T2327 Optional Pre-Quote Conference~2.pptx

Optional Pre-Quote Conference

T2327 - Defined Contribution Retirement Program Administration Services: NJ State Employees Deferred Compensation Plan (NJSEDCP) and NJ Defined Contribution Retirement Program (NJDCRP)

Bid Solicitation #24DPP01010 Q&A due by 2PM on October 30, 2024 Quotes due by 2PM on December 3, 2024

WELCOME & INTRODUCTIONS

Please identify yourself and the firm you represent prior to asking a question.

Please make sure you are registered in NJSTART, and that your contact information remains current.

NJSTART Vendor support email: njstart@treas.nj.gov https://www.state.nj.us/treasury/purchase/vendor.shtml

PURPOSE & GENERAL INFORMATION

The purpose of this conference is to address procedural questions only, regarding the Bid Solicitation and Quote submission requirements.

No questions relating to the Scope of Work or the services or products required in the Bid Solicitation will be addressed. Vendors should utilize the Q&A Tab of the Bid Solicitation in NJSTART to submit those questions electronically.

The Bid Solicitation will be reviewed section by section with procedural questions being entertained on that basis.

BID SOLICITATION AT A GLANCE

Cover Page:

Bid Solicitation Title Information Submission dates Set-aside requirements

Electronic Q&A Due: October 30, 2024 by 2PM

Quotes Due: December 3, 2024 by 2PM

Section 1: Introduction and Summary Purpose and Intent (Section 1.1) Background (Section 1.2) Order of Precedence of Contractual Terms (Section 1.4)

Section 2: Pre-Quote Submission Information Q&A (Section 2.1) Exceptions to the New Jersey Standard Terms and Conditions (Section 2.2) Bid Amendments (Section 2.3)

Please review each Section carefully:

Please review this section carefully:

Section 3: Quote submission requirements - including, but not limited to:

Forms (Section 3.13) Technical Quote (Section 3.14) State of NJ Technical Questionnaire (Section 3.14.1) Management Overview (Section 3.15) Resumes (Section 3.23) Firm Experience (Sections, 3.19 & 3.24) Confidentiality/Commitment To Defend (Section 3.13.7) Financial Capability (Section 3.25) State-Supplied Price Sheet (Section 3.26)

Bidders shall submit (Mandatory) Ownership Disclosure Form, Section 3.13.2 If your firm intends to subcontract, the Subcontractor Utilization Plan, Section 3.13.8

Bidders should submit with Quote (Strongly Recommended), required prior to award Offer and Acceptance Page, Section 3.13.1 Disclosure of Investment Activities in Iran Section 3.13.3 Disclosure of Investigations and Other Actions Involving the Bidder Form, Section 3.13.4.

MacBride Principles, Section 3.13.5 Source Disclosure 3.13.6 Confidentiality/Commitment to Defend, Section 3.13.7 State of NJ Due Diligence Third-Party Security Questionnaire, Section 3.13.12 Certification of Non-Involvement in Prohibited Activities in Russia or Belarus, Section 3.13.14 Affirmative Action Compliance, Section 3.13.10 Business Registration, Section 3.13.13

Bidders shall submit:

Technical Quote, Section 3.14 State of NJ Technical Questionnaire, Section 3.14.1 Management Overview, Section 3.15 Mobilization Plan, Section 3.18 Minimum Bidding Requirements, Section 3.20 State-Supplied Price Sheet, Section 3.26

Bidders should submit:

Contract Management, Section 3.16 Contract Schedule, Section 3.17 Organizational Charts, Section 3.22 Resumes, Section 3.23 Experience with Contracts of Similar Size and Scope, Section 3.24 Financial Capability of the Bidder, Section 3.25

Please review Section 3 in its entirety for a full list of submission specifications.

Section 3 Quote Submission Requirements

Section 4: Scope of Work Required services to be provided by the awarded Contractor Section 5: General Contract Terms Contractual language including term details (Section 5.1 and 5.2) 5-Year Base Term Two 1-Year Extension Term Options Staff Substitutions (Section 5.5) Ownership of Materials (Section 5.4) Liquidated Damages (Section 5.8) Please review each section carefully.

