RFP- RE-BID Hotel Lodging Accommodations.pdf

NOTICE TO VENDORS

To all interested parties, please be advised that the City of Jersey City, a municipal corporation of the State of New Jersey, will be accepting Proposals in response to this request for proposals for the following services:

RE-BID HOTEL LODGING ACCOMMODATIONS - RFP

Sealed Proposals must be received no later than 11:00 AM on Tuesday, January 7, 2025

Proposals will be received and opened by the Purchasing Agent at 280 Grove Street, First Floor, Room 116, Jersey City, New Jersey 07302.

Contract Documents, Specifications, and RFP Forms may be downloaded by going on-line to https://www.bidnetdirect.com/new-jersey/cityofjerseycity

Prospective bidders must download bid specifications and all addenda from https://www.bidnetdirect.com/new-jersey/cityofjerseycity. Failure to download bid specifications and acknowledge receipt of addenda shall result in RFP rejection.

Questions by prospective bidders concerning this RFP must be done on-line at https://www.bidnetdirect.com/new-jersey/cityofjerseycity.

Bidders are required to comply with the requirements of N.J.S.A. 10:5-31 et seq. and N.J.A.C.

17:27. Full requirements of the Equal Employment Opportunity and Affirmative Action Programs are incorporated herein by reference and may be obtained with Proposal Form. Bidders are also required to comply with the requirements of P.L. 2004, c.57 (N.J.S.A. 52:32-44) which includes the requirement that contractors provide copies of their Business Registration Certificates issued by the New Jersey Department of the Treasury, as well as other provisions as listed in the Contract Documents.

ONLINE BID RECEPTIONS/PURCHASING LOCKBOX

All bids and proposals must be delivered ONLY to the dedicated lockbox in the Division

Purchasing, 280 Grove Street, 1st Floor, Room 116, Jersey City, NJ 07302 prior to the bid reception.

All bid receptions are held virtually as video conferences with public access. Link to the online bid receptions appear on the City of Jersey City website at:

https://www.jerseycitynj.gov/cityhall/finance/purchasing/publiccontracts/bid_openings

Bids may be sent by U.S. certified mail return receipt requested, or may be sent by private courier service to the dedicated lock box located at the City Hall, Division of Purchasing, 280 Grove Street, First Floor, Room 116, Jersey City, New Jersey 07302. ATTENTION:

Raquel Tosado, Purchasing Agent, QPA.

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

Proposals forwarded by e-mail will not be accepted. Bids sent by mail or courier service must be received by the Purchasing Agent no later than 4:00 P.M. on the last City business day before the day of the bid reception or no later than 11:00 A.M. on the day of the bid reception. Office hours Monday thru Friday 9:00 am to 4:00pm. The City shall not be responsible for the loss, non-delivery or physical condition of bids sent by mail or courier service. Bids must be submitted individually in a sealed envelope addressed to the Purchasing

Agent. Bid proposals must comply with specifications. Any Bid Proposal received after the date and time specified will be returned, unopened, to the bidder.

The Purchasing Agent reserves the right to reject any and all bids received, or portions thereof, if deemed to be in the best interest of the City to do so.

Raquel Tosado, Purchasing Agent, Director

Insert dates:

December 11 and December 16, 2024.

CITY OF JERSEY CITY

REQUEST FOR PROPOSALS

RE-BID: HOTEL LODGING ACCOMMODATIONS

SUBMISSION DEADLINE

11:00 AM

Tuesday, January 7, 2025

ADDRESS & DELIVER ALL PROPOSALS TO THE DEDICATED LOCKBOX LOCATED AT:

DIVISION OF PURCHASING

Raquel Y. Tosado, Purchasing Agent, QPA

280 Grove Street, 1st Floor, Room 116

Jersey City, NJ 07302

SECTION 1: GENERAL INFORMATION & SUMMARY

1.1 Organization Requesting Proposal

City of Jersey City 280 Grove Street Jersey City, New Jersey 07302

1.2 Contact Person

Raquel Y Tosado, Director, Purchasing Agent Division of Purchasing 280 Grove Street, 1st Floor, Room 116 Jersey City, New Jersey 07302

201.547.4439 | RTosado@jcnj.org

1.3 Procurement Process

This contract will be awarded through a formal procurement process pursuant to 2 CFR 200.334(b)(2) and pursuant to the competitive contracting provision of the Local Public Contracts Law (N.J.S.A 40A:11-4.1 et seq.) which is considered a "fair and open" process under the "New Jersey Local Unit Pay-to-Play" Law, N.J.S.A. 19:44A-20.4 et seq., The City will award one or more contracts for the purpose of providing the operation, management or administration of social services, consisting of providing temporary hotel lodging accommodations for clients in the Division of Community Development’s (DCD) Relocation

Assistance Program, subsidized by Community Development Block Grant (CDBG). Proposals will be evaluated in accordance with the criteria set forth in this Request for Proposals (RFP). The governing body will approve a resolution awarding contract(s) to the Contractor(s) for a term of 1 year with 3 options for one-year renewals.

1.4 Contract Form

If selected to provide services, it is agreed and understood that the Contractor shall be bound by the requirements and terms contained in this RFP regarding services performed, payments, indemnification, insurance, termination, and applicable licensing provisions.

It is also agreed and understood that the acceptance of the final payment by the Contractor shall be considered a release in full of all claims against the City of Jersey City (City) arising out of, or by reason of, the work done and materials furnished under this Contract.

