Bid Solicitation # 26DPP01244 T2659 Maintenance and Operations (M&O) Support Services of Document Imaging Management System (DIMS)

Date Time

Due Date For Electronic Questions Refer to Bid Solicitation Section 2.1 for more information.

January 9, 2026 2:00 PM

Optional Pre-Quote Submission Conference Refer to Bid Solicitation Section 2.5 for more information.

December 19, 2025 10:00 AM

Mandatory/Optional Site Visit Refer to Bid Solicitation Section 2.4 for more information.

N/A

N/A

REVISED Quote Opening Date Refer to Bid Solicitation Section 3 for more information.

March 20, 2026 2:00 PM

Dates are subject to change. All times contained in the Bid Solicitation refer to Eastern Time.

All changes will be reflected in Bid Amendments to the Bid Solicitation posted on www.njstart.gov.

SET-ASIDES

Small Business Set-Aside For Goods and Services:

☒ I ☒ II ☒ III

For Construction:

☐ IV ☐ V ☐ VI

☐ Not Applicable ☐ Entire Contract ☐ Partial Contract ☒ Subcontracting Only ☐ Preference

Disabled Veteran-Owned Business Set-Aside

☒ Not Applicable ☐ Entire Contract ☐ Partial Contract ☐ Subcontracting Only ☐ Preference

Bid Solicitation Issued By:

State of New Jersey Department of the Treasury Division of Purchase and Property Trenton, New Jersey 08625-0230

On Behalf of:

State of New Jersey Department of Humans Services (DHS), Division of Family Development (DFD) and Division of Medical Assistance and Health Services (DMAHS)

Date: 12/2/2025 http://www.njstart.gov/ i

TABLE OF CONTENTS

1 INTRODUCTION AND SUMMARY OF THE BID SOLICITATION

1.1 PURPOSE, AND INTENT AND BACKGROUND

1.2 BACKGROUND

1.3 CONTRACT AMOUNT

1.4 ORDER OF PRECEDENCE OF CONTRACTUAL TERMS

1.5 INTRASTATE COOPERATIVE PURCHASING

2 PRE-QUOTE SUBMISSION INFORMATION

2.1 ELECTRONIC QUESTION AND ANSWER PERIOD

2.2 EXCEPTIONS TO THE STATE OF NJ STANDARD TERMS AND CONDITIONS (SSTC)

2.3 BID AMENDMENTS

2.4 MANDATORY/OPTIONAL SITE VISIT

2.5 OPTIONAL PRE-QUOTE CONFERENCE

2.6 PRE-QUOTE DOCUMENT REVIEW

3 QUOTE SUBMISSION REQUIREMENTS

3.1 QUOTE SUBMISSION

3.2 BIDDER RESPONSIBILITY

3.3 ANNOUNCEMENT OF QUOTE INFORMATION

3.4 QUOTE ERRORS

3.5 QUOTE WITHDRAWAL PRIOR TO QUOTE OPENING

3.6 QUOTE WITHDRAWAL AFTER QUOTE OPENING, BUT PRIOR TO CONTRACT AWARD

3.7 JOINT VENTURE

3.8 SMALL BUSINESS SET-ASIDE CONTRACTS

3.9 DISABLED VETERANS’ BUSINESS SET-ASIDE CONTRACT

3.10 BID SECURITY

3.11 BIDDER ADDITIONAL TERMS SUBMITTED WITH THE QUOTE

3.12 QUOTE CONTENT

3.13 FORMS, REGISTRATIONS AND CERTIFICATIONS TO BE SUBMITTED WITH QUOTE

OFFER AND ACCEPTANCE PAGE

OWNERSHIP DISCLOSURE FORM

DISCLOSURE OF INVESTMENT ACTIVITIES IN IRAN FORM

DISCLOSURE OF INVESTIGATIONS AND OTHER ACTIONS INVOLVING BIDDER FORM

MACBRIDE PRINCIPLES FORM

SERVICE PERFORMANCE WITHIN THE UNITED STATES

CONFIDENTIALITY/COMMITMENT TO DEFEND

SUBCONTRACTOR UTILIZATION PLAN

RESERVED

AFFIRMATIVE ACTION

RESERVED

STATE OF NEW JERSEY SECURITY DUE DILIGENCE THIRD-PARTY INFORMATION SECURITY QUESTIONNAIRE9

BUSINESS REGISTRATION

CERTIFICATION OF NON-INVOLVEMENT IN PROHIBITED ACTIVITIES IN RUSSIA OR BELARUS PURSUANT TO P.L.2022, C.3 9

3.14 TECHNICAL QUOTE

3.15 MANAGEMENT OVERVIEW

3.16 CONTRACT MANAGEMENT

3.17 CONTRACT SCHEDULE

3.18 MOBILIZATION PLAN

3.19 ADDITIONAL PLAN(S)

3.20 ORGANIZATIONAL EXPERIENCE

3.21 LOCATION

3.22 ORGANIZATION CHARTS

3.23 RESUMES

ii

3.24 EXPERIENCE WITH CONTRACTS OF SIMILAR SIZE AND SCOPE

3.25 FINANCIAL CAPABILITY OF THE BIDDER

3.26 STATE-SUPPLIED PRICE SHEET INSTRUCTIONS

CASH DISCOUNTS

USE OF “NO CHARGE” ON THE STATE-SUPPLIED PRICE SHEET

3.27 ORAL PRESENTATIONS

4 SCOPE OF WORK

4.1 OVERVIEW

4.2 CONTRACTOR LOGISTICS

WORK LOCATION

HOURS OF OPERATION

4.3 STAFFING REQUIREMENTS

ROLES AND RESPONSIBILITIES OF STATE STAFF

CONTRACTOR PERSONNEL QUALIFICATIONS AND RESPONSIBILITIES

4.4 TASKS AND DELIVERABLES

SERVICE INITIATION PHASE

PROJECT MANAGEMENT

HELP DESK SUPPORT (INCLUDES CALL TRACKING AND PROBLEM TRACKING)

