T0893 Bid Amendment 6 Answers to Questions 072519.docx

PHILIP D. MURPHY

Governor State of New Jersey

DEPARTMENT OF THE TREASURY

DIVISION OF PURCHASE AND PROPERTY

PROCUREMENT BUREAU

33 WEST STATE STREET

P. O. BOX 230

TRENTON, NEW JERSEY 08625-0230

ELIZABETH MAHER MUOIO

State Treasurer

SHEILA Y. OLIVER

Lt. Governor

MAURICE A. GRIFFIN

Acting Director https://www.njstart.gov

July 25, 2019 To: All Interested Vendors {Bidders}

Re: Bid Solicitation #19DPP00340 T0893 – Genetic Parentage Testing (DNA): DHS - DFD

Revised Quote Submission Due Date: August 29, 2019 (2:00 p.m. ET)

Bid Amendment #6

The following constitutes Bid Amendment #6 to the above referenced Bid Solicitation:

· This Bid Amendment includes answers to questions;

· The Electronic Question and Answer date has been extended to Friday, August 2, 2019 at 2:00 PM ET;

· The Quote Submission Due Date has been extended to Thursday, August 29, 2019 at 2:00 PM ET;

· A Revised State-Supplied Price Sheet. The Vendor {Bidder} must submit the Revised State-Supplied Price Sheet with its Quote; and

· Please note that for all additions, deletions, clarifications and modifications to the Bid Solicitation, please refer to the Revised Bid Solicitation titled “T0893 Revised Bid Solicitation 072519”.

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 and/or the New Jersey Standard Terms and Conditions relative to this Bid Solicitation as set forth in all Bid Amendments.

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

Bid Solicitation #19DPP00340 T0893 – Genetic Parentage Testing (DNA): DHS - DFD

Answers to Questions

Note: Each question is referenced by the appropriate Bid Solicitation page number(s) and section where applicable.

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Yes. Prior to the Quote Opening Deadline, a Vendor {Bidder} should review the documents comprising the submitted Quote to ensure that all of the required documents have been completed and attached. Oftentimes a Quote is deemed nonresponsive because a Vendor {Bidder} fails to attach a required form or attaches a blank form. To review a submitted Quote a Vendor {Bidder} should log into NJSTART and review each document attached to the Quote submission. Instructions on how to review a submitted Quote can be found in the Division’s Quick Reference Guide entitled, How to Review a Submitted Quote- which is available NJSTART Vendor Support Page under Vendor Reference Guides.

The Small-Business Subcontracting goal requirements only apply if the Vendor {Bidder} intends to utilize subcontractors. As specified by Bid Solicitation Section 4.4.1.5, if the Vendor {Bidder} chooses to use Subcontractors and fails to meet the small business subcontracting targets set forth by Section 4.4.1.5, the Vendor {Bidder} must submit documentation demonstrating its good faith effort to meet the targets with its Quote or within seven (7) business days upon request. A Vendor’s {Bidder’s} failure to satisfy the small business subcontracting targets or to provide sufficient documentation of its good faith efforts to meet the targets with the Quote or within seven (7) business days upon request shall preclude award of a Blanket P.O. to the Vendor {Bidder}. Please refer to Bid Solicitation 4.4.1.5 for more information.

Please refer to the answer to Question #3 and Section 4.4.1.5 of the Bid Solicitation.

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

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

Refer to Bid Solicitation Section 4.3.2, Hard Copy Submission. No phone number or Point of Contact will be provided.

The volume of samples per county is not available; however, there were approximately 2,400 samples total for the entire State in 2018.

Due to current data collection limitations, the State is unable to provide the requested information at this time.

Dates, times and frequencies are as agreed upon between the courts and the current Vendors {Contractors} in the counties.

All in-State collections under this Blanket P.O. shall be performed by the Vendor {Contractor}.

Purpose and Intent Will the State select one laboratory, or will it maintain the current system of multiple awards?

Please refer to Section 1.1 paragraph 2. The State intends to award all services to a single Vendor {Bidder}.

Scope of Work It is required that the Vendor must be an ASHI certified lab. However, in 3.21 Laboratory Accreditation on page 24, you require AABB or ASHI accreditation. AABB accreditation has been the current industry standard for years. Could you please modify 3.0 Scope of Work to read AABB or ASHI accreditation?

