Edge Contracts Satisfy Procurement Requirements

1.4 Master Agreement

1.5 Casual Entity References

Clients

Vendor; Service Provider; Provider; Respondent et al

2 PROPOSAL SPECIFICATIONS

2.1 Method of Response; Bid Response Platforms

Electronic Bids via BidNet Direct

DecisionDirector®

2.2 Requirements Specifications

Executive Summary

Summary Information Form

Supporting Documents

EMLAS-25-001 ii VCTPS RFP

Technical Proposal

Price Proposal

Attaching Additional Documents

3 BIDDER QUALIFICATIONS

3.1 References

3.2 Financials

3.3 Failure to Provide

4 BID SUBMISSION REQUIREMENTS

4.1 Submittal Instructions - BidNet

4.2 Additional Submittal Instructions - DecisionDirector

Online DecisionDirector Home Page for This RFP

Example DecisionDirector Screens

4.3 Bidder Questions

4.4 Pre-Bid Proposal Meeting

4.5 Site Visit

4.6 Bid Opening

4.7 Minor Irregularities

4.8 Extraneous Terms

5 METHOD OF EVALUATION AND AWARD

Administrative Review

Proposal Evaluation Committee

Solution Evaluation

Cost Evaluation

Oral Presentation/Clarification of Proposal

Demonstration

Evaluation and Selection

Contract Negotiation

6 INTENTIONALLY BLANK

7 GENERAL INFORMATION

7.1 Edge Reserved Rights

7.2 Contract Award

7.3 Post-Award Procedures

EMLAS-25-001 iii VCTPS RFP

Debriefing

Contract Award Protest Procedures

8 GENERAL TERMS, AND CONDITIONS FOR SUBMISSION

8.1 Free and Open Competition

8.2 Notification of Errors, Inquiries, and Interpretation

8.3 No Claims or Rights

8.4 Conflict of Interest

8.5 Acceptance of RFP Content

8.6 Services Outside THE Scope of the Contract Awarded

8.7 Binding Effect

8.8 Confidentiality/Freedom of Information Law

8.9 Data Privacy and Security

Data Privacy

Data Security

New Jersey Information Breach and Notification Requirements

Service Levels

Disaster Recovery

Data Portability

8.10 Office of Federal Contract Compliance Programs

8.11 Governing Law

8.12 Independent Contractor

8.13 Subcontracting

8.14 Compliance

8.15 Indemnification

8.16 Liability

8.17 Insurance

8.18 Termination

8.19 Smoke-Free Campus

8.20 Affirmative Action Requirements

8.21 Americans with Disabilities Act

8.22 Bid Guarantee and Bonding Requirements (N.J.S.A.40A:11-21;22)

EMLAS-25-001 iv VCTPS RFP

8.23 Statement of Ownership (N.J.S.A. 52:25-24.2 and 40A:11-23.2)

8.24 Proof of Registration

8.25 Non-Collusion Affidavit

8.26 Political Contributions Disclosure Form (Pay to Play

8.27 Acknowledgment of Receipt of Addenda N.J.S.A. 40A:11-23.2

8.28 Disclosure of prohibited activities in Russia and Belarus & Investment Activities in Iran

8.29 Disclosure of Activities in Northern Ireland (McBride Principles)

8.30 Bid Price Guarantee – Sixty (60) Days N.J.S.A. 40A:11-24

8.31 Bid Prices

8.32 Administrative Fee

8.33 Right to Audit

8.34 Quarterly Report of Sales

8.35 Questions, RFP Terms, Challenges, and Exceptions

8.36 Bid Submission Checklist

8.37 Document Development Matrix

EMLAS-25-001 1 VCTPS RFP

Key Dates Form

RFP #: EMLAS-25-001

(This is a Lead Agency

Only RFP)

RFP Title: Video Captioning and

Transcription Platform and

Services RFP (VCTPS)

RFP Release Date: Month dd, 2025

Electronic copies of this RFP are available at:

EdgeMarket - Bid Opportunities and RFPs |

BidNet Direct

Key Events

Questions/Requests for clarification last date Month dd, 2025

Response to questions/requests for clarifications issued by date Issued via Addenda (latest) Month dd, 2025

Pre-Bid Conference (if applicable) TBD

Site Visit (if applicable) N/A

Notice of Intent to Bid Due Month dd, 2025

Proposal Due Date and Time Month dd, 202x, at 2:00 pm EST

Presentation, Demonstration, Interview (if applicable) TBD

Anticipated Notification of Award Awards are scheduled to start in Month 2025

Anticipated Contract Start Date Month 2025

Anticipated Term Length of Contract 5 years: Initial 3 years and Two (1) year renewals

Edge reserves the right, in its sole discretion, to modify the above schedule. Bidders will be notified in the

BidNet platform of any changes in a timely manner.

Restricted Period

The restricted period for this procurement is now in effect. Therefore, all communications regarding this

Procurement must be handled through the official Edge RFP contact(s) only, as defined below.

Bid Submission

Responses to this RFP must be submitted electronically using the BidNet platform. See Section 4 of this document for a description of how to gain access to BidNet.

