NOTIFICATION OF AWARD
FOR
ELECTRONIC MONTORING SERVICES
FOR
STATE OF NEW JERSEY JUDICIARY
ADMINISTRATIVE OFFICE OF THE COURTS
SPECIAL TERMS AND CONDITIONS
Table of Contents:
1.0 Information for Bidders
1.1 Purpose and Intent
1.2 Background
1.3 Key Events
1.4 Additional Information
2.0 DEFINITIONS
2.1 Definitions
3.0 SCOPE OF WORK
4.0 Proposal Preparation and Submission
4.1 General
4.2 Proposal Delivery and Identification
4.3 Number of Bid Proposal Copies
Proposal Content
5.0 Special Contractual Terms And Conditions
5.1 Precedence of Contractual Terms and Conditions
5.2 Performance Bond
5.3 Foreign (Out of State) Corporation
5.4 Contract Term and Extension Option
5.5 Contract Transition
5.6 Availability of Funds
5.7 Contract Amendment
5.8 Contractor Responsibilities
5.9 Substitution of Staff
5.10 Substitution or Addition of Subcontractor(s)
5.11 Ownership of Material
5.12 Data Confidentiality
5.13 News Releases
5.14 Advertising
5.15 Licenses and Permits
5.16 Claims and Remedies
5.17 Late Delivery and Liquidated Damages
5.18 Retainage
5.19 State's Option to Reduce Scope of Work
5.20 Suspension of Work
5.21 Change in Law
5.22 Additional Work and/or Special Projects
5.23 Form of Compensation and Payment
5.24 Year 2000 Compliance
6.0 PROPOSAL Evaluation/Contract Award
6.1 Proposal Evaluation Committee
6.2 Oral Presentation and/or Clarification of Proposal
6.3 Evaluation Criteria
6.4 Contract Award
7.0 BIDDER DATA SHEETS, BIDDER'S CAPABILITIES, ORGANIZATIONAL
SUPPORT AND EXPERIENCE/TECHNICAL PROPOSAL
8.0 PRICE SHEET(S) AND SUPPORTING DETAIL
9.0 EXHIBITS/ATTACHMENTS
1.0 Information for Bidders
1.1 Purpose and Intent
This Request For Proposal (RFP) is issued by the Purchase Bureau,
Division of Purchase and Property, Department of the Treasury, on
behalf of the State of New Jersey. The purpose of this RFP is to
solicit proposals from qualified bidders for provision of equipment
and/or services for electronic monitoring of offenders to be utilized
by various Judiciary Departments.
The intent of this RFP is to award a contract to that responsible
bidder whose bid, conforming to this invitation for bids, is most
advantageous to the State, price and other factors considered.
1.2 Background
The Judiciary operations include the administration of the state
Probation Divisions (adult and juvenile), Pre-Trial Intervention, Bail
and alternatives to incarceration such as the Intensive Supervision
Program (ISP) and the Juvenile Intensive Supervision Program JISP).
Each of these areas administers "house arrest" programs, by which
nonviolent offenders are confined to their homes (with the exception
of work and reporting requirements) in lieu of incarceration. The
current Judiciary programs include several different monitoring
systems for these house arrest programs, which utilize several
different vendor's equipment and monitoring services. It is the
intent of the Judiciary to develop a contract that can provide for the
required equipment and services and meet the needs of all of the
currently functioning programs. Aside from meeting the current needs
of Judiciary programs, there is the potential that this contract will
include expansion of services and/or the standardization of services.
Bidder's are encouraged to submit proposals for any and all equipment
and service that they currently provide that are within the scope of
the RFP. The State will award a contract(s) for the provision of
equipment and services that are in the best interest of the State.
1.3 Key Events
1.3.1 Questions and Inquiries
It is the policy of the Purchase Bureau to accept questions and
inquiries from all potential bidders receiving this RFP.
Written questions should be mailed or faxed to the Purchase Bureau to
the attention of the assigned Purchase Bureau buyer at the following
address:
Purchase Bureau
Division of Purchase and Property
State of New Jersey
PO BOX 230
Trenton, New Jersey 08625-0230
Attention: Doreica Holt
Fax Number: 609 292-5170
Written questions should also be faxed to the using agency to the
attention of:
Attention: Mike Patrone
Fax Number: 609 292-2760
1.3.1.1 CUT-OFF DATE FOR QUESTIONS AND INQUIRIES
A Mandatory Pre-Bid Conference has been scheduled for this
procurement, therefore, the cut-off date for submission of questions
will be the date of the Mandatory Pre-Bid Conference. While all
questions will be entertained at the Mandatory Pre-Bid Conference, it
is strongly urged that questions be submitted in writing prior to the
Mandatory Pre-Bid Conference. Written questions must be delivered to
the Purchase Bureau buyer. It is requested that bidders having long,
complex or multiple part questions submit them in writing as far in
advance of the Mandatory Pre-Bid Conference as possible. This request
is made so that answers can be prepared by the State by the time of
the Mandatory Pre-Bid Conference.
1.3.1.2 Question Protocol
Questions should be submitted in writing to the attention of the
assigned Purchase Bureau buyer. Written questions should be directly
tied to the RFP by the writer. Questions should be asked in
consecutive order, from beginning to end, following the organization
of the RFP. Each question should begin by referencing the RFP page
number and section number to which it relates.
Short procedural inquiries may be accepted by telephone by the
Purchase Bureau buyer, however, oral explanations or instructions
given over the telephone shall not be binding upon the State. Bidders
shall not contact the Using Agency directly, in person, or by
telephone, concerning this RFP.
1.3.2 Mandatory Site Visit
Not applicable to this procurement.
1.3.3 Mandatory Pre-Bid Conference
A Mandatory Pre-Bid Conference has been scheduled for this
procurement. The date, time and location are provided as follows:
DATE: September 19, 2000
TIME: 10:00
LOCATION: Purchase Bureau
33 West State Street
Trenton, NJ 08625
CAUTION: Bids will be automatically rejected from any bidder that was
not represented or failing to properly register at the Mandatory Pre-
Bid Conference.
The purpose of the Mandatory Pre-Bid Conference is to provide a
structured and formal opportunity for the State to accept questions
from bidders regarding this RFP.
Any revisions to the RFP resulting from the Mandatory Pre-Bid
Conference will be formalized and distributed to attendees as written
addendum to the RFP. Answers to deferred questions will also be
distributed to attendees as written addendum to this RFP.
1.3.4 Document Review Room
Not applicable to this procurement.
1.4 Additional Information
1.4.1 Revisions to this RFP
In the event that it becomes necessary to clarify or revise this RFP,
such clarification or revision will be by addendum. Any RFP addendum
will be distributed as follows:
A Mandatory Pre-Bid Conference has been scheduled for this
procurement. Any addendum issued before the Mandatory Pre-Bid
Conference will be distributed to all bidders who were sent the
initial RFP. Any addendum issued at the time of or after the
Mandatory Pre-Bid Conference will be distributed only to those bidders
represented and properly registered at the Mandatory Pre-Bid
Conference.
