1 State of New Jersey RICHARD J. CODEY DEPARTMENT OF THE TREASURY JOHN E. MCCORMAC, CPA Acting Governor DIVISION OF PURCHASE AND PROPERTY State Treasurer PURCHASE BUREAU P.O. BOX 230 TRENTON, NJ 08625-0230 March 15, 2005 TO: All Potential Bidders RE: RFP # 06-X-37829, Automated Child Support Enforcement System (ACSES) a) New Business Registration Requirements – This is a change from previous requirements. Failure to submit a copy of your Business Registration Certificate (or interim registration) from the Division of Revenue with the bid proposal may be cause for rejection of the bid proposal. b) Executive Order 134 (EO134) Certification and Disclosure Submittal Requirements Revised – In order to simplify the EO134 compliance process, effective December 22, 2004, submission of the EO134 Certification and Disclosure form will be required to be submitted following notice of intent to award. Enclosed please find a complete set of bid documents for the above-referenced solicitation. The following are the key dates for the project: Date Time Event 4-19-2005 9:00 AM Mandatory Pre-Bid Conference (Refer to RFP Section 1.3.3 for more information) 6-7-2005 2:00 PM Bid Submission Due Date (Refer to RFP Section 1.3.5 for more information) All questions concerning the RFP contents and the bidding process must be directed to the undersigned. Sincerely, Mary Lou Goho [email protected]
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State of New Jersey RICHARD J. CODEY DEPARTMENT OF THE TREASURY JOHN E. MCCORMAC, CPA
Acting Governor DIVISION OF PURCHASE AND PROPERTY State Treasurer
PURCHASE BUREAU P.O. BOX 230 TRENTON, NJ 08625-0230
March 15, 2005 TO: All Potential Bidders RE: RFP # 06-X-37829, Automated Child Support Enforcement System (ACSES) a) New Business Registration Requirements – This is a change from previous requirements. Failure
to submit a copy of your Business Registration Certificate (or interim registration) from the Division of Revenue with the bid proposal may be cause for rejection of the bid proposal.
b) Executive Order 134 (EO134) Certification and Disclosure Submittal Requirements Revised – In
order to simplify the EO134 compliance process, effective December 22, 2004, submission of the EO134 Certification and Disclosure form will be required to be submitted following notice of intent to award.
Enclosed please find a complete set of bid documents for the above-referenced solicitation. The following are the key dates for the project:
Date Time Event
4-19-2005 9:00 AM Mandatory Pre-Bid Conference (Refer to RFP Section 1.3.3 for more information)
6-7-2005 2:00 PM Bid Submission Due Date (Refer to RFP Section 1.3.5 for more information)
All questions concerning the RFP contents and the bidding process must be directed to the undersigned. Sincerely, Mary Lou Goho [email protected]
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ATTENTION VENDORS Vendor Information and Bidding Opportunities
The Purchase Bureau maintains a bidders’ mailing list. You as a vendor may have basic information about your firm added to the bidder’s mailing list by visiting our website at http://www.state.nj.us/treasury/purchase/bidmaillist.htm and submitting a bidders’ mailing list application online. You may also download the application and instructions and submit the application by mail. Applications submitted online are processed more quickly than mailed applications. A bidders’ mailing list application gives you the opportunity to identify yourself as a potential bidder for the types of goods and services that your firm provides. The Purchase Bureau attempts (but does not guarantee) to provide firms on the bidders mailing list with notice of bidding opportunities related to the goods and services identified in the application. If you are already on the Purchase Bureau’s bidders’ mailing list and you need to change your information, contact Bid List Management at (609) 984-5396 Note: If you are an awarded State contractor and payments are not being directed to your proper remit-to address, you must send a letter on company letterhead to the Office of Management and Budget, Vendor Control Unit, PO Box 221, Trenton, NJ 08625 or fax that letter to 609-292-4882. In the letter you must include the current incorrect remit to address and your new correct remit-to address. If you have any question about this process you may call (609) 292-8124 for more information.
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S T A T E O F N E W J E R S E Y R E Q U E S T F O R P R O P O S A L BID NUMBER: 06-X-37829
FOR: Automated Child Support Enforcement System (ACSES)
TERM CONTRACT #: T-2314 REQUESTING AGENCY: 822050
ESTIMATED AMOUNT: N/A CONTRACT EFFECTIVE DATE: TBD COOPERATIVE PURCHASING: NO SET ASIDE: FOR SUBCONTRACTING ONLY
DIRECT ALL QUESTIONS AND INQUIRIES CONCERNING THIS RFP TO: MARY LOU GOHO, [email protected] (NO TELEPHONE OR FAX INQUIRIES ACCEPTED)
TO BE COMPLETED BY BIDDER: Address:
Firm Name:
PURSUANT TO N.J.S.A. 52:34 - 12 AND N.J.A.C. 17:12 - 2.2, PROPOSALS WHICH FAIL TO CONFORM WITH THE FOLLOWING REQUIREMENTS WILL BE AUTOMATICALLY REJECTED:
1) PROPOSALS MUST BE RECEIVED AT OR ON BEFORE THE PUBLIC OPENING TIME OF 2 PM Eastern Time on June 7, 2005, AT THE FOLLOWING PLACE: DEPARTMENT OF THE TREASURY, PURCHASE BUREAU, 33 WEST STATE STREET, 9TH FLOOR, PO BOX 230, TRENTON, NEW JERSEY 08625-0230. TELEPHONE, TELEFACSIMILE OR TELEGRAPH PROPOSALS WILL NOT BE ACCEPTED.
2) THE BIDDER MUST SIGN THE PROPOSAL. 3) THE BIDDER MUST INCLUDE ALL PRICE INFORMATION. PROPOSAL PRICES SHALL INCLUDE DELIVERY OF ALL ITEMS, F.O.B. DESTINATION OR
AS OTHERWISE PROVIDED. PRICE QUOTES MUST BE FIRM THROUGH ISSUANCE OF CONTRACT. 4) ALL BID PRICES MUST BE TYPED OR WRITTEN IN INK. 5) ALL CORRECTIONS, WHITE-OUTS, ERASURES, RESTRIKING OF TYPE, OR OTHER FORMS OF ALTERATION, OR THE APPEARANCE OF
ALTERATION, TO UNIT AND/OR TOTAL PRICES MUST BE INITIALED IN INK BY THE BIDDER. 6) THE BIDDER MUST SUBMIT WITH THE PROPOSAL BID SECURITY IN THE AMOUNT OF <>. CHECK THE TYPE OF BID SECURITY SUPPLIED:
ANNUAL BID BOND ON FILE: _____N/A_______ BID BOND ATTACHED: ____N/A_______ CERTIFIED OR CASHIERS CHECK ATTACHED: ______N/A______ LETTER OF CREDIT ATTACHED: _____N/A_______
7) THE BIDDER MUST COMPLETE AND SUBMIT, PRIOR TO THE SUBMISSION OF THE PROPOSAL, OR ACCOMPANYING THE PROPOSAL, THE ATTACHED OWNERSHIP DISCLOSURE FORM. (SEE N.J.S.A. 52:25-24.2).
8) THE BIDDER MUST ATTEND THE MANDATORY PRE-PROPOSAL CONFERENCE AT THE FOLLOWING DATE AND TIME: APRIL 19, 2005, 9:00 AM EASTERN TIME, THE CONFERENCE CENTER AT MERCER COUNTY COMMUNITY COLLEGE, 1200 OLD TRENTON ROAD, WEST WINDSOR, NJ, 08550..
ADDITIONAL REQUIREMENTS
9) PERFORMANCE SECURITY: 25% 10) PAYMENT RETENTION: 10%
11) AN AFFIRMATIVE ACTION FORM (ATTACHED) 12) A MACBRIDE PRINCIPALS CERTIFICATION (ATTACHED)
13) REQUESTED DELIVERY: SEE DETAILS ELSEWHERE IN RFP 14) CERTIFICATION OR NOTIFICATION OF REGISTRATION WITH THE SECRETARY OF STATE IF A FOREIGN (NON-NJ) CORPORATION, IF
NECESSARY (SEE N.J.S.A 14A:13-1 ET SEQ. AND N.J.A.C. 17:12-2.12). 15) FOR SET ASIDE CONTRACTS ONLY, N.J. DEPARTMENT OF COMMERCE CERTIFICATION OF REGISTRATION AS A SMALL BUSINESS (SEE N.J.A.C.
17:13-1.1 INCLUDED HEREIN. TO BE COMPLETED BY BIDDER
16) DELIVERY CAN BE MADE_______ DAYS OR _______ WEEKS AFTER RECEIPT OF ORDER.
17) CASH DISCOUNT TERMS (SEE RFP) _________%, _________ DAYS: NET ___________DAYS. 18) BIDDER PHONE NO: ________________________
19) BIDDER FAX NO. ___________________________________ 20) BIDDER E-MAIL ADDRESS. ___________________________________________
21) BIDDER FEDERAL ID NO. ____________________________ 22) YOUR BID REFERENCE NO. __________________________________________
SIGNATURE OF THE BIDDER ATTESTS THAT THE BIDDER HAS READ, UNDERSTANDS, AND AGREES TO ALL TERMS, CONDITIONS, AND SPECIFICATIONS SET FORTH IN THE REQUEST FOR PROPOSAL, INCLUDING ALL ADDENDA, FURTHERMORE, SIGNATURE BY THE BIDDER SIGNIFIES THAT THE REQUEST FOR PROPOSAL AND THE RESPONSIVE PROPOSAL CONSTITUTES A CONTRACT IMMEDIATELY UPON NOTICE OF ACCEPTANCE OF THE PROPOSAL BY THE STATE OF NEW JERSEY FOR ANY OR ALL OF THE ITEMS BID, AND FOR THE LENGTH OF TIME INDICATED IN THE REUEST FOR PROPOSAL. FAILURE TO ACCEPT THE CONTRACT WITHIN THE TIME PERIOD INDICATED IN THE REQUEST FOR PROPOSAL, OR FAILURE TO HOLD PRICES OR TO MEET ANY OTHER TERMS AND CONDITIONS AS DEFINED IN EITHER THE REQUEST FOR PROPOSAL OR THE PROPOSAL DURING THE TERM OF THE CONTRACT, SHALL CONSTITUTE A BREACH AND MAY RESULT IN SUSPENSION OR DEBARMENT FROM FURTHER STATE BIDDING. A DEFAULTING CONTRACTOR MAY ALSO BE LIABLE, AT THE OPTION OF THE STATE, FOR THE DIFFERENCE BETWEEN THE CONTRACT PRICE AND THE PRICE BID BY AN ALTERNATE VENDOR OF THE GOODS OR SERVICES IN ADDITION TO OTHER REMEDIES AVAILABLE.
23) ORIGINAL SIGNATURE OF BIDDER 24) NAME OF FIRM
25) PRINT/TYPE NAME AND TITLE 26) DATE
PBRFP-2 R7/02
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Table of Contents
1.0 INFORMATION FOR BIDDERS.....................................................................................................1 1.1 Summary Information......................................................................................................................1 1.2 Background .....................................................................................................................................1 1.3 Key Events ......................................................................................................................................3 1.4 Additional Information .....................................................................................................................5 2.0 DEFINITIONS .................................................................................................................................7 3.0 SCOPE OF WORK .......................................................................................................................10 3.1 Child Support Systems Development Experience ........................................................................10 3.2 Location.........................................................................................................................................11 3.3 Development and Implementation Activities.................................................................................11 3.4 Overview of Tasks and Responsibilities .......................................................................................11 3.5 Support for IV&V Reviews ............................................................................................................12 3.6 Functional and Technical Requirements.......................................................................................12 3.7 Technical Environment..................................................................................................................19 3.8 Database.......................................................................................................................................20 3.9 Data Conversion ...........................................................................................................................20 3.10 System Reliability..........................................................................................................................21 3.11 Security .........................................................................................................................................21 3.12 Backup and Recovery...................................................................................................................22 3.13 Local Area Network Specification .................................................................................................22 3.14 Software for Workstations.............................................................................................................22 3.15 Report Standards ..........................................................................................................................22 3.16 System Implementation.................................................................................................................23 3.17 Help Desk......................................................................................................................................23 3.18 Training .........................................................................................................................................26 3.19 Documentation ..............................................................................................................................29 3.20 Facility Requirements for Contractor Staff ....................................................................................29 3.21 Mandatory Interfaces and Application Integration ........................................................................29 3.22 Tasks and Deliverables.................................................................................................................30 4.0 PROPOSAL PREPARATION AND SUBMISSION......................................................................50 4.1 General .........................................................................................................................................50 4.2 Proposal Delivery and Identification..............................................................................................50 4.3 Number of Bid Proposal Copies....................................................................................................50 4.4 Proposal Content ..........................................................................................................................50 5.0 CONTRACTUAL TERMS AND CONDITIONS ............................................................................58 5.1 Precedence of Contractual Terms and Conditions .......................................................................58 5.2 State Contract Manager ................................................................................................................58 5.3 Performance Bond ........................................................................................................................59 5.4 Business Registration ...................................................................................................................59 5.5 Contract Term and Extension Option............................................................................................60 5.6 Contract Transition........................................................................................................................61 5.7 Availability of Funds ......................................................................................................................61 5.8 Contract Amendment ....................................................................................................................61 5.9 Contractor Responsibilities ...........................................................................................................61 5.10 Substitution of Staff .......................................................................................................................61 5.11 Substitution or Addition of Subcontractor(s) .................................................................................61 5.12 Ownership of Material ...................................................................................................................62 5.13 Data Confidentiality .......................................................................................................................63 5.14 News Releases .............................................................................................................................64
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5.15 Advertising ....................................................................................................................................64 5.16 Licenses and Permits....................................................................................................................64 5.17 Claims and Remedies ...................................................................................................................64 5.18 Liquidated Damages .....................................................................................................................64 5.19 Late Delivery .................................................................................................................................66 5.20 Retainage......................................................................................................................................66 5.21 State's Option to Reduce Scope of Work .....................................................................................66 5.22 Suspension of Work ......................................................................................................................66 5.23 Change in Law ..............................................................................................................................66 5.24 Contract Price Increase (Prevailing Wage)...................................................................................66 5.25 Additional Work and/or Special Projects.......................................................................................67 5.26 Form of Compensation and Payment ...........................................................................................67 5.27 Contract Activity Report ................................................................................................................67 5.28 Requirements of Executive Order 134..........................................................................................68 5.29 Substitution of Standard Terms and Conditions ...........................................................................69 5.30 Non-Collusion................................................................................................................................69 5.31 Requirements of Executive Order 129..........................................................................................70 6.0 PROPOSAL EVALUATION/CONTRACT AWARD .....................................................................71 6.1 Proposal Evaluation Committee....................................................................................................71 6.2 Oral Presentation and/or Clarification of Proposal........................................................................71 6.3 Evaluation Criteria.........................................................................................................................71 6.4 Best and Final Offer (BAFO).........................................................................................................72 6.5 Contract Award .............................................................................................................................72 7.0 ATTACHMENTS AND APPENDICES .........................................................................................73 ATTACHMENTS 1. Ownership Disclosure Form 2. MacBride Principles Form 3. Affirmative Action Supplement Forms 4. Subcontractor Set Aside Forms 5. Price Schedules 6. Executive Order 129 7. Reciprocity Form (Optional Submittal) APPENDICES 1. New Jersey Standard Terms and Conditions 2. Set-Off for State Tax Notice A. System Requirements B. Contractor Experience and Expertise C. Resume Template D. Detailed Design Specifications E. Project Management Structure F. Contractor Deliverables
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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 (the "Division"), on behalf of the State of New Jersey, Department of Human Services, (DHS), Division of Family Development (DFD), Office of Child Support Services (OCSS). The purpose of the RFP is to solicit proposals from qualified bidders to develop and implement a statewide Automated Child Support Enforcement System (ACSES) to meet the requirements of the IV-D Program, OCSS, DHS and the families served. The contractor must develop a statewide, certified Automated Child Support Enforcement System using, but not limited to, components of other state federally certified ACSESs identified in the feasibility study results conducted in November 2003 and satisfy the State's requirements, as set forth in this RFP. The ACSES described herein relies in large part on transferring the Michigan ACSES to New Jersey, which has been approved by the Federal government. The expected products and/or services are described in RFP Section 3.0 (Scope of Work). The intent of this RFP is to award a contract to that responsible bidder whose bid proposal, conforming to this RFP, is most advantageous to the State, price and other factors considered. 1.2 Background 1.2.1 Program Administration, Organization, and Technical Environment The Child Support Program was established in 1975 as Part D of Title IV of the Social Security Act. The purpose of the program is to locate non-custodial parents, establish paternity for children born out of wedlock, and obtain and enforce child and medical support orders. In New Jersey, the Program is State supervised and State and locally administered. The Division of Family Development, Office of Child Support Services serves as the State IV-D agency responsible for the overall administration of the program and has a cooperative agreement with the Administrative Office of the Courts (AOC) for assistance in the establishment and enforcement of child support orders. The Office of Child Support Services directly manages certain services such as, but not limited to, the State Parent Locator Service, the tax refund and unemployment benefit offset programs, and monitoring/ assessment studies of all local IV-D offices. The Administrative Office of the Courts maintains the Central Registry for the receipt of all incoming interstate complaints and maintains and reconciles accounts related to support payments. County Welfare Agencies are responsible for providing assistance to all eligible applicants in the location of non-custodial parents, in the establishment of paternity, and in obtaining a court order for child and medical support. Pursuant to the cooperative agreement with the AOC, the Family Divisions are responsible for scheduling cases for court and providing notice of all hearings. The Probation Divisions are responsible for the enforcement of these orders and the collection of payments. The Finance Divisions are responsible for adjustments to accounts and reconciliation of accounts. Payments are processed at the State Disbursement Unit by a contractor under contract with the State. The project described herein for an Implementation Contractor (“contractor”) has four levels of oversight, (1) the Division of Family Development, (2) the feasibility vendor, Policy Studies, Inc. (who is not permitted to bid on this project), (3) the Independent Verification and Validation (IV&V) vendor that will be selected via separate public procurement and governed by IEEE standards, and (4) the Federal Office of Child Support, which is the ultimate approver of all contract deliverables under the contract resulting from this RFP.
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In 1987, New Jersey began its conversion to a central computer system to which all County Welfare Agencies, Family Divisions, Probation Divisions, and Finance Divisions have access. The system is known as the Automated Child Support Enforcement System (ACSES). All twenty-one counties were operational as of February 1989. The Federal Office of Child Support conditionally certified the system for FSA 88 requirements in March 1998. The current system is limited by its origins in the information technology of 30 years ago. It is essentially a batch system that uses an inadequate database structure, and as such it can no longer meet the demands of an effective contemporary enforcement program. 1.2.2 Current Information Technology Environment ACSES operates on a Bull Olympus II (TA 253) mainframe. It is a centralized system with a hierarchical database of 65 database areas (25 of which can be updated in real time), 163 record types, containing 200 million database records of which more than 100 million are tracking records, more than 952 COBOL batch programs, and approximately 243 online screens. The approximately 90 DHS, AOC, Family Divisions, Finance Divisions, Probation Divisions, County Welfare Agencies, Sheriff’s Departments, and County Departments of Law using PCs running terminal emulation and a GUI screen-scraping application are connected to the mainframe through a TCP-IP wide area network (WAN). The DHS-CO OIS computing facilities are currently housed in two primary data centers: the HUB and the River Road Data Centers (RRDC). These two data centers are both located on the grounds of the New Jersey State Police headquarters complex in West Trenton, NJ. The Bull mainframe in the HUB Data Center has recently been upgraded from a DPS 9000 (Jupiter) system to a TA253 (Olympus 2). Printing is currently handled primarily by IBM facilities (using two OCE 744 Twin laser printers and two IBM 6262 impact printers), but use of iACquire is increasing. Disaster recovery (data backup at offsite location) is handled under a contract with Integris. OIT has replaced the BULL EPC1200 in its HUB data center with an IBM SP (Scalable POWER parallel) 9076. The SP9076 consists of five nodes, each with four 332 MHz processors, 3 GB memory, and an SSA Disk subsystem. The SB9076s currently are running AIX 4.3.3. The 9076 is supporting the data server backend of the UAP. The RRDC contains two IBM 9672 mainframes that support DHS/DFD, one is an IBM 9672-R56; and the other is an IBM 9672-R66. The 9672s are currently running IBM’s OS/390 operating system (with plans to migrate to z/OS), a transaction server, DBMS, TSO, and COBOL. In March 1998, the federal government conditionally certified New Jersey’s Automated Child Support Enforcement System (ACSES). ACSES maintains case records and account information on more than 360,000 active cases, and account records on approximately 280,000 child support orders. It allows the State to conduct automated matches with numerous data sources, and it automatically generates income withholding notices, driver’s licenses suspension notices, and numerous other notices to custodial parents, non-custodial parents, and employers without requiring caseworker intervention. In addition, ACSES accommodates centralized payment processing and performs distribution and disbursement of payments in accordance with federal standards. ACSES electronically interfaces with the Department of Labor for unemployment insurance and wage information, State Payroll for garnishment information, the Division of Taxation for interception of State Tax Refunds, Homestead Rebates, and Saver Rebates, and the Department of Treasury for interception of lottery winnings. ACSES also interfaces with several federal databases, including IRS, National Directory of New Hires, Federal Case Registry, CSENet and State contractors for Electronic Funds Transfer (EFT), State Directory of New Hires, payment processing, and Financial Institution Data Match.
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At 222 South Warren Street in Trenton, DHS-CO currently has a large IBM RS6000 Enterprise server complex that is configured in three tiers (web servers, WebSphere and Oracle application servers, Oracle database servers) and supports DFD, DDD and DMAHS UNIX/Oracle-based applications. DHS uses a dual production site architecture (primary/secondary) for its applications. A primary and secondary site is designated by application. The primary site includes on-site failover functionality and the secondary site is prepared for off-site failover. A duplicate DHS three-tier enterprise application zone exists at both production sites. The new child support application will be incorporated in this environment. Each DHS application has its own processors and memory. Processors and memory are not shared among multiple applications. Web servers, on the other hand, are shared by all of DHS and are configured with hardware-based load-balancing switches. DHS currently uses two IBM Sharks for storage with 2.1 Terabytes in the first unit and 0.8 Terabytes in the second unit. There is capacity to add an additional 5.1 Terabytes of storage. DHS has fully implemented Tivoli Storage Manager (and Oracle R-MAN) and is following IBM recommendations for backup procedures. DHS has recently been evaluated by an IBM storage management senior technician and has implemented all recommendations. 1.2.3 Child Support Program Goal New Jersey’s Child Support System, when fully operational, will allow OCSS to better fulfill the mission of the child support program by providing timely, responsive customer service to families and by assisting custodial parents in obtaining child support. The most important measure of this goal is meeting or exceeding the following performance standards:
• 80% of cases with orders • collecting 80% of current support due • collecting on 80% of cases with arrears • collecting five times the dollar amount expended
In the course of the development of this Child Support System, the Office of Child Support Services expects to create an effective and efficient business process with automated support for child support program administration functions and establish a partnership with the Administrative Office of the Courts (AOC) to support real-time interface between the two systems. OCSS expects this Child Support System to effectively support the New Jersey child support program for at least ten years. 1.3 Key Events 1.3.1 Questions and Inquiries It is the policy of the Division to accept questions and inquiries from all potential bidders receiving this RFP. Written questions must be e-mailed to the Purchase Bureau buyer at the following address: Mary Lou Goho E-Mail: [email protected] 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
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writing prior to the Mandatory Pre-Bid Conference. 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 must be e-mailed in writing to the attention of the assigned Purchase Bureau buyer. 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. 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/Time: April 19, 2005, 9:00 AM Eastern Location: The Conference Center at Mercer County Community College
1200 Old Trenton Road West Windsor, NJ 08550
Directions to the Pre-Bid Conference can be found on the web at www.mccc.edu/cc. CAUTION: Bid proposals will be automatically rejected from any bidder that was not represented or failed 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 as a written addendum to the RFP. Answers to deferred questions will also be formalized as a written addendum to this RFP. See RFP Section 1.4.1 for procedure to obtain addenda. 1.3.4 Document Review Website Additional requirements specifications materials will be available from the Document Review Website at http://www.njchildsupport.org. These documents include:
• Feasibility Study documents to provide background information regarding the State’s planning efforts.
• DHS Architecture documents. 1.3.5 Submission of Bid Proposal In order to be considered for award, the bid proposal must be received by the Purchase Bureau of the Division of Purchase and Property at the appropriate location by the required time. ANY BID PROPOSAL NOT RECEIVED ON TIME AT THE RIGHT PLACE WILL BE REJECTED. THE DATE, TIME AND LOCATION ARE: Date/Time: June 7, 2005, 2:00 PM Eastern Location: Bid Receiving Room – 9th Floor Department of the Treasury Division of Purchase and Property, Purchase Bureau
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33 West State Street, P.O. Box 230 Trenton, NJ 08625-0230 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. ALL RFP ADDENDA WILL BE ISSUED ON THE PURCHASE BUREAU WEB SITE. TO ACCESS ADDENDA THE BIDDER MUST SELECT THE BID NUMBER ON THE PURCHASE BUREAU'S "BIDDING OPPORTUNITIES" WEB PAGE AT THE FOLLOWING ADDRESS: http://www.state.nj.us/treasury/purchase/bid/summary/bid.shtml. There are no designated dates for release of addenda; therefore interested bidders should check the Purchase Bureau “Bidding Opportunities” website on a daily basis from time of RFP issuance through bid opening. Bidders are solely responsible to be knowledgeable of all addenda related to this procurement. 1.4.2 Addendum as a Part of this RFP Any addenda 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 bid proposal in response to this RFP, the bidder represents that it has satisfied itself, from its own investigation, of all the requirements of this RFP. 1.4.5 Cost Liability The State assumes no responsibility and bears no liability for costs incurred by bidders before the award of the contract resulting from this RFP. 1.4.6 Contents of Bid Proposal All bid proposals will be publicly opened and their entire content will become 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 with the Purchase Bureau buyer to inspect bid proposals received in response to this RFP. 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 do so may preclude an award being made to the bidder.
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1.4.8 Joint Venture If a joint venture is submitting a bid proposal, the agreement between the parties relating to such joint venture shall be submitted with the joint venture’s bid 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, MacBride Principles Certification, and business registration must be supplied for each party to a joint venture.
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2.0 DEFINITIONS The following definitions shall be part of any contract awarded or order placed as result of this RFP. ACF – Administration for Children and Families within the U.S. Department of Health and Human Services. Addendum – Written clarification or revision to this RFP issued by the Purchase Bureau. Administrative Region – One of four (4) geographic areas specified by OCSS for purposes of implementation. All-Inclusive Hourly Rate – An hourly rate comprised of all direct and indirect costs including, but not limited to: 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. 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 proposal in response to this RFP. Contract – This RFP, any addendum to this RFP, and the bidder’s proposal submitted in response to this RFP, as accepted by the State. Contractor – The bidder awarded a contract resulting from this RFP. Also referred to as the Implementation Contractor. Detailed System Specifications – Expansion of each requirement contained in the logical or functional system design to provide further detail and greater understanding of the expected system operational support, inclusive of screen/form layouts, reports layouts, processing, etc. Also known as Physical Design Specifications. DDD – Division of Developmental Disabilities within the Department of Human Services in the State of New Jersey. DFD – Division of Family Development within the Department of Human Services in the State of New Jersey. DHHS – Federal Department of Health and Human Services. DHS-CO – Department of Human Services Central Office in the State of New Jersey. Director – Director, Division of Purchase and Property, Department of the Treasury. By statutory authority, the Director is the chief contracting officer for the State of New Jersey. Division – The Division of Purchase and Property DMAHS – Division of Medical Assistance and Health Services within the Department of Human Services in the State of New Jersey. DYFS – Division of Youth and Family Services within the Department of Human Services in the State of New Jersey. Feasibility Vendor – See “Management Consultant Vendor”.
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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. 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. No additional fees or costs shall be paid by the State unless there is a change in the scope of work. IV&V Vendor – Independent Verification and Validation vendor. A vendor to be selected via a separate, publicly advertised procurement. The implementation contractor may not be awarded to the IV&V contractor. Management Consultant Vendor – Also known as the Feasibility Vendor. The vendor that prepared the feasibility study. May – Denotes that which is permissible, not mandatory. OCSE – Federal Office of Child Support Enforcement. OCSS – Office of Child Support Services within the State of New Jersey. Office – Denotes OCSS, AOC, CWA, Probation Division, Family Division, and Finance Division. Project – The undertaking or services that are the subject of this RFP. PRWORA – Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (P.L. 104-193). Request for Proposal (RFP) – This document which establishes the bidding and contract requirements and solicits bid proposals to meet the purchase needs of the using Agencies as identified herein. Requirements – A statement of the functional and technical capabilities required for automated support of the New Jersey Child Support Program. SDW – Shared Data Warehouse. The SDW is an existing Department of Human Services data warehouse, to which ACSES will interface, and which contains extracts of data sets for the management and operation of programs and for the creation of both regular and specialized reporting. The SDW is currently managed by ACS under a State contract. 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 as set forth in Sections 5.2, 5.2.1, 5.2.2 and 5.2.3. 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. Titles/Functions – See Appendix B, "Contractor Experience and Expertise", for a list of titles and description of functions applicable to this project.
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Using Agency or Agency – The entity for which the Division has issued this RFP and will enter into a contract. Web-Based Computer Application – A computer application that uses a thin-client architecture.
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3.0 SCOPE OF WORK The Division of Purchase and Property, on behalf of OCSS will contract with a contractor to develop an Automated Child Support Enforcement System (ACSES) by means of transferring, modifying, and implementing the Michigan Child Support Enforcement System and augmenting it with features and or functionality from other existing ACSESs from other states. (Identification and selection of Michigan's ACSES is documented in the feasibility study referenced in RFP Section 1.3.4.) The contractor must develop the system within the technical infrastructure of the Department of Human Services Office of Information Systems. The Child Support System must be implemented as a web-based computer application that meets all federal and State requirements. Child Support Program Objectives The most important of the objectives of the Child Support System development effort are to:
• Establish a technical environment that is consistent with current New Jersey DHS and DFD technical standards and direction (Appendix D).
• Establish technical capabilities that support efficient daily operations with online, real-time access and update of data.
• Establish technical capabilities that reduce specialized training needs by enhancing the ease of use.
• Establish technical capabilities that will create an efficient interface and integration with IV-A, IV-E, Title XIX, and AOC systems.
• Eliminate dual data entry to Child Support, IV-A, IV-E, Title XIX, and AOC systems. • Establish technical capabilities that will enhance systems staff's ability to respond to changing
program requirements, such as those in the President’s 2004 budget. • Establish edits and validations to promote data quality and reliability. • Establish functional capabilities that conform to federal regulations and State statutes. • Establish sound financial controls and adhere to standard accounting principles. • Establish management and operational analysis reporting. • Establish technical support utilities to enhance the maintainability of the technical infrastructure
and application. • Assure the confidential handling and protection of all client data, including any medical data
covered under the Health Insurance Portability and Accountability Act (HIPAA). • Assure compliance with Internal Revenue Service (IRS) safeguard requirements. • Assure system development efforts include representation and input from the Open Public
Records Act (OPRA) Custodian and HIPAA Privacy and Security Officers. • Assure that system development and operations of the Child Support System are in accordance
with Federal regulations and guidelines related to Section 508 compliance and Americans with Disabilities Act (ADA) legislation.
• Design, develop, implement, and maintain a Child Support System in accordance with industry standards and state and federal government standards.
3.1 Child Support Systems Development Experience The contractor selected for this project shall have experience in designing and developing federally certified ACSESs of similar size. The contractor shall have demonstrated compliance with the following requirements in order to have been selected:
• The contractor must have staff with experience in developing and implementing an OCSE-compliant, certified ACSES in at least one state within the last 5 years; such staff must be assigned to key roles in this project.
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• The contractor must have developed and implemented an OCSE-compliant, certified ACSES comparable in size and complexity to the New Jersey ACSES.
• The contractor’s proposed project manager must have at least five years experience in the management of a statewide human services systems development and implementation project.
• Contractor project staff must be on-site at the New Jersey facility established pursuant to this contract a minimum of 4 days per week.
Appendix B, "Contractor Experience and Expertise", describes in full the mandatory requirements of the contractor and its personnel.
