T3103 Q and A Bid Amendment 8.15.25~1.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

State Treasurer

TAHESHA L. WAY

Lt. Governor

AMY F. DAVIS, ESQ.

Acting Director https://www.njstart.gov

August 15, 2025

To: All Interested Bidders

Re: Bid Solicitation # 24DPP01041 T3103 – Program Administrator – Resilience Planning Projects

Quote Submission Due Date: August 29, 2025 (2:00 p.m. Eastern Time)

Bid Amendment #4

The following constitutes Bid Amendment #4to the above referenced Bid Solicitation:

· This Bid Amendment includes answers to questions;

· Revisions to the Bid Solicitation and the State-Supplied Price Sheet; and

· An Optional Pre-Quote Conference was held on June 12, 2025, in accordance with Bid Solicitation Section 2.5 Optional Pre-Quote Conference. The following firms were identified as attendees for the Optional Pre-Quote-Conference:

· Arcadis U.S., Inc.;

· Arup;

· Biohabitats, Inc.;

· Black & Veatch Corporation;

· Brownfield Redevelopment Solutions, Inc.;

· Colliers Engineering & Design;

· Deloitte;

· Dewberry;

· Ernst & Young;

· Kleinfelder;

· One Architecture & Urbanism;

· Ramboll;

· Rutgers University;

· SCAPE;

· Tidal Basin; and

· WSP USA, Inc.

· Please note that for all additions, deletions, clarifications and modifications to the Bid Solicitation, please refer to T3103 Revised Bid Solicitation 8.15.25, and hereafter referred to in this document as the “Revised Bid Solicitation”. The additions, deletions, and/or revisions to the Revised Bid Solicitation Sections are as follows:

· Section 3.17 Contract Schedule The first paragraph has been removed from the Revised Bid Solicitation;

· Section 3.27 State-Supplied Price Sheet Instructions has been revised;

· Section 4.1.3 Document Translation and In-Person and Remote Interpretation Services has been revised;

· Section 4.3.1 Required Disciplines and Experience (N.) has been revised;

· Section 4.3.2 Additional Staffing Requirement (G.) Surveyor has been removed from the Revised Bid Solicitation;

· Section 4.3.2 Additional Staffing Requirement (G.) Surveyor I has been added to the Revised Bid Solicitation;

· Section 4.3.2 Additional Staffing Requirement (G.) Surveyor II has been added to the Revised Bid Solicitation; and

· Section 4.7.2 Document Translation and In-Person and Remote Interpretation Services has been revised.

· Please note that for all additions, deletions, clarifications and modifications to the State-Supplied Price Sheet, please refer to Revised T3103 State-Supplied Price Sheet 8.15.25, and hereafter referred to in this document as the “Revised State-Supplied Price Sheet”. The Bidder must submit the Revised State-Supplied Price Sheet as part of its Quote. The additions, deletions, and/or revisions to the Revised State-Supplied Price Sheet are as follows:

· Price Line 14 In-Person & Virtual Translator/Interpreter – Removed document translation services from this price line;

· Price Line 21 Surveyor has been removed from the Revised State-Supplied Price Sheet;

· Price Line 21 Surveyor I has been added to the Revised State Supplied Price Sheet; and

· Price Line 22 Surveyor II has been added to the Revised State Supplied Price Sheet.

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.

Revised Bid Solicitation #24DPP01041 T3103 – Program Administrator – Resilience Planning Projects

Answers to Questions

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

Section Reference Question (Bolded) and Answer

Please be advised that all Quotes shall be submitted electronically through NJSTART.

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.

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As stated in Revised 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 Revised 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.

The State declines to make such a confirmation at this time. The State reserves the right to award any or all price lines.

Section 2.1 – Electronic Question and Answer Period

Section 2.3 – Bid Amendments A. Would the State consider the following changes to RFP Section 1.4?

The Contract awarded, and the entire agreement between the parties, as a result of this Bid Solicitation shall consist of: (1) any negotiated document, the final Bid Solicitation, (2) State of New Jersey Standard Terms and Conditions, (3) the final Bid Solicitation, the Quote, and if applicable (4) any Bidder responses to clarifications; (5) a Bidder’s Best and Final Offer, and or (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.