Official Edge RFP Contact All communications regarding this RFP must be directed to and will come from the individual(s) listed below:

Walter Lewis

Purchasing Agent

(855) 832-3343 walter.lewis@njedge.net https://www.bidnetdirect.com/new-jersey/edgemarket/solicitations/open-bids?selectedContent=BUYER https://www.bidnetdirect.com/new-jersey/edgemarket/solicitations/open-bids?selectedContent=BUYER

EMLAS-25-001 2 VCTPS RFP

1 OVERVIEW

1.1 STATEMENT OF PURPOSE

NJEdge.Net, Inc. (“Edge”) is soliciting proposals from qualified vendors to provide a comprehensive, scalable, and cost-effective Video Captioning and Transcription Platform and Services (VCTPS) (the

“Solution”). The purpose of this RFP is to procure a solution that ensures equitable access to educational content for all students, faculty, and staff across Edge’s member institutions, particularly those with hearing or visual impairments. The Solution must deliver high-accuracy, ADA-compliant captioning and transcription services for both live and pre-recorded content, supporting diverse academic environments and aligning with Edge’s commitment to accessibility, affordability, and innovation in higher education.

The successful bidder will be offered a master purchasing agreement by Edge.

Solution Objectives

• Provide a robust, user-friendly platform for captioning and transcription that meets or exceeds

Web Content Accessibility Guidelines (WCAG) 2.1 Level AA and Title II of the Americans with

Disabilities Act (ADA).

• Deliver real-time and pre-recorded captioning services with a minimum accuracy of 99%, ensuring effective communication for all users.

• Support seamless integration with common Learning Management Systems (LMS) and Video

Management Systems (VMS), such as Kaltura, YouTube, and Canvas.

• Offer flexible, usage-based pricing and detailed reporting to support billing verification and future planning for member institutions.

• Ensure scalability to accommodate increasing content volumes as Edge member institutions grow.

• Provide exceptional support, training, and account management to ensure successful implementation and ongoing operations.

Solution Scope

The Solution encompasses the provision of a cloud-based platform for captioning and transcription, including real-time captioning for live events, pre-recorded media processing, and audio description services. The platform must support multiple languages, handle challenging audio environments, and integrate with existing institutional systems. The vendor will provide a dedicated account manager, comprehensive training, and a maintenance plan to ensure long-term reliability and compliance.

Expected Outcomes

• A fully implemented, ADA-compliant captioning and transcription platform operational by or before January 1, 2026.

• Enhanced accessibility for educational content across Edge member institutions.

EMLAS-25-001 3 VCTPS RFP

• Detailed usage and billing reports for each department or member institution.

• A scalable solution that supports growing content volumes without compromising quality or turnaround times.

• Comprehensive training and support to ensure user adoption and satisfaction.

Key Drivers for Vendor Selection

Key drivers for the selection of the awarded vendor(s) will be:

a. Vendor’s responsiveness to the functional and technical specifications

b. Cost model(s) based on Member volume purchases and likely use cases

c. Demonstrated responsiveness to customers based on references and testimonials

d. Overall value to Edge Members and suitability of business terms to Edge.

Anticipated Award

Edge expects to issue the following number of awards as a result of this procurement:

☒ Only One

☐ One or More

Awards, if any, will be based on the quality of responses to the requirements in this RFP. Contract negotiations may be pursued with a subset of one or more compliant respondents whose proposals best meet the financial, business, contractual, technical, support, and overall value requirements of Edge and

Edge Members.

Solution Pricing

Edge is interested in a Consortium Buying Schedule for this procurement.

Under the Consortium Buying Schedule, Members could purchase solutions and services at discounted rates under the buying schedule arrangement, with each Member being billed directly by the vendor or, if agreed, by Edge, for the services provided under this award, and with each Member’s subscription level contributing to the tiered consortium volume pricing.

• See Section 2.2.5 Price Proposal for pricing requirements.

1.2 ABOUT NJEDGE (“EDGE”)

NJEDGE.NET, Inc. (“NJEdge” historically, and “Edge” currently), is an Educational Research and

Services Corporation formed pursuant to N.J.S.A. 18A:3B-6.1.

Edge serves as a Member-owned, nonprofit provider of high-performance optical fiber networking and internetworking, Internet2, and a vast array of best-in-class technology solutions for Cybersecurity, educational technologies, cloud computing, and professional managed services. Edge provides these solutions to colleges and universities, K-12 school districts, government entities, hospital networks, and nonprofit business entities as part of a Membership-based consortium.

EMLAS-25-001 4 VCTPS RFP

Edge’s Membership presently spans New York, New Jersey, Pennsylvania, Delaware, and Virginia.

Edge’s common good mission ensures success by empowering Members for digital transformation with affordable, reliable, and thought-leading purpose-built, advanced connectivity, technologies, and services.

Our Mission

Edge is dedicated to providing the individuals and organizations we serve with the access, expertise, and organizational capacity necessary to achieve their strategic goals and objectives with our technology products and service offerings.

Our Vision

Inspiring personal, professional, organizational, and social growth and development with technology transformation in the digital era.

Our Services

Edge directly provides a variety of services as a nonprofit technology consortium.

1.2.3.1 Network Connectivity & Internet2

The comprehensive scope of EdgeNet product solutions places an emphasis on our full-service approach and understanding of our Members’ needs. The Edge optical fiber network, EdgeNet, is a purpose-built, high-performance network designed to meet the unique needs of Edge Members. By offering lightning-fast connectivity, a host of unique features, and hands-on service unique to EdgeNet, we are able to deliver connected Members a network connectivity experience above and beyond what traditional ISPs can offer.

• Internet Connectivity

• WAN & LAN Networking

• Access to Internet2

• Transport

• DNS Services

1.2.3.2 Cybersecurity

Edge Cybersecurity services provide Participants with a Cybersecurity and information security strategy designed to manage risk for the entire enterprise ecosystem. Edge provides executive strategy, diagnostic services, and consultative services to improve Members’ security posture and outcomes.

