T0114 Bid Amendment 2_Q_A~3.docx

State of New Jersey

April 03, 2017

To: All Interested Vendors {Bidders}

Re: Bid Solicitation {RFP} # 17DPP00111 T0114 – Library & School Supplies

Quote {Proposal} Submission Due Date: 04/06/17 (2:00 p.m. ET)

Revised Quote {Proposal} Submission Due Date: 04/19/17 (2:00 p.m. ET)

Bid Amendment {Addendum} #2

The following constitutes Bid Amendment {Addendum} #1 to the above referenced Bid Solicitation {RFP}:

· This Bid Amendment {Addendum} includes answers to questions; and

· Please note that for all additions, deletions, clarifications and modifications to the Bid Solicitation {RFP} # 17DPP00111, please refer to the Revised Bid Solicitation {RFP} titled “RFP T0114, 17DPP00111, Revised 04/03/17”).

It is the sole responsibility of the Vendor {Bidder} to be knowledgeable of all of the additions, deletions, clarifications, and modifications to the Bid Solicitation {RFP} and/or the New Jersey Standard Terms and Conditions relative to this Bid Solicitation {RFP} as set forth in all Bid Amendments {Addenda}.

All other instructions, terms, and conditions of the Bid Solicitation {RFP} shall remain the same.

T0114 – Library & School Supplies Bid Solicitation {RFP} Number: 17DPP00111

Answers to Questions

Note: Some of the questions have been paraphrased in the interest of readability and clarity. Each question is referenced by the appropriate Bid Solicitation {RFP} page number(s) and section where applicable.

There is no set time frame for the evaluation of Quotes {Proposals} received and the announcement of awards. Vendors {Bidders} will be notified in writing of the award.

For this RFP, it is appropriate to submit a complete supplemental reading program, or it is just asking for select instructional aids from that program (Category 3)?

Reading instructional aids can be offered as part of Category 3. Please see revised Bid Solicitation {RFP} Section 3.1.3 for additions, deletions, clarifications and modifications.

Please note that this Bid Solicitation {RFP} is not for reading/educational services.

Materials not awarded through this Bid Solicitation {RFP} will not be available for purchase by State Agencies under this Blanket P.O. {Contract}.

Can you define Scientific Equipment?

Please see revised Bid Solicitation {RFP} Section 2.3 Blanket P.O. {Contract} - Specific Definitions/Acronyms for the definition of scientific equipment and scientific supplies.

Does this include all Science supplies as well?

Scientific equipment and scientific supplies cannot be bid as part of category 3. Please see revised Bid Solicitation {RFP} Section 2.3 Blanket P.O. {Contract}-Specific Definitions/Acronyms for the definition of scientific equipment, scientific supplies and teaching aids.

On page 18 under teaching aids, Science is listed as a category, i am verifying if any Science supplies can be bid on this solicitation?

Scientific supplies cannot be bid as part of category 3. Please see revised Bid Solicitation {RFP} Section 2.3 Blanket P.O. {Contract}-Specific Definitions/Acronyms for the definition of scientific equipment, scientific supplies and teaching aids.

Or, would all Science Equipment/Supplies be found on an alternative bid?

Science equipment/supplies will be solicited through T-0115 Scientific Equipment Accessories Maintenance and Supplies. Current bidding opportunities can be found at https://www.njstart.gov.

The Vendor {Contractor} State-specific online catalog will not require PunchOut and/or shopping cart functionality. Using Agencies can place orders by phone, fax and/or email.

Please see revised Bid Solicitation {RFP} Section 3.2 E-Commerce for additions, deletions, clarifications and modifications.

The Vendor {Contractor} may maintain a single online catalog for each category awarded.

Please see revised Bid Solicitation {RFP} Section 3.2 E-Commerce for additions, deletions, clarifications and modifications.

The State of New Jersey’s spend to date is approximately $1.2 Million.

The initial term of the Blanket P.O. {Contract} is for four (4) years with three (3) one year extension options.

Please see revised Bid Solicitation {RFP} Section 5.2.1 Price Adjustment for additions, deletions, clarifications and modifications.

As stated in Section 4.4.5.2, last paragraph, “A Vendor {Bidder} may bid on multiple categories. A Vendor {Bidder} may supply multiple catalogs for each category bid, but the % percentage discount/markup must remain fixed for the category bid and for the term of the Blanket P.O. {Contract}, including any extension thereof.”