1.5 Informational meeting

There will not be an informational meeting for this RFP.

1.6 Submission deadline

Proposals must be submitted to and be delivered to the dedicated lockbox at the Division of Purchasing, via mail or hand delivery, by 11:00 a.m. prevailing time on Tuesday, January 7, 2025. Proposals will not be accepted by facsimile transmission or e-mail.

1.7 Opening of proposals

All bid receptions take place online as video conferences with public access at 11:00 a.m. prevailing time on Tuesday, January 7, 2025. The link to the online bid reception is https://www.jerseycitynj.gov/cityhall/finance/purchasing/publiccontracts/bid_openings

1.8 Definitions

The following definitions shall apply to and are used in this Request for Proposals (RFP):

"City"- refers to the City of Jersey City.

"RFP" - refers to this Request for Proposals, including any amendments thereof or supplements thereto.

"Vendor" or "Vendors"- refers to the interested persons and/or firm(s) that submit a Proposal.

“Contractor” refers to the person or firm that is awarded the contract.

"Competitive Contracting" - refers to the process by which proposals are evaluated and contracts awarded, pursuant to N.J.S.A. 40A:11-4.1 et seq.

1.9 Submission address

All proposals should be sent to the dedicated lockbox:

Raquel Y Tosado, Director, Purchasing Agent Division of Purchasing 280 Grove Street, 1st Floor, Room 116

SECTION 2: INTRODUCTION AND GENERAL INFORMATION

2.1 Introduction and Purpose

The City is seeking proposals from qualified Vendors for services as described herein. The City of Jersey

City (City) seeks to award one or more contracts to various hotel providers for hotel lodging accommodations for clients in the Division of Community Development’s (DCD) Relocation Assistance

Program, subsidized by Community Development Block Grant (CDBG).

2.2 Competitive Contracting

This contract will be awarded using the competitive contracting provisions of the Local Public Contracts

Law (N.J.S.A. 40A:11-4.1 et seq.) which is considered a "fair and open" process under the "New Jersey

Local Unit Pay-to-Play" Law, N.J.S.A. 19:44A-20.4 et seq.

The City has structured a procurement process that seeks to obtain the desired services, while establishing a competitive environment to assure that each person and/or firm is provided an equal opportunity to submit a proposal in response to the RFP. Proposals will be evaluated in accordance with the criteria set forth in Section 7 of this RFP, which will be applied in the same manner to each proposal received.

2.3 Evaluation Committee

Proposals will be reviewed and evaluated by a committee appointed by the City's Business Administrator.

The proposals will be reviewed to determine if the Vendors have met the professional, administrative and subject area requirements described in this RFP. Pursuant to N.J.A.C. 5:34-4.3(c)(2)(i), "the names of the individuals who serve as committee members shall not be publicly disclosed until the evaluation report is presented to the governing body".

2.4 Procurement Schedule

The steps involved in the process and the anticipated completion dates are set forth in the Procurement

Schedule below. The City reserves the right to, among other things, amend, modify or alter the

Procurement Schedule upon notice to all potential Vendors.

1. Issuance of request for proposals: December 11, 2024

2. Receipt of proposals: January 7, 2025

3. Completion of evaluation of Proposals: January 2025

4. Award of contract: January 2025

2.5 Addenda or Amendments to RFP

During the period provided for the preparation of responses to the RFP, the City may issue addenda, amendments or answers to written inquiries. Those addenda will be noticed by the City and will constitute a part of the RFP. All responses to the RFP shall be prepared with full consideration of the addenda issued prior to the proposal submission date. Vendors who fail to submit the Acknowledgment of Receipt of

Addenda will have their Proposals rejected. All communications concerning this RFP or the Proposal process shall be conducted through the City’s Purchasing portal – BidnetDirect.com. Responses to all questions will be forwarded as addenda to all prospective Vendors who have provided accurate and current contact information (mailing address, fax number, e-mail address), also via the Bidnet Direct portal. No oral interpretation and or clarification of the meaning of this RFP will be made to any Vendor.

Such request shall be through the City’s Purchasing portal – BidnetDirect.com. To be given consideration, a written request must be received at least seven (7) business days prior to the date fixed for the opening of the Proposals. After issuance of this RFP, the City (through the issuance of addenda to all persons and/or firms that have received a copy of the RFP) may modify, supplement or amend the provisions of this RFP in order to respond to inquiries received from prospective Vendors or as otherwise deemed necessary or appropriate by (and in the sole judgment of) the City.

2.6 Rights of the City

The City reserves, holds and may exercise, at its sole discretion, the following rights and options with regard to this RFP and the procurement process in accordance with the provisions of applicable law:

• To conduct investigations of any or all of the Vendors, as the City deems necessary or convenient, to clarify the information provided as part of the Proposal and to request additional information to support the information included in any Proposal.

• To suspend or terminate the procurement process described in this RFP at any time (in its sole discretion.)

If terminated, the City may determine to commence a new procurement process or exercise any other rights provided under applicable law without any obligation to the Vendors.

2.7 Cost of Proposal Preparation

Each Proposal and all information required to be submitted pursuant to the RFP shall be prepared at the sole cost and expense of the Vendor. There shall be no claims whatsoever against the City, its officers, officials or employees for reimbursement for the payment of costs or expenses incurred in the preparation of the Proposal or other information required by the RFP.

2.8 Proposal evaluation

Proposals will be evaluated based on the written response to the RFP. Each evaluator will rank the written proposals. The proposals ranked highest among the evaluators will be selected for the project.

