T1128 EQA 9.28.26 clean~6.docx

MIKIE SHERRILL

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

AARON BINDER

State Treasurer

AMY F. DAVIS, ESQ.

Acting Director https://www.njstart.gov

September 28, 2026

To: All Interested Bidders

Re: Bid Solicitation # 27DPP01340 T1128 - Record Storage and Retrieval (Division of Revenue and Enterprise Services (DORES), Records Management Services (RMS))

Quote Submission Due Date: October 14, 2026 (2:00 p.m. Eastern Time)

Bid Amendment #2

The following constitutes Bid Amendment #2 to the above referenced Bid Solicitation:

· This Bid Amendment includes revisions to the Bid Solicitation document. Please note that for all additions, deletions, clarifications and modifications to the Bid Solicitation, please refer to the Revised Bid Solicitation titled “T1128 Revised Bid Solicitation 9.28.2026”, and hereafter referred to in this document as the “Revised Bid Solicitation”; and

· Answers to questions.

It is the sole responsibility of the 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 # 27DPP01340 T1128 - Record Storage and Retrieval (Division of Revenue and Enterprise Services (DORES), Records Management Services (RMS))

Significant Revisions

(Note: There are additional grammatical revisions on the Revised Bid Solicitation accompanying this Amendment)

Section Reference Revision

Contract Amount Please be advised that language in Bid Solicitation Section 1.3, Contract Amount, has been revised, with the following language removed and replaced presented in red:

“The Any estimated amount of the Contract, if stated, shall not be construed as either the maximum or minimum amount which the State shall be obliged to order.”

Please refer to the Bid Solicitation titled “T1128 Revised Bid Solicitation 9.28.2026”

Section 3.11

Bidder Additional Terms Submitted with the Quote Please be advised that language in Bid Solicitation Section 3.11, Bidder Additional Terms Submitted With The Quote, has been deleted and replaced with the following:

"For purposes of this section, the phrase "Solicitation Requirements" means the scope of work required in this Bid Solicitation, the terms and conditions of this Bid Solicitation, and the State of New Jersey Standard Terms and Conditions.

A Bidder may submit additional terms as part of its Quote. "Additional terms" are Bidder-proposed terms or conditions that do not conflict with the Solicitation Requirements. Quotes that include non-conflicting additional terms may be accepted, rejected, or negotiated, in whole or in part, at the State's sole discretion.

A Bidder may not include in its Quote any proposed term or condition that conflicts with the Solicitation Requirements. This includes exceptions or modifications submitted as part of the Quote or through the "Terms and Conditions" Tab in NJSTART. A Quote containing conflicting terms or conditions will be deemed non-responsive.

If a Bidder wishes to propose a term or condition that conflicts with the Solicitation Requirements, the Bidder must raise it before Quote submission through the electronic question and answer procedure. Conflicting terms will be considered only if submitted and agreed to through that procedure. It is the Bidder's responsibility to identify and resolve or remove any conflicting terms prior to submitting its Quote."

Please refer to the Bid Solicitation titled “T1128 Revised Bid Solicitation 9.28.2026

Indexing Please be advised that language in Bid Solicitation Section 4.3, Indexing, has been modified with the following language presented in red:

“The Contractor is responsible for establishing and maintaining a computerized indexing system for storage and retrieval of records stored at a storage facility. The Contractor is responsible for providing a detailed outline of the training program and train the Using Agency in the proper use of the index system and the index data elements that apply to that Using Agencies account. The Contractor's computerized index system must be available for use by the Using Agencies. The State also requires that the computerized indexing system be web-enabled with the ability for the Using Agencies to access remotely, and have adequate security. The Contractor must provide Using Agencies and State Contract Manager with 24/7 access to the information about their records over the Internet.