Section 6: Data Security Requirements Section 7: Insurance, Modifications to the NJ Standard Terms and Conditions (SSTCs), and supplemental indemnification Section 8: Evaluation criteria, clarifications, and Best and Final Offer (BAFO) Section 9: Glossary (including Contract Specific Definitions) Please review each section carefully.

Reminders Review Bid Solicitation in its entirety and submit any questions prior to the deadline including exceptions. Updated documents will be posted in NJSTART and should be reviewed as posted.

Submit Quotes on time addressing all mandatory requirements including forms, or Quote may be deemed non-responsive. “Shall” denotes a mandatory requirement; however, not submitting requested information (“should”) could impact technical score Price Sheet must be completed in its entirety with no lines added or removed, or additional language or fees referenced

PRICE SHEET PITFALLS

Be sure to:

Complete all required price lines on the Price Sheet, or Quote may be deemed non-responsive. Indicate “no charge” if the cost is $0. Do not leave any price lines blank.

Do not make formatting changes to the Price Sheet. If the price line requires a dollar amount, don’t change it to a percentage, or vice versa. If the price line includes 2 decimal places, don’t change the settings to allow 4 decimals.

Confirm that you have completed all tabs on the Price Sheet.

Do not add additional language, assumptions, or fees on the Price Sheet. Do not add or remove any price lines.

Confirm you have completed the proper version of the Price Sheet; it may have been revised via Bid Amendment.

STATE-SUPPLIED PRICE SHEET

Please submit all pricing according to the instructions in Bid Solicitation Section 3.26

Bidders shall submit pricing on each fee tab in Column B, and if applicable Columns C and D for both highlighted tabs labeled “Fees – 457 (b) Plan” and “Fees – 401 (a) Plan:

Submit a fixed flat dollar rate per participant fee for each Plan Fees based on individual account balance for each Plan Revenue sharing shall be rebated to participants in funds generating the revenue sharing Include one (1) dedicated On-site Representative and ten (10) dedicated full-time Field Service Representatives in your pricing quote “Other Fees” – submit one (1) All-Inclusive Hourly Rate to cover any and all special project work that the Bidder may be asked to perform (Section 4.6) If a fee or service is not applicable, add “N/A” to each applicable price line in either Column B, C, and/or D.

STATE-SUPPLIED PRICE SHEET cont.

Please submit all pricing according to the instructions in Bid Solicitation Section 3.26

Bidders shall take the following pricing approach:

A gross, hard-dollar per-participant fee is required.

A separate gross dollar per-participant fee must be provided for each plan.

The lowest-cost share classes of investments are to be used and all revenue sharing generated from investments shall be credited to the Plan and/or participants as directed by the State of NJ. Revenue sharing shall be rebated to participants.

Participant transaction fees (e.g., loans, distributions) should be specifically identified.

List all proposed fees that will be collected from participants and participant assets either directly or indirectly by either the Bidder or any third-party. Fees, charges, or costs that are not stated in the State-Supplied Price Sheet will not be authorized.

Bidders shall include pricing without assumptions, exceptions, or caveats or the Quote may be deemed non-responsive.

OTHER HELPFUL TIPS

Do NOT include language such as this:

Vendor accepts all terms and conditions of this Bid Solicitation with the following additional language: Section X - Agree, as it applies to changes that impact administrative fees as outlined in this provision, provided that Vendor reserves the right to modify Contracted Terms based on changes by the State.

Vendor’s Quote is only valid for XX days.

Vendor reserves the right to charge additional fees for services that require extensive time and effort.

This Quote is a nonbinding expression of interest only and is not intended to create a binding commitment on either party unless and until a definitive agreement has been executed between the parties.

This Quote may include statements regarding plans for future products and services, or future versions of existing products and services. Any such statements are provided solely for your general information and are not part of this Quote unless specifically stated in writing in this Quote.

THANK YOU FOR ATTENDING

Q&A due by 2PM October 30, 2024

Quotes due by 2PM December 3, 2024 image1.png image2.tmp image3.PNG image4.png image5.png