2.9 Written Proposal

Prospective Vendors must submit a written proposal in a format specified by the City. The required format is detailed in Section 3.

2.10 Equal Employment Opportunity/Affirmative Action

Vendors are required to comply with requirements of P.L. 1975, c. 127, the Law Against Discrimination and with N.J.A.C. 17:27-1.1 et seq., and N.J.S.A. 10:5-31, the Affirmative Action Rules. A party responding to this RFP must indicate what type of business organization it is e.g., corporation, partnership, sole proprietorship, or non-profit organization. If a party is a subsidiary or direct or indirect affiliate of any other organization, it must indicate in its proposal the name of the related organization and the relationship. If a party responding to this RFP is a corporation or partnership, it shall list the names of those stockholders holding 10% or more of the outstanding stock or of all individual partners in the partnership who own a

10% or greater interest in the partnership. Section 8 of this document describes general terms and conditions. Section 9 of this document contains required administrative forms that must accompany all proposals. Exclusion of any required form is grounds for rejection of proposals.

2.11 Federal Requirements

These contracts are funded with CDBG grant funding from the Department of Housing and Urban

Development. The vendor shall comply with all applicable requirements of Title 24 of the Code of Federal

Regulations, Part 570, and other applicable Federal requirements when performing under this Contract.

The laws and regulations, if applicable, include, but are not limited to:

• 2 C.F.R. Part 200

• Title VI of the Civil Rights Act of 1964; (Public Law 88-352 implemented in 24 C.F.R. Part 1)

• Non-discrimination in employment, established by Executive Order 11246 (as amended by

Executive Orders 11375 and 12086)

• Section 504 of the Rehabilitation Act of 1973

• The American with Disabilities Act (ADA) of 1990

• The Age Discrimination Act of 1975

• 24 C.F.R. Part 5 regarding the use of debarred, suspended or ineligible contractors or subrecipients.

• Prohibition on certain telecommunications and video surveillance services or equipment, 2 C.F.R.

§ 200.216.

• Drug-Free Workplace Act of 1988 and implementing regulations in 2 C.F.R. Part 2429.

• New Restrictions on Lobbying, 24 C.F.R. Part 87.

• Executive Order 11625, as amended by Executive Order 12007 (3 C.F.R., 1971–1975 Comp., p. 616 and 3 C.F.R., 1977 Comp., p. 139) (Minority Business Enterprises)

• Executive Order 12432 (3 C.F.R., 1983 Comp., p. 198) (Minority Business Enterprise Development)

• Executive Order 12138, as amended by Executive Order 12608 (3 C.F.R., 1977 Comp., p. 393 and

3 C.F.R., 1987 Comp., p. 245) (Women's Business Enterprise)

2.12 Disposition of RFP

Upon submission of a Proposal in response to this RFP, the Vendor acknowledges and consents to the following conditions relative to the submission and review and consideration of its Proposal:

• All Proposals shall become the property of the City and will not be returned.

• All Proposals will become public information at the appropriate time, as determined by the City (in the exercise of its sole discretion) in accordance with law.

With respect to the Open Public Records Act (OPRA) and Proprietary Information- although the RFP indicates that all proposals will become public information, it is understood that OPRA contains exceptions for "Trade secrets and proprietary commercial or financial information obtained from any source" and

"Information which, if disclosed, would give an advantage to competitors or bidders". Therefore, prospective Vendors shall submit two (2) clearly marked versions of their proposals. One version is to be a complete version to be used by the City for evaluation. The second version should contain redactions of legitimate "trade secrets and proprietary commercial or financial information" and/or "information which...would give an advantage to competitors or bidders". This second version will be provided to persons submitting OPRA requests for information relating to this solicitation. Failure to provide two clearly marked proposals will mean that the Vendor agrees that the single version provided does not contain trade secrets or proprietary information and may be released pursuant to OPRA requests.

2.14 Lobbyist Disclosure Ordinance

The contract(s) will be awarded in accordance with the provisions of the City’s Disclosure of Lobbyist

Representative Status Ordinance §3-9.1 et seq. adopted on June 12, 2002. The Contractor will be required to certify that the Contractor either did not retain the services of a lobbyist to lobby on behalf of the

Contractor for the award of this contract, or if a lobbyist was retained by the Contractor for such purposes, the Contractor’s lobbyist, prior to commencing his/her lobbying activities, shall have filed a notice of lobbyist representative status form with the City Clerk. The Contractor whose lobbyist failed to comply with the provisions of Ordinance §3-9.1 et seq., following notice and an opportunity to be heard, shall be disqualified from entering into contracts with the City for a period of two (2) years for each violation.

SECTION 3: WRITTEN PROPOSAL FORMAT

Proposals must address all information requested in this RFP. Proposals which in the judgment of the City fail to meet the requirements of the RFP or which are in any way conditional, incomplete, obscure, contain additions or deletions from requested information, or contain errors may be rejected.

3.1 Mandatory content

Each proposal submitted must contain the eleven (11) sections described below:

• Title Page

• Table of Contents

• Executive Summary

• Scope

• Objectives

• Project Proposal

• Assumptions/City of Jersey City Responsibilities

• Staffing

• Timing & Fees

• Appendices/Other

• Required Administrative Forms

The information requested by the sectional format described above is further defined.

3.2 Title Page

The Proposal should include a title page, which identifies the project; the Vendor's Firm, the Vendor’s

Sam.Gov identification number, name of the Vendor's primary contact, address, telephone number, fax number and email address.

