T1881 - Bid Amendment 3~1.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

TAHESHA L. WAY

Lt. Governor

AMY F. DAVIS, ESQ.

Acting Director https://www.njstart.gov

July 12, 2024

To: All Interested Bidders

Re: Bid Solicitation # 23DPP00822 T1881 – Printing: Certified Copies of Vital Records Forms (DOH)

Revised Quote Submission Due Date: July 30, 2024 (2:00 p.m. Eastern Time) Revised Quote Submission Due Date: Tuesday, July 16, 2024 (2:00 p.m. Eastern Time)

Bid Amendment #

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

· This Bid Amendment includes answers to questions;

· 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 titled “T1881 Revised Bid Solicitation 7.12.24 ”; and

· Revisions to the State-Supplied Price Sheet. Please note that for all additions, deletions, clarifications and modifications to the State-Supplied Price Sheet, please refer to the Revised State-Supplied Price Sheet titled “T1881 Revised State-Supplied Price Sheet 7.12.24 ”; and

· An Optional Pre-Quote Conference was held via Microsoft Teams on April 17, 2024, in accordance with Bid Solicitation Section 2.5, Optional Pre-Quote Conference. The following firms were identified as attendees for the optional Pre-Quote Conference:

· RR Donnelley

· Banknote Corporation of America, Inc (BCA)

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.

Answers to Questions

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

Note: Questions 7, 8, and 9 have been paraphrased in the interest of readability and clarity.

Section Reference Question (Bolded) and Answer

Q. 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?

A. It is recommended that users utilize Microsoft Edge 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.

Q. Should I check that I have properly completed and attached all of the required documents with my submitted Quote?

A. 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.

Q. Please confirm a Bidder may deliver a hardcopy quote instead of submitting a response electronically.

A. Please be advised that all Quotes shall be submitted electronically through NJSTART.

Q. Will the State allow Bidders to take exception to any of the Standard Terms and Conditions?

A. As stated in 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)." Moreover, as stated in Bid Solicitation Section 3.11, Bidder proposed terms or conditions that conflict with those contained in the State of New Jersey Standard Terms and Conditions may render a Quote non-responsive.

1.2 Background (Pricing) Q. Please provide pricing of the previous contract.

A. The previous Contract’s pricing for T1881, Contract #86247, can be found in NJSTART.

https://www.njstart.gov/bso/external/purchaseorder/poSummary.sdo?docId=86247&releaseNbr=0&external=true&parentUrl=close

Additionally, Bid Solicitation Section 1.2 states, in pertinent part:

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 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 the T1881 and click “”

· The current Contract list will appear under “Results”

1.3 Contract Amount Q. With 1,913,900 being an estimated total of 42A and 42B certificates are they supplied all at one time or quarterly shipments?

A. The certificates are sent as requested by each municipality and state office. The current vendor accepts orders at a minimum every Friday from OVSR to be delivered to each municipality and OVSR as requested. These are in packs of either 100 or 500.

Please refer to Section 4.5, Packaging of the Bid Solicitation.

1.5 Intrastate Cooperative Purchasing Q. Why is this Contract open to Intrastate Cooperative Purchasing Partners?

A. New Jersey municipality’s and their Office of Vital Statistics are Intrastate Cooperative Purchasing Partners.

Please refer to Section 1.1, which states in pertinent part:

The purpose of this Bid Solicitation is to solicit Quotes from qualified Bidders for the secure printing, storage, sale and delivery of Certified Copy of Vital Record forms to over five hundred (500) Offices of Vital Statistics of each New Jersey municipality, as well as to the State Office of Vital Statistics and Registry.

State of New Jersey Security Due Diligence Third-Party Information Security Questionnaire Q. Is the security questionnaire required to be submitted with a quote? The scope of work doesn’t appear like data security is necessary and I do not see where we are handling any personal or confidential data as part of this engagement.

A: The State of New Jersey Security Due Diligence Third Party Information Security Questionnaire should be submitted with a Bidder’s quote.

Please refer to Section 3.13.12, which states in pertinent part:

“The Bidder should complete and submit the State of New Jersey Security Due Diligence Third-Party Information Security Questionnaire (Questionnaire) with its Quote. If a Bidder does not submit the completed Questionnaire with the Quote, the Bidder must comply within seven (7) business days of the State’s request or the State may deem the Quote non-responsive.”

In regards to the necessity, the State has determined the State of New Jersey Security Due Diligence Third Party Information Security Questionnaire is necessary.

State-Supplied Price Sheet Instructions Q. For Group 2 (Price Lines 5 – 8), is there an alternative method to submit pricing and info for price increases besides benchmark pricing?

A: No. Bidders must provide firm fixed benchmark pricing to be able to request an increase for paper cost during the contract term pursuant to the Bid Solicitation Section 4.9 Paper Price Escalation Clause.

