T3105 Revised Bid Solicitation 052419.docx

Bid Solicitation Bid #19DPP00323

Vendor’s {Bidder’s} Electronic Question Due Date (Refer to Bid Solicitation Section 1.3.1 for more information.)

Optional Pre-Quote Conference (Refer to Bid Solicitation Section 1.3.5 for more information.)

Quote Submission Date (Refer to Bid Solicitation Section 1.3.2 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 the Division of Purchase and Property website and on www.njstart.gov.

Small Business Set-Aside Status ☐ Not Applicable

☐ Entire Blanket P.O.

☐ Partial Blanket P.O.

☒ Subcontracting Only Category

☒ I ☐ IV

☒ II ☐ V

☒ III ☐ VI

Bid Solicitation Issued By Using Agency/Agencies

Trenton, New Jersey 086250230

Date: May 24April 18, 2019

Table of Contents

Bid-Specific Documents/Attachments/Appendices:

· State-Supplied Price Sheets:

· T3105 Revised Price Sheet - Category A – New Jersey Resident Return NJ-1040; and

· T3105 Revised Price Sheet - Category B – New Jersey Gross Income Tax NJ-1040-ES.

· Offer & Acceptance Page;

· Subcontractor Utilization Form; and

· Bid Solicitation Checklist.

INFORMATION FOR VENDORS {BIDDERS}

NOTICE: This Bid Solicitation is part of the NJSTART Procurement Program. The Vendor {Bidder} is advised to thoroughly read all sections, as many have been revised, and follow all instructions contained in this Bid Solicitation, including the instructions on the Bid Solicitation’s Offer and Acceptance Page and read through all Quick Reference Guides (QRGs) located on the NJSTART Vendor Support Page (http://www.state.nj.us/treasury/purchase/njstart/vendor.shtml), before preparing and submitting its Quote.

NJSTART terminology is used throughout this document. See Bid Solicitation Section 2.1 for a crosswalk of NJSTART terminology to legacy terminology.

Please be advised that in accordance with P.L. 2018, c. 9, also known as the Diane B. Allen Equal Pay Act, which was signed in to law by Governor Phil Murphy on April 24, 2018, a contractor performing “qualifying services” or “public work” to the State or any agency or instrumentality of the State shall provide the Commissioner of Labor and Workforce Development a report regarding the compensation and hours worked by employees categorized by gender, race, ethnicity, and job category. For more information and report templates see https://nj.gov/labor/equalpay/equalpay.html.

PURPOSE AND INTENT

This Bid Solicitation is issued by the Procurement Bureau, Division of Purchase and Property (Division), Department of the Treasury on behalf of the Division of Taxation, Department of the Treasury. The purpose of this Bid Solicitation is to solicit Quotes for the engagement of a Vendor {Contractor} to provide printing and mailing services for two (2) different categories of tax documents:

A. Category ‘A’ – T3105: “New Jersey Resident Return NJ-1040,” consisting of the NJ-1040 tax form and several other related tax documents (formerly T1081: Various Tax Booklets); and B. Category ‘B’ – T3105: “New Jersey Gross Income Tax NJ-1040-ES New Jersey Declaration of Estimated Tax Packet for Individuals,” consisting of tax voucher booklets and instructions (formerly T1430: NJ-1040-ES Tax Coupons and Voucher Booklets).

The intent of this Bid Solicitation is to award up to two (2) Master Blanket Purchase Orders (Blanket P.O.s) to those responsible Vendors {Bidders) whose Quotes, conforming to this Bid Solicitation are most advantageous to the State, price and other factors considered. The State may award any and all price lines. The State, however, reserves the right to separately procure individual requirements that are the subject of the Blanket P.O. during the Blanket P.O. term, when deemed by the Director of the Division of Purchase and Property (Director) to be in the State’s best interest.

It is the State’s intent to combine the services provided under the T1081 and T1430 contracts into one (1) Bid Solicitation. As such, Vendors {Bidders} will have the ability to submit a Quote for the provision of each category of tax document printing services. The evaluation will be conducted in accordance with Bid Solicitation Section 6.0, Quote Evaluation. It is noted that each category will be evaluated independent of the other. The State intends to award one (1) Blanket P.O. for Category A and one (1) Blanket P.O. for Category B. Vendors {Bidders} have the ability to bid on, and be eligible for award of, one (1) category or both categories.