3.3 Table of Contents

The Vendor's Proposal should include a Table of Contents, which lists the titles and page numbers for each major topic and sub-topic contained in the proposal.

3.4 Executive Summary

This section should include a summary of the key points and highlights of the Vendor's response and should discuss the pricing contained in the Proposal.

3.5 Scope

In this section of the proposal, the Vendor should state what it believes to be the scope of the intended strategy within the City. If there are any gaps between what the Vendor believes should be the proper scope of the solution given all information known at the time of this RFP, the Vendor should clearly state these gaps in this section and clearly mark these concerns as such.

3.6 Objectives

In this section of the Proposal, the Vendor should state what it believes to be primary objectives for each element of the plan. Vendors may choose to offer suggestions to the City on how objectives for this type and size of a phased project should be measured throughout the life of the implementation, to ensure success in delivery of every business priority.

3.7 Project Proposal

The Vendor shall describe its hotel accommodation offerings (e.g. bedrooms, bed sizes, etc.), any/all rules and regulations, pet policy, and ADA accessibility. The project proposal should present a picture of key activities, milestones, key dates, etc. necessary to deliver this project. The City realizes that each Vendor brings its own methodology and work plan.

3.8 Assumptions/Jersey City Responsibilities

In this section, the Vendor should clearly describe any assumptions relating to the responsibilities and/or commitments the Vendor is expecting of the City throughout the life of this project.

3.9 Staffing

A discussion of the project team that will be utilized should be contained in this section. The City requests that as part of the discussion here, the Vendor state exactly the role the proposed Vendor team member will assume on each phase and detail the qualifications for the role that the team member possesses.

3.10 Timing and Fees

The Vendor must begin the project within two weeks of Council approval. Vendors should be sure to include all expenses associated with delivery, in addition to professional fees. The City favors an aggressive timeline for implementation. Contractor shall have services in place starting February 1, 2025

3.11 Appendices/Other

This section should include at minimum: Vendor qualifications, references and resumes. If Vendors feel that other materials are necessary (such as promotional literature, white papers, etc.) they should provide them in a separate document clearly labeled "Additional Materials" in order to adhere to the 30-page maximum guideline for proposal length. The administrative forms do not count toward the maximum length.

Note that these materials may or may not be reviewed by all evaluators and will not be part of the official evaluation. Finally, any out-of-scope services not covered in other sections should be included here. A description of the personnel likely to be involved, and the resources brought to bear (including costs and/or hourly rates) must be provided.

SECTION 4: PROJECT OBJECTIVE

The City wishes to procure hotel lodging providers that will provide hotel accommodations for clients in the Division of Community Development’s (DCD) Relocation Assistance Program, subsidized by Community

Development Block Grant (CDBG). The clients are residents who have been temporarily or permanently displaced from their apartments in Jersey City, New Jersey due to fire or city housing code enforcement that renders the apartment uninhabitable.

SECTION 5: SCOPE OF SERVICE REQUIREMENTS

• Accommodations will only be provided to participants who are pre-authorized by the DCD staff.

• Lodging accommodations shall include any 24-hour period, including holidays and weekends.

• Room rates shall not exceed $150 per night and $25 for a pet fee.

• The City shall not be billed for ‘no-shows’ or ‘cancellations’.

• Guest rooms shall include the following:

o Telephone – Occupants must be accessible by telephone 24 hours per day. All phone related charges shall be billed directly to the room occupants.

o Climate Control – Each room shall have working heating and air conditioning units.

Controls must be available that permit adjustments by occupants. Space heaters shall not be used.

o Restroom o WIFI-connectivity at no additional cost.

• The City reserves the right to award multiple hotel lodging facilities.

• Contractor must have an attendant available 24-hours per day. The attendant must have the authority to discuss availability of rooms and take reservations. In the event that an attendant cannot be reached, a second attempt will be made not less than 15 minutes later. After the second attempt, a different hotel lodging provider under contract with the City will be contacted. Message machines will not be acceptable as an attendant.

• Contractor must permit DCD clients access to all included amenities that Contractor offers its unsubsidized clientele.

• Each DCD Client household shall provide proper identification to occupy rooms under this

Agreement.

• Hotel accommodations purchased by DCD will be paid on a reimbursement basis throughout and until the contract is completed and/or terminated. Any additional charges, i.e. room service or movies, shall be billed directly to the room occupant(s).

• Vendor must follow the Hotel and Multiple Dwelling Law, N.J.S.A. 55:13A-1, et seq and all regulations promulgated under its authority and provide the results of its last New Jersey

Department of Community Affairs inspection.

• Vendor shall provide the City its extermination plan for its hotel for insects, rats or other pests, as required by N.J.A.C. 5:10-10.2(b).

• Contractor shall have the right to demand any person occupying its facilities under this Agreement to vacate the premises for reasons of unlawful or disorderly conduct and to enforce such demand by any lawful means; in the event such action is necessary, the Contractor shall immediately notify

DCD.

• The value of the awarded contract(s) will be established by an annual projection of lodging usage.

Usage is not guaranteed. DCD projects that it will spend $250,000 in hotel accommodations per year during the term of the contract(s).

• This Agreement may be amended to increase services at the same terms, conditions and costs.

SECTION 6: PROPOSAL SUBMISSION REQUIREMENTS

To be responsive, Proposals must provide all requested information, and must be in strict conformance with the instructions set forth herein. Proposals and all related information must be bound and signed and acknowledged by the Vendor.

