T1715 Amendment 01 Q and A 8.24.22.docx
DOCX document 81 KB Posted
- Attached to
- T1715 Canteen Commissary for the Department of Corrections through Distribution and Support Services
- Solicitation number
- 22DPP00767
- Issued by
- Mercer County, New Jersey
About this file
This document is a bid amendment for a contract opportunity issued by the New Jersey Department of the Treasury Division of Purchase and Property Procurement Bureau for T1715 Canteen Commissary for the Department of Corrections through Distribution and Support Services. The amendment includes answers to vendor questions, additional attachments, and revisions to the bid solicitation. The contract has a 3-year base term with up to 3 one-year extensions. The solicitation is divided into three categories, with Categories 1 and 2 set aside for qualified small businesses registered with the State. Vendors must bid on all price lines within a group to be considered for award of that group. The solicitation includes 9 delivery locations throughout the state. Pricing is required to be firm, with provisions for price list updates and adjustments subject to State approval.
The solicitation is for beverage and non-beverage items suitable for commissary sale and approved by the Department of Corrections. Vendors must provide a signed Specification Conformance Certification with their bid. This is a partial small business set-aside, and the State may consider bids from non-qualifying small businesses if no responsive bids with reasonable pricing are received from qualifying small businesses for Categories 1 and 2. Additional usage and spend data for the existing T1715 contract is provided in an attached document.
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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
AMY F. DAVIS
Acting Director https://www.njstart.gov
August 24, 2022
To: All Interested Vendors {Bidders}
Re: Bid Solicitation # 22DPP00767 Bid Solicitation: T1715 Canteen Commissary for the Department of Corrections through Distribution and Support Services Quote Submission Due Date: September 7, 2022 (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;
· Additional attachments. Please see attachment “T1715 Spend and Usage Information 8.24.22.”
· Revisions to the Bid Solicitation.
· Please note that for all additions, deletions, clarifications and modifications to the Bid Solicitation, please refer to the Revised Bid Solicitation entitled “T1715 Revised Bid Solicitation 8.24.22”
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: # 22DPP00767 T1715 Canteen Commissary for the Department of Corrections through Distribution and Support Services Answers to Questions
| # |
| Bid Solicitation |
Section Reference Question (Bolded) and Answer
Where applicable, each question references the appropriate Bid Solicitation section.
| 1 |
| N/A |
| When trying to open a Portable Document Format (PDF) I am receiving an error message and am unable to access the PDF. How should I proceed? |
Answer: It is recommended that users utilize Microsoft Edge or 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.
| 2 |
| N/A |
| Should I check that I have properly completed and attached all the required documents with my submitted Quote? |
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.
| 3 |
| Section 2.2 |
| Will the State allow Vendors to take exception to any of the Standard Terms and Conditions? |
Answer: As stated in Bid Solicitation Section 2.2, "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)."
| 4 |
| Section 8.9.2 |
| For the partial small business set aside, Category 1, 2 and 3, what happens if I submit a Quote, but my firms small business status is listed as Expired or Revoked with the Division of Revenue and Enterprise Services, Small Business Registration and MWBE Certification Services Unit on the date the Quote is received and opened? Will my Quote be considered responsive? |
Answer: If your firms small business status is listed as Expired or Revoked by the DORES Small Business Registration and MWBE Certification Services Unit at the date the Quote is received and opened, the Quotes submitted by your firm for Category 1 and 2 will not be evaluated as coming from a responsive qualifying small business. As stated in Bid Solicitation Section 8.9.2: It is the States intent to award Contracts for Categories 1 and 2 to each responsive qualifying small business registered and approved with the Division of Revenue and Enterprise Services, Small Business Registration and M/WBE Certification Services Unit at the time of Quote opening. However, if no responsive Quotes offering reasonable pricing are received from qualifying small businesses for Categories 1 and 2, the State may award a Contract to any responsive Vendor {Bidder}. Accordingly, if no responsive Quotes offering reasonable pricing are received from qualifying small businesses for Categories 1 and 2, the state will evaluate Quotes received from firms whose small business status is listed as Expired or Revoked with the Division of Revenue and Enterprise Services, Small Business Registration and MWBE Certification Services Unit on the date the Quote is received and opened.
| 5 |
| N/A |
| For the partial small business set aside, Category 1, 2 and 3, how can I check if my business is registered and approved as a small business with the Division of Revenue and Enterprise Services? Can I apply online? |
Answer: By clicking on the below link, you will be directed to the New Jersey Department of the Treasury, Division of Revenue and Enterprise Services, Small Business Registration and M/WBE Certification Services Unit. Here you can login to your account or apply for certification: https://www.nj.gov/njbusiness/contracting/sbsa/
| 6 |
| Section 3.21 |
| Is a Bidder required to provide the signed Specification Conformance Certification with the Quote? |
Answer: Yes; Vendors {Bidders} shall provide, with its Quote, the signed Specification Conformance Certification as indicated in Bid Solicitation Section 3.21.
