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

TAHESHA L. WAY

Lt. Governor

AMY F. DAVIS, ESQ.

Acting Director https://www.njstart.gov

February 1, 2024

To: All Interested Bidders

Re: Bid Solicitation # 23DPP00796 T1426 - Administration of Deficient and Delinquent Tax Accounts

Quote Submission Due Date: February 21, 2024 (2:00 p.m. Eastern Time)

Bid Amendment #5

The following constitutes Bid Amendment #5 to the above referenced Bid Solicitation:

· This Bid Amendment includes:

· Answers to questions;

· An updated forms packet titled “T1426 Attachment 9 Standard Procurement Forms Packet 02-01-24” has been updated on the Attachments tab of this Revised Bid Solicitation in NJSTART, replacing the previous version dated 09-09-23;

· A revised Attachment 6 titled “T1426 Revised Attachment 6 Fingerprinting Guidelines 02-01-24” has been updated on the Attachments tab of this Revised Bid Solicitation in NJSTART, replacing the previous version dated 09-09-23;

· Please note that for all additions, deletions, clarifications and modifications to the Bid Solicitation, please refer to the Revised Bid Solicitation titled “T1426 Revised Bid Solicitation 02-01-24, and hereafter referred to in this document as the “Revised Bid Solicitation”. The additions, deletions, and/or revisions to the following Revised Bid Solicitation Sections are as followed:

· 1.2.1 Deficiency and Delinquency Operations – revised;

· 4.3.1 Access to TAXNET and TULIPS and Tax Information – revised;

· 4.4.1, Office Location and Hours of Operation – revised;

· 4.4.1.3, Access for Taxation Employees – revised;

· 4.5.2.2 Storage of Physical Case Folders – revised;

· 4.5.2.4 Follow-Up on Dun Notice – revised;

· 4.11 Contractor Transition Plan – revised;

· 5.1 Contract Term and Extension Option – revised;

· 5.4 Ownership of Material – revised;

· 5.10 Electronic Payments – revised;

· 6.1 Security Plan – revised;

· 6.25 Threat Management – revised;

· 7.1.1 Professional Liability Insurance – revised;

· 7.1.3 Cyber Breach Insurance – revised;

· 8.7 State’s Right to Inspect Bidder’s Facilities – revised;

· 8.14 Poor Performance – revised;

· 9.1 Crosswalk – revised; and

· 9.2 Definitions – revised.

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 #23DPP00796 T1426 - Administration of Deficient and Delinquent Tax Accounts

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 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 a 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.

No, all Quotes shall be submitted electronically through NJSTART.

Bidders may refer to the Vendor Registration and Submit a Quote Quick Reference Guides for instructions on how to enroll in NJSTART and how to submit an electronic Quote through NJSTART. The Quick Reference Guide entitled Submit a Quote is available here: https://www.state.nj.us/treasury/purchase/njstart/pdf/Create-a-Quote.pdf.

Additionally, to ensure that you have properly submitted the required documents you may also review the Quick Reference Guide entitled How to Review a Submitted Quote which is available here: https://www.state.nj.us/treasury/purchase/njstart/pdf/HowtoReviewaSubmittedQuote.pdf. Answers to Frequently asked Questions and all Quick Reference Guides are located on the NJSTART Vendor Support Page. If further assistance is needed, please email NJSTART Vendor Administration Team at: njstart@treas.nj.gov

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)".

Additionally, as stated in Revised Bid Solicitation Section 3.11 - Bidder Additional Terms Submitted with the Quote:

“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 scope of work required in this Bid Solicitation, the terms and conditions of this Bid Solicitation, or the State of New Jersey Standard Terms and Conditions. Bidder proposed terms or conditions that conflict with those contained in the State of New Jersey Standard Terms and Conditions will render a Quote non-responsive. It is incumbent upon the Bidder to identify and remove its conflicting proposed terms and conditions prior to Quote submission.

Quotes including Bidder proposed additional terms may be accepted, rejected, or negotiated, in whole or in part, at the State’s sole discretion.

If Bidder intends to propose terms and conditions that conflict with the State of New Jersey Standard Terms and Conditions, those Bidder proposed terms and conditions shall only be considered if submitted and agreed to pursuant to the electronic question and answer procedure. Bidders shall not submit exceptions or modifications as part of the Quote or on the “Terms and Conditions” Tab through NJSTART.”

The State declines to provide an evaluation of its current vendor as part of this Question and Answer Period.

The State is unable to provide this information in the manner requested.