1.4.2 Addendum as a Part of this RFP
Any addendum to this RFP shall become part of this RFP and part of any
contract resulting from this RFP.
1.4.3 Issuing Office
This RFP is issued by the Purchase Bureau, Division of Purchase and
Property. The buyer noted in Section 1.3.1 is the sole point of
contact between the bidder and the State for purposes of this RFP.
1.4.4 Bidder Responsibility
The bidder assumes sole responsibility for the complete effort
required in this RFP. No special consideration shall be given after
bids are opened because of a bidder's failure to be knowledgeable of
all the requirements of this RFP. By submitting a proposal in
response to this RFP, the bidder represents that it has satisfied
itself, from its own investigation, of all of the requirements of this
RFP.
1.4.5 Cost Liability
The State assumes no responsibility and bears no liability for costs
incurred by bidders in the preparation and submittal of proposals in
response to this RFP.
1.4.6 Contents of Bid Proposal
The entire content of every bid proposal will be publicly opened and
becomes a public record. This is the case notwithstanding any
statement to the contrary made by a bidder in its bid proposal.
All bid proposals, as public records, are available for public
inspection. Interested parties can make an appointment to inspect bid
proposals received in response to this RFP with the Purchase Bureau
buyer.
1.4.7 Price Alteration
Bid prices must be typed or written in ink. Any price change
(including "white-outs") must be initialed. Failure to initial price
changes may preclude an award being made to the bidder.
1.4.8 Joint Venture
If a joint venture is submitting a bid, the agreement between the
parties relating to such joint venture should be submitted with the
joint venture's proposal. Authorized signatories from each party
comprising the joint venture must sign the bid proposal. A separate
Ownership Disclosure Form, Affirmative Action Employee Information
Report, McBride Principles Certification and, if applicable, foreign
(out of State) corporation registration must be supplied for each
party to a joint venture.
2.0 DEFINITIONS
2.1 Definitions
The following definitions shall be part of any contract awarded or
order placed as a result of this RFP:
For purposes of the RFP, the terms "vendor", "consultant"
"contractor", "firm" and "bidder" are interchangeable.
Addendum - Written clarification or revision to this RFP issued by the
Purchase Bureau.
Amendment - A change in the scope of work to be performed by the
contractor. An amendment is not effective until it is signed by the
Director, Division of Purchase and Property.
Bidder - An individual or business entity submitting a bid in response
to this RFP.
Contract - This RFP, any addendum to this RFP, and the bidder's
proposal submitted in response to this RFP and the Division's Notice
of Acceptance .
Contractor - The contractor is the bidder awarded a contract.
Director - Director, Division of Purchase and Property, Department of
Treasury. By statutory authority, the Director is the chief
contracting officer for the State of New Jersey.
Division - The Division of Purchase and Property.
Evaluation Committee - A committee established by the Director to
review and evaluate bid proposals submitted in response to this RFP
and to recommend a contract award to the Director.
May - Denotes that which is permissible, not mandatory.
Project - The undertaking or services that are the subject of this
RFP.
Request for Proposal (RFP) - This document which establishes the
bidding and contract requirements and solicits proposals to meet the
purchase needs of Using Agencies as identified herein.
Shall or Must - Denotes that which is a mandatory requirement.
Failure to meet a mandatory requirement will result in the rejection
of a bid proposal as materially non-responsive.
Should - Denotes that which is recommended, not mandatory.
State Contract Manager - The individual responsible for the approval
of all deliverables, i.e., tasks, sub-tasks or other work elements in
the Scope of Work.
Subtasks - Detailed activities that comprise the actual performance of
a task.
State - State of New Jersey.
Task - A discrete unit of work to be performed.
Using Agency or Agency - The entity for which the Division has issued
this RFP and will enter into a contract.
3.0 Scope of Work
Introduction
The State of New Jersey is seeking to contract with a vendor to
provide electronic monitoring services. This service shall include
equipment, monitoring services, reporting, technical support, trouble
shooting and staff training.
3.1 MONITORING EQUIPMENT:
The Bidder shall provide an electronic monitoring and receiving
device that is capable of continuously monitoring the presence or
absence of a participant. The monitoring device shall be capable of
handling multiple curfew schedules at the same time. In this regard,
the curfew monitoring function shall have unlimited flexibility for
the establishing of curfew schedules and monitoring same. The device
shall have the capability of transmitting surveillance related
information to a central monitoring station. The central monitoring
station shall forward surveillance information to the various
participating Judiciary programs.
The State of New Jersey is interested in, but not limited to, the
following list of monitoring services:
Voice Verification
RF
RF w/GPS
Visitel
RF w/ Breathalyzer
RF w/ Breathalyzer and Voice Verification
RF w/ Voice Verification
Video/RF/Breathalyzer
Video/Voice Verification
Watch Patrol
GPS
Any new technology
The monitoring device shall be of the type that is connected to a
standard household telephone line and transmits monitoring related
data to a central monitoring station. The bidder shall also make
available monitoring equipment that is capable of functioning using a
cellular telephone network for those participants who do not received
standard telephone service. The Judiciary shall be responsible for
installing the monitoring device on the program participant and in the
residence where the participant will reside. The Judiciary shall also
be responsible for removing all monitoring related equipment from a
program participant's residence upon program completion.
The vendor must also provide one (1) electronic monitoring device
typically known in the industry as a drive-by unit for every 10
monitoring devices in service. The unit shall have the capability to
indicate the presence of absence of a program participant within the
specified range of the drive-by unit. The drive-by unit shall also be
capable of detecting whether or not a transmitter has been tampered
with. The range of the drive-by unit must be up to 300 feet.
As part of the electronic monitoring services, the bidder shall
provide a mechanism that can enable the detection of alcohol use by
the program participant from a remote location. Specifically, the
alcohol detection capability component shall provide for the
monitoring of alcohol use while a program participant is at home. The
Judiciary requires the capability of monitoring all program
participants for alcohol use. However, this monitoring function, while
a requirement shall be executed only upon the request of the Judiciary
for certain program participants at certain times. The contractor
shall supply the Judiciary with results of the breath alcohol test as
specified in this RFP.
The contractor shall provide a mechanism for local reporting to each
of the various participating programs throughout the state. This
mechanism may include the provision of a remote computer terminal,
hard copy report or other agreed methodology to monitor the status and
retrieve data on program participants. The vendor should indicate the
types of services available and each participating site will discuss
specific needs with the contractor.
3.2 EQUIPMENT SPECIFICATIONS
Bidders should provide detailed specifications of the systems they are
proposing. These specifications should include any hardware, software,
services etc. that are a part of the bidder's response.
3.3 PARTICIPANT'S MONITORING EQUIPMENT - RADIO TRANSMITTER:
The bidder shall propose a transmitter which shall be comfortably worn
on the ankle of the participant and shall meet the following
requirements:
The device must be capable of being securely attached to the
participant's ankle and report any and all efforts to tamper with or
remove the devices.
