T2904 Bid Solicitation 9.4.25.docx

Bid Solicitation #

25DPP01188

T2904 WIC System – Web-Based Electronic Data Processing System

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

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

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

Not Applicable

Not Applicable

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

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

☐ 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 Health Division of Family Health Services

Date: 9/4/2025

TABLE OF CONTENTS

ATTACHMENT 1 – State of New Jersey Standard Terms and Conditions (2/8/2024) ATTACHMENT 2 – Standard Procurement Forms Packet ATTACHMENT 3 – State-Supplied Price Sheet

Appendices:

Appendix A - MIS_Features_and_Functions_Catalog Spreadsheet Appendix B - System Functions to be Preserved Appendix C - NJWIC MIS Executive Summary NOV 2024.pdf Appendix D - NJWIC MIS Executive Summary DEC 2024.pdf

INTRODUCTION AND SUMMARY OF THE BID SOLICITATION

This Bid Solicitation is issued by the Department of Treasury, Division of Purchase and Property (Division), Procurement Bureau, on behalf of the Department of Health (DOH), Division of Family Health Services. 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.

PURPOSE AND INTENT

The purpose of this Bid Solicitation is to solicit Quotes for support services for a cloud-based Management Information System (MIS) for the Women, Infants, and Children (WIC) system.

It is the intent of the State to award a Contract to that responsible Bidder whose Quote, conforming to this Bid Solicitation is most advantageous to the State of New Jersey (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.

The State intends to award to one (1) Contractor, with a set-aside for Small Business Enterprise (SBE) for sub-contracting only. Please see Bid Solicitation Section 3.13.8.1 for more information.

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.

BACKGROUND

This is a reprocurement of the services under WIC System – Web Based Electronic Data Processing System. Bidders interested in reviewing the current Contract specifications and pricing information may do so by following the instruction below. Bidders should not rely upon or use data or information from the contract when preparing a response to this Bid Solicitation as this Bid Solicitation addresses the State’s current requirements.

· Go to: www.njstart.gov

· Select “Active Blankets”

· In the search bar, select “Blankets” from the drop down menu

· Enter “T2904” and click “”

· The expiring Contract list will appear under “Results”

CURRENT PROGRAM BACKGROUND

WIC is a federally funded program of the United States Department of Agriculture (USDA), Food and Nutrition Services. The purpose of the program is to provide nutrition education, breastfeeding promotion and support, supplemental foods, referrals to health care, and immunization screening to pregnant, breastfeeding, and non-breastfeeding postpartum women, infants, and children up to five (5) years of age who are certified by a health professional to be nutritionally and/or medically at-risk, and with a household income of 185% of the federal poverty level guidelines or less.

In New Jersey, the WIC program is housed within the Department of Health (DOH). The DOH delivers WIC services through 16 local agencies, including health departments, non-profit community organizations, and hospitals. The local agencies operate a total of 97 clinic sites statewide and service approximately 164,652 clients per month (approximately 101,343 households). WIC participants can redeem their WIC benefits at approximately 842 WIC Authorized retailers (grocers, commissaries, etc.) Statewide.

NJ WIC also administers the WIC Farmers’ Market Nutrition Program (FMNP) and senior Farmers’ Market Nutrition Program (SFMNP) which provide WIC recipients with cash-value benefits at the onset of the growing season for purchasing locally grown fresh fruits and vegetables at authorized farmer/farmers’ markets. The New Jersey Department of Agriculture and NJ WIC authorize approximately 170 farmers/farmers’ markets to provide and sell fresh fruits and vegetables to WIC participants through cash value benefits (CVBs) loaded on eWIC cards and S/FMNP benefits via paper voucher.

NJ WIC MIS SYSTEM OVERVIEW

The current MIS used by the State of New Jersey is called WIC-on-the-Web (WoW). NJ WoW is an advanced web-based system that manages participant enrollment, eligibility, benefits delivery, and data processing for the WIC Program, FMNP, and SFMNP in New Jersey. The system takes advantage of modern web technology and a centralized Oracle database to present an intuitive user interface based on Microsoft .NET technology. The implementation of the WoW system with food instruments (WoW-FI) was launched statewide in 2018.

In December 2010, the Healthy Hunger-Free Kids Act of 2010 became law and mandated that all WIC State Agencies migrate benefit issuance, redemption, and settlement from paper check technology to Electronic Benefits Transfer (EBT) technology by September 30, 2020. NJ WIC has worked to complete the upgrade to the NJ WoW to modernize the benefits delivery process using EBT technology. The upgrade involves the modification of NJ WoW to interface with a proven EBT System maintained by an experienced EBT Contractor and implementation statewide by August 2022.

NJ WIC MIS SYSTEM ARCHITECTURE

The NJ WoW system is built based on a multi-layer architecture. Each layer performs a standalone computational role that include a user interface layer, business service layer, and database service layer. In addition, NJ WoW comprises of an End-of-Day (EOD) Module and an external interface module.