B. As an alternative, would the State clarify that any QA responses would be included in the final Bid Solicitation?

A. The State does not accept the proposed modification to Revised Bid Solicitation Section 1.4.

B. Answers to Q&A questions are provided as part of this Bid Amendment, and will become part of any awarded Contract resulting from this Bid Solicitation. Any changes to the Bid Solicitation related to this Bid Amendment have been incorporated into the Revised Bid Solicitation.

Section 3.9 – Disabled Veterans’ Business Set-Aside Contract

Section 3.13.9 Small Business and/or Disabled Veterans’ Business Subcontracting Set-Aside Contract

Section 9.2 Definitions Is an SBE/VBE required or optional? (Section 3.13.9 says it is required, but 3.8 & 3.9 say it is not applicable.)

As specified by Revised Bid Solicitation Section 3.13.9, 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 and/or Disabled Veterans’ Businesses. This means that if the Bidder intends to subcontract, it must take specific actions to make a good faith effort to solicit and hire eligible New Jersey Small Business Enterprises and/or Disabled Veteran Owned Businesses in order to be eligible for award consideration.

As defined in Revised Bid Solicitation Section 9.2, Definitions, a Small Business Set-Aside Contract designates a Contract to accept bids from small businesses only or a portion of the Contract is designated to be awarded to small businesses only as regulated by N.J.S.A. 52:32-19. Pursuant to Revised Bid Solicitation Section 3.8, Small Business Set-Aside Contracts, Small Business Set-Aside Contract provisions are not applicable to this Contract.

As defined in Revised Bid Solicitation Section 9.2, Definitions, a Disabled Veterans’ Business Set-Aside Contract designates a Contract to accept bids from disabled veterans’ businesses only or a portion of the Contract is designated to be awarded to disabled veterans’ businesses only as regulated by N.J.S.A. 52:32-31.2. Pursuant to Revised Bid Solicitation Section 3.9, Disabled Veterans’ Business Set-Aside Contract, Disabled Veterans’ Business Set-Aside Contract provisions are not applicable to this Contract.

Section 3.9 – Disabled Veterans’ Business Set-Aside Contract

Section 3.13.9 Small Business and/or Disabled Veterans’ Business Subcontracting Set-Aside Contract

Section 9.2 Definitions We understand that there is a set-aside requirement for SBE and DVOB firms. Sections 3.8 and 3.9 indicate that Small Business and Disabled Veterans’ Business set-aside contracts are not applicable. Could you clarify the difference between the cover page of the RFP (which indicates that there are set-asides for subcontracting) and Sections 3.8 and 3.9?

The set-aside requirements for this Revised Bid Solicitation are for subcontracting only. Please refer to the answer to Question #7.

Section 3.9 – Disabled Veterans’ Business Set-Aside Contract

Section 3.13.9 Small Business and/or Disabled Veterans’ Business Subcontracting Set-Aside Contract Bid Solicitation Section 3.8 indicates small business set-aside contracts are not applicable to this procurement. Bid Solicitation Section 3.9 indicates disabled veterans’ business set-aside contracts are not applicable to this procurement. Bid Solicitation Section 3.13.9 states that this is a Contract with set-aside subcontracting for New Jersey Small Business Enterprises and/or Disabled Veterans’ Business.

A. Please confirm if this contract has a requirement for New Jersey Small Business Enterprises and/or Disabled Veterans’ Business set-aside contracts.

B. If there is a requirement, what is the specific percentage goal for New Jersey Small Business set-aside and/or Disabled Veterans’ owned business set-aside?

A. The set-aside requirements for this Revised Bid Solicitation are for subcontracting only. Please refer to the answer to Question #7.

B. There is no specific goal percentage for the subcontracting set-aside requirements under this Bid Solicitation. If the Bidder intends to subcontract, it must take specific actions to make a good faith effort to solicit and hire eligible New Jersey Small Business Enterprises and/or Disabled Veteran Owned Businesses in order to be eligible for award consideration. Refer to Revised Bid Solicitation Section 3.13.9 for additional information.

