T2577 21DPP00587 Bid Amendment 1 12.29.2020~2.docx
DOCX document 85 KB Posted
- Attached to
- T2577 Devices for the Deaf and Hard of Hearing for the Department of Human Services- REBID
- Solicitation number
- 21DPP00587
- Issued by
- New Jersey
About this file
This document is a Bid Amendment for a state and local contract opportunity issued by the New Jersey Department of the Treasury Division of Purchase and Property Procurement Bureau for Devices for the Deaf and Hard of Hearing for the Department of Human Services - REBID, Bid Solicitation #21DPP00587. The Bid Amendment includes answers to questions from vendors and revisions to the original Bid Solicitation. The contract will serve Mercer County, New Jersey and the City of Trenton. The Bid Solicitation requests quotes for various assistive devices and accessories to be provided to the deaf and hard of hearing population. Quotes are due by January 12, 2021 at 2:00 PM Eastern Time.
The Bid Amendment addresses issues such as accessing PDF documents, reviewing submitted quotes, exceptions to the State Standard Terms and Conditions, specification data sheets for equivalent products, warranty requirements, delivery and return shipping, and sample requests. It also provides clarification on the inclusion of speech devices, the required Cisco 3905 phone, and the discontinuation of the Amplicom PowerTel780 model. No pricing details, set asides, or funding information is provided. Vendors are directed to submit any requests for usage reports or bid tabulations from the previous procurement opportunity through an Open Public Records Act (OPRA) request.
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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
MAURICE A. GRIFFIN
Acting Director https://www.njstart.gov
To: All Interested Vendors {Bidders}
Re: Bid Solicitation # 21DPP00587 Bid Solicitation: T2577- Devices for the Deaf and Hard of Hearing for the Department of Human Services-
REBID
Quote Submission Due Date: January 12, 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; 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 “T2577 21DPP00587 Revised Bid Solicitation 12.29.20”.
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: 21DPP00587 Bid Solicitation: T2577- Devices for the Deaf and Hard of Hearing for the Department of Human Services- REBID
Answers to Questions
Where applicable, each question references the appropriate Bid Solicitation section.
| # |
| Bid Solicitation |
Section Reference Question (Bolded) and Answer
| 1 |
| PDF Documents |
| 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 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 |
| Quote Submission |
| 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 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 Vendor's {Bidder's} 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 State's rights under any Blanket P.O. resulting from the Bid Solicitation, may render a Quote non-responsive."
| 4 |
| Section 4.4.3.3 |
| What will happen if a Bidder does not provide specification data sheets for all equivalent brands bid that are not listed as an approved brand? |
Answer: If a Vendor {Bidder} fails to provide, with its Quote, specification data sheets for an equivalent brand bid on a given price line, its Quote for that equivalent brand and given price line will be deemed non-responsive.
Bid Solicitation Section 4.4.3.3 states:
“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.
Vendors {Bidders} offering approved products identified in this Bid Solicitation are not required to submit specification data sheets for those approved products only. However, all required information identified on the State-Supplied Price Sheet is necessary to confirm specification conformance and must be provided.
| 5 |
| Section 1.1, 3.1 |
| Are speech devices covered under this bid? |
This question has been paraphrased in the interest of readability and clarity.
Answer: No, speech devices are not covered under this procurement. Please refer to Bid Solicitation Section 3.1, Product Specifications, for the list of required specifications for each item.
| 6 |
| Section 3.1 |
| The State is requesting the Cisco 3905 phone for this category. |
Question: Since [Cisco 3905] is not an HCO phone by itself (only the handset of this phone is compatible with an acoustic TTY as per manufacturer spec sheet), is the program wanting this item paired up with an acoustic TTY so that clients can make an HCO call with it. If yes, do you want the vendor to also quote an acoustic model TTY along with this phone in this category?
Answer: No, an acoustic TTY is not intended or needed for this item. Please see Bid Solicitation Section 3.1 for a complete list of specifications for each item.
| 7 |
| Section 3.7 |
| The Vendor {Contractor} must provide the Using Agency with an invoice for each item shipped along with proof of delivery. Payment shall not be made until the invoice and proof of delivery is received and approved by the Using Agency. Question: Does the program require an actual signature of the consumer who received the equipment as proof of delivery, or will the program accept a simple notice from the shipping company stating that the shipment has been delivered and on what day? |
Answer: The State does not require a signature upon delivery. A notice from the shipping company stating that the shipment has been delivered, along with the delivery date, will suffice.
