T1243 Bid Amendment 3 12.18.20~5.docx

PHILIP D. MURPHY

Governor State of New Jersey

DEPARTMENT OF THE TREASURY

DIVISION OF PURCHASE AND PROPERTY

PROCUREMENT BUREAU

33 WEST STATE STREET

P. O. BOX 230

TRENTON, NEW JERSEY 08625-0230

ELIZABETH MAHER MUOIO

State Treasurer

SHEILA Y. OLIVER

Lt. Governor

MAURICE A. GRIFFIN

Acting Director https://www.njstart.gov

December 18, 2020

To: All Interested Vendors {Bidders}

Re: Bid Solicitation # 20DPP00554 T1243 – Food Service for The NJ National Guard Training Center, Sea Girt

Previous Quote Submission Due Date: December 23, 2020 (2:00 p.m. Eastern Time) Quote Submission Due Date: January 6, 2021 (2:00 p.m. Eastern Time)

Bid Amendment #3

The following constitutes Bid Amendment #3 to the above referenced Bid Solicitation:

· This Bid Amendment includes answers to questions;

· The inclusion of Attachment #4: Sample Menu;

· A Revised State-Supplied Price Sheet, titled “T1243 REVISED State-Supplied Price Sheet 12.18.20”, has been included as part of this Bid Amendment. The Vendor {Bidder} MUST submit this Revised State-Supplied Price Sheet with its Quote;

· In order to provide uniformity to similar price lines and to avoid possible confusion, this Revised State-Supplied Price Sheet revises the Unit of Measure from “Each” to “Per Person” for the following price lines: 1, 2, 3, 4, 6, and 15; and

· Estimated 3-Year Quantities have been revised as part of this Revised State-Supplied Price Sheet for the following price lines: 2, 3, 4, 7, 9, 10, and 11.

· Please note that for all additions, deletions, clarifications and modifications to the Bid Solicitation, please refer to the Revised Bid Solicitation titled, “T1243 REVISED Bid Solicitation 12.18.20”.

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 #20DPP00554 T1243 – Food Service for The NJ National Guard Training Center, Sea Girt

Answers to Questions

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

Section Reference Question (Bolded) and Answer

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

The estimated number of cash sales for visitors (walk-ins) in 2018 and 2019 were:

2018: 302 sales; and 2019: 624 sales.

For general daily meal counts, please refer to Question and Answer #31. For all other catering and cash sales, see below.

VIP reception, beverages (coffee), or continental breakfast are paid by the Department either by credit card, Purchase Order, or part of a monthly invoice.

The below numbers are estimates per year:

Holiday meals: Approximately two (2) events per year with 475 total attendees.

Beverage setup: Approximately 45 events per year (each setup serves 50 people);

Continental Breakfast: Approximately 8 events per year (each setup serves 20 people); and

VIP Reception Approximately 4 events per year (each setup serves 25 people).

Please note these figures are only estimates and are subject to change.

Minimum caloric counts per meal shall follow USDA and FDA guidelines, as applicable.

Meals and special events are paid by the Using Agencies each month by purchase order or State P-card. Please refer to Revised Bid Solicitation Section 3.1, General Requirements.

Walk-ins pay for meals in-person via cash or credit cards.

Each person shall receive one complete (1) meal. Second portions shall not be allocated.

The previous Blanket P.O. for the subject services expired on October 15, 2019. Pricing from that Blanket P.O. is detailed below. Pricing is per meal/person unless indicated otherwise (such as Coffee Set-Up).

· Breakfast: $2.75;

· Lunch: $4.80;

· Dinner: $4.80;

· Snack: $1.25;

· Continental Breakfast: $1.60;

· Coffee Set-Up (50 Cups): $4.85;

· VIP Reception: $6.50;

· Warming/Cooling Beverage: $0.95;

· Holiday Meal: $6.20;

· Picnic Meal: $4.30;

· Box Lunch On-Site Pick-up: $6.02;

· Box Lunch Off-Site Pick-up: $6.02;

· NJNG Youth Camp Breakfast: $2.75;

· NJNG Youth Camp Lunch: $4.80;

· NJNG Youth Camp Dinner: $4.80; and

· NJNG Youth Camp Snack: $1.25.