The ASHI certification will not be required and has been removed from the Bid Solicitation. Please see the Revised Bid Solicitation. The Vendor {Contractor} must be an AABB accreditated laboratory.

Proof of AABB laboratory accreditation is required prior to Blanket P.O. award. The Vendor {Bidder} should provide proof of AABB laboratory accreditation with its Quote. If the information is not supplied with the Quote, the State reserves the right to require that the Vendor {Bidder} provide it. If the Vendor {Bidder} fails to comply with the request within seven (7) business days, the State may deem the Quote non-responsive. Please refer to Section 4.4.2.4 of the Revised Bid Solicitation, as this section has been added to include the aforementioned language.

Scope of Work Under section 3.0 on page 17 it states that “The Vendor {Contractor} shall be an American Society for Histocompatibility and Immunogenetics (ASHI) certified laboratory.” ASHI stopped certifying paternity/relationship testing laboratories in March of 2013. Please remove this requirement as it is not possible to comply with as the requested certification no longer exists.

The ASHI certification will not be required and has been removed from the Bid Solicitation. Please see the Revised Bid Solicitation. The Vendor {Contractor} must be an AABB accreditated laboratory.

Proof of AABB laboratory accreditation is required prior to Blanket P.O. award. The Vendor {Bidder} should provide proof of AABB laboratory accreditation with its Quote. If the information is not supplied with the Quote, the State reserves the right to require that the Vendor {Bidder} provide it. If the Vendor {Bidder} fails to comply with the request within seven (7) business days, the State may deem the Quote non-responsive. Please refer to Section 4.4.2.4 of the Revised Bid Solicitation, as this section has been added to include the aforementioned language.

Collection Sites Within 10 business days of Blanket P.O. award, the Vendor shall provide a statewide listing of its designated sites?. Can DHS provide the listing of current sites for each county and the hours/days required? A potential vendor would need this information to determine their price. The collection piece is one of the most costly components and if the scheduling hours where a vendor collector would be provided is not efficient, it would be cost prohibitive.

Upon award of the Blanket P.O. resulting from this Bid Solicitation, it shall be the responsibility of the Vendor {Contractor} to determine the designated sites. As such, the State declines to provide the information as requested.

Collection Sites Section 3.2.1.D Collection Sites on page 17? The State is asking for a specific contact person for each collection site in the State of NJ. Would it be acceptable to provide a list of collections sites that all share a single point of contact, that being staff at the service provider’s customer service department?

Yes. The State will accept a response indicating that one (1) person is responsible for all collection sites with adequate demonstration that said individual has the ability/resources to report on all collection sites.

Department of Corrections (DOC) Collections It is required that the lab “Develop, implement, and maintain a sample collection facility at the correctional facilities in conjunction with OCSS and DOC.” A. Please provide more detail about this specification. Certainly the State does not want the lab to have an office and staff it with personnel. Maintaining a sample collection facility at any correctional facility would be cost prohibitive for any vendor since the volume would typically only be a few samples per month. B. Would the furnishing of collection kits fulfill this requirement?

A. The State does not expect the Vendor {Contractor} to maintain an office at the correctional facility. The Vendor {Contractor} must develop, implement, and maintain a sample collection procedure for correctional facilities, and have the ability/capability to service correctional facilities.

B. No, furnishing collection kits would not satisfy this requirement as the Vendor {Contractor} is responsible to collect the samples.

Please refer to Section 3.2.2 of the Revised Bid Solicitation.

County Child Support Agencies Section 3.3 subsection D on page 18 state the following: Notify the respective county child support agency in writing of any individual(s) who failed to appear for scheduled genetic testing appointments at the close of each business day; There are various collection scenarios which include: “collections at the agency office by agency staff” vendor provided collections and at vendor sites onsite collections at county collection sites out-of-state collections in and out of state correctional facilities Given the diversity of possible collection scenarios, it is not possible to provide a list of individuals who did not show up for their scheduled collection at the end of each day. If the service provider offers a self-service portal where individuals could view sample processing status will that be acceptable to the agency?