Bid Solicitation Section 3.7 has been revised. Please refer to the revised Bid Solicitation titled: “T2577 21DPP00587 Revised Bid Solicitation 12.29.20”.
| 8 |
| Section 1.1 |
Section 3.7.1 Section 3.7.2 Section 4.4.5.2 Section 6.7 Section 7.2 Mail the product to the address provided by the Vendor {Contractor}, using a shipping agency that can track and insure the package. The Vendor {Contractor} must pay all required shipping and handling charges. Question: Since this is the error of the Agency and not the vendor, should this not read “The Agency will pay all required shipping and handling charges”?
Answer: Yes, the Using Agency will pay return shipping and handling charges for orders placed in error.
Please see revised Bid Solicitation Sections 1.1; 3.7.1; 3.7.2; 4.4.5.2; 6.7 and 7.2.
Please see revised State-Supplied Price Sheet titled “T2577 21DPP00587 Price Sheet Revised 12.29.20”.
Please see revisions to the Bid Solicitation titled “T2577 21DPP00587 Revised Bid Solicitation 12.29.20”.
| 9 |
| Section 3.8 |
| The Vendor {Contractor} must provide the manufacturer’s standard warranty. All manufacturer’s warranties shall remain in full force and effect even after the expiration of the Blanket P.O. The Using Agency shall not be charged for any service, labor, or replacement of parts covered under the warranty. If warranty repairs cannot be corrected on-site, and the component requiring the repair is crucial to the use of the equipment, the Vendor {/contractor} must supply or loan equipment which is functionally equivalent, at no charge, in order to provide continuous service while warranty repairs are being completed. |
Question: Is the program requiring the vendor to ship out a replacement device as a loaner while the clients original equipment is being shipped into the service center to be repaired under warranty or can the vendor have the clients equipment come in for service and once the equipment is received at the repair facility only then ship out either a replacement unit or the clients original repaired equipment?
Answer: No, the State is not requiring a replacement device as a loaner while original device is being repaired.
Please see revisions to the Bid Solicitation titled “T2577 21DPP00587 Revised Bid Solicitation 12.29.2020”.
| 10 |
| Section 3.9 |
| The Vendor {Contractor} must return the consumer’s service calls within four (4) hours of the initial call. In addition, all repairs and replacements must be performed within two (2) business days of notification by the consumer. Repairs must be made Monday through Friday between the hours of 8:00 AM to 5:00 PM Eastern Time. |
Question: Due to delays in shipping equipment into the service center and then shipping equipment back to the consumer, can this wording be changed to say “All repairs and replacements must be performed within 2 business days once vendor receives the equipment at their facility and then equipment will be shipped back to consumer”?
Answer: Yes.
Please see revisions to the Bid Solicitation titled “T2577 21DPP00587 Revised Bid Solicitation 12.29.20”.
| 11 |
| Section 4.4.3.7 |
| The Vendor {Bidder} must, within five (5) business days following a request from the Using Agency, submit Quote samples. The samples submitted must meet the specification requirements set forth in the Bid Solicitation and must be representative of the product bid. Quote samples for evaluation and testing purposes are to be made available at no charge and delivered to the DDHH, at the Vendor’s {Bidder’s} expense. Quote samples will not be returned. The State may conduct laboratory tests to assure that the Quote samples submitted conform to this Bid Solicitation. The State reserves the right to perform any tests necessary to assure that the Quote samples conform to this Bid Solicitation. If the sample(s) of the brand/model/product offered by the Vendor {Bidder} in its Quote fails, the State shall reject the Quote for the affected line item(s). The testing results of the State are final. |
Question: Can the vendor charge the program for samples if the program requests more than one sample of each device for testing? If NO…how many samples of each device are normally requested when program evaluates equipment?
Answer: No, as per Bid Solicitation Section 4.4.3.7, the Vendor {Bidder} may not charge the State for requested samples. If required, the State will request no more than one (1) sample of each item identified on the State-Supplied Price Sheet.
Please see revisions to the Bid Solicitation titled “T2577 21DPP00587 Revised Bid Solicitation 12.29.20”.
| 12 |
| Section 1.1 |
| Can the program provide a breakdown of the number of each piece of equipment distributed in the last 24 months for the categories listed above? |
Answer: Please submit an OPRA (Open Public Records Act) request to obtain the usage report from the previous bidding cycle (Bid Solicitation #13-X-22602) by clicking on the following link: https://www.state.nj.us/opra/
| 13 |
| Section 3.1, 4.4.3.3 |
| Amplicom PowerTel780 has been discontinued. The only corded option with 50 dB does not offer an additional handset. Will the State allow a substitution that doesn’t offer the expansion handset, or would the State prefer a model with less dB that allows for an expansion handset? |
Answer: As per Bid Solicitation Section 3.1, an expansion handset is not a required component. Bid Solicitation Section 3.1 identifies all of the required specifications for each item and all products offered must meet all required specifications.