Pricing information for the previous Blanket P.O. can be found on www.njstart.gov by following the instructions detailed in Bid Solicitation Section 1.2, Background.

It is noted that due to significant renovations to the dining facility, the State has been procuring meal services via alternative methods since the expiration of the previous Blanket P.O. Pricing for these alternative meal services are not analogous to the subject services due to significant changes in scope and responsibilities of services.

When a Vendor {Bidder} chooses to upload Quote documents it is at the Vendor’s {Bidder’s} discretion. All Quotes must be submitted by 2:00PM EST on the Quote Submission Due Date.

The previous term contract expired on October 15, 2019. Per meal pricing under that Blanket P.O. is as follows:

Breakfast: $2.75;

Lunch: $4.80; and Dinner $4.80.

As specified by Bid Solicitation Section 1.2, Background, the subject Bid Solicitation is a reprocurement of services under Food Services for the NJ National Guard Training Center, Sea Girt, which expired on October 15, 2019. Vendors {Bidders} interested in the previous Blanket P.O. specifications and pricing information may review the previous Blanket P.O. T-1243 at www.njstart.gov by following these steps:

Go to: www.njstart.gov Select “Contract & Bid Search” Select “Contracts/Blankets” Under “Contract/Blanket Description” type in T1243 Check the box for “Include Expired” 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. Vendors {Bidders} should not rely upon or use data from the prior Blanket P.O.

If you are still unable to access the previous Blanket P.O., please contact NJSTART Vendor Support at njstart@treas.nj.gov.

Answers to Vendor {Bidder} questions are included as part of this Bid Amendment.

A list of firms identified as attendees for the Optional Site Visits was posted as part of Bid Amendment #1. The following Optional Site Visits were conducted in accordance with Bid Solicitation Section 1.3.4, Optional Site Visit:

· Whitsons Culinary Group – October 27, 2020;

· Food and Beverage – November 4, 2020;

· GKM – November 4, 2020;

· Lessings Hospitality Group – November 9, 2020; and

· Dining Partnership Group, LLC – November 10, 2020.

A list of firms identified as attendees for the Optional Pre-Quote Conference was posted as part of Bid Amendment #1. The following firms were identified as attendees for the Optional Pre-Quote Conference:

· Acorn Services Inc.;

· Food and Beverage Associates of NJ;

· Genuine Foods;

· Lessing Food Service Management; and

· Whitsons Culinary Group.

This Bid Solicitation does not require a nutritionist and/or a balanced menu approved by a nutritionist. Please refer to the Bid Solicitation Section 3.0, Scope of Work, for all specified requirements related to the Scope of Work.

The Department of Military and Veteran Affairs (DMAVA) is not currently anticipating rearranging the dining facility’s layout. In an effort to mitigate COVID-19 hazards, the self-service salad bar will be suspended during the pandemic. Individual salads shall be prepared, wrapped, and placed in the serving line. Self-serve beverage stations shall continue to be utilized during the COVID-19 pandemic.

A. Daily meal counts shall be communicated by DMAVA and other Using Agencies during the Dining Facility Committee monthly meetings. Please refer to Question and Answer #31, #32, and #35 for additional information regarding daily meal counts estimates.

B. The Vendor {Contractor} and each Using Agency utilizing the services shall track daily meal counts. The Vendor {Contractor} will invoice the agencies on a monthly basis; Using Agencies will verify meal counts and pay approved invoices.

Dining Facility Use Fee A) If the facility gets shut down due to COVID-19, are we still responsible for the rental fee and maintenance of the facility? B) Do you still expect self-service ice and beverage machines during COVID-19?