The State of NJ Standard Terms and Conditions (SSTC) accompanying this Bid Solicitation will apply to all Blanket P.O.s made with the State of New Jersey. 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 combined reprocurement of the services provided under the T1081: Printing: Various Tax Booklets – State of New Jersey (Division of Taxation), and T1430: Printing: NJ-1040-ES Tax Coupon and Voucher Booklets (Division of Taxation) term Blanket P.O.s, presently due to expire on August 10, 2019 .

Vendors {Bidders} interested in the current Blanket P.O. specifications and pricing information may review the current Blanket P.O. T1081 at www.njstart.gov by following these steps:

Go to: www.njstart.gov Select “Contract & Bid Search” Select “Contracts/Blankets” Under “Contract/Blanket Description” type in (Enter T1081), Click “Find It” The current Blanket P.O’s will appear under “Results”.

Vendors {Bidders} interested in the current Blanket P.O. specifications and pricing information may review the current Blanket P.O. T1430 at http://www.state.nj.us/treasury/purchase/pricelists.shtml.

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

Vendors {Bidders} interested in submitting Quotes for Category ‘A’ and/or Category ‘B’ will have the ability to view sample documents at the Optional Pre-Quote Conference (Refer to Section 1.3.5).

Tax documents included in this Bid Solicitation are:

Category ‘A’: T3105 – NJ-1040 Resident Return Booklets, Related Documents, and the PTR Booklets (Property Tax Relief Forms for Senior Citizens)

A. NJ-1040 Booklet, Voucher, and one (1) Envelope (Both Mail and Bulk Versions);

B. NJ-1040 (Stand-Alone);

C. PTR-1 Booklet Mail Version (which contains pre-printed return label) and one (1) Envelope;

D. PTR-1 Booklet, Bulk Version and one (1) Envelope;

E. PTR-2 Booklet, Mail Version (which contains pre-printed return label) and one (1) Envelope; and F. PTR-2 Booklet, Bulk Version and one (1) Envelope.

Category ‘B’: T3105 – “New Jersey Gross Income Tax NJ-1040-ES Declaration of Estimated Tax Packet for Individuals,” consisting of the following four (4) parts:

A. Tax Coupon/Voucher Booklet (consisting of a front cover, a back cover, and four [4] tax coupons/vouchers, website instructions);

B. Four-Page Instruction Sheet;

C. Four (4) Security Return Mailing Envelopes; and D. Regular mailing envelopes in which the packets are mailed to taxpayers.

KEY EVENTS

ELECTRONIC QUESTION AND ANSWER PERIOD

The Division will electronically accept questions and inquiries from all potential Vendors {Bidders} via the “Q&A” Tab of the Bid Solicitation in NJSTART.

A. Questions should be directly tied to the Bid Solicitation and asked in consecutive order, from beginning to end, following the organization of the Bid Solicitation; and

B. Each question should begin by referencing the Bid Solicitation page number and section number to which it relates.

Vendors {Bidders} may refer to the QRG “Submit a Quote” for additional instruction. QRGs are located on the NJSTART Vendor Support Page.

A Vendor {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 the final award of the Blanket P.O.

The cut-off date for electronic questions and inquiries relating to this Bid Solicitation is indicated on the Bid Solicitation cover sheet. In the event that questions are posed by Vendors {Bidders}, answers to such questions will be issued by Bid Amendment. Any Bid Amendment to this Bid Solicitation will become part of this Bid Solicitation and part of any Blanket P.O. awarded as a result of this Bid Solicitation. Bid Amendments {Addenda} to this Bid Solicitation, if any, will be posted as a File Attachment on the “Summary” page of the Bid Solicitation in NJSTART after the cut-off date. (See Bid Solicitation Section 1.4.1 for further information.)

EXCEPTIONS TO THE STATE OF NJ STANDARD TERMS AND CONDITIONS (SSTC)

Questions regarding the State of New Jersey Standard Terms and Conditions (SSTC) and exceptions to mandatory requirements must be posed during this Electronic Question and Answer period and shall contain the Vendor’s {Bidder’s} suggested changes and the reason(s) for the suggested changes.

SUBMISSION OF QUOTES

In order to be considered for award, the Quote must be received by the Procurement Bureau of the Division at the appropriate location by the required time.

Vendors {Bidders} shall submit a Quote either electronically through NJSTART or via hard copy.

QUOTES NOT RECEIVED PRIOR TO THE QUOTE OPENING DEADLINE SHALL BE REJECTED. 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 SHALL BE SHOWN ON THE POSTED BID AMENDMENT AND ON THE “SUMMARY” TAB OF THE BID SOLICITATION WEBPAGE WITHIN NJSTART.

Procedural inquiries concerning the use of NJSTART may be directed to njstart@treas.nj.gov and/or (609) 341-3500.