As specified by Revised Bid Solicitation Section 1.2.1, Bidders interested in reviewing the current Contract specifications and pricing information may do so by following the instruction below. Bidders should not rely upon or use data or information from the current contract when preparing a response to this Bid Solicitation as this Bid Solicitation addresses the State’s current requirements.

· Go to: www.njstart.gov

· Select “Active Blankets”

· In the search bar, select “Blankets” from the drop down menu

· Enter T1426 and click “”

· The current Contract list will appear under “Results”

The current State Contractor for the subject services is Pioneer Credit Recovery, Inc.

The current State Contractor for the subject services is Pioneer Credit Recovery, Inc.

There will be a one (1) year implementation period, wherein all applicable placements will be transferred to a new Contractor. For additional information, please refer to Revised Bid Solicitation Section 4.4, Contractor – Implementation Period.

The current Contractor has been in place since 2012. Information regarding the Contract can be found in NJSTART. Please reference Revised Bid Solicitation Section 1.2.1, Deficiency and Delinquency Operations for additional information.

The total number of Contractor employees working in the local office space is 207.

Unless specified otherwise, the data provided as part of this Bid Amendment is meant to be informational in nature, and the State makes no representations or guarantee as to such data during any contract term, including any extension(s) thereof.

What estimated or actual dollars were paid last year, last month, or last quarter to any incumbent(s)?

Over the last fiscal year, the average monthly compensation to the Contractor has been $1.25M to 1.5M.

Unless specified otherwise, the data provided as part of this Bid Amendment is meant to be informational in nature, and the State makes no representations or guarantee as to such data during any contract term, including any extension(s) thereof.

Fiscal Year (FY) 2021 # of placements =317,697/value of placements =$893,878,065.00 FY 2022 # of placements =399,978/value of placements =$1,144,363,038.00 FY 2023 # of placements =384,810/value of placements =$1,278,286,785.00

Unless specified otherwise, the data provided as part of this Bid Amendment is meant to be informational in nature, and the State makes no representations or guarantee as to such data during any contract term, including any extension(s) thereof.

The State is unable provide the historical rate of return or liquidation rate and unable to speculate the historical rate of return or liquidation rate.

The State is unable to provide what is anticipated or expected as a result of this procurement.

Please refer to the answer to Question #13 for available data from the three most recent fiscal years.

Fee eligible collection totals for the last 3 fiscal years:

FY 2021 =$106,525,328

FY 2022 =$114,760,059

FY 2023 =$153,062,407

Unless specified otherwise, the data provided as part of this Bid Amendment is meant to be informational in nature, and the State makes no representations or guarantee as to such data during any contract term, including any extension(s) thereof.

No. The $114M is not an annual fee sum earned and paid to the current Contractor. This was the Contractor Fee Eligible Revenues collected. On average, the Contractor was paid a fee based on this collection of $1M to $1.2M per month, or an average of $12M per fiscal year.

Unless specified otherwise, the data provided as part of this Bid Amendment is meant to be informational in nature, and the State makes no representations or guarantee as to such data during any contract term, including any extension(s) thereof.

For Fee Eligible Revenues, the average monthly compensation to the Contractor has been $1M to 1.2M over the last Fiscal Year.

Unless specified otherwise, the data provided as part of this Bid Amendment is meant to be informational in nature, and the State makes no representations or guarantee as to such data during any contract term, including any extension(s) thereof.

Business Accounts = $1,228,731,1007 Individual Accounts = $149,115,255.00

Unless specified otherwise, the data provided as part of this Bid Amendment is meant to be informational in nature, and the State makes no representations or guarantee as to such data during any contract term, including any extension(s) thereof.

Business Accounts = 188,546 Individual Accounts = 109,454

Unless specified otherwise, the data provided as part of this Bid Amendment is meant to be informational in nature, and the State makes no representations or guarantee as to such data during any contract term, including any extension(s) thereof.

Individual Accounts - $1,557.15 Business Accounts - $11,941

Unless specified otherwise, the data provided as part of this Bid Amendment is meant to be informational in nature, and the State makes no representations or guarantee as to such data during any contract term, including any extension(s) thereof.

At the time of placement with the current T1426 Contractor, an account is approximately 150-180 days (5-6 months) post initial bill issuance. Personal Income accounts are approximately 5 months aged vs. Business accounts are approximately 6 months aged.

Unless specified otherwise, the data provided as part of this Bid Amendment is meant to be informational in nature, and the State makes no representations or guarantee as to such data during any contract term, including any extension(s) thereof.

