T2775 Bid Amendment 1 06.07.19.docx

PHILIP D. MURPHY

Governor State of New Jersey

DEPARTMENT OF THE TREASURY

DIVISION OF PURCHASE AND PROPERTY

PROCUREMENT BUREAU

33 WEST STATE STREET

P. O. BOX 230

TRENTON, NEW JERSEY 08625-0230

ELIZABETH MAHER MUOIO

State Treasurer

SHEILA Y. OLIVER

Lt. Governor

MAURICE A. GRIFFIN

Acting Director https://www.njstart.gov

June 7, 2019

To: All Interested Vendors {Bidders}

Re: Bid Solicitation # 18DPP00190 T2775 - Data Entry/Verification Services - Division of Revenue and Enterprise Services

Bid Amendment #1

The following constitutes Bid Amendment #1 to the above referenced Bid Solicitation:

· This Bid Amendment includes answers to questions; and

· Revises the Quote Submission Due Date to June 20, 2019 (2:00 p.m. Eastern Time).

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 # 18DPP00190 T2775 - Data Entry/Verification Services - Division of Revenue and Enterprise Services

Answers to Questions

Where applicable, each question references the appropriate Bid Solicitation Section. Note: Bid Solicitation Section References were modified for some questions in order to provide correct reference to the Bid Solicitation.

Section Reference Question (Bolded) and Answer

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Yes. Prior to the Quote Opening Deadline, a Vendor {Bidder} should review the documents comprising the submitted Quote to ensure that all of the required documents have been completed and attached. Oftentimes a Quote is deemed non-responsive because a Vendor {Bidder} fails to attach a required form or attaches a blank form. To review a submitted 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.

Background

Can NJDORES provide current pricing? The attached pricing sheet with current contract docs does not appear to show specific line item pricing

For current Blanket P.O. pricing, please refer to the “Items Tab” for Blanket P.O. #79667 on www.njstart.gov.

As specified by Section 1.2 of the Bid Solicitation, Vendors {Bidders} interested in the current Blanket P.O. specifications and pricing information may review the current Blanket P.O. (T2775) at www.njstart.gov by following these steps:

Go to: www.njstart.gov Select “Contract & Bid Search” Select “Contracts/Blankets” Under “Contract/Blanket Description” type in T2775, Click “Find It” The current Blanket P.O. will appear under “Results”.

Vendors {Bidders} are cautioned that this new Bid Solicitation addresses current requirements.

Scope of Work Would NJ DORES be open to Vendor utilizing own data capture system if it would be a more cost effective solution to the State?

No, this is not an option. The State’s information cannot leave its system.

Scope of Work (System Crash) Should Systems crash what is the SLA from state for pulling down more work?

State Work Hours (8 A.M. ET to 5 P.M. ET): DORES facilitates the issue immediately. The system is usually running within the hour.

State Off hours (5 P.M. ET to 8 A.M. ET): Once the Network team is notified the system should be functional within three (3) hours of notice.

General Requirements Can the Vendor have access to the system for Data Entry, or download packets to work on during shifts from 5 p.m. to 10 p.m. to then upload the next day?

The Vendor {Contractor} will have 24 hour access to the system.

As specified by Bid Solicitation Section 3.1.1, The Vendor’s {Contractor’s} hours of operation shall be structured to meet the service levels required by this Bid Solicitation.

General Requirements

When would Vendors have access to view the DREAM system or any other systems for testing?

As specified by Bid Solicitation Section 3.1, “DORES will provide training to the Vendor {Contractor} at the DORES facility during the initiation and transition of data entry services to the successful Vendor’s {Contractor’s} site. That period of training will precede the actual start date by up to 60 days and will be paid at the corresponding awarded hourly rate for the service being trained. Training is at the discretion of DORES.

Facility Requirements Will the State consider expanding the mile radius for the paper processing location from 25 to 50 miles from the NJ DORES location?

No. As specified by Bid Solicitation Section 3.2E, all facility location(s) provided by the Vendor {Contractor} for manual keying work must be within 25 miles of 200 Woolverton St. Building 20, Trenton, NJ 08646.

Payment If there are connectivity issues with NJ DORES, does the State allow for any pricing adjustments as well as SLA adjustments?

As specified by Bid Solicitation Section 3.12, State system downtime will be compensated for up to one (1) hour per occurrence when caused by State equipment or systems. Downtime compensation shall not exceed two (2) hours maximum per day.

Please refer to Price Line #6 on the State-Supplied Price Sheet.

State-Supplied Price Sheet

If the Vendor wants to use the IPSEC for the communication plan, should they put “No Bid” on Line 11?

If the Vendor {Bidder} intends to utilize a methodology such as IPSEC for the communication plan, and there is no monthly cost to charge the State for the services of monthly connectivity and communication lines under Price Line 11, the Vendor {Bidder} must indicate “No Charge” for this Price Line.

Please refer to Bid Solicitation Section 4.4.5.3, Use of “No Bid” Versus “No Charge” on the State-Supplied Price Sheet.

Change Order If volume significantly exceeds projected volume provided in RFP, is the State amenable to temporarily adjusting the SLA?

The State would be open to discussions with the Vendor {Contractor} regarding amending the terms of the Blanket P.O. in accordance with Bid Solicitation Section 5.4, Change Order, if projected volume were to significantly exceed the volume provided in the Bid Solicitation.

Any changes or modifications to the terms of this Blanket P.O. shall be valid only when they have been reduced to writing and signed by the Vendor {Contractor} and the Director of the Division of Purchase and Property.

Retainage Can the State provide the rationale behind the Retainage at 10% given that they already have the liquidated damages in the contract which net out of the contractor’s invoice?

Liquidated damages and retainage provide additional security for the State that the terms of the Blanket P.O. will be satisfied. Liquidation damages are the agreed upon amounts that the Vendor {Contractor} must provide for late delivery costs, not meeting DCR and DREAMS deadlines, and lack of staffing costs, as specified by Section 5.14 of the Bid Solicitation. Retainage is the amount of the Vendor’s {Contractor’s} billing for services withheld monthly, for a period of three (3) months, to satisfy any liquidated damages that may accrue during the relevant time period. The two (2) sections work together to ensure that the liquidated damages are satisfied without the need for litigation to collect any outstanding damages. If there are no liquidated damages, or the amount of damages is less than the amount retained, then the funds are disbursed to the Vendor {Contractor}.

State Standard Terms and Conditions, Section 2.3 Prevailing Wage Act Is the Prevailing Wage Act applicable to this contract?

The Division does not interpret the Prevailing Wage Act to be applicable to this Blanket P.O., however, Vendors {Bidders} should refer to the Department of Labor and Workforce Development for questions regarding the Prevailing Wage Act. Information regarding NJ State Prevailing Wage Act and Regulations can be found at the following web address: https://www.nj.gov/labor/wagehour/lawregs/prevailing_wage_law.html

Should the performance of services related to this Blanket P.O. fall under the Prevailing Wage Act during the Blanket P.O. term, it is the responsibility of the Vendor {Contractor} to abide by the provisions of N.J.S.A. 10:5-31 through 10:5-38, including those provisions indicated for Goods, Professional Service and General Service Contracts (Exhibit A, attached to the Bid Solicitation) and Constructions Contracts (Exhibit B and Executive Order 151, August 28, 2009, attached to the Bid Solicitation) as appropriate. Refer to State Standard Terms and Conditions Section 2.3, Prevailing Wage Act, for more information.

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