BUG FIXES

DOCUMENTATION

ADDITIONAL PLANS

SMALL ENHANCEMENTS AND UPGRADES

LARGE ENHANCEMENTS AND UPGRADES

TESTING

DELIVERABLES AND ACCEPTANCE

TURNOVER

4.5 TECHNICAL ENVIRONMENT

4.6 MONTHLY FIXED FEE REQUIREMENTS

5 GENERAL CONTRACT TERMS

5.1 CONTRACT TERM AND EXTENSION OPTION

5.2 CONTRACT TRANSITION

5.3 PERFORMANCE SECURITY

5.4 OWNERSHIP OF MATERIAL

5.5 SUBSTITUTION OF STAFF

5.6 DELIVERY TIME AND COSTS

5.7 AUTHORIZED DEALER AND/OR DISTRIBUTORS

5.8 LIQUIDATED DAMAGES

5.9 RETAINAGE

5.10 ELECTRONIC PAYMENTS

5.11 PROCUREMENT EFFICIENCY PROGRAM

6 DATA SECURITY REQUIREMENTS – CONTRACTOR RESPONSIBILITY

6.1 COMPLIANCE

6.2 PERSONNEL SECURITY

6.3 SECURITY AWARENESS AND TRAINING

6.4 PRIVACY

6.5 MEDIA PROTECTION

6.6 REMOTE ACCESS

6.7 MOBILE DEVICE SECURITY

6.8 PROJECT AND RESOURCE MANAGEMENT

6.9 THIRD PARTY MANAGEMENT

6.10 INCIDENT RESPONSE

6.11 TAX RETURN DATA SECURITY

6.12 ACCESS MANAGEMENT

7 MODIFICATIONS TO THE STATE OF NEW JERSEY STANDARD TERMS AND CONDITIONS

iii

7.1 INDEMNIFICATION

7.2 INSURANCE

PROFESSIONAL LIABILITY INSURANCE

CYBER BREACH INSURANCE

LIMITATION OF LIABILITY OPTIONS

8 QUOTE EVALUATION AND AWARD

8.1 RIGHT TO WAIVE

8.2 DIRECTOR’S RIGHT TO ACCEPT OR REJECT A QUOTE

8.3 RECIPROCITY FOR JURISDICTIONAL BIDDER PREFERENCE

8.4 CLARIFICATION OF QUOTE

8.5 ORAL PRESENTATION

8.6 TIE QUOTES

8.7 STATE'S RIGHT TO INSPECT BIDDER’S FACILITIES

8.8 STATE'S RIGHT TO CHECK REFERENCES

8.9 EVALUATION CRITERIA

TECHNICAL EVALUATION CRITERIA

PRICE EVALUATION

8.10 QUOTE DISCREPANCIES

8.11 NEGOTIATION

8.12 BEST AND FINAL OFFER (BAFO)

8.13 “REQUEST FOR REVISION” WITHIN NJSTART

8.14 POOR PERFORMANCE

8.15 RECOMMENDATION FOR AWARD

8.16 CONTRACT AWARD

9 GLOSSARY

9.1 CROSSWALK

9.2 DEFINITIONS

9.3 CONTRACT-SPECIFIC DEFINITIONS AND ACRONYMS

ATTACHMENT 1 – State of New Jersey Standard Terms and Conditions (6/3/2025) ATTACHMENT 2 – Standard Procurement Forms Packet ATTACHMENT 3 – State-Supplied Price Sheet

1 INTRODUCTION AND SUMMARY OF THE BID SOLICITATION

This Bid Solicitation is issued by the Department of the Treasury, Division of Purchase and Property (Division), Procurement Bureau, on behalf of the Department of Human Services (DHS), Division of Family Development (DFD) and Division of Medical Assistance and Health Services (DMAHS). Quotes submitted in response to this Bid Solicitation shall be through the State of New Jersey’s eProcurement system, NJSTART. Bidders are advised to thoroughly read all sections of this Bid Solicitation and follow all instructions.

Bidders are strongly encouraged to visit the NJSTART Vendor Support Page, which contains Quick Reference Guides (QRGs), supporting videos, a glossary of NJSTART terms, and helpdesk contact information. Bidders should utilize the QRGs before attempting to submit a Quote through NJSTART. It is the Bidder’s responsibility to ensure that the Quote and attachments have been properly submitted.

Inquiries concerning the use of NJSTART may be directed to njstart@treas.nj.gov. The Division will not respond to substantive questions related to the Bid Solicitation or any other Contract via this email address.

1.1 PURPOSE, AND INTENT AND BACKGROUND

The purpose of this Bid Solicitation is to solicit Quotes for the Maintenance and Operations (M&O) Support Services of the Document Imaging Management System (DIMS) using all hardware and software components currently owned by the Department of Human Services (DHS). The DIMS is comprised of the following components: IBM Content Manager and Navigator (ICN), Datacap and Content Management, custom code, AIX and Windows Server operating systems, and Oracle relational database.

The DIMS provides the County Social Services Agencies (CSSAs), DFD, and DMAHS at over 30 locations statewide with the ability to electronically image, store, and retrieve all verification documents, program requirement documents, and program forms containing case management information in support of the Supplemental Nutrition Assistance Program (NJSNAP), Temporary Assistance for Needy Families (TANF), General Assistance (GA), Supplemental Security Income (SSI), and Medicaid/NJ Family Care programs. Other programs will be added in the future such as Child Care. The system must meet certification requirements as set forth by the New Jersey Department of State, Division of Revenue and Enterprise Services (DORES) certification.

The final Contract award is subject to review and approval by Food and Nutrition Services (FNS) and Centers for Medicare and Medicaid Services (CMS). The review may take up to 60 Calendar Days.

It is the intent of the State of New Jersey (State) to award a Contract to that responsible Bidder whose Quote, conforming to this Bid Solicitation is most advantageous to the State, price and other factors considered. The State may award any or all price lines. The State, however, reserves the right to separately procure individual requirements that are the subject of the Contract during the Contract term, when deemed by the Director of the Division (Director) to be in the State’s best interest.