Section 3.9 – Disabled Veterans’ Business Set-Aside Contract

Section 3.13.9 Small Business and/or Disabled Veterans’ Business Subcontracting Set-Aside Contract

Section 9.2 Definitions Is there a percentage for the SBE and SDVOB subcontracting set-asides? 3.8 and 3.9 say that there is no set-aside but the cover page has them checked. Please clarify.

Please refer to the answers Question #7 and Question #9.

Section 3.26 – Financial Capability of the Bidder Please provide clarification on the use of URLs.

Bid Solicitation Section 3.12 QUOTE CONTENT says, “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.” However, in Bid Solicitation Section 3.26 FINANCIAL CAPABILITY OF THE BIDDER it says, “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”

Both statements are correct. The use of URLs in a Quote should be kept to a minimum since the information associated with a URL may change at any time. That being said, the State will accept electronic location of annual reports filed for the two most recent years for publicly traded companies, as annual reports are verifiable records.

Does the State Supplied Pricing Sheet need to be submitted separately from the Technical Proposal?

As specified by Revised Bid Solicitation Section 3.12, Quote Content, the Quote should be submitted with the attachments organized in the following manner:

· Forms

· Technical Quote

· Revised State-Supplied Price Sheet

Bidders should submit the above-referenced attachments as separate attachments, rather than as one single attachment.

Further, 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 Vendor email support at njstart@treas.nj.gov.

Section 3.13.11 – Affirmative Action

Section 3.13.14 – Business Registration

Section 3.13 of the Solicitation requires the Bidder to submit various forms, registrations, and certifications with the quote. Could you please clarify whether the items listed in Sections 3.13.1 through 3.13.15 are required solely from the Bidder, or if they must also be submitted by any subcontractors included in the proposal?

Revised Bid Solicitation Section 3.13, Forms, Registrations, and Certifications to be Submitted with Quote, outlines the requirements for the submittal of documentation for all Bidders.

Pursuant to Revised Bid Solicitation Section 3.13.11, Affirmative Action, both the intended Contractor and its named Subcontractor(s) must submit the required Affirmative Action compliance documentation before award of Contract.

Also, pursuant to Revised Bid Solicitation Section 3.13.14, Business Registration, both 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.

Section 3.13 of the Solicitation requires the Bidder to submit various forms, registrations, and certifications with the quote. Could you please clarify whether the items listed in Sections 3.13.1 through 3.13.15 are required solely from the Bidder, or if they must also be submitted by any subcontractors included in the proposal?

Duplicate question. Please refer to the answer to Question #13.

Are subcontractors required to submit any of the required forms (per item 3.13 FORMS, REGISTRATIONS AND CERTIFICATIONS TO BE SUBMITTED WITH QUOTE, p.10), and if so which ones?

Please refer to the answer to Question #13.

State of New Jersey Standard Terms and Conditions – Section 3.7 Service Performance Within U.S.

Our firm may perform services under this Agreement using a combination of its own employees and those of its affiliated entities, some of which may be located outside the United States.

A. We respectfully request confirmation that the use of affiliate personnel in this manner will not be considered subcontracting for the purposes of this Agreement.

B. Additionally, are there any restrictions or conditions imposed by the funding source for this RFQ regarding the geographic location of the workforce?

A. All entities, other than the Bidder, who fulfill obligations on behalf of the Bidder under a State Contract must be listed as Subcontractors. See Revised Bid Solicitation Section 3.13.8, Subcontractor Utilization Plan, and Section 9.2, Definitions.

B. Pursuant to N.J.S.A. 52:34-13.2, all Contracts primarily for services shall be performed within the United States. All Bidders should submit a completed Source Disclosure form pursuant to Revised Bid Solicitation Section 3.13.6, Service Performance within the United States. As stated in Part 2 of this form, if any of the services cannot be performed within the United States, the Contractor shall state, with specificity, the reasons why the services cannot be performed in the United States. The Director of the Division of Purchase and Property will review this justification and if deemed sufficient, the Director may seek the Treasurer’s approval.

State of New Jersey Standard Terms and Conditions – Section 3.7 Service Performance Within U.S.

May we include staff that is based outside of the US, or does the funding source and/or NJ policy require staff to be based in the US?

