T0946 Bid Solicitation 012819 19DPP00351.docx

Bid Solicitation Bid #19DPP00351

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

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

Dates are subject to change. All times contained in the Bid Solicitation refer to Eastern Time. All changes will be reflected in Bid Amendments to the Bid Solicitation posted on the Division of Purchase and Property website and on www.njstart.gov.

Small Business Set-Aside Status |_| Not Applicable

|_| Entire Blanket P.O.

|_| Partial Blanket P.O.

|X| Subcontracting Only Category

|X| I |_| IV

|X| II |_| V

|X| III |_| VI

Bid Solicitation Issued By Using Agency/Agencies

Date: January 28, 2019

Table of Contents

ATTACHMENTS

A. 2019 BRFSS Data Collection Protocol with Disposition Table.

B. 2018 Asthma Call-back Survey Guidelines.

C. BRFSS NOA for PY18 D. 2018 BRFSS Annual Self-Certification Form E. 2018 Asthma Adult Questionnaire F. 2018 Asthma Child Questionnaire

INFORMATION FOR VENDORS {BIDDERS}

NOTICE: This Bid Solicitation is part of the NJSTART Procurement Program. The Vendor {Bidder} is advised to thoroughly read all sections, as many have been revised, and follow all instructions contained in this Bid Solicitation, including the instructions on the Bid Solicitation’s Offer and Acceptance Page and read through all Quick Reference Guides (QRGs) located on the NJSTART Vendor Support Page (http://www.state.nj.us/treasury/purchase/njstart/vendor.shtml), before preparing and submitting its Quote.

NJSTART terminology is used throughout this document. See Bid Solicitation Section 2.1 for a crosswalk of NJSTART terminology to legacy terminology.

Please be advised that in accordance with P.L. 2018, c. 9, also known as the Diane B, Allen Equal Pay Act, which was signed in to law by Governor Phil Murphy on April 24, 2018, a contractor performing “qualifying services” or “public work” to the State or any agency or instrumentality of the State shall provide the Commissioner of Labor and Workforce Development a report regarding the compensation and hours worked by employees categorized by gender, race, ethnicity, and job category. For more information and report templates see https://nj.gov/labor/equalpay/equalpay.html.

PURPOSE AND INTENT

This Bid Solicitation is issued by the Procurement Bureau, Division of Purchase and Property (Division), Department of the Treasury on behalf of the Department of Health (DOH). The purpose of this Bid Solicitation is to solicit Quotes to engage a Vendor {Contractor} to conduct the New Jersey Behavioral Risk Factor Survey (NJBRFS), collecting information via telephone from a representative sample of non-institutionalized adult (18 years of age and older) New Jerseyans.

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.

This Bid Solicitation intends to select one (1) Vendor {Contractor} to conduct the NJBRFS using specified questionnaires and following specified protocols, enter the data into an electronic file, correct errors, append data elements pertaining to quality control for each sample record, and provide the data in an electronic format which satisfies the requirements of the Centers for Disease Control and Prevention (CDC) and the New Jersey Department of Health (NJDOH).

The Vendor {Contractor} is to meet all requirements of the current cooperative agreement between CDC and NJDOH (CDC Grant No. NU58DP006070) pertaining to participation in the national Behavioral Risk Factor Surveillance System.

The State of NJ Standard Terms and Conditions (SSTC) accompanying this Bid Solicitation will apply to all Blanket P.O.s made with the State of New Jersey. These terms are in addition to the terms and conditions set forth in this Bid Solicitation and should be read in conjunction with them unless the Bid Solicitation specifically indicates otherwise.

BACKGROUND

The NJBRFS is an ongoing telephone survey conducted by the New Jersey Department of Health (NJDOH) in cooperation with and partially funded by the Centers for Disease Control and Prevention (CDC) as a component of the national Behavioral Risk Factor Surveillance System (BRFSS). The BRFSS is designed to collect state-based data in a uniform manner on the behaviors and conditions that place adults at risk for the chronic diseases, injuries, and preventable infectious diseases that are the leading causes of morbidity and mortality in the United States, with the primary goal of providing information for State planning efforts. (Business establishments and residents of institutions and group quarters are not eligible for interview.) New Jersey is one of 53 states and territories participating in the BRFSS with financial and technical support from CDC.

The survey instrument used in the NJBRFS consists of the generic BRFSS questionnaire customized to reflect New Jersey-specific needs. The actual number and content of questionnaire items changes at the beginning of each calendar year due to 1) ongoing modification of the required core and rotating core sections by CDC and 2) selective use of optional modules and state-added questions depending on NJDOH priorities. (“Rotating core” questions are only required by CDC in alternate years.) A typical interview historically lasts a total of about 23 minutes, but there is significant variation due in part to the extensive use of skip patterns which reflect the respondent’s risk factor profile, age, sex, etc.