The device must be small, lightweight and not pose a health hazard nor
unduly restrict the activities of the participant; and of a size to be
worn under normal slacks.
The device must be shock resistant, water and moisture proof, and
function reliably under normal atmospheric and human environmental
conditions.
The device shall contain a radio transmitter whose coded radio signal
shall be unique to the individual to whom it is attached so as to
enable positive confirmation of the presence/absence of the
transmitter.
The transmitter shall emit a coded radio signal at least once every
minute on a continuous basis during the operating life of the battery.
Transmitters containing batteries with no useful life shall be
returned and replaced with a new transmitter or battery at no extra
charge.
The transmitter signal shall not have the same coding scheme or radio
frequency used by any commercial or consumer available product and
shall be designed to discourage tracing and duplication of the signal
by the participants or accomplices.
The transmitter shall emit a tamper-alert radio signal when the
attachment strap is tampered with. This tamper alert signal shall
continue until the device has been properly reset by an authorized
person with a special tool and instructions provided by the
contractor.
The transmitter shall be battery powered and designed for a minimum
continuous operating battery life of six months.
The contractor shall provide written instructions for all equipment
for a trained person to initialize, reset and remove the participant's
transmitter as needed.
3.4 PARTICIPANT'S MONITORING EQUIPMENT - RECEIVER:
The contractor shall propose a receiver to be located in the
participant's home which shall continuously monitor the participant's
transmitter and meet the requirements listed below. The contractors
systems should be flexible enough to be tailored to the end users
needs. Any proposed system should include necessary redundancy
levels.
The receiver shall be powered by 110 V VAC power with supplying
internal auto-recharging battery cable back up power for a period of
24 hours. The electrical wire connecting to AC power shall be UL
approved, and of sufficient length to adequately connect to the
household AC power.
The receiver shall be capable of full communications to the central
computer system by connection to the participant's telephone company
wall outlet using a standard RJ-11C modular telephone connector. The
contractor shall also provide a receiver which shall be capable of
providing communications through cellular or private data network for
those participants who do not have standard telephone service.
The participant's receiver shall accept and process radio signals only
from the unique signal of that same participant's transmitter.
The receiver shall detect attempts to simulate or duplicate the
participant's transmitter radio signal by a foreign device and
immediately report detection of such an occurrence to the central
computer.
The receiver shall contain an internal clock and sufficient memory to
continue and store with a time stamp all events and activities that
may occur for at least the next 90 days, in the event that the
communications link with the central computer system is disrupted. The
receiver shall be capable of operating without AC power for a minimum
of 4 hours and events can be stored for up to a minimum of six months.
The receiver shall detect and store with time stamp the following
events, at a minimum, and promptly communicate them to the central
computer:
Arrival of transmitter within the range of the receiver.
Departure of transmitter out of range of the receiver after a pre-set
programmable time interval.
Tampering and or removal of the transmitter from the participant.
An attempt to simulate or duplicate the radio signal by a device other
than the participant's own transmitter.
Participant's breath alcohol test results on all calls initiated for
this purpose.
Loss and/or restoration of the home's commercial power.
Loss and/or restoration of the communication service (the
disconnection event may be sent as soon as the communication service
is restored).
Low battery conditions of transmitter and/or receiver.
Tampering of receiver.
The receiver shall be capable of seizing a telephone line when not in
use. It shall not seize a line in use, but instead shall deliver a
courtesy signal as a yield warning to any person using the line. It
shall then seize the line after the person hangs up.
The receiver shall not pose a health of safety hazard to the
participant or other family members and shall function reliably under
normal household environmental and atmospheric conditions.
Electrical surge protectors shall be built-in or provided for
connecting power and communication lines.
The receiver shall be capable of being installed and made operational
by an officer following the written instructions provided by the
contractor.
3.5 Monitoring Service
The Contractor shall provide a monitoring service center. Monitoring
service center shall have the capability of conducting surveillance
activities on an around the clock basis, without interruption. The
surveillance activities shall minimally include the following:
The Contractor must provide technical support via an 800# and must
indicate hours that this individual will be available to service this
account.
The Contractor must provide monitoring service for participant
activity and equipment and report this activity appropriately.
Reporting includes pager and fax notification to Judiciary staff, as
required.
The monitoring service must:
continuously monitoring the presence or absence of a program
participant early leaves or late returns;
detecting attempts to tamper or actually tamper with the home
equipment;
attempts to duplicate the transmission of the home monitoring unit;
disruption or shut downs;
continuous busy signals;
recorded speech;
spurious RF transmission;
breath/alcohol levels;
no telephone answer;
and low receiver and/or transmitter battery function.
The Contractor must maintain a current copy of their policy and
procedure manuals which detail their policies regarding alarm
notification, at the agency's Project Manager's office.
The monitoring service center shall be responsible for receiving
program participant enrollment information from the Judiciary. The
contractor shall be responsible for enrolling program participants and
for changing curfew schedules based upon notification by the Judiciary
via fax or phone to the monitoring service center. The contractor
shall be responsible for deleting program participants form the
monitoring system upon a program participant's completion of the
program. The date of deletion will be established by the Judiciary
and transmitted to the monitoring station at the time of enrollment of
the program participant. The Judiciary shall not be expected to re-
advise the monitoring station of the date of completion once this
information is initially provided. However, the Judiciary may change
a program participant's completion date at any time. This type of a
change shall be accomplished via fax and/or phone.
The monitoring service center shall respond to all reports of
monitoring violations by telephoning the program participant. The
purpose of this telephone call is to determine the nature of the
reported event and to confirm that the program participant is at his
or her approved residence. A written assessment based upon the
telephone call with the program participant shall be made and provided
to the Judiciary via fax transmission and pager notification.
3.6 STAFF TRAINING
The contractor shall be responsible for training staff assigned to the
Judiciary in all aspects of the electronic monitoring service.
Training shall minimally include the following:
Installation and de-installation of home monitoring equipment;
procedures for enrollment and curfew changes;
trouble shooting monitoring problems;
use of the remote computer terminal;
use of the drive-by equipment;
use of monitoring software;
and any other training as needed to keep current as well as newly
assigned staff updated on the use and application of electronic
surveillance in the N.J. Judiciary.
The training of Judiciary staff shall take place at locations
specified by the Judiciary within New Jersey.
3.7 TELEPHONE COMMUNICATIONS SERVICE:
Those participants in the program with regular telephone lines will be
responsible for maintaining their own residential telephone service.
The Contractor may offer the installation of a standard incoming
telephone line at the Contractor's sole cost and expense. If the
Contractor chooses this option they must provide installation
schedules and time frames in their implementation plan for the
participant.
