T2655 Pre-Quote Conference Presentation KY.pptx

Optional Pre-Quote Conference T2655 One-Call Damage Prevention System

23DPP00833

Q&a due by 2pm August 28, 2024 Quotes due by 2pm September 27, 2024

Slide 1 - Opening Page:

Good Morning and Welcome to the Pre-quote Conference for T2655 One-Call Damage Prevention System.

My name is Kimara Young with the General Services Unit, and on the call with me today is our legal counsel, Phoebe Volz, and my supervisor, Donald Warren, who will be sitting in.

Before we begin, please note that the documents discussed today, which are the Bid Solicitation and Price Sheet, as well as this Power Point Presentation, are all be available online through NJSTART.

Also, please take this time to note the following two (2) important dates:

Q&A is due by 2pm on August 28. All questions must be submitted electronically through NJSTART by that date and time.

Quotes are due by 2pm on September 27. Quotes will not be accepted after this date and time.

(Click to next slide)

WELCOME & INTRODUCTIONS

Please mute your phone at all times unless speaking.

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

Slide 2 - Welcome and Introductions:

(Click 2 times) At this time I ask that all parties make sure that they are muted during this presentation.

Please hold all questions until the end. At that time, should you have questions, please state your name and the Agency you represent before asking your question.

(Click once) In order to submit a Quote, your firm will need to be registered in NJSTART. If your firm is already, registered, please make sure that all of the information, including contact information, is up to date so you are notified of any new updates. If you need any assistance with our eProcurement website, you can email our NJSTART Vendor Support team at NJSTART@treas.nj.gov. You can also find additional helpful information, such as the Vendor Quick Reference Guide, on our website. Both the email and link can be found on this slide.

(Click to next slide)

PURPOSE & GENERAL INFORMATION

The purpose of this conference is to only address procedural questions 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 must 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.

The purpose of this conference is to discuss procedural and Quote submission requirements only.

We will not be discussing or answering questions regarding the Scope of Work, which can be found in Section 4 of the Bid Solicitation. Any questions related to the scope of work must be submitted through the Q&A Tab on NJSTART PRIOR to the Q&A deadline of August 28th.

(Click once) This Bid Solicitation will be reviewed by sections, however, we will not be going over the Bid Solicitation in its entirety. We will try to review some of the most critical topics. Again, please save all questions for the end of the presentation and remember that they should be limited to procedure and Quote submission requirements only.

(Click to next slide)

BID SOLICITATION AT A GLANCE

Cover page: Submission dates and set-aside requirements Section 1: Purpose and intent, background Section 2: Pre-quote Submission information, Q&A and exceptions to the State Standard Terms and Conditions, Bid Amendments Section 3: Quote submission requirements including forms, Public Works Contractor Registration, and State Price Sheet Instructions Section 4: Scope of Work – Requirements of the Contractor Section 5: General Contract Terms, Extension Option, Transition, ownership of material, and substitution of staff Section 6: Data security requirements.

Section 7: Modifications to the State Standard Terms and Conditions Section 8: Evaluation criteria, clarifications, best and final offers Section 9: Glossary

The Bid Solicitation consists of ten sections with the inclusion of the cover page. From here I will be moving over to our Bid Solicitation for a moment to go over the sections.

(Go to Bid Solicitation)

BID SOLICITATION AT A GLANCE

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 as specified/directed in the Bid Solicitation.

Slide 5 - Bid Solicitation at a Glance pt. 2 - Reminders:

A reminder to Bidders: Make sure to review the Bid Solicitation in its entirety and submit any questions before the deadline. Any revisions to documents will be posted on NJSTART for public viewing.

Also. Make sure to submit Quotes on time, meeting all mandatory requirements including forms, or the Quote may be deemed non-responsive. Again, please note that where the text says that a Bidder should do something, it is strongly recommended. If the text says shall or must, it is a mandatory requirement. Failure to do something that is a ‘shall’ or must can result in your Quote being deemed non-responsive.

And a final reminder that the Price Sheet must be completed in its entirety, to the specifications noted in the Bid Solicitation’s Price Sheet Instructions, with no lines added or removed, or additional language or fees referenced.