Data collection in the NJBFRS proceeds uniformly throughout the calendar year, with sample phone numbers being released and data files consolidated and edited at one-month intervals. The requested Bid Solicitation is for a thirty-six (36) month Blanket P.O. contingent upon receipt of funds from CDC.

This is a reprocurement of the services provided under the New Jersey Behavioral Risk Factor Survey, NJDOH term Blanket P.O., which expired on April 16, 2018. Vendors {Bidders} interested in the current Blanket P.O. specifications and pricing information may review the current Blanket P.O. (Enter T #0946) at www.njstart.gov by following thses steps:

Go to: www.njstart.gov Select “Contract & Bid Search” Select “Contracts/Blankets” Under “Contract/Blanket Description” type in T0946, Click “Find It” The current Blanket P.O’s will appear under “Results”.

Vendors {Bidders} are cautioned that this new Bid Solicitation addresses current requirements.

KEY EVENTS

ELECTRONIC QUESTION AND ANSWER PERIOD

The Division will electronically accept questions and inquiries from all potential Vendors {Bidders} via the “Q&A” Tab of the Bid Solicitation in NJSTART.

A. Questions should be directly tied to the Bid Solicitation and asked in consecutive order, from beginning to end, following the organization of the Bid Solicitation; and

B. Each question should begin by referencing the Bid Solicitation page number and section number to which it relates.

Vendors {Bidders} may refer to the QRG “Submit a Quote” for additional instruction. QRGs are located on the NJSTART Vendor Support Page.

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

The cut-off date for electronic questions and inquiries relating to this Bid Solicitation is indicated on the Bid Solicitation cover sheet. In the event that questions are posed by Vendors {Bidders}, answers to such questions will be issued by Bid Amendment. Any Bid Amendment to this Bid Solicitation will become part of this Bid Solicitation and part of any Blanket P.O. awarded as a result of this Bid Solicitation. Bid Amendments to this Bid Solicitation, if any, will be posted as a File Attachment on the “Summary” page of the Bid Solicitation in NJSTART after the cut-off date. (See Bid Solicitation Section 1.4.1 for further information.)

EXCEPTIONS TO THE STATE OF NJ STANDARD TERMS AND CONDITIONS (SSTC)

Questions regarding the State of New Jersey Standard Terms and Conditions (SSTC) and exceptions to mandatory requirements must be posed during this Electronic Question and Answer period and shall contain the Vendor’s {Bidder’s} suggested changes and the reason(s) for the suggested changes.

SUBMISSION OF QUOTES

In order to be considered for award, the Quote must be received by the Procurement Bureau of the Division at the appropriate location by the required time.

Vendors {Bidders} shall submit a Quote either electronically through NJSTART or via hard copy.

QUOTES NOT RECEIVED PRIOR TO THE QUOTE OPENING DEADLINE SHALL BE REJECTED. THE DATE AND TIME OF THE QUOTE OPENING IS INDICATED ON THE BID SOLICITATION COVER SHEET AND ON THE “SUMMARY” TAB OF THE BID SOLICITATION WEBPAGE WITHIN NJSTART.

IF THE QUOTE OPENING DEADLINE HAS BEEN REVISED, THE NEW QUOTE OPENING DEADLINE SHALL BE SHOWN ON THE POSTED BID AMENDMENT AND ON THE “SUMMARY” TAB OF THE BID SOLICITATION WEBPAGE WITHIN NJSTART.

Procedural inquiries concerning this Bid Solicitation may be directed to njstart@treas.nj.gov and/or (609) 341-3500.

The State will not respond to substantive questions related to the Bid Solicitation or any other Blanket P.O. via this e-mail address or phone number. For inquiries related to substantive questions refer to Section 1.3.1 (Electronic Question and Answer Period).

VENDOR {BIDDER} SUPPORT

Vendors {Bidders} are strongly encouraged to visit the NJSTART Vendor Support Page, which contains Quick Reference Guides (QRGs), supporting videos, a glossary of NJSTART terms, and helpdesk contact information.

The Vendor {Bidder} should utilize the QRGs before attempting to submit its Quote using the NJSTART process. It is the Vendor’s {Bidder’s} responsibility to ensure that the NJSTART Quote and attachments have been properly submitted.

MANDATORY/OPTIONAL SITE VISIT

Not applicable to this procurement.

MANDATORY/OPTIONAL PRE-QUOTE CONFERENCE

Not applicable to this procurement.

PRE-QUOTE DOCUMENT REVIEW

The following are publicly available documents, available through the links provided, that a Vendor {Bidder} should review in order to prepare and submit accurate and comprehensive Quotes:

A. 2017 New Jersey Behavioral Risk Factor Survey questionnaire. www.state.nj.us/health/chs/njbrfs/ B. 2018 New Jersey Behavioral Risk Factor Survey questionnaire. www.state.nj.us/health/chs/njbrfs/ C. Center for Disease Control and Prevention - BRFSS Info & Data. www.cdc.gov/brfss/

ADDITIONAL INFORMATION

BID AMENDMENTS: REVISIONS TO THIS BID SOLICITATION

In the event that it becomes necessary to clarify or revise this Bid Solicitation, such clarification or revision will be by Bid Amendment. Any Bid Amendment to this Bid Solicitation will become part of this Bid Solicitation and part of any Blanket P.O. awarded as a result of this Bid Solicitation.