The State will not respond to substantive questions related to the Bid Solicitation or any other Blanket P.O. via this e-mail address or phone number. For inquiries related to substantive questions refer to Section 1.3.1 (Electronic Question and Answer Period).

VENDOR {BIDDER} SUPPORT

Vendors {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.

The Vendor {Bidder} should utilize the QRGs before attempting to submit its Quote using the NJSTART process. It is the Vendor’s {Bidder’s} responsibility to ensure that the NJSTART Quote and attachments have been properly submitted.

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. The location of the Optional Pre-Quote Conference will be as follows:

Department of the Treasury Division of Purchase and Property Procurement Bureau 33 West State Street - 9th Floor Bid Room Trenton, New Jersey 08625

An attendee may represent only one (1) potential bidding entity.

The purpose of the Optional Pre-Quote Conference is to provide Vendors {Bidders} with an opportunity to review sample tax documents, and to provide a structured and formal opportunity for the State to accept questions from Vendors {Bidders} regarding this Bid Solicitation. In the event that questions are posed by Vendors {Bidders}, answers to such questions will be issued by Bid Amendment. Any Bid Amendment to this Bid Solicitation will become part of this Bid Solicitation and part of any Blanket P.O. awarded as a result of this Bid Solicitation.

PRE-QUOTE DOCUMENT REVIEW

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

A. NIST Special Publication 800-47 - Security Guide for Interconnecting Information Technology Systems http://csrc.nist.gov/publications/nistpubs/800-47/sp800-47.pdf; and B. “Government Paper Specifications No. 12, March 2011” https://bookstore.gpo.gov/products/government-paper-specifications-no-12-march-2011.

ADDITIONAL INFORMATION

BID AMENDMENTS: Revisions to this BID SOLICITATION

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 to this Bid Solicitation will become part of this Bid Solicitation and part of any Blanket P.O. awarded as a result of this Bid Solicitation.

There are no designated dates for release of Bid Amendments. Those Vendors {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 Vendor {Bidder} is not on the bid holder list to receive notifications related to a Bid Solicitation, Bid Amendments are still viewable on the “Summary” page of the Bid Solicitation in NJSTART.

BID AMENDMENTS WILL BE ISSUED AS FILE ATTACHMENTS, AND ARE VIEWABLE ON THE “SUMMARY” PAGE OF THE BID SOLICITATION IN NJSTART. Vendors {Bidders} may refer to the QRG “Submit a Quote” for additional instructions. QRGs are located on the NJSTART Vendor Support Page.

It is the sole responsibility of the Vendor {Bidder} to be knowledgeable of all Bid Amendments related to this procurement. An interested Vendor {Bidder} should check the NJSTART “Open Bids” Tab on a daily basis to ensure review of the most updated information.

VENDOR {BIDDER} Responsibility

The Vendor {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 Vendor’s {Bidder’s} failure to be knowledgeable as to all of the requirements of this Bid Solicitation.

COST LIABILITY

The State assumes no responsibility and bears no liability for costs incurred by a Vendor {Bidder} in the preparation and submittal of a Quote in response to this Bid Solicitation.

CONTENTS OF QUOTE

Quotes can be released to the public pursuant to N.J.A.C. 17:12-1.2(b) and (c), or under the New Jersey Open Public Records Act (OPRA), N.J.S.A. 47:1A-1.1 et seq., or the common law right to know.

After the opening of sealed Quotes, including Quotes submitted through the NJSTART electronic process, all information submitted by a Vendor {Bidder} in response to a Bid Solicitation is considered public information notwithstanding any disclaimers to the contrary submitted by a Vendor {Bidder}. Proprietary and confidential information may be exempt from public disclosure by OPRA and/or the common law. 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 Blanket P.O. is announced.

As part of its Quote, a Vendor {Bidder} may designate any data or materials it asserts are exempt from public disclosure under OPRA and/or the common law, explaining the basis for such assertion. Vendor {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. Please include a redacted copy of the Quote indicating the sections identified as confidential. The State will not honor any attempts by a Vendor {Bidder} to designate its entire Quote as proprietary, confidential and/or to claim copyright protection for its entire Quote.

The State reserves the right to make the determination as to what is proprietary or confidential, and will advise the Vendor {Bidder} accordingly. Any proprietary and/or confidential information in a Quote will be redacted by the State. Copyright law does not prohibit access to a record which is otherwise available under OPRA.

In the event of any challenge to the Vendor’s {Bidder’s} assertion of confidentiality with which the State does not concur, the Vendor {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 Vendor {Bidder}. The State assumes no such responsibility or liability.

