T1087 Bid Amendment 6 042720 - Extension of Quote Submission Due Date and QA Part 1~1.docx
DOCX document 88 KB Posted
- Attached to
- T1087 SNAP EBT FOR DHS
- Solicitation number
- 20DPP00468
- Issued by
- New Jersey
About this file
This document is a Bid Amendment related to a Bid Solicitation issued by the State of New Jersey Department of the Treasury Division of Purchase and Property Procurement Bureau for the Supplemental Nutrition Assistance Program / Electronic Benefits Transfer (SNAP/EBT) contract. The Bid Amendment extends the Quote submission due date from May 28, 2020 to August 28, 2020, and provides answers to a portion of the questions submitted by vendors during the electronic Question and Answer (Q&A) period. The contract will be awarded as a Blanket Purchase Order (BPO) and the winning vendor must complete the design, development, and testing to successfully convert the State's existing caseload to the proposed system within nine (9) months after award.
The pricing evaluation criteria are confidential until the Notice of Intent to Award is issued. The contract includes a Small Business Enterprise (SBE) and Disabled Veteran-Owned Business (DVOB) subcontracting requirement, though no specific participation percentages are mandated. The State currently does not use smart cards for its SNAP EBT program. The contract will serve the New Jersey Department of Human Services and the jurisdictions of Mercer County and Trenton City.
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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
April 27, 2020
To: All Interested Vendors {Bidders}
Re: Bid Solicitation # 20DPP00468 T1087 – Supplemental Nutrition Assistance Program / Electronic Benefits Transfer
| Quote Submission Due Date: May 28th, 2020 (2:00 p.m. Eastern Time) |
| NEW QUOTE SUBMISSION DUE DATE: AUGUST 28, 2020 (2:00PM EASTERN TIME) |
Bid Amendment # 6
The following constitutes Bid Amendment #6 to the above referenced Bid Solicitation:
· Answers to a portion of questions submitted by Vendor’s {Bidder’s} during the electronic Question and Answer (Q&A) period. Answers to the remainder of the questions will be released in a subsequent Bid Amendment; and
· Extension of the Quote submission due date.
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 # 20DPP00468 T1087 – Supplemental Nutrition Assistance Program / Electronic Benefits Transfer
Answers to Questions
Where applicable, each question references the appropriate Bid Solicitation section.
| # |
| Bid Solicitation |
Section Reference Question (Bolded) and Answer
| 1 |
| General |
| When trying to open a Portable Document Format (PDF) document I am receiving an error message and are unable to access the PDF document. How should I proceed? |
It is recommended that users utilize Internet Explorer to view PDF documents. Certain PDF forms cannot be opened in the Chrome or Firefox built in PDF viewers that are enabled by default. If using Chrome or Firefox it is recommended that the file is downloaded instead by clicking the download button in the upper right-hand corner of the browser after an error message is received. An alternative option is to disable the built in PDF viewers in Chrome or Firefox.
| 2 |
| General |
| Should I check that I have properly completed and attached all of the required documents with my submitted Quote? |
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 non-responsive because a Vendor {Bidder} fails to attach a required form or attaches a blank form. To review a submitted a 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 Quick Reference Guide entitled How to Review a Submitted Quote which is available on the NJSTART Vendor Support Page under Vendor Reference Guides.
| 3 |
| General |
| Will the State allow Vendors to take exception to any of the Standard Terms and Conditions? |
As stated in Bid Solicitation Section 1.3.1.1, Exceptions to the NJ Standard Terms and Conditions (SSTC): Questions regarding the SSTC proposed exceptions to mandatory requirements, including the Special and Standard Terms and Conditions in Sections 5 and 9 of this Bid Solicitation must be posed during this Electronic Question and Answer period and shall contain the Vendor {Bidder} suggested changes and the reason(s) for the suggested changes. Additionally, as stated in Section 4.1, General: Quotes including Vendor {Bidder} proposed terms and conditions may be accepted, but Vendor {Bidder} proposed terms or conditions that conflict with those contained in the Bid Solicitation, as defined in Section 2.0 of this Bid Solicitation, or that diminish the State rights under any Blanket P.O. resulting from the Bid Solicitation, may render a Quote non-responsive.