There are no designated dates for release of Bid Amendments. Those Vendors {Bidders} who are on the bidholder list either through commodity code registration in NJSTART or by acknowledging the bid in NJSTART should receive notification of any Bid Amendment(s). If a Vendor {Bidder} is not on the bidholder list to receive notifications related to a Bid Solicitation, Bid Amendments are still viewable on the “Summary” page of the Bid Solicitation in NJSTART.

BID AMENDMENTS WILL BE ISSUED AS FILE ATTACHMENTS, AND ARE VIEWABLE ON THE “SUMMARY” PAGE OF THE BID SOLICITATION IN NJSTART. Vendors {Bidders} may refer to the QRG “Submit a Quote” for additional instructions. QRGs are located on the NJSTART Vendor Support Page.

It is the sole responsibility of the Vendor {Bidder} to be knowledgeable of all Bid Amendments related to this procurement. An interested Vendor {Bidder} should check the NJSTART “Open Bids” Tab on a daily basis to ensure review of the most updated information.

VENDOR {BIDDER} RESPONSIBILITY

The Vendor {Bidder} assumes sole responsibility for the complete effort required in submitting a Quote in response to this Bid Solicitation. No special consideration will be given after Quotes are opened because of a Vendor’s {Bidder’s} failure to be knowledgeable as to all of the requirements of this Bid Solicitation.

COST LIABILITY

The State assumes no responsibility and bears no liability for costs incurred by a Vendor {Bidder} in the preparation and submittal of a Quote in response to this Bid Solicitation.

CONTENTS of QUOTE

Quotes can be released to the public pursuant to N.J.A.C. 17:12-1.2(b) and (c), or under the New Jersey Open Public Records Act (OPRA), N.J.S.A. 47:1A-1.1 et seq., or the common law right to know.

After the opening of sealed Quotes, including Quotes submitted through the NJSTART electronic process, all information submitted by a Vendor {Bidder} in response to a Bid Solicitation is considered public information notwithstanding any disclaimers to the contrary submitted by a Vendor {Bidder}. Proprietary and confidential information may be exempt from public disclosure by OPRA and/or the common law. When the Bid Solicitation contains a negotiation component, the Quote will not be subject to public disclosure until a notice of intent to award a Blanket P.O. is announced.

As part of its Quote, a Vendor {Bidder} may designate any data or materials it asserts are exempt from public disclosure under OPRA and/or the common law, explaining the basis for such assertion. The location in the Quote of any such designation should be clearly stated in a cover letter.

The State reserves the right to make the determination as to what is proprietary or confidential, and will advise the Vendor {Bidder} accordingly. Any proprietary and/or confidential information in a Quote will be redacted by the State. The State will not honor any attempt by a Vendor {Bidder} to designate its entire Quote and/or prices as proprietary, confidential and/or to claim copyright protection for its entire Quote. Copyright law does not prohibit access to a record which is otherwise available under OPRA. In the event of any challenge to the Vendor’s {Bidder’s} assertion of confidentiality with which the State does not concur, the Vendor {Bidder} shall be solely responsible for defending its designation, but in doing so, all costs and expenses associated therewith shall be the responsibility of the Vendor {Bidder}. The State assumes no such responsibility or liability.

A Vendor {Bidder} shall not designate any price lists and/or catalogs submitted as exempt from public disclosure as the same must be accessible to State Using Agencies and Cooperative Purchasing Program participants (if the Bid Solicitation has been extended to these participants) and thus must be made public to allow all eligible purchasing entities access to the pricing information.

ANNOUNCEMENT OF QUOTE INFORMATION

On the date and time Quotes are due under the Bid Solicitation, all information concerning the Quotes submitted may be publicly announced and shall be available for inspection and copying except as noted below:

A. Information appropriately designated as proprietary and/or confidential shall not be available for inspection and copying; and

B. Where negotiation is contemplated, only the names and addresses of the Vendors {Bidders} submitting Quotes will be announced, and the contents of the Quotes shall not be available for inspection and copying until the Notice of Intent to Award is issued by the Director.

Price Alteration In Quotes

Any price changes including hand written revisions or "white-outs" must be initialed. Failure to initial price changes shall preclude a Blanket P.O. award from being made to the Vendor {Bidder}.

Quote Errors

In accordance with N.J.A.C. 17:12-2.11, “Proposal errors,” a Vendor {Bidder} may withdraw its Quote as described below.