3.2 Location The work to be performed under the contract resulting from this RFP, including development and maintenance, shall not be outsourced outside of the United States. 3.3 Development and Implementation Activities The Child Support System must be implemented through the development and deployment of the following components:
• System infrastructure • Security • Financial Management • Enforcement • Case Initiation • Locate • Establishment • Case Management
The system must be developed and implemented in two releases. System infrastructure, security, financial management, and enforcement components must be included in the first release. Case initiation, locate, establishment, and case management must be included in the second release. The contractor must develop an automated process to convert and transfer information from the current ACSES and from the AOC, IV-A, IV-E, and Title XIX systems. Real-time, synchronized linkages to the AOC, IV-A, IV-E, and Title XIX systems must be implemented. 3.4 Overview of Tasks and Responsibilities The contractor must develop detailed functional and technical design deliverables, develop the software, test the system, convert data from legacy systems, develop and deliver training, install and initialize the system, provide post-implementation support, and provide an effective maintenance transition at the completion of the contract term. Specifically, the contractor will be responsible for extracting and transferring data from the current Child Support System operating on the Bull mainframe for both batch and real time operations. The contractor may be responsible for extracting and transferring data from the new Child Support System to the legacy system. The contractor must work in collaboration with the State’s project management team to ensure project success. An overview of the responsibilities and deliverables of the State Management Team, the Project Management Consultant Contractor, the IV&V Contractor selected by the State, and the contractor is provided in Appendix E, "Project Management Structure".
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3.5 Support for IV&V Reviews The contractor must support independent verification and validation reviews of the activities pertaining to the development and implementation of the new system. These reviews will be conducted on a semi-annual basis by an Independent Verification and Validation (IV&V) Contractor selected to provide independent assessment of the project activities. The State will be guided by the recommendations of the IV&V review process. 3.6 Functional and Technical Requirements The State seeks to implement a Child Support System that will provide significantly improved automated support for the establishment and enforcement activities of the New Jersey child support program. The Child Support System shall be implemented as a web-based computer application compatible with a multi-tier architecture and integrated into DHS’ distributed information technology architecture. The system must meet all federal and State requirements. System requirements are found in Appendix A, "ACSES Reengineering Requirements", which describe in detail the features of the envisioned system. As set forth in the Feasibility Study approved by the Federal Office of Child Support, these requirements are to be implemented by constructing an ACSES based on transferring the ACSES from the State of Michigan and modifying it with some of the features and functionality of Wyoming, Maine, Pennsylvania and Vermont to meet the New Jersey child support processing requirements, as defined by the ACSES Reengineering Requirements (Appendix A) and ACSES Detailed System Specifications (Appendix D). Features from Wyoming, Pennsylvania and Vermont will only be used to inform the functional design of New Jersey’s system features. In order to conform to DHS' information technology architecture, the transferred Oracle components of the Michigan system must first be converted from PL-SQL to Java while retaining all the functionality of the Michigan system. The federal reporting components transferred from the Maine system must also be converted from PL-SQL to Java. After the conversion to Java, the system must be modified to incorporate the defined functional changes. 3.6.1 Summary Functional Requirements The requirements included in this RFP are those that are known at this time and are detailed in Appendix A, "ACSES Reengineering Requirements". Additional detailed requirement specifications are provided in Appendix D, "Detailed System Specifications", which are available from the Document Review Website. In recent years, the IV-D program has undergone a series of legislative initiatives to strengthen its effectiveness. The use of automation to implement the program directives is an essential component of program administration. The following sections summarize the requirements for reengineering New Jersey’s automated support system to achieve much-needed efficiencies. Appendix A provides the full detail of the requirements. The functional requirements of the ACSES include the elements described below. 3.6.1.1 Case Initiation Real-time linkages to the Administrative Office of the Courts (AOC), IV-A, IV-E, and Title XIX systems must be established. These linkages will the manual processing and support staff intervention at key decision making steps. 3.6.1.2 Person Entity Management The system must establish a person entity. Every effort must be made to achieve a common person file accessed by new IV-A, IV-E, and Title XIX systems. Person entity management must address the full range of attributes of a person, including demographics, identification data, addresses, employment, income, expenses, program status, occupation, licenses, assets, and health insurance. The person entity management must have effective automated support for minimizing duplicates.
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3.6.1.3 Employer Entity Management The system must establish an employer entity. Since income withholding has been established as a primary means of support enforcement, effective administration of employer data is essential to effective communication and interaction with employers. 3.6.1.4 Referral Management The system must have an efficient case referral management function. With a significant portion of the caseload coming to the IV-D program from IV-A; IV-E; Title XIX; and child support agencies of other states, other countries, or tribes, it is essential that there be automated support for examining the incoming data and moving referrals to the next appropriate processing step. 3.6.1.5 Administrative Office of the Courts Interface The administration of the New Jersey IV-D program is inextricably linked to the legal processing administered by the AOC’s Family Automated Case Tracking System (FACTS). The two systems must be linked in real-time to achieve the efficiencies needed for optimum program administration and customer service. 3.6.1.6 Case Data Management The system must support efficient case management by clearly designating case type and status, case participant role, and interstate status, and by routinely exchanging case and person data with other child support agencies and the Federal Case Registry. 3.6.1.7 Locate Data Management The system must establish clear control of the location status of both non-custodial and custodial parents. It must routinely interact with State and national databases to acquire and maintain identification, address, asset, license, and employment data about parents. 3.6.1.8 Establishment Data Management The system must bring additional automation to the establishment process by supporting appointment scheduling; long-arm usage evaluation; participant notification; legal document preparation; docketing; service of process; genetic testing scheduling, noticing, and results; guidelines calculations; and, hearing disposition and order entry. The system must monitor the establishment process to ensure that at each step the case is moved forward efficiently. The timeframes for process steps must ensure service of process completion within 90 days of location. At each step, automatic document generation must occur and printing must occur at the appropriate location to enhance business processes. Monitoring must continue even when the referral is forwarded to another state child support agency for action. 3.6.1.9 Caseload Monitoring The system must monitor all cases for circumstances and conditions requiring immediate attention and must electronically notify workers through use of alerts of these circumstances and conditions requiring immediate attention. The system must record worker and case actions to a case chronology and provide efficient access to the chronology. The system must support the review and adjustment of child support orders and the interaction with other child support agencies for effective administration of interstate cases. The system must monitor and support the case closure process. 3.6.1.10 Enforcement Data Management The system must monitor all case accounts and provide automated support for use of the wide variety of enforcement remedy options now available, including income withholding, relief to litigant filings, bench
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warrant issuance, account seizure, license suspension, property liens, credit reporting, tax return intercept, passport denial, et al. The system must allow for enforcement remedy exemptions and bankruptcy restrictions. 3.6.1.11 Financial Data Management The system must provide for at least ten (10) debt types, and the debt types must be maintained in a parameter table with distribution priority data clearly established for use in collection processing. The system must provide additional support for obligation management by automatically prorating partial month obligations, charging interest and maintaining separate interest balance data, activating future obligations, calculating the account balance when retroactive obligations are recorded, and implementing cost of living terms as scheduled. The system must provide for account billing, receipting, distribution, disbursement, held fund management, electronic funds transfer, account adjustments, and retroactive distribution. The system must provide for the efficient audit of account balances and distributions with online and printed reports. The system must provide for fund transfer of held distributions to the State’s abandoned property account according to State law and this process must be integrated with the OCSE 34A so that escheated funds are reported as undistributable. The system must provide for bank account reconciliation of:
• Deposits and system collections posted. • Deposit controls. • Management of insufficient funds returns. • Make-whole accounts when funds are disbursed to the incorrect payee. • Transfer of collections to the disbursement account.
The system must provide for bank account reconciliation of:
• Deposits and expenditures. • Disbursement status update for recording cancellation, voided payments, and cashed payments.
The system must support stale dating disbursements after the State standard policy time frame.
3.6.1.12 Billing and Account Statements The system must generate non-custodial parent billing statements and coupons on a quarterly basis and upon user request. The system must generate employer billing statements and coupons on the payroll frequency of the employer. The system must provide for bill suppression upon entry of an allowable reason. The system must provide for the generation of on-demand:
• Obligation history statements for each case for obligations and obligation modifications within a given date range.
• Concise account statements for each case for charges, payments, and arrearage balances within a given date range.
• Custodial parent statements of unreimbursed public assistance, recovery distributions, and disbursements within a given date range.
The system must provide for quarterly statements to current and former IV-A custodial parents that include an accounting of distribution balances. It must provide an annual statement to both the custodial parents (CP) and non-custodial parents (NCP) of support collected and distributed.
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3.6.1.13 Reporting The system must provide for an online operational report to support both specialized and generalized case management. The system must provide for the required federal reports, as well as online case and financial management reports. Federal and management reports must be presented at worker, local office, and State levels. Reports must establish an audit history to link each row and column entry with the case, child, collection, or disbursement data basis. The system must export the report data and the audit data for analysis within the data warehouse. 3.6.1.14 Security The system must support a single HIPAA and IRS compliant sign-on. System users must be automatically linked to their security profile to establish the system components they are authorized to use. User privileges and authorizations in the new Child Support System are connected to and/or dependant upon the privileges and/or authorizations identified within the security module. 3.6.1.15 Ease Of Use As determined by the project team, the system shall:
• present information consistently throughout. It must display appropriate case, user, and environment identification information on all screens.
• reduce user effort by automatic screen navigation and one-click selection wherever possible.
• support intuitive user decisions by letting users select from a list of descriptive values for type and
action entries. Editing must help maintain acceptable data values by providing warning messages for special conditions. Users must have available tool tips and calendar support for date insertion.
• use a standardized methodology for workflow support system wide. This workflow must be
integrated with document generation, appointment scheduling, operational report messages, and next action updates.
• provide for both criteria-driven and non-criteria-driven online operational and managerial reports
generated through the use of DHS standard reporting tools (Appendix D). These reports must support both a generalist and a specialist approach to case management by presenting all case actions and messages in date order for a case or all case actions and messages of a particular type. It must support efficient navigation to the screens used to take the next case action.
• have a single function to access a comprehensive view of current and historical case and
financial data. This function must provide for a user-sortable chronological presentation of the data and allow for focused review of selected subsets of data. Since this function will be used extensively in the customer service process, it must be efficiently linked to the contact documentation component of the system. The contact documentation function must provide for supporting follow-up on frequently occurring events and for forwarding information and interacting with IV-A, IV-E, Title XIX, AOC and contractor staff.
• have a robust document generation component to support all case-related documents. Whenever
possible, the documents must be automatically generated. Selected forms must be available immediately at the workstation for completion and printing, while others are printed overnight for central handling and mailing. Document templates must be centrally managed. Historical documents must be reproducible by date, without being overwritten by later data.
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• support staff schedules, meeting rooms, and maintain a calendar of appointments.
• support multiple, automatic caseload assignment methods, including alphabetic and caseload
leveling assignment options.
• provide for linkage with an OCSS imaging system for immediate retrieval of case-related document images.
• allow program management staff to update the system parameters that do not require software
changes to implement.
• support a training environment, specialized roles and capabilities for trainers, and computer-based training modules. Policy, system instruction, and policy update transmittals must be available from the tool bar's Help option.
3.6.2 Summary Technical Requirements A primary objective of the ACSES project is to upgrade the technical capabilities beyond the current system and processes. The system must be compatible with a multi-tier architecture (database server, application server, web server, and client) and must be integrated into the Department of Human Services’ Distributed IT Architecture. The system must be compliant with the Health Insurance Portability and Accountability Act (P.L. 104-191), Tax Information Security Guidelines for Federal, State, and Local Agencies (IRS Publication 1075), Guidelines for Security of Computer Applications (FIPS PUB 73), Computer Security Guidelines for Implementing the Privacy Act of 1974 (FIPS PUB 41), Section 508 of the Rehabilitation Act (29 U.S.C. §794d), and Open Public Records Act (N.J.S.A. 47:1A-1 et seq.). The following paragraphs summarize the technical requirements for reengineering New Jersey’s ACSES. Appendix A, "ACSES Reengineering Requirements", presents the technical requirements in detail. 3.6.2.1 Security The system must provide for user authorization control by function and role, providing for variance by environment. The system must comply with DHS' security standards, federal IRS security requirements, and federal HIPAA security rule and standards. The system must use and/or incorporate the DHS single sign-on process/procedure. The system must provide for a single user sign-on that establishes user roles and authorizations for use throughout the system. 3.6.2.2 Application The system must be a browser based application that uses thin client architecture. Updates to the database must be accomplished at the server level. Application users are not to have database level permissions. 3.6.2.3 Desktop The system must be accessible using the DHS standard web browser from a desktop or laptop computer and provide standard browser controls. Client stubs and/or cookies, if necessary for system performance or functionality, must be kept as small as possible. The storage of client or other confidential information in stubs and/or cookies should be avoided. If it becomes necessary to store confidential information, the data must meet DHS encryption requirements.
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3.6.2.4 Application Environments The system must have a minimum of five (5) environments (Development, Test, Training, Production and Backup Production), with full system operational capability in each. 3.6.2.5 Configuration Management The contractor must supply automated or commercial tools for the following:
• Link system objects to tasks for efficient configuration management. • Audit tools to identify what software objects were moved into each environment by date, time, and
user authorization. • Audit tools to identify what software objects are checked-out and in development by software
developer and by task. • Automated support for configuration management and software migration and provide for a mass
catalog of system objects as needed. 3.6.2.6 File Transfer The system must provide for various means of incoming and outgoing secure file transfer, including Secure File Transfer (SFT) and Connect:Direct, the method used for federal file transmissions. 3.6.2.7 Enterprise Application Integration The system must provide for real-time integration with the IV-A, IV-E, Title XIX, and AOC systems using the State-identified middleware. The system must conduct this integration using XML. The system must provide for the appropriate real-time, asynchronous, or batch integration or interface with DHS case management systems and legacy systems and conform to the DHS logical data model. The application cannot duplicate existing DHS system functions and databases. All interfaces must conform to DHS interface standards based on service-oriented architecture. 3.6.2.8 Database Management The system must use a single integrated, relational database. The database must be an Oracle database using the latest or second latest released production version of Oracle at the time of implementation. The system must comply with database naming and metadata standards. The system must comply with generally accepted practices for efficient database usage for null columns and the use of indexes. The system must be normalized to the extent that it does not degrade the acceptable performance of the application. The system must use an integrated modeling tool that supports process, object and data modeling. 3.6.2.9 Data Warehouse Management The system must provide for a full up-to-date copy of the production database for export to the DHS Shared Data Warehouse on a schedule to be determined by the State. 3.6.2.10 Programming Languages
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The system must be developed using J2EE, Java, HTML, SQL, and XML. Wherever possible, the application must have reusable components and make use of DHS standard shared architectural components. In order to build an application that is J2EE-compliant and does not require a user to log into the database, any transfer system application code using Oracle Forms and PL SQL software must be converted prior to implementation. 3.6.2.11 System Documentation The system must have updated specifications for all software objects. This documentation must address the goals and objectives of each system component, flow of control graphics, functional descriptions, object specifications, database requirements, unit testing scenarios with expected results, and any extraordinary installation requirements. 3.6.2.12 Source and Documentation Control The application must have software object version management control over all software objects and documentation. This can be accomplished through either commercial off-the-shelf (COTS) software or through a contractor-developed software solution. 3.6.2.13 Development Utilities The application must provide for a library of development utilities for use by development staff. This can be accomplished through either COTS software or through a contractor-developed software solution. The application must have a task management tool to provide for development staff assignments and linking assignments to software objects. This can be accomplished through either COTS software or through a contractor-developed software solution. 3.6.2.14 Development Task Management The system must have an established development structure that provides for the creation and management of application development tasks. This development structure must provide for aggregating development tasks together into a software release. This can be accomplished through either COTS software or through n contractor-developed software solution. 3.6.2.15 Application Quality Control Standards The system must provide for management of unit test plans, the creation of test cases, test execution, defect management and retesting, and the documentation of test results for unit, integration, performance, regression and user acceptance testing. This can be accomplished through either COTS software or through a contractor-developed software solution. The system must provide for the integration of an automated testing toolset. This can be accomplished through either COTS software or through a contractor-developed software solution. 3.6.2.16 Network and Communications Standards The system must operate in conformity with DHS network architectural standards. The system must use the DHS network’s existing data encryption procedures for encrypted data transmission. 3.6.2.17 Performance and Response Time Standards Response time must average two (2) seconds 99.9% of the time.
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The system must use a performance-monitoring tool that routinely analyzes resource usage and identifies inefficient software. This performance-monitoring tool must be able to identify inefficiencies by object and job. 3.6.2.18 Online Availability The system must be available every day from 6:00 am to 8:00 pm Eastern time. The system must provide support for help desk operations, problem reporting, batch job monitoring, batch job restart and recovery, database backup, risk analysis and disaster recovery during these hours. No downtime will be permitted or accepted by the State during the hours of 6:00 am to 8:00 pm. 3.6.3 Design, Development and Program Management Standards The State requires the project be conducted in accordance with industry and government standards for system design, development and project management. The following documents establish the reference library for project standards:
a. A Guide to the Project Management Body of Knowledge (PMBOK Guide: 2000 Edition) from the Project Management Institute (PMI)
b. Government Extension to A Guide to the Project Management Body of Knowledge (PMBOK Guide: 2000 Edition) from the Project Management Institute (PMI)
c. Capability Maturity Model Integration (CMMI), Version 1.1: CMMI for Software Engineering – Staged Representation from the Software Engineering Institute (SEI)
d. Practice Standard for Work Breakdown Structures; published by the Project Management Institute (PMI)
e. IEEE Std. 610.12-1990 (R2002): IEEE Standard Glossary of Software Engineering Terminology f. IEEE Std. 1058-1998: IEEE Standard for Software Project Management Plans g. Software Risk Evaluation (SRE) from the Software Engineering Institute (SEI) h. Continuous Risk Management (CRM) from the Software Engineering Institute (SEI) i. IEEE Std. 1540-2001: IEEE Standard for Software Lifecycle Processes – Risk Management j. IEEE Std. 12207.2-1997 – Software Lifecycle Processes – Implementation Considerations k. IEEE Std. 730-1998 – IEEE Standard for Software Quality Assurance Plans l. IEEE Std. 1233-1998 (R2002): IEEE Guide for Developing System Requirements Specifications m. IEEE Std. 828-1998: IEEE Standard for Software Configuration Management Plans n. IEEE Std. 829-1998: IEEE Standard for Software Test Documentation o. IEEE Std. 1016-1998: IEEE Recommended Practice for Software Design Descriptions p. IEEE Std. 1063-2001: IEEE Standard for Software User Documentation q. IEEE Std. 1471-2000: IEEE Recommended Practice for Architectural Description of Software-
Intensive Systems r. ANSI/IEEE Std. 1008-1987: ANSI/IEEE Standard for Software Unit Testing
3.7 Technical Environment ACSES will be incorporated in DHS' computing environment at 222 South Warren Street in Trenton. The DHS technical environment is flexible and can be expanded based on the needs of the application. The State requires:
• An enterprise (custom, commercial) or centralized server solution, with a multi-tier architecture (database server, application server, web server and client).
• A web-browser based solution, taking advantage of UNIX and Java 2 Platform Enterprise Edition (J2EE).
• Windows 2000/XP on the workstation. • Rapid access ability to incrementally add users and concurrently update and query the database,
without degradation to performance and response times • Maximum two (2) second response time for users to access a data entry or inquiry screen
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• Maximum two (2) second response time to process a data entry or inquiry screen • The response time standards described above must be met a minimum of 99.9% of the time • Access by multiple end users at multiple distributed sites (currently 4,000 possible users at
approximately 90 sites) • Connectivity to support communications between the ACSES platform and the State's existing
LAN/WAN infrastructure The system shall be implemented on IBM RS6000 servers running AIX that will be supplied by the State but will conform to contractor size and configuration recommendations. The State Office of Information Technology (OIT), DHS, OIS, and OCSS will manage access to the system (Internet, intranet, extranet) by Windows microcomputers and will manage network access and security. The contractor must provide workstations for its staff as well as the software resident on these workstations required to support the development and implementation of ACSES. The State will supply the development server, LAN/WAN connectivity, and support for the workstations. The contractor must supply any software required to support its development methodology. The contractor-supplied workstations must also include Microsoft desktop software, including Word, Excel, Project, PowerPoint, and Visio. With regard to desktop software, the contractor is only responsible for the workstations its resources are using. The IV&V Contractor, Quality Assurance Contractor, and State teams will supply their own desktop software. Any software supplied by the contractor that is integral to the continued support and enhancement of the system must be transferred to the State when the contractor’s contract ends, at no additional charge to the State other than any charge already identified in the bidder’s proposal. 3.8 Database The contractor shall design and implement the new ACSES database. The contractor must:
• Use Oracle as the database platform. (The State will provide the necessary Oracle licenses.) The version of Oracle shall be the latest or second latest released production version of Oracle at the time of implementation.
• Perform all necessary tasks to ensure that an efficient design is implemented to provide cost-effective performance.
• Design and implement a database architecture that can grow over time. • Design an integrated, comprehensive database satisfying all federal and New Jersey’s specific
ACSES requirements. • Design and implement a database architecture that is based on and remains consistent with the
DHS Logical Data Model that will be expanded to support the ACSES logical and physical models.
• Modify the database structure and design to conform to performance requirements when necessary.
3.9 Data Conversion The contractor must plan, coordinate, and monitor all conversion activities. The contractor shall be responsible for developing any code to prepare data for automated conversion, for transferring data for all automated conversions, and for accomplishing the automated conversion process for the ACSES project. State staff will be responsible for resolving any discrepancies in data that cannot be converted automatically. State staff with extensive knowledge of the legacy system teamed with resources from the contractor will perform the analysis to determine the data conversion algorithms needed to load the Oracle database.
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The contractor must develop the software and/or use COTS software to extract case and financial data from the current ACSES and FAMIS databases and archives and transfer it into the new ACSES. The contractor must develop the software and/or use COTS software to extract case, document, and obligation history information from FACTS and transfer it into the new ACSES. The contractor must develop software to transfer case and financial information from FAMIS for all cases matching current ACSES cases. The contractor must achieve at least a 98 percent success rate for the automated data conversions. These conversions must be verified using reports that clearly demonstrate that the transfer has been handled properly and provide an audit trail for all the data loaded into the system. Because of the phased implementation schedule, the conversion software components must be coordinated with the releases and must provide for transferring individual qualifying cases from the current ACSES to the new ACSES during the development of the second release. The contractor shall be responsible for data cleansing in concert with the State. Data stored in the current ACSES is known to have some inaccuracies, duplication, and gaps. The contractor must produce reports to identify case or client records that are probable duplicates, based on criteria supplied by State staff. State staff will be responsible for any manual effort to verify duplicate cases or clients. State staff will determine whether merging should occur and, if conflicts exist, which data are correct. Each of the four administrative regions will complete this identification effort before their implementation date. 3.10 System Reliability Since the host platform will be housed at a State facility, the operation and physical security of the host platform will be the responsibility of the State. However, the contractor must ensure ACSES is protected against software errors in system operation. The system must be compatible with State procedures and efforts to ensure reliability and recovery, including telecommunications reliability, file backups, and file recovery as described in Section 3.12, "Backup and Recovery". 3.11 Security The contractor must ensure that ACSES safeguards access to data and applications in the system. Users who are not authorized to access certain applications and/or data must be prohibited from retrieving, viewing, using, or otherwise acquiring access. Internal users from all statewide OCSS offices will be accessing ACSES over DHS' intranet. The contractor must ensure that system development and operations of ACSES are in accordance with the following State and federal laws, regulations, and guidelines related to security, confidentiality, and auditing:
• Computer Security Guidelines for Implementing the Privacy Act of 1974 (FIPS PUB 41). • Guidelines for Security of Computer Applications (FIPS PUB 73). • ACF Security Guidelines (IM 93-01) • Health Insurance Portability and Accountability Act (P.L. 104-191). • Tax Information Security Guidelines for Federal, State, and Local Agencies (IRS Publication 1075). • Open Public Records Act (N.J.S.A. 47:1A-1 et seq.). • NIST Information Security: Recommended Security Controls for Federal Information Systems, Second
Public Draft, Sept. 2004.
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The State supports the use of Public Key Infrastructure (PKI). The contractor shall assure the compatibility of the application to the Public Key Infrastructure. While specific levels of security will be determined during ACSES design phase, the contractor must design and implement various levels of security within the online applications, including but not necessarily limited to, the following features:
• Unique signons and single signons for each user. • Required passwords for each user that will expire on a staggered schedule determined by the
State and that can be changed at any time by the user or by appropriate State or contractor management personnel.
• Ability to establish or restrict access privileges at the file/table, record/row, and field/attribute to specific users and/or groups of users with common access rights as specified by the State.
• Procedures for safeguarding the system from unauthorized or unintentional modifications to the application programs and the data contained in the Child Support System database.
• Automatic timeout and logoff based on a specified number of minutes of inactivity by the user as specified by the State.
3.12 Backup and Recovery The contractor must review and document backup and failover processes and make recommendations for DHS backup and failover processes. 3.13 Local Area Network Specification The contractor must analyze the State’s DHS and AOC LAN/WAN configurations to ensure that they will support communications between the host platform, network infrastructure, and the interfaces to data source systems to meet performance and response time requirements. The contractor must recommend modifications if necessary, and recommended modifications must be documented and incorporated into the System Capacity Plan. The purpose and intent of the contractor’s recommendations are to:
• Ensure satisfactory user performance and interactive response. • Ensure that an infrastructure is provided that supports the system. • Avail the State of the contractor’s network experience and expertise. • Ensure confidential handling of sensitive client data. • Ensure that network scalability does not limit system scalability.
A communication circuit (T1 or higher) shall be established from the contractor’s development and implementation center(s) to the DHS Network Control Center, 222 South Warren Street, Trenton, New Jersey 08625. This data circuit will provide the primary path and should terminate on the State of New Jersey side into the State-owned and -maintained equipment, which in turn would provide an Ethernet connection to the DHS extranet partner access point at Capital Place One (firewall), DHS’ Trenton headquarters. The contractor must work with DHS to establish an extranet partner relationship. In addition, the contractor staff must work with DHS security staff to establish appropriate firewall rule sets. 3.14 Software for Workstations All State staff has microcomputers with Windows, the Microsoft Office suite, Internet Explorer, and e-mail. 3.15 Report Standards Data query, retrieval, and reporting requirements will vary from accessing relatively small amounts of data very quickly to generating comprehensive reports using large volumes of data. The contractor must design and implement the database in a manner that allows full use of the database management system and installed software tools. The contractor shall also provide a solution that makes all data contained in
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the database available to authorized State users or help desk staff through the use of the various software tools that provide for ad hoc reporting and analysis. The contractor must provide an overview of the standard reports that will be available with the Michigan ACSES and their applicability to OCSS business processes. The State staff will identify the new and existing legacy system production reports that are needed and work with contractor staff to determine the ACSES equivalent. The State will review existing reports available from the transfer ACSESs and select those that meet OCSS' needs. The contractor must modify these to meet production report standards. When run, all production reports must allow user-supplied selections, such as a date range, geographical areas (statewide, region, county, or local office), worker, or client characteristics. All ACSES production reports must be directly accessible from ACSES. These reports must be developed in the reporting tool of the toolset used to develop ACSES. All production reports must adhere to standards concerning format, security, headings, dates, column labeling, user-supplied selection, and other criteria to be specified in the functional design Joint Application Design (JAD) sessions. 3.16 System Implementation The contractor is responsible for planning, coordinating, and implementing ACSES statewide. The system will be released over the course of the project. Prior to implementation of each ACSES release, there must be a complete system test, user acceptance test, and 60-day pilot period performed in at least one administrative region. The contractor shall be responsible for activities to ensure that data and processes are coordinated between the legacy system and ACSES. Contractor staff will not be responsible for the operation of the legacy system. The implementation will be released geographically in four administrative regions.
• During the implementation, data may be fed backward from ACSES to the legacy system. Data is fed forward from the legacy system into ACSES.
• Each office will have at least one liaison, an experienced worker or supervisor, assigned to the ACSES project for approximately three (3) months before the first implementation and up to six (6) months after their own office’s implementation. These liaison staff will learn the new system in great depth, participate in testing, assist in ACSES classroom training, and provide support to their office or unit following the implementation.
3.17 Help Desk The contractor shall be responsible for establishing and staffing a help desk, utilizing the Technical Request (TR) process described in Appendix D, "Detailed System Specifications", to support ACSES from the start of the pilot test to the end of the contract. The contractor must utilize the help desk tools that the DHS help desk uses. The contractor must provide procedures for help desk management, problem escalation, and problem resolution, including time frames for responding to help desk requests. The contractor procedures must address the following factors:
• Call routing. • Geographic location of support staff. • Staffing levels. • Skills required. • Role of liaison staff. • Problem escalation procedures.
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• Problem ticketing. • Problem logging. • Problem resolution. • Response times. • Assignment of priority. • Ability to search through previous problems to find resolutions for new problems.
3.17.1 Standard Help Desk Working Hours Contact Procedures The contractor must provide live assistance during the standard working hours of 8:00 am to 6:00 pm Eastern time, Monday through Friday. If a contractor support person is not available to answer the phone, an automatic answering service must record a non-critical message during standard business hours. If the problem is of a critical nature, State staff must have the option to receive immediate attention. 3.17.2 Non-Standard Help Desk Hours Contact Procedures During non-standard support hours, live assistance must be available for problems of a critical nature. During weekends, holidays, and other non-standard support hours, a hotline or other contact number must be available. Generally, State staff must be able to leave a voice message for non-critical problems and requests that must be responded to by the contractor within acknowledged time objectives. For critical problems, there must be appropriate telephone menu options available to immediately contact a contractor support person. 3.17.3 Planned Activity Notification If contractor activities are to be performed which may impact ACSES availability, the State Contract Manager and Chief Technical Officer must be notified as much in advance as possible in order to have appropriate State staff available to assist, should problems arise. 3.17.4 Technical Requests All telephone calls, faxes and e-mail messages received from State staff by contractor support personnel must be logged as a Technical Request (TR) and must be monitored and tracked until resolved satisfactorily. A TR number to track the request shall be provided to the State staff person who initiated the request. TR Logging Severity levels will be assigned to each TR that is logged. The TR severity level definitions are based on the loss of system functionality and customer impact. The severity levels are as follows:
Severity 1 – Critical The system is inoperable and the inability to use the system has a critical impact on program operations. Severity 1 problems apply to production environments unless mutually agreed upon by the State Contractor Manager and the contractor. Severity 2 – Severe The system is usable, but an essential component of the system is malfunctioning and substantially impacts program operations. Severity 2 problems apply to production environments unless mutually agreed upon by the State Contractor Manager and the contractor.
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Severity 3 – Moderate The system is usable but is not functioning in accordance with specifications and the then-current user documentation for the applicable release of software, and the error condition has no substantial impact on program operations.
TR Acknowledgment Technical Requests must be acknowledged by a contractor technical consultant during standard working hours and during non-standard hours. Acknowledgement means that the contractor has received, categorized, and logged the TR. The acknowledgement time for a TR is dependent on its severity.
Severity 1 – Critical During standard working hours, Severity 1 problems must be acknowledged within 15 minutes on average not to exceed 30 minutes in any specific instance. During non-standard hours, Severity 1 problems must be acknowledged within 1 hour on average not to exceed 90 minutes in any specific instance. Severity 2 – Severe During standard working hours, Severity 2 problems must be acknowledged within 1 hour on average not to exceed 2 hours in any specific instance. During non-standard hours, Severity 2 problems must be acknowledged within the next 1 standard working hour on average of the next business day, not to exceed 2 hours in any specific instance. Severity 3 – Moderate During standard working hours, Severity 3 problems must be acknowledged within 2 hours on average not to exceed 3 hours in any specific instance. During non-standard hours, Severity 3 problems must be acknowledged within the next 2 standard working hours on average of the next business day, not to exceed 3 hours in any specific instance.
TR Resolution A resolution to a technical request means (1) a software fix has been tested and implemented, (2) a “work-around” has been provided that allows normal system functionality and program operations, (3) an answer or solution to non-software related issues has been given, or (4) the TR is determined not to be a problem. The resolution time for TR is dependent on its severity.
Severity 1 – Critical The contractor must work on the critical problem continuously until resolved and must have a resolution within 24 hours of acknowledgement. Severity 2 – Severe The contractor must have a Resolution within 5 business days of acknowledgement.