NJ WIC MIS SYSTEM FRONT-END MODULES

A. Clinic Module NJ WIC MIS clinic module has approximately 150 screens and 75 reports which provide WIC clinic staff the tools to schedule certification, recertification, mid-certification, and secondary nutrition education appointments. Clinic staff can perform intake and maintain demographic information, complete income validation, and record medical data. The module facilitates tasks to enter nutrition data, perform nutrition risk assessment, provide referrals, assign food prescriptions, and issue eWIC cards and benefits. For WIC FMNP benefits, QR code will be generated and printed for participants to use at farmers or farmers’ markets.

Staff can also order benefits for an exempt formula from the Community Action Partnership (CAP) Warehouse directly through this module. The clinic module also assesses adjunctive eligibility and interfaces with a supplemental nutrition assistance program (SNAP) database in real-time to verify a participant’s SNAP status and performs Medicaid validation with an offline Medicaid data dump that is imported bi-weekly. The clinic module also provides additional methods to facilitate clinic services that include, tracking breast pump issuance to participants, allowing staff to review participant information received from the External Participant Portal, and miscellaneous other functions used in the daily operations of a WIC clinic.

B. Administration Module The NJ WIC MIS administration module has approximately 30 screens that allow authorized State and local Agency staff to complete user set up by assigning system access and roles specific to their duties. Local Agency staff can set-up their own schedules, maintain local provider information, and manage breast pump inventory and peripherals. Standard tables and lists used in dropdown boxes of other modules and similar elements are maintained by State staff in this module.

C. Vendor Module The NJ WIC MIS vendor module consists of approximately 100 screens and 80 reports, which are used by the Vendor Unit at the State office to track all vendor-related activities. These activities include the application process, training, pricing, and vendor monitoring. The module also supports compliance investigations, sanctions, appeals, disqualifications as well as Maximum Allowable Reimbursement Level (MARL) exceptions/overrides. There is a close integration between this module and the vendor portal, as they share and utilize much of the same information.

D. Nutrition Module The nutrition module has approximately 30 screens used to build and maintain food prescription and food item-related information. This includes maintaining food category/subcategory, group maximums, and specific food package updates.

E. Finance Module The finance module has approximately 70 screens and 60 reports used by the Monitoring & Evaluation (M&E) Unit at the State office to track caseload and financial data, which includes detailed food benefits issuance, redemption information, rebate contract details, rebate billing, bank reconciliation and USDA financial reports.

F. Farmers Market Module The farmers market module is used by the State office to maintain and configure farmers market season and manage and track all farmers-related activities including the application process, training, demographic information, compliance investigation, and disqualifications.

G. Senior Farmers Market Module The senior farmers market module offers similar yet simplified functionality compared to the clinic module. It provides senior agency staff with tools to schedule certifications, perform intake and maintain demographic information for senior participants. Additionally, it allows for the assessment of adjunctive eligibility, completion of income validation, and the issuance, printing, and deactivation of FMNP benefits using QR codes.

H. External Vendor Portal A web-based vendor portal is utilized by New Jersey vendors to securely submit initial assessment form, applications for WIC vendor authorization, and applications for WIC vendor re-authorization. NJ State Agency staff also use the vendor portal to search and review these initial assessment forms, evaluate authorization applications, and transfer information from the portal to the MIS.

I. External Participant Portal The web-based participant portal used by New Jersey allows participants to securely interact with the MIS to inquire about WIC eligibility, apply for WIC benefits, and request an appointment for service.

J. NJWIC Online portal ( https://www.njwiconline.org/) This is a dedicated online resource hub for nutrition education purposes. Participants can take online training courses to fulfill their nutrition education requirements.

NJ WIC MIS SYSTEM BACK-END MODULES

The back end refers to parts of a computer application, e.g., source code, data and infrastructure that make the system operate and cannot be accessed by a user. Most data and operating syntax are stored and accessed in the back end of a computer system. The back end is also built and maintained using Microsoft .NET technology with integration of additional 3rd-party components outlined below:

A. The new version of Infragistics for rendering tables, data grids, and calendar controls.

B. Topaz software for supporting signature pads.

C. Dynamsoft’s Dynamic Web TWAIN provides cross-browser and cross-platform document scanning support without the need for Active X.

END-OF-DAY (EOD) PROCESS

A set of batch jobs execute PL/SQL scripts running on one of the database servers that performs essential manipulation of WIC operations data and report generation.

EXTERNAL INTERFACES

The NJ WIC MIS has the following interfaces with other IT systems:

· Real-time interface for Electronic Benefits Account (EBA) maintenance, eWIC benefit maintenance, and cardholder/card maintenance via web service.

· Nightly batch files for vendor maintenance, WIC food maintenance, Authorized Product List (APL), clinic maintenance, and ACH payment requests.