QUOTE WITHDRAWAL PRIOR TO QUOTE OPENING

NJSTART: A Vendor {Bidder} may withdraw its Quote submission in NJSTART prior to the Quote opening; however, Vendors {Bidders} should note that while withdrawn NJSTART Quotes remain viewable by the Vendor {Bidder} on its Vendor Profile Homepage, they are removed from the Division’s view and cannot be considered for Blanket P.O. award. The Vendor {Bidder} may submit a revised Quote as long as the Quote is received prior to the announced date and time for Quote submission. Vendors {Bidders} may refer to the QRG “Submit a Quote” for additional instruction. QRGs are located on the NJSTART Vendor Support Page.

Hard Copy: A Vendor {Bidder} may request that its hard copy Quote be withdrawn prior to the Quote opening. Such request must be made, in writing, to the Supervisor of the Proposal Review Unit at the address provided in Section 1.4.7.2 below. The Vendor {Bidder} may submit a revised Quote as long as the Quote is received prior to the announced date and time for Quote submission and at the place specified.

QUOTE WITHDRAWAL AFTER QUOTE OPENING, BUT PRIOR TO BLANKET P.O. AWARD

NJSTART and Hard Copy: If, after the Quote opening, but before Blanket P.O. award, a Vendor {Bidder} discovers an error in its Quote, the Vendor {Bidder} may make a written request to the Supervisor of the Proposal Review Unit to withdraw its Quote from consideration for award. If the Vendor’s {Bidder’s} request to withdraw is made in good faith, and the State will not be significantly prejudiced by granting the withdrawal of the Quote beyond the loss of the benefit of the bargain to the State of the withdrawing Vendor’s {Bidder’s} offer, the request shall be granted. Evidence of the Vendor’s {Bidder’s} good faith in making this request can be demonstrated by one or more of the following factors: A mistake is so significant that to enforce the Blanket P.O. resulting from the Quote would be unconscionable; that the mistake relates to a material feature or term of the Blanket P.O. ; and that the mistake occurred notwithstanding the Vendor’s {Bidder’s} exercise of reasonable care. After Quote opening, while pursuant to the provisions of this section a Vendor {Bidder} may request to withdraw its Quote and the Director may in her discretion allow said Vendor {Bidder} to withdraw it, the Division also may take notice of repeated or unusual requests to withdraw by a Vendor {Bidder} and take those prior requests to withdraw into consideration when evaluating the Vendor’s {Bidder’s} future Quotes.

All Quote withdrawal requests must include the Bid Solicitation identification number and the final Quote submission date and be sent to the following address:

Department of the Treasury Division of Purchase and Property PO Box 230 33 West State Street – 9th Floor Trenton, New Jersey 08625-0039 Attention: Supervisor, Proposal Review Unit

If during a Quote evaluation process, an obvious pricing error made by a potential Blanket P.O. awardee is found, the Director or her designee shall issue written notice to the Vendor {Bidder}. The Vendor {Bidder} will have up to five (5) business days after receipt of the notice to confirm its pricing. If the Vendor {Bidder} fails to respond, its Quote shall be considered withdrawn, and no further consideration shall be given to it.

Joint Venture

If a Joint Venture is submitting a Quote, the agreement between the parties relating to such Joint Venture should be submitted with the Joint Venture’s Quote. Authorized signatories from each party comprising the joint venture must sign the Offer and Acceptance Page. Each party to the Joint Venture must individually comply with all the forms and certification requirements in Sections 4.4.1 and 4.4.2 of this Bid Solicitation.

Reciprocity for Jurisdictional Vendor {Bidder} Preference

In accordance with N.J.S.A. 52:32-1.4 and N.J.A.C. 17:12-2.13, the State of New Jersey will invoke reciprocal action against an out-of-State Vendor {Bidder} whose state or locality maintains a preference practice for its in-state Vendors {Bidders}. The State of New Jersey will use the annual surveys compiled by the Council of State Governments, National Association of State Procurement Officials, or the National Institute of Governmental Purchasing or a State’s statutes and regulations to identify States having preference laws, regulations, or practices and to invoke reciprocal actions. The State of New Jersey may obtain additional information as it deems appropriate to supplement the stated survey information.

A Vendor {Bidder} may submit information related to preference practices enacted for a State or Local entity outside the State of New Jersey. This information may be submitted in writing as part of the Quote response, including name of the locality having the preference practice, as well as identification of the county and state, and should include a copy of the appropriate documentation, i.e., resolution, regulation, law, notice to Vendor {Bidder}, etc. It is the responsibility of the Vendor {Bidder} to provide documentation with the Quote or submit it to the Director within five (5) business days after the deadline for Quote submission. Written evidence for a specific procurement that is not provided to the Director within five (5) business days of the public Quote submission date may not be considered in the evaluation of that procurement, but may be retained and considered in the evaluation of subsequent procurements.

Quote Acceptances and Rejections

N.J.A.C. 17:12-2.7(d), the Director’s right to waive minor irregularities or omissions in a Quote, and N.J.A.C. 17:12-2.2, which defines causes for Quote rejection, apply to all Quotes.