| 4 |
| General |
| Please provide an estimated contract start date so that all bidders use the same date for schedule creation. |
The State does not have an anticipated start date for the Blanket P.O. resulting from this Bid Solicitation. However, as per Bid Solicitation Section 3.13, the Vendor {Contractor} must complete the design and development phase in order to implement the system within nine (9) months after award of this Blanket P.O.
| 5 |
| General |
| Are Bidders allowed to modify headers and footers of required forms to include project and bidders “information (i.e., title of RFP, RFP number, bidders” name, page number? |
State forms, including those required to be submitted by a Vendor {Bidder} as per Section 4 of the Bid Solicitation, should not be modified. Modifying a form that is required with Quote submission may result in the Vendor’s {Bidder’s} Quote being non-responsive and ineligible for award.
Incorporating forms into the Quote where they become part of a larger document, including page numbers, corporate headers and footers, and or Bid Solicitation numbers is acceptable.
The Vendor {Bidder} may also upload forms directly into its NJSTART Vendor Profile. Please see the NJSTART Quick Reference Guide (QRG) for more details.
| 6 |
| General |
| Will the State please provide information on the timeframe for evaluation period, best and final offer and the award date for this bid? |
The State is unable to provide this information at this time.
| 7 |
| General |
| Do Bidders need to reply to all Scope of Work requirements? |
Yes, the Vendor {Bidder} should submit a Quote that demonstrates its technical ability to complete all the requirements contained within Bid Solicitation Section 3.0, Scope of Work.
Bid Solicitation Section 4 outlines all items that must be included in the Vendor’s {Bidder’s} Quote. As per Bid Solicitation Section 4.4.3, the Vendor {Bidder} is required to describe its approach and plans for accomplishing the work outlined in Bid Solicitation Section 3.0, Scope of Work. The Vendor {Bidder} is also required to set forth its understanding of the requirements of this Bid Solicitation and its approach to successfully complete the Blanket P.O.
Please also note that “shall” and “must” denote requirements, while “should” denotes items that are recommended but not required. Please see Bid Solicitation Section 2.2.1 for more details on these definitions.
| 8 |
| General |
| Throughout the RFP the phrase “most advantageous to the State” appears. What does this mean? |
This refers to the State’s evaluation of the Quote based on price and other factors.
| 9 |
| General |
| In NJ-START is there a restriction of only being able to upload three (3) questions at a time to the Q/A tab? Can a spreadsheet of questions be submitted to NJ-START? |
Uploading of spreadsheets is not currently a functionality within NJSTART at this time. For further instruction on how to submit questions in NJSTART during the Q&A period, please see the NJSTART Quick Reference Guide (QRG).
| 10 |
| Page 1, Cover |
| When will answers be released for questions submitted by October 18th? |
There is no set date for the posting of answers. The answers for the questions submitted will be posted via Bid Amendment in NJSTART.
| 11 |
| Page 1, Cover |
| Will the State consider posting individual answers as they are ready rather than waiting to post all answers at the same time? It is critically important for bidders to receive answers in enough time to incorporate them into their technical and price submissions. |
Yes, this Bid Amendment provides answers to a portion of questions submitted by Vendors {Bidders} during the electronic Q&A period that were ready for posting. Answers to the remainder of the questions that are still pending will be released in a subsequent Bid Amendment.
In no event will the State issue or post any answers to Vendor’s {Bidder’s} questions less than 10 business days prior to the Quote submission due date. The State always strives to allow the Vendors {Bidders} adequate time for Quote preparation based on the scope of the Bid Solicitation and Q&A.
| 12 |
| Page 1, Cover |
| During the Pre-Quote Submission Conference, it was confirmed that bidders may submit questions in a format other than 3-at-a-time through the procurement website. If bidder questions are submitted via email or some other way, please confirm those questions will be posted to the website upon submission for all other bidders to view just as the questions submitted following the RFP instructions are be viewable. |
Vendors {Bidders} should submit all questions electronically through the NJSTART portal. Submitting questions through other means, such email, may result in the questions being unanswered or not included in the Q&A Bid Amendment.