Pursuant to N.J.S.A. 52:34-13.2, all Contracts primarily for services shall be performed within the United States. All Bidders should submit a completed Source Disclosure form pursuant to Revised Bid Solicitation Section 3.13.6, Service Performance within the United States. As stated in Part 2 of this form, if any of the services cannot be performed within the United States, the Contractor shall state, with specificity, the reasons why the services cannot be performed in the United States. The Director of the Division of Purchase and Property will review this justification and if deemed sufficient, the Director may seek the Treasurer’s approval.

Section 3.13.9 Small Business and/or Disabled Veterans’ Business Subcontracting Set-Aside Contract Do we have to meet the SBE or veteran business requirement for each project or just for the overall team?

Yes, if intending to subcontract each Bidder is required to meet the subcontracting set-aside good faith efforts specified in Revised Bid Solicitation Section 3.13.9, Small Business and/or Disabled Veterans’ Business Subcontracting Set-Aside Contract. These subcontracting set-aside requirements apply to the Quote submission, as well as the performance of the Contract and any subsequent Mini-Bid engagement requests.

Section 3.13.9 Small Business and/or Disabled Veterans’ Business Subcontracting Set-Aside Contract

Section 3.13.9 refers to a requirement to “satisfy New Jersey Small Business Enterprises and/or Disabled Veterans’ Business set-aside subcontracting or to provide sufficient documentation of its good faith efforts”.

A. What are the SBE and/or DVB set-aside requirements for this contract?

B. Do these requirements apply to this RFP or will they apply to mini-bids issued under this contract?

A. Pursuant to Revised Bid Solicitation Section 3.13.9, 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 and/or Disabled Veterans’ Businesses. This means that if the Bidder intends to subcontract, it must make a good faith effort to solicit and hire eligible New Jersey Small Business Enterprises and/or Disabled Veteran Owned Businesses in order to be eligible for award consideration. Refer to Section 3.13.9 for additional information.

B. These subcontracting set-aside requirements apply to the Quote submission, as well as the performance of the Contract and any subsequent Mini-Bid engagement requests.

As specified by Revised Bid Solicitation Section 3.13.9, 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 and/or Disabled Veterans’ Businesses. This means that if the Bidder intends to subcontract, it must make a good faith effort to solicit and hire eligible New Jersey Small Business Enterprises and/or Disabled Veteran Owned Businesses in order to be eligible for award consideration.

There is no specific goal percentage for the subcontracting set-aside requirements under this Revised Bid Solicitation. If the Bidder intends to subcontract, it must take specific actions to make a good faith effort to solicit and hire eligible New Jersey Small Business Enterprises and/or Disabled Veteran Owned Businesses in order to be eligible for award consideration. Refer to Revised Bid Solicitation Section 3.13.9 for additional information.

Please refer to the answer to Question #21.

A. Please confirm if the Contract Schedule section is required, since additional details will be provided in mini-bids.

B. If required, what assumptions should contractors make regarding the timing of deliverables in order to develop the project schedule?

A. Since no key dates are identified in the Revised Bid Solicitation, and all details related to key dates and milestones will be identified and described in the Mini-Bid, a contract schedule is not needed at this time. However, the Bidder should identify the Contract scheduling and control methodology to be used and should provide the rationale for choosing such methodology.

B. The Bidders do not have to develop a schedule at this time, however, Bidders should identify the Contract scheduling and control methodology to be used and should provide the rationale for choosing such methodology.

Please refer Revised Bid Solicitation Section 3.17, Contract Schedule, as this section has been revised.

Since no key dates are identified in the Revised Bid Solicitation, and all details related to key dates and milestones will be identified and described in the Mini-Bid, a contract schedule is not needed at this time. However, the Bidder should identify the Contract scheduling and control methodology to be used and should provide the rationale for choosing such methodology.

Please refer Revised Bid Solicitation Section 3.17, Contract Schedule, as this section has been revised.

Section 3.27 – State-Supplied Price Sheet Instructions A. Does the Organization Chart(s) (item 3.20) need to encompass ALL labor categories and titles indicated in Section 4.3?B. Subsequently, can we add additional staffing titles (with rates) to the list indicated in Section 4.3?

