T2814 Final QA 5.23.23~1.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

Acting State Treasurer

SHEILA Y. OLIVER

Lt. Governor

AMY F. DAVIS, ESQ.

Acting Director https://www.njstart.gov

May 23, 2023

To: All Interested Bidders

Re: Bid Solicitation # 23DPP00878 Bid Solicitation Road Weather Information Systems for NJDOT

Bid Amendment #1

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

· Answers to electronic questions submitted during the first electronic Question and Answer period;

· A revised Bid Solicitation, revised Exhibit A, and revised Exhibit B. Exhibit A revises the amount of RWIS sites from 46 to 50. Exhibit B revises the amount of RWIS sites from “52 RWIS Sites” to “50 RWIS Sites;” please refer to the Revised Bid Solicitation entitled “T2814 Revised Bid Solicitation 5/23/2023,” “T2814 Exhibit A – Components Per Site 5/23/2023,” and “T2814 Revised Exhibit B – Location by Longitude/Latitude of RWIS 5/23/2023” for additional information;

· A revised State Supplied Price Sheet, revising the amount of RWIS sites from “52 RWIS Sites” to “50 RWIS Sites” in Price Lines 1 and 2;

· Please note that the attachment “T2814 State of New Jersey Standard Terms and Conditions 3/23/2023,” has been deleted and replaced by the current New Jersey State Standard Terms and Conditions entitled, “T2814 State of New Jersey Standard Terms and Conditions 5/23/2023.” Please note that there were only minor statutory updates to the Terms and Conditions;

· The second electronic Question and Answer period will be received until 2:00 p.m. Eastern Time on June 13, 2023. Questions that will be considered will be limited only to subject matter related to the following:

· The updated New Jersey State Standard Terms and Conditions, entitled, “T2814 State of New Jersey Standard Terms and Conditions 5/23/2023.”

Please refer to Bid Solicitation Section 2.1, Electronic Question and Answer Period, for more information related to submitting electronic questions;

· Optional Pre-Quote Conference Attendees list; and

· Due to concerns with COVID-19, hard copies of Quotes will NOT be accepted. All Quote documents and samples must be submitted through the NJSTART eProcurement site. For more information, see the Special Notice released by the State on March 16, 2020:

https://www.state.nj.us/treasury/purchase/specialnotices/03162020a.shtml.

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 #22DPP00668 T3128 eProcurement System and Services for DPMC

Pre-Quote Conference Attendee List

Bid Solicitation #23DPP00855 Bid Solicitation Energy and Bill Management

Answers to Questions

Where applicable, each question references the appropriate Bid Solicitation section.

Note: Some questions may have been paraphrased in the interest of readability and clarity.

Section Reference Question (Bolded) and Answer

In light of the dangers posed by the COVID-19 virus outbreak and the declaration by the World Health Organization of a global pandemic and Governor Murphy Executive Orders (https://www.state.nj.us/infobank/eo/056murphy/approved/eo_archive.html) which declared both a Public Health Emergency and State of Emergency please be advised that all Quotes shall be submitted electronically through NJSTART.

Vendors {Bidders} may refer to the “Vendor Registration” and “Submit a Quote” Quick Reference Guides for instructions on how to enroll in NJSTART and how to submit an electronic Quote through NJSTART. The Quick Reference Guide entitled “Submit a Quote” is available here: https://www.state.nj.us/treasury/purchase/njstart/pdf/Create-a-Quote.pdf.

Additionally, to ensure that you have properly submitted the required documents you may also review the Quick Reference Guide entitled “How to Review a Submitted Quote” which is available here: https://www.state.nj.us/treasury/purchase/njstart/pdf/HowtoReviewaSubmittedQuote.pdf. Answers to Frequently asked Questions and all Quick Reference Guides are located on the NJSTART Vendor Support Page. If further assistance is needed, please email NJSTART Vendor Administration Team at: njstart@treas.nj.gov .

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 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.

It is recommended that users utilize Internet Explorer or Microsoft Edge to view PDF documents. 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 n Chrome or Firefox.

As stated in Bid Solicitation Section 1.3.1.1, Exceptions to the State of NJ Standard Terms and Conditions (SSTC): "Questions regarding the SSTC and 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."

Yes, all information regarding sensors, manufacturers, and model numbers are up to date. The number of sites has been updated in the Revised Bid Solicitation dated 5/23/2023 and in the Revised Exhibit A – Components Per Site dated 5/23/2023.