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Severity 3 – Moderate The contractor must have a Resolution within 20 business days of notification. Generally, moderate problems that result in software resolutions are provided in the next scheduled contractor production release of the software.
Notification Procedures On Severity 1 and Severity 2 TRs, the State Contract Manager and the DHS Chief Technical Officer must be notified via telephone or cell phone by the contractor. Help Desk Status Reporting The contractor must provide a monthly Help Desk Operations Report listing all Technical Requests (TRs) with pertinent information such as person initiating TR, severity, date, nature of problem, and TR status. Access to the monthly Help Desk Operations Report must be made available online. The contractor is responsible for proposing and providing help desk staffing. The contractor must provide a minimum of three (3) help desk staff for each year of implementation. The contractor must assume responsibility for staffing the help desk at the beginning of the pilot test of the first release and will transition the responsibility at the end of the contract to the State or its designee as part of the turnover plan. Customer Service Reports The contractor shall distribute Customer Service Reports (CSRs) to system management personnel. These information reports are a means of communicating to the program staff any current maintenance issues and information pertaining to the application software, hardware, and/or operating system environment. State system management personnel must be able to view CSRs online or receive CSRs via fax or email. 3.18 Training The contractor is responsible for all ACSES user and technical training. The contractor is required to create copies of training materials for all trainees. The contractor must train all users in the features of the system relevant to their job functions until the implementation is completed. The training of new or transferred workers after implementation will be the responsibility of the OCSS. The State will provide a portion of the training staff during implementation as outlined below. The training must consist of conventional classroom training, supplemented by self-guided computer-based instructional CDs, and web training. Through the completion of implementation, the contractor is responsible for the creation of copies of all class materials, including course books, exercise books, tests, and evaluations for all trainees. These materials must coordinate with the providing training lectures and demonstrations. The contractor must supply a copy of a quick reference guide for each training module to each trainee. The contractor must create and provide copies of the annotated version of the course books and exercise books for use by all trainers that describe the flow of the lecture and the corresponding online demonstration. The contractor is responsible for large-volume photocopying to support training or documentation. For training, the contractor must coordinate with the State to design materials that suit the State and to ensure the materials are produced and distributed as needed.
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The contractor must provide an electronic version of all materials and ensure they are kept current with the production release of ACSES for the duration of the contract. The contractor must update training when requested by OCSS to reflect improvements suggested by OCSS. The contractor will not be required to provide training in basic computer skills. The contractor’s trainers must develop training procedures to address classroom setup, cleanup, attendance taking, testing, and course evaluations and include these procedures in the training plan deliverable. 3.18.1 Pre-Implementation Computer-Based Training The contractor must develop interactive computer-based training (CBT). This courseware will be used by staff following the overview training but prior to implementation training, and it must include an overview of the new ACSES, some detail on the functions used by case managers, and simulation of hands-on usage. This courseware must be distributed via compact disks (CDs) and stored on a server. The computer courseware must be capable of:
• Verifying which caseworker has used the courseware. • Reporting times and dates of activity. • Reporting course completion and score(s) to the caseworker’s supervisor, either electronically or through
printed certificates. The expected outcome is to have staff enter the implementation courses with some familiarity with ACSES. 3.18.2 Implementation Training Implementation training must occur prior to each office’s scheduled implementation of each module. The curriculum must be tailored to the attendees. Tests and course evaluations must be administered at the end of each course. Test scores must be loaded into ACSES to be stored with the employee’s training record. Course evaluation scores must be loaded into ACSES to be stored with the course record and the trainer’s record. The State will provide electronic lists of staff by office, by job function, and by training track needed. The contractor must schedule the date and location for each trainee and allow supervisors to request changes. The trainers must track attendance and class completion. The contractor must ensure that this information is recorded, attempt to reschedule staff when needed, and provide reports. The contractor shall provide training for a total of 2,500 trainees. Supervisors must receive the generic case worker training, plus additional training on supervisory functions such as setting up new workers on ACSES, supervisory reports, case load balancing, and case transfers. As ACSES is released, the role of the clerical support staff will change. They will shift from data entry to becoming an assistant to the caseload carrying staff. It will become possible to use ACSES' operational reports to assist with the fiscal and other administrative tasks required in specific cases. Training must be directed towards using ACSES to further this goal. 3.18.3 Classroom Facilities Five (5) computer-equipped classrooms that accommodate twelve (12) students each are available for training throughout the State. Depending upon the location of the office that is receiving training, generally two sites would be within a reasonable travel distance and are therefore available for implementation training. The contractor may include the use of these classrooms in the training plan submitted with its proposal.
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Additional classroom space may be needed to meet the implementation schedule. The contractor must obtain and, if necessary, equip this additional, required training space. The additional classrooms must have one computer per student. No training class can have more than 15 participants. New Jersey is approximately 200 miles long and averages 60 miles wide. The bulk of the population is in the northeast. Three to five well chosen training sites spread north to south would keep commutes to within an hour. State colleges and universities, community colleges, and private training centers are located throughout the State. In its planning, the contractor should assume that staff will commute daily rather than stay overnight and that commutes should be an hour or less (except for State trainers.) 3.18.4 Training of Trainers The contractor is to supply all trainers during implementation. OCSS will approve the contractor’s trainers before training begins. The State may request the replacement of any trainer deemed unacceptable by the State. The State will provide liaison staff to act as training facilitators and will assist the classroom trainers during implementation training. As a result, the contractor must train the liaisons prior to implementation. Training of liaisons must be designed so that these trainees have a higher level of system competence than other staff. The higher level of system competence may be accomplished through more detailed instruction, more class days, or more hands-on time. During implementation training, the contractor’s trainers will be assisted by the liaisons. The liaisons will be available to circulate among the students, to assist at the computers, and to answer policy-related and process-related questions. Liaisons will not instruct trainees since this is the responsibility of the contractor’s trainer. After a local office receives training and goes online, the contractor may be required to provide on-site training or technical assistance to local offices. State and contractor staff must be available to support hardware issues that arise during the course of training. 3.18.5 Scheduling of Training The contractor is responsible for scheduling the overview and implementation class dates, classrooms, trainers, in-class liaison staff, attendees, class materials, system access, and providing logistical support. Courses longer than three (3) days must be broken up so that workers are not away from their office for an extended period. The scheduling must allow some flexibility for workers to choose sessions around previously scheduled appointments. 3.18.6 Training Environment and Database The contractor must create a training environment and database that contains a sufficient variety of data and allows students to explore all parts of the system through hands-on exercises. The data must be based on actual cases to provide realism, but modified to protect confidentiality. Training cases must reflect a variety of stages in the life cycle of a typical case. All training courses must be designed to use a fresh copy of this training database for examples and exercises. A mechanism is needed to allow each trainee to have a copy of the same case to work with for exercises, perhaps by having multiple copies of certain cases in the training database. There must be a method to simulate data flow to and from other systems when needed to demonstrate a function during training (e.g., to simulate interfaces without disturbing production).
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The contractor must establish a refresh schedule for the training database that matches the needs of the training schedule. If one refresh schedule cannot suit all classes, the contractor must set up multiple copies of the training database and an easy method to access the proper copy. 3.19 Documentation Technical documentation and user documentation must be developed by the contractor and reviewed by the State. The State and the contractor will agree on specific formats in the project planning deliverables. Technical documentation must be available electronically, and it shall be printed as needed by technical staff. It must include the knowledge and information needed for normal system operations, as well as problem resolution and enhancements. Other required documentation includes the data dictionary, the logical and physical data models, and documentation that reflects the transfer system before customization. All program source code must be well documented internally through the use of imbedded comment lines describing the processing, as well as changes to the source code. Functional and technical design deliverables must be maintained in a repository with controlled access and version control for making and authorizing updates. User documentation must be available online through the help function, as well as through a print function that allows users to generate their own copies of selected documentation. The policy manual must be available online and accessible from within ACSES. Online user documentation and the online policy manual shall each include a table of contents and an index for searching. The contractor shall design a quick reference guide for each major OCSS job function. These are to be concise, laminated pocket guides, which the contractor must update annually for the length of the implementation contract. The State is responsible for the production of the guides. The contractor must produce the documentation required by the Child Support System Certification Guide, which is available at www.acf.dhhs.gov/programs/cse/stsys/!cse.htm. 3.20 Facility Requirements for Contractor Staff The contractor must provide space for a project office in New Jersey within 10 miles of OCSS offices at 5 Quakerbridge Plaza Road, Mercerville, New Jersey. The office must be large enough to house contractor staff and approximately thirty (30) additional State project staff. The contractor’s office must have a conference room that accommodates twenty (20) people. The contractor must provide office furnishings, telephone, fax, voice mail, e-mail, LAN, and photocopying services. The State will provide WAN connectivity to the State networks. If the contractor requires additional space, the contractor must obtain and furnish office space within a quarter mile of the selected site. The contractor must provide each of their staff with a computer and software specific to the development effort. DFD OIS will approve the model and configuration to assure compatibility with State workstations. 3.21 Mandatory Interfaces and Application Integration 3.21.1 Federally Required Interfaces ACSES must interface to a number of the State’s systems for federally funded programs, including IV-A, IV-E, and Title XIX. Although OCSS currently has limited interfaces to some of these State systems, these interfaces must be further automated both to improve agency performance and to meet ACSES interface requirements. The interface to the IV-A system must:
• Provide for the exchange of data necessary to establish a child support case.
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• Allow for the automatic exchange of common and/or relevant data between the two systems (to prevent duplicate data entry).
• Provide for the transfer of IV-A payment information necessary for child support distribution. • Accept and process updated or new case data.
The interface to the IV-E system must:
• Provide for the exchange of data necessary to establish a child support case. • Provide for the transfer of child support collection information as needed for IV-E Federal reports. • Provide for the transfer of IV-E maintenance payment information necessary for child support
distribution. • Allow for the automatic exchange of common and/or relevant data between the two systems to prevent
duplicate data entry. The interface to the Title XIX system must:
• Provide for the exchange of data necessary to establish a child support case. • Allow for the automatic exchange of common and/or relevant data between the two systems to
prevent duplicate data entry. • Provide for the automatic exchange of third-party liability (health insurance) information.
The contractor shall design the required interfaces to meet the expectations and functionalities outlined. This process must include meeting with the partner State agencies, developing a mutually agreed to plan for the sharing of information, and the actual programming required to transmit and receive data. The specific interfaces are outlined in the table of functional requirements in Appendix A. OCSS will provide leadership in negotiating and coordinating system interfaces with the AOC, IV-A, IV-E, Title XIX, the Department of Corrections, the Department of Labor and Workforce Development, and other agencies. OCSS will also coordinate the development of the new/revised cooperative agreements needed to define the changes to the interfaces between ACSES and these external systems. For interfaces that currently exist to or from a legacy system, the input and output files will retain their layouts where practical. For new interfaces, the layout will be determined in cooperation with the interface partner. If an interface partner for a new interface does not participate, the interface will be built up to, but not into, the other system, and testing shall be performed to the extent possible. 3.21.2 Other State Required Interfaces New Jersey has a number of other interfaces that are required for ACSES. The specific interfaces are outlined in the functional requirements in Appendix A. For interfaces that currently exist to or from a legacy system, the input and output files will retain their layouts where practical. For new interfaces, the layout will be determined in cooperation with the interface partner. If an interface partner for a new interface, the interface will be built up to, but not into, the other system, and testing shall be performed to the extent possible. 3.21.3 Application Software and Data Integration DHS is intent upon minimizing redundant software and maximizing data sharing between its applications. Because the application constructed as a result of this RFP shall be one of several DHS applications developed and operating in the DHS technical environment, DHS has identified components of ACSES that are to be used by other applications. Likewise, some components of other DHS applications are to be used by ACSES. Common use application software shall include components of person data management, employer data management, insurance company and policy data management, address data management, and wage
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data management. Common-use parameter file maintenance shall include user ids, roles, office locations, supervisory units, and security profiles. Additional common-use software will be identified during system design, development, and maintenance. Common data tables shall include the tables for person, address, wage data, insurance policies, and a number of system parameters. Additional common uses for data will be identified during system design, development, and maintenance. In order to facilitate application software and data integration, the contractor must participate in common enterprise system management processes encompassing change management, project management, design, and testing, as well database and technical architecture. These processes will involve staff from the various application development and maintenance staff. DHS will designate State staff to participate along with contractor staff in the teams that address the following:
• Change management to define the objectives, scope, and responsibilities for common development activities.
• Project management to coordinate efforts among multiple DHS application development efforts and provide for the necessary data sharing cooperative agreements.
• Design and development to reconcile divergent functionality and construct comprehensive efficient solutions.
• Testing to assure that the functionality of the multiple applications operates as intended and that changes to an application does not have unintended consequences for another application.
• Technical architecture to assure that the software conforms to DHS standards. • Database architecture to identify and inform the various applications of common data.
The contractor must implement application changes to all software needed to develop and maintain ACSES, including adapting any preexisting common software components.
a. Contractor Responsibilities
• Analyze functional and technical impact of common application components. Estimate development resource requirements as needed to implement changes in common software components.
• Participate cooperatively in project management efforts to coordinate the multiple DHS application development efforts.
• Design and development of comprehensive and efficient functional solutions, enhancing existing common application components as needed.
• Testing to assure that the functionality of the multiple applications operates as intended and that changes to an application does not have unintended consequences for another application.
• Consult with DHS technical staff to assure that the software conforms to DHS technical standards, and that new and revised data entities conform to DHS database standards.
b. State Responsibilities
• Resolve issues associated with the common application components. Provide decisions
as needed to expedite development efforts. • Provide project management leadership and decisions to coordinate the multiple DHS
application development efforts and provide for the necessary data sharing cooperative agreements.
• Review functional and technical design documents to assure that the solution designed addresses the application requirements of all-inclusive applications. Approve design documents when judged to be comprehensive.
• Review testing plans and results to assure that the functionality of the multiple applications operates as intended and that changes to an application does not have
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unintended consequences for another application. Approve documented test results of satisfactory performance by all affected applications.
• Provide guidance to affected implementation contractors regarding common technical architecture, software standards, database architecture, and entity management.
3.22 Tasks and Deliverables This section presents the tasks and deliverables for the design, development, and implementation of ACSES. This project encompasses the performance of tasks for each activity to design, develop, and implement a system that meets all of the requirements presented in Appendix A, "ACSES Reengineering Requirements". 3.22.1 Overview of Tasks and Responsibilities The contractor must develop detailed functional and technical design documents, implement the software design, test the system, develop interfaces, convert data from the legacy systems, develop and deliver training, produce documentation, develop production reports, initiate system operations, provide post-implementation support, support system operations, and provide an effective transition at the completion of the contract term. The State’s project management team will work with the contractor to ensure project success. The IV&V Contractor will assess the development project to ensure compliance with requirements and system quality. An overview of the responsibilities of the State Project Management Team, the Project Management Consultant Contractor, the IV&V Contractor and the ACSES contractor is provided in Appendix E, "Project Management Structure". 3.22.2 Project Tasks For project management purposes, the project has been divided into deliverables. The completion of these deliverables shall be the responsibility of the contractor, working with the State Contract Manager and the Project Management Consultant Contractor. Figure 1 lists the deliverables and their proposed timeframes. The contractor may propose modified timeframes. 3.22.3 Project Status Reporting and Deliverable Submission Project status reporting is ongoing for the duration of the project. 3.22.3.1 Contractor Responsibilities
• Participate in weekly status meetings with the State project management team to review progress.
• Submit an updated project management plan on a weekly basis. • Submit written weekly status reports on the progress of tasks against the approved project
management plan. • Use Microsoft Office software to provide one original, two copies, and an electronic version of
each document that is a deliverable. All deliverables must meet State-approved format and content requirements.
3.22.3.2 State Responsibilities
• Conduct weekly status meetings with the contractor to review and consult on progress against the project management plan.
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• Review and approve the contractor’s weekly written status reports and weekly updated project management plan and provide feedback as necessary within four (4) State business days.
• Review the contractor deliverables, determine the approval status of the deliverable, and provide written comments to the contractor within ten (10) State business days. Based on the review findings, the State may grant approval, reject the document or portions of it, request that revisions be made, or state the inability to respond to the deliverable until a future specified date. If necessary, a follow-up review and comment will occur within ten (10) State business days of receipt of the contractor’s revised deliverable(s). The State reserves the right to extend the 10 State business day requirement for review and comment on any deliverable. Any extension, however, will be incremental for each deliverable. The total number of days for all extensions shall not exceed 20 State business days over the course of the project.
• Review and approve weekly written status reports on the progress of tasks against the approved project management plan and provide feedback as necessary.
3.22.4 Project Management This task is ongoing for the duration of the contract. The contractor's project management approach must meet the project meeting and reporting requirements described below. 3.22.4.1 Contractor Management Responsibilities
• Participate in weekly meetings. • Prepare and submit weekly and monthly project status reports. • Participate in development of problem/issue escalation procedures. • Develop and maintain project schedule and updates in MS Project. • Propose changes to schedule and project management plan. • Revise the project management plan as agreed with the State. • Establish communication procedures with input of all principal project participants. • Record and distribute the minutes of all meetings. • Participate and cooperate in federal audits, reviews, and IV&V.
3.22.4.2 State Management Responsibilities
• Review the coordination of the reporting, review, and quality control process, and if deemed satisfactory, approve.
• Monitor the progress of all principal project participants. • Facilitate the timely resolution of issues raised by the project participants. • Review and if appropriate approve the resolution of escalated problems. • Review and if appropriate approve schedule, method of status reporting, and other changes to
the project management plan. • Negotiate changes of scope when and if new regulations require revised or additional
functionality. • Interface with stakeholder agencies to prepare for the implementation of the new system. • Perform project risk assessments and initiate risk mitigation strategies in cooperation with the
contractor. • Interface with the IV&V Contractor to evaluate and incorporate the semi-annual report
recommendations into the project management plan. • Coordinate the incorporation of legacy system improvement projects into the project management
plan and schedule. • Interface with the State Director of Purchase and Property on contractual issues.
3.22.4.3 Weekly Meetings Throughout the project, the contractor's project management team and the State project management team will meet to discuss project status.
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Weekly meetings will follow a preset agenda developed by the State. The contractor shall be responsible for producing minutes of these meetings and distributing them in a timely manner. 3.22.4.4 Weekly Reports On each Monday throughout the project, the contractor's Project Manager must provide to OCSS a weekly report, describing project status, the previous week’s activities, and project updates since the last report. The proposed format and level of detail for the status reports shall be subject to State approval. The narrative portion of the report must include, at a minimum, the following:
• Activities performed during the period by area (e.g., Design, Development, Testing). • Overall completion status of the project in terms of the approved project work plan. • Plans for activities for the next period. • Deliverable status, with percentage of completion and time ahead or behind schedule for
particular tasks. • Problems encountered and proposed/actual resolutions. • Proposed changes to the project work plan, if any.
3.22.4.5 Monthly Reports The contractor must also submit a written status report that is due to the State Contract Manager the tenth working day of each month. This document, in a format to be approved by the State, shall be a basic tool for reporting to federal officials and other State officials on funding issues and program matters. A complete set of updated and current output from the contractor’s project management software, along with the corresponding electronic project plan files, is to be provided with each monthly status report. 3.22.5 Quality Assurance Quality Assurance shall be ongoing for the duration of the contract. Quality controls must be built into every stage of the project. Systematic approaches for planning, scheduling, comparing deliverables to their requirements, problem reporting, and obtaining acceptance are critical to ensuring that the dependent phases of the project proceed on schedule. 3.22.5.1 Contractor QA Responsibilities
• Develop an overall quality assurance plan. • Develop quality assurance standards for each project deliverable • With each deliverable cover memorandum, provide a narrative description of quality assurance
measures applied to the deliverable • Provide project information required for quality assurance monitoring to the State Contract
Manager, the Project Management Consultant Contractor, and the IV&V Contractor • Provide plans, staffing, and schedules for addressing any deficiencies identified through the
quality assurance process 3.22.5.2 State QA Responsibilities
• Review and approve contractor’s overall quality assurance plan and quality assurance deliverable standards
• Develop and implement State quality assurance standards and procedures for reporting to State project management
• Review and approve plans and schedules for addressing identified deficiencies • Review and approve project deliverables as conforming to project quality standards
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• Communicate the findings of the IV&V project reviews and assist in the development of a plan and schedules for addressing the deficiencies identified during the quality assurance process
3.22.6 Project Initiation and Planning The State’s project management team, the Management Consultant Contractor, and the ACSES contractor will work together to refine the project work plan submitted in the bid proposal. The contractor is responsible for preparing the work site for occupation by the project team and for installation of all work site hardware and software. In the first four months of the project, a series of planning deliverables has been scheduled to provide a review of the project as a whole before expending significant resources. During this time, the contractor shall port the donor components of the two ACSESs (Oracle components from Michigan and Federal reporting components from Maine) to the State host platform and conduct testing to determine the performance and capacity impacts. 3.22.6.1 Contractor Project Initiation and Planning Responsibilities
• Prepare the work site • Install workstations and software • Install ACSES software to be modified • Prepare the Project Management Plan deliverable • Prepare the Enterprise Architecture Plan deliverable • Prepare the Disaster Recovery Plan deliverable • Prepare the System Capacity Plan deliverable • Prepare the Hardware and Software Purchase Plan deliverable • Prepare the Database Development Plan deliverable • Prepare the Application Development Plan deliverable • Prepare the Configuration Management Plan deliverable • Prepare the Requirements Review and Release Plan deliverable • Prepare the Application Quality Assurance Plan deliverable • Prepare the Operation Support Plan deliverable
3.22.6.2 State Project Initiation and Planning Responsibilities
• Participate in plan development by providing technical information and guidance • Review and approve all planning deliverables • Supply hardware, software, and infrastructure for which State is responsible (See Sections 3.3
and 3.4 of this RFP) 3.22.7 Convert PL/SQL to JAVA The contractor must convert all of the PL/SQL objects of the donor components of the two ACSESs (Oracle components from Michigan and Federal reporting components from Maine) into J2EE JAVA. This conversion must occur while the analysis and design is underway for the changes necessary to conform to New Jersey requirements. The consistency of the performance of the application software must be verified and documented using regression testing. A report deliverable must be prepared detailing the tests performed and documenting the JAVA software corrections necessary to maintain the consistency of the application software with pre-conversion results. 3.22.7.1 Contractor PL/SQL to JAVA Conversion Responsibilities
• Develop regression testing data and procedures. • Develop and/or utilize an automated conversion tool • Perform regression testing and remedy any inconsistencies created by the PL/SQL to JAVA
conversion process. • Prepare a PL/SQL to JAVA Conversion Report
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3.22.7.2 State PL/SQL to JAVA Responsibilities
• Provide technical expertise to clarify DHS OIS and OIT technical requirements • Provide clarification of requirements and design option decisions • Review and approve the PL/SQL to JAVA Conversion Report
3.22.8 Analysis and Design This task will result in defining the detailed modifications to the ACSES software. During this task, the contractor must conduct JAD sessions with State and county staff to validate and refine the functional requirements summarized in this section and detailed in Appendices A and D. Based on these requirements and specifications, the contractor must prepare detailed functional design, technical design, and test plan deliverables. 3.22.8.1 Contractor Analysis and Design Responsibilities
• Provide proposed schedule of JAD sessions, not to exceed 2 per day and no more than 3 days per week
• Ensure that the contractor’s functional and technical experts are on-site during the JAD sessions • Conduct and document JAD sessions • Provide draft report of each JAD session, including issues addressed and decisions made, to
State Contract Manager within 3 working days of conclusion of JAD session • Provide final report of each JAD session, incorporating comments and revisions provided by
State and county staff, within 3 working days of receipt of comments and revisions from State Contract Manager
• Gain the necessary understanding of OCSS processes, requirements, and data • Define user interface standards • Describe the business processes that will exist as a result of the ACSES implementation.
Identify any gaps between current and future processes. • Analyze and refine the database design • Validate needs through prototyping of forms/screens, menu navigation, and business functions • Prepare the Functional Design deliverables • Prepare the Technical Design deliverables • Prepare the Testing Plan deliverables • Document issues and decisions in the design deliverables • Conduct walk-through of deliverables • Revise deliverables as a result of the review and approval process
3.22.8.2 State Analysis and Design Responsibilities
• Review and approve JAD schedule within 5 working days of receipt • Provide draft JAD report to appropriate State and county staff for review and comment within 2
working days of receipt • Provide contractor with comments and revisions to draft JAD report within 10 working days of
initial receipt. The State reserves the right to extend the 10 State business day requirement for review and comment on any deliverable. Any extension however will be incremental for each deliverable. The total number of days for all extensions shall not exceed 20 State business days over the course of the project.
• Provide repository control of design deliverables • Provide subject matter experts to clarify OCSS business processes • Provide policy, regulation, forms, and procedural reference material and interpretations as
needed • Provide leadership in coordinating efforts with other agencies for interface development
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• Provide technical expertise to clarify DHS OIS and OIT technical requirements • Participate in system design reviews • Provide clarification of requirements and design option decisions • Track and review change control (Appendix D) requests • Provide change control decisions as required to modify and clarify the requirements • Review and approve all design and test plan deliverables
3.22.9 System Development and Unit Test The contractor must develop the software and perform unit testing. The contractor must maintain unit-testing results for quality assurance reviews by the State. The change control procedure must be used to address requested changes in design and implementation. Design, development, and testing staff must initiate Change Control Requests when encountering inconsistencies or opportunities for refinement in the application. The State Contract Manager, together with assigned management staff, will review and make a determination on the change control requests. This procedure will provide a clearance process for resolving the inconsistencies or incorporating refinements to the systems. The change control process must document approved changes to the functional and technical designs, test plans, and training plans. 3.22.9.1 Contractor Development Responsibilities
• Code all new or modified program modules • Create unit test data and test environment • Design and perform unit testing • Report unit test results • Provide ACSES components ready for integration and system and acceptance testing
3.22.9.2 State Development Responsibilities
• Review system objects for conformance with software development and documentation standards
• Provide clarification of requirements and design option decisions • Track and review change control requests • Provide change control decisions as required to modify and clarify the requirements
3.22.10 Legacy Data Conversion The contractor must plan and coordinate all conversion activities. The contractor must work closely with the State to formulate data conversion algorithms and develop a detailed data conversion plan to convert the existing computerized data. The contractor must develop and test the data conversion and cleanup software. The State will also test the data conversion and cleanup software. The State will be responsible for any required manual data conversion efforts, although automated methods must be used unless otherwise agreed upon by the State. Manual efforts are defined as single-record efforts. Automated efforts are defined as the processing of groups of records. The contractor is responsible for developing a functional and technical design for the conversion software; designing and developing the overall conversion plan, including the manual conversion; developing and testing the conversion software, coordinating all conversion activities, developing the control processes to manage any manual conversion efforts, and supporting the State’s manual conversion as necessary. Sufficient converted data must be available for the unit test, system test, acceptance test, and pilot test. The data conversion software and procedures must be designed to be used during the phased implementation and during just-in-time conversion before an office goes online with the new ACSES.
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3.22.10.1 Contractor Conversion Responsibilities
• Develop a comprehensive draft conversion plan and final conversion plan, both of which must include but not be limited to:
° Develop Data Conversion specification documents for users and support staff ° Develop Data Conversion schedule ° Develop Data Conversion programs ° Develop Data Conversion materials ° Develop Data Conversion test plan
• Conduct mock conversion • Produce reports of likely duplicate cases and clients • Develop and run legacy system downloads to feed to the data conversion software • Develop and test the data conversion software • Develop and test automated data cleanup software • Run data conversion software for unit test, system test, acceptance test, pilot test, and phased
implementation • Determine with State assistance the legacy system source data fields and Child Support System
target data fields for all legacy system data elements • Identify “missing” data (data needed by ACSES but unavailable from existing systems) • Recommend procedures for handling missing data, data exceptions, and default values • Recommend the method to combine multiple client records into one record • Develop Data Conversion verification results
3.22.10.2 State Data Conversion Responsibilities
• Document legacy system coded fields, combinations of codes, and history of changes to codes • Provide support to enable contractor staff to write and execute data extract programs for legacy
systems • Approve procedures for handling missing data, data exceptions, and default values • Approve the conditions when two or more clients are to be treated as one client • Approve the proposed method to combine multiple client records into one record • Determine the level of manual effort and the staff needed • Verify correctness of data conversion software • Perform manual data cleanup • Perform any manual data entry • Perform manual client merges • Approve Data Conversion design deliverables • Approve the Data Conversion process as complete • Complete review of Data Conversion test results • Complete review of Mock Conversion results
3.22.11 Training Materials The contractor must develop Technical and User Training Materials, including user quick reference guides, online help, and other documentation necessary to use and operate the system. The State and the contractor must agree to specific formats during functional design. The contractor must maintain the documentation to reflect the production release for the duration of the contract. The contractor must use a documentation methodology to ensure consistency and quality. 3.22.11.1 Contractor Training Materials Responsibilities
• Functional Training Materials deliverables • User’s Quick Reference Guides • Technical Support Procedures
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• Restart and Recovery Procedures • Software Change Procedures • Impact Analysis Procedures • Data Correction Procedures • Configuration Management Procedures • Ad Hoc Reporting Procedures • Performance Monitoring Procedures
3.22.11.2 State Training Materials Responsibilities
• Supply policy and procedures documents as needed • Review and approve Training Materials deliverables • Provide large-volume reproduction of documentation as required
3.22.12 Training The contractor is responsible for all ACSES user and technical training. The training plan and schedule shall include a provision for “just-in-time” training (i.e., provision of training within one month prior to the scheduled implementation of ACSES within a local child support office). Training must be specific to the software release. 3.22.12.1 Contractor Training Responsibilities
• Prepare release-specific Training Plans for system users • Prepare release-specific User’s Manuals • Prepare release-specific Training Manuals • Obtain and equip non-State training classrooms • Prepare and deliver classroom training • Prepare a Web-based Training Center Plan • Create a Web-based Training Center • Prepare a Training Environment with full systems functionality
3.22.12.2 State Training Responsibilities
• Review and approve curriculum plan, training plan and schedule, training database design, and all other training materials
• Provide large-volume reproduction and distribution of training materials 3.22.13 Integration, System, and Performance Testing During the planning phase of the project, the contractor must prepare an Application Quality Assurance Plan. After software development and unit testing, each component of the system must undergo integration and system testing. The integration testing addresses the coordination of all system functions to achieve functional objectives. System testing addresses the coordination of all system capabilities for full functionality and adherence to performance standards. The contractor must provide for the execution of the Application Quality Assurance Plan, identify and correct software defects, and document the system's full functionality. Each module must be subject to integration, system, and performance testing. One or more test environments must be established, configured with the full ACSES, and prepared with test data converted from the legacy system and interfaces functional to the extent practicable or simulated. The contractor must prepare and conduct a performance test plan employing system and network monitoring software and system load simulation software. The test plan must use full-size databases, increasing numbers of users, and increasing activity levels. The system test must continue until performance measures are met under full operational conditions.
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3.22.13.1 Contractor Integration, System and Performance Test Responsibilities
• Establish the test environments • Configure the system to the most current production version of all underlying software, tools, and
databases, unless the State agrees to an exception • Create test case data • Conduct integration and system tests. Each module can be tested as it is readied. The
compatibility of all modules for the entire system must be tested when all modules have been completed.
• Correct problems, repeating performance testing until expected results are obtained • Conduct performance testing • Document integration, system and performance test results
3.22.13.2 State Integration, System, and Performance Test Responsibilities
• Review and approve the contractor’s integration test result documentation • Review and approve the contractor’s system test result documentation • Review and approve the contractor’s performance test result documentation
3.22.14 Acceptance and PRWORA Distribution Testing Each module must undergo an acceptance test cycle. All functional aspects of the system, including workflow components, can be tested as each module is readied. The workflow for the entire system must be tested when all modules have been completed. Child Support distribution logic must be subject to the PRWORA Distribution Test Deck requirement. A special test environment must be established for the PRWORA Distribution Testing process. This environment must provide for automated test scripting for regular regression testing repetition. Child Support functionality must be verified to be in compliance with federal certification requirements. An Acceptance Test Team – composed of State management and users from different functional areas, including field staff and local liaison staff – will perform the Acceptance Test. The Acceptance Test shall evaluate ACSES as an integrated whole. The Acceptance Test will include all activities that will take place during the actual implementation. The acceptance testing shall verify the following
• There are no defects existing in the software • Full installation of the application software • Conversion of legacy data and manual data • Completeness and accuracy of system documentation • Effectiveness of training methods and materials • Response time and overall system performance • System hardware, software, and telecommunications performance • System, data, and application security • Accuracy/performance of system interfaces
The Acceptance Test will be conducted upon successful completion of the integration, system, and performance testing effort and agreement by the State’s project management team that the system is ready for acceptance testing. As problems are discovered they must be evaluated, their impact estimated, and documented. Necessary modifications must be made to software, documentation, and training materials consistent with the System Design Documents and other deliverable acceptance criteria.