6.1 Number of copies

Vendors must submit one (1) signed original, two (2) unbound copies of their proposal per the OPRA requirements below, and one (1) copy on CD/DVD or flash drive which will be reproduced by the City for use by the evaluation team.

As previously described in 2.13, with respect to the Open Public Records Act (OPRA) and Proprietary

Information - although the RFP indicates that all proposals will become public information, it is understood that OPRA contains exceptions for "Trade secrets and proprietary commercial or financial information obtained from any source" and "Information which, if disclosed, would give an advantage to competitors or bidders". Therefore, in addition to the 1 signed copy, prospective Vendors shall submit two (2) clearly marked unbound versions of their proposals for OPRA use. One version is to be a complete version to be used by the City for evaluation. The second version should contain redactions of legitimate "trade secrets and proprietary commercial or financial information" and/or "information which...would give an advantage to competitors or bidders". This second version will be provided to persons submitting OPRA requests for information relating to this solicitation. Failure to provide two clearly marked proposals will mean that the Vendor agrees that the single version provided does not contain trade secrets or proprietary information and may be released pursuant to OPRA requests.

6.2 Proposal media

Proposals forwarded by facsimile, e-mail, or any other electronic media will not be accepted.

6.3 Proposal format

To facilitate a timely and comprehensive evaluation of all submitted Proposals, it is essential that all

Vendors adhere to the required response format. The City requires a standard format for all Proposals submitted to ensure that clear, concise and complete statements are available from each Vendor in response to requirements. The required format is detailed in Section 3. The City is not under any obligation to search for clarification through additional or unformatted information submitted as a supplement to the formatted response. Where a proposal contains conflicting information, the City at its option may either request clarification or may consider the information unresponsive.

6.4 Proposal length

The exact presentation and layout format of Proposals is up to the discretion of the Vendor, however a maximum length of 30 pages is strongly suggested. The required administrative forms do not count toward the maximum length.

6.5 Submission deadline

Proposals must be received by the City no later than 11:00 a.m. prevailing time on Tuesday, January 7, 2025 and must be mailed or hand-delivered to the dedicated lockbox.

SECTION 7: PROPOSAL EVALUATION

The City's objective in soliciting Proposals is to enable it to select a Vendor that will provide high quality and cost effective services to the citizens of Jersey City. The City will consider Proposals only from Vendors that, in the City's sole judgment, have demonstrated the capability and willingness to provide high quality services to the citizens of the City in the manner described in this RFP.

7.1 Evaluation methodology

Proposals will be evaluated on written responses. At the City’s discretion, the top scoring finalists will be asked to give an oral presentation by representatives of the Vendor which includes members of the actual team that will implement the project in Jersey City.

7.2 Written response evaluation

There will be three criteria by which proposals will be evaluated. Each criterion will bear a certain weight, and the extent to which the criterion is met or exceeded will be determined by the committee.

a. Cost proposal: 55 points

The City will evaluate proposals based on pricing and the room amenities (e.g. Kitchenette) available to clients

b. Vendor qualifications: 35 points

The City will evaluate proposals based on the prior experience and demonstrated qualifications of the vendor.

c. Commitment to diversity: 10 points

Support of, and utilization of Minority and Women Owned Business Enterprises (MBE/WBE) consistent with the City's policies, should be described.

7.3 Final evaluation and report of committee

Based on the written responses each evaluator will rank the finalists. The Vendors whose proposal are ranked highest among the greatest number of evaluators will be selected for the project. The highest possible score is 100.

The Committee will prepare a report listing the names of all Vendors who submitted proposals, ranking

Vendors in order of evaluation, and recommending the selection of the Vendor(s), indicating the reasons why the Vendor(s) was/were selected and detailing the terms, conditions, scope of services, fees and other matters to be incorporated into the contract(s).

7.4 Contract award

Contracts will be awarded through a formal procurement process pursuant to 2 CFR 200.334(b)(2) and pursuant to N.J.S.A. 40A:11-4.1 et seq. and N.J.A.C. 5:34-4.1 et seq. (Competitive Contracting Law and

Regulations) and for a term of 1 year with 3 options for one-year renewals. If the City exercises all three renewal options, the term of the contact(s) will be four years. Price increases during the Contract’s term or if renewal options are exercised will not be allowed.

The Municipal Council will vote to accept the proposal(s) of the Vendor(s) within 60 days of the receipt of proposals, except that the proposals of any Vendors who consent thereto, may, at the request of the City, be held for consideration for such longer period as may be agreed.

SECTION 8: GENERAL TERMS AND CONDITIONS

The following are general terms and conditions which may or may not be explained elsewhere in this RFP.

8.1 City's right to reject

The City reserves the right to reject any or all Proposals, if necessary, or to waive any informalities in the

Proposals, and, unless otherwise specified by the Vendor, to accept any item, items or services in the

Proposal should it be deemed in the best interest of the City.

8.2 Original/Authorized signatures

Each proposal and all required forms must be signed in ink by a person authorized to do so and/or notarized as indicated.

8.3 Delivery of proposals

Proposals may be hand delivered or mailed consistent with the provisions of the legal notice to Vendors.

In the case of mailed Proposals, the City assumes no responsibility for Proposals received after the designated date and time and will return late Proposals unopened. Proposals will not be accepted by facsimile or e-mail.