There is a Small Business Subcontracting requirement as defined in Bid Solicitation Section 3.13.8.1.

The State of New Jersey Standard Terms and Conditions (SSTCs) included with this Bid Solicitation will apply to all Contracts made with the State. These terms are in addition to the terms and conditions set forth in this Bid Solicitation and should be read in conjunction with them unless the Bid Solicitation specifically indicates otherwise.

1.2 BACKGROUND

This is a reprocurement of the Maintenance and Operations (M&O) Support Services of Document Imaging Management System (DIMS). Bidders interested in reviewing prior Contract information may do so by following the OPRA instructions below. Bidders should not rely upon or use data or information from the prior / expiring Contract when preparing a response to this Bid Solicitation as this Bid Solicitation addresses the State’s current requirements.

1. www.nj.gov/treasury

2. Move to the bottom of the page

3. Click “OPRA” icon on lower left side of screen

4. Click on “Submit an Online Request” located in the middle of the Government Records Access Unit page

5. Click on “Choose a Department”

6. Click on “Treasury” from the drop down box

7. Click on “Choose an agency/division”

8. Click on “Purchase and Property” from drop down box

9. Complete form and click “Submit” https://www.state.nj.us/treasury/purchase/vendor.shtml mailto:njstart@treas.nj.gov http://www.nj.gov/treasury

1.3 CONTRACT AMOUNT

The estimated amount of the Contract, if stated, shall not be construed as either the maximum or minimum amount which the State shall be obliged to order.

1.4 ORDER OF PRECEDENCE OF CONTRACTUAL TERMS

The Contract awarded, and the entire agreement between the parties, as a result of this Bid Solicitation shall consist of: (1) the final Bid Solicitation, (2) the State of New Jersey Standard Terms and Conditions, (3) the Quote, and if applicable (4) any Bidder responses to clarifications; (5) a Bidder’s Best and Final Offer, (6) other negotiated document, and/or (7) third party document. In the event of a conflict in the terms and conditions among the documents comprising this Contract, the order of precedence, for purposes of interpretation thereof, shall be as listed from highest ranking to lowest ranking as noted above.

Any other terms or conditions, not included with the Bidder’s Quote and accepted by the State, shall not be incorporated into the Contract awarded. Any references to external documentation, including those documents referenced by a URL, including without limitation, technical reference manuals, technical support policies, copyright notices, additional license terms, etc., are subject to the terms and conditions of the Bid Solicitation and the State of New Jersey Standard Terms and Conditions. In the event of any conflict between the terms of a document incorporated by reference, the terms and conditions of the Bid Solicitation and the State of New Jersey Standard Terms and Conditions shall prevail.

1.5 INTRASTATE COOPERATIVE PURCHASING

NOT APPLICABLE TO THIS PROCUREMENT.

2 PRE-QUOTE SUBMISSION INFORMATION

The Bidder assumes sole responsibility for the complete effort required in submitting a Quote and for reviewing the Quote submission requirements and the Scope of Work requirements.

2.1 ELECTRONIC QUESTION AND ANSWER PERIOD

The Division will electronically accept questions and inquiries from all potential Bidders via the “Q&A” Tab of the Bid Solicitation in NJSTART. Questions should be directly tied to a Bid Solicitation Section, the State-Supplied Price Sheet, Form or Attachment; and should reference the specific Bid Solicitation Section or document to which it relates.

The cut-off date for electronic questions and inquiries relating to this Bid Solicitation is indicated on the Bid Solicitation cover page. In the event that questions are posed by Bidders, answers to such questions will be issued by Bid Amendment.

A Bidder shall not contact the Using Agency and/or the Procurement Specialist directly, in person, by telephone or by e-mail, concerning this Bid Solicitation, prior to Contract award.

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).

2.3 BID AMENDMENTS

In the event that it becomes necessary to clarify or revise this Bid Solicitation, such clarification or revision will be by Bid Amendment.

Any Bid Amendment will become part of this Bid Solicitation and part of any Contract awarded. Bid Amendments will be posted as a file attachment on the “Summary” page of the Bid Solicitation in NJSTART after the cut-off date.

There are no designated dates for release of Bid Amendments. Those Bidders who are on the bid holder list either through commodity code registration in NJSTART or by acknowledging the bid in NJSTART should receive notification of any Bid Amendment(s). If a Bidder is not on the bid holder list, Bid Amendments are still viewable on the “Summary” page of the Bid Solicitation in NJSTART.

It is the sole responsibility of the Bidder to be knowledgeable of all Bid Amendments related to this procurement. An interested Bidder should check the NJSTART “Open Bids” Tab on a daily basis to ensure review of the most updated information.

2.4 MANDATORY/OPTIONAL SITE VISIT

NOT APPLICABLE TO THIS PROCUREMENT.

2.5 OPTIONAL PRE-QUOTE CONFERENCE

The date and time of the Optional Pre-Quote Conference is indicated on the Bid Solicitation cover sheet. Attendees may attend the Optional Pre-Quote Conference with the following video conference and/or call-in details:

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Meeting ID: 211 139 650 957 07 Passcode: Vo3t342j

Dial in by phone +1 856-338-7074,,701865576# United States, Camden

Find a local number Phone conference ID: 701 865 576#

For organizers: Meeting options | Reset dial-in PIN The Optional Pre-Quote Conference may be recorded.

The purpose of the Optional Pre-Quote Conference is to address procedural questions regarding the Bid Solicitation and Bidder Quote Submission Requirements only. No substantive questions regarding the Bid Solicitation Scope of Work will be accepted or answered during the pre-Quote conference. All questions are to be submitted during the Electronic Question and Answer Period.

https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmJlMGIxZTctMDQ2MS00YTQ2LTgzZmEtZDJlMWRlOWE1ODQz%40thread.v2/0?context=%7b%22Tid%22%3a%225076c3d1-3802-4b9f-b36a-e0a41bd642a7%22%2c%22Oid%22%3a%22bb4ce353-d70f-49fd-a298-1a9cf2d918c0%22%7d tel:+18563387074,,701865576 https://dialin.teams.microsoft.com/ff67bf86-7ef5-429c-9373-16fc895c3b44?id=701865576 https://teams.microsoft.com/meetingOptions/?organizerId=bb4ce353-d70f-49fd-a298-1a9cf2d918c0&tenantId=5076c3d1-3802-4b9f-b36a-e0a41bd642a7&threadId=19_meeting_NmJlMGIxZTctMDQ2MS00YTQ2LTgzZmEtZDJlMWRlOWE1ODQz@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing

A Quote from any Bidder that was not represented or failed to register properly at the Optional Pre-Quote Conference will be rejected.