A Vendor {Bidder} shall not designate any price lists and/or catalogs submitted as exempt from public disclosure as the same must be accessible to State Using Agencies and Cooperative Purchasing Program participants (if the Bid Solicitation has been extended to these participants) and thus must be made public to allow all eligible purchasing entities access to the pricing information.

In order not to delay consideration of the Quote or the State’s response to a request for documents, the State requires that Vendor {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.

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 as noted below:

A. Information appropriately designated as proprietary and/or confidential shall not be available for inspection and copying; and B. Where negotiation is contemplated, only the names and addresses of the Vendors {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.

PRICE ALTERATION IN QUOTES

Any price changes including hand written revisions or "white-outs" must be initialed. Failure to initial price changes shall preclude a Blanket P.O. award from being made to the Vendor {Bidder}.

QUOTE ERRORS

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

QUOTE WITHDRAWAL PRIOR TO QUOTE OPENING

NJSTART: A Vendor {Bidder} may withdraw its Quote submission in NJSTART prior to the Quote opening; however, Vendors {Bidders} should note that while withdrawn NJSTART Quotes remain viewable by the Vendor {Bidder} on its Vendor Profile Homepage, they are removed from the Division’s view and cannot be considered for Blanket P.O. award. The Vendor {Bidder} may submit a revised Quote as long as the Quote is received prior to the announced date and time for Quote submission. Vendors {Bidders} may refer to the QRG “Submit a Quote” for additional instruction. QRGs are located on the NJSTART Vendor Support Page.

Hard Copy: A Vendor {Bidder} may request that its hard copy Quote be withdrawn prior to the Quote opening. Such request must be made, in writing, to the Supervisor of the Proposal Review Unit at the address provided in Section 1.4.7.2 below. The Vendor {Bidder} may submit a revised Quote as long as the Quote is received prior to the announced date and time for Quote submission and at the place specified.

QUOTE WITHDRAWAL AFTER QUOTE OPENING, BUT PRIOR TO BLANKET P.O. AWARD

NJSTART and Hard Copy: If, after the Quote opening, but before Blanket P.O. award, a Vendor {Bidder} discovers an error in its Quote, the Vendor {Bidder} may make a written request to the Supervisor of the Proposal Review Unit to withdraw its Quote from consideration for award. If the Vendor’s {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 Vendor’s {Bidder’s} offer, the request shall be granted. Evidence of the Vendor’s {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 Blanket P.O. resulting from the Quote would be unconscionable; that the mistake relates to a material feature or term of the Blanket P.O.; and that the mistake occurred notwithstanding the Vendor’s {Bidder’s} exercise of reasonable care. After Quote opening, while pursuant to the provisions of this section a Vendor {Bidder} may request to withdraw its Quote and the Director may in his/her discretion allow said Vendor {Bidder} to withdraw it, the Division also may take notice of repeated or unusual requests to withdraw by a Vendor {Bidder} and take those prior requests to withdraw into consideration when evaluating the Vendor’s {Bidder’s} future Quotes.

All Quote withdrawal requests must include the Bid Solicitation identification number and the final Quote submission date and be sent to the following address:

Department of the Treasury Division of Purchase and Property PO Box 230 33 West State Street – 9th Floor Trenton, New Jersey 08625-0039 Attention: Supervisor, Proposal Review Unit

If during a Quote evaluation process, an obvious pricing error made by a potential Blanket P.O. awardee is found, the Director or his/her designee shall issue written notice to the Vendor {Bidder}. The Vendor {Bidder} will have up to five (5) business days after receipt of the notice to confirm its pricing. If the Vendor {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 comply with all the forms and certification requirements in Sections 4.4.1 and 4.4.2 of this Bid Solicitation.

RECIPROCITY FOR JURISDICTIONAL VENDOR {BIDDER} PREFERENCE

In accordance with N.J.S.A. 52:32-1.4 and N.J.A.C. 17:12-2.13, the State of New Jersey will invoke reciprocal action against an out-of-State Vendor {Bidder} whose state or locality maintains a preference practice for its in-state Vendors {Bidders}. The State of New Jersey will use the annual surveys compiled by the Council of State Governments, National Association of State Procurement Officials, or the National Institute of Governmental Purchasing or a State’s statutes and regulations to identify States having preference laws, regulations, or practices and to invoke reciprocal actions. The State of New Jersey may obtain additional information as it deems appropriate to supplement the stated survey information.