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3.22.14.1 Contractor Acceptance Test Responsibilities
• Establish the application in the Acceptance Test environment • Supply training needed for Acceptance Test • Provide support during Acceptance Test • Document and correct problems • Develop Acceptance Test Analysis Reports • Create PRWORA Distribution Test Deck Documentation • Create Federal Certification Compliance Narrative Documentation
3.22.14.2 State Acceptance Test Responsibilities
• Arrange for Acceptance Test staff availability • Execute Acceptance Test plan iteratively • Provide support during Acceptance Test • Review and approve documentation and correction of problems • Review and approve Acceptance Test Analysis Reports • Review and approve Federal Certification Compliance Narrative Documentation
3.22.15 Pilot Implementation Each release shall be carefully monitored during the anticipated 60-day pilot implementation. The contractor and the State shall conduct a thorough review and monitoring of the initial implementation of the new ACSES, working with the staff of the chosen pilot implementation sites. The pilot implementation shall be scrutinized to examine the full system functionality in its first live setting; validate the training, the success of conversion, and the efficiency of new procedures and workflows; adjust plans for later implementations; and overcome any objections to the system. The contractor must prepare a Release Installation and Initialization Plan for each release to identify all the sequenced tasks necessary for initializing the new application and to assign responsibilities for each task. The plan must establish an Implementation Coordination Team to coordinate and review the implementation preparations and establish the criteria for system implementation readiness. The State will review and accept the plan when judged to be complete. The contractor must prepare an Installation and Initialization Report for each release to detail the tasks accomplished in preparation for implementation and document the system’s state of readiness. The State’s acceptance of this deliverable is necessary for implementation efforts to proceed. The contractor must prepare a Pilot Implementation Plan for each release to establish the tasks to be addressed in preparation for and during the implementation. The State will accept this deliverable when satisfied that the implementation has been adequately planned. The contractor must prepare a Pilot Implementation Report for each release to document the tasks accomplished in during the implementation, the software, data corrections, training, remedial training, and post implementation support provided for the implementation. The State will accept this deliverable when satisfied that the implementation has been completed in full. 3.22.15.1 Contractor Pilot Implementation Responsibilities
• Provide Release Installation and Initialization Plans deliverables for each release • Provide training needed for the pilot implementations • Initialize and configure the production environment • Create and staff the ACSES help desk • Document and correct production problems • Provide Release Implementation and Initialization Reports for each release
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• Provide the Pilot Implementation Reports 3.22.15.2 State Pilot Implementation Responsibilities
• Select and arrange for the pilot implementation site • Review and approve the Release Installation and Initialization Plans • Review and approve the Release Installation and Initialization Reports • Review and approve the Pilot Implementation Reports
3.22.16 Statewide Implementation The contractor shall be responsible for the implementation of ACSES statewide. The contractor must provide system support, help desk support, system maintenance, and corrective actions during the implementation and for the duration of the contract. At the conclusion of the implementation and again at the end of the contract, the contractor must certify that the system is fully implemented and operational, or take such action as necessary to assure implementation and operation. As each release is completed in each of the four administrative regions, the contractor must allocate a certain percentage of contractor staff (testers and developers) to support completed releases once they are deployed. The contractor must prepare a Regional Implementation Plan for each administrative region to establish the tasks to be addressed in preparation for and during the implementation. The State will accept this deliverable when satisfied that the implementation has been adequately planned. The contractor must prepare a Regional Implementation Report for each administrative region to document the tasks accomplished in during the implementation, the software, data corrections, training, remedial training, and post implementation support provided for the implementation. The State will accept this deliverable when satisfied that the implementation has been completed in full. 3.22.16.1 Contractor Implementation Responsibilities
• Develop Regional Implementation Plans • Develop Regional Implementation Reports
3.22.16.2 State Implementation Responsibilities
• Determine the most appropriate sequence for ACSES' implementation in central and regional office units
• Review and approve the Regional Implementation Plans • Review and approve the Regional Implementation Reports
3.22.17 Post-Implementation Help Desk Operation Following the implementation of the pilot implementation of the first release of ACSES, post-implementation help desk support begins and continues through the duration of the contract. Upon each pilot release, the State and the contractor shall review the performance of the system and identify required software and data corrections. This review must include examination of:
• Monthly reports submitted by the contractor • IV&V Contractor’s quality assurance monitoring reports • Unit and system tests • Feedback from Help Desk and OCSS staff • Performance of interfaces • Operation of the online policy manual system, including the ability to update and amend policy
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Differences concerning what constitutes a necessary fix versus what is an enhancement shall be resolved based upon a review of Appendix A, "ACSES Reengineering Requirements", and Appendix D, "Detailed System Specifications", and the use of the scope control and change management procedures established at the project initiation phase. Prioritization of software and data corrections will be the responsibility of the State, with input from the contractor, State project management team, Project Management Consultant, and OCSE. The contractor must continue to maintain on-site support for the duration of the contract, including regular (at minimum monthly) releases for software and data corrections. 3.22.17.1 Contractor Help Desk Responsibilities
• Provide Help desk support • Track, assess, respond to, and report on Technical Requests • Provide support for federal and State audits and reviews • Provide corrections of software and data problems • Recommend priority for software and data corrections • Provide Customer Service Bulletins • Provide regular releases (at least monthly) • Provide Monthly Help Desk Reports
3.22.17.2 State Help Desk Responsibilities
• Prioritize software corrections • Review and approve software corrections • Approve contractor reports concerning the performance of software corrections • Review and approve all contractor deliverables
3.22.18 Deliver an OCSE-Certified ACSES The contractor must assure the implementation of Child Support distribution logic to conform to the requirements of the PRWORA Distribution Test Deck. A special test environment must be established for the PRWORA Distribution Testing process. This environment must provide for automated test scripting for regular regression testing repetition of the Test Deck conditions. The contractor must document the conformance of ACSES with the requirements in the Federal Certification Guide by preparing responses and documentation for each requirement. The contractor must support the Federal System Certification review with the establishment of a Certification Environment for demonstration of the system’s functionality, with the preparation of demonstration case data, demonstration of system functionality, and with software corrections as needed to bring the system into compliance with federal Certification standards and certification review findings. The contractor must assure that the ACSES delivered is in conformance with federal requirements as identified in the following guides available from www.acf.dhhs.gov/programs/cse/stsys/!cse.htm:
• Automated Systems for Child Support Enforcement: A Guide for States • Information Systems Review Guide.
The contractor must assure that the system delivered is in conformance with recent action transmittals and "dear colleague" letters, including but not limited to:
• OCSE-AT-99-14 regarding Administrative Offset and Passport Denial
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• OCSE-AT-99-04 regarding Case Closure Criteria • OCSE-AT-00-02 regarding OCSE 34A Financial Reporting Instructions • OCSE-AT-00-07 regarding Automated Systems for Child Support Enforcement: A Guide for
States • OCSE-AT-00-11 regarding Interstate Forms • OCSE-AT-01-02 regarding the National Medical Support Notice • OCSE-AT-01-06 regarding Interstate Administrative Subpoena and Notice of Lien • OCSE-AT-01-07 regarding the revised Notice to Withhold Income • OCSE-AT-03-03 regarding security review findings • OCSE-AT-03-04 regarding OCSE 34A Financial Reporting form • DCL-03-01 regarding interfaces with Court Systems
3.22.18.1 Contractor System Certification Responsibilities
• Provide PRWORA Distribution Test Deck Documentation deliverable • Provide Federal Certification Compliance Narrative Documentation deliverable • Provide Federal Certification Compliance Demonstration deliverable • Provide Federal Certification Compliance Corrections deliverable
3.22.18.2 State System Certification Responsibilities
• Review and Approve the PRWORA Test Deck Documentation • Review and Approve the Federal Certification Compliance Narrative Documentation • Direct staff to use the Child Support System according to regulations and procedures • Submit the request for Federal System Certification • Coordinate the Federal System Certification Review • Support on site office reviews of the system. • Participate in the Federal Certification Compliance Demonstration • Specify and authorize Federal Certification Compliance corrections • Review and approve Federal Certification Compliance corrections.
3.22.19 Provide System Operations and Maintenance Following the implementation of ACSES with the first release, the contractor must provide for system operation and maintenance. The contractor must monitor all aspects of batch processing, including the execution, restart and recovery of batch jobs. The contractor must monitor all aspects of on-line processing to ensure conformance to response time standards, and immediate response to application errors. The contractor must coordinate operational responsibilities with DHS system and network staff. The contractor must ensure that output files and documents are delivered as intended. The contractor must analyze, design, develop, test, document and implement system enhancements to (1) implement future changes in child support laws and regulations approved and required during the term of the contract; (2) implement new or revised business requirements as determined by the State during the term of the contract; and, (3) implement interface changes with other state or federal systems as determined by the State during the term of the contract. The design changes must be documented to the functional and technical design libraries. Database documentation and test plans must be constructed for each enhancement release. The contractor must manage the software configuration to maintain and migrate software to the testing, training and production environments. The contractor must ensure comprehensive unit, integration, system, and performance testing in preparation for the installation of system enhancements.
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The contractor must report on maintenance activities on a monthly basis by the seventh business day after the end of the month. Prioritization of enhancements will be the responsibility of the State, with input from the contractor, State project management team, Project Management Consultant, and OCSE. The contractor must continue to maintain on-site support for the duration of the contract, including regular releases for enhancements as directed by the State. At the end of the contract, the contractor must support an effective transition of programs, knowledge, data, and procedures to the State or to a contractor chosen by the State, including developing and carrying out a system turnover plan. 3.22.19.1 Contractor Operations and Maintenance Responsibilities
• Provide estimates of cost and effort for enhancements • Recommend priority for enhancements • Provide Functional Design for enhancements • Provide Technical Design for enhancements • Provide Testing Plans for enhancements • Provide Test Results Report for enhancements • Install System Enhancements • Provide formal and on-the-job technical training of DHS OIS technical staff • Provide regular enhancement releases (at least quarterly) • Provide operations documentation • Provide monthly Operations Status Report deliverable
3.22.19.2 State Operations and Maintenance Responsibilities
• Specify requirements for enhancements • Prioritize software enhancements • Review and approve software corrections and enhancements • Review and approve contractor maintenance and operations system plans and reports • Approve contractor reports concerning the performance of enhancements • Develop as needed federal Advanced Planning Documents to acquire required funding for
enhancements 3.22.20 System Maintenance Transition At the end of the contract, the contractor must support an effective transition of programs, knowledge, data, and procedures to the State or to a contractor chosen by the State, including developing and carrying out a system turnover plan. 3.22.20.1 Contractor Maintenance Transition Responsibilities
• Provide Maintenance Transition Plan deliverable • Provide Operational Transition Plan deliverable • Provide Maintenance Training • Provide Maintenance Transition Report deliverable • Provide Warranty Completion Report
3.22.20.2 State Maintenance Transition Responsibilities
• Review and approve all contractor Transition deliverables. • Review and approve all contractor Warranty deliverable.
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Consistent with the modular deployment strategy for ACSES, the project implementation has been divided into 18 major tasks. Several of these tasks will occur during the development of the individual modules (e.g., unit, system, and acceptance testing). The completion of these tasks shall be the responsibility of the contractor, working with the State project management team. The tasks and their proposed timeframes are indicated in Figure 1 below. The contractor must provide one original, two copies, and the electronic version using Microsoft Office software of each document that is a deliverable. All deliverables must meet State-approved format and content requirements. See Appendix F: Contract Deliverables.
Figure 1: Deliverables and Anticipated Delivery Dates ID Deliverable Delivery Date
Plan 01 Project Management Plan Weekly Plan 02 Enterprise Architecture Plan Month 2 Plan 03 Disaster Recovery Plan Month 2 Plan 04 System Capacity Plan Month 2 Plan 05 Hardware and Software Purchase Plan Month 2 Purch 01 Purchased Development Hardware Month 3 Purch 02 Purchased Development Software Month 3 Plan 06 Database Development Plan Month 4 Plan 07 Application Development Plan Month 4 Plan 08 Configuration Management Plan Month 4 Plan 09 Requirements Review and Release Plan Month 4 Plan 10 Application Quality Assurance Plan Month 4 Plan 11 Operations Support Plan Month 4 Plan 12 Data Conversion Month 4 Plan 13 Test Management Plan Month 4 Plan 14 Security Plan Month 4 EU FD Ease of Use Functional Design Month 7 Sec FD Security Functional Design Month 7 Con 1FD Release 1 Conversion Functional Design Month 7 FM FD Financial Management Functional Design Month 7 Enf FD Enforcement Functional Design Month 7 Prep 101 Release 1 Training Plan Month 9 Prep 301 Web-Based Training Development Plan Month 9 JAVA 01 PL SQL to JAVA Report Month 9 EU TD Ease of Use Technical Design Month 10 EU TP Ease of Use Test Plan Month 10 Sec TD Security Technical Design Month 10 Sec TP Security Test Plan Month 10 Con 1TD Release 1 Conversion Technical Design Month 10 Con 1TP Release 1 Conversion Test Plan Month 10 FM TD Financial Management Technical Design Month 10 FM TP Financial Management Test Plan Month 10 Enf TD Enforcement Technical Design Month 10 Enf TP Enforcement Test Plan Month 10 CERT 02 PRWORA Test Deck Documentation Month 12 Prep 102 Release 1 User Manual Month 13
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ID Deliverable Delivery Date Prep 103 Release 1 Training Manual Month 13 Prep 302 Web Based Training Center Month 13 Op 101 Release 1 Operations Plan Month 13 Imp 101 Release 1 Installation and Initialization Plan Month 13 Con 1ATR Release 1 Conversion Acceptance Test Report Month 14 Purch 03 Purchased Production Hardware Month 15 Purch 04 Purchased Production Software Month 15 EU TM Ease of Use Training Materials Month 15 Sec TM Security Training Materials Month 15 Con 1TM Release 1 Conversion Training Materials Month 15 FM ATR Financial Management Acceptance Test Report Month 15 FM TM Financial Management Training Materials Month 15 Enf ATR Enforcement Acceptance Test Report Month 15 Enf TM Enforcement Training Materials Month 15 Op 102 Release 1 Customer Support Procedures Month 15 Op 103 Release 1 Technical Support Procedures Month 15 Imp 103 Release 1 Region 1 Pilot Implementation Plan Month 15 EU ATR Ease of Use Acceptance Test Report Month 18 Sec ATR Security Acceptance Test Report Month 18 Imp 102 Release 1 Installation and Initialization Report Month 18 Imp 105 Release 1 Region 2 Implementation Plan Month 18 Tr 101 Release 1 Trainer Training Month 18 Tr 102 Release 1 Operations Training Month 18 Tr 103 Release 1 Technical Support Training Month 18 Tr 104 Release 1 Customer Support Training Month 18 Tr 105 Release 1 Region 1 User Training Month 18 HD yymm Monthly Help Desk Reports Months 18 - 60 OP yymm Monthly Operations Reports Months 18 - 60 CI FD Case Initiation Functional Design Month 19 Con 2FD Release 2 Conversion Functional Design Month 19 Loc FD Location Functional Design Month 19 Est FD Establishment Functional Design Month 19 CM FD Case Management Functional Design Month 19 Rpt FD Reporting Functional Design Month 19 Prep 201 Release 2 Training Plan Month 21 Imp 104 Release 1 Region 1 Pilot Implementation Report Month 21 Imp 107 Release 1 Region 3 Implementation Plan Month 21 Tr 106 Release 1 Region 2 User Training Month 21 CI TD Case Initiation Technical Design Month 22 CI TP Case Initiation Test Plan Month 22 Con 2TD Release 2 Conversion Technical Design Month 22 Con 2TP Release 2 Conversion Test Plan Month 22 Loc TD Location Technical Design Month 22 Loc TP Location Test Plan Month 22 Est TD Establishment Technical Design Month 22
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ID Deliverable Delivery Date Est TP Establishment Test Plan Month 22 CM TD Case Management Technical Design Month 22 CM TP Case Management Test Plan Month 22 Rpt TD Reporting Technical Design Month 22 Rpt TP Reporting Test Plan Month 22 Imp 106 Release 1 Region 2 Implementation Report Month 24 Imp 109 Release 1 Region 4 Implementation Plan Month 24 Tr 107 Release 1 Region 3 User Training Month 24 Prep 202 Release 2 User Manual Month 25 Prep 203 Release 2 Training Manual Month 25 Imp 201 Release 2 Installation and Initialization Plan Month 25 CI ATR Case Initiation Acceptance Test Report Month 27 CI TM Case Initiation Training Materials Month 27 Con 2TM Release 2 Conversion Training Materials Month 27 Loc ATR Location Acceptance Test Report Month 27 Loc TM Location Training Materials Month 27 Est TM Establishment Training Materials Month 27 CM TM Case Management Training Materials Month 27 Rpt TM Reporting Training Materials Month 27 Imp 108 Release 1 Region 3 Implementation Report Month 27 Imp 203 Release 2 Region 1 Pilot Implementation Plan Month 27 Tr 108 Release 1 Region 4 User Training Month 27 Op 201 Comprehensive Operations Plan Month 28 Con 2ATR Release 2 Conversion Acceptance Test Report Month 29 CM ATR Case Management Acceptance Test Report Month 29 Rpt ATR Reporting Acceptance Test Report Month 29 Est ATR Establishment Acceptance Test Report Month 30 CERT 01 Federal Certification Compliance Narrative Month 30 Op 202 Comprehensive Customer Support Procedures Month 30 Op 203 Comprehensive Technical Support Procedures Month 30 Op 204 Comprehensive System Documentation Month 30 Imp 110 Release 1 Region 4 Implementation Report Month 30 Imp 202 Release 2 Pilot Installation and Initialization Report Month 30 Imp 205 Release 2 Region 2 Implementation Plan Month 30 Tr 201 Release 2 Trainer Training Month 30 Tr 202 Release 2 Operations Training Month 30 Tr 203 Release 2 Technical Support Training Month 30 Tr 204 Release 2 Customer Support Training Month 30 Tr 205 Release 2 Region 1 User Training Month 30 CERT 03 Federal Certification Compliance Demonstration Month 33 Imp 204 Release 2 Region 1 Pilot Implementation Report Month 33 Imp 207 Release 2 Region 3 Implementation Plan Month 33 Tr 206 Release 2 Region 2 User Training Month 34 CERT 04 Federal Certification Compliance Month 36 Imp 206 Release 2 Region 2 Implementation Report Month 36
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ID Deliverable Delivery Date Imp 209 Release 2 Region 4 Implementation Plan Month 36 Tr 207 Release 2 Region 3 User Training Month 37 Imp 208 Release 2 Region 3 Implementation Report Month 39 Tr 208 Release 2 Region 4 User Training Month 40 Imp 210 Release 2 Region 4 Implementation Report Month 42 Trans 01 Maintenance Transition Plan Month 56 Trans 02 Operational Transition Plan Month 56 Trans 03 Maintenance Training Month 59 Trans 04 Maintenance Transition Report Month 60 Warr 01 Warranty Completion Report Month 60
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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 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. However, the State reserves the right to request that exceptions, assumptions, or proposed modifications be withdrawn. Such action will not be taken with respect to an otherwise technically non-conforming bid proposal. 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. 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 bid proposals are ineligible for consideration. THE EXTERIOR OF ALL BID RESPONSE 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 (page 3 of the RFP). 4.3 Number of Bid Proposal Copies The bidder must submit twelve (12) full, complete, and exact copies of the original proposal and two (2) full, complete, and exact ELECTRONIC copies of the original proposal on compact disk (CD). The copies of the proposal on CD must in PDF file format to be viewable and reproducible by State evaluators using Adobe Acrobat Reader software. Bidders failing to provide the requested number of copies will be charged the cost incurred by the State in producing the requested number of copies. It is suggested that the bidder make and retain a copy of its bid proposal. 4.4 Proposal Content The bid proposal should be submitted in one volume and that volume divided into four (4) sections as follows:
• Section 1 - Forms (Section 4.4.1) • Section 2 - Technical Proposal (Section 4.4.2) • Section 3 - Organizational Support and Experience (Section 4.4.3) • Section 4 - Cost Proposal (Section 4.4.4)
The following table describes the format of the bid proposal that should be prepared with tabs (separators), and the content of the material located behind each tab.
TAB CONTENTS RFP SECTION REFERENCE COMMENTS
Cover sheet Completed and signed cover sheet (Page 3 of this RFP) 1 Forms
4.4.1.1 Ownership Disclosure Form (Attachment 1)
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TAB CONTENTS RFP SECTION REFERENCE COMMENTS
4.4.1.2 MacBride Principles Certification (Attachment 2)
4.4.1.3 Affirmative Action Employee Information Report or New Jersey Affirmative Action Certificate (Attachment 3)
4.4.1.4 Notice of Intent to Subcontract Form and Subcontractor Utilization Plan (Attachment 4)
1.1 of the Standard Terms
& Conditions
Business Registration from Division of Revenue
4.4.1.7 Executive Order 129
4.4.2.1 Management Overview 4.4.2.2 Contract Management 4.4.2.3 Contract Schedule 4.4.2.4 Mobilization and Implementation Plan 4.4.2.5 Potential Problems
2 Technical Proposal
4.4.2.6 Detailed Technical Response 4.4.3.1 Location 4.4.3.2 Organization Chart (Contract Specific) 4.4.3.3 Resumes 4.4.3.4 Backup Staff 4.4.3.5 Organization Chart (Entire Firm)
4.4.3.6 Experience of Bidder on Contracts of Similar Size and Scope
4.4.3.7 Financial Capability of the Bidder
3 Organizational Support and Experience Proposal
4.4.3.8 Subcontractor(s) 4 Forms 4.4.4 Price Schedules (Attachment 5)
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 accompany the bid proposal. Failure to do so will preclude the award of the contract. The Ownership Disclosure Form is attached as Attachment 1 to this RFP. 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. The MacBride Principles Certification Form is attached as Attachment 2 to this RFP 4.4.1.3 Affirmative Action
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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. The Affirmative Action Forms are attached as Attachment 3 to this RFP. 4.4.1.4 Business Registration Certificate from the Division of Revenue FAILURE TO SUBMIT A COPY OF THE BIDDER’S BUSINESS REGISTRATION CERTIFICATE (OR INTERIM REGISTRATION) FROM THE DIVISION OF REVENUE WITH THE BID PROPOSAL MAY BE CAUSE FOR REJECTION OF THE BID PROPOSAL. The bidder may go to www.nj.gov/njbgs to register with the Division of Revenue or to obtain a copy of an existing Business Registration Certificate. Refer to Appendix 1, Section 1.1 of the Standard Terms and Conditions and Section 5.3 of this RFP for additional information concerning this requirement. 4.4.1.5 Executive Order 134 Refer to Section 5.27 of this RFP for more details concerning this requirement. 4.4.1.6 Set-Aside Contracts This is a contract with set-aside subcontracting goals for Small Businesses. All bidders must include in their bid proposal a completed and signed Notice of Intent to Subcontract form (Attachment 7). Bidders intending to utilize subcontractors must also include a completed and signed Subcontractor Utilization Plan form (Attachment 7). Failure to submit the required forms shall result in a determination that the bid is materially non-responsive. Bidders seeking eligible small businesses should contact the New Jersey Commerce and Economic Growth Commission at (609) 292-2146. 4.4.1.7 Executive Order 129 THE BIDDER SHOULD SUBMIT WITH ITS BID PROPOSAL A COMPLETED SOURCE DISCLOSURE FORM. Refer to Section 5.31 and Attachment 6 for more information concerning this new requirement. 4.4.1.8 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 bid proposal must contain at least the information described below. 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.
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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 bid 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 The bidder shall include a contract schedule. If key dates are a part of this RFP, the bidder’s schedule should incorporate such key dates and should identify the completion date for each task and sub-task required by the Scope of Work. Such schedule should also identify the associated deliverable item(s) to be submitted as evidence of completion of each task and/or subtask. The bidder should identify the contract scheduling and control methodology to be used and should provide the rationale for choosing such methodology. The use of Gantt, Pert or other charts is at the option of the bidder. 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 detailed timetable for the mobilization and implementation period of 30 days. This timetable should be designed to demonstrate how the bidder will have the contract up and operational within the period of 30 days from the effective date of the contract. The bidder's plan must include the deployment and use of management, supervisory or other key personnel during the mobilization and implementation period. The plan must 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 30 days from the date of notification of award. 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 shall include its 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 30 days from the effective date of the contract. The bidder's plan must include 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's plan must describe 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.
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4.4.2.6 Detailed Technical Response The bid response must include a response to the State's Scope of Work (Section 3) and all of its subsections, specifically each mandatory requirement, i.e., "must" or "shall" statement. As part of its technical response, the bidder must use the project deliverables to create a deliverables matrix. This matrix must list each project deliverable and a specific cross-reference to the page and section of the bidder's proposal where that deliverable is addressed. This section of the bid proposal shall contain, but not be limited to, the following information:
• Project Management Plan • Proposed JAD Sessions Schedule • Enterprise Architecture Plan • Disaster Recovery Plan • System Capacity Plan • Hardware and Software Purchase Plan • Database Development Plan • Application Development Plan • Configuration Management Plan • Requirements Review and Release Plan • Overall Quality Assurance Plan • Application Quality Assurance Plan • Operations Support Plan • Conversion Plan • Test Management Plan • Installation and Initialization Plan • Implementation Plan • Training Plan • Customer Service and Technical Support Plan • Transition Plan • Security Plan
The bidder must address each OCSE certification requirement, identify the system component that implements the requirement, describe how the implementation is accomplished, and present screens and reports to support the description. It must address the PRWORA auxiliary questions and all other requirements of the Family Support Act of 1996. The bidder must specify any additional software and associated costs that the State must supply for user workstations to access and use all capabilities of ACSES. The bidder must specify any additional software and associated costs that the State must supply for users to access and use ACSES production reports. 4.4.3 Section 3 – Organizational Support and Experience The bidder shall 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 shall 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)
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The bidder must include a contract organization chart, with names showing management, supervisory and other key personnel (including subcontractor management, supervisory or other key personnel) to be assigned to the contract. The chart should include the labor category and title of each such individual. 4.4.3.3 Resumes Detailed resumes shall be submitted for all management, supervisory and key personnel to be assigned to the contract. The bidder must use the resume template provided in Appendix C. Resumes shall be structured to emphasize relevant qualification and experience of these individuals in successfully completing contracts of a similar size and scope to those required by this RFP. Resumes shall clearly identify previous experienced in completing similar contracts. Beginning and ending dates must be given for each similar contract. A description of the contract must be given and must demonstrate how the individual's work on the completed contract relates to the individual's ability to contribute to successfully providing the services required by this RFP. With respect to each similar contract, the resume must include the name and telephone number of a person to contact for a reference check. In the event the bidder must hire or otherwise engage management, supervisory, and/or key personnel if awarded the contract, the bidder shall include a recruitment plan for such personnel. The recruitment plan must demonstrate that the bidder will be able to initiate and complete the contract within the time frame required by the 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 need to be replaced during the contract term. 4.4.3.5 Organization Chart (Entire Firm) The bidder shall include an organization chart showing the bidder’s entire organizational structure. This chart must show the relationship of the individuals assigned to 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 must 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 must be placed on contracts that are similar in size and scope to the services and products required by this RFP. A description of all such contracts must be included and must 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 must provide the name and telephone number of a contact person for the other contract party. Beginning and ending dates must also be given for each contract. The bidder must identify the proposed team member(s) who have experience with all or part of the donor systems and/or the system architecture of the donor system. In addition, the bidder must specify the projects where these individuals had that experience and the versions of the donor systems with which they are familiar. The bidder shall identify whether the proposed team members have worked together before and on which projects. The bidder must conform to the requirements of Appendix B, "Contractor Experience and Expertise". No work is to be performed offshore. Solutions including off-shore resources shall not be considered.
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4.4.3.7 Financial Capability of the Bidder The bidder shall provide proof of its financial capacity and capabilities to undertake and successfully complete the contract. To satisfy this requirement, the bidder shall submit a certified financial statement, including applicable notes, reflecting the bidder’s assets, liabilities, net worth, revenues, expenses, profit or loss, and cash flow for the most recent calendar year or the bidder’s most recent fiscal year; or, if a certified financial statement is not available, then either a reviewed or compiled statement from an independent accountant setting forth the same information required for the certified financial statement. In addition, the bidder must submit a bank reference. 4.4.3.8 Disclosure of Investigations/Litigation The bidder shall provide a detailed description of any litigation, including administrative complaints or other administration proceedings, involving any public sector clients during the past five (5) years, including the caption of each action, the date of inception, a brief description of the action, current status, and, if applicable, its disposition. 4.4.3.9 Subcontractor(s)
a. All bidders must complete the Notice of Intent to Subcontract Form whether or not they intend to utilize subcontractors in connection with the work set forth in this RFP. If the bidder intends to utilize subcontractor(s), then the Subcontractor Utilization Plan must also be submitted with the bid.
N.J.A.C. 17:13-4 and Executive Order 71 mandate that if the bidder proposes to utilize a
subcontractor, the bidder must make a good faith effort to meet the set-aside subcontracting targets of awarding a total of twenty-five percent (25%) of the value of the contract to New Jersey-based, New Jersey Commerce and Economic Growth Commission registered small businesses, with a minimum of five (5) percent awarded to each of the three categories set forth below, and the balance of ten (10) percent spread across the three annual gross revenue categories: Category I – $1 to $500,000; Category II - $500,001 to $5,000,000; Category III - $5,000,001 to $12,000,000.
b. Should the bidder choose to use subcontractors and fail to meet the Small Business
Subcontracting targets set forth above, the bidder must submit documentation demonstrating its good faith effort to meet the targets with its bid proposal or within seven (7) business days upon request.
c. 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.
d. The bidder must provide a detailed description of services to be provided by each subcontractor,
referencing the applicable Section or Subsection of this RFP. e. 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.
f. The bidder should provide documented experience to 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.
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4.4.4 Section 4 – Cost Proposal The price schedule is attached to this RFP as Attachment 5. All prices supplied by the bidder on Attachment 5 must be firm fixed prices. Modification of the State's price lines shall result in the determination that the bidder's proposal is non-responsive. 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 through issuance of contract to permit the completion of the evaluation of bid proposals received and the contract award process.
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5.0 SPECIAL TERMS AND CONDITIONS 5.1 Precedence of Contractual Terms and Conditions The contract shall consist of this RFP, addenda to this RFP, the vendor’s bid proposal, and the Division's Notice of Acceptance. Unless specifically noted within this RFP, the Special Terms and Conditions, take precedence over the Standard Terms and Conditions, attached as Appendix 1 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 State Contract Manager The State Contract Manager is the State employee responsible for the overall management and administration of the contract. The State Contract Manager for this project will be identified at the time of execution of contract. At that time, the Contractor will be provided with the State Contract Manger name, department, division, agency, address, telephone number, fax phone number, and email address. 5.2.1 State Contract Manager Responsibilities For an agency contract where only one State office uses the contract, the State Contract Manager will be responsible for engaging the contractor, assuring that Purchase Orders are issued to the contractor, directing the contractor to perform the work of the contract, approving the deliverables and approving payment vouchers. The State Contract Manager is the person that the contractor will contact after the contract is executed for answers to any questions and concerns about any aspect of the contract. The State Contract Manager is responsible for coordinating the use and resolving minor disputes between the contractor and any component part of the State Contract Manager's Department. If the contract has multiple users, then the State Contract Manager shall be the central coordinator of the use of the contract for all Using Agencies, while other State employees engage and pay the contractor. All persons and agencies that use the contract must notify and coordinate the use of the contract with the State Contract Manager. 5.2.2 Other Duties of the State Contract Manager The State Contract Manager shall have the following additional duties:
a. If the State Contract Manager determines that the Contractor has failed to perform the work of the contract and is unable to resolve that failure to perform directly with the contractor, the State Contract Manager shall file a formal complaint with the Contract Compliance Unit in the Division of Purchase and Property and request that office to assist in the resolution the contract performance problem with the contractor.
b. The State Contract Manager is responsible for arranging for contract extensions and preparing
any re-procurement of the contract with the Purchase Bureau.