Food benefit redemption information and financial settlement nightly via batch file.

Community Action Partnership (CAP) of Lancaster

Abbott Nutritionals, Mead Johnson, Nestle

New Jersey SNAP

· WIC participants' demographic information via monthly batch file.

· Real-time interface for validating SNAP participation status via web service n/a

WIC Program in Pennsylvania

Municipalities (GIS web services)

The custom file gets downloaded from the Medicaid Management Information System (MMIS) website and then imported into the NJ WIC MIS system manually on a bi-weekly basis.

MARO/USDA/ Food and Nutrition Services (FNS)

Various reports (via hardcopy) including biennial participant characteristics data file, submitted to WIC Food Delivery Portal (FDP).

n/a

Online nutrition education (advance group) n/a

Participant information for validation and online education progress via real-time web service call

PRODUCTION LOGICAL NETWORK VIEW

The below diagram illustrates the overall architecture of the NJ WIC MIS system.

BACKUP AND DISASTER RECOVERY (DR)

Database backups and WoW source code backups are accomplished nightly. Database backups are created within the Oracle RDBMS and WoW source code backups are accomplished by backups of Azure DevOps (TFS) in which the entire WoW codebase is contained.

The current datacenter employs the grandfather-father-son (GFS) backup and tape rotation strategy. Sensitive data backups use AES encryption to secure the data on the backup tapes.

LIST OF ENVIRONMENTS

The NJ WIC MIS consists of six (6) environments, which the Contractor will be responsible for maintaining and supporting. Additional details can be found in Section 4.2.2, Environment Descriptions.

A. DEV – Development;

B. QA – Quality Assurance;

C. UAT – User Acceptance Testing;

D. PROD – Production;

E. TRAINING – Training; and F. DR – Disaster Recovery.

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.

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, 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 Condition. 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.

1.1 INTRASTATE COOPERATIVE PURCHASING

Not Applicable To This Procurement.

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.

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 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.

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).

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 the 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 a review of the most updated information.

MANDATORY/OPTIONAL SITE VISIT

Not applicable to this procurement.

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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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.

PRE-QUOTE DOCUMENT REVIEW

The following are publicly available documents that a Bidder needs to review in order to prepare and submit accurate and comprehensive Quotes:

Functional Requirements Documents (FReD) for a model WIC System – Version 2, FY2008 (https://fns-prod.azureedge.us/sites/default/files/apd/FReD-v2.0-Final.pdf);

WIC Universal MIS-EBT Interface (WUMEI) 2022 Version (https://fns-prod.azureedge.us/sites/default/files/resource-files/WIC-WUMEI-062022.pdf);

Technical Implementation Guide (TIG) 2018 Version (https://fns-prod.azureedge.us/sites/default/files/wic/WICEBTTechnicalImplementationGuide2018.pdf); and Operating Rules (OR) 2014 Version (https://fns-prod.azureedge.us/sites/default/files/wic/WIC-EBT-Operating-Rules-September-2014.pdf).

QUOTE SUBMISSION REQUIREMENTS

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.

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.

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.

QUOTE ERRORS

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

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.

QUOTE WITHDRAWAL AFTER QUOTE OPENING, BUT PRIOR TO CONTRACT AWARD

If, after the Quote opening, but before the 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.

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.

SMALL BUSINESS SET-ASIDE CONTRACTS

Not Applicable To This Procurement.

DISABLED VETERANS’ BUSINESS SET-ASIDE CONTRACT

Not Applicable To This Procurement.

BID SECURITY

Not Applicable To This Procurement.

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.

QUOTE CONTENT

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

· Forms

· Technical Quote

· State-Supplied Price Sheet

· State of New Jersey Security Due Diligence Third Party Information Security Questionnaire

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.

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

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 a 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 NJSTART on the “Terms and Categories” Tab.

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 NJSTART on the “Terms and Categories” Tab.

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 the 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 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 (SCM) 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 SCM will forward the request to the Director for approval.

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

SMALL 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 Enterprises 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 (https://www20.state.nj.us/TYTR_SAVI/vendorSearch.jsp) 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 upon a request may preclude the 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.

PAY-TO-PLAY PROHIBITIONS

Pursuant to N.J.S.A. 19:44A-20.13 et seq. (P.L. 2005, c. 51), the State shall not enter into a Contract to procure services or any material, supplies or equipment, or to acquire, sell, or lease any land or building from any Business Entity, where the value of the transaction exceeds $17,500, if that Business Entity has solicited or made any contribution of money, or pledge of contribution, including in-kind contributions, to a candidate committee and/or election fund of any candidate for or holder of the public office of Governor or Lieutenant Governor, to any State, county, municipal political party committee, or to any legislative leadership committee during certain specified time periods.

Prior to awarding any Contract or agreement to any Business Entity, the Business Entity proposed as the intended Contractor of the Contract shall submit the Two-Year…