A Vendor {Bidder} may submit information related to preference practices enacted for a State or Local entity outside the State of New Jersey. This information may be submitted in writing as part of the Quote response, including name of the locality having the preference practice, as well as identification of the county and state, and should include a copy of the appropriate documentation, i.e., resolution, regulation, law, notice to Vendor {Bidder}, etc. It is the responsibility of the Vendor {Bidder} to provide documentation with the Quote or submit it to the Director within five (5) business days after the deadline for Quote submission. Written evidence for a specific procurement that is not provided to the Director within five (5) business days of the public Quote submission date may not be considered in the evaluation of that procurement, but may be retained and considered in the evaluation of subsequent procurements.

QUOTE ACCEPTANCES AND REJECTIONS

N.J.A.C. 17:12-2.7(d), the Director’s right to waive minor irregularities or omissions in a Quote and N.J.A.C. 17:12-2.2 which defines causes for Quote rejection, apply to all Quotes.

ELECTRONIC SIGNATURES

Vendors {Bidders} submitting Quotes through NJSTART may sign the forms listed in Section 4.4.1 (Forms, Registrations and Certifications Required with Quote) and Section 4.4.2 (Forms, Registrations and Certifications Required Before Blanket P.O. Award and That Should Be Submitted with the Quote) of this Bid Solicitation electronically by typing the name of the authorized signatory in the “Signature” block as an alternative to downloading, physically signing the form, scanning the form, and uploading the form to NJSTART.

Vendors {Bidders} submitting Quotes in hard copy format, must provide forms with original, physical signatures, otherwise its Quote may be deemed non-responsive.

DEFINITIONS

CROSSWALK

GENERAL DEFINITIONS

The following definitions will be part of any Blanket P.O. awarded or order placed as a result of this Bid Solicitation.

All-Inclusive Hourly Rate – 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.

Best and Final Offer or BAFO – Pricing timely submitted by a Vendor {Bidder} upon invitation by the Bureau after Quote opening, with or without prior discussion or negotiation.

Bid or Bid Solicitation – This series of documents, which establish the bidding and Blanket P.O. requirements and solicits Quotes to meet the needs of the Using Agencies as identified herein, and includes the Bid Solicitation, State of NJ Standard Terms and Conditions (SSTC), State-Supplied Price Sheet, attachments, and Bid Amendments.

Bid Amendment – Written clarification or revision to this Bid Solicitation issued by the Division. Bid Amendments, if any, will be issued prior to Quote opening.

Business Day – Any weekday, excluding Saturdays, Sundays, State legal holidays, and State-mandated closings unless otherwise indicated.

Calendar Day – Any day, including Saturdays, Sundays, State legal holidays, and State-mandated closings unless otherwise indicated.

Change Order – An amendment, alteration, or modification of the terms of a Blanket P.O. between the State and the Vendor(s) {Contractor(s)}. A Change Order is not effective until it is signed and approved in writing by the Director or Deputy Director, Division of Purchase and Property.

Cooperative Purchasing Program – The Division’s intrastate program that provides procurement-related assistance to New Jersey local governmental entities and boards of education, State and county colleges and other public entities having statutory authority to utilize select State Blanket P.O.s issued by the Division, pursuant to the provisions of N.J.S.A. 52:25-16.1 et seq.

Days After Receipt of Order (ARO) – The number of calendar days ‘After Receipt of Order’ in which the Using Agency will receive the ordered materials and/or services.

Director – Director, Division of Purchase and Property, Department of the Treasury, who by statutory authority is the Chief Contracting Officer for the State of New Jersey.

Disabled veterans’ business - Means a business which has its principal place of business in the State, is independently owned and operated and at least 51% of which is owned and controlled by persons who are disabled veterans or a business which has its principal place of business in this State and has been officially verified by the United States Department of Veterans Affairs as a service disabled veteran-owned business for the purposes of department contracts pursuant to federal law. N.J.S.A. 52:32-31.2.

Disabled veterans’ business set-aside contract – Means a contract for goods, equipment, construction or services which is designated as a contract with respect to which bids are invited and accepted only from disabled veterans’ businesses, or a portion of a contract when that portion has been so designated. N.J.S.A. 52:32-31.2.

Discount – The standard price reduction applied by the Vendor {Bidder} to all items.

Division – The Division of Purchase and Property.

Evaluation Committee – A committee established or Division staff member assigned by the Director to review and evaluate Quotes submitted in response to this Bid Solicitation and recommend a Blanket P.O. award to the Director.