A) The State does not anticipate the dining facility shutting down. However, should the dining facility be shut down by the State or DMAVA due to COVID-19, or other potential emergency situations, the Vendor {Contractor} shall be credited for the days of the shutdown when services are canceled. Credit shall be calculated at $287.61 per calendar day of shut down. Please refer to Revised Bid Solicitation Section 3.1.1, Dining Facility Use Fee.

B) In the unlikely event of a complete facility shutdown, there shall be no ice or beverage services. Self-service ice and beverage machines shall continue to be utilized during the COVID-19 pandemic, unless directed otherwise.

Dining Facility Use Fee How will the government adjust, prorate the Monthly Use Fee, if the anticipated meals that we are bidding on, as found in the government provided bid document, T1243 State-Supplied Price Sheet, are significantly reduced? a. As an example, that there is a significant Reduction in classes, or class size, due to COVID concerns. b. Or, there is a significant Reduction in classes, or class size, due to other reasons, such as government budgetary concerns.

In an event of the dining facility closure, the Vendor {Contractor} shall be credited for the days of the shutdown when services are canceled. Credit shall be calculated at $287.61 per calendar day of shut down. Please refer to Revised Bid Solicitation Section 3.1.1, Dining Facility Use Fee.

In an event of service reduction due to a small class size, or meal preparation, service shall continue. The State Contract Manager will be in direct and constant communication with the Vendor {Contractor} as a precaution to the adjustment of food service. There shall be no reduction in the usage fee for reduced meal counts.

Note: This question has been paraphrased in the interest of readability and clarity.

Dining Facility Use Fee Will the annual use fee of $105,000.00 be adjusted in the event the use of the NJNG Training Center is reduced or limited as a result of the ongoing pandemic or loss of outside agency participation?

Please refer to the Question and Answer #18 and #19.

Dining Facility Use Fee If there is a suspension of service will we have to remove items, and will we still be responsible for rental fee? (Pre-Quote Conference)

The Vendor {Contractor} is not required to remove items from the dining facility in an event of suspension of service. Please refer to Question and Answer #18 and #19 regarding the use fee during a suspension of service.

Please refer to Question and Answer #18 and #19.

Dining Facility Use Fee If food services are cancelled for any reason due to COVID-19, is the vendor still expected to pay rent during the shutdown period or does it get deferred until business is resumed?

Please refer to the Question and Answer #18 and #19.

Dinnerware will be provided by the State. Please refer to Revised Bid Solicitation Section 3.2.1, Food Service Items, which states the following:

“With the exception of dinnerware which will be provided by the State, the Vendor {Contractor} shall provide all food and non-food related items for the dining facility including, but not be limited to:

A. Cookware;

1. Pots, pans, and other cooking utensils, etc.;

B. Kitchenware;

C. Beverage dispensers; and

D. Eco-friendly paper products.”

A. The current inventory of food service items is owned by the State and federal government.

B. Service ware is reusable (e.g., metal silverware cleaned and sanitized in a commercial dishwasher).

C. China, glassware and silverware for all meal services will be provided by DMAVA. There is no need for the awarded Vendor {Contractor} to provide these items.

D. Table service is required for VIP reception and continental breakfast at various buildings and served buffet style. Please note table service is not required for general meal service. A serving line is used for regular meal service. Note: there have been no VIP receptions or continental breakfast set-ups during the pandemic.

The State shall provide the initial inventory of plates, silverware, and glassware. The State shall replace items as needed unless the loss is caused by the awarded Vendor’s {Contractor’s} carelessness.

NJNG Drill Weekends – 24 weekends – Average daily meal counts: Breakfast: 168 Lunch: 503 Dinner: 175

NJNG Youth Camp – 7 days per year – Estimated annual totals: Breakfast: 4,965; Lunch: 4,410; and Dinner 4,110 meals.

NJNG Youth Challenge Program – 48 weeks per year (7 days per week). Average daily meals: Breakfast: 160; Lunch: 160; Dinner: 160.

NJSP Trooper Youth Week – 2 weeks per year (5 days per week – no weekends). Average daily meals: Breakfast: 100; Lunch: 100; Dinner: 100.