Electronic Signatures

Vendors {Bidders} submitting Quotes through NJSTART may sign the forms listed in Section 4.4.1 (Forms, Registrations and Certifications Required with Quote) and Section 4.4.2 (Forms, Registrations and Certifications Required Before Blanket P.O. Award and That Should Be Submitted with the Quote) of this Bid Solicitation electronically by typing the name of the authorized signatory in the “Signature” block as an alternative to downloading, physically signing the form, scanning the form, and uploading the form to NJSTART.

Vendors {Bidders} submitting Quotes in hard copy format, must provide forms with original, physical signatures, otherwise its Quote may be deemed non-responsive.

DEFINITIONS

Crosswalk

General Definitions

The following definitions will be part of any Blanket P.O. awarded or order placed as a result of this Bid Solicitation.

All-Inclusive Hourly Rate – An hourly rate comprised of all direct and indirect costs including, but not limited to: labor costs, overhead, fee or profit, clerical support, travel expenses, per diem, safety equipment, materials, supplies, managerial support and all documents, forms, and reproductions thereof. This rate also includes portal-to-portal expenses as well as per diem expenses such as food.

Best and Final Offer or BAFO – Pricing timely submitted by a Vendor {Bidder} upon invitation by the Bureau after Quote opening, with or without prior discussion or negotiation.

Bid or Bid Solicitation – This series of documents, which establish the bidding and Blanket P.O. requirements and solicits Quotes {Proposals} to meet the needs of the Using Agencies as identified herein, and includes the Bid Solicitation {RFP}, State of NJ Standard Terms and Conditions (SSTC), price schedule, attachments, and Bid Amendments {Addenda}.

Bid Amendment – Written clarification or revision to this Bid Solicitation issued by the Bureau. Bid Amendments, if any, will be issued prior to Quote opening.

Business Day - Any weekday, excluding Saturdays, Sundays, State legal holidays, and State-mandated closings unless otherwise indicated.

Calendar Day – Any day, including Saturdays, Sundays, State legal holidays, and State-mandated closings unless otherwise indicated.

Change Order – An alteration or modification of the terms of a Blanket P.O. between the State and the Vendor(s) {Contractor(s)}. A Change Order is not effective until it is signed and approved in writing by the Director or Deputy Director, Division of Purchase and Property.

Cooperative Purchasing Program – The Division’s intrastate program that provides procurement-related assistance to New Jersey local governmental entities and boards of education, State and county colleges and other public entities having statutory authority to utilize select State Blanket P.O.s issued by the Division, pursuant to the provisions of N.J.S.A. 52:25-16.1 et seq.

Days After Receipt of Order (ARO) - The number of calendar days ‘After Receipt of Order’ in which the Using Agency will receive the ordered materials and/or services.

Director – Director, Division of Purchase and Property, Department of the Treasury, who by statutory authority is the Chief Contracting Officer for the State of New Jersey.

Discount - Means the standard discount applied by the Vendor {Bidder} to all items.

Division – The Division of Purchase and Property.

Evaluation Committee – A committee established or Division staff member assigned by the Director to review and evaluate Quotes submitted in response to this Bid Solicitation and recommend a Blanket P.O. award to the Director.

Firm Fixed Price – A price that is all-inclusive of direct cost and indirect costs, including, but not limited to, direct labor costs, overhead, fee or profit, clerical support, equipment, materials, supplies, managerial (administrative) support, all documents, reports, forms, travel, reproduction and any other costs.

Joint Venture – A business undertaking by two or more entities to share risk and responsibility for a specific project.

Master Blanket Purchase Order (“Blanket P.O.”) – The Blanket P.O. consists of the State of NJ Standard Terms and Conditions (SSTC), the Bid Solicitation, the responsive Quote subbmitted by a responsible Vendor {Bidder} as accepted by the State, the notice of award, any Best and Final Offer, any subsequent written document memorializing the agreement, any modifications to any of these documents approved by the State and any attachments, Bid Amendment or other supporting documents, or post-award documents including Change Orders agreed to by the State and the Vendor {Contractor}, in writing.

May – Denotes that which is permissible or recommended, not mandatory.

Must – Denotes that which is a mandatory requirement.

No Bid – The Vendor {Bidder} is not submitting a price Quote for an item on a price line.

No Charge – The Vendor {Bidder} will supply an item on a price line free of charge.

Primary Form – An electronic form contained within a Vendor’s {Bidder’s} NJSTART profile designated by the Vendor {Bidder} as the primary or principal version of the required form.

Procurement Bureau (Bureau) - The Division unit responsible for the preparation, advertisement, and issuance of Bid Solicitations, for the tabulation of Quotes and for recommending award(s) of Blanket P.O.(s) to the Director and the Deputy Director.

Project – The undertakings or services that are the subject of this Bid Solicitation.

QRGs – Quick Reference Guides.