Each storage box must be indexed at the box level and retrievable in whole using the index information. The Contractor's computerized index system must include, at a minimum, fields for each of the following data elements for each box as well as capturing legacy box numbers from previous Contractor. The Contractor’s computerized system must include, but not be limited to:

A. The Contractor's identification number;

B. State Assigned Agency Number (up to 10 digits);

C. Records schedule number;

D. Records series number;

E. Records series title;

F. Department (up to 15 digits-alpha);

G. Division (up to 15 digits-alpha);

H. Bureau or Unit (up to 15 digits-alpha);

I. Contact person;

J. Contact telephone number;

K. Storage location;

L. Access restriction;

M. Originating State Agency box number;

N. Description of contents (year, range, etc.);

O. Disposition (recycle, shred, transfer to archives);

P. Date of disposition; and Q. Legacy box number (recording of bar code labels from past vendors).

For the Price Lines indicated, the Contractor must also be able to provide computerized indexing at the folder/box level within a storage box. This second level of indexing shall be available to Using Agencies on an as-needed basis. If the Using Agency selects this option, each folder/box must be completely indexed and retrieved in whole, using the index information, without requiring retrieval of the entire box. If the Using Agency requests retrieval of a folder/box from a storage box, all the remaining contents of the storage box must also be available at the Contractor's facility to an authorized Using Agency.

Note: Indexing, as required by this Bid Solicitation, includes, but is not limited to, box indexing, file indexing, and barcode capturing.”

Please refer to the Bid Solicitation titled “T1128 Revised Bid Solicitation 9.28.2026

On-Site Review and Transmission of Stored Materials During Emergency Hours (After Normal Business Hours) Please be advised that language in Bid Solicitation Section 4.8, On-Site Review and Transmission of Stored Materials During Emergency Hours (After Normal Business Hours), has been modified with the following language presented in red:

“The Contractor shall provide on-site review of State materials stored at the Contractor's facility during emergency hours, within four (4) hours of receipt of such request. The Contractor shall retrieve the materials to be reviewed. All viewing rooms must include or have within close proximity a telephone, photocopier and electronic transfer services, as well as access to restrooms.

The Contractor shall not charge any additional fees, other than the standard record retrieval fees, for on-site review of records.

The Contractor shall provide to the Using Agency a maximum of ten (10) photocopies (single sided) and/or electronic transfer transmissions per emergency visit without additional charge. The Contractor shall provide Scan on Request (SOR) copies via electronic mail to and upon request of the SCM or requesting Using Agency. All fees for photocopies and electronic transfer transmissions beyond that amount for each emergency visit shall be in accordance with awarded price lines.”

Privacy Please be advised that the link provided in section 6.7, Privacy, has been deleted and replaced with the following.

https://www.cyber.nj.gov/grants-and-resources/state-resources/statewide-information-security-manual-

Please refer to the Bid Solicitation titled “T1128 Revised Bid Solicitation 9.28.2026

State's Right to Inspect Bidder's Facilities Please be advised that the title of Bid Solicitation Section 8.7, State's Right to Inspect Bidder's Facilities', has been revised to read as 'State's Right to Inspect Bidder's Facilities and Equipment'.

Additionally, please be advised that the following language has been adjusted within Bid Solicitation Section 8.7 with the added language presented in red:

"The State reserves the right to inspect the Bidder’s establishment before making an award, for the purposes of ascertaining whether the Bidder has the necessary facilities and equipment for performing the Contract."

Please refer to the Bid Solicitation titled “T1128 Revised Bid Solicitation 9.28.2026

Contract-Specific Definitions Please be advised that Bid Solicitation Section 9.3, Contract-Specific Definitions, has been modified with the added term in red:

Scan on Request (SOR) - Is a service where physical records or library materials are digitized only when a user requests them.

Please refer to the Bid Solicitation titled “T1128 Revised Bid Solicitation 9.28.2026

Bid Solicitation # 27DPP01340 T1128 - Record Storage and Retrieval (Division of Revenue and Enterprise Services (DORES), Records Management Services (RMS))

Answers to Questions Note: Some of the questions have been paraphrased in the interest of readability and clarity. Each question references the appropriate Bid Solicitation section.

Where applicable, each question references the appropriate Bid Solicitation section.

Section Reference Question (Bolded) and Answer

Please be advised that all Quotes shall be submitted electronically through NJSTART.

Yes. Prior to the Quote Opening Deadline, a 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 Bidder fails to attach a required form or attaches a blank form. To review a submitted Quote, a 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.

