T1122 Bid Solicitation 073118.docx

Bid Solicitation Bid #18DPP00263

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

Mandatory Pre-Quote Submission Conference (Refer to Bid Solicitation Section 1.3.5 for more information.)

Mandatory Site Visit (Refer to Bid Solicitation Section 1.3.4 for more information.)

N/A

N/A

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.

☒ Subcontracting Only Category

☒ I ☐ IV

☒ II ☐ V

☒ III ☐ VI

Bid Solicitation Issued By Using Agency/Agencies

Division of Purchase and Property Trenton, New Jersey 086250230

Date: July 31, 2018

Table of Contents

Bid-Specific Documents/Attachments/Appendices:

· State-Supplied Price Sheet;

· Exhibit #1 – Routine Weather Information – Daily Forecast Format;

· Exhibit #2 – Special Weather Conditions Forecast Format;

· Exhibit #3 – NJDOT Snow Sub-Region Map;

· Offer & Acceptance Page; and

· Bid Solicitation Checklist.

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 New Jersey Department of Transportation (NJDOT). The purpose of this Bid Solicitation is to solicit Quotes for Weather Forecasting Services.

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.

The evaluation of Quotes received in response to this Bid Solicitation will be performed in accordance with Bid Solicitation Section 6.7.

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.

The State may extend the Blanket P.O. awarded to the Division's Cooperative Purchasing Program participants after Blanket P.O. award. In that circumstance, the State will request that the Vendor {Contractor} complete the Cooperative Purchasing Form indicating willingness or unwillingness to extend State Blanket P.O. pricing and terms to Cooperative Purchasing Program participants. The Cooperative Purchasing Form is located on the Division’s website. These participants include quasi-State entities, counties, municipalities, school districts, volunteer fire departments, first aid squads, independent institutions of higher learning, County colleges and State colleges. Although the State, with the consent of the Vendor {Contractor}, may make use of any Blanket P.O. resulting from this Bid Solicitation available to non-State Agencies, the State makes no representation as to the acceptability of any State Bid Solicitation terms and conditions under the Local Public Contracts Law or any other enabling statute or regulation.

BACKGROUND

This is a reprocurement of the services provided under the Weather Forecasting Services – NJDOT and the NJTA term Blanket P.O., presently due to expire on October 31, 2018. However, the Blanket P.O. resulting from this Bid Solicitation will only provide weather forecasting services to the NJDOT as the New Jersey Turnpike Authority (NJTA) has decided to self-procure. Vendors {Bidders} interested in the current Blanket P.O. specifications and pricing information may review the current Blanket P.O. T1122 at http://www.state.nj.us/treasury/purchase/pricelists.shtml, but 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 {Addenda} 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 ARE 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 the use of NJSTART 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 SITE VISIT

Not applicable to this procurement.

MANDATORY PRE-QUOTE CONFERENCE

Not applicable to this procurement.

PRE-QUOTE DOCUMENT REVIEW

Not applicable to this procurement.

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 bid holder 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 bid holder 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 (1) 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 his/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 his/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 to meet the needs of the Using Agencies as identified herein, and includes the Bid Solicitation, State of NJ Standard Terms and Conditions (SSTC), State-Supplied Price Sheet, attachments, and Bid Amendments.

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 amendment, 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 – The standard price reduction 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 (2) 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 submitted 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 (1) of the three (3) 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

Albedo – A measure of how much solar energy is reflected by a material (pavement for purposes of this Bid Solicitation).

FAA 604 Data Circuit – Commercially available meteorological data circuit administered by the Federal Aviation Administration (FAA). This circuit contains broadcasts of several types of standard meteorological data such as surface observations, upper air soundings, radar summaries, aviation information (such as airport conditions), and ad hoc pilot reports.

Forecaster Comments – Notes from the weather forecaster providing insight regarding their confidence level of the forecast’s accuracy.

Maintenance Decision Support System (MDSS) – A Federal Highway Administration (FHWA) program that analyzes weather forecasts and road weather information in order to produce treatment recommendations.

NetCDF (Network Common Data Form) – A set of software libraries and self-describing, machine-independent data formats that support the creation, access, and sharing of array-oriented scientific data.

Road Weather Information System (RWIS) – RWIS sites provide continuous, near real-time atmospheric and pavement data for each site. The data is collected at approximately 15 minute intervals and stored electronically at NJDOT Headquarters.