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c. The State Contract Manager is responsible for obtaining permission from the Director to reduce the scope of work, amend the contract or add work or special projects to the contract after contract award.
d. The State Contract Manager is responsible for completion of the Project Performance
Assessment Form for submission to the CCAU Unit of the Division, with a copy to the Associate Director of OMB; and
e. The State Contract Manager is responsible for submitting the Contractor final deliverables to the
Associate Director of OMB. f. The State Contract Manager is also responsible to formally report, to the Division of Purchase
and Property’s Assistant Director, CCAU, using the PB-36 Formal Complaint form, all instances when deliverables, i.e. commodities and/or services, are not in accordance with the contract specifications or scope of work. Variances from contract pricing shall be reported in this same manner to ensure that State and other using agencies receive the goods and/or services at the pricing established at the time of contract award or amendment(s) to the contract.
5.2.3 Coordination with the State Contract Manager Any contract user that is unable to resolve disputes with a contractor shall refer those disputes to the State Contract Manager for resolution. Any questions related to performance of the work of the contract by contract users shall be directed to the State Contract Manager. The contractor may contact the State Contract Manager if the contractor can not resolve a dispute with contract users. 5.3 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 contractor must provide the performance bond within thirty (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. Within thirty (30) days of the anniversary of the contract effective date, the contractor shall provide proof to the Director that the performance bond in the required amount is in effect. Failure to provide such proof may result in the suspension of payment to the contractor until such time the contractor complies with this requirement. For performance bonds based on a percentage of the total estimated contract price, the performance bond requirement is calculated as follows. For the first year of the contract, the performance bond percentage on the RFP cover sheet is applied to the estimated total contract amount for the full term of the contract. On each anniversary of the effective date of the contract, the amount of the required performance bond, unless otherwise noted, is calculated by applying the established RFP performance bond percentage to the outstanding balance of the estimated amount of the contract price to be paid to the contractor. In the event that the contract price is increased by amendment to the contract, the contractor may be required to provide, within thirty (30) days of the effective date of the amendment, performance bond coverage for the increase in contract price. The required increase in the performance bond amount is calculated by applying the established bond percentage set forth on RFP cover sheet to the increase in contract price. Failure to provide such proof to the Director of this required coverage may result in the suspension of payment to the contractor until such time the contractor complies with this requirement. 5.4 Business Registration The following shall supplement the Standard Terms and Conditions pertaining to Business Registration set forth in, Appendix 1, Section 1.1.
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“Affiliate” means any entity that (1) directly, indirectly, or constructively controls another entity, (2) is directly, indirectly, or constructively controlled by another entity, or (3) is subject to the control of a common entity. An entity controls another entity if it owns, directly or individually, more than 50% of the ownership in that entity. “Business organization” means an individual, partnership, association, joint stock company, trust, corporation, or other legal business entity or successor thereof; “Business registration” means a business registration certificate issued by the Department of the Treasury or such other form or verification that a contractor or subcontractor is registered with the Department of Treasury; “Contractor” means a business organization that seeks to enter, or has entered into, a contract to provide goods or services with a contracting agency; “Contracting agency” means the principal departments in the Executive Branch of the State Government, and any division, board, bureau, office, commission or other instrumentality within or created by such department, or any independent State authority, commission, instrumentality or agency, or any State college or university, any county college, or any local unit; with respect to this Contract, the contracting agency shall mean the Division; “Subcontractor” means any business organization that is not a contractor that knowingly provides goods or performs services for a contractor or another subcontractor in the fulfillment of a contract. A bidder shall submit a copy of its business registration at the time of submission of its bid proposal in response to this RFP. A subcontractor shall provide a copy of its business registration to any contractor who shall forward it to the contracting agency. No contract with a subcontractor shall be entered into by any contractor unless the subcontractor first provides proof of valid business registrations. The contractor shall provide written notice to all subcontractors that they are required to submit a copy of their business registration to the contractor. The contractor shall maintain a list of the names of any subcontractors and their current addresses, updated as necessary during the course of the contract performance. The contractor shall submit to the contracting agency a copy of the list of subcontractors, updated as necessary during the course of performance of the contract. The contractor shall submit a complete and accurate list of the subcontractors to the contracting agency before a request for final payment is made to the using agency. The contractor and any subcontractor providing goods or performing services under the contract, and each of their affiliates, shall, during the term of the contract, collect and remit to the Director of the Division of Taxation in the Department of the Treasury the use tax due pursuant to the “Sales and Use Tax Act, P.L. 1966, c. 30 (N.J.S.A. 54:32B-1 et seq.) on all their sales of tangible personal property delivered into the State. This paragraph shall apply to all contracts awarded on and after September 1, 2004 5.5 Contract Term and Extension Option The term of the contract shall be for a period of five (5) years. The contract may be extended for three (3) additional periods of up to one (1) year, for a maximum three (3) years of contract extension, by mutual written consent of the contractor and the Director at the same terms, conditions and pricing. The length of each extension shall be determined when the extension request is processed. Should the contract be extended, the contractor shall be paid at the rates in effect in the last year of the contract.
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5.6 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. 5.7 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. 5.8 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. 5.9 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. 5.10 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 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. 5.11 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.
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If it becomes necessary for the contractor to substitute a subcontractor, add a subcontractor or substitute its own staff for a subcontractor, the contractor will identify the proposed new subcontractor or staff member(s) and the work to be performed. The contractor must provide detailed justification documenting the necessity for the substitution or addition. The contractor must provide detailed resumes of its proposed replacement staff or of the proposed subcontractor’s management, supervisory and other key personnel that demonstrate knowledge, ability and experience relevant to that part of the work which the subcontractor is to undertake. The qualifications and experience of the replacement(s) must equal or exceed those of similar personnel proposed by the contractor in its bid proposal. The contractor shall forward a written request to substitute or add a subcontractor or to substitute its own staff for a subcontractor to the State Contract Manager 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 or employees being substituted for subcontractors are authorized to begin work until the contractor has received written approval from the Director. 5.12 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. To the extent that any of such materials may not, by operation of the law, be a work made for hire in accordance with the terms of this Agreement, contractor or subcontractor hereby assigns to the State all right, title and interest in and to any such material, and the State shall have the right to obtain and hold in its own name and copyrights, registrations and any other proprietary rights that may be available. The State and federal governments shall have a perpetual, nonexclusive, paid-up, irrevocable, worldwide right and license to use any proprietary software that is part of the system. The Contractor must identify any proprietary software that is part of its proposal. With respect to intellectual property rights in contract deliverables derived from modifications or customizations to the Contractor’s or a subcontractor’s preexisting work (i.e., “derivative works”), the Contractor or subcontractor shall have and retain all ownership in and to such derivative works subject to the following: Upon written acceptance by the State of any module that includes the derivative work, the State and federal government shall be granted by the Contractor or the subcontractor having ownership in the derivative work a perpetual, nonexclusive, paid-up, irrevocable, worldwide right and license to use such derivative work for any State or federal purpose whatsoever. As part of the State and federal perpetual license, both entities shall, at their sole option, receive upgrades and support free of charge. The contractor or subcontractor, as the case may be, is subject to an Escrow Agreement in which the contractor or subcontractor and the State will establish an escrow with an independent agent or the State may act in its sole option as its own escrow agent to provide for the retention, administration, and controlled access to the original and derivative work. Should the State elect to act as its own escrow
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agent, the contractor shall provide all documentation to the State upon request. Any fees associated with the deposit of proprietary software with an independent agent shall be the contractor’s sole responsibility. This agreement shall be supplementary to all license agreements and shall be subject to the review and approval by the State. Under the following circumstances or Events of Default, the State shall automatically be permitted access to the source code of any proprietary software and/or derivative work of the Contractors and/or subcontractors:
• Contractor/subcontractor becomes insolvent or generally fails to pay, or admits in writing its inability to pay its debts as they become due
• Contractor/subcontractor applies for or consents to the appointment of a trustee, receiver, or other custodian for the contractor, or makes a general assignment for the benefit of its creditors; or
• Any bankruptcy, reorganization, debt arrangement, or other case or proceeding under any bankruptcy or insolvency law, or any dissolution or liquidation proceedings commenced by or against contractor/subcontractor, and if such case or proceeding is not commenced by Contractor/ subcontractor, it is acquiesced in or remains undismissed for sixty days (60) days; or
• Contractor/subcontractor ceases to do business, and/or ceases to perform, support, and maintain the licensed system, the Escrow Agreement, or any other applicable agreement with Licensee or the State; or
• The contract is terminated for any reason, prior to the normal expiration dates as are set forth in the contract; or the portion of the contract pertaining to the operation and maintenance is terminated for any reason; or
• The contractor fails to pay any fee of the Escrow Agent; or • Contractor/subcontractor takes any corporate or other action to authorize or in furtherance of any
of the foregoing. Contractor/subcontractor grants the State, its successors, and assigns, an irrevocable, nonexclusive, paid-up right and license to use, execute, reproduce, display, perform, maintain, support, upgrade, and modify the license system, and distribute the same internally, and to prepare derivative works based on the licensed system, exclusively for the operation of ACSES or what is otherwise necessary for the fulfillment of contractor’s/subcontractor’s obligation under its Contract or subcontract, following the occurrence of an Event of Default. Licensee or the State may engage the services of third parties to enable their access to the benefits of the license granted herein. The provisions of the section shall survive the termination of any escrow agreement following the occurrence of an Event of Default. The contractor shall include this section in its entirety as part of all subcontracts entered into in furtherance of the contractor’s obligations hereunder. The United States Department of Health and Human Services is granted a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, or otherwise use or authorize others to use for federal government purposes, such software, modifications, and documentation. The contractor must grant the United States Department of Health and Human Services unrestricted access to any systems documentation and records related to New Jersey’s ACSES project in accordance with federal requirements at 45 CFR 95.615. 5.13 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
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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. OCSS is required to adhere to specific confidentiality terms. To assure contractor and subcontractor employee compliance with these terms, each individual working on this contract must sign the OCSS Confidentiality Agreement prior to beginning work on this project. 5.14 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. 5.15 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. 5.16 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 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 authoriza-tions must be considered by the bidder in its bid proposal. 5.17 Claims and Remedies 5.17.1 Claims 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. 5.17.2 Remedies Nothing in the contract shall be construed to be a waiver by the State of any warranty, expressed or implied, of any remedy at law or equity, except as specifically and expressly stated in a writing executed by the Director. 5.17.3 Remedies for Non-Performance In the event the contractor fails to comply with any material contract requirement, the Director may take steps to terminate the contract in accordance with the State Administrative Code. In this event, the Director may authorize the delivery of contract items by any available means, with the difference between the price paid and the defaulting contractor’s price either being deducted from any monies due the defaulting contractor or being an obligation owed the State by the defaulting contractor. 5.18 Liquidated Damages 5.18.1 Schedule Delays The contractor is responsible for ensuring that the overall project is not jeopardized by schedule delays, as agreed upon with the State Contract Manager and documented in the project work plan. If there are schedule delays due to the contractor’s failure to perform the tasks and services according to the agreed upon schedule, the contractor becomes subject to liquidated damages. These liquidated damages, which
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shall not be considered a penalty, shall be in addition to any other remedy or remedies, and may be deducted from payments due, or to become due, to the contractor. If the contractor fails to complete the required transition schedules by the agreed upon completion date, liquidated damages of $1,000.00 per business day for the first twenty (20) days, and thereafter $2,500.00 per business day, shall be paid by the contractor to DHS for every business day, or fraction of a day that the schedule is delayed, from the date of written notification by the State Contract Manager to the contractor that the schedule is late. 5.18.2 System Deficiencies The contractor is responsible for completing the application software and data corrections as part of system operations. Software and data corrections will be considered complete when implemented in accordance with the approved schedule, when it has been error-free in production for one (1) month and all associated documentation has been submitted and approved by the State Contract Manager. If the contractor fails to comply with any of these stipulations and the software correction is found to be incomplete or deficient due to contractor failure to implement the agreed upon correction, liquidated damages of $1,000.00 per day for the first twenty days (20) days, and thereafter $2,500.00 per business day, shall be paid by the contractor to the State for every business day, or fraction of a day from the date of written notification by the State Contract Manager to the contractor that the software correction is deficient due to contractor failure to implement the agreed upon correction. If the contractor fails to complete the change control within thirty (30) days of the date of written notice from the State Contract Manager, the contract with the contractor may be terminated for lack of satisfactory performance. 5.18.3 Federal Financial Participation Losses In the event the New Jersey Office of Child Support Services does not receive Federal Financial Participation (FFP) due to the contractor’s failure to perform the tasks and services required by this RFP, the contractor shall indemnify the State of New Jersey Office of Child Support Services for the difference between the amount of FFP that would have been received and the amount actually received. These damages are in addition to liquidated damages identified in the previous paragraphs. The contractor agrees that OCSS shall have the right to recover liquidated damages and lost FFP through deduction from the contractor’s invoices, in the amount equal to the damages incurred, or by direct billing to the contractor. 5.18.4 Key Staff Diversions and/or Replacements In the event that the contractor diverts or replaces key personnel without the approval of the State Contract Manager, the contractor is subject to liquidated damages in the amount of $1,000 per business day until the contractor’s replacement is approved by the State Contract Manager and begins to work, or until the sixty (60) day period from the notice of diversion has expired, whichever is sooner. The damages will begin the first business day of the diversion. The maximum assessable damages under this provision is sixty thousand dollars ($60,000). 5.18.5 Computer Virus Transmittals In the event that the contractor-transmitted data file is found to have a computer virus, the contractor will be assessed liquidated damages equal to the amount of the costs to correct and/or repair files as determined by the State Contract Manager.
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5.19 Late Delivery 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 33 West State Street P.O. Box 230 Trenton, New Jersey 08625-0230 In the event of late delivery, RFP Section 5.18.1 is applicable. Such sum shall be treated as liquidated damages and not as penalty. 5.20 Retainage The amount of retainage is noted on the RFP cover sheet (Page 3 of this RFP). The using agency shall retain the stated percentage of each invoice submitted. At the end of each three (3) month period, the using agency shall review the contractor's performance. If performance has been satisfactory, the Using Agency shall release 90% of the retainage for the preceding three (3) month period. Following certification by the State Contract Manager that all services have been satisfactorily performed the balance of the retainage shall be released to the contractor. 5.21 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 Contract 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. 5.22 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. 5.23 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. 5.24 Contract Price Increase (Prevailing Wage) – Not applicable to this procurement.
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5.25 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 performed without the Director’s written approval. 5.26 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. Invoices must reference the tasks or subtasks detailed in the Scope of Work section of the RFP and must be in strict accordance with the firm, fixed prices submitted for each task or subtask on the RFP pricing sheets. 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. 5.26.1 Payment to Contractor – Optional Method – Not applicable to this procurement. 5.27 Contract Activity Report – Not applicable to this procurement.
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5.28 Requirements of Executive Order 134 In order to safeguard the integrity of State government procurement by imposing restrictions to insulate the award of State contracts from political contributions that pose the risk of improper influence, purchase of access, or the appearance thereof, Executive Order 134 was signed on September 22, 2004 (“EO 134”). Pursuant to the requirements of EO 134, the terms and conditions set forth in this section are material terms of any contract resulting from this RFP: 5.28.1 Definitions For the purpose of this section, the following shall be defined as follows:
a. Contribution – means a contribution reportable as a recipient under “The New Jersey Campaign Contributions and Expenditures Reporting Act.” P.L. 1973, c. 83 (C.19:44A-1 et seq.), and implementing regulations set forth at N.J.A.C. 19:25-7 and N.J.A.C. 19:25-10.1 et seq. Currently, contributions in excess of $400 during a reporting period are deemed “reportable” under these laws. As of January 1, 2005, that threshold has been reduced to contributions in excess of $300.
b. Business Entity – means any natural or legal person, business corporation, professional services
corporation, limited liability company, partnership, limited partnership, business trust, association or any other legal commercial entity organized under the laws of New Jersey or any other state or foreign jurisdiction. It also includes (i) all principals who own or control more than 10 percent of the profits or assets of a business entity or 10 percent of the stock in the case of a business entity that is a corporation for profit, as appropriate; (ii) any subsidiaries directly or indirectly controlled by the business entity; (iii) any political organization organized under 26 U.S.C.A. 527 that is directly or indirectly controlled by the business entity, other than a candidate committee, election fund, or political party committee; and (iv) if a business entity is a natural person, that person’s spouse or child, residing in the same household.
5.28.2 Breach of Terms of Executive Order 134 Deemed Breach of Contract It shall be a breach of the terms of the contract for the Business Entity to (i) make or solicit a contribution in violation of this Order, (ii) knowingly conceal or misrepresent a contribution given or received; (iii) make or solicit contributions through intermediaries for the purpose of concealing or misrepresenting the source of the contribution; (iv) make or solicit any contribution on the condition or with the agreement that it will be contributed to a campaign committee or any candidate of holder of the public office of Governor, or to any State or county party committee; (v) engage or employ a lobbyist or consultant with the intent or understanding that such lobbyist or consultant would make or solicit any contribution, which if made or solicited by the business entity itself, would subject that entity to the restrictions of EO 134; (vi) fund contributions made by third parties, including consultants, attorneys, family members, and employees; (vii) engage in any exchange of contributions to circumvent the intent of EO 134; or (viii) directly or indirectly through or by any other person or means, do any act which would subject that entity to the restrictions of EO 134. 5.28.3 Certification and Disclosure Requirements
a. The State shall not enter into a contract to procure from any Business Entity services or any material, supplies or equipment, or to acquire, sell or lease any land or building, where the value of the transaction exceeds $17,500, if that Business Entity has solicited or made any contribution of money, or pledge of contribution, including in-kind contributions to a candidate committee and/or election fund of any candidate for or holder of the public office of Governor, or to any State or county political party committee during certain specified time periods.
b. Prior to awarding any contract or agreement to any Business Entity, the Business Entity proposed
as the intended awardee of the contract shall submit the Certification and Disclosure form, certifying that no contributions prohibited by Executive Order 134 have been made by the
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Business Entity and reporting all contributions the Business Entity made during the preceding four years to any political organization organized under 26 U.S.C.527 of the Internal Revenue Code that also meets the definition of a “continuing political committee” within the mean of N.J.S.A. 19:44A-3(n) and N.J.A.C. 19:25-1.7. The required form and instructions, available for review on the Purchase Bureau website at http://www.state.nj.us/treasury/purchase/forms.htm#eo134, shall be provided to the intended awardee for completion and submission to the Purchase Bureau with the Notice of Intent to Award. Upon receipt of a Notice of Intent to Award a Contract, the intended awardee shall submit to the Division, in care of the Purchase Bureau Buyer, the Certification and Disclosure(s) within five (5) business days of the State’s request. Failure to submit the required forms will preclude award of a contract under this RFP, as well as future contract opportunities.
c. Further, the Contractor is required, on a continuing basis, to report any contributions it makes
during the term of the contract, and any extension(s) thereof, at the time any such contribution is made. The required form and instructions, available for review on the Purchase Bureau website at http://www.state.nj.us/treasury/purchase/forms.htm#eo134 , shall be provided to the intended awardee with the Notice of Intent to Award.
5.28.4 State Treasurer Review The State Treasurer or his designee shall review the Disclosures submitted pursuant to this section, as well as any other pertinent information concerning the contributions or reports thereof by the intended awardee, prior to award, or during the term of the contract, by the contractor. If the State Treasurer determines that any contribution or action by the contractor constitutes a breach of contract that poses a conflict of interest in the awarding of the contract under this solicitation, the State Treasurer shall disqualify the Business Entity from award of such contract. 5.29 Substitution of Section 2.2 Language of the State's Standard Terms and Conditions. The contractor's liability to the State for actual, direct damages resulting from the contractor's performance or non-performance, or in any manner related to the contract, for any and all claims, shall be limited in the aggregate to 150% of the value of the contract, except that such limitation of liability shall not apply to the following:
a. The contractor's obligation to indemnify the State of New Jersey and its employees from and against any claim, demand, loss, damage or expense relating to bodily injury or the death of any person or damage to real property or tangible personal property, incurred from the work or materials supplied by the contractor under the contract caused by negligence or willful misconduct of the contractor;
b. The contractor's breach of its obligations of confidentiality; and, c. Contractor's liability with respect to copyright indemnification.
The contractor's indemnification obligation is not limited by but is in addition to the insurance obligations contained in Section 2.3 of the Standard Terms and Conditions. The contractor shall not be liable for special, consequential, or incidental damages. 5.30 Non-Collusion By submitting a signed bid proposal, the bidder certifies that it has not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other vendor, competitor
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or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other vendor or competitor; and that the above statement is completely accurate under penalty of perjury. 5.31 Requirements of Executive Order 129 Under Executive Order 129 issued on September 9, 2004 (“EO129”), the State shall not award a contract to a bidder that submits a bid proposal to perform services, or have its subcontractor[s] perform services, outside the United States, unless one of the following conditions is met:
a. The bidder or its subcontractor provide a unique service, and no comparable, domestically-provided service can adequately duplicate the unique features of the service provided by the bidder or and/or its subcontractor; or
b. A significant and substantial economic cost factor exists such that a failure to use the bidder’s
and/or the subcontractor’[s] services would result in economic hardship to the State; or c. The Treasurer determines that a failure to use the bidder’s and/or its subcontractor’s services
would be inconsistent with the public interest. 5.31.1 Source Disclosure Requirements Pursuant to EO129, all bidders seeking a contract with the State of New Jersey must disclose:
a. The location by country where services under the contract will be performed; and b. The location by country where any subcontracted services will be performed.
Accordingly, the bidder should submit with its bid proposal the Source Disclosure Certification form (Appendix 6), filled out with the sourcing information required for itself and any proposed subcontractor, identified in the Intent to Subcontract Form. If the information is not submitted with the bid proposal, it shall be submitted within five (5) business days of the State’s request for the information. FAILURE TO SUBMIT SOURCING INFORMATION WHEN REQUESTED BY THE STATE SHALL PRECLUDE AWARD OF A CONTRACT TO THE BIDDER. 5.31.2 Breach of Contract of Executive Order 129 A SHIFT TO OUTSOURCED SERVICES DURING THE TERM OF THE CONTRACT SHALL BE DEEMED A BREACH OF THE CONTRACT. If, during the term of the contract, the contractor or subcontractor, who had on contract award declared that services would be performed in the United States, proceeds to shift the performance of the services outside of the United States, the contractor shall be deemed in breach of the contract, which contract shall be subject to termination for cause pursuant to Section 3.5b.1 of the Standard Terms and conditions, unless the Director shall have first determined in writing that extraordinary circumstances require a shift of services or that a failure to shift the services would result in economic hardship to the State.
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6.0 PROPOSAL EVALUATION/CONTRACT AWARD 6.1 Proposal Evaluation Committee Bid 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 Bid Proposal After the submission of bid proposals, unless requested by the State, contact with the State is limited to status inquiries only and such inquiries are only to be directed to the buyer. Any further contact or information about the proposal to the buyer or any other State official connected with the solicitation will be considered an impermissible supplementation of the bidder's bid 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 bid 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 bid proposal. Action by the Evaluation Committee in this regard should not be construed to imply acceptance or rejection of a bid 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:
a. The bidder's general approach and plans in meeting the requirements of this RFP. b. The bidder's detailed approach and plans to perform the services required by the Scope of Work
of this RFP. c. The bidder’s documented experience in successfully completing contracts of a similar size and
scope to the work required by this RFP. d. 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 the work required by this RFP.
e. 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.
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f. The bidder's cost proposal.
For evaluation purposes, bidders’ costs will be ranked according to the total bid price in Attachment 5. 6.4 Negotiation and Best and Final Offer (BAFO) Following the opening of bid proposals, the State reserves the right, pursuant to N.J.S.A. 52:34-12(f), to negotiate the terms of a proposed contract award with any bidder. In addition, the State reserves the right to seek a Best and Final Offer (BAFO) from one or more bidders. In response to the State's request to negotiate, bidders must continue to satisfy all mandatory RFP requirements but may improve upon their original technical proposal in any revised technical proposal. However, any revised technical proposal that does not continue to satisfy all mandatory requirements will be rejected as non-responsive and the original technical proposal will be used for any further evaluation purposes. In response to the State's request for a BAFO, bidders may submit a revised price proposal that is equal to or lower in price than their original submission, but must continue to satisfy all mandatory requirements. Any revised price proposal that is higher in price than the original will be rejected as non-responsive and the original bid will be used for any further evaluation purposes. After receipt of the results of the negotiation or the BAFO(s), the Evaluation Committee will complete its evaluation and recommend to the Director for award that responsible bidder whose bid proposal, confirming to this RFP, is most advantageous to the State, price and other factors considered. All contacts, records of initial evaluations, any correspondence with bidders related to any request for negotiation or BAFO, any revised technical and/or price proposals, the Evaluation Committee Report and the Award Recommendation, will remain confidential until a Notice of Intent to Award a contract is issued. 6.5 Contract Award The contract shall be awarded with reasonable promptness by written notice to that responsible bidder whose bid proposal, conforming to the RFP, 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.
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7.0 ATTACHMENTS AND APPENDICES ATTACHMENTS - To be submitted with bid proposal. 1. Ownership Disclosure Form 2. MacBride Principles Form 3. Affirmative Action Supplement Forms 4. Subcontractor Set Aside Forms 5. Price Schedules 6. Executive Order 129 7. Reciprocity Form (Optional Submittal) APPENDICES 1. New Jersey Standard Terms and Conditions 2. Set-Off for State Tax Notice A. System Requirements B. Contractor Experience and Expertise C. Resume Template D. Detailed Design Specifications E. Project Management Structure F. Contractor Deliverables
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Attachment 1 – Ownership Disclosure Form OWNERSHIP DISCLOSURE FORM
STATE OF NEW JERSEY BID NUMBER: 06-X-37829 NEW JERSEY DEPARTMENT OF THE TREASURY DIVISION OF PURCHASE & PROPERTY 33 W. STATE ST., 9TH FLOOR PO BOX 230
BIDDER:
TRENTON, NEW JERSEY 08625-0230 INSTRUCTIONS: Provide below the names, home addresses, dates of birth, offices held and any ownership interest of all officers of the firm named above. If additional space is
necessary, provide on an attached sheet. OWNERSHIP INTEREST NAME HOME ADDRESS DATE OF BIRTH OFFICE HELD (Shares Owned or % of Partnership)
________________________________________________________________________________________________________________________________________________
________________________________________________________________________________________________________________________________________________
________________________________________________________________________________________________________________________________________________
________________________________________________________________________________________________________________________________________________
INSTRUCTIONS: Provide below the names, home addresses, dates of birth, and ownership interest of all individuals not listed above, and any partnerships, corporations and any other owner having a 10% or greater interest in the firm named above. If a listed owner is a corporation or partnership, provide below the same information for the holders of 10% or more interest in that corporation or partnership. If additional space is necessary, provide that information on an attached sheet. If there are no owners with 10% or more interest in your firm, enter “None” below. Complete the certification at the bottom of this form. If this form has previously been submitted to the Purchase Bureau in connection with another bid, indicate changes, if any, where appropriate, and complete the certification below. OWNERSHIP INTEREST NAME HOME ADDRESS DATE OF BIRTH OFFICE HELD (Shares Owned or % of Partnership)
________________________________________________________________________________________________________________________________________________
________________________________________________________________________________________________________________________________________________
________________________________________________________________________________________________________________________________________________
________________________________________________________________________________________________________________________________________________ COMPLETE ALL QUESTIONS BELOW
YES NO
1. Within the past five years has another company or corporation had a 10% or greater interest in the firm identified above? (If yes, complete and attach a separate disclosure form reflecting previous ownership interests.)
2. Has any person or entity listed in this form or its attachments ever been arrested, charged, indicted or convicted in a criminal or disorderly persons matter by the State of New Jersey, any other State or the U.S. Government? (If yes, attach a detailed explanation for each instance.)
3. Has any person or entity listed in this form or its attachments ever been suspended, debarred or otherwise declared ineligible by any agency of government from bidding or contracting to provide services, labor, material, or supplies? (If yes, attach a detailed explanation for each instance.)
4. Are there now any criminal matters or debarment proceedings pending in which the firm and/or its officers and/or managers are involved? (If yes, attach a detailed explanation for each instance.)
5. Has any Federal, State or Local license, permit or other similar authorization, necessary to perform the work applied for herein and held or applied for by any person or entity listed in this form, been suspended or revoked, or been the subject or any pending proceedings specifically seeking or litigating the issue of suspension or revocation? (If yes, attach a detailed explanation for each instance.)
CERTIFICATION: I, being duly sworn upon my oath, hereby represent and state that the foregoing information and any attachments thereto to the best of my knowledge are true and complete. I acknowledge that the State of New Jersey is relying on the information contained herein and thereby acknowledge that I am under a continuing obligation from the date of this certification through the completion of any contracts with the State to notify the State in writing of any changes to the answers or information contained herein. I acknowledge that I am aware that it is a criminal offense to make a false statement or misrepresentation in this certification, and if I do so, I recognize that I am subject to criminal prosecution under the law and that it will also constitute a material breach of my agreement(s) with the State of New Jersey and that the State at its option, may declare any contract(s) resulting from this certification void and unenforceable.
I, being duly authorized, certify that the information supplied above, including all attached pages, is complete and correct to the best of my knowledge, I certify that all of the foregoing statements made by me are true. I am aware that if any of the foregoing statements made by me are willfully false, I am subject to punishment.
Company Name: _________________________________________________ _(Signature)
Address: _____________________________________________________ PRINT OR TYPE: (Name)
_____________________________________________________ PRINT OR TYPE (Title)
FEIN/SSN#: ____________________________________________________ Date:
PB-ODF.1 R4/29/96
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Attachment 2 – MacBride Principles Form
NOTICE TO ALL BIDDERS REQUIREMENT TO PROVIDE A CERTIFICATION IN COMPLIANCE WITH MACBRIDE PRINCIPLES
AND NORTHERN IRELAND ACT OF 1989 Pursuant to Public Law 1995, c. 134, a responsible bidder selected, after public bidding, by the Director of the Division of Purchase and Property, pursuant to N.J.S.A. 52:34-12, or the Director of the Division of Building and Construction, pursuant to N.J.S.A. 52:32-2, must complete the certification below by checking one of the two representations listed and signing where indicated. If a bidder who would otherwise be awarded a purchase, contract or agreement does not complete the certification, then the Directors may determine, in accordance with applicable law and rules, that it is in the best interest of the State to award the purchase, contract or agreement to another bidder who has completed the certification and has submitted a bid within five (5) percent of the most advantageous bid. If the Directors find contractors to be in violation of the principles which are the subject of this law, they shall take such action as may be appropriate and provided by law, rule or contract, including but not limited to, imposing sanctions, seeking compliance, recovering damages, declaring the party in default and seeking debarment or suspension of the party. I certify, pursuant to N.J.S.A. 52:34-12.2 that the entity for which I am authorized to bid: has no ongoing business activities in Northern Ireland and does not maintain a physical presence therein through the operation of offices, plants, factories, or similar facilities, either directly or indirectly, through intermediaries, subsidiaries or affiliated companies over which it maintains effective control; or will take lawful steps in good faith to conduct any business operations it has in Northern Ireland in accordance with the MacBride principles of nondiscrimination in employment as set forth in N.J.S.A. 52:18A-89.8 and in conformance with the United Kingdom’s Fair Employment (Northern Ireland) Act of 1989, and permit independent monitoring of their compliance with those principles. I certify that the foregoing statements made by me are true. I am aware that if any of the foregoing statements made by me are willfully false, I am subject to punishment.