For those participants without phone lines, the Contractor may propose
a receiver that has a storage capacity to retain data regarding the
participants activities and status. This receiver should be able to
be removed and accessed to retrieve participant data. Specifications
regarding this receiver unit, e.g. storage capacity, redundancy etc.
must be approved by the agency Project Manager.
3.8 DRIVE BY EQUIPMENT
The Contractor shall provide one portable drive by unit for every 10
inmates being monitored to be incorporated in the overall price of the
monitoring service. The following requirements must be met:
The unit shall be hand held, which is easy to carry in one hand by an
officer from the car or if walking.
The unit shall have a range of up to 300 feet.
The unit shall operate from an internal rechargeable battery from both
a car's cigarette lighter and 110V AC.
The unit shall be supplied with both a rubber antenna for remote use
and a magnetic mount rooftop antenna for in car use.
3.9 ACCESSORIES AND SPARES:
The contractor shall provide necessary straps and other accessories
for attaching and removing the participant's transmitter. At no
additional cost, the contractor shall supply an inventory of spare
participant equipment. The quantity supplied shall be equal to 10% of
the agency's active units. All units shall be maintained at the
agency's office for use as immediate replacement, when needed.
The contractor shall maintain a stable spare inventory level and
promptly replenish this spare stockpile when needed and within 48
hours after notification. The cost of maintaining spare inventory
shall be included in the monthly fee.
3.10 MAINTENANCE AND REPAIRS:
The contractor shall maintain the equipment and spares in good
condition and arrange for the repair or replacement of the equipment
within 24 hours.
3.11 LOST OR DAMAGED EQUIPMENT:
The Judiciary will not be responsible for lost or damaged equipment.
3.12 TECHNICAL AND OPERATIONAL SUPPORT:
The contractor shall have technical and operational telephone support
available on a toll free basis 24 hours per day, 7 days per week,
during the entire contract period. The contractor shall also provide
on-site technical support when required. This on-site support may be
requested when it is determined the problem can not be corrected by
telephone. The vendor shall include a statement in their proposal of
the support services offered.
3.13 DOCUMENTATION
The Contractor is required to provide all manuals, handbooks, and
documentation for the specified equipment. The Contractor may also be
required to provide accessories and supplies.
3.14 Data Confidentiality
All data contained in the source documents supplied by the State of
New Jersey and information regarding offenders and participants of the
state programs is to be considered confidential and shall be solely
for the use of the Issuing Office and the Using Agency. The
Contractor will be required to use reasonable care to protect the
confidentiality of the data. Any use, sale or offering of this data
in any form by the vendor, his/her employees or assignees will be
considered in violation of this contract and will cause infractions to
be reported to the State Attorney General for possible prosecution.
Penalties for violations of such guarantees will include, but are not
limited to cancellation of contract and/or legal action with no
damages paid by the State.
4.0 Proposal Preparation and Submission
4.1 General
The bidder must follow instructions contained in this RFP and in the
bid cover sheet in preparing and submitting its bid proposal. The
bidder is advised to thoroughly read and follow all instructions.
The information required to be submitted in response to this RFP has
been determined to be essential in the bid evaluation and contract
award process. Any qualifying statements made by the bidder to the
RFP'S requirements could result in a determination that the bidder's
proposal is materially non-responsive. Each bidder is given wide
latitude in the degree of detail it elects to offer or the extent to
which plans, designs, systems, processes and procedures are revealed.
Each bidder is cautioned, however, that insufficient detail may result
in a determination that the bid proposal is materially non-responsive
or, in the alternative, may result in a low technical score being
given to the bid proposal.
The bidder is instructed to clearly identify any requirement of this
RFP that the bidder cannot satisfy.
4.2 Proposal Delivery and Identification
In order to be considered, a bid proposal must arrive at the Purchase
Bureau in accordance with the instructions on the RFP cover sheet.
Bidders submitting proposals are cautioned to allow adequate delivery
time to ensure timely delivery of proposals. State regulation
mandates that late proposals are ineligible for consideration. The
exterior of all bid proposal packages must be labeled with the bid
identification number, final bid opening date and the buyer's name.
All of this information is set forth at the top of the RFP cover
sheet.
4.3 Number of Bid Proposal Copies
Each bidder must submit one (1) complete ORIGINAL bid proposal,
clearly marked as the "ORIGINAL" bid proposal. Each bidder must
submit seven (7) full, complete and exact copies of the original. The
copies required are necessary in the evaluation of your bid. Bidders
failing to provide the required number of copies will be charged the
cost incurred by the State in producing the required number of copies.
It is suggested that the bidder make and retain a copy of its bid
proposal.
4.4 Proposal Content
The proposal should be submitted in one volume and that volume divided
into four (4) Sections as follows:
4.4.1 Section 1 - Forms
4.4.1.1 Ownership Disclosure Form
In the event the bidder is a corporation or partnership, the bidder
must complete the attached Ownership Disclosure Form. A completed
Ownership Disclosure Form must be received prior to or accompanying
the bid. Failure to do so will preclude the award of the contract.
4.4.1.2 MacBride Principles Certification
The bidder must complete the attached MacBride Principles
Certification evidencing compliance with the MacBride Principles.
Failure to do so may result in the award of the contract to another
vendor.
4.4.1.3 Affirmative Action
The bidder must complete the attached Affirmative Action Employee
Information Report, or, in the alternative, supply either a New Jersey
Affirmative Action Certificate or evidence that the bidder is
operating under a Federally approved or sanctioned affirmative action
program. The requirement is a precondition to entering into a valid
and binding contract.
4.4.1.4 Set Aside Contracts
Not applicable to this procurement.
4.4.1.5 Bid Bond
Not applicable to this procurement.
4.4.2 Section 2 - Technical Proposal
In this Section, the bidder shall describe its approach and plans for
accomplishing the work outlined in the Scope of Work Section, i.e.,
Section 3.0. The bidder must set forth its understanding of the
requirements of this RFP and its ability to successfully complete the
contract. This Section of the proposal should contain at least the
following information:
4.4.2.1 Management Overview
The bidder shall set forth its overall technical approach and plans to
meet the requirements of the RFP in a narrative format. This
narrative should convince the State that the bidder understands the
objectives that the contract is intended to meet, the nature of the
required work and the level of effort necessary to successfully
complete the contract. This narrative should convince the State that
the bidder's general approach and plans to undertake and complete the
contract are appropriate to the tasks and subtasks involved.
Mere reiterations of RFP tasks and subtasks are strongly discouraged
as they do not provide insight into the bidder's ability to complete
the contract. The bidder's response to this Section should be
designed to convince the State that the bidder's detailed plans and
approach proposed to complete the Scope of Work are realistic,
attainable and appropriate and that the bidder's proposal will lead to
successful contract completion.
4.4.2.2 Contract Management
The bidder should describe its specific plans to manage control and
supervise the contract to ensure satisfactory contract completion
according to the required schedule. The plan should include the
bidder's approach to communicate with the State Contract Manager
including, but not limited to, status meetings, status reports, etc.