By Fiscal Months

Business Accounts July-Sept =10,661 Oct-Dec =9,613 Jan-Mar =11,572 Apr-Jun =8,722

Individual Accounts July-Sept =9,739 Oct-Dec =20,203 Jan-Mar =38,304 Apr-Jun =17,867

Unless specified otherwise, the data provided as part of this Bid Amendment is meant to be informational in nature, and the State makes no representations or guarantee as to such data during any contract term, including any extension(s) thereof.

By Fiscal Months Business Accounts

Individual Accounts July-Sept =$60,616,180.30 Oct-Dec =$45,993,065.30 Jan-Mar =$66,965,597.94 Apr-Jun =$82,117,852.11

Unless specified otherwise, the data provided as part of this Bid Amendment is meant to be informational in nature, and the State makes no representations or guarantee as to such data during any contract term, including any extension(s) thereof.

No, the Contractor will be expected to file Certificates of Debt (Docketed Judgments) with the Superior Court to secure outstanding debts, where applicable. No further legal action is permitted by the Contractor.

Answers to electronic questions are being provided as part of this Bid Amendment.

The Quote opening date has been previously extended on multiple occasions.

In accordance with Revised Bid Solicitation Section 2.3, Bid Amendments: “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 will become part of this Bid Solicitation and part of any Contract awarded. Bid Amendments will be posted as a file attachment on the “Summary” page of the Bid Solicitation in NJSTART after the cut-off date.”

The date and time of the Quote opening are indicated on Page 1 of this Bid Amendment 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 will be shown on the posted Bid Amendment and on the “Summary” Tab of the Bid Solicitation webpage within NJSTART.

The Contractor will collect as a third party, calling in their own name.

Debt placed with a third party collector is governed by the FDCPA and Regulation F.

The Contractor will be provided access to itemized Schedules of Liabilities, prior and current statement billing dates, account transfer and adjustment dates, payment dates, Judgment dates, and all other account transaction dates.

Yes. A subcontractors is, in accordance with Revised Bid Solicitation Section 9.2, Definitions: “An entity having an arrangement with a Contractor, whereby the Contractor uses the products and/or services of that entity to fulfill some of its obligations under its State Contract, while retaining full responsibility for the performance of all Contractor's obligations under the Contract, including payment to the Subcontractor. The Subcontractor has no legal relationship with the State, only with the Contractor.”

The Bidder is not required to subcontract. In accordance with Revised Bid Solicitation Section 3.13.8, Subcontractor Utilization Plan: “Bidders intending to use Subcontractor(s) shall list all subcontractors on the Subcontractor Utilization Plan.”

If the Bidder intends to subcontract please note that this Bid Solicitation is a Small Business Enterprises and/or Disabled Veterans’ Business Subcontracting Set-Aside Contract. Please see Revised Bid Solicitation Section 3.13.8.1, Small Business Enterprises and/or Disabled Veterans’ Business Subcontracting Set-Aside Contract for additional information.

Bidders are not evaluated and scored simply based on whether or not they choose to subcontract. Rather, Bidders will be evaluated and scored based upon the technical evaluation criteria set forth in Revised Bid Solicitation Section 8.9.1, Technical Evaluation Criteria. Please refer to the answer to Question #32 for information regarding subcontracting.

The Bidder is not required to subcontract. Please refer to the answer to Question #32 for additional information.

There have been no subcontracted services by the current Contractor.

No. In accordance with Revised Bid Solicitation Section, 9.2 Definitions: “Small Business - Pursuant to N.J.S.A. 52:32-19, N.J.A.C. 17:13-1.2, and N.J.A.C. 17:13-2.1, “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 six (6) 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).”

Disabled Veterans’ Business - means a business which has its principal place of business in the State, is independently owned and operated and at least 51% of which is owned and controlled by persons who are disabled veterans or a business which has its principal place of business in this State and has been officially verified by the United States Department of Veterans Affairs as a service disabled veteran-owned business for the purposes of department contracts pursuant to federal law. N.J.S.A. 52:32-31.2.

Please refer to the answer to Question # 36.

There is no specific set-aside goal for this contract.

However, pursuant to Revised Bid Solicitation Section 3.13.8.1, Small Business and/or Disabled Veterans’ Business Subcontracting Set-Aside Contract, if a Bidder intends to subcontract, it must submit a Subcontractor Utilization Plan and make a good faith effort to solicit and hire eligible Small Business and/or Disabled Veterans’ Business Subcontractor where possible.

Set-aside goals are set forth in New Jersey statute and/or regulation. The established goals are for State contracting entities, not Contractors. If a Contractor intends to use a subcontractor to perform work, it should be guided by the instructions set forth in the Bid Solicitation regarding the use of subcontractors.