• Dark Web Vulnerability Assessment

• Cybersecurity Pen Test

• Cybersecurity Assessment

• Internal Cybersecurity Scan

• Cybersecurity Vulnerability Health Check

• Vendor Risk Management Program

• Cybersecurity Insurability Assessment

1.2.3.3 Digital Learning & Collaboration

Edge provides an evolving suite of learner-centric solutions and services that provide faculty, instructional designers, educational technologists, and technology support personnel with the platforms

EMLAS-25-001 5 VCTPS RFP

and tools they need to create a personalized and powerful learning experience for students. Edge digital learning and collaboration solutions support, our Member institutions in developing enhanced student engagement and authentic teaching and learning ━ anytime, anywhere.

• Course Assessment

• Course Development

• Training & Professional Development (Reusable)

• Training & Professional Development (Live)

• Space Design & Integrated Technology

• Educational Technology Support

• Accessibility Readiness Assessment

• Accessibility Training

• Accessibility Policy & Procedure Development

• OCR Audit Rapid Response Service

• Online Program Readiness Assessment

1.2.3.4 Cloud

Edge provides support for Members developing cloud architecture and migration strategies, to take full advantage of emerging cloud solutions and today’s software as a service (SaaS) model of computing.

Edge provides connectivity to leading cloud providers as well as strategic guidance on the use of cloud solutions.

• Cloud Readiness Assessment

• Cloud Connect

1.2.3.5 Digital Transformation

Edge digital transformation services aim to provide our Members with the solutions and tools they need to achieve operational efficiency while providing the highest levels of support and services throughout the student lifecycle. With institutional effectiveness as the driving force, our solutions aim to help institutions provide 24/7 service, meet strategic goals through the use of technology, improve enrollment yields, increase student retention rates, and grow student engagement.

• E360 Assessment

• Business Process Management & Optimization

• Fractional/Virtual CIO

• Fractional/Virtual CISO

• Fractional/Virtual Chief Digital Learning Officer (CDLO)

• IT Staff Augmentation

• Data Analytics Services

1.2.3.6 Consortium Buying & eProcurement

Through its dual roles as a Lead Agency and as the operator of a cooperative pricing system, Edge provides Members and co-op participants the ability to obtain solutions and services that are in high demand at the most cost-competitive pricing available. Edge routinely searches for opportunities to procure new solutions and service offerings.

NOTE: This RFP is NOT being offered through Edge’s EdgeMarket cooperative pricing system.

EMLAS-25-001 6 VCTPS RFP

1.3 ABOUT EDGE PROCUREMENTS

Edge as a Lead Agency

As an Educational Research and Services Corporation, per N.J.S.A. 18A:3B-6.1, Edge is authorized to:

“act as a lead agency or contracting unit for the procurement of goods or services concerning educational technology systems and related services by municipalities, fire districts, counties, local authorities subject to the "Local Authorities Fiscal Control Law," P.L.1983, c.313 (C.40A:5A-1 et seq.), school districts, county colleges, State colleges, public research universities, nonprofit independent institutions of higher education that receive direct State aid, or any combination of those entities.”, (collectively “Members” or “Membership”; individually, a “Member”)

Accordingly, under its Lead Agency designation, Edge issues request for proposals (“RFPs”) and negotiates pricing contracts for strategic partnerships on behalf of its Members, enabling them to obtain products and services that are in high demand at the most cost-competitive pricing available.

When conducting procurements for itself and its members, Edge issues RFPs solely on behalf of itself as

Lead Agency.

Edge’s Cooperative Pricing System, EdgeMarket

Edge is an Educational Research and Services Corporation, per N.J.S.A. 18A:3B-6.1, and in December 2018 formed The EdgeMarket Cooperative Pricing System (“EdgeMarket”), a Cooperative Purchasing System

(DCA #269EMCPS) approved by the New Jersey Department of Community Affairs (DCA).

Entities that join EdgeMarket as referred to as “Participants”. EdgeMarket publicly procured contract vehicles are used by Participants throughout the United States.

When conducting procurements for EdgeMarket, Edge issues RFPs jointly on behalf of EdgeMarket and

Edge as Lead Agency.

This is NOT an EdgeMarket Co-op Procurement

This RFP is NOT for the EdgeMarket Cooperative

Pricing System.

It is strictly and solely issued by and for Edge as

Lead Agency.

Edge Contracts Satisfy Procurement Requirements

Contracts awarded through Edge must comply with all procurement laws of the State of New Jersey. All

Edge Members may thereafter use Edge contracts without resorting to their own procurement process because the Edge procurement process has already met all New Jersey procurement requirements.

EMLAS-25-001 7 VCTPS RFP

1.4 MASTER AGREEMENT

As a desired result of its procurements, Edge enters into a Master Agreement (or “Edge Agreement”, “Edge Master Contract“, or “Master Contract”) with either one or more than one successful Bidder(s) to provide solutions or services to Edge and its Members.

• Refer to Section 1.1.5 Anticipated Award for Edge’s intentions regarding single or multiple awards for this procurement.

Each Master Agreement will set forth the business terms between Edge and each awarded Bidder, along with the means by which Edge Members would purchase the provided solutions or services.

Edge will work with each awarded Bidder to craft these documents in such a way as to expedite the transactions and, most importantly, to establish the foundation for the mutual success of the Members, awarded Bidders, and Edge.

1.5 CASUAL ENTITY REFERENCES

Clients

For the sake of clarity, the terms “the Client”, “Clients”, “Customer”, “Buying Member”, “Buying Entity”, and “Ordering Institution” are used hereinafter to refer to Members who may seek to use these services.

This casual usage does not imply a commitment to purchase any products or services by any Member or by Edge itself.

