T2543 Bid Amendment 2 EQA Response 12.22.23.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

December 22, 2023

To: All Interested Bidders

Re: Bid Solicitation # 23DPP00868 T2543 – Laboratory Courier Services

Revised Quote Submission Due Date: January 10, 2024 (2:00 p.m. Eastern Time) Original Quote Submission Due Date: December 28, 2023 (2:00 p.m. Eastern Time)

Bid Amendment #2

The following constitutes Bid Amendment #2 to the above referenced Bid Solicitation:

· This Bid Amendment includes answers to questions; and

· 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 “T2543 Revised Bid Solicitation 12.22.2023 ”.

· Revisions to Attachment A. Please note that for all additions, deletions, clarifications and modifications to the Bid Solicitation, please refer to the Revised Bid Solicitation titled “

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.

Bid Solicitation #23DPP00868 T2543- Laboratory Courier Services

Section Reference Revision

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

Section Reference Question (Bolded) and Answer

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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 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 References Guides.

As stated in Bid Solicitation Section 2.2, Exceptions to the 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 Bidders suggested changes and the reason(s) for the suggested change(s). Additionally, as stated in Section 3.11, Bidder Additional Terms Submitted with the Quote: A Bidder may submit additional terms as part of its Quote. Additional terms are Bidder-proposed terms or conditions that do not conflict with the scope of work required in this Bid Solicitation, the terms and conditions of this Bid Solicitation, or the State of New Jersey Standard Terms and Conditions. Bidder proposed terms or conditions that conflict with those contained in the State of New Jersey Standard Terms and Conditions will render a Quote non-responsive.

In light of the dangers posed by the COVID-19 virus outbreak and the declaration by the World Health Organization of a global pandemic and Governor Murphy Executive Orders (https://www.state.nj.us/infobank/eo/056murphy/approved/eo_archive.html) which declared both a Public Health Emergency and State of Emergency please be advised that all Quotes shall be submitted electronically through NJSTART. Bidders may refer to the "Vendor Registration" and "Submit a Quote" Quick Reference Guides for instructions on how to enroll in NJSTART and how to submit an electronic Quote through NJSTART. The Quick Reference Guide entitled "Submit a Quote" is available here: https://www.state.nj.us.treasury/purchase/njstart/pdf/Create-a-Quote.pdf.

Additionally, to ensure that you have properly submitted the required documents you may also review the Quick Reference Guide entitled "How to Review a Submitted Quote" which is available here: https://www.state.nj.us/treasury/purchase/njstart/pdf/How toReviewaSubmittedQuote.pdf.Answers to Frequently asked Questions and all Quick Reference Guides are located on the NJSTART Vendor Support Page. If further assistance is needed, please email NJSTART Vendor Administration Team at: njstart@treas.nj.gov

Purpose and Intent Section 1.2 Background Q - Who is the incumbent?

A – Bidders interested in reviewing the current Contract may do so by following the instruction on Section 1.2 of the Bid Solicitation.

“This is a reprocurement of the services under Laboratory Courier Services. 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 T2543 and click “”

· The current Contract list will appear under “Results”.”

Please refer to Bid Solicitation Titled “T2543 Revised Bid Solicitation 12.22.2023.

State Supplied price Sheet Instruction Q - For pricing only a Single Stop Price for each of the 3 stop types (Scheduled, Will Call and Weekend/Holiday) for each Region, for each year of the 3 year contract, correct?

A – A firm price is required for each of the line item, each of the 3 stop types

A – Yes, firm price for each region and for the 3-year contract.

Please refer to Section 3.29 of the Bid Solicitation, which states:

“To be considered responsive, Bidders must submit prices for all lines on the price sheet. Failure to do so may result in rejection of its Quote. Bidders must provide firm fixed pricing for the materials and/or services listed on the price sheet. Firm fixed pricing is all inclusive of direct cost and indirect costs, including, but not limited to, direct labor costs, overhead, fee or profit, clerical support, equipment, materials, supplies, managerial (administrative) support, all documents, reports, forms, travel, reproduction and any other costs.”

State Supplied price Sheet Instruction Q - Will the State consider adding a fuel surcharge clause in case of a fuel increase in the future?

A – No, pricing is all-inclusive.