2.6 PRE-QUOTE DOCUMENT REVIEW

3 QUOTE SUBMISSION REQUIREMENTS

3.1 QUOTE SUBMISSION

In order to be considered for award, the Quote must be received electronically by the Division’s Proposal Review Unit, through NJSTART, by the required date and time.

The date and time of the Quote opening are indicated on the Bid Solicitation cover sheet and on the “Summary” Tab of the Bid Solicitation webpage within NJSTART. If the Quote opening deadline has been revised, the new Quote opening deadline will be shown on the posted Bid Amendment and on the “Summary” Tab of the Bid Solicitation webpage within NJSTART. Quotes not received prior to the Quote opening deadline shall be rejected.

Quotes will be publicly opened and announced by telephone conference on the date and time of the quote opening.

(Dial-in phone number: 888-204-5984 / Access code: 2602305)

When submitting a Quote through NJSTART, do not use any symbols (i.e., #, @, $, &, *) in the filename as this may prevent the Quote from being properly uploaded. Uploaded files must be compatible with Microsoft Office and/or Adobe software applications. DO NOT UPLOAD files with extensions such as .zip, .numbers, or .pages.

When uploading the documents to NJSTART, the Bidder should select the “Confidential” option in NJSTART for attachments on the “Attachments” Tab to request that the documents not be displayed publicly through NJSTART. Marking an attachment as "Confidential" in NJSTART shall not constitute the Bidder's designation of the attachment as exempt from public disclosure under the New Jersey Open Public Records Act (OPRA), N.J.S.A. 47:1A-1 et seq., or the common law right to know.

3.2 BIDDER RESPONSIBILITY

The Bidder assumes sole responsibility for the complete effort required in submitting a Quote in response to this Bid Solicitation. No special consideration will be given after Quotes are opened because of a Bidder’s failure to be knowledgeable as to all of the requirements of this Bid Solicitation. The State assumes no responsibility and bears no liability for costs incurred by a Bidder in the preparation and submittal of a Quote in response to this Bid Solicitation or any pre-contract award costs incurred.

3.3 ANNOUNCEMENT OF QUOTE INFORMATION

On the date and time Quotes are due under the Bid Solicitation, all information concerning the Quotes submitted may be publicly announced and shall be available for inspection and copying except otherwise noted:

A. Information appropriately designated as proprietary and/or confidential in a Bidder’s Quote shall not be available for inspection and copying; and

B. Where negotiation is contemplated, only the names and addresses of the Bidders submitting Quotes will be announced, and the contents of the Quotes shall not be available for inspection and copying until the Notice of Intent to Award is issued by the Director.

3.4 QUOTE ERRORS

In accordance with N.J.A.C. 17:12-2.11 “Proposal errors,” a Bidder may withdraw its Quote as described below.

3.5 QUOTE WITHDRAWAL PRIOR TO QUOTE OPENING

A Bidder may withdraw its Quote submission in NJSTART prior to the Quote opening; however, Bidders should note that while withdrawn NJSTART Quotes remain viewable by the Bidder on its Vendor Profile Homepage, they are removed from the Division’s view and cannot be considered for Contract award. The Bidder may submit a revised Quote as long as the Quote is received prior to the announced date and time for Quote submission. Bidders may refer to the QRG “Submit a Quote” for additional instructions.

3.6 QUOTE WITHDRAWAL AFTER QUOTE OPENING, BUT PRIOR TO CONTRACT AWARD

If, after the Quote opening, but before Contract award, a Bidder discovers an error in its Quote, the Bidder may make a written request to the Procurement Bureau to withdraw its Quote from consideration for award. If the Bidder’s request to withdraw is made in good faith, and the State will not be significantly prejudiced by granting the withdrawal of the Quote beyond the loss of the benefit of the bargain to the State of the withdrawing Bidder’s offer, the request shall be granted. Evidence of the Bidder’s good faith in making this request can be demonstrated by one (1) or more of the following factors: A mistake is so significant that to enforce the Contract resulting from the Quote would be unconscionable; that the mistake relates to a material feature or term of the Contract; and that the mistake occurred notwithstanding the Bidder’s exercise of reasonable care. After Quote opening, while pursuant to the provisions of this section a Bidder may request to withdraw its Quote and the Director may in his/her discretion allow said Bidder to withdraw it, the Division also may take notice of repeated or unusual requests to withdraw by a Bidder and take those prior requests to withdraw into consideration when evaluating the Bidder’s future Quotes.

The Quote withdrawal request must include the Bid Solicitation Number, Bid Solicitation Title, and the Quote submission date and should be sent to Procurement.Bureau@treas.nj.gov.

If, during a Quote evaluation process, an obvious pricing error made by a potential Contract awardee is found, the Director or his/her designee shall issue written notice to the Bidder. The Bidder will have up to five (5) Business Days after receipt of the notice to confirm its pricing. If the Bidder fails to respond, its Quote shall be considered withdrawn, and no further consideration shall be given to it.

3.7 JOINT VENTURE

If a Joint Venture is submitting a Quote, the agreement between the parties relating to such Joint Venture should be submitted with the Joint Venture’s Quote. Authorized signatories from each party comprising the Joint Venture must sign the Offer and Acceptance Page. Each party to the Joint Venture must individually complete and comply with all the forms and certification requirements in Bid Solicitation Section 3 – Quote Submission Requirements.

