T2902 Bid Amendment 3 10.14.25.docx
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- Attached to
- Contract RFP/SC-SBE NJ|25-TELE-143144
- Contract number
- 25-TELE-143144
- Issued by
- New Jersey
About this file
This document is Bid Amendment #3 to Bid Solicitation #25DPP01183, issued by the State of New Jersey Department of the Treasury, Division of Purchase and Property Procurement on October 14, 2025. The amendment addresses a Telecommunications Expense Management System (TEMS) hosted solution procurement and includes answers to electronic bidder questions submitted during the question and answer period, along with revisions to specific sections of the original bid solicitation (Sections 1.2, 3.13.8.1, 3.25, and 6.6G). The revised deadline for quote submission is October 28, 2025 at 2:00 p.m. Eastern Time.
The State seeks a hosted TEMS solution to manage telecommunications expenses across approximately 600 physical locations with an estimated annual spend of $60 million across six voice vendors, three data vendors, and three wireless vendors, totaling 12 providers. The awarded contractor must incorporate hosting costs into its pricing and may propose a Software as a Service solution. Key requirements include invoice management (approximately 50 invoices monthly), call detail record collection from vendors including Verizon, Brightspeed, AT&T, and T-Mobile, inventory management capabilities, agency charge-back processing, reporting and analytics, and provisioning support with an average of 500 monthly mobile service support requests. The contractor is responsible for data migration from the current Pinnacle-based system and must comply with State security requirements, including data residency within the United States, compliance with NIST and CIS standards, and integration with State authentication systems (myNJ or Microsoft Entra ID). The solicitation includes a small business subcontracting set-aside with no minimum percentage or dollar amount required, and all quotes must be submitted electronically through NJSTART.
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Other files
| File | Type | Posted |
|---|---|---|
| Acecomm Redacted Acceptance Page.pdf | ||
| Bid Amendment 1~4.pdf | ||
| Bid Amendment 2 9.23~1.pdf | ||
| Combined State of New Jersey Standard Terms and Conditions 6.3.2025.pdf | ||
| T2902 Award Summary~1.pdf | ||
| T2902 BAFO State-Supplied Price Sheet.xlsx | XLSX spreadsheet | |
| T2902 Bid Solicitation.docx | DOCX document |
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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 14, 2025
To: All Interested Bidders
Re: Bid Solicitation # 25DPP01183 T2902 Telecommunications Expense Management System (TEMS) Hosted
Quote Submission Due Date: October 28, 2025 (2:00 p.m. Eastern Time)
Bid Amendment #3
The following constitutes Bid Amendment #3 to the above referenced Bid Solicitation:
· Answers to electronic Bidder questions submitted during the Electronic Question and Answer period;
· A revised Bid Solicitation entitled, “T2902 Revised Bid Solicitation 10.14.2025.”
· Please note that for all additions, deletions, clarifications, and modifications to the Bid Solicitation, Bidders should refer to the Revised Bid Solicitation entitled, “T2902 Revised Bid Solicitation 10.14.2025” and attached to the Bid Solicitation Attachments Tab in NJSTART. Revised sections include:
· Section 1.2;
· Section 3.13.8.1;
· Section 3.25; and
· Section 6.6G.
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 #25DPP01183 T2902 Telecommunications Expense Management System (TEMS) Hosted
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.
| # |
| Bid Solicitation |
Section Reference Question (Bolded) and Answer
| 1 |
| Quote Submission |
| Q: Please confirm a Bidder may deliver a hardcopy quote instead of submitting a response electronically. |
A: Please be advised that all Quotes shall be submitted electronically through NJSTART.
| 2 |
| Quote Submission |
| Q: Should I check that I have properly completed and attached all of the required documents with my submitted Quote? |
A: 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 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.
| 3 |
| PDF Documents |
| Q: 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? |
A: 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.