The State declines to revise this requirement as requested. As stated by Section 3.3, the Vendor {Contractor} must notify the respective county child support agency in writing of any individual who failed to appear for scheduled testing appointments at the close of each business day. This requirement applies to scheduled appointments under this Blanket P.O. and must be followed for applicable instances, whenever feasible.

However, individual county child support agencies may agree to an alternate notification methodology.

Please note that the State has removed sampling performed by county representatives from the Revised Bid Solicitation and the Revised Price Sheet. All in-State sampling must be performed and collected by the Vendor {Contractor}.

County Child Support Agencies Page 18, section 3.3, C “Provide additional hours for on-site testing as requested by the county child support agencies.” As a current vendor there is an established collection schedule for specific counties. The Offeror understands that collection schedules may need to be changed but would like for this to be a point of discussion and/or negotiation between the agency and the vendor prior to implementation. If the Offeror provides pricing based on current collection schedules but is required to increase collection frequency and locations, this will directly increase the cost to the service provider. The Offeror would like to suggest the following guidelines for staffing hours per week based on sample collection volumes: Samples Collected Per Week 10 20 30 40 Maximum Number of On-Site Hours per Week 4 8 16 24.

The State will not change the requirement in the Bid Solicitation as suggested.

Phlebotomist/ Certified Laboratory Technician Please waive the requirement for a Phlebotomist or Certified Laboratory Technician since buccal swabs are industry standard sample for collection. DHS-County Staff can be easily trained to collect samples. Buccal swab sample training is coordinated by the vendor for all designated specimen collection personnel.

The State will not waive the requirement.

Please note that the State has removed sampling performed by county representatives from the Revised Bid Solicitation and the Revised Price Sheet. All in-State sampling must be performed and collected by the Vendor {Contractor}.

Identification of Donors Regarding 3.4.1 Identification of Donors subsection 2 on page 18, it is not uncommon for test participants to have less than two (2) forms of identification and in rare cases no picture ID when they arrive at the collection site. AABB accreditation standards require that persons presenting for collection present a government-issued photo identification or a photograph that is suitable for positive identification (Standard 5.4.3.8 of the 13th edition of AABB relationship standards). Taking a picture, thumb print and donor signature at the time the test participant shows up for their collection allows testing to proceed and is standard business practice. We request this requirement be changed to allow the service provider to proceed with sample collection and testing based on collection of an instant photograph, thumb print and signature while our collectors have access to the test participant otherwise this will cause the collection to have to be rescheduled.

The State will accept the AABB standards for positive identification. Please see Section 3.4.1 of the Revised Bid Solicitation.

Chain of Custody The solicitation states The Vendor Phlebotomist/Certified Laboratory Technician and/or representative of the lab are the only individuals that can fill out the chain of custody documents. If there are trained Child Support Staff collecting samples, are they permitted to complete the chain of custody documents?

No, as stated in Bid Solicitation Section 3.5, the Vendor’s {Contractor’s} Phlebotomist/Certified Laboratory Technician and/or representative of the lab are the only individuals that can fill out the chain of custody documents.

Sample / Specimen Pickup If trained Child Support Staff are collecting samples, are they permitted to arrive for the pickup of samples since the vendor would not be onsite for these collections?

The State does not understand the question as asked. However, the Vendor must pickup and transport all specimens in accordance with Seciton 3.6. As previously stated, all in-State collecting of samples shall be performed by the Vendor {Contractor}.

Sample / Specimen Pickup Regarding section 3.6 Sample/Specimen Pickup on page 19 will the agency confirm our understanding that it is acceptable to use a courier service like FedEx to transfer samples from the collections site(s) to the laboratory?

No, using a courier service would break the chain of custody requirement and is not permitted.

DNA Genetic System Testing Section 3.7.1 DNA Genetic System Testing on page 20. There are several references to AHSI guidelines. As indicated in a previous question, ASHI no longer accredits for relationship/parentage testing and as such ASHI does not have guidelines. Please remove reference to ASHI from this section.

The ASHI certification will not be required and has been removed from the Bid Solicitation. Please see the Revised Bid Solicitation. The Vendor {Contractor} must be an AABB accreditated laboratory.