8.4 Equal Employment Opportunity/Affirmative Action requirements

Contractors are required to comply with the provisions of N.J.S.A. 10:5-31 and N.J.A.C. 17:27 et seq. No firm may be issued a contract unless it complies with these affirmative action provisions. The Mandatory

Equal Employment Opportunity/Affirmative Action Language for Goods, Professional Services and General

Service Contracts, Exhibit A summarizes the full required regulatory text. Goods and Services (including professional services) Vendors/contractors shall submit to the public agency, after notification of award but prior to execution of a goods and services contract, one of the following three documents:

a. A photo copy of a valid letter that the contractor is operating under an existing Federally approved or sanctioned affirmative action programs (good for one year from the date of the letter); or

b. A photocopy of a Certificate of Employee Information Report approval, issued in accordance with

N.J.A.C. 17:27-4; or

c. A photocopy of an Employee Information Report (Form AA302) provided by the Division and distributed to the public agency to be completed by the contractor, in accordance with N.J.A.C. 17:27-4. The Vendor's attention is also called to Section 9 of this document which contains the required information and forms.

For information on EEO/AA requirements and forms only, please contact:

Jeana F. Abuan, Affirmative Action Officer

Department of Administration, Office of Abatement and Compliance

280 Grove Street, City Hall, Lower Level Room-109A

Direct: 201.547.4946 | Office: 201.547.4538 | E-mail Address: AbuanJ@jcnj.org

8.5 Business Registration Certificate

P.L. 2004, c. 57 (Chapter 57) amends and supplements the business registration provisions of N.J.S.A.

52:32-44 which impose certain requirements upon a business competing for or entering a contract with a local contracting agency whose contracting activities are subject to the requirements of the Local

Public Contracts Law (N.J.S.A. 40A:11-1 et seq.). Vendors are required to comply with the requirements of

P.L. 2004, c. 57 (Chapter 57) which include submitting a copy of their Business Registration Certificate

(BRC), issued by the NJ Department of the Treasury. For more information on obtaining a BRC, see Section

9.

8.6 Clarification of RFP

Should any difference arise as to the meaning or intent of this RFP, the City's Business Administrator's decision shall be final and conclusive.

8.7 Indemnification

The Contractor agrees to protect, defend and save harmless the City against damage for payment for the use of any patented material process, article or devise that may enter into the manufacture, construction or form a part of the work covered by either order or contract. The Contractor agrees to indemnify, hold harmless and defend the City, its officers, agents, and employees as their interests may appear, from any and all liability including claims, demands, losses, costs, damages and expenses of any kind or description or damage to persons or property arising out of or in connection with or occurring during the course of the contract where such liability is founded upon or grows out of the acts, errors or omissions of the Contractor , its officers, employees, agents or subcontractors. The Contractor after reasonable notice thereof, shall defend and pay the expense of defending any suit which may be commenced against the City, its officers, agents, servants and employees as their interests may appear, by any third person alleging injury by reason of such carelessness or negligence and will pay any judgment which may be obtained against the City, its officers, agents, servants and employees as their interests may appear in such suit.

8.8 Insurance requirements

The Contractor shall maintain sufficient insurance to protect against all claims under Workmen's

Compensation, General and Automobile Liability, and shall be subject to approval for adequacy of protection. Certificates of such insurance shall be provided the City when required. Insurance requirements are as follows:

• Commercial General Liability in the amount of $1,000,000 per occurrence and $2,000,000 in aggregate; including Products & Completed Operations coverage.

• Workers Compensation with NJ Statutory limits and Employer’s Liability in the amount of

$1,000,000.

• Automobile Liability in the amount of $1,000,000 combined single limit

• Professional Liability in the amount of $1,000,000 per claim and in the aggregate

• Cyber Liability in the amount of $2,000,000 each incident and in aggregate.

• Employee Theft in the amount of $1,000,000 single loss limit

• Employee Theft of Client Property in the amount of $1,000,000 single loss limit

• Forgery or Alteration in the amount of $1,000,000 single loss limit

• Computer and Funds Transfer Fraud in the amount of $1,000,000 single loss limit

• Credit, Debit or Charge Card Forgery in the amount of $1,000,000 single loss limit

• Money Orders and Counterfeit Currency in the amount of $1,000,000 single loss limit

The City of Jersey City must be named as Certificate Holder and additional insured on all polices except

Workers’ Compensation and Professional Liability which Certificate Holder only is sufficient.

8.9 Federal Requirements

This contract will be funded with CDBG grant funding from the Department of Housing and Urban

Development. The contractor shall comply with all applicable requirements of Title 24 of the Code of

Federal Regulations, Parts 570 and 92, and other applicable Federal requirements when performing under this Contract. The laws and regulations, if applicable, include, but are not limited to:

• 2 C.F.R. Part 200

• Title VI of the Civil Rights Act of 1964; (Public Law 88-352 implemented in 24 C.F.R. Part 1)

• Non-discrimination in employment, established by Executive Order 11246 (as amended by

Executive Orders 11375 and 12086)

• Section 504 of the Rehabilitation Act of 1973

• The American with Disabilities Act (ADA) of 1990

• The Age Discrimination Act of 1975

• 24 C.F.R. Part 5 regarding the use of debarred, suspended or ineligible contractors or subrecipients.

• Prohibition on certain telecommunications and video surveillance services or equipment, 2 C.F.R.

§ 200.216.

• Drug-Free Workplace Act of 1988 and implementing regulations in 2 C.F.R. Part 2429.

• New Restrictions on Lobbying, 24 C.F.R. Part 87.