3.8 SMALL BUSINESS SET-ASIDE CONTRACTS

NOT APPLICABLE TO THIS PROCUREMENT.

3.9 DISABLED VETERANS’ BUSINESS SET-ASIDE CONTRACT

NOT APPLICABLE TO THIS PROCUREMENT.

3.10 BID SECURITY

NOT APPLICABLE TO THIS PROCUREMENT.

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. It is incumbent upon the Bidder to identify and remove its conflicting proposed terms and conditions prior to Quote submission.

Quotes including Bidder proposed additional terms may be accepted, rejected, or negotiated, in whole or in part, at the State’s sole discretion.

If Bidder intends to propose terms and conditions that conflict with the State of New Jersey Standard Terms and Conditions, those Bidder proposed terms and conditions shall only be considered if submitted and agreed to pursuant to the electronic question and answer procedure. Bidders shall not submit exceptions or modifications as part of the Quote or on the “Terms and Conditions” Tab through NJSTART.

3.12 QUOTE CONTENT

The Quote should be submitted with the attachments organized in the following manner:

• Forms

• Technical Quote

• State-Supplied Price Sheet

A Bidder should not password protect any submitted documents. Use of URLs in a Quote should be kept to a minimum and shall not be used to satisfy any material term of a Bid Solicitation. If a preprinted or other document included as part of the Quote contains a URL, a printed copy of the information should be provided and will be considered as part of the Quote.

3.13 FORMS, REGISTRATIONS AND CERTIFICATIONS TO BE SUBMITTED WITH QUOTE

A Bidder is required to complete and submit the following forms. As an alternative to uploading certain forms with the submitted Quote, a Bidder may complete several certifications electronically in NJSTART on the “Terms and Categories” Tab within the Vendor Profile. Those forms that may be completed on the NJSTART “Terms and Categories” Tab are noted below. Additionally, a Bidder may attach completed forms to the Vendor Profile. Refer to QRGs “Vendor Forms” and “Attaching Files” for additional instructions.

VENDOR QUICK REFERENCE GUIDES

mailto:Procurement.Bureau@treas.nj.gov https://www.state.nj.us/treasury/purchase/vendor.shtml

OFFER AND ACCEPTANCE PAGE

The Bidder should complete and submit the Offer and Acceptance Page with the Quote. The Offer and Acceptance Page must be signed by an authorized representative of the Bidder. If a Bidder does not submit the form with the Quote, the Bidder must comply within seven (7) Business Days of the State’s request or the State may deem the Quote non-responsive.

OWNERSHIP DISCLOSURE FORM

Pursuant to N.J.S.A. 52:25-24.2, in the event the Bidder is a corporation, partnership or limited liability company, the Bidder must disclose all 10% or greater owners by (a) completing and submitting the Ownership Disclosure Form with the Quote; (b) if the Bidder has submitted a signed and accurate Ownership Disclosure Form dated and received no more than six (6) months prior to the Quote submission deadline for this procurement, the Division may rely upon that form; however, if there has been a change in ownership within the last six (6) months, a new Ownership Disclosure Form must be completed, signed and submitted with the Quote; or, (c) a Bidder with any direct or indirect parent entity which is publicly traded may submit the name and address of each publicly traded entity and the name and address of each person that holds a 10 percent or greater beneficial interest in the publicly traded entity as of the last annual filing with the federal Securities and Exchange Commission or the foreign equivalent, and, if there is any person that holds a 10 percent or greater beneficial interest, also shall submit links to the websites containing the last annual filings with the federal Securities and Exchange Commission or the foreign equivalent and the relevant page numbers of the filings that contain the information on each person that holds a 10 percent or greater beneficial interest. N.J.S.A. 52:25-24.2.

NOTE: In lieu of completing and submitting the paper-based form, the Bidder has the option to complete this form online in NJSTART on the “Terms and Categories” Tab.

A Bidder’s failure to submit the information required by N.J.S.A. 52:25-24.2 will result in the rejection of the Quote as non-responsive and preclude the award of a Contract to said Bidder.

DISCLOSURE OF INVESTMENT ACTIVITIES IN IRAN FORM

The Bidder should submit Disclosure of Investment Activities in Iran form to certify that, pursuant to N.J.S.A. 52:32-58, neither the Bidder, nor one (1) of its parents, subsidiaries, and/or affiliates (as defined in N.J.S.A. 52:32-56(e)(3)), is listed on the Department of the Treasury’s List of Persons or Entities Engaging in Prohibited Investment Activities in Iran and that neither the Bidder, nor one (1) of its parents, subsidiaries, and/or affiliates, is involved in any of the investment activities set forth in N.J.S.A. 52:32-56(f). If the Bidder is unable to so certify, the Bidder shall provide a detailed and precise description of such activities as directed on the form. If a Bidder does not submit the form with the Quote, the Bidder must comply within seven (7) Business Days of the State’s request or the State may deem the Quote non-responsive.

NOTE: In lieu of completing and submitting the paper-based form, the Bidder has the option to complete this certification online in NJSTART on the “Terms and Categories” Tab.

DISCLOSURE OF INVESTIGATIONS AND OTHER ACTIONS INVOLVING BIDDER FORM

The Bidder should submit the Disclosure of Investigations and Other Actions Involving Bidder Form, with its Quote, to provide a detailed description of any investigation, litigation, including administrative complaints or other administrative proceedings, involving any public sector clients during the past five (5) years, including the nature and status of the investigation, and, for any litigation, the caption of the action, a brief description of the action, the date of inception, current status, and, if applicable, disposition. If a Bidder does not submit the form with the Quote, the Bidder must comply within seven (7) Business Days of the State’s request or the State may deem the Quote non-responsive.

