T1648 Bid Amendment 1 final.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

7/21/2021

To: All Interested Vendors {Bidders}

Re: Bid Solicitation # 21DPP00630 T1648 Bakery Commodities for NJ Department of Corrections – Bayside Prison

Quote Submission Due Date: August 5, 2021 (2:00 p.m. Eastern Time)

Bid Amendment #1

The following constitutes Bid Amendment #1 to the above referenced Bid Solicitation:

· This Bid Amendment includes answers to questions.

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 #21DPP00630 T1648 Bakery Commodities for NJ Department of Corrections – Bayside Prison

Answers to Questions

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

Section Reference Question (Bolded) and Answer

Answer: It is recommended that users utilize Internet Explorer to view PDFs. Certain PDF forms cannot be opened in the Chrome or Firefox built in PDF viewers that are enabled by default. If using Chrome or Firefox it is recommended that the file is downloaded instead by clicking the download button in the upper right-hand corner of the browser after an error message is received. An alternative option is to disable the built in PDF viewers in Chrome or Firefox.

Answer: 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 a 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 Reference Guides.

Section 1.3.1.1 Will the State allow Vendors to take exception to any of the Standard Terms and Conditions?

Answer: As stated in Bid Solicitation Section 1.3.1.1, Exceptions to the NJ Standard Terms and Conditions (SSTC): Questions regarding the SSTC proposed exceptions to mandatory requirements, including the Special and Standard Terms and Conditions in Sections 5 and 9 of this Bid Solicitation must be posed during this Electronic Question and Answer period and shall contain the Vendors {Bidders} suggested changes and the reason(s) for the suggested changes. Additionally, as stated in Section 4.1, General: Quotes including Vendor {Bidder} proposed terms and conditions may be accepted, but Vendor {Bidder} proposed terms or conditions that conflict with those contained in the Bid Solicitation, as defined in Section 2.0 of this Bid Solicitation, or that diminish the States rights under any Blanket P.O. resulting from the Bid Solicitation, may render a Quote non-responsive.

Section 4.4.3.3 Is a Bidder required to provide specification data sheets for all equivalent brands bid that are not listed as an approved brand?

Answer: Yes; Vendors {Bidders} shall submit with its Quote specification data sheets for all equivalent brands bid. The specification data sheets must document that its product bid meets or exceeds the requirements of the Bid Solicitation specifications.

Section 3.11 Can we bid minimums for each order or is that stated somewhere?

Answer: Minimum order sizes are not established in this Bid Solicitation and minimum order size restrictions imposed by Vendors {Bidders} are not permitted. As per Bid Solicitation Section 3.11, which states in pertinent part, “The State makes no guarantee of Blanket P.O. usage or total quantities ordered during the Blanket P.O. term, including any extension(s) thereof. The State reserves the right to increase, decrease or eliminate quantities in their entirety. Product ordering is on an as-needed basis and order frequency may vary.”

Please refer to Bid Solicitation Section 3.11 for the estimated unit quantities to be ordered over the three (3) year term of the Blanket P.O.

Section 3.10 and NJ Standard Terms and Conditions Section 6.1 On page 61 on 6.1, you state Unless otherwise agreed to in writing by the State, all prices quoted shall be firm through issuance of contract or purchase order and shall not be subject to increase during the period of the contract. with items such as flour, the market fluctuates significantly day to day even more year to year. will price increases due to market prices be consider throughout the contract?

Answer: Yes, market price adjustments will be considered during the Blanket P.O. term, including any extensions and are addressed in Bid Solicitation Section 3.10 which states in pertinent part: “Blanket P.O. pricing shall remain firm for the first ninety (90) days of the Blanket P.O. term for all awarded price line items. Following the initial ninety (90) day period, the Using Agency shall request one-time pricing per order for any price line items awarded, on an “as needed” basis from all Vendors {Contractors} awarded that price line. Request for Quotes (RFQs) issued by the Using Agency will be in writing and will include the price line items being requested, the order amount for each requested price line item, required delivery date(s), the RFQ submission due date and time, and any other pertinent information. If the Vendor {Contractor} does not respond to the RFQ by the due date and time, the Vendor {Contractor} shall not be considered for that specific pricing request. “

In addition, price adjustments are addressed in New Jersey State Standard Terms & Conditions Section 6.1, which states, in pertinent part: "In an exceptional situation the State may consider a price adjustment. Requests for price adjustments must include justification and documentation".

Section 3.11 Can you please provide the estimated minimum order size per item? It's important to have so we can accurately determine the cost for each item. Historically this information has always been provided in the bid solicitation document.

Answer: Minimum order quantities are not established for this Bid Solicitation. As per Bid Solicitation Section 3.11, which states in pertinent part, “The State makes no guarantee of Blanket P.O. usage or total quantities ordered during the Blanket P.O. term, including any extension(s) thereof. The State reserves the right to increase, decrease or eliminate quantities in their entirety. Product ordering is on an as-needed basis and order frequency may vary.”

Please refer to Bid Solicitation Section 3.11 for the estimated unit quantities to be ordered over the three (3) year term of the Blanket P.O.

Section 1.2 Can you please tell me the current prices you are paying for bread base, pound cake, yellow cake, and corn muffin mixes? I followed the instructions to search for this information, but none of the documents associated with T1648 on NJ Start seem to correspond with these particular items. Thank you

Answer: Pricing from the current Blanket P.O.s are requested and submitted on an “as needed” basis and orders are placed to the Vendor {Contractor} offering the lowest priced quotation, per item. The table below illustrates the most recent pricing and is for information purposes only.

Section 1.0 and Bid Solicitation Section 4.0 The deadline is 8/5/2021 correct? Do we have to do anything before that?

Answer: Yes, Quote submission is on due on 8/5/2021 by 2:00 p.m.

Please refer to the Bid Solicitation for information on bidding requirements, specifically, Bid Solicitation Section 1.0, Information for Bidders and Bid Solicitation Section 4.0, Quote Preparation and Submission – Requirements of the Vendor {Bidder}.

Section 1.3.3 Logged into NJSTART, don’t see a copy of this bid, just curious if this is for flour? Or better yet if you are sending in a bid for flour?

Answer: Yes, this bid is for bakery commodities which includes flour.

Please refer to Bid Solicitation 1.3.3 that states: “Vendors {Bidders} are strongly encouraged to visit the NJSTART Vendor Support Page, which contains Quick Reference Guides (QRGs), supporting videos, a glossary of NJSTART terms, and helpdesk contact information.

The Vendor {Bidder} should utilize the QRGs before attempting to submit its Quote using the NJSTART process. It is the Vendor’s {Bidder’s} responsibility to ensure that the NJSTART Quote and attachments have been properly submitted.

Inquiries concerning the use of NJSTART may be directed to njstart@treas.nj.gov.

The Division will not respond to substantive questions related to the Bid Solicitation or any other Blanket P.O. via this email address. For inquiries related to substantive questions refer to Section 1.3.1 (Electronic Question and Answer Period).”

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