| 13 |
| Page 1, Cover |
| Based on the clarification made during the Pre-Quote Submission Conference that no negotiations will be held following award for contract terms, service levels, liquidated damages, etc., it is critically important for Bidders to clearly understand what they are committing to provide. Given that, will the State consider allowing a second round of questions to enable bidders to refine their understanding of the RFP? We recommend a second round of questions due around November 15th with answers released no later than December 6th |
That State will not hold and additional round of Q&A for this Bid Solicitation.
| 14 |
| Page 1, Cover |
| Will the State allow for a second round of RFP questions? |
Please see the answer to question #13.
| 15 |
| Page 1, Cover |
| The cover page indicates that both the Small Business Set-Aside Category and Disabled Veteran-Owned Business Set-Aside apply to this procurement. |
A. What is the required participation for Small Business Enterprise (SBE) and Disabled Veteran Owned Business (DVOB) subcontractors in terms of the numerical percentage of the proposed total contract value?
The State does not require that Vendors {Contractors} adhere to a numerical or monetary percentage of the total Blanket P.O. value to subcontract with Small Business Enterprise (SBE) or Disabled Veteran-Owned Business (DVOB).
B. Can bidders meet the SBE/DVOB participation requirement using either SBE or DVOB subcontractors, or is participation of each type of subcontractor required?
The State requests the Vendor {Contractor} to make a good faith effort to utilize SBE or DVOB companies ONLY if they intend to subcontract any of the Blanket P.O. work. Please see Bid Solicitation Section 4.4.1.6 for more details and requirements regarding subcontracting.
C. If bidders are required to have participation of both SBE and DVOB subcontractors, is there are separate target percentage for each?
Please see the answer to question B above.
| 16 |
| Page 1, Cover |
| Will the State provide a list of certified SBE and DVOB subcontractors that provide services relevant to those required by the RFP, and specify which if any the State is aware of that are interested in participating in this Blanket P.O.? |
As per Bid Solicitation Section 4.4.1.6 (B), the Vendor {Bidder} should request a listing of New Jersey SBE and or DVOB from the New Jersey Division of Revenue and Enterprise Services, Small Business Registration and M/WBE Certification Services Unit. Please see Bid Solicitation Section 4.4.1.6 for more details and requirements regarding subcontracting.
| 17 |
| Page 1, Cover |
| How does the State score the SBE and DVOB requirements? |
The use of SBE and DVOB subcontractors is not part of the scoring evaluation. Please see the answer to question #15 above.
| 18 |
| Section 1.1 |
| Would the State please confirm that the “Cooperative Purchase Form” Vendor and should not be submitted with the RFP response? |
The State Cooperative Purchasing form is not required to be submitted with the Quote.
| 19 |
| Section 1.2 |
| The current contract presently is due to expire on August 31, 2020. According to Section 3.1.1 (B) the contractor shall "complete development and testing to successfully convert the State’s existing caseload to the proposed system no later than three (3) months prior to the expiration of the State’s current Blanket P.O. for EBT services;" |
A. Can the State please confirm this timeline?
If a Blanket P.O. award resulting from the Bid Solicitation is not made in a timely manner in accordance with the current expiration date and Bid Solicitation, the State will notify Vendors {Bidders} and accommodate for the delay.
B. Is there an option to extend the current contract for another year to have the contract expire on August 31, 2021? With the current requirements, conversion would need to happen prior to May 31, 2020 which does not allow adequate time for a new vendor to complete conversion.
Please see the answer to question A above.
| 20 |
| Section 1.2 |
| The RFP states the current BPO expires Aug 31, 2020 (Section 1.2 Background). The RFP also states the system must be tested and ready for conversion 90 days prior to the end of the current BPO. (Section 3.11.1 Project Management Plan) The RFP further states, the transition shall not extend more than 270 past the expiration of the current BPO. (Section 5.3 Blanket PO Transition) When does the new system have to be in production? |
Agency?
