T1628 Bid Amendment 6 03.18.2020~2.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

March 18, 2020

To: All Interested Vendors {Bidders}

Re: Bid Solicitation # 20DPP00471 T1628 – Enhanced Motor Vehicle Inspection Maintenance System

Bid Amendment #6

The following constitutes Bid Amendment #6 to the above referenced Bid Solicitation:

· Answers to a portion of electronic questions submitted during the 1st round of Q&A;

· A revised Price Sheet uploaded as T1628 Revised Price Sheet 03/18/2020;

· A revised Bid Solicitation uploaded as T1628 Revised Bid Solicitation 03/18/2020;

· Extension of the Quote Submission Due Date until Thursday, May 28, 2020; and

· Notice that answers to the remainder of the questions submitted during the 1st round of Q&A as well as dates for a 2nd round of the electronic Q&A period will be announced in a subsequent Bid Amendment.

Please note that for all additions, deletions, clarifications and modifications to the State-Supplied Price Sheet and Bid Solicitation, please refer to T1628 Revised Price Sheet 03/18/2020 and T1628 Revised Bid Solicitation 03/18/2020. Failure to submit a technical and price Quote in response to the revised documents may render the Vendor {Bidder} non-responsive.

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 #20DPP00471 T1628 – Enhanced Motor Vehicle Inspection Maintenance System Answers to Questions

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

Note: These questions have been paraphrased in the interest of readability and clarity.

Section Reference Question (Bolded) and Answer

At this time, the State is unaware of pending litigation regarding the current Blanket P.O.

Over the term of the Blanket P.O., the pool of 1996 and newer vehicles that require inspection may increase. However, since the TSI tests were eliminated in May 2016 (40 months ago), the volume has stayed relatively flat.

B. If so, what equitable adjustment(s) will be offered should estimated paid test volumes be much higher than actual paid test volumes annually?

There is no need for an equitable adjustment, see the answer above. The Vendor {Contractor} is compensated by the number of inspections performed.

Commercial vehicles are identified by their registration code and are inspected annually for safety and emissions at either CIF or PIF. Commercial vehicles are only exempt for one-year when they are new and are inspected annually thereafter.

B. Are rideshare (e.g., Uber, Lyft, etc.) vehicles subject to a one (1) year or a five (5) year exemption?

Vehicles used by Uber, Lyft, etc, drivers are subject to the current rules for passenger vehicles as defined in N.J.A.C 13.20-7.2.

Yes. Diesel vehicles are subject to the same primary emission test-OBD-as light duty gasoline vehicles. Refer to T1628 Revised Bid Solicitation 03/18/2020. Section 1.2.4 has been revised.

No. The current Vendor {Contractor} shall be responsible for continued support of the legacy VID system until the entire program is transitioned to the new program. Please refer to Section 3.1.3 Transition Form Legacy VID to NGVID.

Please refer to question #5.

No, the Legacy VID is not expected to receive results from the NGVID to accomplish the same intent in the opposite direction.

Real Time is less than one (1) minute. Refer to T1628 Revised Bid Solicitation 03/18/2020. Section 2.3 has been revised.

B. Conversely, is the State willing to provide a definition of "non-real time"?

Non-Real Time means a daily batch process. Refer to T1628 Revised Bid Solicitation 03/18/2020. Section 2.3 has been revised.

If this questions is in regard to item F, the Vendor {Contractor} must provide training on how to use the NGWorkstation and NGWorkstation software to all users, including inspectors. The Vendor {Contractor} must ensure that all users have a complete understanding of the workstation.

No. The draft (and revised) Project Management Plan shall cover the entire transition of services, and the Vendor {Bidder} shall include organization charts, budget status, and issues of concern. Refer to T1628 Revised Bid Solicitation 03/18/2020. Section 3.2.1 has been revised.

Yes, the Management Console must always be available and working on every web browser. For example, if Google Chrome is updated, the Vendor {Contractor} must ensure that the Management Console is compatible with and works on Google Chrome’s updated browser.

B. Is there a preferred browser for the requested web portal?

No, the Management Console must be available and work with all browsers.

Reporting requirements will be defined during the Implementation Phase and JAD sessions required under the Blanket P.O. Example reports are available for review in Appendix 3.2A.

B. Would the State be willing to provide a list of these reports with specific data header information?

Yes, the State will provide a list of the reports with specific data header information during the Implementation Phase of the Blanket P.O.

The principal operating period are the hours that the inspection stations are open and operating. Refer to Section 3.20, Hours of Operation.