• Executive Order 11625, as amended by Executive Order 12007 (3 C.F.R., 1971–1975 Comp., p. 616 and 3 C.F.R., 1977 Comp., p. 139) (Minority Business Enterprises)

• Executive Order 12432 (3 C.F.R., 1983 Comp., p. 198) (Minority Business Enterprise Development)

• Executive Order 12138, as amended by Executive Order 12608 (3 C.F.R., 1977 Comp., p. 393 and

3 C.F.R., 1987 Comp., p. 245) (Women's Business Enterprise)

8.10 Termination

In the event the performance by the Contractor of the services provided for under the agreement awarded through this RFP process is unsatisfactory to the City, the City agrees to notify the Contractor, and the

Contractor agrees to within thirty (30) days rectify the unsatisfactory condition or performance. Should the unsatisfactory performance or condition not be rectified within thirty (30) days of notice being given, the City shall at its sole option be entitled to terminate the agreement awarded through this RFP process immediately upon written notice to the Contractor unless rectification of such unsatisfactory performance or condition cannot reasonably be completed with such thirty (30) day period but the Contractor shall have commenced to rectify such unsatisfactory condition or performance within such thirty (30) day period and shall be diligently pursuing such cure; provided, that such unsatisfactory performance or condition shall be cured no later than ninety (90) days after the date on which the Contractor was first notified thereof. Contractor is not entitled to any compensation subsequent to receiving notice of termination from the City.

CC RFP_ Chklst.docx Updated 3/28/24

REQUIRED ADMINISTRATIVE FORMS

PROJECT: __________________________________________________________

RESPONDENT: __________________________________________________________

Please place the checklist and the required forms at the front of your proposal.

RESPONDENT=S CHECKLIST

Item

Respondent

Initials

Purchasing

Review *Acknowledgment of Receipt of Addenda

*Statement of Ownership Disclosure

Mandatory Affirmative Action Language (Exhibit A)

Non-Collusion Affidavit (Notarized)

Americans with Disabilities Act (Appendix A)

With Proposal or after notification of award, but prior to signing a contract, submit photo copy of one of the following three documents:

1. A valid letter that the contractor is operating under an existing Federally approved or sanctioned affirmative action program (good for one year from the date of the letter); or

2. Unexpired Certificate of Employee Information Report; or

3. Employee Information Report (Form AA302) if first time doing business with Jersey City.

Supplier Diversity Questionnaire

Business Registration Certificate

Certification of Non-Involvement in Prohibited Activities in Russia or Belarus

Original signature(s) on all required forms

*A Proposer’s failure to include these forms with its proposal will result in the rejection of the proposal.

https://cityofjerseycity.com/ pvega Typewritten Text

HOTEL LODGING ACCOMMODATIONS

pvega Typewritten Text

ADDENDA ACKNOWLEDGEMENT FORM

The undersigned acknowledges receipt of the following addenda to the bidding document:

THE COMPLETED ACKNOWLEDGEMENT OF ADDENDA FORM

SHOULD BE RETURNED WITH BID RESPONSE PACKAGE: NOT TO

BE SENT SEPARATELY

NOTE: Failure to acknowledge receipt of all addenda will cause the bid to be considered non-responsive, and bid will be rejected. Acknowledgement of receipt of each addenda must be clearly established and included with the bid pursuant to N.J.S.A. 40A:11-23.2 (e).

Addendum No. ________ Dated __________

Addendum No. ________ Dated __________

No addenda were received:

Name of Bidder: ___________________________________________

Street Address: ___________________________________________

City, State, and Zip: ________________________________________

Authorized Signature: _______________________________________

Date: ____________________________________________ https://cityofjerseycity.com/

STATEMENT OF OWNERSHIP DISCLOSURE

N.J.S.A. 52:25-24.2 (P.L. 1977, c.33, as amended by P.L. 2016, c.43)

This statement shall be completed, certified to, and included with all bid and proposal submissions. Failure to submit the required information is cause for automatic rejection of the bid or proposal.

Name of Organization:_________________________________________________________________

Organization Address:_________________________________________________________________

Part I Check the box that represents the type of business organization:

Sole Proprietorship (skip Parts II and III, execute certification in Part IV)

Non-Profit Corporation (skip Parts II and III, execute certification in Part IV)

For-Profit Corporation (any type) Limited Liability Company (LLC)

Partnership Limited Partnership Limited Liability Partnership (LLP)

Other (be specific): ______________________________________________

Part II

The list below contains the names and addresses of all stockholders in the corporation who own 10 percent or more of its stock, of any class, or of all individual partners in the partnership who own a 10 percent or greater interest therein, or of all members in the limited liability company who own a 10 percent or greater interest therein, as the case may be. (COMPLETE

THE LIST BELOW IN THIS SECTION)

OR

No one stockholder in the corporation owns 10 percent or more of its stock, of any class, or no individual partner in the partnership owns a 10 percent or greater interest therein, or no member in the limited liability company owns a 10 percent or greater interest therein, as the case may be. (SKIP TO PART IV)

(Please attach additional sheets if more space is needed):

Name of Individual or Business Entity Address

Part III DISCLOSURE OF 10% OR GREATER OWNERSHIP IN THE STOCKHOLDERS, PARTNERS

OR LLC MEMBERS LISTED IN PART II

If a bidder has a direct or indirect parent entity which is publicly traded, and any person holds a 10 percent or greater beneficial interest in the publicly traded parent entity as of the last annual federal Security and Exchange Commission (SEC) or foreign equivalent filing, ownership disclosure can be met by providing links to the website(s) containing the last annual filing(s) with the federal Securities and Exchange Commission (or foreign equivalent) that contain the name and address of each person holding a 10% or greater beneficial interest in the publicly traded parent entity, along with the relevant page numbers of the filing(s) that contain the information on each such person. Attach additional sheets if more space is needed.