Signature of Bidder
Name (Type or Print)
Title Name (Type or Print)
Name of Company Name (Type or Print)
Date
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Attachment 3 – Affirmative Action Supplement
AFFIRMATIVE ACTION TERM CONTRACT - ADVERTISED BID PROPOSAL NAME OF BIDDER: DEPT OF THE TREASURY
DIVISION OF PURCHASE & PROPERTY STATE OF NEW JERSEY 33 WEST STATE STREET, 9TH FLOOR PO BOX 230 TRENTON, NEW JERSEY 08625-0230
SUPPLEMENT TO BID SPECIFICATIONS
DURING THE PERFORMANCE OF THIS CONTRACT, THE CONTRACTOR AGREES AS FOLLOWS: 1. THE CONTRACTOR OR SUBCONTRACTOR, WHERE APPLICABLE, WILL NOT DISCRIMINATE AGAINST ANY EMPLOYEE OR APPLICANT FOR EMPLOYMENT BECAUSE OF AGE, RACE, CREED, COLOR, NATIONAL ORIGIN, ANCESTRY, MARITAL STATUS, SEX, AFFECTIONAL OR SEXUAL ORIENTATION. THE CONTRACTOR WILL TAKE AFFIRMATIVE ACTION TO ENSURE THAT SUCH APPLICANTS ARE RECRUITED AND EMPLOYED, AND THAT EMPLOYEES ARE TREATED DURING EMPLOYMENT, WITHOUT REGARD TO THEIR AGE, RACE, CREED, COLOR, NATIONAL ORIGIN, ANCESTRY, MARITAL STATUS, SEX, AFFECTIONAL OR SEXUAL ORIENTATION. SUCH ACTION SHALL INCLUDE, BUT NOT BE LIMITED TO THE FOLLOWING: EMPLOYMENT, UPGRADING, DEMOTION, OR TRANSFER; RECRUITMENT OR RECRUITMENT ADVERTISING; LAYOFF OR TERMINATION; RATES OF PAY OR OTHER FORMS OF COMPENSATION; AND SELECTION FOR TRAINING, INCLUDING APPRENTICESHIP. THE CONTRACTOR AGREES TO POST IN CONSPICUOUS PLACES, AVAILABLE TO EMPLOYEES AND APPLICANTS FOR EMPLOYMENT, NOTICES TO BE PROVIDED BY THE PUBLIC AGENCY COMPLIANCE OFFICER SETTING FORTH PROVISIONS OF THIS NONDISCRIMINATION CLAUSE; 2. THE CONTRACTOR OR SUBCONTRACTOR, WHERE APPLICABLE WILL, IN ALL SOLICITATIONS OR ADVERTISEMENTS ,FOR EMPLOYEES PLACED BY OR ON BEHALF OF THE CONTRACTOR, STATE THAT ALL QUALIFIED APPLICANTS WILL RECEIVE CONSIDERATION FOR EMPLOYMENT WITHOUT REGARD TO AGE, RACE, CREED, COLOR, NATIONAL ORIGIN, ANCESTRY, MARITAL STATUS, SEX, AFFECTIONAL OR SEXUAL ORIENTATION.
3. THE CONTRACTOR OR SUBCONTRACTOR, WHERE APPLICABLE, WILL SEND TO EACH LABOR UNION OR REPRESENTATIVE OR WORKERS WITH WHICH IT HAS A COLLECTIVE BARGAINING AGREEMENT OR OTHER CONTRACT OR UNDERSTANDING, A NOTICE, TO BE PROVIDED BY THE AGENCY CONTRACTING OFFICER ADVISING THE LABOR UNION OR WORKERS' REPRESENTATIVE OF THE CONTRACTOR'S COMMITMENTS UNDER THIS ACT AND SHALL POST COPIES OF THE NOTICE IN CONSPICUOUS PLACES AVAILABLE TO EMPLOYEES AND APPLICANTS FOR EMPLOYMENT.
4. THE CONTRACTOR OR SUBCONTRACTOR, WHERE APPLICABLE, AGREES TO COMPLY WITH THE REGULATIONS PROMULGATED BY THE TREASURER PURSUANT TO P.L. 1975, C. 127, AS AMENDED AND SUPPLEMENTED FROM TIME TO TIME AND THE AMERICANS WITH DISABILITIES ACT. 5. THE CONTRACTOR OR SUBCONTRACTOR AGREES TO ATTEMPT IN GOOD FAITH TO EMPLOY MINORITY AND FEMALE WORKERS CONSISTENT WITH THE APPLICABLE COUNTY EMPLOYMENT GOALS PRESCRIBED BY N.J.A.C. 17:27-5.2 PROMULGATED BY THE TREASURER PURSUANT TO P.L. 1975, C. 127, AS AMENDED AND SUPPLEMENTED FROM TIME TO TIME OR IN ACCORDANCE WITH A BINDING DETERMINATION OF THE APPLICABLE COUNTY EMPLOYMENT GOALS DETERMINED BY THE AFFIRMATIVE ACTION OFFICE PURSUANT TO N.J.A.C. 17:27-5.2 PROMULGATED BY THE TREASURER PURSUANT TO P.L. 1975, C. 127, AS AMENDED AND SUPPLEMENTED FROM TIME TO TIME.
6. THE CONTRACTOR OR SUBCONTRACTOR AGREES TO INFORM IN WRITING APPROPRIATE RECRUITMENT AGENCIES IN THE AREA, INCLUDING EMPLOYMENT AGENCIES, PLACEMENT BUREAUS, COLLEGES, UNIVERSITIES, LABOR UNIONS, THAT IT DOES NOT DISCRIMINATE ON THE BASIS OF AGE, CREED, COLOR, NATIONAL ORIGIN, ANCESTRY, MARITAL STATUS, SEX, AFFECTIONAL OR SEXUAL ORIENTATION, AND THAT IT WILL DISCONTINUE THE USE OF ANY RECRUITMENT AGENCY WHICH ENGAGES IN DIRECT OR INDIRECT DISCRIMINATORY PRACTICES.
7. THE CONTRACTOR OR SUBCONTRACTOR AGREES TO REVISE ANY OF ITS TESTING PROCEDURES, IF NECESSARY, TO ASSURE THAT ALL PERSONNEL TESTING CONFORMS WITH THE PRINCIPLES OF JOB-RELATED TESTING, AS ESTABLISHED BY THE STATUTES AND COURT DECISIONS OF THE STATE OF NEW JERSEY AND AS ESTABLISHED BY APPLICABLE FEDERAL LAW AND APPLICABLE FEDERAL COURT DECISIONS.
8. THE CONTRACTOR OR SUBCONTRACTOR AGREES TO REVIEW ALL PROCEDURES RELATING TO TRANSFER, UPGRADING, DOWNGRADING AND LAYOFF TO ENSURE THAT ALL SUCH ACTIONS ARE TAKEN WITHOUT REGARD TO AGE, CREED, COLOR, NATIONAL ORIGIN, ANCESTRY, MARITAL STATUS, SEX, AFFECTIONAL OR SEXUAL ORIENTATION, AND CONFORM WITH THE APPLICABLE EMPLOYMENT GOALS, CONSISTENT WITH THE STATUTES AND COURT DECISIONS OF THE STATE OF NEW JERSEY, AND APPLICABLE FEDERAL LAW AND APPLICABLE FEDERAL COURT DECISIONS.
THE CONTRACTOR AND ITS SUBCONTRACTORS SHALL FURNISH SUCH REPORTS OR OTHER DOCUMENTS TO THE AFFIRMATIVE ACTION OFFICE AS MAY BE REQUESTED BY THE OFFICE FROM TIME TO TIME IN ORDER TO CARRY OUT THE PURPOSES OF THESE REGULATIONS, AND PUBLIC AGENCIES SHALL FURNISH SUCH INFORMATION AS MAY BE REQUESTED BY THE AFFIRMATIVE ACTION OFFICE FOR CONDUCTING A COMPLIANCE INVESTIGATION PURSUANT TO SUBCHAPTER 10 OF THE ADMINISTRATIVE CODE (NJAC17:27).
* NO FIRM MAY BE ISSUED A PURCHASE ORDER OR CONTRACT WITH THE STATE UNLESS THEY COMPLY WITH THE AFFIRMATIVE ACTION REGULATIONS
PLEASE CHECK APPROPRIATE BOX (ONE ONLY)
I HAVE A CURRENT NEW JERSEY AFFIRMATIVE ACTION CERTIFICATE, (PLEASE ATTACH A COPY TO YOUR PROPOSAL). I HAVE A VALID FEDERAL AFFIRMATIVE ACTION PLAN APPROVAL LETTER, (PLEASE ATTACH A COPY TO YOUR PROPOSAL). I HAVE COMPLETED THE ENCLOSED FORM AA302 AFFIRMATIVE ACTION EMPLOYEE INFORMATION REPORT.
REV. 12/90
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INSTRUCTIONS FOR COMPLETING THE AFFIRMATIVE ACTION EMPLOYEE INFORMATION REPORT
(FORM AA302)
IMPORTANT: READ THE FOLLOWING INSTRUCTIONS CAREFULLY BEFORE COMPLETING THE FORM. PRINT OR TYPE ALL INFORMATION. FAILURE TO PROPERLY COMPLETE THE ENTIRE FORM MAY DELAY ISSUANCE OF YOUR CERTIFICATE.
Item 1 - Enter the Federal Identification Number assigned to the Contractor or vendor by the Internal Revenue Service, or if a Federal Employer Identification Number has been applied for, but not yet issued, write the words “applied for”, or If your business is such that you have not, or will not receive a Federal Employee Identification Number, enter the Social Security Number assigned to the single owner or to a partner, in case of partnership. Item 2 - Check the box appropriate to your TYPE OF BUSINESS. If you are engaged in more than one type of business, check the predominant one. If you are a manufacturer deriving more than 50% of your receipts from your own retail outlets, check “Retail”. Item 3 - Enter the total “number” of employees in the entire company, including part-time employees. This number shall include all facilities in the entire firm or corporation. Item 4 - Enter the name by which the company is identified. If there is more than one company name, enter the predominant one. Item 5 - Enter the physical location of the company, include City, County, State and Zip Code. Item 6 - Enter the name of any parent or affiliated company including City, State and Zip Code. If there is none, so indicate by entering “None” or N/A. Item 7 - Check the appropriate box for the total number of employees in the entire company. “Entire Company” shall include all facilities in the entire firm or corporation, including part-time employees, not use those employees at the facility being awarded the contract. Item 8 - Check the box appropriate to your type of company establishment. Single-establishment Employer shall include an employer whose business is conducted at more than one location. Item 9 - If multi-establishment was entered in Item 8, enter the number of establishments within the State of New Jersey. Item 10 - Enter the total number of employees at the establishment being awarded the contract.
Item 11 - Enter the name of the Public Agency awarding the contract. Include City, State and Zip Code. Item 12 - Enter the appropriate figures on all lines and in all columns. THIS SHALL ONLY INCLUDE EMPLOYMENT DATA FROM THE FACILITY THAT IS BEING AWARDED THE CONTRACT. DO NOT list the same employee in more than one job category. Racial/Ethnic Groups w ill be so defined: Black: Not of Hispanic origin. Persons have origin in any of the Black racial groups of Africa. Hispanic: Persons of Mexican, Puerto Rican, Cuban or Central or South American or other Spanish culture or origin, regardless of race. American Indian or Alaskan Native: Persons having origins in any of the original peoples of North America, and who maintain cultural identification through tribal affiliation or community recognition. Asian or Pacific Islander: Persons having origin in any of the peoples of the Far East, Southeast Asia, the Indian Subcontinent or the Pacific Islands. This area includes for example, China, Japan, the Philippine Islands and Somoa. Item 13 - Check the appropriate box, if the race or ethnic group information was not obtained by 1 or 2, specify by what other means this was done in 3. Item 14 - Enter the dates of the payroll period used to prepare the employment data presented in Item 12. Item 15 - If this is the first time an Employee Information Report has been submitted for this company, check block “Yes”. Item 16 - If the answer to Item 15 is “No”, enter the date when the last Employee Information Report was submitted by this company. Item 17 - Print or type the name of the person completing this form. Include the signature, title and date. Item 18 - Enter the physical location where the form is being completed. Include City, State, Zip Code and Phone Number.
Page 78 of 95
State of New Jersey AFFIRMATIVE ACTION EMPLOYEE INFORMATION REPORT
IMPORTANT: READ INSTRUCTIONS ON PRIOR PAGE CAREFULLY BEFORE COMPLETING FORM. TYPE OR PRINT SHARP BALL POINT PEN. FAILURE TO PROPERLY COMPLETE THE ENTIRE FORM MAY DELAY ISSUANCE OF YOUR CERTIFICATE.
SECTION A – COMPANY IDENTIFICATION 1. FID. NO. OR SOCIAL SECURITY 2. TYPE OF BUSINESS
1. MFG. 2. SERVICE 3. WHOLESALE 4. RETAIL 5. OTHER
3. TOTAL NO. OF EMPLOYEES IN THE ENTIRE COMPANY
4. COMPANY NAME
5. STREET CITY COUNTY STATE ZIP CODE
6. NAME OF PARENT OR AFFILIATED COMPANY (IF NONE, SO INDICATE) CITY STATE ZIP CODE
7. DOES THE ENTIRE COMPANY HAVE A TOTAL OF AT LEAST 50 EMPLOYEES? YES NO
8. CHECK ONE: IS THE COMPANY: SINGLE-ESTABLISHMENT EMPLOYER MULTI-ESTABLISHMENT EMPLOYER
9. IF MULTI-ESTABLISHMENT EMPLOYER, STATE THE NUMBER OF ESTABLISHMENTS IN N.J. : [ ]
10. TOTAL NUMBER OF EMPLOYEES AT THE ESTABLISHMENT WHICH HAS BEEN AWARDED THE CONTRACT: [ ] 11. PUBLIC AGENCY AWARDING CONTRACT: CITY STATE ZIP CODE
OFFICIAL USE ONLY DATE RECEIVED OUT OF STATE PERCENTAGES ASSIGNED CERTIFICATION NUMBER
MO/DAY/YR COUNTY MINORITY FEMALE
SECTION B – EMPLOYMENT DATA 12. Report all permanent, temporary and part-time employees ON YOUR OWN PAYROLL. Enter the appropriate figures on all lines and in all columns. Where
there are no employees in a particular category, enter a zero. Include ALL employees, not just those in minority categories, in columns 1, 2, & 3. ALL EMPLOYEES MINORITY GROUP EMPLOYEES (PERMANENT)
JOB Col. 1 Col. 2 Col. 3 MALE FEMALE CATEGORIES TOTAL
(Cols. 2&3) MALE FEMALE BLACK HISPANIC AMERICA
N INDIAN ASIAN BLACK HISPANIC AMERICAN
INDIAN ASIAN
Officials and Managers
Professionals
Technicians
Sales Workers
Office and Clerical
Craftworkers (Skilled)
Operatives (Semi-skilled)
Laborers (Unskilled)
Service Workers
TOTAL Total employment from Previous Report (if any)
The data below shall NOT be included in the request for the categories above. Temporary and Part-time Employees
13. HOW WAS INFORMATION AS TO RACE OR ETHNIC GROUP IN SECTION B OBTAINED?
1. VISUAL SURVEY 2. EMPLOYMENT RECORD 3. OTHER (SPECIFY)
15. IS THIS THE FIRST EMPLOYEE INFORMATION REPORT (AA.302) SUBMITTED?
16. IF NO, DATE OF LAST REPORT SUBMITTED
14. DATES OF PAYROLL PERIOD USED 1. YES 2. NO | MO. | DAY | YEAR |
SECTION C – SIGNATURE AND IDENTIFICATION 17. NAME OF PERSON COMPLETING FORM (PRINT OR
TYPE)(?CONTRACTOR EEO OFFIECER
SIGNATURE TITLE | MO. | DAY | YEAR |
18. ADDRESS (NO. & STREET) (CITY) (STATE) (ZIP CODE) PHONE (AREA CODE, NO. & EXTENSION) FORM AA302
Page 79 of 95
Attachment 4 – Subcontractor Set Aside Forms
NOTICE TO ALL BIDDERS
NOTICE OF INTENT TO SUBCONTRACT FORM
SUBCONTRACTOR UTILIZATION PLAN FORM
PROCEDURES FOR SMALL BUSINESS
PARTICIPATION AS SUBCONTRACTORS
If the bidder intends to utilize any subcontractors during the course of the contract(s) to be awarded as a result of this Request for Proposal (RFP), the bidder will include small business subcontracting targets pursuant to NJAC 17:13-4 and Executive Order 71. Each bidder is required to make a good faith effort to meet the set-aside subcontracting targets of awarding a total of twenty-five percent (25%) of the value of the contract to New Jersey-based, New Jersey Commerce and Economic Growth Commission-registered (Commerce) small businesses, with a minimum of five (5) percent awarded to each of the three categories set forth below, and the balance of ten (10) percent spread across the three categories. All bidders must complete the Notice of Intent to Subcontract form. Failure to include a completed and signed Notice of Intent to Subcontract form will be sufficient cause to reject a bidder’s proposal as non-responsive. Pursuant to Section 3.11 of the Standard Terms and Conditions, any bidder intending to subcontract must also complete the Subcontractor Utilization Plan (Plan). Bidders are instructed to list all proposed subcontractors on the Plan. A bidder intending to subcontract must include a completed and signed Plan or be subject to rejection of its proposal as non-responsive. DEFINITIONS: “Small business” means a business that
is independently owned and operated
is incorporated or registered in and has its principal place of business located in the State of New Jersey.
Has 100 or fewer full-time employees
Has gross revenues falling in one of the following three categories:
1. 0 to $500,000 (Category I); 2. $500,001 to $5,000,000 (Category II);
3. $5,000,001 to $12,000,000 (Category III).
“Commerce-registered” means a small business that meets the requirements and definitions of “small business” and has applied for and been approved by Commerce as a small business. PB – SA – 2B Revised 12/03
Page 80 of 95
SUGGESTED PROCEDURE TO DEMONSTRATE A GOOD FAITH EFFORT: If a bidder intends to subcontract, the following actions should be taken to achieve the set-aside subcontracting goal requirements:
1. Attempt to locate eligible small businesses in Categories I, II and III appropriate to the RFP; 2. Request a listing of small businesses by Category from Commerce; 3. Record efforts to locate eligible businesses, including the names of businesses contacted and the
means and results of such contacts; 4. Provide all potential subcontractors with detailed information regarding the specifications; 5. Attempt, whenever possible, to negotiate prices with potential subcontractors submitting higher than
acceptable price quotes; 6. Obtain, in writing, the consent of any proposed subcontractor to use its name in response to the
RFP; and, 7. Maintain adequate records documenting efforts to achieve the set-aside subcontracting goals.
Proposals should also contain the following items with the Plan, as applicable:
1. A copy of Commerce’s proof of registration as a small business for any business proposed as a subcontractor; and,
2. Documentation of the bidder’s good faith effort to meet the targets of the set-aside subcontracting
requirement in sufficient detail to permit the business unit of the Division of Purchase and Property to effectively assess the bidder’s efforts to comply if the bidder has failed to attain the statutory goals.
If awarded the contract, the bidder shall notify each subcontractor listed in the Plan, in writing. NOTE THAT A BIDDER’S FAILURE TO SATISFY THE SMALL BUSINESS SUBCONTRACTING TARGETS OR PROVIDE SUFFICIENT DOCUMENTATION OF ITS GOOD FAITH EFFORTS TO MEET THE TARGETS WITH THE BID PROPOSAL OR WITHIN SEVEN (7) BUSINESS DAYS UPON REQUEST SHALL PRECLUDE AWARD OF A CONTRACT TO THE BIDDER. Bidders seeking eligible small businesses should contact:
New Jersey Commerce and Economic Growth Commission Office of Small Business 20 West State Street PO Box 820 Trenton, New Jersey 08625-0820 Telephone: (609) 292-2146
Each bidder awarded a contract for a procurement which contains the set-aside subcontracting goal requirement shall fully cooperate in any studies or surveys which may be conducted by the State to determine the extent of the bidder’s compliance with NJAC 17:13-1.1 et seq., and this Notice to All Bidders.
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PB – SA – 2B Revised 12/03
REQUIRED SUBMISSION
STATE OF NEW JERSEY DIVISION OF PURCHASE AND PROPERTY (DPP)
NOTICE OF INTENT TO SUBCONTRACT FORM
THIS NOTICE OF INTENT TO SUBCONTRACT FORM MUST BE COMPLETED AND INCLUDED AS PART OF EACH BIDDER’S PROPOSAL. FAILURE TO SUBMIT THIS FORM WILL BE CAUSE FOR REJECTION OF THE BID AS NON-RESPONSIVE.
DPP Solicitation Number: 06-X-37829
DPP Solicitation Title: AUTOMATED CHILD SUPPORT ENFORCEMENT SYSTEM (ACSES)
Bidder’s Name and Address:
INSTRUCTIONS: PLEASE CHECK ONE OF THE BELOW LISTED BOXES: If awarded this contract, I will engage subcontractors to provide certain goods and/or services.
ALL BIDDERS THAT INTEND TO ENGAGE SUBCONTRACTORS MUST ALSO SUBMIT A COMPLETED AND CERTIFIED SUBCONTRACTOR UTILIZATION PLAN WITH THEIR BID PROPOSALS. If awarded this contract, I do not intend to engage subcontractors to provide any goods and/or services. ALL BIDDERS THAT DO NOT INTEND TO ENGAGE SUBCONTRACTORS MUST ATTEST TO THE FOLLOWING CERTIFICATION: I hereby certify that if the award is granted to my firm and if I determine at any time during the course of the contract to engage subcontractors to provide certain goods and/or services, pursuant to Section 3.11 of the Standard Terms and Conditions, I will submit the Subcontractor Utilization Plan (Plan) for approval to the Division of Purchase and Property in advance of any such engagement of subcontractors. Additionally, I certify that in engaging subcontractors, I will make a good faith effort to achieve the subcontracting set-aside goals established for this contract, and I will attach to the Plan documentation of such efforts in accordance with NJAC 17:13-4 and the Notice to All Bidders. PRINCIPAL OF FIRM:
(Signature) (Title) (Date)
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REQUIRED SUBMISSION IF BIDDER INTENDS TO SUBCONTRACT
STATE OF NEW JERSEY DIVISION OF PURCHASE AND PROPERTY (DPP) SUBCONTRACTOR UTILIZATION PLAN
(REFERENCED IN RFP STANDARD TERMS AND CONDITIONS) DPP Solicitation No.: 06-X-37829
NOTE: If utilizing subcontractors, failure to submit this properly completed form will be sufficient cause for rejection of the bid as non-responsive.
DPP Solicitation Title: AUTOMATED CHILD SUPPORT ENFORCEMENT SYSTEM (ACSES) • Bidder’s Telephone No.:
Bidder’s Name and Address:
• Bidder’s Contact Person:
INSTRUCTIONS: List all businesses to be used as subcontractors. This form may be duplicated for extended lists.
REGISTERED WITH NJ
COMMERCE AND ECONOMIC GROWTH COMMISSION *
SMALL BUSINESS CATEGORY
SUBCONTRACTOR’S NAME ADDRESS, ZIP CODE
TELEPHONE NUMBER AND VENDOR ID NUMBER
I II III
TYPE(S) OF GOODS OR SERVICES TO BE
PROVIDED
ESTIMATED VALUE OF
SUBCONTRACT(S)
* For those Bidders listing Small Business Subcontractors: Attach copies of NJ Commerce & Economic Growth Commission registration for each subcontractor listed. If bidder has not achieved established subcontracting set-aside goals, also attach documentation of good faith effort to do so in the relevant category in accordance with NJAC17:13-4 and the Notice to All Bidders.
I hereby certify that this Subcontractor Utilization Plan (Plan) is being submitted in good faith. I certify that each subcontractor has been notified that it has been listed on this Plan and that each subcontractor has consented, in writing, to its name being submitted for this contract. Additionally, I certify that I shall notify each subcontractor listed on the Plan, in writing, if the award is granted to my firm, and I shall make all documentation available to the Division of Purchase and Property upon request. I further certify that all information contained in this Plan is true and correct and I acknowledge that the State will rely on the truth of the information in awarding the contract.