Bidders are encouraged to begin preparing their bid weeks ahead of the due date. Bidders are also urged to check their NJSTART profile promptly to confirm that their account is accessible and that all forms are current. Access to the NJSTART profile is required to submit a Quote.

The Division anticipates that it may take up to two weeks to process a Bidder’s request for access to their NJSTART profile from the date the request is submitted. Vendors needing help to access their company’s NJSTART profile/account should use the following link: NJSTART Vendor Support Portal at https://njservices.service-now.com/spnjstart?id=njstart_sc_category&sys_id=5f2e921f9726de502073bc67f053af74&catalog_id=-1&spa=1.

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As stated in Revised Bid Solicitation Section 2.2, Exceptions to the State of NJ Standard Terms and Conditions (SSTC): “Questions regarding the State of New Jersey Standard Terms and Conditions and exceptions to mandatory requirements MUST be posed during the Electronic Question and Answer period and shall contain the Bidder’s suggested changes and the reason(s) for the suggested change(s).” Moreover, as stated in Revised Bid Solicitation Section 3.11, Bidder Additional Terms Submitted with Quote, Bidder proposed terms or conditions that conflict with those contained in the Bid Solicitation, the terms and conditions of this Bid Solicitation, or State of New Jersey Standard Terms and Conditions will render a Quote non-responsive.

Contract Schedule Q. Are Bidders required to submit a draft Contract Schedule?

A. Yes, Bidders are required to include a draft Contract Schedule with their Quote submission. Failure to provide a draft Contract Schedule may result in the Quote being deemed non-responsive.

Please refer to Section 3.27, Contract Schedule, of the Revised Bid Solicitation, which states:

“The Bidder shall include a draft Contract schedule. If key dates are a part of this Bid Solicitation, the Bidder’s schedule should incorporate such key dates and should identify the completion date for each task and sub-task required by the Scope of Work. Such schedule should also identify the associated deliverable item(s) to be submitted as evidence of completion of each task and/or subtask.”

State-Supplied Price Sheet Instructions Q. Could you provide clarification on Price Line #10 on the State Supplied Price Sheet (SSPS). For example, is this in reference to a ''pallet swap'' between Contractors?

A. No, Price Line #10 does not pertain to a “pallet swap” between Contractors. Instead, it specifies that the State will be reimbursed or credited for any pallet that is returned or exchanged for a serviceable pallet of the same size.

Additional clarification can be found in Section 4.11.2, Credit, of the Revised Bid Solicitation, which states:

“The State shall receive a credit for the return of or exchange for a like-sized serviceable pallet, in accordance with Price Line 10.”

State-Supplied Price Sheet Instructions Q. Could you provide clarification on Price Line #11 on the State Supplied Price Sheet (SSPS). Is this charge applicable in the event of Contract termination, or is it included as part of the regular service offerings?

A. No, Price Line #11 does not pertain to Contract termination. The Price Line refers to removal of boxes for bulk transportation, which is part of regular service offerings as required by the Revised Bid Solicitation, Section 4.11, Removal of Large Quantities of Storage, which states, in pertinent part:

“The Contractor shall provide bulk removal services for larger volumes of State material. Bulk removal services are in addition to the general unit removal activity described in this section, including removal to a State-owned facility at the discretion of the State Contract Manager or to a new Contractor’s facility at the end of the Contract. Bulk removal services include, but are not limited to, providing the pallet, stacking the boxes on the pallet, shrink wrapping, and preparing the shipping manifests.”

State-Supplied Price Sheet Instructions Q. If reimbursements of permanent removal fees are required, do you want a price for both reimbursement and for non-reimbursement?

A. No, reimbursements of permanent removal fees are not required and are not applicable to this Bid Solicitation.

State-Supplied Price Sheet Instructions Q. What is permanent removal out charge per cubic foot?

A. There is no removal out charge under this Bid Solicitation.

Location and Service Area Q. Which agencies and what locations are to be serviced?