Proof of AABB laboratory accreditation is required prior to Blanket P.O. award. The Vendor {Bidder} should provide proof of AABB laboratory accreditation with its Quote. If the information is not supplied with the Quote, the State reserves the right to require that the Vendor {Bidder} provide it. If the Vendor {Bidder} fails to comply with the request within seven (7) business days, the State may deem the Quote non-responsive. Please refer to Section 4.4.2.4 of the Revised Bid Solicitation, as this section has been added to include the aforementioned language.

DNA Testing Systen Testing Section 3.7.1 DNA Genetic System Testing subsection B. on page 20. Indicates “B. Controls for complete DNA digestion;” This requirement is in regards to a technology that is no longer in use by relationship/paternity laboratories. Please remove this requirement as it is not applicable to currently used technology.

The State will remove the requirement for DNA digestion. Please see Section 3.7.1 of the Revised Bid Solicitation.

The ASHI certification will not be required and has been removed from the Bid Solicitation. Please see the Revised Bid Solicitation. The Vendor {Contractor} must be an AABB accreditated laboratory.

Proof of AABB laboratory accreditation is required prior to Blanket P.O. award. The Vendor {Bidder} should provide proof of AABB laboratory accreditation with its Quote. If the information is not supplied with the Quote, the State reserves the right to require that the Vendor {Bidder} provide it. If the Vendor {Bidder} fails to comply with the request within seven (7) business days, the State may deem the Quote non-responsive. Please refer to Section 4.4.2.4 of the Revised Bid Solicitation, as this section has been added to include the aforementioned language.

New Technology for Genetic Testing Section 3.7.3 New Technology for Genetic Testing on page 20. As indicated in a previous questions, ASHI no longer accredits for relationship/parentage testing and as such ASHI does not have relationship/parentage testing guidelines. Please remove reference to ASHI guidelines from this section.

The ASHI certification will not be required and has been removed from the Bid Solicitation. Please see the Revised Bid Solicitation. The Vendor {Contractor} must be an AABB accreditated laboratory.

Proof of AABB laboratory accreditation is required prior to Blanket P.O. award. The Vendor {Bidder} should provide proof of AABB laboratory accreditation with its Quote. If the information is not supplied with the Quote, the State reserves the right to require that the Vendor {Bidder} provide it. If the Vendor {Bidder} fails to comply with the request within seven (7) business days, the State may deem the Quote non-responsive. Please refer to Section 4.4.2.4 of the Revised Bid Solicitation, as this section has been added to include the aforementioned language.

Inclusion / Exclusion of the Putative Father Section 3.8 Inclusion/Exclusion for the Putative Father on page 20. As indicate in a previous questions, ASHI no longer accredits for relationship/parentage testing and as such ASHI does not have relationship/parentage testing guidelines. Please remove reference to ASHI guidelines from this section.

The ASHI certification will not be required and has been removed from the Bid Solicitation. Please see the Revised Bid Solicitation. The Vendor {Contractor} must be an AABB accreditated laboratory.

Proof of AABB laboratory accreditation is required prior to Blanket P.O. award. The Vendor {Bidder} should provide proof of AABB laboratory accreditation with its Quote. If the information is not supplied with the Quote, the State reserves the right to require that the Vendor {Bidder} provide it. If the Vendor {Bidder} fails to comply with the request within seven (7) business days, the State may deem the Quote non-responsive. Please refer to Section 4.4.2.4 of the Revised Bid Solicitation, as this section has been added to include the aforementioned language.

Report of Test Results Is the electronic report a report that would be available on the selected Vendor site or provided to the DHS in the electronic file transfer?

The electronic report will need to be available through a Vendor {Contractor} site until an electronic file transfer process is approved by the State’s Office of Information Technology (OIT).

Test Results Section 3.10 Test Results subsection A on page 21 state the following: Transfer file data electronically for purposes of automating the scheduling, test results, reporting, and billing process so court and county personnel can obtain and access information via computer; Would a summary of billing data in Excel be acceptable or if not please describe some acceptable transfer scenarios?

The billing process for paternity tests is completed through the County Welfare Agencies (CWAs), therefore the State cannot provide a definitive response if Excel is acceptable. Upon Blanket P.O. award, the CWAs and the Vendor {Contractor} can identify a mutually acceptable transfer scenario.