Vendor; Service Provider; Provider; Respondent et al

For the sake of clarity, in certain sections of this RFP, the capitalized terms “Vendor”, “Service Provider”, “Provider”, “Consultants”, “Contractor”, “Respondent”, or “Proposer” in both the singular and plural are used synonymously and interchangeably with the term “Bidder.”

EMLAS-25-001 8 VCTPS RFP

2 PROPOSAL SPECIFICATIONS

2.1 METHOD OF RESPONSE; BID RESPONSE PLATFORMS

Edge intends to obtain proposals, pursuant to the Competitive Contracting process N.J.S.A. 40A:11-4.1 et seq., in the form of bids to be submitted in accordance with the requirements set forth herein.

Electronic Bids via BidNet Direct

Edge utilizes the BidNet Direct platform (“BidNet”) to publish and manage its bid events. All interested

Bidders will be required to access the bid materials and submit their bids through BidNet.

BidNet supports the following procurement functions:

1. Bid Publication

2. Bid Document Download

3. Addenda Publication, including answers to bidder questions

4. Bidder Response Collection, as directed herein

Bid proposals must be submitted via the BidNet platform to be received by Edge on the date and time specified in the Key Dates Form.

Detailed information, including instructions and guidelines, is provided in Section 4.1. Submittal

Instructions - BidNet. Please read this section carefully.

DecisionDirector®

For certain bid events or activities, Edge will use the DecisionDirector platform provided by Advantiv

Solutions - in conjunction with BidNet - to collect and analyze responses to a subset of the bid requirements, typically those requirements that represent highly detailed functional and technical specifications.

Access to DecisionDirector, if needed, will be provided by Edge and Advantiv under the terms of its existing licenses at no cost to Bidders.

See Section 4.2 Additional Submittal Instructions - DecisionDirector. Please read this section carefully.

This RFP ☐ Does ☒ Does Not utilize DecisionDirector.

2.2 REQUIREMENTS SPECIFICATIONS

Responses to the requirements specified in this RFP will consist of:

1. An Executive Summary

2. Summary Information Form

3. Supporting Documents

4. Technical Proposal

5. Price Proposal https://bidnetdirect.com/ https://www.advantiv.com/ https://www.advantiv.com/

EMLAS-25-001 9 VCTPS RFP

Executive Summary

Bidder must provide an Executive Summary of its proposed approach. The Executive Summary may be in a format of the Bidder’s choosing and should, at a minimum, address the following topics:

1) An introduction and general description of your Company's background, nature of business activities, and experience in providing requested services to institutions of Higher Education, K12

Districts, Local Government, and Healthcare.

- Include corporate profile details about your company’s experience in these market niches, such as year founded, how many years it has been providing similar services, total number, and type of employees, and any other relevant details.

2) The Bidder’s approach to meeting the requirements of this RFP and the needs and opportunities facing our Members, as understood by the Bidder.

3) A discussion of the positive business outcomes experienced by customers using your services, including financial, strategic, operational, and competitive advantages gained.

4) The Bidder’s experience in working with consortia or similar buying groups in providing advantageous pricing and packaging of their proposed solution(s) to members of such groups.

5) The qualifications and experience of the Bidder’s professionals, supervisory, or other key personnel who may be assigned to the contract, with the emphasis on documented experience in successfully delivering the same or similar scope of services as required in this RFP.

6) The Bidder’s thoughts and ideas for how the Bidder and Edge can work together to innovate, accelerate, and maximize the value of the proposed solution to the Edge Members

7) Any assumptions made by the Bidder in order to respond to this RFP.

8) In the event of an award, Bidder's response to this RFP will be incorporated by reference into the resulting Master Agreement. Please affirm your understanding and agreement with this provision.

Bid Response Platform: Bidder will upload the Executive Summary through the BidNet platform.

Summary Information Form

The Summary Information Form contains information regarding:

- Key Dates (EdgeMarket reserves the right, in its sole discretion, to modify these dates)

- Official Contact Information

- Information on where questions are to be directed during the restricted period

The form should be filled with the Bidder’s company details and MUST BE SIGNED and dated. The bidder’s signature must be notarized.

Supporting Documents

Bidders shall provide the following documents:

1) Standard Business Agreements, including but not limited to:

a) Standard Customer Master Agreement, including, if used, Order Form, Scope of Work Form, Service Level Agreement, and the like

b) Standard Reseller or Partner Agreements

EMLAS-25-001 10 VCTPS RFP

c) Personal and Data Protection, Privacy, and Security policies.

2) Audited financial statements for the previous full year (or equivalent data) to establish financial capability to provide the required products and/or services on a long-term contract basis.

3) Other items as determined helpful and relevant by the Bidder.

Bid Response Platform: Bidder will provide these Supporting Documents through the BidNet platform.

Technical Proposal

Bidder must respond to the Solution Requirements.

If section 2.1.2 indicates that DecisionDirector is utilized then:

• Bid Response Platform: Bidder will respond to the Solution Requirements via

DecisionDirector.

• A read-only version of the requirements in DecisionDirector is presented in Appendix A.

• See 4.2 Additional Submittal Instructions - DecisionDirector

If section 2.1.2 indicates that DecisionDirector is NOT used, then Bidder must respond to the Solution Requirements as presented in Appendix A.

• Bid Response Platform: Bidder will upload their Solution Requirements response through the

BidNet platform.

Price Proposal

2.2.5.1 Pricing Options

Edge is ultimately interested in establishing a Consortium Buying Schedule where:

• Vendor offers pricing at a discounted rate under a buying schedule arrangement, with each

Member purchase or purchase commitment contributing to the tiered consortium volume pricing.