Vendors {Bidders} are required to submit, with their Quote, specification data sheets for all equivalent brands bid, per Section 4.4.3.3, which states:
“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.”
Please see revisions to the Bid Solicitation titled “T2577 21DPP00587 Revised Bid Solicitation 12.29.20”.
| 14 |
| Section 3.1 |
| Silent Call C05-MC – this does make a sound on its own, but without a receiver it does not transmit to anything. Is this acceptable use, or does the State want a receiver to accompany the alarm? |
Answer: As per Bid Solicitation Section 3.1, a receiver is not a required component. Bid Solicitation Section 3.1 identifies all of the required specifications for each item and all products offered must meet all required specifications.
Vendors {Bidders} are required to submit, with their Quote, specification data sheets for all equivalent brands bid, per Section 4.4.3.3, which states:
“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.”
| 15 |
| Section 3.1, 4.4.3.3 |
| HA360MKSB – there is no doorbell specification listed. Does the state in fact need the doorbell, or would HA360MVSB be sufficient to bid? |
Answer: Yes, a wireless doorbell feature is a required specification.
The Bid Solicitation Section 3.1 (Price Line 7) specifications have been revised. Please see revisions to the Bid Solicitation titled “T2577 21DPP00587 Revised Bid Solicitation 12.29.20”.
| 16 |
| Section 3.2 |
| Page 20, Section 3.2 - The Vendor {Contractor} must provide email notification to DDHH of delivery to the consumer from the delivery vendor. Would tracking confirmation of when a product ships be sufficient? |
Answer: No, tracking confirmation indicating when a product is shipped is not sufficient. Bid Solicitation Section 3.2 states, in pertinent part, “The Vendor {Contractor} must provide email notification to DDHH of delivery to the consumer from the delivery vendor.”
However, delivery confirmation from the delivery vendor is sufficient for delivery notification.
Please see revisions to the Bid Solicitation titled “T2577 21DPP00587 Revised Bid Solicitation 12.29.20”.
| 17 |
| Section 3.1 |
| On price schedule B, form 13-X-22602 Attachment-1, there is a tab for “Voice Carry Over Phones”. Does the State wish to receive quotes for products that meet this criteria? If so, can the State please provide product specifications? |
Answer: No, “Voice Carry Over Phones” are not included in Bid Solicitation 21DPP00587. Please see Bid Solicitation Section 3.1 for a list of products sought by the State and their required specifications.
Bid Solicitation Section 1.2 (Background) states, in pertinent part (emphasis added in bold): ”This is a re-procurement of the product/services under T2577 Devices for the Deaf and Hard of Hearing presently due to expire on February 28, 2021. Vendors {Bidders} are cautioned that this new Bid Solicitation addresses current requirements.
On price schedule H, form 13-X-22602Attachment-1, there is a tab for “Artificial Larynx Devices” but the State does not have this item on their item list. Does the State wish to receive quotes for a product like this? If so, can the State please provide the product specifications?
Answer: No, “Artificial Larynx Devices” are not included in Bid Solicitation 21DPP00587. Please see Bid Solicitation Section 3.1 for a list of products sought by the State and their required specifications.
Bid Solicitation Section 1.2 (Background) states, in pertinent part (emphasis added in bold): ”This is a re-procurement of the product/services under T2577 Devices for the Deaf and Hard of Hearing presently due to expire on February 28, 2021. Vendors {Bidders} are cautioned that this new Bid Solicitation addresses current requirements.
| 18 |
| N/A |
| Can the State please provide a usage report from the previous opportunity? |
Answer: Please see the response to Question #12 above.
| 19 |
| Section 1.2 |
| Can the State please provide a bid tabulation from the previous opportunity? |
Answer: To view the current Blanket P.O. specifications and pricing information, please follow the instructions in Bid Solicitation Section 1.2 (Background), also listed below:
Go to: www.njstart.gov Select “Contract & Bid Search” Select “Contracts/Blankets” Under “Contract/Blanket Description” type in T2577 Click “Find It” The current Blanket P.O.s will appear under “Results.”
For a complete list of bid pricing from the previous procurement cycle (Bid Solicitation #13-X-22602), please submit an OPRA (Open Public Records Act) request by clicking on the following link: https://www.state.nj.us/opra/
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