4.4.2.3 Contract Schedule
Not applicable to this procurement
4.4.2.4 Mobilization And Implementation Plan
It is essential that the State move forward quickly to have the
contract in place. Therefore, the bidder must include as part of its
proposal a mobilization and implementation plan, beginning with the
date of notification of contract award.
Such mobilization and implementation plan should include the following
elements:
(a) A detailed timetable for the mobilization and implementation
period of 90 days.
This timetable should be designed to demonstrate how the bidder will
have the contract up and operational within the period of 90 days from
the date of notification of award.
(b) The bidder's plan for the deployment and use of management,
supervisory or other key personnel during the mobilization and
implementation period. The plan should show all management,
supervisory and key personnel that will be assigned to manage,
supervise and monitor the bidder's mobilization and implementation of
the contract within the period of 90 days.
NOTE: The bidder should clearly identify management, supervisory or
other key staff that will be assigned only during the mobilization and
implementation period.
The bidder's plan for recruitment of staff required to provide all
services required by the RFP on the contract start date at the end of
the mobilization and implementation period covering
The bidder should submit a plan for the purchase and distribution of
equipment, inventory, supplies, materials, etc. that will be required
to fully implement the contract on the required start date.
The bidder should submit a plan for the use of subcontractor(s), if
any, on this contract. Emphasis should be on how any subcontractor
identified will be involved in the mobilization and implementation
plan.
4.4.2.5 Potential Problems
The bidder should set forth a summary of any and all problems that the
bidder anticipates during the term of the contract. For each problem
identified, the bidder should provide its proposed solution.
4.4.3 Section 3 - Organizational Support and Experience
The bidder should include information relating to its organization,
personnel, and experience, including, but not limited to, references,
together with contact names and telephone numbers, evidencing the
bidder's qualifications, and capabilities to perform the services
required by this RFP.
4.4.3.1 Location
The bidder should include the location of the bidder's office that
will be responsible for managing the contract. The bidder should
include the telephone number and name of the individual to contact.
4.4.3.2 Organization Chart (Contract Specific)
The bidder should include a contract organization chart, with names
showing management, supervisory and other key personnel (including
subcontractor's 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.
4.4.3.3 Resumes
Detailed resumes should be submitted for all management, supervisory
and key personnel to be assigned to the contract. Resumes should be
structured to emphasize relevant qualifications and experience of
these individuals in successfully completing contracts of a similar
size and scope to those required by this RFP. Resumes should clearly
identify previous experience in completing similar contracts.
Beginning and ending dates should be given for each similar contract.
A description of the contract should be given and should demonstrate
how the individual's work on the completed contract relates to the
individual's ability to contribute to the successfully providing the
services required by this RFP. With respect to each similar contract,
the bidder should include the name and address of each reference
together with a person to contact for a reference check and a
telephone number.
In the event the bidder must hire or otherwise engage management,
supervisory and/or key personnel if awarded the contract, the bidder
should include a recruitment plan for such personnel. Such
recruitment plan should demonstrate that the bidder will be able to
initiate and complete the contract within the time frame required by
this RFP.
4.4.3.4 Backup Staff
The bidder should include a list of backup staff that may be called
upon to assist or replace primary individuals assigned. Backup staff
must be clearly identified as backup staff.
In the event the bidder must hire management, supervisory and/or key
personnel if awarded the contract, the bidder should include, as part
of its recruitment plan, a plan to secure backup staff in the event
personnel initially recruited need assistance or must be replaced
during the contract term.
4.4.3.5 Organization Chart (Entire Firm)
The bidder should include an organization chart showing the bidder's
entire organizational structure. This chart should show the
relationship of the individuals assigned the contract to the bidder's
overall organizational structure.
4.4.3.6 Experience of Bidder on Contracts of Similar Size and Scope
The bidder should provide a comprehensive listing of contracts of
similar size and scope that it has successfully completed, as evidence
of the bidder's ability to successfully complete the services required
by this RFP. Emphasis should be placed on contracts that are similar
in size and scope to those required by this RFP. A description of all
such contracts should be included and should show how such contracts
relate to the ability of the firm to complete the services required by
this RFP. For each such contract, the bidder should provide the name
and telephone number of a contact person for the other contract party.
Beginning and ending dates should also be given for each contract.
4.4.3.7 Financial Capability of the Bidder
The bidder should provide proof its financial capacity and
capabilities to undertake and successfully complete the contract. A
certified financial statement for the most recent fiscal year and
current bank reference(s) are acceptable.
4.4.3.8 Subcontractor(s)
4.4.3.8.1 Should the bidder propose to utilize a subcontractor(s) to
fulfill any of its obligations, the bidder shall be responsible for
the subcontractor's(s'): (a) performance; (b) compliance with all of
the terms and conditions of the contract; and (c) compliance with the
requirements of all applicable laws.
4.4.3.8.2 The bidder must provide a detailed description of services
to be provided by each subcontractor, referencing the applicable
Section or Subsection of this RFP.
4.4.3.8.3 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.
4.4.3.8.4 The bidder should provide documented experience demonstrate
that each subcontractor has successfully performed work on contracts
of a similar size and scope to the work that the subcontractor is
designated to perform in the bidder's proposal.
4.4.4 Section 4 - Cost Proposal
The bidder must submit all requested pricing information. Failure to
submit all requested pricing information may result in the bidder's
proposal being considered materially non-responsive. Each bidder must
hold its price(s) firm for a minimum of ninety (90) days following bid
opening to permit the completion of the evaluation of proposals
received and the contract award process.
5.0 Special Contractual Terms AND Conditions
5.1 Precedence of Contractual Terms and Conditions
The contract shall consist of this RFP, addendum to this RFP, the
contractor's bid proposal and the Division's Notice of Acceptance.
Unless specifically noted within this RFP, the Standard Terms and
Conditions take precedence over the Special Terms and Conditions.
In the event of a conflict between the provisions of this RFP,
including the Standard Terms and Conditions and the Special Terms and
Conditions, and any addendum to the RFP, the addendum shall govern.
In the event of a conflict between the provisions of this RFP,
including any addendum to this RFP, and the bidder's proposal, the RFP
and/or the addendum shall govern.
5.2 Performance Bond
This section supplements Section 3.3b of the Standard Terms and
Conditions. A performance bond is required. The amount of the
performance bond is noted on the RFP cover sheet. The performance
bond must be posted within 30 days of the effective date of the
contract award. The performance bond must remain in full force and
effect for the term of the contract and any extension thereof.
5.3 Foreign (Out of State) Corporations
All foreign corporations receiving a notice of contract award shall be
afforded seven (7) days thereafter to register with the Division of
Revenue.
5.4 Contract Term and Extension Option
The term of the contract shall be for a period of three (3) years.
The anticipated "Contract Effective Date" is provided on the cover
sheet of this RFP. If delays in the bid process result in an
adjustment of the anticipated Contract Effective Date, the bidder
agrees to accept a contract for the full term of the contract. The
contract may be extended for an additional two (2) one year periods,
by mutual written consent of the contractor and the Director.