Viaduct – A long bridgelike structure, typically a series of arches, carrying a road or railroad across a valley or other low ground.

SCOPE OF WORK

The Vendor {Contractor} shall supply a variety of weather and pavement forecasts as necessitated by seasonal weather conditions and described below for varying levels of geographic specificity for the regions and sub-regions as noted in Exhibit #3 - NJDOT Snow Sub-Region Map (Exhibit #3).

VENDOR {CONTRACTOR} Personnel QUALIFICATIONS

The meteorologists employed by the Vendor {Contractor} must possess credentialed meteorological training from an accredited college, university, or military institution.

All meteorologists assigned to work under this Blanket P.O. must be qualified and capable of performing all services required by this Blanket P.O. The State reserves the right to require the Vendor {Contractor} to replace any meteorologist assigned to work on this Blanket P.O. that is deemed by the SCM to be unqualified or incapable of performing the services required by this Blanket P.O.

VENDOR {CONTRACTOR} ON-SITE REQUIREMENTS

The Vendor {Contractor} shall provide the following:

A. From October 1st through April 30th of each year, the Vendor {Contractor} shall maintain, at a minimum, two (2) meteorologists on duty at all times, whereas the senior meteorologist on duty shall be the principal forecaster and contact for NJDOT;

B. The Vendor {Contractor} shall have data circuits readily available, which include:

1. National Weather Service (NWS);

2. Domestic data service; and

3. Public products circuits, or if not available, the FAA 604 Data Circuit.

C. The forecast facility shall have access to the NWS charts and model output through weather service radars. The Vendor {Contractor} shall have a weather analysis computer system capable of providing an accurate and timely weather forecast.

COMMUNICATION PLAN

The Vendor {Contractor} shall provide all forecast information in a variety of communication mediums to ensure that NJDOT receives forecast information in the manner and timeframes specified.

A. The Vendor {Contractor} shall provide both weather forecast and observation data in netCDF (network Common Data Form) format to the NJDOT’s Maintenance Decision Support System (MDSS);

Note: Information about NetCDF can be found at this Web address: https://www.unidata.ucar.edu/software/netcdf/.

B. The Vendor {Contractor} shall provide all forecasts and special advisories via both fax at 609-588-2511 to the Central Dispatch Unit (CDU) and via e-mail to addresses to be determined by the NJDOT upon award;

C. The Vendor {Contractor} shall establish a toll-free telephone number (800, 866, or 888), which shall be made available to NJDOT personnel for use as needed; and

D. In cases of severe or adverse weather conditions, the Vendor {Contractor} shall verify that faxes and e-mails were received with follow-up telephone calls to the CDU Supervisor. The NJDOT reserves the right to change notification procedures as necessary throughout the term of the Blanket P.O.

The State Contract Manager (SCM) will provide the Vendor {Contractor} with contact information such as names, e-mail addresses, and telephone and fax numbers upon the effective date of this Blanket P.O.

INTERNET SERVICES

The Vendor {Contractor} shall develop and maintain a password-protected online Internet website to provide real-time weather information and forecasts to NJDOT personnel.

A. The service shall include the monitoring of temperature, humidity, and storms such as but not limited to rain, snow, hail, wind (including speed, gusts, and direction), heat, fog, and any type of weather condition that could potentially affect the transportation industry;

B. Access to the complete NWS family of service data, domestic data service, public products service, and hourly color satellite imagery and radar imagery shall be included within the website;

C. Website capabilities shall include:

1. Password protection;

2. Display of satellite and radar imagery of national and local radars;

3. Scaling ability (zoom in/out, directional movement) for satellite radar imagery;

4. Time-lapse animation of satellite and radar imagery;

5. Continuous updates of live regional composite radar;

6. Locally generated base maps of New Jersey regions, sub-regions, divisions, and districts overlain with enhanced radar display;

7. Data requests in a customized subset as defined in written request by NJDOT;

8. The latest two (2) routine service forecasts;

9. Two (2) snow/ice alerts – current and previous;

10. Latest pavement forecasts for all NJDOT specified sites (during the winter season only);

11. Precipitation timing map in three (3) hour increments – showing start and end times of snow/ice;

12. Snow accumulation map in three (3) hour increments – showing snow accumulations predicted; and

13. Radar forecasts for the next 24 hours (rolling/moving 24 hours).

D. Internet service shall have the capability to support 75 concurrent-use licenses.

CONTINGENCY PLAN OF OPERATION

The Vendor {Contractor} shall furnish to the SCM, within five (5) business days of Blanket P.O. award, a plan of contingence to be deployed should its operating facility be affected by a fire, flood, natural disaster, power outage, or any other circumstance which would render the facility inoperable. The Vendor’s {Contractor’s} contingency plan must ensure that all of the resources/equipment it utilizes for this Blanket P.O. will be fully operational within 24 hours.