To aid in the construction of a Consortium Buying Schedule (see the next section, 2.2.5.2 Pricing

Proposal). Edge is interested in first understanding the pricing option(s) proposed by the Bidder:

• Flat Rate Pricing: Vendor offers a single product at a single flat rate billed monthly.

• Usage-Based Pricing: Vendor offers a Pay-as-You-Use model. Prices are billed monthly.

• Tiered Pricing: Vendor offers multiple packages with different combinations of users and product features at different price points.

• Per User Pricing: Vendor prices the platform based on the number of staff and may include student workers

• Other pricing models: Describe other pricing model(s), if applicable.

EMLAS-25-001 11 VCTPS RFP

Bidders shall indicate in their response which of these pricing options they can address using the Vendor

Pricing Options Checklist provided via BidNet. Bidders should also provide a corresponding Vendor

Pricing Options Description that explains how prices are calculated within each available option.

Bid Response Platform: Bidder will upload the completed Vendor Pricing Options Checklist and

Vendor Pricing Options Description document through the BidNet platform.

2.2.5.2 Pricing Proposal

Bidders must provide a formal pricing proposal that is based on the pricing option(s) provided in the

Vendor Pricing Options Checklist and Vendor Pricing Options Description document described above.

The Pricing Proposal must address the following items:

1) Proposed Consortium Buying Schedule that includes discounted pricing for each pricing model.

2) A complete pricing proposal narrative, including:

a) Initial implementation or setup fees.

b) Professional service fees for implementation.

c) Annual recurring license/subscription costs (specify pricing model, e.g., per minute, per user).

d) Other annual charges.

e) Training, support, or materials costs.

Additionally, the Pricing Proposal must provide answers to the following questions:

1) How would you support Edge-managed billing of Members?

2) How would you support direct billing for each Member, including by Member department?

3) Provide a sample invoice and usage report.

The Pricing Proposal must be provided as a separate document in a format of the Bidder’s own choosing, clearly labeled as such and named as “Pricing Proposal for EMLAS-25-001 – Bidder Name”, where

"Bidder Name" is the name of the Bidder's company. Familiar names and abbreviations of Bidder Name are acceptable.

Bid Response Platform: Bidder will upload the completed Pricing Proposal through the BidNet platform.

Attaching Additional Documents

Bidders may attach additional documents in support of their response. If a Bidder elects to provide a number of additional documents, the inclusion of a listing of those documents would be helpful.

Bid Response Platform: Bidder will upload any Additional Documents through the BidNet platform.

EMLAS-25-001 12 VCTPS RFP

3 BIDDER QUALIFICATIONS

3.1 REFERENCES

1) All Bidders must complete and submit Exhibit A: Bidder References and Terminations Form, as provided in BidNet. Provide a minimum of three (3) references from Buying Entities with a similar profile to Edge Participants (https://njedge.net/Membership/current-Members/). The references should demonstrate the Bidder’s ability with projects similar in scope, size, and nature to this RFP and must provide evidence of its depth and breadth of experience, and evidence of successful past performance.

2) All Bidders must provide a list of accounts where a contract was terminated by the customer within the past 5 years. This should include failed projects, suspensions, debarments, and where there has been significant litigation. Indicate “NONE” in the “Client” column if this does not apply. Edge understands this is sensitive information, and Edge is willing to sign the vendor’s NDA (see Section

5.1.6.2 Non-Disclosure Agreement), so a response of “this is confidential information” is not an acceptable response.

Bid Response Platform: Bidder will upload Exhibit A: Bidder References and Terminations Form on the BidNet platform.

3.2 FINANCIALS

Bidder must attach a copy of the most recent annual financial statement or other such document that demonstrates the company’s financial stability to support the contract.

Prior to the award of the contract(s), Edge may, at its sole discretion, request that the shortlisted

Proposers and/or the selected Contractor(s) submit complete audited financial statements (if not already provided) for the most recent fiscal years showing the true condition of the Proposer’s assets, liabilities, and net worth. If requested, the financial statements must include a balance sheet and income statement.

If the Proposer is a partnership or joint venture, individual financial statements must be submitted for each general partner or joint venture.

Bid Response Platform: Bidder will upload Financials through the BidNet platform.

3.3 FAILURE TO PROVIDE

A failure to provide the information above (Exhibit A and Vendor Financials) may be cause for considering your proposal “Non-Responsive”. Edge is willing to sign the vendor’s NDA (see Section

5.1.6.2 Non-Disclosure Agreement), so a response of “this is confidential information” is not an acceptable response.

https://njedge.net/membership/current-members/

EMLAS-25-001 13 VCTPS RFP

4 BID SUBMISSION REQUIREMENTS

4.1 SUBMITTAL INSTRUCTIONS - BIDNET

A Vendor’s bid proposal must be submitted electronically by the due date.

Responses to this RFP must be submitted electronically using the BidNet platform. Access to BidNet will be provided by Edge under the terms of its existing licenses at no cost to Bidders.

Registration and training can be found on the BidNet site.

https://www.bidnetdirect.com/new-jersey/edgemarket

The following list identifies the Bidders’ requirements and responsibilities for bid submission:

1) Bidders must provide clear, concise, and direct answers to all requirements and questions.

2) Bidders must prepare a clear readable proposal that includes all required information.

3) Proposals must be complete, accurate, and in the form requested.

4) If Bidder determines that an attachment would be appropriate or required to include as part of a response to a specific requirement, Bidder will utilize the BidNet document attachment function, being sure to name the document clearly and provide a clear reference to that named document in the response.

a) Bidders are encouraged to provide a listing of such attachments with a cross-reference to the requirement(s) to which each attachment pertains.