(Signature) (Title) (Date) PB-SA-3 Revised 12/03
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Attachment 5 – Price Schedule PRICE SHEET
UNLESS SPECIFIED OTHERWISE BELOW: DEPARTMENT OF HUMAN SERVICES OFFICE OF CHILD SUPPORT SERVICES BUILDING 5, 1ST FLOOR QUAKERBRIDGE OFFICE PLAZA MERCERVILLE, NJ 08619
NUMBER: 06-X-37829 OPEN DATE / TIME : JUNE 7, 2005, 2:00 PM EASTERN TIME T-NUMBER: T-2314 BIDDER:
LINE NO. COMMODITY OR SERVICE DESCRIPTION QTY UNIT UNIT PRICE AMOUNT (QTY x UNIT PRICE)
PLANNING DELIVERABLES
00001 COMMODITY CODE: 920-64-058564 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 01 PROJECT MANAGEMENT PLAN
1 EACH
00002 COMMODITY CODE: 920-64-058565 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 02 ENTERPRISE ARCHITECTURE PLAN
1 EACH
00003 COMMODITY CODE: 920-64-058566 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 03 DISASTER RECOVERY PLAN
1 EACH
00004 COMMODITY CODE: 920-64-058567 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 04 SYSTEM CAPACITY PLAN
1 EACH
00005 COMMODITY CODE: 920-64-058568 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 05 HARDWARE AND SOFTWARE PURCHASE PLAN
1 EACH
00006 COMMODITY CODE: 920-64-058569 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 06 DATABASE DEVELOPMENT PLAN
1 EACH
00007 COMMODITY CODE: 920-64-058570 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 07 APPLICATION DEVELOPMENT PLAN
1 EACH
00008 COMMODITY CODE: 920-64-058571 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 08 CONFIGURATION MANAGEMENT PLAN
1 EACH
00009 COMMODITY CODE: 920-64-058572 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 09 REQUIREMENTS REVIEW AND DESIGN PLAN
1 EACH
00010 COMMODITY CODE: 920-64-058573 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 10 APPLICATION QUALITY ASSURANCE PLAN
1 EACH
00011 COMMODITY CODE: 920-64-058574 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 11 OPERATIONS SUPPORT PLAN
1 EACH
00012 COMMODITY CODE: 920-64-058575 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 12 DATA CONVERSION PLAN
1 EACH
00013 COMMODITY CODE: 920-64-058576 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 13 TEST MANAGEMENT PLAN
1 EACH
00014 COMMODITY CODE: 920-64-058577 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 14 SECURITY PLAN
1 EACH
PL/SQL TO JAVA DELIVERABLE 00015 COMMODITY CODE: 920-64-058578
ALL-INCLUSIVE FEE FOR PL/SQL TO JAVA DELIVERABLE – JAVA 01 PL/SQL TO JAVA CONVERSION REPORT
1 EACH
RELEASE 1 DESIGN DELIVERABLES
Page 84 of 95
00016 COMMODITY CODE: 920-64-058579 ALL-INCLUSIVE FEE FOR RELEASE 1 DESIGN DELIVERABLE – EU FD EASE OF USE FUNCTIONAL DESIGN
1 EACH
00017 COMMODITY CODE: 920-64-058580 ALL-INCLUSIVE FEE FOR SEC FD SECURITY FUNCTION DESIGN
1 EACH
00018 COMMODITY CODE: 920-64-058581 ALL-INCLUSIVE FEE FOR FM FD FINANCIAL MANAGEMENT FUNCTIONAL DESIGN
1 EACH
00019 COMMODITY CODE: 920-64-058582 ALL-INCLUSIVE FEE FOR ENF FD ENFORCEMENT FUNCTIONAL DESIGN
1 EACH
00020 COMMODITY CODE: 920-64-058583 ALL-INCLUSIVE FEE FOR CON1 FD RELEASE 1 CONVERSION FUNCTIONAL DESIGN
1 EACH
00021 COMMODITY CODE: 920-64-058584 ALL-INCLUSIVE FEE FOR EU TD EASE OF USE TECHNICAL DESIGN
1 EACH
00022 COMMODITY CODE: 920-64-058585 ALL-INCLUSIVE FEE FOR SEC TD SECURITY TECHNICAL DESIGN
1 EACH
00023 COMMODITY CODE: 920-64-058586 ALL-INCLUSIVE FEE FOR FM TD FINANCIAL MANAGEMENT TECHNICAL DESIGN
1 EACH
00024 COMMODITY CODE: 920-64-058587 ALL-INCLUSIVE FEE FOR ENF TD ENFORCEMENT TECHNICAL DESIGN
1 EACH
00025 COMMODITY CODE: 920-64-058588 ALL-INCLUSIVE FEE FOR CON1 TD RELEASE 1 CONVERSION TECHNICAL DESIGN
1 EACH
00026 COMMODITY CODE: 920-64-058589 ALL-INCLUSIVE FEE FOR EU TP EASE OF USE TEST PLAN 1 EACH
00027 COMMODITY CODE: 920-64-058590 ALL-INCLUSIVE FEE FOR SEC TP SECURITY TEST PLAN 1 EACH
00028 COMMODITY CODE: 920-64-058591 ALL-INCLUSIVE FEE FOR FM TP FINANCIAL MANAGEMENT TEST PLAN
1 EACH
00029 COMMODITY CODE: 920-64-058592 ALL-INCLUSIVE FEE FOR ENF TP ENFORCEMENT TEST PLAN
1 EACH
00030 COMMODITY CODE: 920-64-058593 ALL-INCLUSIVE FEE FOR CON1 TP RELEASE 1 CONVERSION TEST PLAN
1 EACH
RELEASE 1 DEVELOPMENT DELIVERABLES 00031 COMMODITY CODE: 920-64-058594
ALL-INCLUSIVE FEE FOR EU ATR EASE OF USE ACCEPTANCE TEST REPORT
1 EACH
00032 COMMODITY CODE: 920-64-058595 ALL-INCLUSIVE FEE FOR SEC ATR SECURITY ACCEPTANCE TEST REPORT
1 EACH
00033 COMMODITY CODE: 920-64-058596 ALL-INCLUSIVE FEE FOR FM ATR FINANICAL MANAGEMENT ACCEPTANCE TEST REPORT
1 EACH
00034 COMMODITY CODE: 920-64-058597 ALL-INCLUSIVE FEE FOR ENF ATR ENFORCEMENT ACCEPTANCE TEST REPORT
1 EACH
00035 COMMODITY CODE: 920-64-058598 ALL-INCLUSIVE FEE FOR CON1 ATR RELEASE 1 CONVERSION ACCEPTANCE TEST REPORT
1 EACH
00036 COMMODITY CODE: 920-64-058599 ALL-INCLUSIVE FEE FOR EU TM EASE OF USE TRAINING MATERIALS
1 EACH
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00037 COMMODITY CODE: 920-64-058600 ALL-INCLUSIVE FEE FOR SEC TM SECURITY TRAINING MATERIALS
1 EACH
00038 COMMODITY CODE: 920-64-058601 ALL-INCLUSIVE FEE FOR FM TM FINANCIAL MANAGEMENT TRAINING MATERIALS
1 EACH
00039 COMMODITY CODE: 920-64-058602 ALL-INCLUSIVE FEE FOR ENF TM ENFORCEMENT TRAINING MATERIALS
1 EACH
00040 COMMODITY CODE: 920-64-058603 ALL-INCLUSIVE FEE FOR CON1 TM RELEASE 1 CONVERSION TRAINING MATERIALS
1 EACH
00041 COMMODITY CODE: 920-64-058604 ALL-INCLUSIVE FEE FOR CERT 02 PRWORA TEST DECK DOCUMENTATION
1 EACH
RELEASE 1 PREPARATION 00042 COMMODITY CODE: 920-64-058605
ALL-INCLUSIVE FEE FOR PREP 101 RELEASE 1 TRAINING PLAN
1 EACH
00043 COMMODITY CODE: 920-64-058606 ALL-INCLUSIVE FEE FOR PREP 102 RELEASE 1 USER MANUAL
1 EACH
00044 COMMODITY CODE: 920-64-058607 ALL-INCLUSIVE FEE FOR PREP 103 RELEASE 1 TRAINING MATERIALS
1 EACH
00045 COMMODITY CODE: 920-64-058608 ALL-INCLUSIVE FEE FOR PREP 301 WEB-BASED TRAINING DEVELOPMENT PLAN
1 EACH
00046 COMMODITY CODE: 920-64-058609 ALL-INCLUSIVE FEE FOR IMP 101 RELEASE 1 INSTALLATION AND INITIALIZATION PLAN
1 EACH
00047 COMMODITY CODE: 920-64-058610 ALL-INCLUSIVE FEE FOR IMP 103 RELEASE 1 REGION 1 PILOT IMPLEMENTATION PLAN
1 EACH
00048 COMMODITY CODE: 920-64-058611 ALL-INCLUSIVE FEE FOR OP 101 RELEASE 1 OPERATIONS PLAN
1 EACH
00049 COMMODITY CODE: 920-64-058612 ALL-INCLUSIVE FEE FOR OP 102 RELEASE 1 CUSTOMER SUPPORT PROCEDURES
1 EACH
00050 COMMODITY CODE: 920-64-058613 ALL-INCLUSIVE FEE FOR OP 103 RELEASE 1 TECHNICAL SUPPORT PROCEDURES
1 EACH
RELEASE 1 PILOT PREPARATION 00051 COMMODITY CODE: 920-64-058614
ALL-INCLUSIVE FEE FOR PREP 302 WEB-BASED TRAINING CENTER
1 EACH
00052 COMMODITY CODE: 920-64-058615 ALL-INCLUSIVE FEE FOR IMP 102 RELEASE 1 INSTALLATION AND INSTALLATION REPORT
1 EACH
00053 COMMODITY CODE: 920-64-058616 ALL-INCLUSIVE FEE FOR TR 101 TRAINER TRAINING 1 EACH
00054 COMMODITY CODE: 920-64-058617 ALL-INCLUSIVE FEE FOR TR 102 OPERATIONS TRAINING 1 EACH
00055 COMMODITY CODE: 920-64-058618 ALL-INCLUSIVE FEE FOR TR 103 TECHNICAL SUPPORT TRAINING
1 EACH
00056 COMMODITY CODE: 920-64-058619 ALL-INCLUSIVE FEE FOR TR 104 RELEASE 1 CUSTOMER SUPPORT TRAINING
1 EACH
00057 COMMODITY CODE: 920-64-058620 ALL-INCLUSIVE FEE FOR TR 105 RELEASE 1 REGION 1 PILOT TRAINING
1 EACH
Page 86 of 95
RELEASE 1 PILOT IMPLEMENTATION 00058 COMMODITY CODE: 920-64-058621
ALL-INCLUSIVE FEE FOR IMP 104 RELEASE 1 REGION 1 PILOT IMPLEMENTATION REPORT
1 EACH
RELEASE 1 REGION 2 PREPARATION 00059 COMMODITY CODE: 920-64-058622
ALL-INCLUSIVE FEE FOR IMP 105 RELEASE 1 REGION 2 IMPLEMENTATION PLAN
1 EACH
00060 COMMODITY CODE: 920-64-058623 ALL-INCLUSIVE FEE FOR TR 106 RELEASE 1 REGION 2 TRAINING
1 EACH
RELEASE 1 REGION 2 IMPLEMENTATION 00061 COMMODITY CODE: 920-64-058624
ALL-INCLUSIVE FEE FOR IMP 106 RELEASE 1 REGION 2 IMPLEMENTATION REPORT
1 EACH
RELEASE 1 REGION 3 PREPARATION 00062 COMMODITY CODE: 920-64-058625
ALL-INCLUSIVE FEE FOR IMP 107 RELEASE 1 REGION 3 IMPLEMENTATION PLAN
1 EACH
00063 COMMODITY CODE: 920-64-058626 ALL-INCLUSIVE FEE FOR TR 107 RELEASE 1 REGION 3 TRAINING
1 EACH
RELEASE 1 REGION 3 IMPLEMENTATION 00064 COMMODITY CODE: 920-64-058703
ALL-INCLUSIVE FEE FOR IMP 108 RELEASE 1 REGION 3 IMPLEMENTATION REPORT
1 EACH
RELEASE 1 REGION 4 PREPARATION 00065 COMMODITY CODE: 920-64-058704
ALL-INCLUSIVE FEE FOR IMP 109 RELEASE 1 REGION 4 IMPLEMENTATION PLAN
1 EACH
00066 COMMODITY CODE: 920-64-058705 ALL-INCLUSIVE FEE FOR TR 108 RELEASE 1 REGION 4 TRAINING
1 EACH
RELEASE 1 REGION 4 IMPLEMENTATION 00067 COMMODITY CODE: 920-64-058706
ALL-INCLUSIVE FEE FOR IMP 110 RELEASE 1 REGION 4 IMPLEMENTATION REPORT
1 EACH
RELEASE 2 DESIGN DELIVERABLES 00068 COMMODITY CODE: 920-64-058707
ALL-INCLUSIVE FEE FOR CI FD CASE INITIATION FUNCTIONAL DESIGN
1 EACH
00069 COMMODITY CODE: 920-64-058708 ALL-INCLUSIVE FEE FOR LOC FD LOCATION FUNCTIONAL DESIGN
1 EACH
00070 COMMODITY CODE: 920-64-058709 ALL-INCLUSIVE FEE FOR EST FD ESTABLISHMENT FUNCTIONAL DESIGN
1 EACH
00071 COMMODITY CODE: 920-64-058710 ALL-INCLUSIVE FEE FOR CM FD CASE MANAGEMENT FUNCTIONAL DESIGN
1 EACH
00072 COMMODITY CODE: 920-64-058711 ALL-INCLUSIVE FEE FOR RFP RD REPORTING FUNCTIONAL DESIGN
1 EACH
00073 COMMODITY CODE: 920-64-058712 ALL-INCLUSIVE FEE FOR CON2 FD RELEASE 2 CONVERSION FUNCTIONAL DESIGN
1 EACH
00074 COMMODITY CODE: 920-64-058713 ALL-INCLUSIVE FEE FOR CI TD CASE INITIATION TECHNICAL DESIGN
1 EACH
00075 COMMODITY CODE: 920-64-058714 ALL-INCLUSIVE FEE FOR LOC TD LOCURITY TECHNICAL DESIGN
1 EACH
Page 87 of 95
00076 COMMODITY CODE: 920-64-058715 ALL-INCLUSIVE FEE FOR EST TD FINANCIAL MANAGEMENT TECHNICAL DESIGN
1 EACH
00077 COMMODITY CODE: 920-64-058716 ALL-INCLUSIVE FEE FOR CM TD CASE MANAGEMENT TECHNICAL DESIGN
1 EACH
00078 COMMODITY CODE: 920-64-058717 ALL-INCLUSIVE FEE FOR RPT TD REPORTING TECHNICAL DESIGN
1 EACH
00079 COMMODITY CODE: 920-64-058718 ALL-INCLUSIVE FEE FOR CON2 TD RELEASE 2 CONVERSION TECHNICAL DESIGN
1 EACH
00080 COMMODITY CODE: 920-64-058719 ALL-INCLUSIVE FEE FOR CI TP CASE INITIATION TEST PLAN
1 EACH
00081 COMMODITY CODE: 920-64-058720 ALL-INCLUSIVE FEE FOR LOC TP LOCATION TEST PLAN 1 EACH
00082 COMMODITY CODE: 920-64-058721 ALL-INCLUSIVE FEE FOR EST TP ESTABLISHMENT TEST PLAN
1 EACH
00083 COMMODITY CODE: 920-64-058722 ALL-INCLUSIVE FEE FOR CM TP CASE MANAGEMENT TEST PLAN
1 EACH
00084 COMMODITY CODE: 920-64-058723 ALL-INCLUSIVE FEE FOR RPT TP REPORTING TEST PLAN 1 EACH
00085 COMMODITY CODE: 920-64-058724 ALL-INCLUSIVE FEE FOR CON2 TP RELEASE 2 CONVERSION TEST PLAN
1 EACH
RELEASE 2 DEVELOPMENT DELIVERABLES 00086 COMMODITY CODE: 920-64-058725
ALL-INCLUSIVE FEE FOR CI ATR CASE INITIATION ACCEPTANCE TEST REPORT
1 EACH
00087 COMMODITY CODE: 920-64-058726 ALL-INCLUSIVE FEE FOR LOC ATR LOCATION ACCEPTANCE TEST REPORT
1 EACH
00088 COMMODITY CODE: 920-64-058727 ALL-INCLUSIVE FEE FOR EST ATR FINANCIAL MANAGEMENT ACCEPTANCE TEST REPORT
1 EACH
00089 COMMODITY CODE: 920-64-058728 ALL-INCLUSIVE FEE FOR CM ATR CASE MANAGEMENT ACCEPTANCE TEST REPORT
1 EACH
00090 COMMODITY CODE: 920-64-058729 ALL-INCLUSIVE FEE FOR RPT ATR REPORTING ACCEPTANCE TEST REPORT
1 EACH
00091 COMMODITY CODE: 920-64-058730 ALL-INCLUSIVE FEE FOR CON2 ATR RELEASE 2 CONVERSION ACCEPTANCE TEST REPORT
1 EACH
00092 COMMODITY CODE: 920-64-058731 ALL-INCLUSIVE FEE FOR CI TM CASE INITIATION TRAINING MATERIALS
1 EACH
00093 COMMODITY CODE: 920-64-058732 ALL-INCLUSIVE FEE FOR LOC TM LOCATE TRAINING MATERIALS
1 EACH
00094 COMMODITY CODE: 920-64-058733 ALL-INCLUSIVE FEE FOR EST TM ESTABLISHMENT TRAINING MATERIALS
1 EACH
00095 COMMODITY CODE: 920-64-058734 ALL-INCLUSIVE FEE FOR CM TM CASE MANAGEMENT TRAINING MATERIALS
1 EACH
00096 COMMODITY CODE: 920-64-058735 ALL-INCLUSIVE FEE FOR RPT TM REPORTING TRAINING MATERIALS
1 EACH
00097 COMMODITY CODE: 920-64-058736 1 EACH
Page 88 of 95
ALL-INCLUSIVE FEE FOR CON2 TM RELEASE 2 CONVERSION TRAINING MATERIALS
00098 COMMODITY CODE: 920-64-058737 ALL-INCLUSIVE FEE FOR CERT 01 FEDERAL CERTIFICATION COMPLIANCE NARRATIVE
1 EACH
RELEASE 2 PREPARATION DELIVERABLES 00099 COMMODITY CODE: 920-64-058738
ALL-INCLUSIVE FEE FOR PREP 201 RELEASE 2 TRAINING PLAN
1 EACH
00100 COMMODITY CODE: 920-64-058739 ALL-INCLUSIVE FEE FOR PREP 202 RELEASE 2 USER MANUAL
1 EACH
00101 COMMODITY CODE: 920-64-058740 ALL-INCLUSIVE FEE FOR PREP 203 RELEASE 2 TRAINING MATERIALS
1 EACH
00102 COMMODITY CODE: 920-64-058741 ALL-INCLUSIVE FEE FOR IMP 201 RELEASE 2 INSTALLATION AND INITIALIZATION PLAN
1 EACH
00103 COMMODITY CODE: 920-64-058742 ALL-INCLUSIVE FEE FOR IMP 203 RELEASE 2 REGION 1 PILOT IMPLEMENTATION PLAN
1 EACH
00104 COMMODITY CODE: 920-64-058743 ALL-INCLUSIVE FEE FOR OP 201 COMPREHENSIVE OPERATIONS PLAN
1 EACH
00105 COMMODITY CODE: 920-64-058744 ALL-INCLUSIVE FEE FOR OP 202 COMPREHENSIVE CUSTOMER SUPPORT PROCEDURES
1 EACH
00106 COMMODITY CODE: 920-64-058745 ALL-INCLUSIVE FEE FOR OP 203 COMPREHENSIVE TECHNICAL SUPPORT PROCEDURES
1 EACH
00107 COMMODITY CODE: 920-64-058746 ALL-INCLUSIVE FEE FOR OP 204 COMPREHENSIVE SYSTEM DOCUMENTATION
1 EACH
RELEASE 2 PILOT PREPARATION 00108 COMMODITY CODE: 920-64-058747
ALL-INCLUSIVE FEE FOR IMP 202 RELEASE 2 INSTALLATION AND INSTALLATION REPORT
1 EACH
00109 COMMODITY CODE: 920-64-058748 ALL-INCLUSIVE FEE FOR TR 201 TRAINER TRAINING 1 EACH
00110 COMMODITY CODE: 920-64-058749 ALL-INCLUSIVE FEE FOR TR 202 OPERATIONS TRAINING 1 EACH
00111 COMMODITY CODE: 920-64-058750 ALL-INCLUSIVE FEE FOR TR 203 TECHNICAL SUPPORT TRAINING
1 EACH
00112 COMMODITY CODE: 920-64-058751 ALL-INCLUSIVE FEE FOR TR 204 RELEASE 2 CUSTOMER SUPPORT TRAINING
1 EACH
00113 COMMODITY CODE: 920-64-058752 ALL-INCLUSIVE FEE FOR TR 205 RELEASE 2 REGION 1 PILOT TRAINING
1 EACH
RELEASE 2 PILOT IMPLEMENTATION 00114 COMMODITY CODE: 920-64-058753
ALL-INCLUSIVE FEE FOR IMP 204 RELEASE 2 REGION 1 PILOT IMPLEMENTATION REPORT
1 EACH
RELEASE 2 REGION 2 PREPARATION 00115 COMMODITY CODE: 920-64-058754
ALL-INCLUSIVE FEE FOR IMP 205 RELEASE 2 REGION 2 IMPLEMENTATION PLAN
1 EACH
00116 COMMODITY CODE: 920-64-058755 ALL-INCLUSIVE FEE FOR TR 206 RELEASE 2 REGION 2 TRAINING
1 EACH
RELEASE 2 REGION 2 IMPLEMENTATION 00117 COMMODITY CODE: 920-64-058756 1 EACH
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ALL-INCLUSIVE FEE FOR IMP 206 RELEASE 2 REGION 2 IMPLEMENTATION REPORT
RELEASE 2 REGION 3 PREPARATION 00118 COMMODITY CODE: 920-64-058757
ALL-INCLUSIVE FEE FOR IMP 207 RELEASE 2 REGION 3 IMPLEMENTATION PLAN
1 EACH
00119 COMMODITY CODE: 920-64-058758 ALL-INCLUSIVE FEE FOR TR 207 RELEASE 2 REGION 3 TRAINING
1 EACH
RELEASE 2 REGION 3 IMPLEMENTATION 00120 COMMODITY CODE: 920-64-058759
ALL-INCLUSIVE FEE FOR IMP 208 RELEASE 2 REGION 3 IMPLEMENTATION REPORT
1 EACH
RELEASE 2 REGION 4 PREPARATION 00121 COMMODITY CODE: 920-64-058760
ALL-INCLUSIVE FEE FOR IMP 209 RELEASE 2 REGION 4 IMPLEMENTATION PLAN
1 EACH
00122 COMMODITY CODE: 920-64-058761 ALL-INCLUSIVE FEE FOR TR 208 RELEASE 2 REGION 4 TRAINING
1 EACH
RELEASE 2 REGION 4 IMPLEMENTATION 00123 COMMODITY CODE: 920-64-058762
ALL-INCLUSIVE FEE FOR IMP 210 RELEASE 2 REGION 4 IMPLEMENTATION REPORT
1 EACH
FEDERAL CERTIFICATION 00124 COMMODITY CODE: 920-64-058763
ALL-INCLUSIVE FEE FOR CERT 03 FEDERAL CERTIFICATION COMPLIANCE DEMONSTRATION
1 EACH
00125 COMMODITY CODE: 920-64-058764 ALL-INCLUSIVE FEE FOR CERT 04 FEDERAL CERTIFICATION COMPLIANCE
1 EACH
OPERATIONS – YEAR ONE (1) 00126 COMMODITY CODE: 920-64-058765
ALL-INCLUSIVE FEE FOR HD MONTHS 01-12 HELP DESK REPORT
1 EACH
00127 COMMODITY CODE: 920-64-058766 ALL-INCLUSIVE FEE FOR OP MONTHS 01-12 OPERATIONS REPORT
1 EACH
OPERATIONS – YEAR TWO (2) 00128 COMMODITY CODE: 920-64-058767
ALL-INCLUSIVE FEE FOR HD MONTHS 13-24 HELP DESK REPORT
1 EACH
00129 COMMODITY CODE: 920-64-058768 ALL-INCLUSIVE FEE FOR OP MONTHS 13-24 OPERATIONS REPORT
1 EACH
OPERATIONS – YEAR THREE (3) 00130 COMMODITY CODE: 920-64-058770
ALL-INCLUSIVE FEE FOR HD MONTHS 25-36 HELP DESK REPORT
1 EACH
00131 COMMODITY CODE: 920-64-058771 ALL-INCLUSIVE FEE FOR OP MONTH 25-36 OPERATIONS REPORT
1 EACH
OPERATIONS – YEAR FOUR (4) 00132 COMMODITY CODE: 920-64-058772
ALL-INCLUSIVE FEE FOR HD MONTHS 37-42 HELP DESK REPORT
1 EACH
00133 COMMODITY CODE: 920-64-058773 ALL-INCLUSIVE FEE FOR OP MONTHS 37-42 OPERATIONS REPORT
1 EACH
SYSTEM TURNOVER 00134 COMMODITY CODE: 920-64-058774
ALL-INCLUSIVE FEE FOR TRANS 01 MAINTENANCE 1 EACH
Page 90 of 95
TRANSITION PLAN 00135 COMMODITY CODE: 920-64-058775
ALL-INCLUSIVE FEE FOR TRANS 02 OPERATIONAL TRANSITION PLAN
1 EACH
00136 COMMODITY CODE: 920-64-058776 ALL-INCLUSIVE FEE FOR TRANS 03 MAINTENANCE TRAINING
1 EACH
00137 COMMODITY CODE: 920-64-058777 ALL-INCLUSIVE FEE FOR TRANS 04 MAINTENANCE TRANSITION REPORT
1 EACH
WARRANTY 00138 COMMODITY CODE: 920-64-058778
ALL-INCLUSIVE FEE FOR WARR 01 WARRANTY COMPLETION REPORT
1 EACH
UPDATING LEGACY SYSTEM WITH NEW SYSTEM DATA 00139 COMMODITY CODE: 920-64-058779
ALL-INCLUSIVE FEE FOR LEGACY UPDATE 1 EACH
TOTAL FIRM FIXED PRICE BID (SUM OF ROWS 1 THROUGH 139)
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Attachment 6 – Executive Order 129 Certification EXECUTIVE ORDER 129
SOURCE DISCLOSURE CERTIFICATION FORM
Vendor: ____________________________________________ Solicitation Number: 06-X-37829 I hereby certify and say: I have personal knowledge of the facts set forth herein and am authorized to make this Certification on behalf of the Vendor. The Vendor submits this Certification in response to the referenced solicitation issued by the Division of Purchase and Property, Department of the Treasury, State of New Jersey (the “Division”), in accordance with the requirements of Executive Order 129, issued by Governor James E. McGreevey on September 9, 2004 (hereinafter “E.O. No. 129”). The following is a list of every location where services will be performed by the vendor and all subcontractors.
Vendor or Subcontractor Description of Services Performance Location[s] by Country
Any changes to the information set forth in this Certification during the term of any contract awarded under the referenced solicitation or extension thereof will be immediately reported by the Vendor to the Director, Division of Purchase and Property (the “Director”). I understand that, after award of a contract to the Vendor, it is determined that the Vendor has shifted services declared above to be provided within the United States to sources outside the United States, prior to a written determination by the Director that extraordinary circumstances require the shift of services or that the failure to shift the services would result in economic hardship to the State of New Jersey, the Vendor shall be deemed in breach of contract, which contract will be subject to termination for cause pursuant to Section 3.5b.1 of the Standard Terms and Conditions. I further understand that this Certification is submitted on behalf of the Vendor in order to induce the Division to accept a bid proposal, with knowledge that the Division is relying upon the truth of the statements contained herein. I certify that, to the best of my knowledge and belief, the foregoing statements by me are true. I am aware that if any of the statements are willfully false, I am subject to punishment. Vendor: _____________________________________________________ [Name of Organization or Entity] By: _______________________________________________ Title: ___________________________ Print Name: ________________________________________ Date: ___________________________
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Attachment 7 – Reciprocity Form
RECIPROCITY FORM (Optional Submission)
IMPORTANT NOTICE TO ALL BIDDERS
Effective October 7, 1991 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 bidder whose State or locality maintains a preference practice for their bidders. For States having preference laws, regulations, or practices, New Jersey will use the annual surveys compiled by the Council of State Governments, National Association of State Purchasing Officials, or the National Institute of Governmental Purchasing to invoke reciprocal actions. The State may obtain additional information anytime it deems appropriate to supplement the above survey information. Any bidder may submit information related to preference practices enacted for a local entity outside the State of New Jersey. This information may be submitted in writing as part of the bid response proposal, and should be in the form or resolutions passed by an appropriate governing body, regulations, a Notice to Bidders, laws, etc. It is the responsibility of the bidder to provide the documentation with the bid proposal or submit it to the Director, Division of Purchase and Property within five (5) working days of the public bid opening. Written evidence for a specific procurement that is not provided to the Director within five working days of the public bid opening will not be considered in the evaluation of that procurement, but will be retained and considered in the evaluation of subsequent procurements. Any bidder having evidence of out-of-State local entities invoking preference practices should complete the form below, with a copy of appropriate documentation. The form and documentation may be submitted with you bid response proposal. Name of Locality having preference practices:
City /Town/Authority
County
State
Documentation Attached:
Resolution Regulations/Laws Notice to Bidder Other _________________________
Name of Firm Submitting this information
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Appendix 1 – NJ State Standard Terms and Conditions
STATE OF NEW JERSEY STANDARD TERMS AND CONDITIONS
I. Unless the bidder is specifically instructed otherwise In the Request for Proposal, the following terms and
conditions will apply to all contracts or purchase agreements made with the State of New Jersey. These terms are in addition to the terms and conditions set forth in the Request for Proposal (RFP) and should be read in conjunction with same unless the RFP specifically indicates otherwise. If a bidder proposes changes or modifications or takes exception to any of the State's terms and conditions, the bidder must so state specifically in writing in the bid proposal. Any proposed change, modification or exception in the State's terms and conditions by a bidder will be a factor in the determination of an award of a contractor purchase agreement.
II. All of the State's terms and conditions will become a part of any contract(s) or order(s} awarded as a result of the
Request for Proposal, whether stated in part, in summary or by reference. In the event the bidder's terms and conditions conflict with the State's, the State's terms and conditions will prevail, unless the bidder is notified in writing of the State's acceptance of the bidder's terms and conditions.
III. The statutes, laws or codes cited are available for review at the New Jersey State Library, 185 West State Street,
Trenton, New Jersey 08625. IV. If awarded a contract or purchase agreement, the bidder's status shall be that of any independent principal and
not as an employee of the State.
1. STATE LAW REQUIRING MANDATORY COMPLIANCE BY ALL CONTRACTORS 1.1 BUSINESS REGISTRATION – Effective September 1, 2004, pursuant to an amendment to N.J.S.A. 52:32-
44, State and local entities (including the Division of Purchase and Property) are prohibited from entering into a contract with an entity unless the contractor has provided a copy of its business registration certificate (or interim registration) as part of its bid submission. Failure to submit a copy of the Business Registration Certificate within the bid proposal may be cause for rejection of the bid proposal.
The contractor and any subcontractor providing goods or performing services under the contract, and each of their affiliates, shall, during the term of the contract, collect and remit to the Director of the Division of Taxation in the Department of the Treasury the use tax due pursuant to the “Sales and Use Tax Act, P.L. 1966, c. 30 (N.J.S.A. 54:32B-1 et seq.) on all their sales of tangible personal property delivered into the State. This requirement shall apply to all contracts awarded on and after September 1, 2004. Any questions in this regard can be directed to the Division of Revenue at (609) 292-1730. Form NJ-REG can be filed online at http://www.state.nj.us/treasury/revenue/busregcert.htm.
1.2 ANTI-DISCRIMINATION - All parties to any contract with the State of New Jersey agree not to discriminate
in employment and agree to abide by all anti-discrimination laws including those contained within N.J.S.A. 10:2-1 through N.J.S.A. 10:2-4, N.J.S.A.l0:5-1 et seq. and N.J.S.A.l0:5-31 through 10:5-38, and all rules and regulations issued there under.
1.3 PREVAILING WAGE ACT - The New Jersey Prevailing Wage Act, N.J.S.A. 34: 11-56.26 et seq. is hereby
made part of every contract entered into on behalf of the State of New Jersey through the Division of Purchase and Property, except those contracts which are not within the contemplation of the Act. The bidder's signature on this proposal is his guarantee that neither he nor any subcontractors he might employ to perform the work covered by this proposal has been suspended or debarred by the Commissioner, Department of Labor for violation of the provisions of the Prevailing Wage Act.
1.4 AMERICANS WITH DISABILITIES ACT - The contractor must comply with all provisions of the Americans
With Disabilities Act (ADA), P.L 101-336, in accordance with 42 U.S.C. 12101 et seq. 1.5 THE WORKER AND COMMUNITY RIGHT TO KNOW ACT - The provisions of N.J.S.A. 34:5A-l et seq.
which require the labeling of all containers of hazardous substances are applicable to this contract. Therefore, all goods offered for purchase to the State must be labeled by the contractor in compliance with the provisions of the Act.
Page 94 of 95
1.6 OWNERSHIP DISCLOSURE - Contracts for any work, goods or services cannot be issued to any corporation or partnership unless prior to or at the time of bid submission the bidder has disclosed the names and addresses of all its owners holding 10% or more of the corporation or partnership's stock or interest. Refer to N.J.S.A. 52:25-24.2.
1.7 COMPLIANCE - LAWS - The contractor must comply with all local, state and federal laws, rules and
regulations applicable to this contract and to the goods delivered and/or services performed hereunder. 1.8 COMPLIANCE - STATE LAWS - It is agreed and understood that any contracts and/or orders placed as a
result of this proposal shall be governed and construed and the rights and obligations of the parties hereto shall be determined in accordance with the laws of the STATE OF NEW JERSEY.
1.9 COMPLIANCE - CODES - The contractor must comply with NJUCC and the latest NEC70, B.O.C.A. Basic
Building code, OSHA and all applicable codes for this requirement. The contractor will be responsible for securing and paying all necessary permits, where applicable.
2. LIABILITIES 2.1 LIABILITY - COPYRIGHT - The contractor shall hold and save the State of New Jersey, its officers, agents,
servants and employees, harmless from liability of any nature or kind for or on account of the use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, article or appliance furnished or used in the performance of his contract.
2.2 INDEMNIFICATION - The contractor shall assume all risk of and responsibility for, and agrees to indemnify,
defend, and save harmless the State of New Jersey and its employees from and against any and all claims, demands, suits, actions, recoveries, judgments and costs and expenses in connection therewith on account of the loss of life, property or injury or damage to the person, body or property of any person or persons whatsoever, which shall arise from or result directly or indirectly from the work and/or materials supplied under this contract. This indemnification obligation is not limited by, but is in addition to the insurance obligations contained in this agreement.
2.3 INSURANCE - The contractor shall secure and maintain in force for the term of the contract liability insurance as
provided herein. The Contractor shall provide the State with current certificates of insurance for all coverages and renewals thereof, naming the State as an additional insured and which must contain the proviso that the insurance provided in the certificate shall not be canceled for any reason except after thirty days written notice to:
STATE OF NEW JERSEY
Purchase Bureau – Bid Ref. #
The insurance to be provided by the contractor shall be as follows:
a. a Commercial General Liability policy as broad as the standard coverage forms in use in the State of New Jersey which shall not be circumscribed by any endorsements limiting the breadth of coverage.
The limits of liability for bodily injury and property damage shall not be less than $1 million per occurrence as
a combined single limit. b. Automobile liability insurance which shall be written to cover any automobile used by the insured. Limits of
liability for bodily injury and property damage shall not be less than $1 million per occurrence as a combined single limit.
c. Worker’s Compensation Insurance applicable to the laws of the State of New Jersey and Employers Liability
Insurance with limits not less than: $1,000,000 BODILY INJURY, EACH OCCURRENCE $1,000,000 DISEASE EACH EMPLOYEE $1,000,000 DISEASE AGGREGATE LIMIT
3. TERMS GOVERNING ALL PROPOSALS TO NEW JERSEY PURCHASE BUREAU
3.1 CONTRACT AMOUNT - The estimated amount of the contract(s), when stated on the Advertised Request for Proposal form, shall not be construed as either the maximum or minimum amount which the State shall
Page 95 of 95
be obliged to order as the result of this Request for Proposal or any contract entered into as a result of this Request for Proposal.
3.2 CONTRACT PERIOD AND EXTENSION OPTION - If, in the opinion of the Director of the Division of
Purchase and Property, it is in the best interest of the State to extend an contract entered into as a result of this Request for Proposal, the contractor will be so notified of the Director s Intent at least 30 days prior to the expiration date of the existing contract. The contractor shall have 15 calendar days to respond to the Director's request to extend the contract. If the contractor agrees to the extension, all terms and conditions of the original contract, including price, will be applicable.
3.3 BID AND PERFORMANCE SECURITY
a. Bid Security - If bid security is required, such security must be submitted with the bid in the amount listed in the Request for Proposal, see N.J.A.C. 17: 12- 2.4. Acceptable forms of bid security are as follows:
1. A properly executed individual or annual bid bond issued by an insurance or security company authorized to do business in the State of New Jersey, a certified or cashier's check drawn to the order of the Treasurer, State of New Jersey, or an irrevocable letter of credit drawn naming the Treasurer, State of New Jersey as beneficiary issued by a federally insured financial institution.
2. The State will hold all bid security during the evaluation process. As soon as is practicable after the
completion of the evaluation, the State will: a. Issue an award notice for those offers accepted by the State; b. Return all bond securities to those who have not been issued an award notice.
All bid security from contractors who have been issued an award notice shall be held until the successful execution of all required contractual documents and bonds (performance bond, insurance, etc. If the contractor fails to execute the required contractual documents and bonds within thirty (30) calendar days after receipt of award notice, the contractor may be found in default and the contract terminated by the State. In case of default, the State reserves all rights inclusive of, but not limited to, the right to purchase material and/or to complete the required work in accordance with the New Jersey Administrative Code and to recover any actual excess costs from the contractor. Collection against the bid security shall be one of the measures available toward the recovery of any excess costs.
b. Performance Security - If performance security is required, the successful bidder shall furnish performance security in such amount on any award of a term contractor line item purchase, see N.J.A.C. 17: 12- 2.5. Acceptable forms of performance security are as follows:
1. The contractor shall be required to furnish an irrevocable security in the amount listed in the Request for Proposal payable to the Treasurer, State of New Jersey, binding the contractor to provide faithful performance of the contract.
2. The performance security shall be in the form of a properly executed individual or annual
performance bond issued by an insurance or security company authorized to do business in the State of New Jersey, a certified or cashier's check drawn to the order of the Treasurer, State of New Jersey, or an irrevocable letter of credit drawn naming the Treasurer, State of New Jersey as beneficiary issued by a federally insured financial institution.
The Performance Security must be submitted to the State within 30 days of the effective date of the contract award and cover the period of the contract and any extensions thereof. Failure to submit performance security may result in cancellation of contract for cause pursuant to provision 3.5b,1, and nonpayment for work performed.
3.4 VENDOR RIGHT TO PROTEST - INTENT TO AWARD - Except in cases of emergency, bidders have the
right to protest the Director's proposed award of the contract as announced in the Notice of Intent to Award, see N.J.A.C. 17:12-3.3. Unless otherwise stated, a bidder's protest must be submitted to the Director within 10 working days after receipt of written notification that his bid has not been accepted or that an award of contract has been made. In the public interest, the Director may shorten this protest period, but shall provide
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at least 48 hours for bidders to respond to a proposed award. In cases of emergency, stated in the record, the Director may waive the appeal period. See N.J.A.C. 17: 12- 3 et seq.
3.5 TERMINATION OF CONTRACT
a. For Convenience Notwithstanding any provision or language in this contract to the contrary, the Director may terminate at
any time, in whole or in part, any contract entered into as a result of this Request for Proposal for the convenience of the State, upon no less than 30 days written notice to the contractor.
b. For cause:
1. Where a contractor fails to perform or comply with a contract, and/or fails to comply with the complaints procedure in N.J.A.C. 17: 12-4.2 et seq., the Director may terminate the contract upon 10 days notice to the contractor with an opportunity to respond.
2. Where a contractor continues to perform a contract poorly as demonstrated by formal complaints,
late delivery, poor performance of service, short-shipping etc., so that the Director is repeatedly required to use the complaints procedure in N.J.A.C. 17:12-4.2 et seq. the Director may terminate the contract upon 10 days notice to the contractor with an opportunity to respond.
c. In cases of emergency the Director may shorten the time periods of notification and may dispense with
an opportunity to respond. d. In the event of termination under this section, the contractor will be compensated for work performed in
accordance with the contract, up to the date of termination. Such compensation may be subject to adjustments.