5.5 Contract Transition
In the event services end by either contract expiration or
termination, it shall be incumbent upon the contractor to continue
services, if requested by the Director, until new services can be
completely operational. The contractor acknowledges its
responsibility to cooperate fully with the replacement contractor and
the State to ensure a smooth and timely transition to the replacement
contractor. Such transitional period shall not extend more than
ninety (90) days beyond the expiration date of the contract, or any
extension thereof. The contractor will be reimbursed for services
during the transitional period at the rate in effect when the
transitional period clause is invoked by the State.
5.6 Availability of Funds
The State's obligation to pay the contractor is contingent upon the
availability of appropriated funds from which payment for contract
purposes can be made. No legal liability on the part of the State for
payment of any money shall arise unless funds are made available each
fiscal year to the Using Agency by the Legislature.
5.7 Contract Amendment
Any changes or modifications to the terms of the contract shall only
be valid when they have been reduced to writing and executed by the
contractor and the Director.
5.8 Contractor Responsibilities
The contractor shall have sole responsibility for the complete effort
specified in the contract. Payment will be made only to the
contractor. The contractor shall have sole responsibility for all
payments due any subcontractor.
The contractor is responsible for the professional quality, technical
accuracy and timely completion and submission of all deliverables,
services or commodities required to be provided under the contract.
The contractor shall, without additional compensation, correct or
revise any errors, omissions, or other deficiencies in its
deliverables and other services. The approval of deliverables
furnished under this contract shall not in any way relieve the
contractor of responsibility for the technical adequacy of its work.
The review, approval, acceptance or payment for any of the services
shall not be construed as a waiver of any rights that the State may
have arising out of the contractor's performance of this contract.
5.9 Substitution of Staff
If it becomes necessary for the contractor to substitute any
management, supervisory or key personnel, the contractor will identify
the substitute personnel and the work to be performed.
The contractor must provide detailed justification documenting the
necessity for the substitution. Resumes must be submitted evidencing
that the individual(s) proposed as substitution(s) have qualifications
and experience equal to or better than the individual(s) originally
proposed or currently assigned.
The contractor shall forward a request to substitute staff to the
State's Contract Manager for consideration and approval. No
substitute personnel are authorized to begin work until the contractor
has received written approval to proceed from the State Contract
Manager.
5.10 Substitution or Addition of Subcontractor(s)
This Subsection serves to supplement but not to supersede Section 3.11
of the Standard Terms and Conditions of this RFP.
If it becomes necessary for the contractor to substitute and/or add a
subcontractor, the contractor will identify the proposed new
subcontractor and the work to be performed. The contractor must
provide detailed justification documenting the necessity for the
substitution or addition.
The contractor must provide detailed resumes 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.
In the event a subcontractor is proposed as a substitution, the
proposed subcontractor must equal or exceed the qualifications and
experience of the subcontractor being replaced. In the event the
subcontractor is proposed as an addition, the proposed subcontractor's
qualifications and experience must equal or exceed that of similar
personnel proposed by the contractor in its bid proposal.
The contractor shall forward a written request to substitute or add a
subcontractor to the State Contract Manager for consideration. If the
State Contract Manager approves the request, the State Contract
Manager will forward the request to the Director for final approval.
No substituted or additional subcontractors are authorized to begin
work until the contractor has received written approval from the
Director.
5.11 Ownership of Material
All data, technical information, materials gathered, originated,
developed, prepared, used or obtained in the performance of the
contract, including, but not limited to, all reports, surveys, plans,
charts, literature, brochures, mailings, recordings (video and/or
audio), pictures, drawings, analyses, graphic representations,
software computer programs and accompanying documentation and print-
outs, notes and memoranda, written procedures and documents,
regardless of the state of completion, which are
prepared for or are a result of the services required under this
contract shall be and remain the property of the State of New Jersey
and shall be delivered to the State of New Jersey upon 30 days notice
by the State. With respect to software computer programs and/or
source codes developed for the State, the work shall be considered
"work for hire", i.e., the State, not the contractor or subcontractor,
shall have full and complete ownership of all software computer
programs and/or source codes developed.
5.12 Data Confidentiality
All financial, statistical, personnel and/or technical data supplied
by the State to the contractor are confidential. The contractor is
required to use reasonable care to protect the confidentiality of such
data. Any use, sale or offering of this data in any form by the
contractor, or any individual or entity in the contractor's charge or
employ, will be considered a violation of this contract and may result
in contract termination and the contractor's suspension or debarment
from State contracting. In addition, such conduct may be reported to
the State Attorney General for possible criminal prosecution.
5.13 News Releases
The contractor is not permitted to issue news releases pertaining to
any aspect of the services being provided under this contract without
the prior written consent of the Director.
5.14 Advertising
The contractor shall not use the State's name, logos, images, or any
data or results arising from this contract as a part of any commercial
advertising without first obtaining the prior written consent of the
Director.
5.15 Licenses and Permits
The contractor shall obtain and maintain in full force and effect all
required licenses, permits, and authorizations necessary to perform
this contract. The contractor shall supply the State's Contract
Manager with evidence of all such licenses, permits and
authorizations. This evidence shall be submitted subsequent to the
contract award. All costs associated with any such licenses, permits
and authorizations must be considered by the bidder in its bid
proposal.
5.16 Claims and Remedies
5.16.1 Claims
The following shall govern claims made by the contractor regarding
contract award recision, contract interpretation, contractor
performance and/or suspension or termination.
Final decisions concerning all disputes relating to contract award
recision, contract interpretation, contractor performance and/or
contract reduction, suspension or termination are to be made in a
manner consistent with N.J.A.C. 17:12-1.1, et seq. The Director's
final decision shall be deemed a final agency action reviewable by the
Superior Court of New Jersey, Appellate Division.
All claims asserted against the State by the contractor shall be
subject to the New Jersey Tort Claims Act, N.J.S.A. 59:1-1, et seq.,
and/or the New Jersey Contractual Liability Act, N.J.S.A. 59:13-1, et
seq. However, any claim against the State relating to a final
decision by the Director regarding contract award recision, contract
interpretation, contractor performance and/or contract reduction,
suspension or termination shall not accrue, and the time period for
performing any act required by N.J.S.A. 59:8-8 or 59:13-5 shall not
commence, until a decision is rendered by the Superior Court of New
Jersey, Appellate Division (or by the Supreme Court of New Jersey, if
appealed) that such final decision by the Director was improper.
5.16.2 Remedies
Nothing in the contract shall be construed to be a waiver by the State
of any warranty, expressed or implied, or any remedy at law or equity,
except as specifically and expressly stated in a writing executed by
the Director.
5.17 Late Delivery and Liquidated Damages
The contractor must immediately advise the State Contract Manager of
any circumstance or event that could result in late completion of any
task or subtask called for to be completed on a date certain.