5) If the Bidder cannot fulfill any part of a requirement as specified, this must be clearly stated.

Responses should indicate any deficiencies, enhancements, or other differences that exist between the proffered products and services and those that Edge has described in its specifications. Bidders may present alternate and innovative approaches to meeting the requirement that may result in greater value, efficiency, or cost savings. These alternatives must be clearly identified.

6) The Bidder’s proposal shall address the Bidder’s ability and methodology for providing the requested solution or services. To be deemed “responsive” to this RFP, a Bidder must meet all mandatory requirements and qualifications, and its written proposal must address all points and questions appearing in this RFP. In the event a Bidder’s proposal is determined by Edge to be “non-responsive,” Edge is required by its contracting procedures to disqualify the proposal. A disqualified proposal will not be further evaluated or considered for contract award.

7) Bidders are encouraged to be innovative in their response but are cautioned to propose solution(s) that are practical and readily deployable.

8) The proposal must be fully and properly executed by an authorized person, and the authorized person’s signature must be notarized (see Section 2.2.2). By signing, you certify (i) your express authority to sign on behalf of yourself, your company, or other entity; (ii) your full knowledge and acceptance of this RFP, and (iii) that all information provided is complete, true, and accurate. By signing, you further affirm that you understand and agree to comply with the procedures on permissible contacts relating to this procurement. (NOTE: Edge will accept an electronic notary.)

9) Bidders must submit the completed proposal. Proposals must be submitted by the due date and time provided on the Key Dates Form. Submission of all bids and related documents are managed in

BidNet and Decision Director (if applicable), see section 8.37 Document Development Matrix.

https://www.bidnetdirect.com/new-jersey/edgemarket https://www.state.nj.us/treasury/revenue/pdf/NotaryPublicManual.pdf#page=14 https://help.decisiondirector.com/help/submitting-bids

EMLAS-25-001 14 VCTPS RFP

10) Incomplete bids, i.e., missing required items or required responses, will not be eligible for submission. Edge will not accept missing items sent via email, so Bidders are encouraged to use the

Bid Submission List to ensure all items are submitted on the Bidnet platform.

11) LATE BIDS: BIDNET WILL AUTOMATICALLY CLOSE THE RFP RESPONSE AND

SUBMISSION ENVIRONMENT ON EXACTLY THE DUE DATE AND TIME as provided on the

Key Dates Form, unless otherwise amended by Edge. Edge reserves the right, in its sole discretion, to accept Late Bids in the event that: (i) no timely Bids meeting the requirements of this RFP are received, or (ii) in the case of a multiple-award, an insufficient number of timely bids were received to satisfy the multiple-award; (iii) and acceptance of the Late Bid is in the best interest of Edge and participating entities. Determinations related to bid timeliness shall be at the sole discretion of the

CEO of Edge or designee.

12) All prices and conditions must be included in the original proposal. Prices and conditions not included in the original proposal will be rejected unless that adjustment is in response to Edge’s request for clarifying information in the course of evaluation and/or selection under the RFP.

13) The submission of a proposal constitutes a non-revocable, binding offer to perform and provide said services. Such a binding offer shall be firm and not revocable for a period of sixty (60) days from bid opening. After sixty (60) days, the proposal may remain in effect, subject to withdrawal communicated in writing and signed by the Bidder.

14) Bidder is responsible for all costs that it incurs, direct or indirect, related to the preparation and submission of a proposal in response to this RFP.

15) Bidder is responsible for providing all required forms and documents as detailed in section 5.

4.2 ADDITIONAL SUBMITTAL INSTRUCTIONS - DECISIONDIRECTOR

STOP: THE FOLLOWING APPLIES ONLY TO PROCUREMENTS THAT REQUIRE

THE USE OF DECISIONDIRECTOR, as indicated in Section 2.1.2 DecisionDirector®.

1) To obtain access to DecisionDirector, Bidders must send an email request to support@advantiv.com and copy walter.lewis@njedge.net with "DecisionDirector Access Request for Edge [Solution Name] for Bidder Name" as the subject line, where "Bidder Name" is the name of the Bidder's company.

Familiar names and abbreviations are acceptable. The email request must include the name and

EDGE STRONGLY ADVISES BIDDERS NOT TO WAIT TO THE LAST

DAY TO COMPLETE THEIR BID SUBMISSION IN BIDNET.

THE SUBMISSION PROCESS TAKES TIME AND BIDDERS RUN THE

UNNECESSARY RISK OF NOT COMPLETING THEIR FULL

SUBMISSION IN TIME.

EDGE WILL NOT ENTERTAIN CLAIMS OF SYSTEM OR NETWORK

PROBLEMS AS THE REASON FOR AN UNSUBMITTED BID.

mailto:support@advantiv.com mailto:walter.lewis@njedge.net

EMLAS-25-001 15 VCTPS RFP

contact information of the person who will serve as the DecisionDirector bid administrator (or

“Engagement Manager”) for this RFP.

2) Access to DecisionDirector, along with instructions for access and responding to the requirements for this RFP, will be provided to the Bidder.

3) Bidders MUST respond using the requested question formats. Any deviation from this defined format may cause the Bidder's proposal to be non-responsive, causing the proposal to be rejected.

4) Some questions will provide Bidders with an option to attach supporting documentation to their question response. However, it is not acceptable to simply attach a document and provide a question response that states, “See attachment.” If a Bidder provides such responses, its proposal may be deemed non-responsive and disqualified from further consideration.

