T1628 Round 2QA 03.01.2021.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 1, 2021

To: All Interested Vendors {Bidders}

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

Bid Amendment #14

The following constitutes Bid Amendment #14 to the above referenced Bid Solicitation:

· Answers to the remaining questions submitted electronically by Vendors {Bidders} during the 2nd round of Electronic Question and Answer period;

· Notice to all Vendors {Bidders} that questions may be submitted in response to the answers contained with this Bid Amendment, as well as those contained within Bid Amendment #9 until March 12, 2021 at 2:00PM EST;

· A revised version of the Bid Solicitation uploaded as T1628 Revised Bid Solicitation 03/01/2021;

· A revised version of the Price Sheet uploaded as T1628 Revised Price Sheet 03/01/2021; and

· A revised version of the Appendix 3.2H uploaded as T1628 Revised Appendix 3.2H 03/01/2021.

Please note that for all additions, deletions, clarifications and modifications to the State-Supplied Price Sheet and Bid Solicitation, please refer to T1628 Revised Bid Solicitation 03/01/2021. 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: This question has been paraphrased in the interest of readability and clarity.

A zip file titled CIF Thruput Wait Times containing 13 attachments was uploaded on October 26, 2020.

A) Where do bidders put the additional costs for the facility expenditures listed in Appendix 3.2H (FY2009 $486,877 through est. FY2018 $679,728)?

As per Bid Solicitation Section 3.21.3 A, the Vendor {Contractor} shall be solely responsible for all work and costs associated with capital maintenance, repairs, and renovations deemed necessary by the State at the CIF and SIF inspection facilities. The Vendor {Contractor} shall not list any additional costs for facility expenditures on the State Supplied Sheet. There is no price line on the State Supplied Price Sheet for additional costs for facility expenditures, and any Vendor’s {Contractor’s} attempt to edit, modify, or change the State Supplied Price Sheet by including additional costs for facility expenditures may be deemed non-responsive.

B) Are these expenditures reimbursed by the State as they are spent? Or are they non-reimbursable and to be included in the inspection transaction fee also?

Costs are not reimbursable by the State. As such, these costs should be a factor when formulating the prices to be entered on Price Lines 10 and 11 of the T1628 Revised Price Sheet 03/01/2021.

The State Supplied Price Sheet has been updated with corrected formulas on price lines 3, 4, and 5. Please see T1628 Revised Price Sheet 03/01/2021.

Please see the answer to question #1 of this Bid Amendment.

Please see the answer to question #1 of this Bid Amendment.

Vendors {Bidders} may formulate contingency plans with its internal health and safety units to address pandemic-related issues. The State is not requiring this as part of this Bid Solicitation.

Since there is ample capacity, service levels relief, if any, from CIF closures due to pandemic-related reasons may be handled on a case by case basis.

Without knowing the size or scope of a pandemic-related facility closure, it would be difficult and speculative to make any plans regarding the re-distribution of test volume, even if there would be any.

The CIF’s re-opened on 6/29/20. It is expected that there will be a temporary increase in volume for a limited time. Due to the excess capacity of the CIF’s, this increase in volume should be accommodated and as such, would not impact this solicitation, it is anticipated that volumes should return to anticipated volumes later this year.

The State does not anticipate any increase in inspection volumes that would affect this Bid Solicitation, therefore wait time liquidated damages will remain as stated.

The method for determining the hours of operation are detailed in Bid Solicitation Section 3.20. Vendors {Bidders} should be guided accordingly.

Staffing is the responsibility of the Vendor {Bidder}, as such, Vendors {Bidders} should follow the requirements specified in Bid Solicitation Section 3.14 to insure they have appropriate staffing levels to meet those requirements and minimize facility closures.

The State does not anticipate any reason that test duration would take any longer due to employees wearing PPE. Additionally, the State is not requiring any additional function or activity other that what is required by this solicitation as such the wait time requirements remain as stipulated.

Vendors {Bidders} should consult with their internal health and safety units regarding contact tracing. The State has posted on its COVID website www.covid19.nj.gov all pertinent information regarding its official guidance, resources, and support regarding the disease.

The State is not pursuing any alternative technologies other than what is stipulated in this Bid Solicitation.

Routine Maintenance and Operations of Buildings and Grounds Bidders were not permitted to visit SIFs during the 2nd round of visitations for capital repair assessments. Given this, what capital repairs and costs should bidders include in their proposals?

All Vendors {Bidders} were afforded the opportunity to visit all sites in November 2019. 16 sites were visited, at which time all potential Vendors {Bidders} in attendance agreed that was enough sites to visit and no further sites needed to be looked at. SIF locations are of similar age, construction and condition as the 16 sites visited. As provided in the answer to question #36 of Bid Amendment #6 posted on March 18, 2020, the average annual costs of capital repairs expenses at the SIF sites is approximately $25,000. Vendors {Bidders} should use that cost for its Quote submissions.

Routine Maintenance and Operations of Buildings and Grounds Should bidders assume that all repairs identified during the 45-day baseline takeover be paid for by the State?

As per Bid Solicitation Section 3.21.3 A, the Vendor {Contractor} must accept responsibility for Capital Maintenance, Repairs, and Renovations Work (Work) within 90 days after award of a Blanket P.O. at authorized NJ State inspection facilities (facilities). The Vendor {Contractor} is not responsible for repair costs until the 90th day.

No, Vendors {Bidders} should not assume that any costs above $25,000 related to SIF capital repairs will be paid or reimbursed by the State. As provided in the answer to question #36 of Bid Amendment #6 posted on March 18, 2020, the average annual costs of capital repairs expenses at SIF sites is approximately $25,000. $25,000 is an average and estimated dollar value Vendors {Bidders} should use for its Quote submissions.

The actual capital repair expenses for the last 12 years are located in Appendix 3.2 H. All Vendors {Bidders} should use these costs in estimating capital repair costs. Updated facility costs chart has been uploaded as T1628 Revised Appendix 3.2H 03/01/2021.

Vendors {Bidders} should use the actual amounts found in Appendix 3.2H. Please see the answer to question #19.

CIF Capital Maintenance, Repairs, and Renovations at Existing CIFs In response to Question #44 from the first round of bidder questions, please clarify the condition which will require the DOT to complete striping and paving at facilities.

In response to the State’s answer of question #44 of Bid Amendment #6 posted on March 18, 2020, the condition which will require initiation of a Department of Transportation (DOT) resurfacing project will be determined by an onsite inspection conducted by MVC Facilities and DOT Resident Engineer.

CIF Capital Maintenance, Repairs, and Renovations at Existing CIFs What are the conditions of facility queuing lanes and parking lots that will determine the need for repaving?

Please see the answer to question #21 of this Bid Amendment. Please also see the answer of question #44 of Bid Amendment #6 posted on March 18, 2020.

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