T2628 Bid Amendment 1 Responses to QA Final 10.16.2025.docx
DOCX document 90 KB Posted
- Attached to
- T2628- Various Foods: Condiments, Dressings, Gravies, Rice, Potatoes, Flour and Sugar for DSS
- Solicitation number
- 26DPP01220
- Issued by
- New Jersey
About this file
This is Bid Amendment #1 issued by the State of New Jersey Department of the Treasury, Division of Purchase and Property on October 16, 2025, for Bid Solicitation #26DPP01220 (T2628), which covers various food items including condiments, dressings, gravies, rice, potatoes, flour, and sugar for Distribution and Support Services. The amendment provides answers to questions submitted during the electronic question and answer period that concluded on October 8, 2025, and includes revisions to the original bid solicitation and standard procurement forms. Quote submissions are due October 31, 2025 at 2:00 p.m. Eastern Time. All quotes must be submitted electronically through NJSTART; hardcopy submissions are not permitted. The contract term was revised from three years to four years, with estimated usage quantities ranging from 786 to 22,320 cases across 30 distinct price lines organized into three groups designated as "all or none" groupings, requiring bidders to submit bids on all lines within a selected group to be considered responsive.
Key clarifications in this amendment address critical bidding requirements, including confirmation that bidders must complete all required fields and initial each price line on the state-supplied price sheet, that samples are not required before bid opening for alternate brands, and that imported products are acceptable if they meet all technical specifications and packaging requirements. Bidders must hold prices firm through contract issuance, though price adjustments may be considered following contract award if justified with documentation. The state clarified that the New Jersey Standard Terms and Conditions do not require signatures as they are incorporated by reference, that exceptions to mandatory terms may only be proposed during the question and answer period, and that dehydrated or powdered products requiring on-site water addition do not meet specifications for Group 3. Previous contract award pricing information, including contractor names and contract numbers, has been added to the revised solicitation to provide market context for bidding decisions.
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Text version
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
October 16, 2025
To: All Interested Bidders
| Re: | Bid Solicitation # 26DPP01220 | |
| T2628- Various Foods: Condiments, Dressings, Gravies, Rice, Potatoes, Flour and | Sugar for Distribution and Support Services |
Quote Submission Due Date: October 31, 2025 (2:00 p.m. Eastern Time)
Bid Amendment #1
The following constitutes Bid Amendment #1 to the above referenced Bid Solicitation:
· Answers to questions from the Electronic Question and Answer Period that concluded on October 8, 2025;
· Revisions to the Bid Solicitation (from Part 1 and Part 2 of the Bid Amendment).
· Please note that for all modifications to the Bid Solicitation, please refer to the Revised Bid Solicitation titled “T2628 26DPP01220 Revised Bid Solicitation 10.16.2025”;
· Revised Attachment 2 titled “T2628 Attachment 2 Revised Standard Procurement Forms Packet 10.16.2025”.
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 #26DPP01220 T2628 - Various Foods: Condiments, Dressings, Gravies, Rice, Potatoes, Flour and Sugar for Distribution and Support Services
Answers to Questions
Where applicable, each question references the appropriate Bid Solicitation section.
| # |
| Bid Solicitation |
Section Reference Question (Bolded) and Answer
| 1 |
| PDF Documents |
| Question: 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 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 |
| Question: Should I check that I have properly completed and attached all of the required documents with my submitted Quote? |
Answer: 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 T and review each document attached to the Quote submission. Instructions NJSTART 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 |
| Quote Submission |
| Question: Please confirm a Bidder may deliver a hardcopy quote instead of submitting a response electronically. |
Answer: Please be advised that all Quotes shall be submitted electronically through NJSTART.
| 4 |
| Exceptions |
| Question: Will the State allow Bidders to take exception to any of the Standard Terms and Conditions? |
Answer: 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.”
| 5 |
| State-Supplied Price Sheet |
| Question: Do I have to complete all of the required fields on the state-Supplied Price Sheet for each price line bid? |
Answer: Yes.
| 6 |
| State-Supplied Price Sheet |
| Question: Do I have to initial each price line bid on the State-Supplied Price Sheet? |
Answer: Yes.
| 7 |
| Price Adjustment Review |
Question: Will price adjustments be considered during the term of the contract?