Firm Fixed Price – A price that is all-inclusive of direct cost and indirect costs, including, but not limited to, direct labor costs, overhead, fee or profit, clerical support, equipment, materials, supplies, managerial (administrative) support, all documents, reports, forms, travel, reproduction and any other costs.

Joint Venture – A business undertaking by two (2) or more entities to share risk and responsibility for a specific project.

Master Blanket Purchase Order (Blanket P.O.) – The Blanket P.O. consists of the State of NJ Standard Terms and Conditions (SSTC), the Bid Solicitation, the responsive Quote submitted by a responsible Vendor {Bidder} as accepted by the State, the notice of award, any Best and Final Offer, any subsequent written document memorializing the agreement, any modifications to any of these documents approved by the State and any attachments, Bid Amendment or other supporting documents, or post-award documents including Change Orders agreed to by the State and the Vendor {Contractor}, in writing.

May – Denotes that which is permissible or recommended, not mandatory.

Must – Denotes that which is a mandatory requirement.

No Bid – The Vendor {Bidder} is not submitting a price Quote for an item on a price line.

No Charge – The Vendor {Bidder} will supply an item on a price line free of charge.

Primary Form – An electronic form contained within a Vendor’s {Bidder’s} NJSTART profile designated by the Vendor {Bidder} as the primary or principal version of the required form.

Procurement Bureau (Bureau) – The Division unit responsible for the preparation, advertisement, and issuance of Bid Solicitations, for the tabulation of Quotes and for recommending award(s) of Blanket P.O.(s) to the Director and the Deputy Director.

Project – The undertakings or services that are the subject of this Bid Solicitation.

QRGs – Quick Reference Guides.

Quote – Vendor’s {Bidder’s} timely response to the Bid Solicitation including, but not limited to, technical Quote, price Quote, and any licenses, forms, certifications, or other documentation required by the Bid Solicitation.

Retainage – The amount withheld from the Vendor {Contractor} payment that is retained and subsequently released upon satisfactory completion of performance milestones by the Vendor {Contractor}.

Revision – A response to a BAFO request or a requested clarification of the Vendors {Bidders} Quote.

Shall – Denotes that which is a mandatory requirement.

Should – Denotes that which is permissible or recommended, not mandatory.

Small Business – Pursuant to N.J.S.A. 52:32-19, N.J.A.C. 17:13-1.2, and N.J.A.C. 17:13-2.1, “small business” means a business that meets the requirements and definitions of “small business” and has applied for and been approved by the New Jersey Division of Revenue and Enterprise Services, Small Business Registration and M/WBE Certification Services Unit as (i) independently owned and operated, (ii) incorporated or registered in and has its principal place of business in the State of New Jersey; (iii) has 100 or fewer full-time employees; and has gross revenues falling in one (1) of the three (3) following categories:

· For goods and services - (A) 0 to $500,000 (Category I); (B) $500,001 to $5,000,000 (Category II); and (C) $5,000,001 to $12,000,000, or the applicable federal revenue standards established at 13 CFR 121.201, whichever is higher (Category III).

· For construction services: (A) 0 to $3,000,000 (Category IV); (B) gross revenues that do not exceed 50 percent of the applicable annual revenue standards established at 13 CFR 121.201 (Category V); and (C) gross revenues that do not exceed the applicable annual revenue standards established at CFR 121.201, (Category VI).

Small business set-aside contract – “Means (1) a contract for goods, equipment, construction or services which is designated as a contract with respect to which bids are invited and accepted only from small businesses, or (2) a portion of a contract when that portion has been so designated.” N.J.S.A. 52:32-19.

State – The State of New Jersey.

State Contract Manager or SCM – The individual, as set forth in Section 8.0, responsible for the approval of all deliverables, i.e., tasks, sub-tasks or other work elements in the Scope of Work. The SCM cannot direct or approve a Change Order.

State-Supplied Price Sheet – The bidding document created by the State and attached to this Bid Solicitation on which the Vendor {Bidder} submits its Quote pricing as is referenced and described in Bid Solicitation Section 4.4.5.

Subtasks – Detailed activities that comprise the actual performance of a task.

Subcontractor – An entity having an arrangement with a Vendor {Contractor}, whereby the Vendor {Contractor} uses the products and/or services of that entity to fulfill some of its obligations under its State Blanket P.O., while retaining full responsibility for the performance of all [the Vendor’s {Contractor's}] obligations under the Blanket P.O., including payment to the Subcontractor. The Subcontractor has no legal relationship with the State, only with the Vendor {Contractor}.

Task – A discrete unit of work to be performed.

Unit Cost or Unit Price – All-inclusive, firm fixed price charged by the Vendor {Bidder} for a single unit identified on a price line.