NOTE: In lieu of completing and submitting the paper-based form, the Bidder has the option to complete this certification online in

MACBRIDE PRINCIPLES FORM

The Bidder should submit the MacBride Principles Form. Pursuant to N.J.S.A. 52:34-12.2, a Bidder is required to certify that it either has no ongoing business activities in Northern Ireland and does not maintain a physical presence therein or that it will take lawful steps in good faith to conduct any business operations it has in Northern Ireland in accordance with the MacBride principles of nondiscrimination in employment as set forth in N.J.S.A. 52:18A-89.5 and in conformance with the United Kingdom’s Fair Employment (Northern Ireland) Act of 1989, and permit independent monitoring of their compliance with those principles. If a Bidder does not submit the form with the Quote, the Bidder must comply within seven (7) Business Days of the State’s request or the State may deem the Quote non-responsive.

NOTE: In lieu of completing and submitting the paper-based form, the Bidder has the option to complete this certification online in https://www.state.nj.us/treasury/purchase/forms/OfferandAcceptance.pdf https://www.state.nj.us/treasury/purchase/forms/OwnershipDisclosure.pdf https://www.state.nj.us/treasury/purchase/forms/DisclosureofInvestmentActivitiesinIran.pdf https://www.state.nj.us/treasury/purchase/forms/DisclosureofInvestigations.pdf https://www.state.nj.us/treasury/purchase/forms/MacBridePrinciples.pdf

SERVICE PERFORMANCE WITHIN THE UNITED STATES

The Bidder should submit a completed Source Disclosure Form. Pursuant to N.J.S.A. 52:34-13.2, all Contracts primarily for services shall be performed within the United States. If a Bidder does not submit the form with the Quote, the Bidder must comply within seven (7) Business Days of the State’s request or the State may deem the Quote non-responsive.

CONFIDENTIALITY/COMMITMENT TO DEFEND

Pursuant to the New Jersey Open Public Records Act (OPRA), N.J.S.A. 47:1A-1 et seq., or the common law right to know, Quotes can be released to the public in accordance with N.J.A.C. 17:12-1.2(b) and (c).

The Bidder should submit a completed and signed Confidentiality/Commitment to Defend Form with the Quote. In the event that the Bidder does not submit the Confidentiality form with the Quote, the State reserves the right to request that the Bidder submit the form after Quote submission.

After the opening of sealed Quotes, all information submitted by a Bidder in response to a Bid Solicitation is considered public information notwithstanding any disclaimers to the contrary submitted by a Bidder. Proprietary, financial, security and confidential information may be exempt from public disclosure by OPRA and/or the common law when the Bidder has a good faith, legal/factual basis for such assertion.

When the Bid Solicitation contains a negotiation component, the Quote will not be subject to public disclosure until a notice of intent to award a Contract is announced.

As part of its Quote, a Bidder may request that portions of the Quote be exempt from public disclosure under OPRA and/or the common law. The Bidder must provide a detailed statement clearly identifying those sections of the Quote that it claims are exempt from production, and the legal and factual basis that supports said exemption(s) as a matter of law. The State will not honor any attempts by a Bidder to designate its State-Supplied Price Sheet, Price List/Catalog, and/or the entire Quote as proprietary and/or confidential, and/or to claim copyright protection for its entire Quote. If the State does not agree with a Bidder’s designation of proprietary and/or confidential information, the State will use commercially reasonable efforts to advise the Bidder. Copyright law does not prohibit access to a record which is otherwise available under OPRA.

The State reserves the right to make the determination as to what to disclose in response to an OPRA request. Any information that the State determines to be exempt from disclosure under OPRA will be redacted.

In the event of any challenge to the Bidder’s assertion of confidentiality that is contrary to the State’s determination of confidentiality, the Bidder shall be solely responsible for defending its designation, but in doing so, all costs and expenses associated therewith shall be the responsibility of the Bidder. The State assumes no such responsibility or liability.

In order not to delay consideration of the Quote or the State’s response to a request for documents, the State requires that Bidder respond to any request regarding confidentiality markings within the timeframe designated in the State’s correspondence regarding confidentiality. If no response is received by the designated date and time, the State will be permitted to release a copy of the Quote with the State making the determination regarding what may be proprietary or confidential.

SUBCONTRACTOR UTILIZATION PLAN

Bidders intending to use Subcontractor(s) shall list all Subcontractors on the Subcontractor Utilization Plan form or may list the Subcontractor(s) on the “Subcontractor” Tab in NJSTART.

For a Quote that does NOT include the use of any Subcontractors, the Bidder is automatically certifying that, if selected for an award, the Bidder will be performing all work required by the Contract.

If it becomes necessary for the Contractor to substitute a Subcontractor, add a Subcontractor, or substitute its own staff for a Subcontractor, the Contractor will identify the proposed new Subcontractor or staff member(s) and the work to be performed. The Contractor shall forward a written request to substitute or add a Subcontractor or to substitute its own staff for a Subcontractor to the State Contract Manager for consideration. The Contractor must provide a completed Subcontractor Utilization Plan, a detailed justification documenting the necessity for the substitution or addition, and resumes of its proposed replacement staff or of the proposed Subcontractor’s management, supervisory, and other key personnel that demonstrate knowledge, ability and experience relevant to that part of the work which the Subcontractor is to undertake. The qualifications and experience of the replacement(s) must equal or exceed those of similar personnel proposed by the Contractor in its Quote. The State Contract Manager will forward the request to the Director for approval.

https://www.state.nj.us/treasury/purchase/forms/SourceDisclosureCertification.pdf https://www.state.nj.us/treasury/purchase/forms/ConfidentialityForm.pdf https://www.state.nj.us/treasury/purchase/forms/SubcontractorUtilizationPlan.pdf

NOTE: No substituted or additional Subcontractors are authorized to begin work until the Contractor has received written approval from the Director.

3.13.8.1 SMALL BUSINESS AND/OR DISABLED VETERANS’ BUSINESS SUBCONTRACTING SET-ASIDE CONTRACT This is a Contract with set-aside subcontracting for New Jersey Small Business Enterprises.