| 4 |
| Exceptions |
| Q: Will the State allow Bidders to take exception to any of the Standard Terms and Conditions? |
A: 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 |
| Cover Page |
| Q: Is the RFP submission deadline 9/9/2025 by 2 PM EST? |
A: The original RFP submission deadline was September 9, 2025 at 2:00 PM Eastern Time. However, this date was revised in Bid Amendment #2 to October 28, 2025 at 2:00 PM Eastern Time.
| 6 |
| General Question - Pinnacle |
| Q: Will Pinnacle be providing services after the new system is in place, and if so, what are they providing? |
A: It is not anticipated that Pinnacle will be providing service after the new system is in place.
| 7 |
| General Question - Number of Vendors |
| Q: Based on the voice, data and wireless inventory, how many vendors do you have covering all these services? |
A: The State currently has six (6) vendors providing voice services, three (3) vendors providing data services, and three (3) vendors providing wireless services.
Q: How many providers/carriers/vendors contribute to your annual spend?
A: The State currently has a total of 12 providers that contribute to annual spend.
| 8 |
| General Question -Physical locations/ Combined Spend |
| Q: How many physical locations do you have that would be considered for the scope of this project where service is installed? |
A: The State has approximately 600 physical locations.
Q: What is the range of annual spend for the combined services?
A: The annual spend for combined services is approximately $60m.
| 9 |
| TEM/MDM |
| Q: Do you currently have a Telecom Expense Management (TEM) system in place? |
A: As indicated in Section 1.2 of the Bid Solicitation, the State currently utilizes a TEMS that operates on a hosted Pinnacled platform.
Q: If so, how long has it been in production?
A: The current TEMS has been in production for approximately seven (7) years.
Q: Do you currently have a Mobile Device Management (MDM) system in place?
A: Yes there is a MDM system in place.
Q: If not, is the expectation that the vendor would help procure this service on the client’s behalf
A: This question is not applicable, as the State currently has an MDM system.
| 10 |
| 1.1 Purpose and Intent |
| Q: The State is requesting a hosted solution. Where the solution would be hosted? |
A: The Bidder must determine where the solution would be hosted, and propose their solution within their Technical Quote.
Q: Is the vendor or State going to host the solution?
A: The State is not going to host the TEMS solution.
Q: Who is covering the hosting cost?
A: The awarded Contractor shall incorporate hosting costs into its proposed pricing to the State.
| 11 |
| 1.1 Purpose and Intent |
| Q: Is the State open to a Software as a Service solution? |
A: Yes, the State is open to Software as a Service solutions.
| 12 |
| 1.2 Background |
| Q: Does State of NJ require the selected TEM vendor to support the migration of embedded voice services? |
A: No, the awarded Contractor will not need to coordinate migration of embedded voice services to alternate voice services providers.
Q: If so, do you have quantities for this migration
A: Please see the answer above.
| 13 |
| 3.12 Quote Content |
| Q: In section 3.12, it says "The Quote should be submitted with the following attachments: Forms, Technical Quote, State-Supplied Price Sheet, State of New Jersey Security Due Diligence Third Party Information Security Questionnaire". Where does the State want bidders to include responses for Sections 3.15-3.24? |
A: The State does not require that the Technical Quote be in any order or structure as long as all required information and attachments are submitted with the Quote.
| 14 |
| 3.12 Quote Content |
| Q: In section 3.12, it says "The Quote should be submitted with the following attachments: Forms, Technical Quote, State-Supplied Price Sheet, State of New Jersey Security Due Diligence Third Party Information Security Questionnaire". Where does the State want bidders to include responses for Sections 3.15-3.24? |
A: This is a duplicate question. Please see the response to Question #13.
| 15 |
| 3.13.8.1 Small Business Subcontracting Set-Aside Contract |
| Q: What specific documentation is required to demonstrate 'good faith effort' for Small Business Enterprise subcontracting? |
A: Bidders should include the level of detail that demonstrates at a minimum how the Bidder addressed the requirements A through E in Bid Solicitation Section 3.13.8.1.