A. Pursuant to Revised Bid Solicitation Section 3.20, 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. The staffing titles covered by Revised Bid Solicitation 4.3 Staffing Requirements, and the Revised State-Supplied Price Sheet, should be included in the organization charts provided by the Bidder. The Bidder should include the level of detail it determines necessary to assist the Evaluation Committee in its review of the Bidder’s Quote.

B. No, additional staffing titles and/or rates must not be added by the Bidder. As specified in Revised Bid Solicitation Section 3.27, State-Supplied Price Sheet Instructions, each Bidder shall equate their firm’s internal classifications into the staffing categories found on the Revised State-Supplied Price Sheet and as outlined in Revised Bid Solicitation Section 4.3. Any additional or supplemental versions of the Revised State-Supplied Price Sheet will not be accepted and may result in the Bidder’s Quote being deemed non-responsive.

Section 4.3 – Staffing Requirements

Section 5.5 – Substitution of Staff Should Resumes (item 3.21) indicate each individual’s role/title as it corresponds to Staffing Requirements as outlined in Section 4.3 and in the State-Supplied Price Sheet? In some cases, staff may fulfill multiple roles or roles may change over time.

Please identify each individual’s role/title as it corresponds to staffing requirements outlined in Revised Bid Solicitation Section 4.3 Staffing Requirements. Staff may not fulfill multiple roles, however, staff roles may change over time with Mini-Bid scope of work requirements. Submissions may include multiple people with the same title, but not multiple titles for one person when completing resumes pursuant to Revised Bid Solicitation Section 3.21, Resumes. The Contractor may request substitution of staff consistent with Revised Bid Solicitation Section 5.5 Substitution of Staff.

B. And, if so does this extend to Subcontractors as well?

A. Submissions of resumes may include multiple people with the same title, but not multiple titles for one (1) person. Individual roles/titles will be able to be modified based on Mini-Bid requirements when appropriate.

B. Yes, according to Revised Bid Solicitation Section 3.21, Resumes, 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.

Is a contact list of references OK separately instead of being on the resume (Section 3.[2]1 of the RFP)?

Yes, but the information should be properly identified so that it may be reviewed with the corresponding resume(s).

No, the professional licensures specified by Section 3.23.1 must be issued from and valid in New Jersey.

Pursuant to Revised Bid Solicitation Section 3.24, Experience With Contracts of Similar Size and Scope, the Bidder does not need to provide contact information for the documented experiences of the Subcontractor(s) identified on the Subcontractor Utilization Form.

Section 3.25 – Project Experience History

A. For item 3.25 PROJECT EXPERIENCE HISTORY, are Contractors expected to furnish a comprehensive list of ALL projects since 2014?

B. Should subcontractors provide this list as well?

A. The Bidder should submit a project history for work that is either ongoing or completed between 2014 to the present, with emphasis placed on similar projects with local, State or federal governments. The Bidder should include the level of detail it determines necessary to assist the Evaluation Committee in its review of the Bidder’s Quote.

B. No, the Subcontractor does not need to provide a project experience history list pursuant to Revised Bid Solicitation Section 3.25, Project Experience History.

Pursuant to Revised Bid Solicitation Section 3.26, Financial Capability of the Bidder, the Bidder should submit the following as part of its Quote in order to provide the State with the ability to evaluate the Bidder’s financial capacity and creditworthiness to complete the requirements of this Revised Bid Solicitation:

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 certified public accountant, including a balance sheet, income statement, and statement of cash flow, and all applicable notes for the most recent calendar year or the Bidder’s most recent fiscal year.

If this information is not supplied in the Quote submission, the Bidder will have seven (7) Business Days to comply with a request to receive this information, or else the State may deem the Quote non-responsive.

Pursuant to Revised Bid Solicitation Section 3.27, State-Supplied Price Sheet Instructions, the Bidder must submit its pricing using the Revised State-Supplied Price Sheet located on the “Attachments” Tab for Revised Bid Solicitation #24DPP01041. The Revised State Supplied Price Sheet is an Excel file. Please refer to Section 3.27 for additional mandatory instructions.