Using Agency[ies] – A State department or agency, a quasi-State governmental entity, or a Cooperative Purchasing Program participant, authorized to purchase products and/or services under a Blanket P.O. procured by the Division.

Vendor {Bidder} – An entity offering a Quote in response to the Division’s Bid Solicitation.

Vendor {Contractor} – The Vendor {Bidder} awarded a Blanket P.O. resulting from this Bid Solicitation.

BLANKET P.O.-SPECIFIC DEFINITIONS/ACRONYMS

Cass Certification – A type of certification that is offered to all mailers, service bureaus, and software vendors that would like the United States Postal Service (USPS) to evaluate the quality of their address-matching software and improve the accuracy of their ZIP+4, carrier route, and five-digit coding.

Degree of Tolerance – The value assigned by an operator for a change in system conditions (magnitude) over a given time (interval) for the present state of the system (steady state or transition).

Form PTR-1 Booklet (Category ‘A’) – “New Jersey Senior Freeze (Property Tax Reimbursement) Application.” This is the pre-application to determine eligibility for the program.

Form PTR-2 Booklet (Category ‘A’) – “New Jersey Senior Freeze (Property Tax Reimbursement) Application.” This is the actual application to file for the PTR Program once eligibility has been determined.

NCOA (National Change of Address) – A secure dataset of approximately 160 million change-of-addresses going back 48 months that enable mailers to update mailing lists with new addresses from individuals, families and businesses that have moved.

NJ-1040 Booklet (Category ‘A’) – The “New Jersey Resident Return NJ-1040” booklet that also contains other related tax forms: NJ-1040 Resident Return; NJ-1040-H Property Tax Credit Application; NJ-2450 Claim for Excess Unemployment/Disability/Family Leave Insurance Contributions; NJ-630 Application for Extension, and ST-18 Use Tax Return.

NJ-1040-ES Booklet (Category ‘B’) – The “New Jersey Gross Income Tax Declaration of Estimated Tax for Individuals” voucher booklet.

Overrun – The number of items printed that exceed the order quantity.

Post-Consumer Materials – A material or finished product that has served its intended use and has been diverted or recovered from waste destined for disposal, having completed its life as a consumer item. Post-consumer materials are part of the broader category of recovered materials.

Pre-Consumer Materials – Materials generated in manufacturing and converting processes, such as the manufacturing of scrap and trimmings/cuttings.

PTR Program – Property Tax Reimbursement (also known as the “Senior Freeze”). This program reimburses senior citizens and disabled persons for property tax increases.

Recovered Materials – Waste materials and byproducts that have been recovered or diverted from solid waste, but does not include materials and by-products generated from, and commonly re-used within, an original manufacturing process.

Recyclability – The ability of a product or material to be recovered from, or otherwise diverted from, the solid waste stream for the purpose of recycling.

Recycling – The series of activities, including collection, separation, and processing, by which products or other materials are recovered from the solid waste stream for use in the form of raw materials in the manufacture of new products other than fuel for producing heat or power by combustion.

RMAN – Recovered Materials Advisory Notices provide purchasing guidance and recommen-dations for recovered and post-consumer material content levels for designated items.

USEPA – United States Environmental Protection Agency.

SCOPE OF WORK

general requirements

The following requirements shall be met by the Vendor(s) {Contractor[s]} for both T3105 - Category ‘A’ and T3105 - Category ‘B’ tax documents.

All quantities specified by this Bid Solicitation are annual estimates and may fluctuate year-to-year based upon need. The State reserves the right to increase or decrease these quantities based upon the needs of the State and its taxpayers. Additionally, the State reserves the right to no longer require the printing and mailing of an item if the State determines there is no longer a need for a specified item. Unless specified otherwise herein, the State will provide the Vendor {Contractor} with the required quantities for each item by July 31st for the following tax season. These quantities may increase due to demand closer to tax season; however, the required quantities will not decrease from the amounts provided by July 31st. This will allow time for the Vendor {Contractor} to procure the necessary amounts of paper and supplies for each tax season, while also preventing the Vendor {Contractor} from possessing a significant surplus of items and/or paper and supplies based on estimates.

data Processing

The Vendor {Contractor} shall test the file transfer with the State system on all file transfers prior to full implementation. During the life of the Blanket P.O., the State may revise or change the file transfer method, and/or format the transmission of files to accommodate real-time processing. The State may use case-specific information and the Vendor {Contractor} shall conform to all requirements.

data processing protocol/files

All data files including name, address, and other information will be available for download from the State of New Jersey’s secure FTP site.