The State currently tracks the time the request is received and the time the State sends a response.

No. The monthly status reports must be submitted to the State by the 5th of each month.

No, the current appointment system has had mixed results. Appointment stations have limited on-site or street queuing. There is no conclusive proof that the appointment stations leveled the monthly day to day volume any differently than the other stations. In addition, they have generated complaints either by customers unaware there were appointment stations, or by customers with appointments not taken at their appointed time.

Please refer to question #16.

See Attachment 1 to this Bid Amendment titled CIF Inspection Data Last 12 Months - Revised.

See Attachment 1 to this Bid Amendment titled CIF Inspection Data Last 12 Months - Revised.

The Mechanical Inspection Process is based upon the NJ Administrative Code sections cited in Bid Solicitation Section 1.3.6, Pre-Quote Document Review, including N.J.A.C. 13:20-32 and N.J.A.C. 12:20-33. Additionally, the method by which the Vendor {Contractor} designs their lane software and lane operation will determine how the Mechanical Inspection Process is conducted in the inspection lane. The State expects the awarded Vendor {Bidder} to meet with State representatives and prepare an original manual during the JAD sessions during the Implementation Phase of the Blanket P.O.

An Item is anything that is identified with an asset inventory tag. A component is a peripheral element(s) that would go with an item, i.e., a keyboard and mouse are components of a PC. The State will provide an inventory list to the Vendor {Contractor}.

See Attachments 2-13 to this Bid Amendment titled CIF Thruput WaitTime Month-Year. Each spreadsheet details the staffing at each station for each day of the month, for the month in the attachment title.

Removal of equipment shall be performed in accordance with State procedures including those currently identified in Circular Letter No. 08-03- DPP https://www.nj.gov/infobank/circular/cir0803x.pdf which deals with removal of surplus property. The State will coordinate disposal with the Vendor {Contractor}. The Vendor {Contractor} shall assume costs for removal/disposal of equipment. Refer to T1628 Revised Bid Solicitation 03/18/2020. Section 3.13.5 has been revised.

The current video system is adequate for the State’s needs and meets the requirements in Appendix 3.2D. If over the term of the Blanket P.O., the current system becomes incapable of repairs and must be replaced, the Vendor {Contractor} shall be responsible for the cost of replacement as noted in the revision to Section 3.13.5. The Vendor {Contractor} shall install no less than one (1) in each lane to view the insertion of the OBD connector.

Yes, the current video monitoring system meets the minimum requirements. Yes, a camera currently exists for the sticker issuance area.

MVC checks the system on a regular basis and reports to the Vendor {Contractor} when there is an issue. The State has not had any issues with the current system that would warrant a replacement. As the system is stand alone at each facility, if replacements are needed over the term of the Blanket P.O., they can be replaced as needed. The current system was installed in 2008. The system is capable of storing video past 90 days. Refer to T1628 Revised Bid Solicitation 03/18/2020. Section 3.13.5.1 (A) has been revised.

No, that was just a specification for the camera system to obtain the largest view possible. If a Vendor’s {Bidder’s} alternate solution is hand mirrors, they should propose that solution. The undercarriage video was installed to aid in the identification of catalytic converters and leaks and additionally on commercial vehicles exhaust systems and suspension. The Vendor {Contractor} is still required to inspect for these items; however, if they no longer want to use the aid of the undercarriage video system they may propose alternative solutions such as mirrors on poles or manual visual observation, to identify all items.

New Jersey Prevailing Wage Act can be found at N.J.S.A. 34:11-56.25 et seq.

No, the Vendor {Contractor} is only required to do inspector training for its own employees at CIFs. The only training required to be provided to the PIFs is workstation training (see Sections 3.2 (F) and 3.13.1.2 (C) of the Bid Solicitation). The Vendor {Contractor} may become an inspection training provider and offer training to employees at the PIF (see Section 3.13.1.2 (B)).

Please refer to Question #35.

For the purpose of this Bid Solicitation the State is requiring the Vendor {Bidder} to adhere to the specified service level for wait times at the current customer arrival time. Wait time violations should not occur if the Vendor {Contractor} properly manages the Blanket P.O. by using all available lanes, providing proper staffing during peak hours, and developing a software system that maximizes throughput.

Please refer to question #22.

No, the State will not modify any data in its Appendix D. The appendix is used to show historical data and only demonstrates how the current Vendor {Contractor} has operated the lanes. How another Vendor {Contractor} operates the program could yield entirely different results and, therefore, providing estimates as such would not provide reliable predictive results.