Website (URL) containing the last annual SEC (or foreign equivalent) filing Page #’s

Please list the names and addresses of each stockholder, partner or member owning a 10 percent or greater interest in any corresponding corporation, partnership and/or limited liability company (LLC) listed in Part II other than for any publicly traded parent entities referenced above. The disclosure shall be continued until names and addresses of every noncorporate stockholder, and individual partner, and member exceeding the 10 percent ownership criteria established pursuant to N.J.S.A. 52:25-24.2 has been listed. Attach additional sheets if more space is needed.

Stockholder/Partner/Member and Corresponding Entity Listed in Part II

Address

Part IV Certification

I, being duly sworn upon my oath, hereby represent that the foregoing information and any attachments thereto to the best of my knowledge are true and complete. I acknowledge: that I am authorized to execute this certification on behalf of the bidder/proposer; that the CITY OF JERSEY CITY is relying on the information contained herein and that I am under a continuing obligation from the date of this certification through the completion of any contracts with the CITY OF JERSEY CITY to notify the CITY OF JERSEY CITY in writing of any changes to the information contained herein; that I am aware that it is a criminal offense to make a false statement or misrepresentation in this certification, and if I do so, I am subject to criminal prosecution under the law and that it will constitute a material breach of my agreement(s) with the, CITY OF JERSEY CITY to declare any contract(s) resulting from this certification void and unenforceable.

Full Name (Print): Title:

Signature: Date:

NON COLLUSION AFFIDAVIT

STATE OF NEW JERSEY

CITY OF JERSEY CITY sis:

I certify that I am ______________________________________________________________ of the firm of _________________________________________________________________ the Respondent making the proposal for the above named project, and that I executed the said proposal with full authority so to do; that said Respondent has not, directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free, competitive bidding in connection with the above named project; and that all statements contained in said proposal and in this affidavit are true and correct, and made with full knowledge that the City of Jersey City relies upon the truth of the statements contained in said proposal and in the statements contained in this affidavit in awarding the contract for the said project.

I further warrant that no person or selling agency has been employed to solicit or secure such contract upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, except bona fide employees or bona fide established commercial or selling agencies maintained by (N.J.S.A.52: 34-25)

(Signature of Respondent) _____________________________________________________

SUBSCRIBED AND SWORN TO

BEFORE ME THIS DAY ___________________________OF 20_________

(TYPE OR PRINT NAME OF AFFIANT UNDER SIGNATURE)

NOTARY PUBLIC OF

MY COMMISSION EXPIRES: 20 .

NOTE:

THIS FORM MUST BE COMPLETED, NOTARIZED AND RETURNED WITH THIS

PROPOSAL

THE CITY OF JERSEY CITY IS AN AFFIRMATIVE ACTION & EQUAL OPPORTUNITY EMPLOYER AND COMPLIES WITH ALL

LOCAL, STATE AND FEDERAL LAWS AND REGULATIONS IN EMPLOYMENT AND CONTRACTING.

SUPPLIER DIVERSITY BIDDER QUESTIONNAIRE

The City of Jersey City is committed to ensuring that its utilization of vendors reflects the diversity of its community. Please complete this form to assist us with monitoring our supplier diversity performance.

Business Name: ________________________________________________________________

Address: ________________________________________________________________

Phone: ________________________________________________________________

Email: ________________________________________________________________

Contact Name: ________________________________________________________________

Please indicate if your business qualifies as any of the following: (See definitions for clarification)

� Minority Owned

� Woman Owned

� Veteran Owned

� Disability Owned

� Lesbian, Gay, Bisexual, Transgender Owned

� None

Please indicate if your business is currently certified by an authorized certifying body as any of the following:

� Minority Business Enterprise

� Woman Business Enterprise

� Veteran Business Enterprise

� Disability Owned Business Enterprise

� Lesbian, Gay, Bisexual, Transgender Business Enterprise

� Disadvantaged Business Enterprise

� Small Business Enterprise

� None

THE CITY OF JERSEY CITY IS AN AFFIRMATIVE ACTION & EQUAL OPPORTUNITY EMPLOYER AND COMPLIES WITH ALL

LOCAL, STATE AND FEDERAL LAWS AND REGULATIONS IN EMPLOYMENT AND CONTRACTING.

SUPPLIER DIVERSITY DEFINITIONS

Minority Owned- a business which is a sole proprietorship, partnership or corporation at least 51% of which is owned and controlled by persons who are African American, Hispanic, Asian American, American Indian or Alaskan Native, defined as follows:

African American: a person having origins in any of the black racial groups of Africa.

Hispanic: a person of Mexican, Puerto Rican, Central or South American or other non-European Spanish culture or origin regardless of race.

Asian: a person having origins in any of the original peoples of the Far East, South East Asia, Indian subcontinent, Hawaii or the Pacific Islands.

American Indian or Alaskan Native: a person having origins in any of the original peoples of North America and who maintains cultural identification through tribal affiliation or community recognition.

Woman Owned- a business which is a sole proprietorship, partnership or corporation at least 51% of which is owned and controlled by a woman or women.

Veteran Owned- a business which is a sole proprietorship, partnership or corporation at least 51% of which is owned and…