Answer: Price adjustments may be considered following contract award. Price increases may be requested pursuant to New Jersey State standard Terms & condition Section 6.1 which states "in an exceptional situation the State may consider a price adjustment. Requests for price adjustments must include justification and documentation."
| 8 |
| Group Awards |
| Question: If I bid on any of the Groups 1, 2, or 3 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 Section 1.1, Groups 1, 2, and 3, 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 lines within the group, their Quote shall be considered non-responsive for that group. If a brand/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.
| 9 |
| Section 6.1 |
New Jersey State Standard Terms & Condition and Section 3.36 State-Supplied Price Sheet Question: Could you please clarify how tariffs will be addressed as part of this bid process? Will we be able to increase prices due to tariffs?
Answer: Bidders must bid a firm, fixed price for each price line bid, as stated in Bid Solicitation Section 3.36 (State-Supplied Price Sheet Instructions).
Bidders are reminded that Bid Solicitation Section 3.36 (State-Supplied Price Sheet Instructions) states, in pertinent part:
“Each Bidder is required to hold its prices firm through issuance of the Contract.”
Price adjustments may be considered following Contract award. Any price adjustment requested by a Contractor must include justification for the requested price increase. In that instance, a Contractor could utilize tariffs as the reasoning/contributing factor to the requested price increase.
Price increases may be requested pursuant to New Jersey State Standard Terms and Conditions Section 6.1 which states: "In an exceptional situation the State may consider a price adjustment. Requests for price adjustments must include justification and documentation.”
| 10 |
| 3.20 Samples and Testing |
| Question: If bidding an alternate brand/product, is a sample due before bid opening? |
Note: This question has been paraphrased in the interest of readability and clarity.
Answer: No, If bidding an alternate brand, samples are not required. However, the alternate product bid must meet the specifications in Bid Solicitation Section 4.1.
| 11 |
| Award |
| Question: When will this bid be awarded? This will help with pricing as many manufactures have new pricing coming out in December/January. |
Answer: There is no estimated timeframe for quote evaluation and proposed awards.
Bidders are reminded that Bid Solicitation Section 3.36 (State-Supplied Price Sheet Instructions) states, in pertinent part:
“Each Bidder is required to hold its prices firm through issuance of the Contract.”
| 12 |
| New Jersey State Standard Terms & Conditions |
| Question: The form to sign for terms and conditions is locked and cannot be signed. |
Answer: The State of New Jersey Standard Terms and Conditions (SSTC) attachment does not have to be signed. The SSTC are incorporated into the overall contracts by reference.
| 13 |
| Section 4.10 Estimated Quantities |
| Question: Are there any estimated usage quantities you can provide for each line item? |
Note: This question has been paraphrased in the interest of readability and clarity.
Answer: Yes. The estimated usage quantities are outlined in Section 4.10 of the Bid Solicitation.
| 14 |
| Section 4.1 Product Specifications, Price Line 23, Sugar, Granulated, White, Fine |
Question: Will you accept imported sugar?
Answer: Yes, imported sugar will be accepted provided that the product complies with all of the technical specifications and packaging requirements outlined in Section 4.1 of the Bid Solicitation.
Please see Part 2 of the Bid Amendment (below) and the revised Bid Solicitation titled “T2628 26DPP01220 Revised Bid Solicitation 10.16.2025”.
| 15 |
| Section 4.1 Product Specifications, Price Line 24, Sugar, Light Brown |
Question: Will you accept 12/2 packing?
Answer: No. The product offered must adhere to the packaging requirements specified in Section 4.1 of the Bid Solicitation, which states in pertinent part:
“Packaging: Brown Sugar must be packed in 24 / 16 oz. boxes or bags, per case.”
| 16 |
| Bid Solicitation Section 1.2 Background |
| Question: May we please have a copy of the previous full bid award? I see the items that were bid, but can we see who won each item at what price? |
Answer: Bid Solicitation Section 1.2 (Background) has been revised to include additional information pertaining to previous contract awards.
Please see Part 2 of the Bid Amendment (below) and the revised Bid Solicitation titled “T2628 26DPP01220 Revised Bid Solicitation 10.16.2025”.