The wait time calculation is stated in Section 3.17 (C) Items 1 and 2 of the T1628 Revised Bid Solicitation 03/18/2020. The question combines both monthly and hourly wait time and cannot be clearly answered. The State has used the calculation specified in the current Blanket P.O. to assess wait times. See examples:

Station A inspected 5,000 vehicles in a month. The sum of the wait times for the 5,000 vehicles was 50,000 minutes. 50,000 minutes would be divided by 5,000 vehicles. The monthly wait time average for Station A would be 10 minutes.

Station B inspected 5,000 vehicles in a month. The sum of the wait times for the 5,000 vehicles was 80,000 minutes. 80,000 minutes would be divided by 5,000 vehicles. The monthly wait time average for Station B would be 16 minutes.

The question is unclear as posed; therefore, the State cannot provide an answer.

If routine services are needed, the Vendor {Contractor} and the State will come to an agreement on the services requested. Once an agreement is reached, State personnel will provide access to the State buildings to the Vendor {Contractor} to carry out the services.

B. How will coordination of these services occur? Is the Vendor required to indemnify State employees working at these facilities? Is the Vendor required to insure these employees?

The State will meet with the Vendor {Contractor} to discuss the requested services and provide a mutually agreed upon schedule to allow services to be provided. Sections 5.17 and 9 of the Bid Solicitation address insurance and indemnification requirements.

C. How will safety be managed at these facilities?

Safety protocols will be coordinated between Vendor {Contractor} and the State.

The three (3) SIFs consist of two (2) properties with the State’s primary structures built in the late 1930s and one property (1) that was built in the early 1990s. All three (3) facilities require approximately $25,000 per facility of preventative and corrective maintenance each year.

No, the State will not provide an exclusion list. Additionally, the State is not aware of the basis of the calculations behind the dollar amount listed above and therefore cannot confirm its accuracy.

As per Section 3.21.3, the Vendor {Contractor} and State will mutually assess each facility. The Vendor {Contractor} shall prepare a report on the condition of the facilities within 45 days of Blanket P.O. award for review and approval by the SCM as part of the CIF Capital Project Plan. Within 90 days of Blanket P.O. award, the Vendor {Contractor} must accept all responsibility for all Capital Maintenance, Repairs, and Renovations of Work (Work) including pending projects at all authorized NJ State inspection facilities. This report shall set a baseline for each facility’s condition, as well as identify any necessary Capital Maintenance, Repairs, and Work the Vendor {Contractor} will be responsible to perform.

To estimate the costs of Capital Maintenance, Repairs, and Work, please refer to Appendix 3.2H, which lists historical repair costs of CIFs for the last 10 years. The cost of outstanding capital repairs fluctuates overtime depending on what repairs have been completed, changed, requested, and or denied by the SCM.

Please refer to question #44.

B. Are all bidders to include these estimated costs in their baseline financial proposal.

These costs should be included in the inspection transaction fee.

C. Will the State of New Jersey be making these repairs in advance of the start of the next contract term?

No, the State will not be making these repairs. These costs should be included in the inspection transaction fee. To estimate the costs of Capital Maintenance, Repairs, and Work, please refer to Appendix 3.2H, which lists historical repair costs of CIFs for the last 10 years. The cost of outstanding capital repairs fluctuates overtime depending on what repairs have been completed, changed, requested, and or denied by the SCM.

No, the Vendor’s {Contractor’s} costs for Capital, Maintenance, Repairs, or Renovations at existing CIFs is not reimbursable by the State. These costs should be included in the inspection transaction fee.

Yes, the awarded Vendor {Contractor} shall be responsible for the repairs as part of the Blanket P.O. A comprehensive listing of all the proposed repairs should be developed and prioritized according to severity and protection of State assets and submitted to MVC; MVC will then decide which repairs to complete. Please refer to question #44.

Please refer to question #44.

Yes, the roofs are considered part of the exterior structure. Refer to T1628 Revised Bid Solicitation 03/18/2020. Section 3.21.3 F (1) has been revised.

Roof repairs are considered a Capital Expense. The Vendor {Contractor} will be responsible for roofing repairs. Note: of the facilities referenced in the question, Rahway and South Brunswick, have no leaks; Cherry Hill has a minor leak which has been approved for repair; Deptford has been repaired; and there is no record of a roof repair request for Southampton.