5) Before submitting your response in DecisionDirector, include a statement confirming that your response to the items in DecisionDirector is complete and has been submitted as instructed in Section

4.2 Additional Submittal Instructions - DecisionDirector.

When the response to the requirements in DecisionDirector is complete, the Bidder will:

☒ Utilize the Submit function in DecisionDirector, generate a downloadable response archive from DecisionDirector, and then upload the response archive to

BidNet as part of the overall BidNet response.

When uploaded to BidNet, the response archive shall then be deemed part of the bidder’s official response.

DecisionDirector serves only to collect and organize the responses in a uniform format for all bidders.

Responses entered into DecisionDirector will not be considered the official response.

☐ Utilize the Submit function in DecisionDirector without uploading a response archive to BidNet.

When this option is selected, the bidder’s response in DecisionDirector shall then be deemed part of the bidder’s official response.

Online DecisionDirector Home Page for This RFP

The DecisionDirector home page for this RFP provides instructions for access and other informational resources, and can be found at:

EMLAS-25-001 16 VCTPS RFP

• https://help.decisiondirector.com/help/edgemarket-etas-rfp-269emcps-25-001

Example DecisionDirector Screens

The following images are examples only, drawn from an early draft of this Edge RFP in DecisionDirector.

Figure 1: RFP Response Summary

Figure 2: Line-Item Responses in DecisionDirector https://help.decisiondirector.com/help/edgemarket-etas-rfp-269emcps-25-001

EMLAS-25-001 17 VCTPS RFP

4.3 BIDDER QUESTIONS

If a Question-and-Answer period is provided for this solicitation, the schedule will be shown on the Key

Dates Form provided on the first page of this RFP. All questions must be submitted in writing on the

BidNet platform, citing the particular RFP page, section, and paragraph numbers where applicable.

Questions must be input using BidNet to arrive no later than 5:00 p.m. Eastern Time on the date.

Questions received after the closing date for inquiries will not be answered. Only written answers are official. All Questions and Answers will be made available to all registered Bidders in BidNet as addenda.

4.4 PRE-BID PROPOSAL MEETING

If a mandatory or optional Pre-Bid Conference is held for this solicitation, the date, time, and whether the conference is mandatory or optional is reported on the Key Dates Form provided on Page 1 of this RFP.

4.5 SITE VISIT

If a site visit is required for this solicitation, the date and time is reported on the Key Dates Form provided on Page 1 of this RFP.

4.6 BID OPENING

Bids may, as applicable, be opened publicly. Edge reserves the right at any time to postpone or cancel a scheduled Bid opening.

4.7 MINOR IRREGULARITIES

Bids that contain minor irregularities, such as those submitted without a proper Bid Security, in the wrong form, or executed improperly, shall be considered informal. Informal proposals may be considered in selecting a low Bidder where Edge or its participating entities' interest will be promoted thereby.

4.8 EXTRANEOUS TERMS

Bids must conform to the terms set forth in this RFP. Extraneous terms or material deviations (including additional, inconsistent, conflicting, or alternative terms) may render the Bid non-responsive and may result in the rejection of the Bid. Extraneous term(s) submitted on standard, pre-printed forms (including but not limited to product literature, order forms, license agreements, contracts, or other documents) that are attached or referenced with submissions shall not be considered part of the Bid or resulting Contract but shall be deemed included for informational or promotional purposes only.

Only those extraneous terms that meet all the following requirements may be considered as having been submitted as part of the Bid:

1) Each proposed extraneous term (addition, deletion, counteroffer, deviation, or modification) must be specifically enumerated in writing, which is not part of a pre-printed form; and

2) The writing must identify the particular specification requirement (if any) that Bidder rejects or proposes to modify by the inclusion of the extraneous term; and

EMLAS-25-001 18 VCTPS RFP

3) The Bidder shall enumerate the proposed addition, counteroffer, modification, or deviation from the

Bid Document, and the reasons, therefore.

No extraneous term(s), whether or not deemed “material,” shall be incorporated into a Contract or

Purchase Order unless submitted in accordance with the above, and the Edge CEO or designee expressly accepts each such term(s) in writing. Acceptance and/or processing of the Bid shall not constitute such written acceptance of the Extraneous Term(s).

Bid Response Platform: Bidder will upload Extraneous Terms through the BidNet platform.

EMLAS-25-001 19 VCTPS RFP

5 METHOD OF EVALUATION AND AWARD

This RFP is part of a competitive procurement process designed to serve the best interests of Edge and its

Members. It is designed to provide all Bidders with a fair and even opportunity to have their services considered. Edge will conduct a comprehensive review of each responsive bid submitted in accordance with the terms of this RFP.

The methodology for an award is based on an evaluation and ranking, which shall include technical, functional, and other related criteria, and shall include a weighing of criteria all developed in a way to meet the specific needs of Edge and designed so such criteria shall not unfairly or illegally discriminate against or exclude otherwise capable Bidders. N.J.S.A. 40A:11-4.4(b).

Edge reserves the right to make awards to multiple Bidders or make no award to any Bidder.

Administrative Review

Each proposal received by the due date and time will be screened for completeness of submission in accordance with this RFP and for determination of whether the Bidder has met the administrative requirements of the RFP. The administrative review ensures that bidders have submitted all information requested, including exhibits. Bids that fail the administrative review shall be deemed non-responsive and shall be removed from further consideration.

Proposal Evaluation Committee

Proposals shall be evaluated by an Evaluation Committee composed of Edge personnel. Representatives from Member entities may also serve on the Evaluation Committee. On occasion, the Evaluation

Committee may choose to make use of the expertise of outside consultants in an advisory role.