No, the Contract allows only one (1) level of Subject Matter Expert. All required levels for all staffing positions are listed on the provided T3103 Revised State-Supplied Price Sheet. Pursuant to Revised Bid Solicitation Section 3.27, State-Supplied Price Sheet Instructions, the Bidder must submit its pricing using the Revised State-Supplied Price Sheet accompanying this Revised Bid Solicitation and located on the “Attachments” Tab. Any additional or supplemental versions of the Revised State-Supplied Price Sheet will not be accepted and may result in the Bidder’s Quote being deemed non-responsive.

Section 4.1.3 – Document Translation and In-Person and Remote Interpretation Services

Section 4.3.1 - Required Disciplines and Experience (N.)Translator/ Interpreter Typically, for this breadth of scope, a Translation Firm is used instead of a Translator/Interpreter. Translation Firms typically work on a price per page per language rather than an hourly rate. Can the qualifications of the Translation Firm be provided in the Technical proposal along with a price sheet as an attachment to the State Supplied Price Sheet?

Section 9.2 - Definitions Regarding the State-Supplied Price Sheet, should Subcontractors provide separate rate sheets or should the Bidder provide a single consolidated Price Sheet with blended/averaged rates for roles with redundancy across Subcontractors?

No, pursuant to Revised Bid Solicitation Section 9.2, Definitions, payments to Subcontractors are the responsibility of the Contractor as defined under the term “Subcontractor”. Therefore, Subcontractors are not required to complete the State-Supplied Price Sheet.

A single Revised State-Supplied Price Sheet must be provided by the Bidder. The Bidder must adhere to all instructions detailed under Revised Bid Solicitation Section 3.27, State-Supplied Price Sheet Instructions, to avoid the Bidder’s Quote being deemed non-responsive.

Section 8.9.2 Price Evaluation

Section 9.2 - Definitions For project travel costs, should the Contractor use Government Services Administration (GSA) annual per diem and mileage rates as the basis estimating travel costs for inclusion in the “All-Inclusive Hourly Rate” defined on page 32 of the Bid Solicitation?

The Bidder must follow the instructions in their entirety that are detailed in Revised Bid Solicitation Section 3.27, State-Supplied Price Sheet Instructions, when completing the Revised T3103 State-Supplied Price Sheet. The All-Inclusive Hourly Rate as defined in Revised Bid Solicitation Section 9.2, Definitions, is “An hourly rate comprised of all direct and indirect costs including, but not limited to: labor costs, overhead, fee or profit, clerical support, travel expenses, per diem, safety equipment, materials, supplies, managerial support and all documents, forms, and reproductions thereof. This rate also includes portal-to-portal expenses as well as per diem expenses such as food.” Therefore, the hourly rate to be provided will already encompass travel time expenses.

Section 4.2 – Mini-Bid Process, Engagement Request & Response A. Has DEP identified local, regional, or State projects that will be administered through the next Phase of this program?

B. Can these be made available to bidders?

A. Yes, projects have been identified to be administered through this Contract. Contractors for specific projects will be selected through the Mini-Bid process as described in Revised Bid Solicitation Section 4.2 Mini-Bid Process, Engagement Request & Response.

B. Projects administered under this Contract will be made available to this Revised Bid Solicitation’s awarded Contractors through a Mini-Bid process intermittently over the life of this Contract, but not at this time. Please review Revised Bid Solicitation Section 4.0, Scope of Work, in its entirety for all of the Contractor requirements to perform the services required under the Contract resulting from this Revised Bid Solicitation.

Section 4.3.1 -Required Disciplines and Experience (N.)Translator/ Interpreter

For document translation and in-person and remote interpretation services, this is often a service provided on a project-specific basis.

A. Should we provide these services in our proposal, including the staffing requirement for Translator/Interpreter, or may we add a specialist firm to provide translation as needed on a given mini-bid?

B. Also, will NJDEP provide document translation, as they have during the prior T3103 contract?

A. In providing a Quote submission response, the Translator/Interpreter role pursuant to Revised Bid Solicitation Sections 4.1.3 and 4.3.1 can be filled through a qualified staff member from the bidding firm or the bidding firm may subcontract this role to a specialist firm to fulfill this role.

B. All document translation and interpretation services as required by Revised Bid Solicitation Sections 4.1.3 and 4.3.1 will be the responsibility of the Contractor for all awarded Mini-Bids.