| 7 |
| Section 1.1; Section 3.26; Section 4.1 |
| If I bid on Group 1 or Group 2, do I have to bid on all price lines within the group to be considered for an award? |
Answer: Yes, as stated in Bid Solicitation Sections 1.1, 3.26, and 4.1, Group 1 and Group 2 are designated as "all or none" groups, meaning the Bidder must bid on all lines within the group in order to be considered for award of that specific group. If a Bidder fails to bid on all price lines within the group, their Quote shall be considered non-responsive for that group. If a product bid on a price line within the group is deemed non-responsive, the entire group that price line item is part of will be deemed non-responsive, as these price lines were grouped to create a single award, with the intent that all price lines in the group will be awarded.
| 8 |
| Section 4.8 |
| Is delivery to multiple locations or one? Where are they located? |
Answer: There are nine (9) delivery locations that will be utilizing Contracts resulting from this Bid Solicitation. Please see Bid Solicitation Section 4.8, Delivery Location Information for specific information.
| 9 |
| Section 4.1; Section 4.2 |
| Bagels; Fresh or frozen? |
Answer: Please refer to Bid Solicitation Section 4.1 for all price line specifications. Please note that bagels are not a price line item for this Bid Solicitation.
If awarded Group 2, a Contractor may include bagels on the Contractor’s Price List and offer them utilizing Price Line 102. These products must be suitable for commissary sale and approved by the Department of Corrections (DOC).
Please see revisions to Bid Solicitation titled “T1715 Revised Bid Solicitation 8.24.22.”
| 10 |
| Section 4.1; Section 4.2 |
| Can I offer non-beverage items on the price list if I am awarded Group 1? |
Answer: No. Only beverage items may be offered on the price list awarded with Price Line 8 in Group 1.
Also, only non-beverage items may be offered on the price list awarded with Price Line 102 in Group 2.
Please see revisions to Bid Solicitation titled “T1715 Revised Bid Solicitation 8.24.22.”
| 11 |
| Section 5.1 |
| Would we be able to bid for a one year term? Three year bids are no longer something that is done. |
Answer: No.
The base term of this Contract shall be for a period of three (3) years. This Contract may be extended up to three (3) years with no single extension exceeding one (1) year, by the mutual written consent of the Contractor and the Director at the same terms, conditions, and pricing at the rates in effect in the last year of this Contract or rates more favorable to the State.
| 12 |
| NJSSTC Section 6.1; Bid Solicitation Section 4.13, |
| Sec 6.1 "prices shall be firm" sec 4.13 allows for increases. What criteria is used? |
Answer: Criteria used to justify price adjustment requests are not limited to any type, subject or amount. Contractors must submit, with their price adjustment request, all supporting documentation and justification required to clearly explain the rationale for the request and amount of the adjustment. The New Jersey State Standard Terms and Conditions (NJSSTC) Section 6.1 states, in pertinent part, “In an exceptional situation the State may consider a price adjustment. Requests for price adjustments must include justification and documentation.”
Price list updates are also permitted. Bid Solicitation Section 4.13 states, in pertinent part, “The Contractor may request a price list update for each contracted brand once during a rolling twelve (12) month period. If a Contractor has been awarded more than one (1) price line, each price line may be updated at different times during a rolling twelve (12) month period, but in no event shall a Contractor update a single awarded brand more than one (1) time during a rolling twelve (12) month period.
Requests for price list updates shall be limited to the products approved by the DOC for commissary sale.”
| 13 |
| NJSSTC Section 6.1 |
| How much of a price increase is allowed? |
Answer: Price adjustment requests are not limited to any amount. Contractors must submit with their price adjustment request all supporting documentation and justification required to clearly explain the rationale for the request and justify the amount of the adjustment. The New Jersey State Standard Terms and Conditions (NJSSTC) Section 6.1 states, in pertinent part, “In an exceptional situation the State may consider a price adjustment. Requests for price adjustments must include justification and documentation.”
| 14 |
| NJSSTC Section 6.1 |
| What documentation is needed to justify a price increase? |
Answer: Contractors must submit with their price adjustment request all supporting documentation and justification required to clearly explain the rationale for the request and justify the amount of the adjustment. No specific documentation types are required, however examples of supporting documentation includes various related PPI indexes, recent invoices and direct communication/notification from the manufacturer.
| 15 |
| NJSSTC Section 6.1; Bid Solicitation Section 4.13 |
| Which section are we going by for price increases? 4 or 6? |
Answer: All price adjustment requests are subject to review in accordance with NJSSTC Section 6.1 and price list updates are subject to Bid Solicitation Section 4.13.
| 16 |
| Section 1.1; Section 3.26; Section 4.1 |
| Is bid 22DPP00767 an all or nothing bid opportunity? |
Answer: Please refer to the answer of Question 7 regarding the “all or none” groupings.
| 17 |
| N/A |
| Do you have any additional usage information available? |
Answer: Please refer to the attachment “T1715 Spend and Usage Information 8.24.22” for spend and usage information under T1715 from 2019 to present.
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