Please see the answer to question #19, A and B above.
| 21 |
| Section 1.2 |
| In review of the suggested timeline, will there be an additional extension of the current Contract? |
Please see the answer to question #19.
| 22 |
| Section 1.3.1 |
| Will the State consider the opportunity for bidders to submit a second round of questions? |
Please the answer to question #13.
| 23 |
| Section 1.3.2 |
| Are there any restrictions on the file size that can be submitted? |
There is a 1 gigabyte (GB) limit for file size upload during Quote submission. Please also see the answer to question #2.
| 24 |
| Section 1.4.1 |
| Would the State please confirm Vendors should acknowledge amendments on the procurement site only? |
The Vendor {Bidder} should acknowledge all Bid Amendments relating to this Bid Solicitation, however it is not required. All Bid Amendments are posted within NJSTART and publicly advertised in the NJ Star Ledger.
| 25 |
| Section 2.3 |
| Does the State currently use Smart Cards for any aspect of its EBT program today? |
No, the State does not use Smart Cards for SNAP EBT transactions.
| 27 |
| Section 6.7 |
| Would the State provide the evaluation breakdown between technical and pricing? |
The technical evaluation criteria as set forth in Bid Solicitation Section 6.7.1 is confidential until the Notice of Intent to Award is issued to all Vendors {Bidders}.
For details about the pricing evaluation, please see Bid Solicitation Section 6.7.2.
| 28 |
| Section 6.7 |
| Please explain the number of points allotted to the Technical Proposal and the Price Sheet. |
Please see the answer to question #27.
| 29 |
| Section 6.7 |
| If more detailed evaluation criteria are developed and used in the scoring, will the detailed evaluation process and details be shared with the Bidders? |
No, evaluation criteria will not be shared with Vendors {Bidders} until the Notice of Intent to Award is issued. Both the technical and pricing evaluation criteria will be timestamped and entered into the record prior to the Quote submission due date and time. Please also see the answer to question #27.
| 30 |
| Section 6.7.1 |
| Will the State provide evaluation breakdown for the technical criteria in RFP Section 6.7.1 Items A, B, and C? |
Please see the answers to questions #27 and #29.
| 31 |
| Section 6.7.1 |
| Will the State provide the details of how the Technical Evaluation Score will be determined? |
Please see the answer to questions #29.
| 32 |
| Section 6.7.1 |
| To assist the Bidders in understanding how the technical points of the evaluation scoring will be weighted and aligned to each of the three major factors/categories to be scored, would the State identify the points and the predetermined weighting for each major factor/category? |
| 33 |
| Section 6.7.1 |
| RFP states: Each criterion will be scored and each score multiplied by a predetermined weight to develop the Technical Evaluation Score. Question: Please provide the number of evaluation points assigned to each of the technical criteria listed in Section 6.7.1: a. Personnel b. Experience of firm c. Ability of firm to complete the Scope of Work based on its Technical Quote |
| 34 |
| Section 6.7.1 (c) |
| Is it mandatory for a bidder to propose a developed, implemented and operational SNAP/TANF EBT solution or is it acceptable to describe the design and concept of a solution that is not yet in active production? |
The Vendor {Bidder} is free to propose any solution they believe meets the State’s requirements of the Bid Solicitation.
| 35 |
| Section 6.7.2 |
| Please clarify what percentage of the total evaluation will be based on price. |
| 36 |
| Section 6.7.4 |
| Will the State explain what the “other factors” are that they will consider in evaluating the Bidder(s) Quotes? |
Other factors are considered to be, but not limited to, the technical evaluation. Please see the answers to questions #27 and #29.
| Section 6.7.4 |
| What is it that is most important to the State in terms of making a Quote “most advantageous”? Is it price, the technical solution, the use of small businesses, etc.? |
The State cannot provide this information at this time. Please see the answers to questions #27 and #29.
| 38 |
| Section 6.8 |
| If the State requires a Best and Final offer, will the Bidder’s BAFO pricing totally replace the initial pricing? |
Yes, as long as the BAFO pricing is more advantageous to the State.
As per Bid Solicitation Section 6.8, any BAFO that does not result in more advantageous pricing to the State will not be considered, and the State will evaluate the Vendor’s {Bidder’s} most advantageous previously submitted pricing. Please see Bid Solicitation Section 6.8 for additional details regarding BAFO.
| 39 |
| Section 6.8 |
| Will other factors be included in a Best and Final Offer, such as additional or altered technical requirements? |
No, BAFO strictly relates to price. Following the Quote submission due date, a Vendor {Bidder} who submits additional technical information or attempts to alter its original Quote submission, may deemed non-responsive and ineligible for award.
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