Notification must also be provided to the Director at the address
below:
The State of New Jersey
Director, Division of Purchase and Property
Purchase Bureau
PO Box 230
33 West State St.
Trenton, New Jersey 08625-0230
If the contractor cannot meet the contract completion date for any
task or subtask required to be completed by a date certain, the
contractor shall be liable to the State to the sum of $200.00
per workday that such task, subtask or work remains incomplete
following it's contractually agreed upon completion date. Such sum
shall be treated as liquidated damages and not as penalty.
5.18 Retainage
Not applicable to this procurement.
5.19 State's Option to Reduce Scope of Work
The State has the option, in its sole discretion, to reduce the scope
of work for any task or subtask called for under this contract. In
such an event, the Director shall provide advance written notice to
the contractor.
Upon receipt of such written notice, the contractor will submit,
within five (5) working days to the Director and the State Project
Manager, an itemization of the work effort already completed by task
or subtask. The contractor shall be compensated for such work effort
according to the applicable portions of its cost proposal.
5.20 Suspension of Work
The State Contract Manager may, for valid reason, issue a stop order
directing the contractor to suspend work under the contract for a
specific time. The contractor shall be paid until the effective date
of the stop order. The contractor shall resume work upon the date
specified in the stop order, or upon such other date as the State
Contract Manager may thereafter direct in writing. The period of
suspension shall be deemed added to the contractor's approved schedule
of performance. The Director and the contractor shall negotiate an
equitable adjustment, if any, to the contract price.
5.21 Change in Law
Whenever an unforeseen change in applicable law or regulation affects
the services that are the subject of this contract, the contractor
shall advise the State Contract Manager and the Director in writing
and include in such written transmittal any estimated increase or
decrease in the cost of its performance of the services as a result of
such change in law or regulation. The Director and the contractor
shall negotiate an equitable adjustment, if any, to the contract
price.
5.22 Additional Work and/or Special Projects
The contractor shall not begin performing any additional work or
special projects without first obtaining written approval from both
the State Contract Manager and the Director.
In the event of additional work and/or special projects, the
contractor must present a written proposal to perform the additional
work to the State Contract Manager. The proposal should provide
justification for the necessity of the additional work. The
relationship between the additional work and the base contract work
must be clearly established by the contractor in its proposal.
The contractor's written proposal must provide a detailed description
of the work to be performed broken down by task and subtask. The
proposal should also contain details on the level of effort, including
hours, labor categories, etc., necessary to complete the additional
work.
The written proposal must detail the cost necessary to complete the
additional work in a manner consistent with the contract. The written
cost proposal must be based upon the hourly rates, unit costs or other
cost elements submitted by the contractor in the contractor's original
bid proposal submitted in response to this RFP. Whenever possible,
the cost proposal should be a firm, fixed cost to perform the required
work. The firm fixed price should specifically reference and be tied
directly to costs submitted by the contractor in its original bid
proposal. A payment schedule, tied to successful completion of tasks
and subtasks, must be included.
Upon receipt and approval of the contractor's written proposal, the
State Contract Manager shall forward same to the Director for the
Director's written approval. Complete documentation from the Using
Agency, confirming the need for the additional work, must be
submitted. Documentation forwarded by the State Contract Manager to
the Director must all include all other required State approvals, such
as those that may be required from the State of New Jersey's Office of
Management and Budget (OMB) and Office of Information and Technology
(OIT).
No additional work and/or special project may commence without the
Director's written approval. In the event the contractor proceeds
with additional work and/or special projects without the Director's
written approval, it shall be at the contractor's sole risk. The
State shall be under no obligation to pay for work done without the
Director's written approval.
5.23 Form of Compensation and Payment
This Section supplements Section 4.5 of the RFP'S Standard Terms and
Conditions. The contractor must submit official State invoice forms
to the Using Agency with supporting documentation evidencing that work
for which payment is sought has been satisfactorily completed.
When applicable, invoices should reference the appropriate RFP price
sheet line number from the contractor's bid proposal. All invoices
must be approved by the State Contract Manager before payment will be
authorized.
Invoices must also be submitted for any special projects, additional
work or other items properly authorized and satisfactorily completed
under the contract. Invoices shall be submitted according to the
payment schedule agreed upon when the work was authorized and
approved. Payment can only be made for work when it has received all
required written approvals and has been satisfactorily completed.
Payment to Contractor - Optional Method
The State of New Jersey now offers State contractors the opportunity
to be paid through the VISA procurement card (p-card). A contractor's
acceptance and a State agency's use of the p-card, however, is
optional.
P-card transactions do not require the submission of either a
contractor invoice or a State payment voucher. Purchasing
transactions using the p-card will usually result in payment to a
contractor in three days.
A contractor should take note that there will be a transaction-
processing fee for each p-card transaction. To participate, a
contractor must be capable of accepting the VISA card. Additional
information can be obtained from banks or merchant service companies.
5.24 Year 2000 Compliance
The following requirements will be part of all contracts resulting
from the bid proposal submitted in response to this RFP.
5.24.1 Definitions Specific to Year 2000
Date Data - Shall mean any data or input which includes an indication
of or reference to date.
Four Digit Year Format - format that allows entry or processing of
four-digit year date: the first two digits will designate the century
and the second two digits shall designate the year within the century.
As example, 1996 shall mean 96th year of the 20th century.
Leap Year - The year during which an extra day is added in February
(February 29th). Leap Year occurs in all years divisible by 400 or
evenly divisible by 4 and not evenly divisible by 100. For example,
1996 is a Leap Year since it is divisible by 4 and not evenly
divisible by 100. 2000 is Leap Year since it is divisible by 400.
Year 2000 Compliant - The data outside the range of 1990-1999 will be
correctly processed, either on-line or batch processing, in any level
of computer hardware or software including, but not limited to,
microcode, firmware, application programs, files and databases.
Products - Include, but are not limited to, any hardware, software,
firmware, microcode or integrated systems developed, customized,
supplied or supported by the contractor.
5.24.2 Contractor represents and warrants that all hardware and
software products (Products) and/or integrated data processing systems
which are supplied to the State by the contractor under this agreement
are designed and intended to be used prior to, during, and after the
calendar year 2000. Contractor further represents and warrants that
all such Products and/or integrated data processing systems
individually and in combination, will operate during each such time
period without error relating to date data, specifically including,
but not limited to any error resulting from, relating to, or the
product of, date data which represents or references different
centuries or more than one century and any errors resulting from or
relating to calculations, processing or sequencing employing date
data. Contractor further represents and warrants that none of the
Products and/or integrated data processing systems uses proprietary
table calculations in resolving year 2000 date data values.
5.24.3 Without limiting the foregoing in any manner, contractor
further represents and warrants:
5.24.3.1 That the Products and/or integrated data processing systems
will not abnormally end or provide invalid or incorrect results as a
result of date data, specifically including date data which represents
or references different centuries or more than one century.