This Bid Solicitation does not have a specific requirement specifying that the Vendor {Contractor} must display caloric values on menus. However, all applicable federal, State, and local statutes, rules, and regulations must be followed by the Vendor {Contractor}.

Self-bussing shall be done by all diners. In accordance with Section 3.4.1 Meal Service (last sentence), “The Vendor {Contractor} shall be responsible for the bussing/removal of soiled trays and soiled dinnerware if left by diners”. This rarely if ever occurs and the vendor has the right to lodge a complaint with the Dining Facility Committee for resolution should it occur.

In accordance with Section 3.4.1 Meal Service, “The Vendor {Contractor} shall serve meals on a self-bussing basis in dedicated service lines.” The Vendor {Contractor} shall place the food on each tray/plate. Beverages are self-serve.

All estimates are one (1) year totals:

Department of Law and Public Safety (LPS) – Including New Jersey State Police & Juvenile Justice Commission – Two (2) classes per year, each class is six (6) months:

Breakfast: 31,834 meals;

Lunch: 44,807 meals; and Dinner: 32,268 meals.

Department of Corrections (DOC) – Average three (3) classes per year, each class is twelve (12) weeks with classes throughout the year:

Breakfast: 31,500 meals;

Lunch: 45,500 meals; and Dinner: 39,500 meals.

DMAVA – At least one (1) or two (2) weekends per month:

Breakfast: 6,544 meals;

Lunch: 13,964 meals; and Dinner: 7,698 meals.

NJ Youth Camp – One (1) week per year:

Breakfast: 4,965 meals;

Lunch: 4,410 meals; and Dinner 4,110 meals.

Challenge Youth Camp – Two (2) classes per year, each class is five and half months (5 ½):

Breakfast: 29,797 meals;

Lunch: 29,797 meals; and Dinner: 29,797 meals.

Visitors/Walk-Ins (Cash Sales) –

Breakfast: 190 meals;

Lunch 112 meals; and Dinner: 0.

Estimated meals during the weekday: 1,321 meals per day; and Estimated meals during the drill weekend: 846 meals per day.

The number of weekly meals is an estimation and are subject to change. Additional weekend meals vary greatly depending on DOC and LPS recruit classes and Youth Challenge Program participation. These numbers are not available, however, they will be communicated during the monthly Dining Facility Committee meetings in order to give the awarded Vendor {Contractor} advance notice.

Please see the Sample Menu (Attachment #4) example attached as a part of this Bid Amendment.

Be advised that the attached forms are for reference only.

A) If DMAVA determines that self-serve food service of any kind is a COVID-19 risk in accordance with DOH guidance, including State and federal guidelines, then alternate means of providing self-service must be determined, i.e., the Vendor {Contractor} assembling prepared salads. NOTE: the meals are not self-serve, the vendor places the items selected by the person onto the plate.

B) One (1) meal and one (1) salad per person. Second portion of meals shall not be provided.

Holiday meals: Approximately two (2) events per year with 475 total attendees.

Beverage setup: Approximately 45 events per year (each setup serves 50 people);

Continental Breakfast: Approximately eight (8) events per year (each setup serves 20 people); and

VIP Reception Approximately four (4) events per year (each setup serves 25 people).

Please note these figures are only estimates and are subject to change.

In accordance with Section 3.5.2 Facility and Equipment Maintenance, “The Vendor {Contractor} shall maintain the proper working condition and function of all State-supplied equipment through the entire term of the Blanket P.O., including extension.”

In addition, “The Vendor {Contractor} shall provide written notification to the State Contract Manager when an item of a fixture, appliance or furniture requires replacement or removal. It is the responsibility of the State Contract Manager to determine to repair or replace the item(s) upon inspection or declare it as surplus property. All replacement costs shall be the responsibility of the State.”

According to Section 3.10 New Jersey National Guard Training Responsibilities, “It is the responsibility of the Using Agency to perform maintenance or repairs of State-owned fixtures, appliances and furniture. The State Contract Manager shall approve of any maintenance and repairs before they are to commence, the State shall bear these costs.”