Revised Bid Solicitation Sections 3.8, Small Business Set-Aside Contracts and Section 3.9, Disabled Veterans’ Business Set-Aside Contract are not applicable to this procurement. These sections, when applicable, refer to set-asides specific to the Bidders, rather than subcontracting set-asides.

Please refer to the answers to Questions #32 and #38, as well as Revised Bid Solicitation Section 3.13.8.1, Small Business and/or Disabled Veterans’ Business Subcontracting Set-Aside Contract.

The State would only consider a party identified on a Bidder's Subcontractor Utilization Plan as a Subcontractor.

A subcontractor is, in accordance with Revised Bid Solicitation Section 9.2, Definitions: “An entity having an arrangement with a Contractor, whereby the Contractor uses the products and/or services of that entity to fulfill some of its obligations under its State Contract, while retaining full responsibility for the performance of all Contractor's obligations under the Contract, including payment to the Subcontractor. The Subcontractor has no legal relationship with the State, only with the Contractor.”

A Contractor is: “The Bidder awarded a Contract resulting from this Bid Solicitation.”

In the example provided, the Division would not consider a vendor providing PC equipment or office equipment to the Contractor as part of its normal business operations to be a subcontractor.

The Bidder should include the level of detail it determines necessary to assist the Evaluation Committee in its review of the Bidder’s Quote. Refer to the answer to Question #42 for additional information.

As part of its Quote, the Bidder must meet the requirements set forth by both Revised Bid Solicitation Sections 3.14, Technical Quote, and 3.15, Management Overview. The Bidder may include its Management Overview as a part of its Technical Quote, or separately as part of the Quote, so long as all requirements are met and all directions specified by the Bid Solicitation are followed. The Bidder should include the level of detail it determines necessary to assist the Evaluation Committee in its review of the Bidder’s Quote.

Bidders should provide the information requested by Revised Bid Solicitation Sections 3.20, Organization Experience, and Section 3.24, Experience with Contracts of Similar Size and Scope in the manner requested by each respective section.

The Bidder must submit pricing using the format set forth in the State-Supplied Price Sheet accompanying this Bid Solicitation. Any additional or supplemental versions of the State-Supplied Price Sheet will not be accepted and may result in the Bidder’s Quote deemed non-responsive.

The taxpayer is subject to our billing process lasting approximately 5-6 months, prior to being placed with the Contractor for further collection action. The taxpayer may have been outreached directly by Division of Taxation (Taxation) personnel via telephone or in writing.

The Contractor can file a Certificate of Debt with the Superior Court of New Jersey, on the State’s behalf. No further collection or legal action may be taken by the Contractor.

Please see Revised Bid Solicitation Section, 4.5.2.5, Certificate of Debt for additional information.

Phone calls, letters, emails are permitted. Accessing and sharing of FTI with the taxpayer is not permitted.

These inquiries can initially be made to the State Contract Manager. In accordance with the New Jersey State Standard Terms and Conditions Section 5.14, Contract Amendment: “Except as provided herein, the contract may only be amended by written agreement of the State and the contractor.”

The State does not use date of death to bypass any cases from going through the collections process, particularly transferring to the Contractor. The collection process continues until the debtor (their estate/beneficiary) provide proof to the State or Contractor (whomever has possession of the debt) that the named taxpayer is deceased. However, the Contractor is not involved with identifying or filing probated estate claims. This process is completed by the State, manually. Taxation is notified of the death of a decedent via Form O-14, Surrogate Court; Form O-71, Financial Institutions; Form L-8, Financial Institutions; Inheritance Tax Returns; Estate Tax Returns; Form IT-EP, Estimated Payments; IT-EXT, Extensions; Form L-4; Form L-9 and Petitions filed with the New Jersey Courts.

Collection efforts may continue to attach to the taxpayer/estate until satisfied in full or as agreed.

Please refer to the answer to Question #49.

Please refer to the answer to Question #49.

The Contractor does not file probated estate claims. All verifications of estate claims are completed by the State, prior to transfer to the Contractor. A revised process may be considered in the future.

Once a Case is transferred from a Contractor caseworker back to the State, the Contractor will receive a fee for any payments received with a valid Applied Date (the date the payment was applied systemically) within 7 calendar days. After the 7th calendar day from Case transfer back to the State, no fee will be paid to the Contractor for payments received on the Case.

The Contractor will not receive a fee for payments received on a case less than 7 calendar days after the due date of the payment/return. The Contractor will receive a fee for payments received after the 7th calendar day from the statutory due date.