Please see answer to question #9.

If the catalog submitted has more than one price list column, it will be the Vendor’s {Bidder's} responsibility to "blank out" all columns except the price column to which the discount/markup shall be applied to obtain the purchase price. If a catalog is submitted on a CD and contains multiple price list columns that are not able to be deleted, a Vendor {Bidder} must specify on the price line under ‘Price List File Name’ which column on the price list the discount applies to.

As stated in Section 1.3.1 of the Bid Solicitation {RFP}, “In the event that questions are posed by Vendors {Bidders}, answers to such questions will be issued by Bid Amendment {Addendum}. Any Bid Amendment {Addendum} to this Bid Solicitation {RFP} will become part of this Bid Solicitation {RFP} and part of any Blanket P.O. {Contract} awarded as a result of this Bid Solicitation {RFP}. Bid Amendments {Addenda} to this Bid Solicitation {RFP}, if any, will be posted as a File Attachment on the “Summary” page of the Bid Solicitation in NJSTART after the cut-off date.” There is no final date for the issuance of addenda if necessary the bid submission date will be amended.

Alternatively, can you provide guidance on how to submit a revision in case an addenda comes out after we have completed either an online or hard-copy submission?

Please contact the NJSTART help line at 609-341-3500 or at njstart@treas.nj.gov for online Quote {Proposal} instructions. Please review Bid Solicitation {RFP} Section 1.4.7.1 for hard copy Quote {Proposal} withdrawal instructions.

The State will only accept percentage discounts or markups calculated on the order amount. The price sheet allows the Vendor {Bidder} to supply a markup/discount based on order values of under $2,499.99 and over $2,500.00.

Please see answer to question #9.

The Blanket P.O. {Contract} has an initial term of four (4) years with three (3) one year extension options. Therefore the maximum allowable term is seven (7) years.

Please see revised Bid Solicitation {RFP} Section 3.1.2 for additions, deletions, clarifications and modifications.

Please see answer to question #9.

In this section you have some items that would be considered equipment that would not fall under the supplies category, bar code scanners, library step stools, and ladders. Would you require that these items receive the same discount/mark-up as other items that would be considered supply items?

Yes, the discount/markup must remain fixed for the category bid for the term of the Blanket P.O. {Contract}, including any extension thereof. Brand discounts and/or specific product discounts will not be accepted and may result in the Quote {Proposal} being considered non-responsive.

Please refer to Bid Solicitation {RFP} Section 2.2 for the definition of a primary form.

The Vendor {Bidder} must supply all required forms listed in Bid Solicitation {RFP} Section 4.4 with hard copy and NJSTART submissions. Please also refer to the Vendor Checklist for a list of these required forms.

Yes, this only acceptable if the Vendor {Bidder} cannot provide the certified financial statements.

The bank reference is optional and should be provided with the Bidder’s {Vendor’s} Quote {Proposal}.

The catalog pages that must be referenced on the price sheet refers to the page numbers of the current catalog submitted with the Quote {Proposal} for the purposes of evaluation only.

The discount/markup cannot be adjusted during the Blanket P.O. {Contract} term. Please see revised Bid Solicitation {RFP} Section 5.2.1 Price Adjustment for additions, deletions, clarifications and modifications.

The Credit Authorization Agreement for Automatic Deposits will require completion following the intent to award notification.

The verification of documents status is not required in NJ Start if submitting in hard copy format. However, the Vendor {Bidder} must supply all required forms listed in Bid Solicitation {RFP} section 4.4 with hard copy and electronic submissions.

The 20 categories listed in NJSTART are listed in order to populate commodity codes related to the procurement and are not to be used by a Vendor {Bidder} for submission of its Quote {Proposal} pricing. If the Vendor {Bidder} is submitting a NJSTART Quote {Proposal}, the Vendor {Bidder} must enter a Unit Cost of $1.00 for each price line item on the “Items” Tab in NJSTART. See Section 4.4.5.1.

As stated in Bid Solicitation {RFP} Section 4.4.5, the Vendor {Bidder} must submit its pricing using the State-supplied price sheet/schedule(s) accompanying this Bid Solicitation {RFP} and located on the “Attachments” Tab. The Excel price sheet contains five (5) price lines, one for each category listed in the Bid Solicitation {RFP}. Please follow the price sheet instructions listed in Section 4.4.5.2 of the Bid Solicitation {RFP}.