Note: In instances where the statement ‘New Item*’ is listed in the table in Bid Solicitation Section 1.2, that is meant to denote that this is the first time that this item/product is appearing under the Bid Solicitation. In these instances, there is no comparable Contract pricing available.
| 17 |
| Section 4.1, Product Specifications, Group 3 Alternative Bid |
| Question: Will you accept bids for alternate offering? Offering would be a powder product. Add water on site. |
Answer: No, dehydrated or powdered products that require water on site do not meet the Bid Solicitation specifications for Group 3 (Price Lines 5 through 7) and will not be accepted. The product(s) offered must meet the specifications in Section 4.1 of the Bid Solicitation.
| 18 |
| Alternate Brands |
| Question: Can the State of NJ clarify if price adjustments are allowed during the term of this contract? |
Answer: Please refer to the answer provided in Question #7 above.
| 19 |
| Section 4.1 Product Specifications |
| Question: When quoting, can suppliers only quote approved products or can alternate product be submitted with spec sheets? |
Answer: Bidders are permitted to offer equivalent products. Any equivalent product bid must meet the Bid Solicitation specifications and requirements. Bidders are not required to bid Approved Products only in order for its Quote to be considered responsive.
Bid Solicitation Section 9.2 (Definitions) defines Approved Products and Equivalent Products as follows:
Approved Products – Those products that have been identified in Bid Solicitation as meeting Using Agency needs and confirmed as meeting product specifications.
Equivalent Products – Products offered other than those identified as an Approved Product in this Bid Solicitation that meet the specifications herein. Equivalent Products will be evaluated to ensure that they meet all technical, nutritional, and packaging specifications herein as part of the Quote evaluation process.
Section 4.1 of the Bid Solicitation states (emphasis in bold):
“The Approved Products identified herein have been deemed by the State to meet all specifications however, any products that meet the specifications will be considered as Equivalent Products.”
| 20 |
| Award |
| Question: This contract appears to go into effect April 2026 what is the estimated timeline for bid evaluation? |
Answer: Please see the answer provided in Question #11 above.
| 21 |
| Section 6.1 |
New Jersey State Standard Terms & Conditions Note: This question has been paraphrased in the interest of readability and clarity.
Question: Does the price at the time of bid hold for the entire 3 year contract term?
Answer: No.
Question: Is the pricing updated throughout the Contract term?
Answer: Please see the answer provided in Question #7 above.
| 22 |
| Section 4.10 Estimated Quantities and Section 5.1 Contract Term and Extension Option |
| Question: Could you please confirm whether the “DSS Estimated Order Quantity Over the Four-Year Contract Term” represents the total projected quantities for the entire potential four-year period (three-year base term plus one anticipated extension year)? The estimated order quantity is for Four year contract term but then the contract is three year base term. |
Answer: Section 5.1 (Contract Term and Extension Option) of the Bid Solicitation has been revised to reflect a four (4) year contract term. Please see Part 2 of the Bid Amendment (below) and the revised Bid Solicitation titled “T2628 26DPP01220 Revised Bid Solicitation 10.16.2025”
The table in Section 4.10 of the Bid Solicitation is correct and shows the estimated usage quantities over the four (4) initial term of the contract.
Section 4.10 of the Bid Solicitation states, in pertinent part, “The estimated quantities listed above are based on prior DSS purchases/spend patterns and are to be used for informational purposes only. The estimated quantities shall not be construed as either the maximum or minimum amount which the State shall be obligated to order during the term of the Contract.”
Part 2 - Revisions to the Bid Solicitation
Bid Solicitation Section Reference
Revision
| Bid Solicitation Section 1.2 Background |
| The table in Bid Solicitation Section 1.2, which contains the Contract pricing from the last T2628 Contract awards, has been revised to include a column with the Contractor Name and Contract Number. |
Please see the revised Bid Solicitation titled “T2628 26DPP01220 Revised Bid Solicitation 10.16.2025”
Section 4.1 Product Specifications, Price Line 23
Bid Solicitation Section 4.1, Price Line 23, has been revised to include the following statement:
“Imported Sugar is acceptable.”
Please see the revised Bid Solicitation titled “T2628 26DPP01220 Revised Bid Solicitation 10.16.2025”
Bid Solicitation Section 5.1 Contract Term and Extension Option
Bid Solicitation Section 5.1 has been revised to change the contract term from three (3) years to four (4) years. The following revision has been made to the first sentence in Bid Solicitation Section 5.1:
“The base term of this Contract shall be for a period of three (3) years four (4) years.”
Please see the revised Bid Solicitation titled “T2628 26DPP01220 Revised Bid Solicitation 10.16.2025”
| Attachment 2 – Standard Procurement Forms Packet |
| Attachment 2 Standard Procurement Forms Packet has been revised. Please see the attachment titled “T2628 ATTACHMENT 2 Revised Standard Procurement Forms Packet 10.16.2025”. |
The revised version of Attachment 2 has been published under the Attachments tab of the Bid Solicitation in NJSTART. This replaces the previous version dated 9.19.2025.
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