Q: Is there a minimum percentage or dollar amount of subcontracting required?
A: There is no minimum percentage or dollar amount required for subcontracting.
| 16 |
| 3.13.8.1 Small Business Subcontracting Set-Aside Contract |
| Q: 2. "If a prime contractor has existing relationships with qualified Small Business Enterprises but they are not located in New Jersey, how should this be addressed in the Subcontractor Utilization Plan?" |
A: The New Jersey Division of Revenue and Enterprise Services (DORES) is the agency responsible for the registration and certification of Small Business Entities (SBE). The Contractor should be able to provide the Subcontractor’s DORES SBE Registration upon request. If a Bidder is intending to utilize Subcontractors to complete Contract requirements, the Bidder must submit a completed Subcontractor Utilization Form with its Quote.
| 17 |
| 3.13.8.1 Small Business Subcontracting Set-Aside Contract |
| Q: 3. What constitutes acceptable evidence of outreach to New Jersey Small Business Enterprises? |
A: Please see the response to Question #15.
Q: Are email records, phone logs, and meeting minutes sufficient?
A: Please see the response to Question #15.
| 18 |
| 3.13.8.1 Small Business Subcontracting Set-Aside Contract |
| Q: What is the most effective way for a prospective subcontractor to indicate our availability to prospective prime contractors? Our firm is a State-certified SBE firm, and is listed in the SAVI database. |
A: The State cannot offer advice as to how a business should operate and/or advertise its services or availability.
| 19 |
| 3.13.8.1 Small Business Subcontracting Set-Aside Contract |
| Q: Does a prospective subcontractor need to prepare a bid submission package comparable to that which would be prepared by a prospective prime contractor? |
A: If a Bidder intends to utilize a Subcontractor, then the Bidder must complete and submit a Subcontractor Utilization Plan pursuant to Bid Solicitation Section 3.13.8. The Subcontractor will be required to complete and submit certain forms as identified in Bid Solicitation Section 3 prior to Contract award, but do not need to prepare a separate bid submission package.
| 20 |
| 3.25 State-Supplied Price Sheet Instructions |
| Q: If the State is open to Software as a Service where would annual subscription costs be included? |
A: If proposing a SaaS solution, annual subscription costs should be included in the monthly maintenance and operation price line (Price Line 2). Please see Bid Solicitation Section 3.25 for State-Supplied Price Sheet instructions.
| 21 |
| 4.0 Scope of Work |
| Q: What is the Total Fixed Spend? FULL MATRIX |
A: The Total Fixed Spend for telecommunications services is approximately $60M annually.
| 22 |
| 4.0 Scope of Work |
| Q: Would you be open to a technical scope-related conversation? |
A: The State would not be open to a technical scope-related conversation. The Scope of Work on publicly bid procurements must be consistent for all potential Bidders. All scope related questions must be asked during the Question and Answer period pursuant to Bid Solicitation Section 2.1, Electronic Question and Answer Period.
| 23 |
| 4.0 Scope of Work |
| Q: What is your total Fixed Telecommunication spend monthly or annually that would need processed? |
A: Please see response to Question #21.
| 24 |
| 4.0 Scope of Work |
| Q: Does the State want bidders to respond to each functional requirement? If so, in-line within Section 4 or separate under Section 3.14. |
A: The State does not require that the Technical Quote be in any order or structure as long as all required information and attachments are submitted with a Quote.
| 25 |
| 4.0 Scope of Work, Subsection F. Provisioning |
| Q: By what method do Orders currently get submitted to TSPs? |
A: Orders are currently submitted to TSPs via email.
| 26 |
| Sections 4.1 General -4.11 TEMS System Implementation |
| Q: Can the State provide more details about the current Pinnacle system data structure and format? |
A: The State cannot provide more details about data structure. Current data formats include .csv and .txt.
Q: Will the State provide data dictionaries or system documentation to support migration planning?