SSCT Section 5.11(a-f), Performance Guarantee, does not apply to State-owned equipment utilized by the Vendor {Contractor} as part of its performance of services under this Blanket P.O.

The State does not set a minimum requirement of Vendor {Contractor} staff. Adequate staffing levels should be determined by the Vendor {Contractor}.

Please refer to Revised Bid Solicitation Section 3.6.2, Vendor {Contractor} Staff Security Clearance, as this language has been revised for clarify.

As a condition of employment at any State facility, the Vendor {Contractor} shall ensure that all personnel assigned under this Blanket P.O. are subject to a New Jersey State Police Criminal History Record Background Check (Background Check). Information regarding Background Checks may be found at N.J.A.C. 13:59 and at: http://www.njsp.org/criminal-history-records.

Yes, the State Contract Manager in cooperation with the Vendor {Contractor} has the flexibility to modify performance requirements and reporting requirements to ensure standards are being maintained.

Are vendors required to submit sample menus with their quotes?

The Vendor {Bidder} is not required to submit sample menus to be considered for award. Please refer to Bid Solicitation Section 4.0, Quote Preparation and Submission – Requirements of the Vendor {Bidder}, for all required documents regarding Quote submissions.

The State does not require a 28-day sample menu to be submitted with the Quote submission. Please refer to Bid Solicitation Section 4.0, Quote Preparation and Submission – Requirements of the Vendor {Bidder}, for all required documents regarding Quote submissions.

This was previously corrected as part of Bid Amendment #1. However, a new Revised State-Supplied Price Sheet, titled “T1243 REVISED State-Supplied Price Sheet 12.18.20”, has been included as part of Bid Amendment #3.

The Vendor {Bidder} MUST submit the Revised State-Supplied Price Sheet dated 12.18.20 with its Quote.

Please refer to Question and Answer #42.

Vendors {Bidders} are not required to be a registered Small Business in order to be eligible for Blanket P.O. award. However, this Blanket P.O. is a Small Business Set-Aside for subcontracting only. Please refer to Bid Solicitation Section 4.4.1.6, Small Business and/or Disabled Veterans’ Business Subcontracting Set-Aside Blanket P.O.

Quotes will be evaluated in accordance with Bid Solicitation Section 6.0, Quote Evaluation. Price is not the only factor in the evaluation of Quotes.

As specified by Bid Solicitation Section 6.7, Evaluation Criteria, “Pursuant to N.J.A.C. 17:12-2.7, Quotes will be evaluated either by an Evaluation Committee or by a Division staff member assigned to conduct the procurement. After the evaluation is completed, a recommendation will be made to the Director to award a Blanket P.O. to the responsible Vendor {Bidder} whose Quote, conforming to this Bid Solicitation, is most advantageous to the State, price and other factors considered.”

The New Jersey Prevailing Wage Act is not applicable to this Bid Solicitation per guidance provided by the State’s Department of Labor and Workforce Development. However, Vendors {Bidders} should refer any questions related to the Prevailing Wage Act to the State’s Department of Labor and Workforce Development. https://nj.gov/labor/wagehour/lawregs/prevailing_wage_law.html

Pricing shall be all-inclusive and firm-fixed throughout the Blanket P.O. term. It is recommended that the Vendor {Bidder} factor known future increases to its costs as part of its business decision regarding the pricing submitted as part of this Bid Solicitation.

Please refer to Question and Answer #47.

Please refer to Question and Answer #47.

The Vendor {Contractor} may request a sample invoice from the Using Agency; however, it is at the discretion of the Using Agency whether or not a sample is provided.

Meals invoiced to Using Agencies shall be paid on a monthly basis. The Vendor {Contractor} shall invoice each Using Agency (LPS, DOC, and DMAVA) individually. There are special events such as DMAVA Youth Camp, VIP reception, continental breakfast, etc., that may be invoiced separately by the Vendor {Contractor} to the appropriate Using Agency.

Please refer to Revised Bid Solicitation Section 3.1, General Requirements.

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