Please see Revised Bid Solicitation Section 4.10.2, Not Contractor Fee Eligible Revenue for additional information.

Yes, GENTS requires a mainframe emulator.

Please refer to the answer to Question #13.

Questions #2 - please define the call volumes for the call center portion so we can understand the staffing needs

Call center answered 860,033 calls for FY 2023.

Unless specified otherwise, the data provided as part of this Bid Amendment is meant to be informational in nature, and the State makes no representations or guarantee as to such data during any contract term, including any extension(s) thereof.

Seasonal spikes are experienced during ANCHOR Program season (August – December) and PTR season (March – July).

Highest historical month was February 2023 with 110K calls answered.

Unless specified otherwise, the data provided as part of this Bid Amendment is meant to be informational in nature, and the State makes no representations or guarantee as to such data during any contract term, including any extension(s) thereof.

The Division is unable to provide the information as requested. Refer to the Revised Bid Solicitation for all contract requirements.

TAXNET - Currently have a dedicated T-1. In the process of moving to IPSecurity (IPSec).

Desktop Applications are accessed through Citrix.

Business debts account for 38% by volume (number of available cases) and 64% of the debt balance.

Individual debts account for 62% by volume (number of available cases) and 36% of the debt balance.

Unless specified otherwise, the data provided as part of this Bid Amendment is meant to be informational in nature, and the State makes no representations or guarantee as to such data during any contract term, including any extension(s) thereof.

Collections staffing is determined by the Contractor, based on their caseworker attrition rates and case placement volumes;

Call volume for programs that we utilize the Contractor’s Call Center Services for determines the number of employees needed to meet call demand. Our most recent program, ANCHOR, significantly increased call volume and the Contractor was approved to increase staffing accordingly.

The job descriptions and requirements detail the skills and functions required of the Contractor to successfully perform on the State’s collection contract, which closely mirrors the functions of our State employees. This creates uniformity and continuity in how we service the taxpayer.

Yes.

Yes. Taxation staff works on-site at the Contactor’s location, each day.

The current Contractor occupies an office space of approximately 31,800 sq. ft.

No. The current Contractor’s space exceeds this square footage. Please refer to the answer to Question #63.

The Division maintains physical office space for State employees who provide onsite assistance and in-person oversight to the Contractor. In addition, State employees are engaged in delivering and reviewing physical case files. The State Contract Manager also visits the physical location periodically.

No. Remote collectors are not permitted.

100% of the Contactor’s staff works onsite daily. They are not permitted to work remotely.

Contractor’s current staff operates sufficiently in this space.

All work will be performed at the Contractor’s office location.

Yes. All are employed by the current Contractor. In addition, Taxation maintains offices within this location, staffed with our own Taxation employees.

Yes.

All work will be performed at the Contractor’s office location.

Yes. Only State employees will occupy the dedicated private office space.

Please reference Revised Bid Solicitation Section 4.4.1.3, Access for Taxation Employees as this section has been revised.

OpenText Host Explorer v15.05 would be the replacement to Micro Focus Reflections.

The current Contract environment contains/requires the following:

Processor = Core i5, Core i7 is preferred Hard drive = NVMe SSD 512GB

RAM = 16GB

Monitor Resolution = full HD video card with 1920x1080p Two monitors

Please note that this is subject to change.

Database systems may be maintained at a secure facility outside of New Jersey, but must be within the legal jurisdictional boundary of the United States. In accordance with Revised Bid Solicitation Section 6.7, Contract Award: "The Contractor must not store or transfer State of New Jersey data outside of the United States."

No. The current contractor utilizes Citrix to access our mainframe system. They do not use any other non-State owned system to perform collection work. Collection notes are recorded in TAXNET and the physical case file.

TULIPS is the Division of Taxation’s current Case management system. The system is a proprietary system built on an IBM mainframe that allows the Division to catalog, distribute, and track debts as they go through the collections process.

TULIPS is currently part of the Division’s Tax Modernization Project and is scheduled to be replaced over the next few years with a new web based platform.

No, the State would not object.

The job descriptions and requirements detail the skills and functions required of the Contractor to successfully perform on the State’s collection contract, which closely mirrors the functions of our State employees. This creates uniformity and continuity in how we service the taxpayer.

The State is not considering waiving the creation of a case folder requirement at this time. However, in many instances, the Contractor will receive an already created case folder from the State, eliminating the need to recreate or duplicate the case file. The Contractor will be required to create case folders for new cases that can be transferred and referenced with all applicable taxpayer and Contractor correspondence, in accordance with the Division’s current case management and retention policy.