A: The State is not able to provide data dictionaries, but will provide available system documentation to the awarded Contractor after Contract award.
| 27 |
| Sections 4.1 General -4.11 TEMS System Implementation |
| Q: What is the estimated volume of historical data (invoices, inventory records, contracts) that needs to be migrated from the current system? |
A: The estimated total volume of invoices is 50 per month. The State does not currently utilize Inventory Management functionality. Accordingly, historical data about inventory records is not available. The State currently has one (1) landline voice services contract, one (1) landline data services, and one (1) wireless contract.
| 28 |
| Sections 4.1 General -4.11 TEMS System Implementation |
| Q: Regarding the Microsoft Teams Calling migration mentioned in Section 1.2, what role will the TEMS contractor play in supporting this transition? |
A: The TEMS Contractor will not need to coordinate the migration of embedded voice services to Microsoft Teams Calling.
Q: Are there specific reporting or tracking requirements?
A: There are no reporting or tracking requirements specific to the aforementioned migrations.
| 29 |
| Sections 4.1 General -4.11 TEMS System Implementation |
| Q: What are the State's expectations for parallel system operation during the transition period? |
A: The embedded TEMS shall continue to operate until the awarded solution is fully implemented and fully operational.
Q: How long should both systems operate concurrently?
A: Until the awarded solution is fully implemented and operational.
| 30 |
| 4.1.3 TEMS Account Management |
| Q: Can the Contractor's single project manager support more than one of the items listed under 4.1.3, or do they need to each be a different individual? |
A: The Contractor does not need to have a different individual to fulfill each of the four (4) account team roles listed in Section 4.1.3. If one (1) individual can fulfill multiple roles, that is acceptable to the State.
| 31 |
| 4.1.4 Compliance |
| Q: Is the application considered employee-only, as mentioned under 4.1.4.D.2? |
A: Yes, it is only State employees.
| 32 |
| 4.1.4 Compliance |
| Q: How will 'State' users expected to gain access to the Contractor's website? |
A: State users will access the Contractor’s website via myNJ or Microsoft Entra ID.
Q: Using myNJ, VMware Workspace ONE, or another SSO?
A: myNJ or Microsoft Entra ID may be used.
| 33 |
| 4.1.4 Compliance |
| Q: COMPLIANCE - How often does the OIT’s System Architecture Review occur? |
A: The Systems Architecture Review (SAR) process is a series of checkpoints at specific stages of a project’s normal System Development Life Cycle (SDLC). The project team will move through the SAR process at a pace set by the work being done.
| 34 |
| 4.2.2 Billing Data Fields, Subsection D |
| Q: How many Manual paper invoices and how many Manual Compact disc (CD)? |
A: The State currently receives approximately 36 paper invoices, and one (1) CD.
| 35 |
| 4.2.2 Billing Data Fields |
| Q: Is the Contractor responsible for handling and scanning paper invoices, as mentioned in 4.2.2.D, or is the Contractor only expected to accept a scanned copy of the invoice at the website? |
A: The awarded Contractor would be responsible for handling and scanning paper invoices only if Inventory Management function is implemented.
| 36 |
| 4.2 Invoice Management and 4.4 Inventory Management |
| Q: "Can you please populate the details related to Scope and Counts for each of the following tabs: - Carrier Metrics - Device and Service Breakdown - Logistics Type & Volume" |
A: Invoice Management and Inventory Management functionality is not currently utilized. Accordingly, the State cannot provide the requested information.
| 37 |
| 4.3.2 Call Accounting |
| Q: In addition to the above, is the Contractor responsible for handling physical CDs, as mentioned in 4.3.2.C, or is the Contractor only expected to accept the CD data at the website? |
A: The Contractor is not responsible for handling physical CDs, but is expected to accept CD data at the website.