(Click to next slide)

PRICE SHEET PITFALLS

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.

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.

(Click 5 times)

Please note that after the Q&A period, answers will be posted via Amendment in NJSTART, and if necessary, a revised Bid Solicitation or price sheets will be posted as well. Please make sure your firm is filling out and submitting the latest version of the price sheet, and that you are taking into account all the changes in the Bid Solicitation, if there are any.

(Click to next slide)

State-Supplied Price Sheet

Price line one (1) on the price sheet is an All-Inclusive Firm Fixed Unit Price column that shall reflect the Bidder's proposed rate for incoming calls. If awarded a contract, the Total Firm Fixed Unit Price shall be multiplied by the actual number of incoming calls in a given year for an All-Inclusive Firm Fixed Price to be paid to the Contractor for that year. The All-Inclusive Firm Fixed Price populated by the Bidder is based on an estimated number of calls within a given year. An example of averages for years 2019-2021 are listed below and do not represent an actual amount to be paid to the Contractor.

The following background on calls (RFMs/ERMs) received and tickets generated are for informational purposes only:

In 2020: 797,712 markout requests were received and 4,561,805 notifications were generated;

In 2021: 870,061 markout requests were received and 4,806,286 notifications were generated;

In 2022: 826,300 markout requests were received and 4,592,368 notifications were generated;

In 2023: 808,003 markout requests were received and 4,492,013 notifications were generated.

Price line two (2) is for reimbursable litigation support as described in Bid Solicitation Section 4.6 Litigation Support.

Note that call volume may increase while ticket volume may stabilize or decrease due to more stringent operating requirements and technological improvements. It should also be noted that call volume may increase while ticket volume may stabilize or decrease due to more stringent operating requirements and technological improvements. Also, it should be noted that the Contractor functions under a tariff approved by the NJBPU details of which are included in this Section below be noted that the Contractor functions under a tariff approved by the NJBPU details of which are included in this Section below

State-Supplied Price Sheet cont.

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 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.

(Click once) Some other helpful tips.

Unless it was previously addressed in the Q&A period, do not submit any terms and conditions that contradict or attempt to add or modify the terms and conditions of the Bid Solicitation. Do not mention any fees that were not included in the Price Sheet. Do not state that your Quote is non-binding and is only an expression of interest. Do not mention future products or services. Bottom line, if we didn’t request or require it, and it wasn’t addressed during Q&A, Please DO NOT INCLUDE IT WITH YOUR QUOTE! Doing any of these things may result in your Quote being deemed non-responsive.

(Click to next slide)

Slide 8 - *Screen Shot 1* - This slide is a screen shot of the Division of Purchase and Property’s website. You can access this site by going to www.nj.gov/treasury/purchase. You can also follow the links located in the Bid Solicitation.

Below the title Division of Purchase and Property is a line of tab in blue. You can locate the forms requested on the Bid Solicitation by clicking into the ‘Forms” tab, located next to the Public Information drop down tab.

Slide 9 - *Screen Shot 2* - Once you click on the ‘Forms’ tab, this is what the page should look like what it comes up.

Slide 10 - *Screen Shot 3* - Finally, this is a front page screen shot of our e-procurement website, NJSTART, which can be found at www.njstart.gov. From this page you can search for all Open Bids and Active Contracts.

THANK YOU FOR ATTENDING

Q&A due by 2pm August 28, 2024

Quotes due by 2pm September 27, 2024

Slide 11 – Thank you for Attending:

I understand that that may have been a lot to take in. At this time I would like to extend the invitation for any procedural questions. Please remember that questions regarding the Scope of Work will not be answered at this time and should be submitted electronically on NJSTART before the Q&A deadline.

[If that’s all, I thank you for attending today’s Pre-Quote Conference. A reminder that Q&A will close at 2pm on October 27th, 2023, and that Quotes are due by 2pm on November 28th, 2023.

I advise not waiting until just before the cut off time just in case you run into any system or internet troubles.

Again, I thank you for joining me for this Pre-Quote Conference and wish you well in preparing your Quotes. ] image6.tmp image7.tmp image8.png image2.png image3.png image4.png image5.png