Yes, the Vendor {Bidder} must submit all relevant catalogs with pricing with its Quote {Proposal}. Online price sheets will not be accepted.

Also, as pricing will change over the course of the awarded period, can manufacturer's list prices be updated?

The discount/markup cannot be adjusted during the Blanket P.O. {Contract} term. The Vendor {Contractor} may submit updated catalog pricing once during a rolling twelve month period. If a Vendor {Contractor} has been awarded more than one (1) category, each category may be updated at different times during a rolling twelve (12) month period, but in no event shall a Vendor {Contractor} update a single awarded category more than one (1) time during a rolling twelve (12) month period.

Please see revised Bid Solicitation {RFP} Section 5.2.1 Price Adjustments for additions, deletions, clarifications and modifications.

Please see answer to question #9.

Please see answer to question #24.

Paint brush types will be limited to arts & crafts oil paint and/or water paint type brushes, as listed in Bid Solicitation {RFP} Section 3.1.1, Category 1: Arts & Crafts Equipment/Supplies – Price Line 1.

The Quick Reference Guide can be found at the following website: http://www.state.nj.us/treasury/purchase/njstart/vendor.shtml.

Also on bid# 17DPP00111 when downloading this file (Price Sheet T0114, 17DPP00111, Library and School Supplies) the price sheet only has 5 lines as online there is 20 lines.

Please see answer to question #24.

The statement means that a Vendor {Bidder} should refer to § 9.0 State of New Jersey Standard Terms and Conditions Section 4.2 for more information.

4.4.1.2.1 Ownership Disclosure Form Are limited liability companies required to comply with the ownership disclosure requirements?

Yes. Section 4.4.1.2.1 has been revised as follows:

“Pursuant to N.J.S.A. 52:25-24.2, in the event the Vendor {Bidder} is a corporation, partnership or sole proprietorship limited liability company, the Vendor {Bidder} must complete an Ownership Disclosure Form.”

Please see Bid Solicitation {RFP} T0114, 17DPP00111, Revised 04/03/17 Please note that a revised Ownership Disclosure Form has been uploaded to the Division’s Website.

4.4.1.2.1 Ownership Disclosure Form Are there any other methods by which a publically traded entity may comply with the ownership disclosure requirements?

Yes. The following language has been added to the Bid Solicitation {RFP} Section 4.4.1.2.1:

“In the alternative, to comply with this section, a Vendor {Bidder} with any direct or indirect parent entity which is publicly traded may submit the name and address of each publicly traded entity and the name and address of each person that holds a 10 percent or greater beneficial interest in the publicly traded entity as of the last annual filing with the federal Securities and Exchange Commission or the foreign equivalent, and, if there is any person that holds a 10 percent or greater beneficial interest, also shall submit links to the websites containing the last annual filings with the federal Securities and Exchange Commission or the foreign equivalent and the relevant page numbers of the filings that contain the information on each person that holds a 10 percent or greater beneficial interest. N.J.S.A. 52:25-24.2.”

Please see Bid Solicitation {RFP} T0114, 17DPP00111, Revised 04/03/17

Please note that a revised Ownership Disclosure Form has been uploaded to the Division’s Website.

9.0 State of NJ Terms & Conditions

Section 2.3 Prevailing Wage Act Is the citation of the New Jersey Prevailing Wage Act in Section 2.3 of the Standard Terms and Conditions correct?

The citation in Section 2.3 of the Standard Terms and Conditions has been revised as follows:

“The New Jersey Prevailing Wage Act, N.J.S.A. 34: 11-56.265 et seq. is hereby made part of every contract entered into on behalf of the State of New Jersey through the Division of Purchase and Property, except those contracts which are not within the contemplation of the Act. The bidder's signature on [this proposal] is his guarantee that neither he nor any subcontractors he might employ to perform the work covered by [this proposal] has been suspended or debarred by the Commissioner, Department of Labor and Workforce Development for violation of the provisions of the Prevailing Wage Act and/or the Public Works Contractor Registration Acts; the bidder’s signature on the proposal is also his guarantee that he and any subcontractors he might employ to perform the work covered by [this proposal] shall comply with the provisions of the Prevailing Wage and Public Works Contractor Registration Acts, where required.”

Please see Bid Solicitation {RFP} T0114, 17DPP00111, Revised 04/03/17

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