If the Bidder intends to subcontract, it must submit a Subcontractor Utilization Plan and shall take the following actions to make a good faith effort to solicit and hire eligible New Jersey Small Business Enterprises:

A. The Bidder shall attempt to locate qualified potential New Jersey Small Business Subcontractors;

B. The Bidder shall request a listing of New Jersey Small Business Enterprises from the Division of Revenue and Enterprise

Services, Small Business Registration and M/WBE Certification Services Unit through SAVI (NJSAVI Dataset Story | NJOIT Open Data Center) if none are known to the Bidder;

C. The Bidder shall keep a record of its efforts, including the names of businesses contacted and the means and results of such contacts;

D. The Bidder shall provide all potential Subcontractors with detailed information regarding the specifications; and E. The Bidder shall attempt, wherever possible, to negotiate prices with potential Subcontractors submitting higher than acceptable price quotes.

A Bidder’s failure to satisfy New Jersey Small Business Enterprises set-aside subcontracting or to provide sufficient documentation of its good faith efforts within seven (7) Business Days of a request may preclude award of a Contract to the Bidder.

Each Bidder awarded a Contract which contains the set-aside subcontracting requirement shall fully cooperate in any studies or surveys which may be conducted by the State to determine the extent of the Bidder’s compliance with N.J.A.C. 17:13-1.1 et seq., and this Bid Solicitation.

RESERVED

AFFIRMATIVE ACTION

The intended Contractor and its named Subcontractor(s) must submit a copy of a New Jersey Certificate of Employee Information Report, or a copy of Federal Letter of Approval verifying it is operating under a federally approved or sanctioned Affirmative Action program. If the Contractor and/or its named Subcontractor(s) are not in possession of either a New Jersey Certificate of Employee Information Report or a Federal Letter of Approval, it/they must complete and submit the Affirmative Action Employee Information Report (AA-302). Information, instruction and the application are available at https://www.state.nj.us/treasury/contract_compliance/index.shtml.

RESERVED

STATE OF NEW JERSEY SECURITY DUE DILIGENCE THIRD-PARTY INFORMATION SECURITY QUESTIONNAIRE

BUSINESS REGISTRATION

In accordance with N.J.S.A. 52:32-44(b), a Bidder and its named Subcontractors must have a valid Business Registration Certificate (“BRC”) issued by the Department of the Treasury, Division of Revenue and Enterprise Services prior to the award of a Contract. A Bidder should verify its Business Registration Certification Active status on the “Maintain Terms and Categories” Tab within its profile in NJSTART. In the event of an issue with a Bidder’s Business Registration Certification Active status, NJSTART provides a link to take corrective action.

CERTIFICATION OF NON-INVOLVEMENT IN PROHIBITED ACTIVITIES IN RUSSIA OR BELARUS PURSUANT TO P.L.2022, C.3 The Bidder should submit the Certification of Non-Involvement in Prohibited Activities in Russia or Belarus Form. Pursuant to P.L.2022, c.3, a person or entity seeking to enter into or renew a contract for the provision of goods or services shall certify that it is not Engaging in Prohibited Activities in Russia or Belarus as defined by P.L.2002, c.3, sec. 1(e). If a Bidder does not submit the form with the Quote, the Bidder must comply within seven (7) Business Days of the State’s request or the State may deem the Quote non-responsive.

https://data.nj.gov/stories/s/GoNJSAVI/9k98-6fqb/ https://data.nj.gov/stories/s/GoNJSAVI/9k98-6fqb/ https://www.state.nj.us/treasury/contract_compliance/index.shtml https://www.state.nj.us/treasury/contract_compliance/index.shtml https://www.state.nj.us/treasury/revenue/busregcert.shtml https://www.nj.gov/treasury/administration/pdf/DisclosureofProhibitedActivitesinRussiaBelarus.pdf

3.14 TECHNICAL QUOTE

The Bidder shall describe its approach and plans for accomplishing the work outlined in the Scope of Work. The Bidder must set forth its understanding of the requirements of this Bid Solicitation and its approach to successfully complete the Contract. The Bidder should include the level of detail it determines necessary to assist the Evaluation Committee in its review of the Bidder’s Quote.

3.15 MANAGEMENT OVERVIEW

The Bidder shall set forth its overall technical approach and plans to meet the requirements of the Bid Solicitation in a narrative format.

This narrative should demonstrate to the Evaluation Committee that the Bidder understands the objectives that the Contract is intended to meet, the nature of the required work, and the level of effort necessary to successfully complete the Contract. The narrative should demonstrate that the Bidder’s approach and plans to undertake and complete the Contract are appropriate to the tasks and subtasks involved.

Mere reiterations of Bid Solicitation tasks and subtasks are strongly discouraged, as they do not provide insight into the Bidder’s approach to complete the Contract. The Bidder’s response to this section should demonstrate to the Evaluation Committee that the Bidder’s detailed plans and approach proposed to complete the Scope of Work are realistic, attainable and appropriate, and that the Bidder’s Quote will lead to successful Contract completion.

3.16 CONTRACT MANAGEMENT

The Bidder should describe its specific plans to manage, control and supervise the Contract to ensure satisfactory Contract completion according to the required schedule. The plan should include the Bidder’s approach to communicate with the State Contract Manager including, but not limited to, status meetings, status reports, etc.

3.17 CONTRACT SCHEDULE

The Bidder shall include a draft Contract schedule. If key dates are a part of this Bid Solicitation, the Bidder’s schedule should incorporate such key dates and should identify the completion date for each task and sub-task required by the Scope of Work. Such schedule should also identify the associated deliverable item(s) to be submitted as evidence of completion of each task and/or subtask.

The Bidder should identify the Contract scheduling and control methodology to be used and should provide the rationale for choosing such methodology.

3.18 MOBILIZATION PLAN

It is essential that the State have quick use of the functionality this Contract is to provide. Therefore, each Bidder shall include as part of its Quote (see Section 3.14 TECHNICAL QUOTE) a mobilization plan, beginning with the Date of Notification of Contract Award and lasting no longer than 12 weeks.

Such mobilization plan should include the following elements, any of which may occur in parallel or otherwise overlap:

A. Begin with the Date of Notification of Contract Award (i.e., the receipt of written notification of Contract award that is explained in Section 8.16 CONTRACT AWARD).