Section 4.2 – Mini-Bid Process, Engagement Request & Response Bid Solicitation Section 4.1.4 (Risk, Hazard, & Vulnerability Assessments) states “The Contractor shall develop risk, hazard, and vulnerability assessments that should consider all climate change impacts using the best available science, data, models, and guidance and methodologies provided by the DEP to evaluate the anticipated impacts to assets.” Is DEP able to elaborate on any expectations for climate data and models to be used on the contract, including whether the coastal and rainfall flood models from the pilot regional planning projects will continue to be used?

DEP will identify and describe project-specific requirements and provide guidance and methodologies for required modeling and assessment in the scope of work for individual project Mini-Bids. Projects will rely on the most recent natural hazard projections and the best available science identified by the DEP.

Section 4.2 – Mini-Bid Process, Engagement Request & Response A. Are there data modeling methods, platforms, and programs that the DEP is currently using and would wish to continue using under this contract?

B. If so, can they be detailed at this time?

A. DEP will provide details for data modeling, methods, platforms, and programs in the scope of work for individual project Mini-Bids. Projects will rely on the most recent natural hazard projections and the best available science identified by the DEP

B. Details will be provided in individual project Mini-Bids.

Section 4.2 – Mini-Bid Process, Engagement Request & Response Are there DEP-produced or third-party studies or projections that the DEP would want to incorporate or reference in planning and modeling efforts? An example would be the reports of the Intergovernmental Panel on Climate Change (https://www.ipcc.ch/ ).

DEP will identify and describe any studies or projections to be used in the scope of work for individual project Mini-Bids. Projects will rely on the most recent natural hazard projections and the best available science identified by the DEP.

B. For example, will coordination meetings with DEP be held virtually or in person?

C. What are the expected number and duration of site visits and other in-person events in the communities?

A. Pursuant to Revised Bid Solicitation Section 4.2.2, Mini-Bid Engagement Request, all awarded Contractors will be informed at the time of the Mini-Bid engagement request the scope of work requirements and Contractor deliverables including travel requirements for the project. Travel requirements will be unique to each project and will be reliant on the additional details described in individual project Mini-Bids and their project scope of work. For example, a modeling project would require far less in-person or virtual engagement than a regional planning project that requires community engagement.

B. Coordination meetings with DEP may be held virtually or in-person based on the needs of DEP staff, the Contract staff, or any other affecting matter related to the ongoing project.

C. Expected number and duration of site visits and other in-person events in the communities will be determined by: 1) in the project Mini-Bid and/or 2) with input of the communities for outreach and engagement purposes with residents and other interested parties.

Section 4.3.2 – Additional Staffing Requirement Can people serve in multiple roles listed in Bid Solicitation Section 4.3.1 and 4.3.2?

Please see answers to questions #26 and #27.

(L.) Public Outreach/Community Engagement Specialist (CES) Under the description of the Public Outreach/Community Engagement Specialist (CES), the bid solicitation states: The CES shall be responsible for, at a minimum: 1. Managing the development and implementation of the public outreach and stakeholder engagement process throughout the development of the plan; and 2. Maintaining content for the project website.

A. Will the DEP develop and host the project website?

B. Will the Contractor provide programming and site maintenance services for the website, or is the Contractor’s role limited to providing content to DEP staff for uploading/incorporating into the website?

A. For planning projects, DEP will not develop websites and is unlikely to host project websites. Requirements for individual project website development, hosting, and maintenance will be identified in individual project Mini-Bids.

B. Requirements for individual projects will be unique and details regarding website development, hosting, and maintenance will be identified in the individual project Mini-Bids.

(D.) Subject Matter Expert (SME) Does the State desire that under position 4.3.2.D, Subject Matter Expert, the staff is skilled in developing and parameterizing metrics to track resilience progress on behalf of the state and local entities (e.g., resilience metrics, key performance indicators)?

The skillset of developing and parameterizing metrics to track resilience progress on behalf of the State and local entities is not required for the position of Subject Matter Expert. For the requirements of this title, see Revised Bid Solicitation Section 4.3.2.D.

(E.) Economics Expert The definition of the Economics Expert (4.3.2.E) does not directly connect to the tasks described under Section 4.1.4 (Risk, Hazard, and Vulnerability Assessments). Does the State desire that the Economics Expert have demonstrated experience in the types of activities described in that task (e.g. economic risks and vulnerabilities)?