Please refer to Section 3.29 of the Bid Solicitation, which states:

To be considered responsive, Bidders must submit prices for all lines on the price sheet. Failure to do so may result in rejection of its Quote. Bidders must provide firm fixed pricing for the materials and/or services listed on the price sheet. Firm fixed pricing is all inclusive of direct cost and indirect costs, including, but not limited to, direct labor costs, overhead, fee or profit, clerical support, equipment, materials, supplies, managerial (administrative) support, all documents, reports, forms, travel, reproduction and any other costs.

A – No, an Oral Presentation is not required.

Additionally, Bid Solicitation Section 3.30 has been revised as follows:

“Not Applicable to this Procurement”

Please refer to Bid Solicitation Titled “T2543 Revised Bid Solicitation 12.22.2023.

Scope of Work

General Requirements Q - Can you please specify the type of vehicles required to complete the scope of work

A – Industry standard vehicles are acceptable.

Scope of Work

Q - What types of Vehicles are required to complete the Courier Services and are there designated parking spot for courier drivers at PHEL?

Q – Cars or Vans?

A – Industry standard vehicles are acceptable.

A – PHEL has a loading dock at the back of the building. All drivers are expected to park there to access the building while delivering the specimen.

Scope of Work

Q – Can we park any vehicles used to execute the services under this contract on site at the PHEL location in West Trenton, NJ?

A –Yes, but these vehicles must depart PHEL upon completion of the delivery.

Scope of Work

Section 4.1 Scope of Work

Q - What is the size and weight of the largest item (specimen, package, and equipment, supply) that the contractor is expected to transport?

A – The size and weight differs with each specimen/sample. Packages may be, but not limited to, an envelope or a shipping box, depending on the specimen/sample type. The weight could range from 2Lbs to 30Lbs.

Scope of Work

Section 4.1 Scope of Work

Q - Will the specimen be ready at the time of pick up or will the contractor be expected to wait (5, 10 minutes) for the specimen to be packaged?

A - The specimen would typically be ready for pick up, however, there may be wait time to access the facility and locate where to pick up the specimen.

The Contractor and the medical facility will figure out the best way to access the facility. There may be times where the package is finishing being prepared as the courier arrives. In that case, the courier wait should be minimal.

Scope of Work

Section 4.1 Scope of Work

Q - Are Pick-Up Time the Same for Week days and Weekends/ Holidays?

A – Pick up times vary with each facility; the facility and the contractor will work together on the best time.

For the Newborn Screening Program (NBS) routes, each facility has a set pickup time that remains the same daily, regardless of holidays and weekends.

Section 4.1 Scope of Work

Q - Can Section 4.1 be further defined/ explained?

A – The Contractor will pick up a specimen from the medical facility and deliver to PHEL.

The medical facility will pack the specimen and have it ready for pick up/delivery.

The Contractor is not responsible for packaging.

Scope of Work Section 4.1.1 New Born Screening Q - What is the earliest time each location will have the specimen/order ready for picked up? Is the pick-up time the same for weekdays & weekends?

A –. Pickup time is the same on weekdays and weekends for NBS. The earliest pickup time would be 8 am.

Scope of Work Section 4.1.1

New Born Screening Program

Q - Can the Existing four (4) routes be shared? Stop address and time of pick-up by stop on each route

A- The Contractor must work with the Using Agency to work out the route schedules.

Scope of Work Contractor Responsibilities Q - Scope of Work states that specimens shall be pick up and/or delivered to the NJ Department of Health's Public Health and Environmental Laboratories (PHEL). The only address I found for PHEL is located at 3 Schwarzkopf Drive, Ewing, NJ 08628.

Q - Is this the correct address?

Q - Is there more than 1 PHEL location?

A – PHEL is located at 3 Schwarzkopf Drive, Ewing, NJ 08628.

Additionally, Section 4.1 General Requirements has been revised as follows:

“PHEL is located at 3 Schwarzkopf Drive, Ewing, NJ 08628.”

Please refer to Bid Solicitation Titled “T2543 Revised Bid Solicitation 12.22.2023.

Scope of Work Contractor Responsibilities Q - Please confirm the address for the NJ Department of Health's Public Health and Environmental Lab is 3 Schwarzkopf Drive Ewing, NJ

A – Please refer to the answer to Question 18.