The State supports multiple methods for data transfers internally within the Garden State Network or externally to an extranet or business partner. The transmission of all files between the Vendor {Contractor} and the State system must be transferred securely using a Secure File Transfer methodology. The State will work with the Vendor {Contractor} in the implementation of the file transfer process. The secure file transfer must meet the State and Federal security guidelines and standards.

The State provides both asynchronous and synchronous file transfer methodologies.

Synchronous

A. Connect: Direct Secure ++ is a supported option for file exchange with the State of New Jersey IBM Mainframe;

B. FTTPS over SSL (Explicit – Port 21) is a supported option for file exchange for connections originating from the State of New Jersey IBM Mainframe; must support RFC2228; and C. SFTP (FTP over SSHv2 or Greater) is a supported option for file exchange with State of New Jersey distributed servers (non-IBM Mainframe).

asynchronous

A. The State of New Jersey’s DataMotion is a supported option for non-automated or “ad hoc” file exchange with the State of New Jersey. A client license is required; and B. The State of New Jersey’s DataMotion-DataBridge is a supported option for automated file exchange with the State of New Jersey.

project launch meeting

The Vendor {Contractor} shall schedule a face-to-face meeting with the State Contract Manager (SCM) within 15 business days after Blanket P.O. award. This meeting shall include discussion on topics including, but not limited to:

A. Project intent and scope;

B. Proper methods and channels of communication between the Vendor {Contractor} and the SCM;

C. Finalized Security Plan, contingent upon approval of the SCM;

D. Development of a Project Schedule (PS); and E. Other topics to be determined by the SCM.

project schedule (PS)

The Vendor {Contractor} must develop, with the SCM, a Project Schedule (PS) by the first Friday in September of each calendar year. The PS shall include all due dates for receipt of copy, proofs, test samples, data files, mail dates, and other key dates, as determined by the SCM. The PS must be approved by the SCM and work cannot proceed until such approval is obtained. The PS shall incorporate the decisions and recommendations made during the Project Launch Meeting.

The PS shall demonstrate that the Vendor’s {Contractor’s} methodologies and timelines are realistic, attainable, appropriate, and that its implementation will result in the successful completion of the project. The Vendor {Contractor} must detail each step of production up to the final delivery date.

fINALIZED SECURITY PLAN

The Vendor {Contractor} shall provide a finalized version of the Security Plan specified by Bid Solicitation Section 5.9.4 at the Project Launch Meeting. Additionally, the Security Plan shall ensure compliance with the Health Insurance Portability and Accountability Act (HIPAA) law; HIPAA (Public Law 104-191) was enacted on August 21, 1996. Sections 261 through 264 of HIPAA required the Secretary of Health and Human Services (HHS) to publicize standards for the electronic exchange, privacy and security of health information.

Implementation of the plan shall be contingent upon the SCM’s approval. Any revisions to the plan required by the SCM shall be made by the Vendor {Contractor} in the timeline specified by the SCM.

staffing

The Vendor {Contractor} must employ a competent workforce capable of meeting all requirements of any Blanket P.O. resulting from this Bid Solicitation. The Vendor’s {Contractor’s} workforce must include an experienced and professional graphics design representative who is systems oriented.

Overrun

The Vendor’s {Contractor’s} overrun shall not exceed 3%.

T3105 – Category ‘a’ Tax Documents

For Category ‘A’ the Vendor {Contractor} shall produce and mail the State’s below-listed tax booklets and forms for the “New Jersey Resident Return NJ-1040” tax packet:

A. NJ-1040 Booklet, Voucher, and one (1) Envelope (Both Mail and Bulk Versions);

B. NJ-1040 (Stand-Alone);

C. PTR-1 Booklet Mail Version (which contains pre-printed return label) and one (1) Envelope;

D. PTR-1 Booklet, Bulk Version with one (1) Envelope;

E. PTR-2 Booklet, Mail Version (which contains pre-printed return label) and one (1) Envelope; and F. PTR-2 Booklet, Bulk Version with one (1) Envelope.

Full-copy digital printing is not permitted for any Category ‘A’ items.

NOTE: Copies for all booklets, vouchers, and forms will be provided to the Vendor {Contractor} by the third Friday in October of each year.

mailing date

The Vendor {Contractor} shall:

A. Ensure that the NJ-1040 tax documents are mailed by December 28th of each year; and B. Ensure that the PTR-1 and PTR-2 documents are mailed by February 12th of each year.

technical specifications

The Vendor {Contractor} shall adhere to the following technical specifications which are the same…