The minimum requirements for the role of Economics Expert are listed in Revised Bid Solicitation Section 4.3.2.E. The Bidder should describe how the Economics Expert will be used to satisfy the scope of work identified in this Revised Bid Solicitation.

(G.) Surveyor For future pricing of surveying services in mini-bids, could 3-person and 2-person survey crews be added to Bid Solicitation Section 4.3.2 and the State Supplied Price Sheet rather than just a licensed Surveyor? This would allow pricing to be more beneficial to the State for these services.

Revised Bid Solicitation Section 4.3.2, Additional Staffing Requirement, has been updated to include the newly added staffing title Surveyor I, which does not require a license. Revised Bid Section 4.3.2 also includes a second newly added staffing title named Surveyor II which shall require a license.

Please refer to Revised Bid Solicitation Section 4.3.2, Additional Staffing Requirement, which has been revised.

The State declines the proposed modification to Revised Bid Solicitation Section 5.2, Contract Transition. These terms apply to all State Contracts. As specified by Section 5.2, Contractor shall continue performance under this Contract under the same terms, conditions, and pricing during the transition period.

Further, contract amendments are available to all parties upon written agreement of the State and the Contractor pursuant to SSTC 5.14, Contract Amendment.

The State declines the proposed modification to Revised Bid Solicitation Section 5, General Contract Terms. These terms apply to all State Contracts and must remain consistent.

7.1 Indemnification

Section 4.1 (A.) Indemnification

Requested revision to section 4.1 Indemnification, paragraph A: After the word “defend” insert (to the extent that a defense is provided pursuant to contractor’s applicable, required insurance). Explanation: We request this carveout specifically as it relates to professional liability claims from the duty to defend the marketplace for professional liability insurance will not provide a defense to a non-professional entity. As such, if a defense is tendered to both our professional and general liability policies, they will inevitably both deny the defense and seek the other to provide the defense. If the carveout is accepted, our general liability provides the defense, and if the claim is determined to arise out of our professional negligence, our professional liability will provide a full indemnification, including attorneys’ fees and costs.

The State does not accept the proposed modification to SSTC Section 4.1, Indemnification. The State declines to waive any potential legal rights or to limit its potential risks beyond those outlined in the Revised Bid Solicitation. Further, terms and conditions on publicly bid procurements must be consistent for all potential Bidders, and cannot be based on a single vendor’s terms.

7.1 Indemnification

Section 4.1 (A.) Indemnification

Section 7 and Section 4.1 (Indemnification), our company provides indemnity for services by employees that (are) directly under their control. We would like to propose deleting language such as "indirectly" and suggest the following edits to Section 4.1.A: The Contractor shall assume all risk of and responsibility for, and agrees to indemnify, defend, and save harmless the State and its officers, agents, servants and employees, from and against any and all third party claims, demands, suits, actions, recoveries, judgments and costs and expenses in connection therewith: 1. For or on account of the loss of life, property or injury or damage to the person, body or property of any person or persons whatsoever, which shall arise from or result directly from the work and/or products supplied under this Contract or the order; and For or on account of the use of any patent, copyright, trademark, trade secret or other proprietary right of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, article or appliance (“Intellectual Property Rights”) furnished or used in the performance of this Contract; and 2. The Contractor’s indemnification and liability under subsection (A) is not limited by, but is in addition to the insurance obligations. [3. deleted]

The State does not accept the proposed modification to SSTC Section 4.1, Indemnification. The State declines to waive any potential legal rights or to limit its potential risks beyond those outlined in the Revised Bid Solicitation.

7.1 Indemnification

Section 4.1 (A.) Indemnification

Section 7 and Section 4.1 (Indemnification), our company provides indemnity for services by employees that directly under their control. We would like to propose deleting language such as "indirectly" and suggest the following edits to Section 4.1.A: The Contractor shall assume all risk of and responsibility for, and agrees to indemnify, defend, and save harmless the State and its officers, agents, servants and employees, from and against any and all third party claims, demands, suits, actions, recoveries, judgments and costs and expenses in connection therewith: 1.