Test Results A. Is the DHS-DFD currently receiving transfer file of electronic data with scheduling, test results, reporting, and billing information? B. When would the successful contractor need to have this implemented? C. Is there a transition period? D. Is there a file format for the data transmission?

A. Yes, test results are received electronically.

B. To be determined post award.

C. Please reference Section 4.4.3.3.2 for information regarding the four (4) week Mobilization Plan.

D. Flat File Data Exchange

Proficiency Testing Section 3.18 Proficiency Testing on page 23. Please remove reference to the Centers of Disease Control (CDC) proficiency testing as the CDC does not provided proficiency testing for paternity testing.

The reference for CDC proficiency testing has been removed. Please see Section 3.18 of the Revised Bid Solicitation.

Procedures Manual Section 3.19 Procedures Manual on page 23. Subsection 3.19.C requires that Provide the manual to the SCM upon Blanket P.O. award; and Subsection 3.19.D. Provide all updates to the manual to the SCM within two (2) business days. The procedure manual is comprised of hundreds of operating procedures and thousands of pages. As these documents are inspected as part of the AABB inspections, and by other organizations, this Offeror requests that these items by changed to read ?C. The vendor {Contractor} shall make available with reasonable advance notice its procedure manual for inspection, on site, by the State of New Jersey.?

The State does not accept this proposed modification. However, the State has modified the manual timeframes to allow the Vendor {Contractor} additional time. Please refer to Section 3.19 of the Revised Bid Solicitaion.

Laboratory Accreditations Section 3.21 Laboratory Accreditation on page 24. As indicated in a previous questions, ASHI no longer accredits for relationship/parentage testing and as such ASHI does not have relationship/parentage testing guidelines. Please remove reference to ASHI from this section.

The ASHI certification will not be required and has been removed from the Bid Solicitation. Please see the Revised Bid Solicitation. The Vendor {Contractor} must be an AABB accreditated laboratory.

Proof of AABB laboratory accreditation is required prior to Blanket P.O. award. The Vendor {Bidder} should provide proof of AABB laboratory accreditation with its Quote. If the information is not supplied with the Quote, the State reserves the right to require that the Vendor {Bidder} provide it. If the Vendor {Bidder} fails to comply with the request within seven (7) business days, the State may deem the Quote non-responsive. Please refer to Section 4.4.2.4 of the Revised Bid Solicitation, as this section has been added to include the aforementioned language.

Monthly Reporting Regarding 3.22.B Monthly Reporting on page 24: It is not industry practice or a requirement for accreditation to collect social security numbers. Would DFS be willing to omit the Social Security Number requirement? Please note that because the social security card does not contain a photograph it is not considered an identification document and therefore not a verifiable means of identification during specimen collections. Also use of social security cards creates privacy issues.

The State has revised this requirement. Please see Section 3.22 of the Revised Bid Solicitation.

Additional Vendor {Contractor} Requirements Section 3.23 Additional Vendor {Contractor Requirements} subsection C on page 25 reads as follows: Complying with the State’s business model and configure its business practices and system(s), as well as system file requirements to meet the State’s requirements at no additional cost to the State. Regarding C. above, some aspects of our business model are dictated by our accreditation standards and others are modeled on business practices that are governed by law. Please provide examples of the State’s business model and systems the service provider may have to adopt.

If the State’s business process changes then the Vendor {Contractor} will need to change to accommodate the State. Examples include: If the file format for data transfer changes because the State has a change in the Maintenance and Operation vendor than the Vendor {Contractor} would need to change its file format of the interface file, and if a federal regulation, State law, court ruling, etc. changes and the State has to change the business process than the Vendor {Contractor} shall also adapt to the change if needed.

Additional Vendor {Contractor} Requirements Section 3.23 Additional Vendor {Contractor Requirements} subsection A on page 25 reads as follows:The Vendor {Contractor} shall be responsible for: Providing access to the State for plans, scripts, scenarios, and test results used to test the services; Please list and describe the plans, scripts, scenarios, and test results used to test the services the State will need to access as listed in A. above.

The Vendor {Contractor} must provide the State access to the Vendor’s {Contractor’s} business processes. The specific plans, scripts, scenarios, and test results used to test the services are specific to the Vendor {Contractor}, so the State is not able to answer this question as posed.