Quote – Vendor’s {Bidder’s} timely response to the Bid Solicitation including, but not limited to, technical Quote, price Quote, and any licenses, forms, certifications, or other documentation required by the Bid Solicitation.

Retainage - The amount withheld from the Vendor {Contractor} payment that is retained and subsequently released upon satisfactory completion of performance milestones by the Vendor {Contractor}.

Revision – A response to a BAFO request or a requested clarification of the Vendors {Bidders} Quote.

Shall – Denotes that which is a mandatory requirement.

Should – Denotes that which is permissible or recommended, not mandatory.

Small Business – Pursuant to N.J.A.C. 17:13-1.2, “small business” means a business that meets the requirements and definitions of “small business” and has applied for and been approved by the New Jersey Division of Revenue and Enterprise Services, Small Business Registration and M/WBE Certification Services Unit as (i) independently owned and operated, (ii) incorporated or registered in and has its principal place of business in the State of New Jersey; (iii) has 100 or fewer full-time employees; and has gross revenues falling in one of the three following categories: For goods and services - (A) 0 to $500,000 (Category I); (B) $500,001 to $5,000,000 (Category II); and (C) $5,000,001 to $12,000,000, or the applicable federal revenue standards established at 13 CFR 121.201, whichever is higher (Category III); For construction services: (A) 0 to $3,000,000 (Category IV); (B) gross revenues that do not exceed 50 percent of the applicable annual revenue standards established at 13 CFR 121.201 (Category V); and (C) gross revenues that do not exceed the applicable annual revenue standards established at CFR 121.201, (Category VI).

State – The State of New Jersey.

State Contract Manager or SCM – The individual, as set forth in Section 8.0, responsible for the approval of all deliverables, i.e., tasks, sub-tasks or other work elements in the Scope of Work. The SCM cannot direct or approve a Change Order.

State-Supplied Price Sheet – the bidding document created by the State and attached to this Bid Solicitation on which the Vendor {Bidder} submits it proposal pricing as is referenced and described in Bid Solicitation Section 4.4.5.

Subtasks – Detailed activities that comprise the actual performance of a task.

Subcontractor – An entity having an arrangement with a Vendor {Contractor}, whereby the Vendor {Contractor} uses the products and/or services of that entity to fulfill some of its obligations under its State Blanket P.O., while retaining full responsibility for the performance of all [the Vendor’s {Contractor's}] obligations under the Blanket P.O., including payment to the Subcontractor. The Subcontractor has no legal relationship with the State, only with the Vendor {Contractor}.

Task – A discrete unit of work to be performed.

Unit Cost – All-inclusive, firm fixed price charged by the Vendor {Bidder} for a single unit identified on a price line.

Using Agency[ies] – A State department or agency, a quasi-State governmental entity, or a Cooperative Purchasing Program participant, authorized to purchase products and/or services under a Blanket P.O. procured by the Division. This Blanket P.O. may be used by the Using Agencies or quasi-governmental agencies specifically identified in the Bid Solicitation. In addition, with the approval of the Director of the Division of Purchase and Property and the agreement of the Vendor {Contractor}, the Blanket P.O. may be used by any Using Agency or quasi-State governmental entity.

Vendor {Bidder} – An entity offering a Quote in response to the Division’s Bid Solicitation.

Vendor {Contractor} – The Vendor {Bidder} awarded a Blanket P.O. resulting from this Bid Solicitation.

Blanket P.O. - Specific Definitions/Acronyms

CATI – Computer-Assisted Telephone Interview.

Completed Interview – An interview eligible for a disposition code of “1100” as defined in “2018 BRFSS Data Collection Protocol”, i.e., the selected respondent has completed the interview through the last question.

Core Survey – The Core Survey consists of 14 modules of health-related questions developed by the Centers for Disease Control and Prevention (CDC), in addition to a series of New Jersey specific questions.

SCOPE OF WORK

General Duties and Obligations - Contractor

The Vendor {Contractor} shall implement data collection using the Core Survey as developed by the CDC and the NJDOH.

The Vendor {Contractor} shall be responsible for the data collection, data entry, electronic submission of the data to CDC and NJDOH and cleaning/correcting data per logical edits specified by the CDC or NJDOH.

The Vendor {Contractor} shall perform all data edits pertaining to all State-added content within the NJBRFS. Such editing includes post-coding for cases where an interviewer is unable to code a given response and has no option other than to enter verbatim text instead.

Compliance with CDC NJDOH Cooperative Agreement

The Vendor {Contractor} shall ensure that the deliverables meet all requirements of cooperative agreements between CDC and DOH for the State’s participation in the BRFSS, including but not limited to those requirements specified in the most current BRFSS Annual Self-Certification Form. The current CDC cooperative agreement is presented as Attachment C and the 2018 BRFSS Annual Self-Certification Form is presented as Attachment D.