Scope of Work (Delivery Schedule) Q - What are the PHEL Days and Hours available for Pick-up and Drop-off including Sunday work

A – For PHEL, the drop off time is on or before 2pm Monday to Friday.

For NBS it is drop at PHEL Sunday through Friday before 5 pm.

Scope of Work

Section 4.3.1 Scheduled Pick Up/ Delivery

Q - How many days per week?

A – PHEL – Monday to Friday (5 days)

NBS – Sunday through Friday (6 days)

Scope of Work

Section 4.3.1

Q - Are any “Scheduled” locations on “Attachment A” or “Attachment B” scheduled for pick-ups or deliveries multiple times a day?

A – No, pick up of specimens/sample from each location is once a day.

Scope of Work

Section 4.3.1

Q - "Attachment A" has 18 locations with duplicate addresses. Are these just duplications or something else?

A – They are not duplications, but it also shows different floor/unit/room in the same facility. The purpose is for the driver to know where to go for pick-up.

Please refer to the attachment titled “T2543 Revised Attachment A 12.22.2023.

Scope of Work

Section 4.3.1

Q - "Attachment A" has 8 locations with the same address but different Region, County and/or City. Why are they in more than 1 Region?

A – Attachment “A” has been revised to correct the error.

Scope of Work

Section 4.3.1

Q - Most locations in "Attachment A" do not have times. Are these pick-ups/drop-offs any time of day? Just mornings? Just afternoons? Or will times be provided at a later date?

A – The Contractor will have to work out the pickup times with each medical facility. However, the delivery time to PHEL is no later than 2pm, as specified in Bid Solicitation Section 4.3.1.

Scope of Work

Section 4.3.1

Q - "Attachment A" and "Attachment B" have 17 locations with duplicate addresses. Is there a difference between the two documents for potential stops, other than "B" shows Sunday stops?

A – Attachment A is a potential route for clinical specimens while Attachment B is a potential route for Newborn Screening samples. All locations in Attachment B will need pickup every day, Sunday through Friday.

Additionally, please also refer to the answer on Question # 23.

Scope of Work

Section 4.3.1

Q - If stops are on both Attachment “A” and “B” with different days. Do I assume all days?

A – Stops on revised Attachment “A” are for Monday to Friday only while stops on Attachment “B” are for Sunday to Friday.

Scope of Work

Section 4.3.1

Q - "Attachment B" shows All locations listed run Sunday - Friday, is this correct?

A – Yes, it is correct that all locations on Attachment “B” run Sunday to Friday

Scope of Work

Section 4.3.1

Q - "Attachment B" Are these pick-ups/drop-offs any time of day? Just mornings? Just afternoons? Or will times be provided at a later date?

A – The contractor will need to work with the medical facility on the most efficient route and best time to pick up samples. However, the delivery to PHEL should not be latter than 5pm the same day.

Scope of Work

Section 4.3.1

Q - Does the route start at the time listed? Is this a requirement?

A – No, the Contractor will need to work with the client on the most efficient route.

Scope of Work

Section 4.3.1

Is there a sequence of stops that we must adhere to?

A – No, the Contractor will need to work with the medical facility on the most efficient route.

Scope of Work

Section 4.3.2 Will Call Pick-Up/Delivery Q - What are the will call order placement hours? For example, if an order is placed at 2pm on Sat is it due to be delivered by 2pm Sun?

Q - Is it necessary to hold "will calls" overnight?

Q - Requirement for 24/7 availability?

A- The Using Agency would call the Contractor to give at least 24 business day hours’ notice and confirm the mutually agreed upon "will-call" pickup day/time.

A – No. It is expected that the specimen be delivered to PHEL by 2pm the same day it’s picked up.

A – No, 24/7 availability is not required, however, the expectation is the specimens to be delivered to PHEL by 2pm the same day it is picked up.

General What is the overall spend for 2022/23?

A – The overall 2022/2023 spend is $1,445,098

Start Date

General When will the work begin?

A – The contract is expected to be effective by May 1st, 2024. Please note this is an estimate, and it is contingent on the successful award of a Contract.

General Contract Term Q – Need a better understanding of item “B”, “C”, and “D”

A – For additional information please refer to the NJSTART web-site

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