Exhibit A has been revised, as there are 50 active RWI sites statewide. Please see the revised Exhibit A Attachment in NJSTART entitled, “T2814 Revised Exhibit A – Components Per Site 5/23/2023.”

Does the Agency expect to add additional sensor types during the contract timeframe? If so, this information would be useful to understand for this contract.

No, the State does not expect to add any additional sensor types.

The make and model of current RPUs are SSI card, Octo board, STP485 card, and two (2) termination boards. Future RPUs are unknown at this time.

No, the RPUs are not accessible via public IP address or via private VPN.

There are currently 50 total active sites. Two (2) sites have been decommissioned since January 26, 2016. There are no plans to replace or repair the decommissioned sites. Please see the revised Exhibit B Attachment in NJSTART entitled, “T2814 Revised Exhibit B - Location by Longitude/Latitude of RWIS 5/23/2023.”

Currently there are no private protocols or custom NTCIP extensions that are in use. The Contractor shall follow the ones mapped out by NTCIP.

The RWIS Polling Frequency for meteorological conditions shall be done every 30 minutes.

There is no requirement to capture camera images from RWIS sites.

The RWIS internet-based site shall be accessible by an unlimited number users.

Yes, the State requires an internet-based dashboard including but not limited to: map display of RWIS locations, access to current RWIS observations via hover, color coding of RWIS icons to indicate RWIS health, transportation network context, NJDOT regional boundaries, weather condition context, table with all current observations by RWIS, table regrouping capabilities by NJDOT region, mobile device application and more.

The archiving requirements for RWIS data are that all data collected shall be maintained and preserved for a minimum of one (1) year.

Yes, Exhibit C is a current breakdown of calibration steps and also preventative maintenance items.

As stated in Section 4.1.5, the Contractor will be reimbursed for all time dedicated towards travel and repair of the RWIS sites. Therefore, per the above example, the Contractor would be reimbursed for the 4.5 hours billed.

The State does not guarantee a minimum or maximum number of maintenance service calls that might be authorized within a year.

All corrective maintenance services are at the State’s discretion. Should the Contractor determine that a site is not 100% functional upon conducting maintenance, the Contractor shall submit a list of all inoperable parts and equipment, recommendations for upgrades, the make/model of parts and/or suggested equipment, the cost, lead times, and estimated time frames of installation to the State Contract Manager. The State Contract Manager will either approve or disapprove based on available funding at that time.

Yes, however, the Contractor shall communicate all reasons for delayed lead times as well as provide updates to the State Contract Manager as to when equipment will be received and installed.

Yes, if certain makes/models of equipment and/or parts are no longer manufactured or available, then the Contractor shall notify the State Contract Manager and both parties will work together to determine a solution.

Yes. Pursuant to Section 4.1.10, the 72 hours response time shall be from the point of when NJDOT notifies the Contractor of any equipment and/or component failure. These 72 hours can be at any time outside of normal business hours and on weekends and holidays.

Response time will not change with the availability of NJDOT staff.

Repair report requirements shall include all equipment and data transmissions, the verification of RWIS site operations and conditions, and all repairs per location completed since the last submitted report. Reports shall include all conditions and known problems, as well. NJDOT does not have a preference for formatting.

Please see the response to Question #25.

NJDOT is aware that maintenance contractors do not determine the price of parts and equipment and prices are set by product manufacturers and/or distributors. NJDOT is also aware that the prices of products are driven by situations that take place in the economy. Therefore, the Contractor shall provide recommendations to the closest equivalent product on the market to the one that is discontinued. If the price of the suggested equivalent product is more than one thousand U.S. Dollars ($1,000) than the product that has been discontinued, then a quote shall be submitted to the State Contract Manager for approval.

No, diagnostic alarms for RWIS sensors or communication failures do not need to be included.

Yes, the phone alarm delivery requirement is referring to text notifications.

Pursuant to Section 4.1.10, the 72 hour response time shall be from the point of when NJDOT notifies the Contractor of any equipment and/or component failure. These 72 hours can be at any time outside of normal business hours and on weekends and holidays. Please note that the 72-hour response time is applicable only when NJDOT notifies the Contractor of equipment and/or component failure.

No, the Contractor is not required to maintain space to store removed equipment.

New Jersey Is an Equal Opportunity Employer • Printed on Recycled and Recyclable Paper image1.png