The MVC partners with the Department of Transportation (DOT) to resurface the paved areas of State owned properties. The MVC will continue to evaluate paving needs and address with DOT on an as needed basis. The Vendor {Contractor} is not responsible for the cost of paving; however, is responsible for asphalt repairs such as pothole filling. Note: of the facilities referenced in the question, Newark has been approved for repaving. Refer to T1628 Revised Bid Solicitation 03/18/2020. Section 3.21.3 F (2) has been revised.

Yes, please see answer to question #44.

B. Will the State be making those repairs?

No, the awarded Vendor {Contractor} shall be responsible for all repairs. Please see the answer to question #44.

The State will not agree to a maximum capital expenditure. The State has provided historical data on capital maintenance and repairs in Appendix 3.2H since 2009. This will provide a benchmark for these expenses. Vendor’s {Bidder’s} were given the opportunity to inspect the facilities during the week of November 18, 2019 to have an opportunity to see the condition of the facilities.

No, the expenditure amounts and estimates do not include utilities.

B. If not, will the State proved the annual cost for utilities for each of the buildings?

Under the current Blanket P.O. the State is not responsible for payment of utilities. The cost of utilities is included in the inspection fee. However the monthly utility costs for the three (3) shared sites are included in Appendix 3.2H and estimates can be made from this information.

No, the expenditure amounts listed in Appendix 3.2H from 2009 through the estimate for 2018 do not include the items listed in Bid Solicitation Section 3.21.2, Routine Maintenance and Operations of Buildings and Grounds. The cost of routine maintenance and operation is part of the inspection transaction fee.

B. If not, will the State provide the annual cost for these items for each of the buildings?

The current Vendor {Contractor} provides these services with no additional charge to the State, as the costs are included in the inspection fee. The current Vendor {Contractor} has not provided any information as to what portion of the current per-vehicle inspection fee is used for Routine Maintenance and Operations; therefore the State cannot provide information that directly answers this question. Because the Vendors {Bidders} have been given an opportunity to visit and inspect all of the CIFs, it is expected that each can arrive at an estimated cost of such services for each location, and include this amount in their quoted per-vehicle inspection cost.

The Hunter Brake testers are 20 years old and their models numbers are B400T and B414 Surface Mount.

B. Are these units still supported and manufactured by Hunter Engineering?

Hunter Engineering no longer manufactures Hunter Brake testers, but the units are still supported by Hunter Engineering via local representatives.

C. Who currently provides support on these units?

The current Vendor {Contractor} provides support on these units including arranging repairs, maintaining functionality of the Hunter Brake testers, and assuming cost.

Decentralized equipment audits are required to be performed at least twice per year, and centralized equipment audits are required to be performed at least one per month. Failure rates for 2018 can be obtained from the NJ I/M Program Annual Report to US EPA Section IV Quality Control Report at the following link: www.nj.gov/dep/bmvim/NJ2018_Annual_Report.pdf.

MVC performs audits on brake testers twice a year. 52 audits were performed from August 2018 through July 2019; 37 passed and 15 failed which represents a 28% failure rate.

The three types of audits are Equipment audits, Performance Audits (which includes overt and covert performance audits) and Record audits. Refer to T1628 Revised Bid Solicitation 03/18/2020. Section 3.23.1 has been revised.

Failure rates for Equipment and Performance (covert) Audits for 2018 can be obtained from the NJ I/M Program Annual Report to US EPA Section III Quality Assurance Report & Section IV Quality Control Report (www.nj.gov/dep/bmvim/NJ2018_Annual_Report.pdf.).

Safety equipment audits of the brake testers and pneumatic lifts are performed along with record audits of the stickers.

2018 failure rates can be obtained from the NJ I/M Program Annual Report to US EPA Section IV Quality Control Report. (www.nj.gov/dep/bmvim/NJ2018_Annual_Report.pdf.)

The acronym HD stands for heavy duty. Refer to Section 2.3 of the T1628 Revised Bid Solicitation 03/18/2020.

B. What is the GVWR range?

The GVWR ranges of the vehicles that are required to be OBD tested are defined in Appendix 3.4A.1 Applicable Vehicles.

Overheating standard is considered to be vehicles operating in excess of their normal operating range as indicated by the temperature gauge or other temperature indicator or exhibiting physical indicates of overheating such as coolant overflow.

B. What is the RPM standard that "High RPM" is measured against?

Vehicles with Revolutions Per Minute (RPM) in excess of 1500 RPM in park or neutral, or cannot sustain static RPM for a minimum of 10 consecutive seconds in park or neutral.