General Requirements Q. Is the State able to provide a breakdown of individual shipments to each Vital Statistics Office from the previous 12 months?

A. No. The State will not provide a breakdown of individual shipments.

Please refer to estimates provided in Bid Solicitation Section 1.3, Contract Amount, which states in pertinent part:

“The estimated amount of the Contract, if stated, shall not be construed as either the maximum or minimum amount which the State shall be obliged to order.

It is estimated that a total of 1,913,900 forms of REG-42A and REG-42B are utilized annually, in total, by the State Office of Vital Statistics and Registry and all of the municipal Offices of Vital Statistics throughout the State. The estimated utilization totals for each REG-42A and REG-42B form are as follows:

The Contractor, however, is cautioned that these numbers can fluctuate and they are responsible for the calculations of their own costs associated with the project.”

Stock Q. Does the State have the rights to the dandy roll which makes the watermark? If not, the incumbent would clearly have an advantage. What mill holds the dandy roll? Would the State be willing to consider an alternative watermark that meets all the security specifications and is only used for high security vital records in the United States. Can samples of proposed paper be submitted for review by the panel?

A. Yes, the State would be willing to consider a new alternative watermark that meets the security specifications outlined in the Bid Solicitation Section 4, Scope of Work, as approved by NJDOH.

Please see the revised Bid Solicitation Section 4.3, Tasks/Areas of Inquiry, which states in pertinent part:

“The Contractor should establish their own watermark design approved by NJDOH when having additional raw material paper manufactured.”

Secure Scan Photograph (or Agency-Approved Equivalent Q. Would the State be interested in upgrading security and consider pricing which includes a true engraved intaglio border?

A. Yes, the State would be willing to consider upgrading security and consider optional pricing to include a true engraved intaglio border. As a baseline, all Bidders are required to submit pricing without the intaglio border.

The following have been revised to add new price lines for forms printed with an intaglio border:

The State Supplied Price Sheet, Bid Solicitation Section 1.1, Purpose and Intent;

Bid Solicitation Section 3.27, State-Supplied Price Sheet Instructions;

Bid Solicitation Section 4.3.1.13, Intaglio Border; Bid Solicitation Section 8.16, Contract Award, Please refer to Bid Solicitation Section 3.27, State-Supplied Price Sheet Instructions, which states in pertinent part:

“Bidders should provide pricing for all price lines in Group 2 (Price Lines 5 - 8). The pricing shall be All-Inclusive.”

Micro Logo Line Q. You mention a raised seal. Assuming this may be embossed would an intaglio raised seal be an acceptable alternative? If not, please confirm the current document has an embossed seal?

A. No, the State will not accept an intaglio raised seal. The seal is something OSVR places on the document after it has been printed.

Document Security Q. If a vendor is both NASPO (North America Security Organization) and ISO 14298 certified and we can provide a comprehensive security plan would that be considered as an alternative to 24-hour armed guard services ?

A. Twenty-four (24) hour armed guard services must be included in the security plan.

Document Security Q. Is a class 5 bank currency vault an acceptable alternative for non-production hours in lieu of armed guards?

A. No. Please see the response to Question #14.

Packaging Quantities Q. Has the State established a minimum order quantity, for each item (1a, 1b, 2a, 2b), for the individual Vital Statistics Offices?

A. Yes, the State will order on an as needed basis.

As an example, the State can order one (1) pack of the REG-42B – 8 ½” x 14”: 100/Package, Face Up, Low # on Bottom if that is all the office needs at the present time.

Samples, Delivery, and Worksite Visits Q. If the State allows intaglio as an alternative can the 1-month period for samples be extended? The plate production and design can takes up to 5?

A. Intaglio seals are not acceptable. OSVR places the seal on the document after it has been printed.

The State will consider intaglio borders; however, sample turnovers cannot extend beyond one (1) month.

Data Security Requirements – Contractor Responsibility Q. If awarded this work, will Section 6 need to be completed? I do not see where we will be handling any personal or confidential data as part of this engagement.

A. Yes. The Contractor shall follow the requirements outlined in Bid Solicitation Section 6, Data Security Requirements – Contractor Responsibility, as the State has determined this necessary.

A. The State will provide a plain/voided copy of a certificate for the Contractor’s review upon award.

Samples

Q. Can we obstain a VOIDED sample copy of your current Certificate? If not, can you provide a digital photo of the front and back?

A. Yes, both are acceptable. The State will provide samples for the Contractor’s review upon award.

A. No, the State will not provide as sample of the Reg-42a (letter) & Reg-42b (legal). It is the intention for Bidders to demonstrate all security features offered on a "dummy form" for evaluation.

Contents of the REG 42a/b's will be provided to the awarded Contractor.

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