CATI System and Capabilities

The Vendor {Contractor} shall possess a CATI system capable of functionality including, but not limited to, the following:

A. Support of complex sampling operations such as the integration of multiple sampling frames and random allocation of questionnaire items;

B. Call back scheduling;

C. Disposition coding;

D. Transmitting the DOH name and survey identification number to Caller ID;

E. Support for cellular telephone interviews; and F. Implementation of interview instruments with complicated coding schema and skip patterns.

If needed, the Vendor {Contractor} shall ensure that it receives each annually updated survey instrument pre-programmed in English and Spanish for Ci3 (CATI questionnaire-authoring software from Sawtooth Technologies) from CDC with assistance from the State Contract Manager (SCM) if needed. The SCM will also work with the Vendor {Contractor} to ensure that it receives updated coding and error-checking instructions and an updated version of OneEdits (software that allows the survey data to be edited electronically prior to submission) from CDC prior to the beginning of each calendar year.

The Vendor {Contractor} must provide written advance notice to the SCM of all changes to its CATI system.

The Vendor {Contractor} shall perform all necessary programming of State-added content prior to the beginning of each interviewing (calendar) year and as necessitated by change in survey content.

The Vendor {Contractor} shall ensure conformance to CDC protocols and quotas for completed land line and cell phone interviews, as specified in the annual BRFSS Data Collection Protocol. (The most recent Data Collection Protocol is presented as Attachment A.)

The Vendor {Contractor} must also provide a toll-free number for household contacts to call for verification of the legitimacy of the survey, discuss concerns, or report inappropriate behavior.

The Vendor {Contractor} must permit designated state staff the opportunity to observe the telephone interview process either remotely or in-person.

Languages Other than English

The Vendor {Contractor} shall conduct interviewing in Spanish as required by the SCM or the parameters of the required sample. While CDC provides a copy of the BRFSS questionnaire and optional modules in Spanish, the Vendor {Contractor} shall provide written English to Spanish translation of State-added content (both questions and response categories) for the NJBRFS upon request by the SCM.

Training

The Vendor {Contractor} shall ensure that its interviewing personnel are trained and experienced in conducting telephone interviews within its CATI system. Such experience shall include, but not be limited to:

A. overview of the BRFSS and NJBRFS;

B. familiarity with both core and optional modules; and C. performance of practice interviews.

The Vendor {Contractor} shall provide the SCM with copies of its training procedures and material upon request or update. The Vendor {Contractor} shall train its personnel in any changes to the annual NJBRFS survey and ancillary call-back surveys.

Survey Sampling Methodology

The Vendor {Contractor} shall ensure that its sampling methodology is in accordance with the most current version of the CDC’s BRFSS policy. The Vendor {Contractor} shall submit a written plan documenting its sampling methodology to the SCM prior to conducting survey interviews. The Vendor {Contractor} shall provide changes to its sampling methodology upon direction by the SCM.

The Vendor {Contractor} shall supply to the CDC and NJDOH a monthly data file for each sample record (including those which result in complete and incomplete interviews) as stipulated within the current CDC BRFSS policies. The Vendor {Contractor} will reformat the monthly data file as necessary to match the layout specified by CDC. (CDC currently provides data reformatting programs for Ci3®.) Data must be supplied in ASCII format.

The Vendor {Contractor} shall choose a random adult respondent for interview within each eligible contacted household according to a CDC approved selection process.

Survey Execution

The Vendor {Contractor} shall conduct the requested number of interviews each month based upon the direction of the SCM. The following assumptions should be used in developing the execution plan and unit costs:

· All NJBRFS Interview activities conform to the 2019 Data Collection Protocol (Attachmernt A) with Disposition Table and the 2018 Self–Certification Form;

· Up to three versions of the NJBRFS questionnaire may be implemented and assigned randomly to equal numbers of eligible respondents (See 2017 and 2018 questionnaires identified in Section 1.3.6);

· The State of New Jersey has 21 Counties;

· The targeted number of completed NJBRFS interviews will be 500 per county per year, with oversampling of 500 additional completed interviews per year in the City of Newark, for a total sample size of 11,000 per year;

· The minimum quotas for completed cell phone interviews as a proportion of all completed NJBRFS interviews will be 55%, 60%, and 65% for years 2019 to 2021, respectively.

· Historically the time length of an interview is 23 minutes, but due to the skip patterns based on each respondent’s personal factors, significant time variations may occur.

· All Spanish speaking respondents who are not willing and able to reply in English will be interviewed in Spanish. The Vendor {Contractor} should plan for the use of Spanish with 4% of the land line interviews and 13% of the cell phone interviews.

· The New Jersey Asthma Call-back Survey (ACBS) is attempted for all eligible adults or children ascertained during the course of data collection for the NJBRFS in accordance with the protocol described in the 2018 BRFSS Asthma Call-back Survey Guidelines (Appendix). The proportion of completed NJBRFS interviews which result in completed ACBS interviews will vary, but is expected to be in the range of 5-8% based on previous results. (See Section 3.8 of this Bid Solicitation).