5.24.3.2 That the Products and/or integrated data processing systems
have been designed to ensure year 2000 compatibility, including, but
not limited to, date data century recognition, calculations which
accommodate same century and multi-century formulas and date values,
date data century display formats and date data interface values that
reflect the century.
5.24.3.3 That the Products and/or integrated data processing systems
include "year 2000 capabilities." For the purpose of this Agreement,
"year 2000 capabilities" means the Products and/or integrated data
processing systems:
5.24.3.4 That the Products and/or integrated data processing systems
will manage and manipulate data involving dates, including single
century formulas and multi-century formulas, and will not cause an
abnormally ending scenario within the application or generate
incorrect values or invalid results involving such dates; and that the
Products and/or integrated data processing systems shall provide that
all date-related data interface functionality, including the
indication of century performance as indicated above.
5.24.3.5 That the Products and/or integrated data processing systems
design and performance adhere to ISO 8601 and FIPS 4-1 standard.
5.24.4 Year 2000 Compliance Performance Warranty
Contractor further warrants and represents that the Products and or
integrated data processing systems are and will continue to be year
2000 compliant. All date processing by the Products will include Four
Digit Year Format and recognize and correctly process dates for Leap
Year and that processing or calculations involving Leap Year will not
result in software, firmware or hardware failure. Additionally, all
date sorting or sequencing by the Products that includes a "year
category" shall be done based on the Four Digit Year Format code.
5.24.5 Year 2000 Warranties
Contractor represents and warrants that:
5.24.5.1 The Products and/or integrated data processing systems will
function without error or interruption related to Date Data,
specifically including errors or interruptions from functions which
may involve Date Data from more than one century;
5.24.5.2 The Products and/or integrated data processing systems
require that all Date Data (whether received from users, systems,
applications, or other sources) include an indication of century in
each instance;
5.24.5.3 All date output and results, in any form, shall include an
indication of century in each instance.
5.24.5.4 Remedies for Non-Compliance of Year 2000 Compliance Warranty
Contractor agrees to pay liquidated damages in the amount of $200.00
per day for each day the Products and/or integrated data processing
systems fail to maintain and uphold the Year 2000 Compliance
Performance
Warranty described.
The foregoing is in addition to the other representations and
warranties set forth herein.
6.0 Proposal Evaluation/contract AWARD
6.1 Proposal Evaluation Committee
Proposals may be evaluated by an Evaluation Committee composed of
members of affected departments and agencies together with
representative(s) from the Purchase Bureau. Representatives from
other governmental agencies may also serve on the Evaluation
Committee. On occasion, the Evaluation Committee may choose to make
use of the expertise of outside consultant in an advisory role.
6.2 Oral Presentation and/or Clarification of Proposal
A bidder may be required to give an oral presentation to the
Evaluation Committee concerning its bid proposal. The Evaluation
Committee may also require a bidder to submit written responses to
questions regarding its proposal.
The purpose of such communication with a bidder, either through an
oral presentation or a letter of clarification, is to provide an
opportunity for the bidder to clarify or elaborate on its bid
proposal. Original bid proposals submitted, however, cannot be
supplemented, changed, or corrected in any way. No comments regarding
other bid proposals are permitted. Bidders may not attend
presentations made by their competitors.
It is within the Evaluation Committee's discretion whether to require
a bidder to give an oral presentation or require a bidder to submit
written responses to questions regarding its proposal. Action by the
Evaluation Committee in this regard should not be construed to imply
acceptance or rejection of a proposal. The Purchase Bureau buyer will
be the sole point of contact regarding any request for an oral
presentation or clarification.
6.3 Evaluation Criteria
The following evaluation criteria categories, not necessarily listed
in order of significance, will be used to evaluate bid proposals
received in response to this RFP. The evaluation criteria categories
may be used to develop more detailed evaluation criteria to be used in
the evaluation process:
6.3.1 The bidder's general approach and plans in meeting the
requirements of this RFP.
6.3.2 Not applicable to this procurment
6.3.3 The bidder's documented experience in successfully completing
contracts of a similar size and scope to those required by this RFP.
6.3.4 The qualifications and experience of the bidder's management,
supervisory or other key personnel assigned to the contract, with
emphasis on documented experience in successfully completing work on
contracts of similar size and scope to those required by this RFP.
6.3.5 The overall ability of the bidder to mobilize, undertake and
successfully complete the contract. This judgment will include, but
not be limited to the following factors: the number and
qualifications of management, supervisory and other staff proposed by
the bidder to complete the contract, the availability and commitment
to the contract of the bidder's management, supervisory and other
staff proposed and the bidder's contract management plan, including
the bidder's contract organizational chart.
6.3.6 The bidder's Cost Proposal
6.4 Contract Award
The contract shall be awarded with reasonable promptness by written
notice to that responsible bidder whose bid, conforming to the
invitation for bids, will be most advantageous to the State, price and
other factors considered. Any or all bids may be rejected when the
State Treasurer or the Director of the Division of Purchase and
Property determines that it is in the public interest so to do.
7.0 Bidder Data Sheets Bidder(s)' Capabilities, Organizational
Support and Experience/Technical Proposal
Warranty and Service
The products specified herein shall be covered under a minimum of a
one year warranty, including parts and labor. If the parts and labor
warranty is less than one year, the Contractor must indicate the
additional cost to extend the warranty to cover a one year period. The
Contractor shall indicate the type of warranty service provided (e.g.
on-site, depot) Specify warranty type
The Contractor shall indicate the name, address and phone number of
authorized service facility to be contacted if repairs are needed.
Name:_____________________________________________________________
Address:__________________________________________________________
Telephone:________________________________________________________
The Contractor is to quote response time in the event service is
required.
The Bidder's are required to submit their policy and procedure manuals
which detail their policies regarding alarm notification.
Warranty and Service
The authorized service facility to be contacted if repairs are needed.
Name:_________________________________________________________
Address:______________________________________________________
Telephone:____________________________________________________
The Contractor is to quote response time in the event service is
required.
All equipment proposed in response to this RFP must be available for
demonstration on the date the proposal is submitted. Arrangements for
vendor demonstrations will be made by the Purchase Bureau.
BIDDER RELATED EXPERIENCE AND REFERENCES:
The bidder shall provide a statement of experience in providing
similar equipment and services to government agencies. The bidder
shall list all of the agencies as references who have been using the
bidder's equipment and monitoring services for the past 24 months.
This reference list should show names, addresses, telephone numbers
and the number of units currently in use.
PROGRAM SCHEDULE AND DELIVERY
The bidder shall include a program schedule and delivery dates in the
proposal listing key items (monitoring service, equipment, training,
spare parts, reports, etc.) of this proposal. The schedule's start
date shall be based on the day of contract issuance by the State.
8.0 Price Sheet(s) and Supporting Detail
Not applicable to this procurement.
9.0 Exhibits/Attachments
Not applicable to this procurement.
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