A. Services shall be provided for the Division of Revenue and Enterprise Service (DORES), Records Management Services (RMS), all State Using Agencies, and Cooperative Purchasing Participants across the State of New Jersey, as required by Section 4.1, Location and Service Area, of the Revised Bid Solicitation, which states, in pertinent part:

“The Contractor's facilities must have the ability to provide storage services to all Using Agencies in the State of New Jersey. Off-site storage requirements are established on an as-needed basis. The Contractor must provide the full range of services described in the Scope of Work for any State of New Jersey Using Agency.”

Storage Building Requirements Q. Are all boxes located in the State of NJ?

A. Yes, all boxes are located within the State of New Jersey.

Storage Building Requirements Q. What is the total cubic feet of inventory?

A. There is approximately 1,472,354 cubic feet of inventory. The State makes no guarantee of inventory by cubic feet, and this number is an estimate only.

Storage Building Requirements Q. What was the average amount of boxes requested in a delivery?

A. On average, twenty (20) boxes are requested per delivery. However, the State makes no guarantee of a daily minimum or maximum quantity of boxes that the SCM or Using Agencies can request for each delivery.

Storage Building Requirements Q. How many deliveries were made per year?

A. The approximate number of deliveries per year, from 2023 to 2025, is as follows:

· 2023: 4,803 boxes;

· 2024: 5,321 boxes; and

· 2025: 5,081 boxes.

Note: The State does not guarantee a daily minimum or maximum quantity for any commodity. These annual volumes are only estimates.

Storage Building Requirements Q. How many pickups were made per year?

A. The approximate number of pickups per year, from 2023 to 2025, is as follows:

· 2023: 4,803 boxes;

· 2024: 5,321 boxes; and

· 2025: 5,081 boxes.

Note: The State does not guarantee a daily minimum or maximum quantity for any commodity. These annual volumes are only estimates.

Indexing Q. For the one-time charge for file indexing, could you specify how many fields need to be captured?

A. In accordance with Section 4.3, Indexing, of the Revised Bid Solicitation, the Contractor’s computerized system must include, but not be limited to, the following fields for file indexing:

See Section 4.3 of the Revised Bid Solicitation for additional information.

Indexing Q 1. Can you clarify what is being indexed in this request? Is it the box indexing or file indexing, or simply the barcode capturing?

A1. Indexing, as required by Section 4.3, Indexing, of the Revised Bid Solicitation, includes, but is not limited to, box indexing, file indexing, and barcode capturing.

Q2. If it is box indexing of the descriptive information on the box, how many fields in general would be required?

A2. See the answer to question #16 for all required indexing fields.

On-Site Review and Transmission of Stored Materials During Normal Business Hours

Q. Can we provide digital files via Scan on Request (SOR) as a delivery option?

A. Yes. Scan on Request (SOR) can be provided as a delivery option. Please refer to Section 4.8, On-Site Review and Transmission of Stored Materials During Normal Business Hours, of the Revised Bid Solicitation, which states, in pertinent part that:

“The Contractor shall provide to the Using Agency a maximum of ten (10) photocopies (single sided) and/or electronic transfer transmissions per emergency visit without additional charge. The Contractor shall provide Scan on Request (SOR) copies via electronic mail to and upon request of the SCM or requesting Using Agency.”

Initial Transfer Cost Q. What is the release rate (how many Cubic Feet) will be released by incumbent to new vendor and at what frequency?

A. The State is unable to provide the release rate in cubic feet in which inventory will be released from the incumbent to the newly awarded Contractor. However, the incumbent is expected to release approximately two thousand (2,000) boxes per month to the newly awarded Contractor. The State Contract Manager (SCM)/Using Agency representative will provide the specific batches and release sequence from the incumbent to the newly awarded Contractor, as specified in Section 4.12, Initial Transfer Cost, of the Revised Bid Solicitation which states:

“Boxes shall be removed from the incumbent on the expiring Contract facility in batches, by Using Agency sequence and transferred to the new Contractor. Within each batch, fifteen (15) or more records center boxes shall be palletized and shrink-wrapped, with no more than forty (40) boxes on a pallet. Within each batch, ten (10) or more Transfile Boxes shall be palletized and shrink-wrapped, with no more than twenty-five (25) boxes on a pallet.”

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