Solution Evaluation

Each proposal shall be reviewed and evaluated by an Evaluation Committee. The committee's primary responsibility is to assess and evaluate the bids, proposals, or offers submitted by bidders. The goal of the

Evaluation Committee is to ensure a fair, transparent, and objective selection process that results in the best value for Edge Members.

The Evaluation Committee will use a predefined evaluation criteria to score or rank bid submissions.

These criteria are established based on the needs and requirements of Edge Members. Each criterion may be assigned a weight to reflect its relative importance. The Evaluation Committee may set minimum requirements for all bids to advance to Cost Evaluation.

Cost Evaluation

The Pricing Proposal for each bid proposal will be independently reviewed. See Section 2.2.5 Price

Proposal.

Oral Presentation/Clarification of Proposal

A Bidder may be required to give an oral presentation to the Evaluation Committee concerning its bid proposal. The Evaluation Committee may also require a Bidder to submit written responses to questions

EMLAS-25-001 20 VCTPS RFP

regarding its proposal. The purpose of such communication with a Bidder, either through an oral presentation or a letter of clarification, is to provide an opportunity for the Bidder to clarify or elaborate on its bid proposal. Original bid proposals submitted, however, cannot be supplemented, changed, or corrected in any way.

No comments regarding other bid proposals are permitted. Bidders may not attend presentations made by their competitors.

It is within the Evaluation Committee’s discretion whether to require a Bidder to give an oral presentation or require a Bidder to submit written responses to questions regarding its proposal. Action by the Evaluation Committee in this regard shall not be construed to imply acceptance or rejection of a proposal. The Edge RFP Official Contact will be the sole point of contact regarding any request for an oral presentation or clarification.

All official communications to the bidder regarding any aspect of this solicitation will be made through the bidder’s representative indicated in Exhibit L.

Demonstration

If a demonstration is required, this will be indicated on the Key Dates Form.

The Bidders that are deemed viable for an award following the summation of the technical and functional scoring and the cost scoring, may be invited to demonstrate their proposed solution(s). Demonstrations may be scheduled together with or separately from Oral Presentations.

Edge will notify the selected subset of Bidders and schedule the time, format, and location (if applicable) for their demonstration or oral presentation. Edge may request that Vendors include an Edge designed script as part of their demonstration. The Edge script will be supplied to the selected subset of Bidders prior to the agreement of a demonstration date.

The format of the demonstration may be in-person or by video and will be at Edge’s discretion. The demonstration will provide an opportunity for these Bidders to clarify or elaborate on their proposals, but shall in no way change their original proposals. The demonstration will be evaluated and scored by the evaluation committee. All costs associated with the Bidder’s demonstration will be borne by the

Bidder.

5.1.6.1 Recording of Oral Presentation and Demonstration

Edge may involve Edge Members in reviewing and scoring demonstrations and presentations. It is sometimes impossible to have all Members available to attend presentations and demonstrations, and, in such cases, Edge needs to record these sessions so that Members unable to attend can view the demonstration at a later date and time.

5.1.6.2 Non-Disclosure Agreement

Edge is willing to sign a Non-Disclosure Agreement (NDA) with the Vendor to facilitate certain recordings, or segments thereof, and the provision by the Vendor of certain financial and related information. A Vendor wishing to have a NDA in place should submit their standard NDA with their bid

EMLAS-25-001 21 VCTPS RFP

package and be prepared to specify the desired scope of coverage. If an NDA is required to be signed, please send a request to the Edge contact listed on the Key Dates Form.

Evaluation and Selection

Proposals will be evaluated by an evaluation committee comprised of Edge representatives, who may include representation from its participating entities, utilizing an evaluation methodology that considers the following primary factors as a guideline:

Evaluation Group Evaluation Focus

Company Qualifications Company Overview

Market Experience

Proposed Solution

Functional Support

Technology

Implementation and Support

Overall Value and

Business Model

Proposed Pricing Model(s) and

Benefits

Suitability of Business Terms

Based on the evaluation, Edge may make awards to one or more Bidders, as set forth in Section 1.1.5

Anticipated Award, or make no award to any Bidder.

Edge reserves the right to reject any and all bids received in response to this procurement in accordance with N.J.S.A. 40A:11-13.2, if determined to be in the best interest of Edge and its Members. All Bidders must comply with the requirements of N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27. Further, if awarded a contract, Bidder’s firm will be required to comply with the above-cited statutory requirements.

Contract Negotiation

Edge looks forward to entering into detailed negotiations with the intended awardee(s) that result in contract vehicles that provide advantages and benefits to Members, the awarded Provider(s), and Edge.

EMLAS-25-001 22 VCTPS RFP

6 INTENTIONALLY BLANK

EMLAS-25-001 23 VCTPS RFP

7 GENERAL INFORMATION

7.1 EDGE RESERVED RIGHTS

Edge reserves the right to:

1) Reject any and all proposals received in response to this RFP.

2) Reject any or all portions of any proposal, negotiate terms and conditions consistent with this RFP, and make an award or awards for any or all remaining portions.

3) Withdraw the RFP at any time, at Edge’s sole discretion.

4) Make an award or awards in whole or in part.

5) Disqualify any Bidder whose conduct and/or proposal fails to conform to the requirements of the

RFP.

6) Use information obtained through site visits, management interviews, and Edge’s investigation of a

Bidder’s qualifications, experience, ability, or financial standing, and any material or information submitted by the Bidder in response to Edge’s request for clarifying information, in the course of evaluation and/or selection under the RFP.

7) Prior to the bid…