Contingency Plan Please confirm if a potential bidder should submit the Security Plan, Disaster Recovery Plan, and Backup Plan with the response to this Bid Solicitation. In this section, it states within 15 calendar days of Blanket P.O. award, but it was not clear under each 3.26.1, 3.26.2, and 3.26.3. Also, it states under 4.4.2.2.4 Contingency Plan on page 42 that a draft plan should be provided for Disaster Recovery, Backup, and Security.

Yes, the Vendor {Bidder} should submit the Security Plan, Disaster Recovery Plan, and Backup Plan with its Quote, as specified by Section 4.4.3.3.4. The State is aware that the plans submitted with the Quote will be draft plans. Within 15 calendar days of Blanket P.O. award, the Vendor’s {Contractor’s} final plans as decribed in Bid Solicitation Sections 3.26.1, 3.26.2, and 3.26.3 shall be submitted to the State Contract Manager (SCM) for approval.

System Design Please describe what is intended by Vendor shall replicate all State data on its system(s) to a designated State system in a format and frequency as defined in the Blanket P.O.?

The Vendor {Contractor} shall provide a copy of the Vendor’s {Contractor’s} Blanket P.O. data each month of the Blanket P.O. in a format designated by OIT.

Quote Preparation and Submission Please confirm we are correct in our understanding of the information provided in section 4.0 pages 30-32 that the Offeror has the option to submit their proposal electronically via NJSTART or as a hard copy submission.

Yes, Vendors {Bidders} have the option to submit Quotes either electronically via NJSTART or as a hard copy submission. Please refer to Section 4.3 of the Revised Bid Solicitation.

Hard Copy Submission The address provided in section 4.3.2 on page 31 lists a PO Box. Courier services like FedEx will not deliver to a PO Box. Can the agency confirm that the 33 West State Street ? 9th Floor Proposal Receiving Room the accurate address for FEDEX/courier delivery?

Yes, the Proposal Receiving Room on the 9th Floor of 33 West State Street is the physical location.

PROPOSAL RECEIVING ROOM – 9TH FLOOR

DIVISION OF PURCHASE AND PROPERTY

DEPARTMENT OF THE TREASURY

33 WEST STATE STREET

TRENTON, NJ 08625-0230

Technical Evaluation Criteria Section 6.7.1 Technical Evaluation Criteria on page 57. Can the State provide the technical evaluation predetermined weight that will be used to develop the Technical Evaluation Score?

The State declines to provide this information.

Vendor’s {Bidder’s} State-Supplied Price Sheet Section 6.7.2 Vendor’s {Bidder’s} State-Supplied Price Sheet on page 57. Can the Bureau provide the weighted consumption model that will be used to evaluate pricing?

Negotiation and Best and Final Offer (BAFO) Regarding 6.8 Negotiation and Best and Final Offer (BAFO) on page 58 are we correct in our understanding that after all negotiations and BAFOs are completed the agency may elect to award to more than one Offeror?

No. As specified in Section 1.1, Purpose and Intent, “The intent of this Bid Solicitation is to award a Master Blanket Purchase Order (Blanket P.O.) to that responsible Vendor {Bidder} whose Quote, conforming to this Bid Solicitation is most advantageous to the State, price and other factors considered. The State may award any and all price lines. The State, however, reserves the right to separately procure individual requirements that are the subject of the Blanket P.O. during the Blanket P.O. term, when deemed by the Director of the Division of Purchase and Property (Director) to be in the State’s best interest.”

Diane B. Allen Equal Pay Act How is the potential Offeror to determine if this Contract will be for “qualifying services” or “public work” for purposes of complying with the Diane B. Allen Equal Pay Act referenced on page 70 section 3.8? If neither apply can this section be removed from the solicitation?

The State will not agree to the proposed modification. The State recommends that the Vendor {Bidder} contact the New Jersey Department of Labor and Workforce Development regarding the applicability of the Act, and for guidance on complying with the Act. https://nj.gov/labor/equalpay/equalpay.html

No. Vendors {Bidders] are cautioned that altering the Price Sheet may result in the Quote being deemed non-responsive.

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