The SCM reserves the right to reject the Vendor’s {Contractor’s} submitted contingency plan and require changes to the plan prior to re-submittal.

TRAINING

The Vendor {Contractor} shall develop and perform an annual instructional class focusing on general weather information, forecaster terminology, and understanding forecasts for NJDOT.

A. At least three (3) weeks prior to the first (1st) class, the Vendor {Contractor} shall submit a course outline and copies of course-related handouts for approval by the SCM. The SCM reserves the right to reject the submitted training material and require changes prior to re-submittal;

B. Classes shall take place in each of the NJDOT’s three (3) regions:

1. North Region – 200 Stierli Court, Mt. Arlington, NJ 07856-1322;

2. Central Region – 1035 Parkway Avenue, Trenton, NJ 08625; and

3. South Region – 1 Executive Campus, Route 70 West, Cherry Hill, NJ 08002.

C. The instructional class shall be conducted by a qualified forecaster supplied by the Vendor {Contractor}, subject to SCM approval, and cover topics including, but not limited to:

1. Use and interpretation of real time pavement information;

2. Procedures for retrieval of real time, forecast, and other weather data;

3. The use and interpretation of weather radar information;

4. Typical winter weather patterns affecting the State of New Jersey; and

5. Hands-on training using devices currently in use for the retrieval of weather information by NJDOT personnel.

D. The class shall be a minimum of one (1) hour in length and be conducted annually during the term of the Blanket P.O. in each of the three (3) regions. Exact dates and times shall be determined by the Vendor {Contractor} in conjunction with the SCM, and shall be subject to SCM final approval. The SCM may request additional training sessions, and they shall be available upon request at a per session cost.

routine weather service

The Vendor {Contractor} shall maintain an archived compilation of all forecasts provided to NJDOT under this Blanket P.O.

A. The file of compiled forecasts shall be provided to the SCM in PDF file format on a monthly basis within 30 calendar days from the end of the preceding month; and

B. An annual snowfall summary shall be provided by the Vendor {Contractor} on an 8 ½” x 11” map of the State at the conclusion of each winter season, but no later than May 15th of each year.

Once DAILY forecast - MAY 1st through SEPTEMBER 30th

The Vendor {Contractor} shall develop and transmit one (1) detailed weather forecast for each of the three (3) NJDOT regions to NJDOT every calendar day at 0700 hours beginning May 1st and ending September 30th of each year (Once Daily Forecast).

A. The Vendor {Contractor} shall provide the Once Daily Forecast in the format provided in Exhibit #1 - Routine Weather Information Daily Forecast Format;

B. The Forecaster Comments shall precede all forecasts and notifications;

C. The Once Daily Forecast shall provide expected weather conditions for the following 36-hour period and include:

1. Weather forecasts;

2. Map summary;

3. Air temperatures (Fahrenheit);

4. Wind direction and speed;

5. Precipitation type and amounts; and

6. Any other additional pertinent information.

D. The Once Daily Forecast shall also include a five (5) day extended forecast consisting of a general summary of expected conditions along with statewide temperature ranges and anticipated precipitation type and amounts. The Vendor {Contractor} shall also provide forecast information at the sub-regional level upon request by NJDOT.

TWICE DAILY forecast - OCTOBER 1st through APRIL 30th

During the period from October 1st through April 30th of each year, the Vendor {Contractor} shall develop and transmit a detailed weather forecast for each of the three (3) regions to NJDOT every calendar day, seven (7) days per week, twice daily, at 0700 hours and at 1400 hours (Twice Daily Forecast).