C. What defines "Emission Control Tampering" and what procedures are used to verify it?

Emission control tampering is defined in detail at N.J.A.C. 7:27-15.7. There are no regulatory procedures because this is not intended to be a full anti-tampering inspection. Rather, sometimes inspectors see obvious tampering they are not looking for and would like to be able to fail the inspection and need a condition to select.

As with the current Blanket P.O., the Vendor {Contractor} is required to repair, maintain and replace as needed the brake testers. The State will not reimburse for the replacement of brake testers that cannot be repaired or refurbished. Any drive on platform brake testers that meets the attached specifications in Appendix 3.2.J could be used as a replacement brake tester.

Yes. The Vendor {Contractor} shall maintain all emission and safety inspection equipment which include the heavy-duty brake testers, pneumatic lifts, undercarriage camera and emission equipment, air compressors, and other related equipment needed for operation of safety equipment at SIFs and CIFs. Refer to Section 3.21.4 (A) of T1628 Revised Bid Solicitation 03/18/2020.

Yes, the inspections performed using the existing pneumatic lifts and brake tests are the CIFs.

B. If yes, are they performed by Vendor personnel?

Yes, the inspections are to be performed by the Vendor’s {Contractor’s} personnel. Refer to Section 3.14 of T1628 Revised Bid Solicitation 03/18/2020.

NGWorkstation software must be the same software at each facility, but would be configured based on the type of inspection the facility is performing.

Consumables include, at a minimum, ink, toner, batteries and other items needed for the workstation to function, except paper. See revisions to Section 2.3 Blanket P.O. Specific Definitions of T1628 Revised Bid Solicitation 03/18/2020.

Please refer to question #16.

Yes, the Vendor {Contractor} will be reimbursed for additional units. Please see T1628 Revised Bid Solicitation 03/18/2020. Section 3.26.4 Mobile Teams has been revised. Also, please see T1628 Revised Price Sheet 03/18/2020. A price line for Mobile Team NG Workstations has been added.

The equipment will be installed in 75 vehicles. The State requires no power converters as the equipment is run off a generator or stationary power source.

B. Please define the Vendor {Contractor}s liability under this broad Statement: "This includes but is not limited to making the necessary modifications, alterations, and changes under the direction of the State mechanic(s)."

The standard configuration of the workstation may need to be altered to fit in vehicles. The Vendor {Contractor} must work with the State mechanic determine the best configuration of equipment. There is no Vendor {Contractor} cost for this function. Refer to T1628 Revised Bid Solicitation 03/18/2020. Sections 3.26.4 (C) has been revised.

The Vendor {Contractor} must offer a desktop configuration, a tablet configuration, and a laptop configuration. Refer to T1628 Revised Bid Solicitation 03/18/2020. Section 3.26.5, 3.29.2, 3.29.3 have been revised.

B. Section 3.29.3 is similarly unclear as to whether it is describing the required components if each configuration is used or is requiring multiple configurations be supplied. Please clarify.

Please see the response above.

There is no reference to time frames or requirements for operational equipment in this Section 3.27. The requirement in Section 3.27 NGWorkstation Supply, Maintenance, and Repair Plan, is for the Vendor {Contractor} to submit an NGWorkstation Supply, Maintenance and Repair Plan to the SCM for review and approval within 180 days. This plan is only for new equipment, not existing equipment. All new workstations at both CIF and PIF locations will only be deployed once approved by the State, no later than 365 days after Blanket P.O. award.

As per Section 3.1.2 Existing CIFs, the Vendor {Contractor} shall assume responsibility for only NGWorkstations at existing CIFs within 90 days.

B. How will offerors guarantee operation of the PIFs after the initial 90-day transition period?

See answer above.

Yes, the modem requirements pertain to PIFs. The modem is optional equipment to be provided as needed at no additional cost to the State. Refer to T1628 Revised Bid Solicitation 03/18/2020. Section 3.29.3 has been revised.

Yes, all three (3) configurations are required.

B. If so, are they required for each type of facility (PIF, PFF, SIF, etc.)?

No, they are not required for each type of facility. The facility will choose which configuration they want.

Yes, NGSystem Maintenance Plan and NGSystem System Maintenance Plan refer to the same plan. Refer to T1628 Revised Bid Solicitation 03/18/2020. Section 4.4.3.3.5 Plans Summary references have been revised.

If the proposed Vendor {Bidder} solution includes Oracle Golden Gate (GG) then a separate dedicated Virtual Machine (VM) host would likely be provisioned by the State OIT staff to host the ODSR. In this case, the Vendor {Contractor} would be responsible for installation, configuration, and patching of all database software on the VM for this solution.