| 38 |
| 4.3.2 Call Accounting |
| Q: What is the list of vendors, services, and/or devices (PBX) that you would like to collect CDR from? |
A: Current services vendors include Verizon, Brightspeed, AT&T, and T-Mobile. Services include POTS, Centrex, and Wireless. Devices include Avaya PBX systems.
| 39 |
| 4.3.4 Agency Charge-Back Process and 4.3.2 Call Accounting |
| Q: Related to the AGENCY CHARGE-BACK PROCESS, this describes a typical charge-back allocation process, but there is also reference to charge back in section 4.3.2. for CALL ACCOUNTING where it states "Call Detail Records are used for charge back". Can you please describe the fields and logic this? |
A: The State does not understand the Bidder’s question. Required fields, however, are listed in Section 4.4.3(G).
| 40 |
| 4.4.1 Inventory Scope |
| Q: Will the Contractor be responsible for performing the data migration from the previous system, as mentioned in 4.4.1, or will the current Vendor perform the migration after the Contractor's new system is in place? |
A: The awarded Contractor would be responsible for performing this data migration.
| 41 |
| 4.5.1 Storage and Reference |
| Q: 0. Will you be able to provide full copies of the Carrier Contracts? 4.5 |
A: This information will be shared as required post Contract award.
| 42 |
| 4.6 Reporting and Analytics |
| Q: REPORTING AND ANALYTICS - What is the specific platform used for the State intranet? |
A: The State utilizes the current system (Pinnacle) provided portal.
| 43 |
| 4.7.1 General Provisioning Requirements |
| Q: What is the average number of Mobile Service/Support Desk tickets per month? |
A: The average number of Mobile Service support requests per month is 500.
| 44 |
| 4.9.2 Trouble Reporting, Subsection C |
| Q: What constitutes 'critical invoice processing or payment dates' that would require maintenance support outside normal business hours (Section 4.9.2.C)? |
A: Errors that affect monthly bill runs.
| 45 |
| 4.11 TEMS System Implementation |
| Q: 0. Is there a specific target Go-Live date? |
A: No, there is not a specific target Go-Live date.
| 46 |
| 6.0 Data Security Requirements – Contractor Responsibility |
| Q: For the Security Due Diligence Third-Party Information Security Questionnaire, are there specific frameworks or standards (NIST, ISO 27001, SOC 2) that the State prefers contractors to follow? |
A: The State adheres to various industry standards such as NIST, CIS, federal regulations, state policies, etc. To maintain compliance with these standards, the State expects third parties conducting business with the State to adhere to these standards as well. The objective of the Security Questionnaire (requirement under Section 3) is to inform on the Bidder’s information security practices and controls, which the State uses to make a determination of whether they meet the State’s information security expectations.
| 47 |
| 6.6 Privacy, Subsection E |
| Q: 0. It is noted that data must be housed in the US, and are there any geo-restrictions for implementation or operations resources having access to dev, test/qa and/or production environments? |
A: To maintain data sovereignty, the State requests all data be hosted, stored, and processed within the United States.
| 48 |
| 6.13 Remote Access |
| Q: Can the State clarify the requirement for 'State-provided remote access connectivity' mentioned in Section 6.13? What are the technical specifications for connecting to the Garden State Network (GSN)? |
A: This would be a conversation to be held with the Using Agency after Contract award.
| 49 |
| 8.5 Oral Presentation |
| Q: "Will the State consider demonstration of the proposed TEMS solution as part of the evaluation process?" |
A: As indicated in the Bid Solicitation Sections 3.26 and 8.2, Oral Presentations are not applicable to this procurement.
| 50 |
| 8.9.1 Technical Evaluation Criteria |
| Q: "For the technical evaluation criteria (Personnel, Experience, Ability to Complete Scope), are these weighted equally or do certain criteria carry more weight?" |
A: The timestamped weighted evaluation criteria will be made available upon request with the Contract Award File after the Notice of Intent to Award is issued (see, N.J.A.C. 17:12-2.7(b)).
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