B. Include one calendar week to complete the necessary paperwork to acknowledge and accept the Contract award.

C. A detailed timetable for the mobilization period of 12 weeks that includes a 30 Business Day services initiation period. This timetable should be designed to demonstrate how the Bidder will have the personnel and equipment it needs to begin work from the Date of Notification of Contract Award;

D. The Bidder’s plan for the deployment and use of management, supervisory or other key personnel during the mobilization period. The plan should show all management, supervisory and key personnel that will be assigned to manage, supervise and monitor the Bidder’s mobilization of the Contract within the period of 12 weeks. The Bidder should clearly identify management, supervisory or other key personnel that will be assigned only during the mobilization;

E. The Bidder’s plan for recruitment of staff required to provide all services required by the Bid Solicitation on the Contract start date at the end of the mobilization period covering 12 weeks. In the event the Bidder must hire management, supervisory and/or key personnel if awarded the Contract, the Bidder should include, as part of its recruitment plan, a plan to secure backup staff in the event personnel initially recruited need assistance or need to be replaced during the Contract term; and

F. The Bidder’s plan for the purchase and distribution of equipment, inventory, supplies, materials, etc. that will be required to begin work on the Contract on the required start date.

G. All tasks identified in Section 4.4.1 SERVICE INITIATION PHASE, including those identified in Table 1: Area of Understanding.

H. A list of all of the on-boarding tasks (obtaining badges, user ids, performing mandatory training, etc.) including the time to complete theses tasks.

I. A list of the tasks and timetables associated with familiarizing the Contractor’s staff with the DIMS environment, software, documentation, and other materials necessary for perfoming M&O.

After the Mobilization Complete date, the Contractor shall be performing defect fixes, small enhancements and other activities defined within the fixed fee as defined in Section 4.6 MONTHLY FIXED FEE REQUIREMENTS.

3.19 ADDITIONAL PLAN(S)

The Bidder shall submit with their Quote the following draft plans:

1. Training Plan (see Section 4.4.6.1)

2. Risk Management Plan (see Section 4.4.6.2)

3. Issues Management Plan (see Section 4.4.6.3)

4. Communications Plan (see Section 4.4.6.4)

See Section 4.4.6 ADDITIONAL PLANS and Table 4: Documentation Inventory for all plan requirements.

3.20 ORGANIZATIONAL EXPERIENCE

The Bidder should include information relating to its organization, personnel, and experience, including, but not limited to, references, together with contact names and telephone numbers, evidencing the Bidder’s qualifications, and capabilities to perform the services required by this Bid Solicitation. The Bidder should include the level of detail it determines necessary to assist the Evaluation Committee in its review of Bidder’s Quote.

3.21 LOCATION

The Bidder should include the address of where responsibility for managing the Contract will take place. The Bidder shall include the telephone number and name of the individual to contact.

3.22 ORGANIZATION CHARTS

The Bidder should include an organization chart, with names showing management, supervisory and other key personnel (including Subcontractor management, supervisory, or other key personnel) to be assigned to the Contract. The chart should include the labor category and title of each such individual.

3.23 RESUMES

Detailed resumes should be submitted for all management, supervisory, and key personnel to be assigned to the Contract. Resumes should emphasize relevant qualifications and experience of these individuals in successfully completing Contracts of a similar size and scope to those required by this Bid Solicitation. Resumes should include the following:

A. The individual's previous experience in completing each similar Contract;

B. Beginning and ending dates for each similar Contract;

C. A description of the Contract demonstrating how the individual's work on the completed Contract relates to the individual's ability to contribute to successfully providing the services required by this Bid Solicitation; and D. With respect to each similar Contract, the name and address of each reference together with a person to contact for a reference check and a telephone number.

The Bidder should provide detailed resumes for each Subcontractor’s management, supervisory, and other key personnel that demonstrate knowledge, ability, and experience relevant to that part of the work which the Subcontractor is designated to perform.

Figure 1. Mobilization Period Timeline

Services Initiation (up to 30 Business Days)

Mobilization Period (up to 12 weeks)

Contract Award Mobilization Complete

3.24 EXPERIENCE WITH CONTRACTS OF SIMILAR SIZE AND SCOPE

The Bidder should provide a comprehensive listing of contracts of similar size and scope that it has successfully completed, as evidence of the Bidder’s ability to successfully complete services similar to those required by this Bid Solicitation. Emphasis should be placed on contracts that are similar in size and scope to the work required by this Bid Solicitation. A description of all such contracts should be included and should show how such contracts relate to the ability of the firm to complete the services required by this Bid Solicitation. For each such contract listed, the Bidder should provide two (2) names and telephone numbers of individuals for contracting party. Beginning and ending dates should also be given for each contract.

The Bidder must provide details of any negative actions taken by other contracting entities against them in the course of performing these services including, but not limited to, receipt of letters of potential default, default, cure notices, termination of services for cause, or other similar notifications/processes. Additionally, the Bidder should provide details, including any negative audits, reports, or findings by any governmental agency for which the Bidder is/was the contractor on any contracts of similar scope. In the event a Bidder neglects to include this information in its Quote, the Bidder’s omission of this necessary disclosure information may be cause for rejection of the Bidder’s Quote by the State.

The Bidder should provide documented experience to demonstrate that each Subcontractor has successfully performed work on contracts of a similar size and scope to the work that the Subcontractor is designated to perform in the Bidder’s Quote. The Bidder must provide a detailed description of services to be provided by each Subcontractor.

3.25 FINANCIAL CAPABILITY OF THE BIDDER

The Bidder should provide sufficient financial information to enable the State to assess the financial strength and creditworthiness of the Bidder and its ability to undertake and successfully complete the Contract. In order to provide the State with the ability to evaluate the Bidder’s financial capacity and capability to undertake and successfully complete the Contract, the Bidder should submit the following:

A. For publicly traded companies the Bidder should provide copies or the electronic location of the annual reports filed for the two most recent years; or

B. For privately held companies the Bidder should provide the certified financial statement (audited or reviewed) in accordance with applicable standards by an independent…