A. The Vendor {Contractor} shall provide the Twice Daily Forecast in the format provided in Exhibit #1 - Routine Weather Information Daily Forecast Format;

B. The Forecaster Comments shall precede all forecasts and notifications;

C. The Twice Daily Forecast shall provide expected weather conditions for the following 36-hour period and include:

1. Weather forecasts;

2. Map summary;

3. Probability of precipitation;

4. Air temperatures (Fahrenheit);

5. Wind direction and speed;

6. Precipitation type and amounts;

7. Other additional pertinent information;

8. Probability of accumulating snow or ice;

9. Probability of two (2) inches or more of accumulating snow; and

10. Probability of four (4) inches or more of accumulating snow.

D. The Twice Daily Forecast shall also include a five (5) day extended forecast consisting of a general summary of expected conditions along with statewide temperature ranges and anticipated precipitation type and amounts. The Vendor {Contractor} shall also provide forecast information at the sub-regional level upon request by NJDOT.

IMPENDING HAZARDOUS WEATHER/STORM-EVENT special FORECAST

The Vendor {Contractor} shall provide and transmit to NJDOT special forecasts any time snow, ice, or hazardous weather conditions are included in either a Once Daily or Twice Daily Forecast.

The special forecast shall be issued as a separate forecast and not in conjunction with the Once Daily or Twice Daily Forecast. It shall be provided using the format specified by Exhibit #2 - Special Weather Forecast Format. The Forecaster Comments shall precede all forecasts and notifications.

A. The special forecast information shall be provided by region and sub-region and shall include the following:

1. The starting time of the storm and duration;

2. Precipitation, expected severity, accumulations, and other pertinent descriptions;

3. Air temperatures (Fahrenheit) expected up to and during the storm at three (3) hour intervals;

4. Wind velocity and direction;

5. If snow, indicate type (wet/dry), intensity (light, moderate, heavy), intensity per hour in inches, accumulation expected, chance of drifting, and the probabilities of more than two (2) inches and more than four (4) inches;

6. Anticipated pavement conditions;

7. If other precipitation, specify the type and changeover;

8. Humidity conditions;

9. Dew point;

10. Rain/snow line;

11. Any anticipated special problems; and

12. Special statement must include the probability expressed in a percentage (%) of accumulating snow.

special advisories

The Vendor {Contractor} shall provide special advisories to the NJDOT for any pending adverse weather conditions. The Forecaster Comments shall precede all forecasts and notifications.

A. Adverse weather conditions resulting in a special advisory shall include the following:

1. Heavy rains;

2. Severe thunderstorms;

3. Flooding;

4. Hurricanes and tropical storms;

5. Tornado;

6. High winds;

7. Adverse pavement conditions (i.e. black ice, frost, etc.); and

8. Fog with poor visibility.

B. The information provided for these conditions shall include the following:

1. General conditions;

2. Precipitation, amounts, intensity;

3. Wind conditions;

4. Estimated starting and ending times; and

5. Roadway and air temperatures for any adverse pavement conditions.

WINTER WEATHER EVENT UPDATES

The Vendor {Contractor} shall provide and transmit to NJDOT winter weather event updates any time a special forecast, alert, or advisory is issued from October 1st through April 30th. Additionally, the SCM reserves the right to require the Vendor {Contractor} to provide updates in accordance with Bid Solicitation Section 3.7, subsections included, for an event occurring during May 1st to September 30th, if deemed necessary by the SCM. The Forecaster Comments shall precede all forecasts and notifications.

A. Upon issuance of a special forecast, alert or advisory, the Vendor {Contractor} shall provide updated forecasts to NJDOT during the event as follows:

1. At the following intervals - Eastern Standard Times: 0100, 0400, 0700, 0930, 1300, 1600, 1900, and 2130 hours; and

2. As necessitated due to significant changes in the forecast.

B. The Vendor {Contractor} shall provide updates using the format presented in Exhibit #2 and shall include the following:

1. General storm conditions;

2. Duration of storm;

3. Type and amount of expected precipitation. If snow, indicate (wet/dry) intensity (light, moderate, heavy), intensity per hour in inches, total accumulation expected and probabilities of more than two (2) inches and more than four (4) inches;

4. Times of critical changeovers in precipitation;

5. Air temperatures (Fahrenheit), current and expected;

6. Wind velocity and direction;

7. Additional accumulations expected and probability;

8. Estimated times of when icing or freezing conditions are expected on Viaducts or bridge decks;

9. When necessary, humidity factors and fog conditions;

10. Rain/snow line;

11. Any anticipated special problems; and

12. Any additional information required by NJDOT.

C. All information shall be provided for each region and sub-region. All forecasts, updates, alerts, or warnings shall contain complete…