The Vendor {Contractor} shall make maximum effort to achieve contact using the selected telephone numbers. For each selected telephone number, the Vendor {Contractor} shall implement the interviewing schedule and callback rules stipulated in the most current version of CDC’s BRFSS Data Collection Guide. The Vendor {Contractor} shall be obligated to ensure that the interviewing schedule is not interrupted except under extraordinary circumstances. The table below shows the history of interview completion for the New Jersey Behavioral Risk Factor Survey (NJBRFS) by calendar year:

NJBRFS, 2011-2017

*The cell phone quota is the targeted minimum number of completed cell phone interviews with a BRFSS disposition code of either 1100 or 1200 expressed as a percentage of all land line and cell phone interviews with a BRFSS disposition code of either 1100 or 1200 statewide.

**Since 2011, all otherwise eligible Spanish speaking respondents who were not willing and able to complete the NJBRFS interview in English were expected to be interviewed in Spanish.

The Vendor {Contractor} should attempt to meet or exceed the median values for the following data quality measures presented by CDC in the most current BRFSS Summary Data Quality Report:

1. AAPOR Cooperation Rate #2 (BRFSS medians in 2016: 64.5% for land line samples, 83.3% for cell phone samples); and

2. AAPOR Response Rate #4 (BRFSS medians in 2016: 47.7 % for land line samples, 46.3% for cell phone samples).

Note: American Association of Public Opinion Research (AAPOR)

Variable Questionnaire Formats

The Vendor {Contractor} shall program split-format questionnaires (versions of the state-specific questionnaire of similar length, which differ only with respect to state-added content and are assigned to respondents on a random basis) upon request by the SCM. CDC is currently authorizing the use of up to three different versions of the state-specific questionnaire in a given year.

Data Coding and Final Disposition

The Vendor {Contractor} shall ensure that data derived from responses to CDC core questions, state-added questions and optional modules are complete, accurate, and ascertained from appropriate respondents. Data must be coded as per CDC instructions. Because of complicated skip patterns and to ensure quality control, the use of a computer assisted telephone interview (CATI) system, such as Ci3® or CfMC®, is required for interviewing. CDC currently provides CATI questionnaire programming for Ci3®. However, the Vendor {Contractor} shall be responsible for programming of state-added content prior to the beginning of interviewing in each calendar year.

The Vendor {Contractor} shall assign and record the final disposition of every attempted telephone number in the sample in conformance with the CDC BRFSS methodology. A final disposition code must be submitted to CDC and NJDOH for each sample record. The most recent CDC BRFSS disposition specifications are presented in Appendix B of the most recent BRFSS Data Collection Protocol, Attachment A.

Data Cleaning

The Vendor {Contractor} shall perform data cleaning of all survey responses in accordance with the standards set forth in Behavioral Risk Factor Surveillance System Operational and User’s Guide.

Such data cleaning shall include, but not be limited to:

A. edit for accuracy of the data and adherence to skip patterns;

B. perform range checks;

C. correct coding errors; and D. supply missing values.

The “cleaned” dataset will be further edited by CDC and/or NJDOH and the contractor shall be provided with a list of items in need of correction. The Vendor {Contractor} shall correct any errors and submit the corrected data electronically to CDC and/or DHSS within 30 business days of error listing.

Verification and Monitoring of Survey Execution and Responses

The Vendor {Contractor} shall ensure that systematic, unobtrusive electronic monitoring of interviews shall be a routine and integral part of monthly survey procedures for all interviewers. The Vendor {Contractor} must perform random direct monitoring of ten percent (10%) of interviews. The Vendor {Contractor} should ensure that remote monitoring is available. The Vendor {Contractor} should verify a 5% random sample of completed interviews each month, stratified by interviewer, to validate respondent selection, selected demographic characteristics, selected behaviors, and interview manner. On request, provide to NJDOH the actual sample of telephone numbers used for cross-checking and verification. Questions to be asked will be identified by the CDC at the beginning of each calendar year. Each callback should be conducted within a week of the original interview.

Survey Data

The Vendor {Contractor} shall ensure the security and confidentiality of all questionnaire data. The Vendor {Contractor} must erase all confidential files within six (6) months after final annual data files have been approved. The Vendor {Contractor} agrees to keep information related to the identity of respondents confidential. Other than the reports submitted to CDC and NJDOH, the Vendor {Contractor} agrees not to publish, reproduce, or otherwise divulge such information in whole or in part or in any form, or authorize or permit others to do so. The Vendor {Contractor} agrees to immediately notify, in writing, the State’s authorized representative in the event there is reason to suspect a breach of this requirement.

Pursuant to Section 5.8 of the Bid Solicitation the State is the Owner of any data sets. The Vendor {Contractor} has NO data rights and should not share or publish from state data sets without written permission. The Vendor {Contractor} should not retain sample or data files beyond the time that is necessary to finalize data.

Reporting and Deliverable Products

The Vendor {Contractor} shall generate a single data file in a format specified by the SCM and in…