3.6 COMPLAINTS - Where a bidder has a history of performance problems as demonstrated by formal
complaints and/or contract cancellations for cause pursuant to 3.5b a bidder may be bypassed for this award. See N.J.A.C. 17:12-2.8.
3.7 EXTENSION OF CONTRACT QUASI-STATE AGENCIES - It is understood and agreed that in addition to
State Agencies, Quasi-State Agencies may also participate in this contract. Quasi-State Agencies are defined in N.J.S.A. 52:27B-56.1 as any agency, commission, board, authority or other such governmental entity which is established and is allocated to a State department or any bi-state governmental entity of which the State of New Jersey is a member.
3.8 EXTENSION OF CONTRACTS TO POLITICAL SUBDIVISIONS, VOLUNTEER FIRE DEPARTMENTS
AND FIRST AID SQUADS, AND INDEPENDENT INSTITUTIONS OF HIGHER EDUCATION - N.J.S.A. 52:25-16.1 permits counties, municipalities and school districts to participate in any term contract{s), that may be established as a result of this proposal.
N.J.S.A. 52:25-16.2 permits volunteer fire departments, volunteer first aid squads and rescue squads to
participate in any term contract(s) that may be established as a result of this proposal. N.J.S.A. 52:25-16.5 permits independent institutions of higher education to participate in any term
contract(s) that may be established as a result of this proposal, provided that each purchase by the Independent Institution of higher education shall have a minimum cost of $500.
In order for the State contract to be extended to counties, municipalities, school districts, volunteer fire
departments, first aid squads and independent institutions of higher education the bidder must agree to the extension and so state in his bid. proposal. The extension to counties municipalities, school districts, volunteer fire departments, first aid squads and Independent Institutions of higher education must 'be under the same terms and conditions, including price, applicable to the State.
3.9 EXTENSIONS OF CONTRACTS TO COUNTY COLLEGES - N.J.S.A. 18A:64A - 25. 9 permits any college
to participate in any term contract(s) that may be established as a result of this proposal. 3.10 EXTENSIONS OF CONTRACTS TO STATE COLLEGES - N.J.S.A. 18A:64- 60 permits any State College
to participate in any term contract{s) that may be established as a result of this proposal.
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3.11 SUBCONTRACTING OR ASSIGNMENT - The contract may not be subcontracted or assigned by the
contractor, in whole or in part, without the prior written consent of the Director of the Division of Purchase and Property. Such consent, if granted, shall not relieve the contractor of any of his responsibilities under the contract.
In the event the bidder proposes to subcontract for the services to be performed under .the terms of the
contract award, he shall state so in his bid and attach for approval a list of said subcontractors and an Itemization of the products and/or services to be supplied by them.
Nothing contained in the specifications shall be construed as creating any contractual relationship between
any subcontractor and the State. 3.12 MERGERS, ACQUISITIONS - If, subsequent to the award of any contract resulting from this Request for
Proposal, the contractor shall merge with or be acquired by another firm, the following documents must be submitted to the Director, Division of Purchase & Property.
a. Corporate resolutions prepared by the awarded contractor and new entity ratifying acceptance of the
original contract, terms, conditions and prices. b. State of New Jersey Bidders Application reflecting all updated information including ownership
disclosure, pursuant to provision 1.5. c. Vendor Federal Employer Identification Number. The documents must be submitted within thirty (30) days of completion of the merger or acquisition.
Failure to do so may result in termination of contract pursuant to provision 3.5b. If subsequent to the award of any contract resulting from this Request for Proposal, the contractor's
partnership or corporation shall dissolve, the Director, Division of Purchase & Property must be so notified. All responsible parties of the dissolved partnership or corporation must submit to the Director in writing, the names of the parties proposed to perform the contract, and the names of the parties to whom payment should be made. No payment should be made until all parties to the dissolved partnership or corporation submit the required documents to the Director.
3.13 PERFORMANCE GUARANTEE OF BIDDER - The bidder hereby certifies that:
a. The equipment offered is standard new equipment, and is the manufacturer's latest model in production,
with parts regularly used for the type of equipment offered; that such parts are all in production and not likely to be discontinued; and that no attachment or part has been substituted or applied contrary to manufacturer's recommendations and standard practice.
b. All equipment supplied to the State and operated by electrical current is UL listed where applicable. c. All new machines are to be guaranteed as fully operational for the period stated in the Request For
Proposal from time of written acceptance by the State. The bidder will render prompt service without charge, regardless of geographic location.
d. Sufficient quantities of parts necessary for proper service to equipment will be maintained at distribution
points and service headquarters. e. Trained mechanics are regularly employed to make necessary repairs to equipment in the territory from
which the service request might emanate within a 48-hour period or within the time accepted as industry practice.
f. During the warranty period the contractor shall replace immediately any material which is rejected for
failure to meet the requirements of the contract. g. All services rendered to the State shall be performed in strict and full accordance with the specifications
stated in the contract. The contract shall not be considered complete until final approval by the State's using agency is rendered.
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3.14 DELIVERY GUARANTEES - Deliveries shall be made at such time and in such quantities as ordered in strict accordance with conditions contained in the Request for Proposal.
The contractor shall be responsible for the delivery of material in first class condition to the State's using
agency or the purchaser under this contract and in accordance with good commercial practice. Items delivered must be strictly in accordance with the Request for Proposal. In the event delivery of goods or services is not made within the number of days stipulated or under the
schedule defined in the Request for Proposal, the using agency may be authorized to obtain the material or service from any available source, the difference in price, if any, to be paid by the contractor failing to meet his commitments.
3.15 DIRECTOR'S RIGHT OF FINAL BID ACCEPTANCE - The Director reserves the right to reject any or all
bids, or to award in whole or in part if deemed to be in the best interest of the State to do so. The Director shall have authority to award orders or contracts to the vendor or vendors best meeting all specifications and conditions in accordance with N.J.S.A. 52:34-12. Tie bids will be awarded by the Director in accordance with N.J.A.C.17:12-2.1D.
3.16 BID ACCEPTANCES AND REJECTIONS - The provisions of N.J.A.C. 17:12-2.9, relating to the Director's
right, to waive minor elements of non-compliance with bid specifications and N.J.A.C. 17: 12- 2.2 which defines causes for automatic bid rejection, apply to all proposals and bids.
3.17 STATE'S RIGHT TO INSPECT BIDDER'S FACILITIES - The State reserves the right to inspect the
bidder's establishment before making an award, for the purposes of ascertaining whether the bidder has the necessary facilities for performing the contract.
The State may also consult with clients of the bidder during the evaluation of bids. Such consultation is
intended to assist the State in making a contract award which is most advantageous to the State. 3.18 STATE'S RIGHT TO REQUEST FURTHER INFORMATION - The Director reserves the right to request all
information which may assist him or her in making a contract award, including factors necessary to evaluate the, bidder s financial capabilities to perform the contract. Further, the Director reserves the right to request a bidder to explain, in detail, how the bid price was determined.
3.19 MAINTENANCE OF RECORDS - The contractor shall maintain records for products and/or services
delivered against the contract for a period of three (3) years from the date of final payment. Such records shall be made available to the, State upon request for purposes of conducting an audit or for ascertaining information regarding dollar volume or number of transactions.
4. TERMS RELATING TO PRICE QUOTATION 4.1 PRICE FLUCTUATION DURING CONTRACT - Unless otherwise noted by the State, all prices quoted shall
be firm through issuance of contract or purchase order and shall not be subject to increase during the period of the contract.
In the event of a manufacturer's or contractor's price decrease during the contract period, the State shall
receive the full benefit of such price reduction on any undelivered purchase order and on any subsequent order placed during the contract period. The Director of Purchase and Property must be notified, in writing, of any price reduction within five (5) days of the effective date.
Failure to report price reductions will result in cancellation of contract for cause, pursuant to provision 3.5b.1. 4.2 DELIVERY COSTS - Unless otherwise noted in the Request for Proposal, all prices for items in bid
proposals are to be submitted F.O.B. Destination. Proposals submitted other than F.O.B. Destination may not be considered. Regardless of the method of quoting shipments, the contractor shall assume all costs, liability and responsibility for the delivery of merchandise in good condition to the State's using agency or designated purchaser.
F.O.B. Destination does not cover "spotting" but does include delivery on the receiving platform of the
ordering agency at any destination in the State of New Jersey unless otherwise specified. No additional charges will be allowed for any additional transportation costs resulting from partial shipments made at
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contractor's convenience when a single shipment is ordered. The weights and measures of the State's using agency receiving the shipment shall govern.
4.3 C.O.D. TERMS - C.O.D. terms are not acceptable as part of a bid proposal and will be cause for rejection of
a bid. 4.4 TAX CHARGES - The State of New Jersey is exempt from State sales or use taxes and Federal excise
taxes. Therefore, price quotations must not include such taxes. The State's Federal Excise Tax Exemption number is 22-75-0050K.
4.5 PAYMENT TO VENDORS - Payment for goods and/or services purchased by the State will only be made
against State Payment Vouchers. The State bill form in duplicate together with the original Bill of Lading, express receipt and other related papers must be sent to the consignee on the date of each delivery. Responsibility for payment rests with the using agency which will ascertain that the contractor has performed in a proper and satisfactory manner in accordance with the terms and conditions of the award. Payment will not be made until the using agency has approved payment.
For every contract the term of which spans more than one fiscal year, the State's obligation to make
payment beyond the current fiscal year is contingent upon legislative appropriation and availability of funds. The State of New Jersey now offers State contractors the opportunity to be paid through the MasterCard
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 utilizing 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 MasterCard. For more information, call your bank or any merchant services company.
4.6 NEW JERSEY PROMPT PAYMENT ACT - The New Jersey Prompt Payment Act N.J.S.A. 52:32-32 et seq.
requires state agencies to pay for goods and services within sixty (60) days of the agency's receipt of a properly executed State Payment Voucher or within sixty (60) days of receipt and acceptance of goods and services, whichever is later. Properly executed performance security, when required, must be received by the state prior to processing any payments for goods and services accepted by state agencies. Interest will be paid on delinquent accounts at a rate established by the State Treasurer. Interest will not be paid until it exceeds $5.00 per properly executed invoice.
Cash discounts and other payment terms included as part of the original agreement are not affected by the
Prompt Payment Act. 4.7 RECIPROCITY - 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 bidder whose state or locality maintains a preference practice for their bidders.
5. CASH DISCOUNTS - Bidders are encouraged to offer cash discounts based on expedited payment by the
State. The State will make efforts to take advantage of discounts, but discounts will not be considered in determining the lowest bid.
a. Discount periods shall be calculated starting from the next business day after the recipient has accepted
the goods or services received a properly signed and executed State Payment Voucher form and, when required, a properly executed performance security, whichever is latest.
b. The date on the check issued by the State in payment of that Voucher shall be deemed the date of the
State's response to that Voucher. 6. STANDARDS PROHIBITING CONFLICTS OF INTEREST - The following prohibitions on vendor activities
shall apply to all contracts or purchase agreements made with the State of New Jersey, pursuant to Executive Order No. 189 (1988).
a. No vendor shall pay, offer to pay, or agree to pay, either directly or indirectly, any fee, commission,
compensation, gift, gratuity, or other thing of value of any kind to any State officer or employee or special State officer or employee, as defined by N.J.S.A. 52:13D-13b and e., in the Department of the Treasury or any other agency with which such vendor transacts or offers or proposes to transact
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business, or to any member of the immediate family, as defined by N.J.S.A. 52:13D-13i., of any such officer or employee, or partnership, firm or corporation with which they are employed or associated, or in which such officer or employee has an interest within the meaning of N.J.S.A. 52: 13D-13g.
b. The solicitation of any fee, commission, compensation, gift, gratuity or other thing of value by any State
officer or employee or special State officer or employee from any State vendor shall be reported in writing forthwith by the vendor to the Attorney General and the Executive Commission on Ethical Standards.
c. No vendor may, directly or indirectly, undertake any private business, commercial or entrepreneurial
relationship with, whether or not pursuant to employment, contract or other agreement, express or implied, or sell any interest in such vendor to, any State officer or employee or special State officer or employee or special State officer or employee having any duties or responsibilities in connection with the purchase, acquisition or sale of any property or services by or to any State agency or any instrumentality thereof, or with any person, firm or entity with which he is employed or associated or in which he has an interest within the meaning of N.J.S.A. 52: 130-13g. Any relationships subject to this provision shall be reported in writing forthwith to the Executive Commission on Ethical Standards, which may grant a waiver of this restriction upon application of the State officer or employee or special State officer or employee upon a finding that the present or proposed relationship does not present the potential, actuality or appearance of a conflict of interest.
d. No vendor shall influence, or attempt to influence or cause to be influenced, any State officer or
employee or special State officer or employee in his official capacity in any manner which might tend to impair the objectivity or independence of judgment of said officer or employee.
e. No vendor shall cause or influence, or attempt to cause or influence, any State officer or employee or special State officer or employee to use, or attempt to use, his official position to secure unwarranted privileges or advantages for the vendor or any other person.
f. The provisions cited above in paragraph 6a through 6e shall not be construed to prohibit a State officer
or employee or Special State officer or employee from receiving gifts from or contracting with vendors under the same terms and conditions as are offered or made available to members of the general public subject to any guidelines the Executive Commission on Ethical Standards may promulgate under paragraph 6c.
Appendix 2 – Set-Off For State Tax Notice
NOTICE TO ALL BIDDERS SET-OFF FOR STATE TAX NOTICE
Please be advised that, pursuant to P.L 1995, c. 159, effective January 1, 1996, and notwithstanding any provision of the law to the contrary, whenever any taxpayer, partnership or S corporation under contract to provide goods or services or construction projects to the State of New Jersey or its agencies or instrumentalities, including the legislative and judicial branches of State government, is entitled to payment for those goods or services at the same time a taxpayer, partner or shareholder of that entity is indebted for any State tax, the Director of the Division of Taxation shall seek to set off that taxpayer’s or shareholder’s share of the payment due the taxpayer, partnership, or S corporation. The amount set off shall not allow for the deduction of any expenses or other deductions which might be attributable to the taxpayer, partner or shareholder subject to set-off under this act. The Director of the Division of Taxation shall give notice to the set-off to the taxpayer and provide an opportunity for a hearing within 30 days of such notice under the procedures for protests established under R.S. 54:49-18. No requests for conference, protest, or subsequent appeal to the Tax Court from any protest under this section shall stay the collection of the indebtedness. Interest that may be payable by the State, pursuant to P.L. 1987, c.184 (c.52:32-32 et seq.), to the taxpayer shall be stayed.
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Advertised Bid Proposal 2006-X-37829
Addendum #1 – Electronic Questions and Answers
Automated Child Support Enforcement System (ACSES) Advertised Bid Proposal Number: 2006-X-37829 Advertised Bid Proposal Issue Date: 3-18-2005 Bid Opening Date / Time: 6-7-2005, 2:00 PM Eastern Time Set-Aside Category: Subcontracting Small Business Please note the answers to vendors' questions e-mailed to the State and also asked during the Mandatory Pre-Bid Conference. The remaining questions and answers will be part of a forthcoming addendum. Question # 1:
RFP Cover page, Section 5.3 and Appendix A Section 3.3.b, "PERFORMANCE BOND". Our bonding company requires the use of its own standard annual term bond form. We have used this form with the State in the past. Would this form be acceptable to the State for this project?
Answer: If the form conforms to insurance industry standards, the State will accept the company's standard form.
Question # 2:
Long-standing Federal policy has stated that: “…States should advertise for bids based on the functional capability of a system to meet requirements. However, alternative proposals should be considered… A State may not identify a single system for transfer in the RFP since this would place a restriction on free and open competition by not allowing contractors to propose systems they feel meet State requirements.“ (Administration for Children and Families Action Transmittal #OCSE-AT-90-11) This policy was recently affirmed by ACF officials at a meeting of the Human Services Information Technology Advisory Group. What is the rationale given by the Federal agencies for allowing an exception from this policy?
Answer: Before the Family Support Act, when no state had certifiable systems, OCSE did not allow states to specify the state, by name, which was to be used as the transfer candidate. They did this to encourage broader competition. Since there are now so many certified, well documented systems and because so many vendors have experience with multiple state systems, OCSE can and does now let states get
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specific. In addition, the hybrid system was the recommended alternative in the Feasibility Study. Therefore the State was allowed to specify for procurement the Michigan/Maine combo. To not use the specific combo would invalidate the Feasibility Study, its cost, benefits, and scoring.
Question # 3:
Has the State considered the negative impact that the selection of the Michigan transfer system will have on competition in this RFP, by restricting offerors from proposing alternative solutions that meet or exceed the State’s requirements?
Answer: The State recognizes that there will be major modifications to the Michigan system to meet the specific business requirements of New Jersey. All offerors have equal opportunity to implement the Michigan and other States’ functional designs using the original source code as necessary in a manner consistent with NJ State and DHS technical architectures and standards. The State does not expect a port of any State software that does not meet New Jersey user interface or back-end business processing needs. Additionally, a duplication of any other State’s hardware implementation will not meet New Jersey’s unique hardware requirements for ACSES. The successful bidder will demonstrate its technical and creative ability to use functional concepts from Michigan, Maine, Pennsylvania, Vermont, and Wyoming as input to joint application design sessions to create a system that meets New Jersey’s unique business and technical requirements.
Question # 4:
How does the State intend to address the perception that this RFP strongly favors vendors that have previously been involved in either the development or maintenance of the Michigan system?
Answer: See response to question #3.
Question # 5:
Violation of Federal Guidelines • Page 6 Section 1.1: "The ACSES described herein relies in large
part on transferring the Michigan ACSES" • Page 15 Section 3.0: "The Division of Purchase and Property, on
behalf of OCSS will contract with a contractor to develop an Automated Child Support Enforcement System (ACSES) by means of transferring, modifying, and implementing the Michigan Child Support Enforcement System."
• Page 15 Section 3.0: "Identification and selection of Michigan's ACSES is documented in the feasibility study referenced in RFP Section 1.3.4"
• Page 17 Section 3.6: "...these requirements are to be implemented by constructing an ACSES based on transferring the ACSES from the State of Michigan and modifying it with some of the features and functionality of Wyoming, Maine, Pennsylvania and Vermont"
• Page 17 Section 3.6: "... the transferred Oracle components of the Michigan system must first be converted from PL-SQL to Java while retaining all the functionality of the Michigan system. The federal reporting components transferred from the Maine system
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must also be converted from PL-SQL to Java. After the conversion to Java, the system must be modified to incorporate the defined functional changes."
• Page 22 Section 3.15: "The contractor must provide an overview of the standard reports that will be available with the Michigan ACSES and their applicability to OCSS business processes."
• Page 40 Section 3.22.6: "Oracle components from Michigan and Federal reporting components from Maine"
• Page 40 Section 3.22.7: "Oracle components from Michigan and Federal reporting components from Maine"
The above-referenced RFP requirements are in direct violation of the federal guidelines established by the Agency for Children and Families (ACF) to promote fair and open competition when acquiring an Automated Child Support Enforcement System. We respectfully request that the State of New Jersey delete all of these requirements in full. The full text of the ACF guidelines can be found at the following URL: http://www.acf.hhs.gov/programs/cse/pol/AT/at-9011.htm. The specific guidelines that have been violated are (underline added):
A. Acquiring a System Through Transfer of Other States' Title IV-D Systems Based on 45 CFR 307.30(a)(4) the Office of Child Support Enforcement established the policy that all States must transfer another State or county system. This sharing of technology among States has decreased the installation time frame for automated CSES' and reduced the risk of system failure due to poor system design or inadequate planning. States still need to plan their systems by establishing functional requirements which may differ to varying degrees from other States. A review of other State systems will assist the State in establishing these requirements. While States may express a preference for the operating characteristics of a particular State CSES, most States will utilize contractor resources to effect a transfer. In these instances, States should advertise for bids based on the functional capability of a system to meet requirements. However, alternative proposals should be considered. If the State IV-D agency has hardware in place or plans to operate the system on a State central data processing facility, the Request for Proposal (RFP) should include the related hardware and operating system configuration. A State may not identify a single system for transfer in the RFP since this would place a restriction on free and open
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competition by not allowing contractors to propose systems they feel meet State requirements. If a State intends to transfer, modify and install a system utilizing in-house staff and existing hardware, the procurement standards of 45 CFR Part 74, Appendix G pertaining to free and open competition for the system acquisition do not apply. However, in these instances, States are encouraged to review multiple State systems in order to select the system for transfer that best fits the requirements identified in the planning phase of the State project. F. Free and Open Competition/Organizational Conflict of Interest Federal regulations at 45 CFR Part 74, Appendix G mandate that all procurement transactions, regardless of whether by sealed bids or by negotiation and without regard to dollar value shall be conducted in a manner that provides maximum free and open competition. In this context, States should be alert to organizational conflicts of interest or noncompetitive practices that may restrict or eliminate competition. States have a responsibility not only to comply with Federal regulations mandating free and open competition, but also to be perceived by the vendor community as conducting procurement fairly, openly, and without prejudice.
Answer: Before the Family Support Act, when no state had certifiable systems, OCSE did not allow states to specify the state, by name, which was to be used as the transfer candidate. They did this to encourage broader competition. Since there are now so many certified, well documented systems and because so many vendors have experience with multiple state systems, OCSE can and does now let states get specific. In addition, the hybrid system was the recommended alternative in the Feasibility Study. Therefore the State was allowed to specify for procurement, the Michigan/Maine combo. To not use the specific combo would invalidate the Feasibility Study, its cost, benefits, and scoring.
Question # 6:
Section 1.2.1, page 1 – Did the current system go through the Data Reliability Audit? Can the recommendations of the Audit be made available, especially with regard to performance metrics? Are current self Assessment figures available for NJ child support data?
Answer: In accordance with the criteria outlined in the OCSE Dear Colleague Letter (DCL) -04-02, dated January 21, 2004, New Jersey was exempt from a Data Reliability Audit (DRA) for FY 2004. Instead, a limited Data Reliability Review (DRR) was performed. There were no deficiencies identified in the review. The last Data Reliability Audit was conduced for 2003. Each category received an efficiency rate of 96% or higher and an upper bound confidence level of 99% or higher. There were no recommendations. Self-Assessment results for 2004 are as follows:
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Case Closure 82% Establishment 95% Expedited Process 6 months 90% 12 months 98% Enforcement 94% Disbursement of Collections 100% Securing and Enforcing Medical Support 88% Review and Adjustment 94% Interstate Cases 96%
Question # 7:
Section 1.2.2, page 2. Is the network infrastructure to support the new application in place? Would the State expect the requirements to be specified by the vendor?
Answer: The network infrastructure is mainly in place and the contractor is expected to review and make recommendations for any network upgrades or changes.
Question # 8:
Section 1.3.1.1, page 3 – Will questions be taken and answered by the State after the mandatory pre-bid conference on April 19th, especially the ones that could arise of out of responses to our questions?
Answer: No.
Question # 9:
Section 3.0, page 10 – A goal of eliminating dual data entry between CSE and other programs has been specified. Is this a hard requirement, since a CSE system would normally not completely eliminate dual data entry needs?
Answer: Yes.
Question # 10:
Recent CSE Certification. Page 10 Section 3.1: "The contractor must have staff with experience in developing and implementing an OCSE compliant, certified ACSES in at least one state within the last 5 years; such staff must be assigned to key roles in this project." The majority of the states that have been certified were certified more than five years ago. The states that have been certified in the past five years in general are states whose contractor failed to successfully transfer a system. This requirement penalizes the companies who did a good job of transferring a CSE system and restricts competition to the companies who in effect took the longest to get the job done or where the state started over after an initial failed attempt. We respectfully request that this time limit requirement be deleted.
Answer: According to the PRWORA certification status maintained by OCSE, only 18 states were certified prior to 2002. Therefore the State does not agree with the
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comment that states were certified more than 5 years ago, and will not delete the time limit requirement.
Question # 11:
Outsourced Work. Page 11, Section 3.2: "The work to be performed under the contract resulting from this RFP, including development and maintenance, shall not be outsourced outside of the United States." Can the contract be awarded to a foreign chartered / incorporated company even if they plan to do the work on US soil at the New Jersey site?
Answer: All work must be performed in the United States. The provisions of Executive Order 129 do not speak to a foreign chartered/incorporated vendor and, hence, use of such a vendor is permissible.
Question # 12:
Section 3.2, page 11 – Is the State ok with getting part of the work (such as Data Conversion) done offsite, as long as it is done within the country?
Answer: See answer to question 55.
Question # 13:
Page 11 - Section 3.3, "Development and Implementation Activities": Would the State be open to a single release including all components versus two separate component releases?
Answer: No.
Question # 14:
Section 3.4, page 11 – Due to the word “may”, is it the State’s intent that the vendor include extracting and transferring data from the new system to legacy as an option with a separate pricing?
Answer: The contractor shall extract and transfer data from the new child support system to the legacy system.
Question # 15:
Section 3.5, Support for IV&V Reviews (p. 12) – Has OCSE conducted a preliminary IV&V assessment of the project to determine the scope of IV&V required? If so, will the State make a copy of the assessment available to bidders?
Answer: OCSE conducted an IV&V of the Feasibility Study. The State will issue an RFP to procure the services of an IV&V vendor to conduct that IV&V required for this project. The scope of the IV&V is contained in the IV&V RFP. The state is unable to release the IV&V for the Feasibility Study at this time.
Question # 16:
Page 12 – Section 3.6, "Functional and Technical Requirements": For functionality that is known to be inoperable or is undergoing significant improvement in the State of Michigan, would the State of New Jersey consider a re-design and then custom build of system functionality based on New Jersey requirements?
Answer: Provided that the components from Maine are not excluded, New Jersey
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will consider either a transfer of re-designed Michigan components or a redesign and custom build of Michigan components that are known to be inoperable or undergoing significant improvement.
Question # 17:
Section 3.6.1.1, page 12 – Some words are missing in the 2nd sentence.
Answer: RFP Section 3.6.1.1, "Case Initiation" is corrected to read: "Real-time linkages to the AOC, IV-A, IV-E, and Title XIX systems must be established. These linkages must reduce the manual processing and support staff intervention at key decision making steps."
Question # 18:
Section 3.6.1.15, "Ease of Use" – Does the State envisage the development of a new Document Management System as part of this RFP or to use the existing processes for Document Management to be integrated with the new system?
Answer: The State requires the development of a Document Management component that is specific to New Jersey’s requirements.
Question # 19:
Section 3.6.1.15, "Ease of Use" – Does the State have a preference for the Document Generation Software? Also, does the State prefer to purchase third-party software for Document Generation or will the State accept a Document Generation module built as a part of the new system?
Answer: The Document Generation component must be built as part of the new system and must meet New Jersey’s requirements.
Question # 20:
Section 3.6.1.15, Ease of Use (p. 15) – What document imaging system is OCSS using?
Answer: DHS currently uses IBM Content Manager Document Imaging infrastructure, Kodak scanners, and KOFAX adrenaline boards and cards.
Question # 21:
Section 3.6.2, Summary Technical Requirements (p. 16) – What are the State’s standards/ preferences for automated software tools for: • Configuration management • Process, object, and data modeling • Technical documentation • Software version control • Development utilities • Automated software testing
Answer:
• Configuration management - IBM Tivoli Configuration Manager • Process, object, and data modeling - AllFusion ERwin Data Modeler (former
ERwin) • Technical documentation - To be determined jointly with the
contractor • Software version control - Microsoft Source Safe
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• Development utilities - Microsoft Visual Studio • Automated software testing - To be determined jointly with the
contractor Please reference the DHS Distributed Information Architecture Document for 2005 found at http://www.njchildsupport.org/acsesrfp.html which lists the State’s standards and preferences. Software tools not specified in the document will be determined jointly between the State and the contractor.
Question # 22:
Section 3.6.2.1, Security (p. 16) – This section indicates that ACSES must use and/or incorporate the DHS single sign-on process/procedure. Please describe the existing single sign-on. Is the DHS single sign-on HIPAA and IRS compliant? If not, what requirements are not being met?
Answer: DHS uses a single sign-on process which employs application header control. It is in the form of a light-weight Java HTTP Servlet or a .NET user control. Either of these can be called or included in another application. It is a mandatory requirement for all DHS applications developed in Java or .NET to include this universal application banner/header in all their respective applications. The DHS single sign-on is HIPAA and IRS compliant.
Question # 23:
The RFP states, "The work to be performed under the contract resulting from this RFP, including development and maintenance shall not be outsourced outside of the United States." (Page 16 RFP). The RFP also states, "No work is to be performed offshore. Solutions including offshore resources shall not be considered." (Page 60 RFP) • Can we provide services through our own company – not
outsourced? – P.16 of RFP • If the work is completed by our Company through our employees
on-site, at our site in NJ and offshore (who are authorized to work under H1 Visa in the USA and who pay taxes) is allowed?
• Can we submit pricing response where part (50% or less) is done by our company offshore and part is done by our staff in the USA? Will it be considered legitimate?
Answer: Yes, services may be provided through your company as long as those
services are performed in the United States. No work performed under the contract resulting from this RFP may be performed outside the United States, i.e., all work performed under the contract resulting from this RFP must be performed in the United States.
Question # 24:
Section 3.6.2.4, page 17 – New Jersey is requesting full system operation capability in each of the five (5) environments. Can you further define full system operation capability? Does each of the environments need to be able to run the production environment or can the vendor scale down the environment depending on its use? For example, the development environment is usually significantly smaller
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in scale and sometimes uses differing platforms or hardware. This will allow New Jersey a more cost competitive bid if the environments can be tailored to the specific function that it is used for.
Answer: Full system operation capability means that each environment must be correctly sized and configured for the specific function (Development, Test, Training, Production and Backup Production).
Question # 25:
Section 3.6.2.7, page 17 – Please provide the state interface standards for service-oriented architecture.
Answer: Please see the reference “DHS Distributed Information Technology Architecture for 2005” found at http://www.njchildsupport.org/acsesrfp.html on the web. The application environment for new web browser-based applications is object-oriented design using Java J2EE or .Net components running on WebSphere or MS IIS application servers.
Question # 26:
Section 3.6.2.9, page 17 – The RFP states that a full, up-to-date copy of the production database is required for export to the DHS Shared Data Warehouse. Please define the schedule of the updates required for this interface (daily, weekly, monthly)? What current technology solution exists for the current New Jersey CSE interface to the DHS Shared Data Warehouse? If this does not currently exist then what other standards does the DHS Shared Data Warehouse have with regard to interfaces, technology, file interchange standards?
Answer: Please see the reference “DHS Distributed Information Technology Architecture for 2005” found at http://www.njchildsupport.org/acsesrfp.html on the web. The schedule for updates will be defined during joint application design and is anticipated to be monthly.
Question # 27:
COTS Frameworks. Page 17 Section 3.6.2.10: "The system must be developed using J2EE, Java, HTML, SQL, and XML. Wherever possible, the application must have reusable components and make use of DHS standard shared architectural components. In order to build an application that is J2EE-compliant and does not require a user to log into the database, any transfer system application code using Oracle Forms and PL SQL software must be converted prior to implementa-tion." Current software development methodology has matured past the specification of programming languages and has embraced the benefits of Commercially Available Off the Shelf (COTS) Frameworks as the preferred development platform. We respectfully request that this requirement be modified to allow the use of COTS Frameworks.
Answer: The requirement does not prohibit the use of a COTS Framework that uses or generates J2EE, Java, HTML, SQL, and XML.
Question # 28:
Section 3.6.2.17, page 18 – Does the 2-second response time include situations that include exceptional network activity and consequent delays in response?
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Answer: Yes.
Question # 29:
Section 3.6.2.17, Performance and Response Time Standards (p. 18), and Section A.18.1, RT.01, Response Time – According to RFP Section 3.6.2.17, “Response time must average two (2) seconds 99.9% of the time.” However, according to Section A.18.1, “Response time must average below two seconds and should not exceed five seconds 99% of the time.” Because the latter is stated with more accurate mathematical language, should bidders use Section A.18.1 as the requirement for response time?
Answer: No, response time must average 2 seconds 99.9% of the time.
Question # 30:
Section 3.7, Technical Environment (p. 19) – To assist contractors in identifying software purchase requirements, please provide a list of State-owned software licenses available for use in the development and production environments, including use by the contractor’s application development staff.
Answer: DHS has licenses for the software listed in the DHS Distributed Information Architecture Document for 2005 found at http://www.njchildsupport.org/acsesrfp.html on the web.
Question # 31:
How would the State require specifications for the web servers associated with this application, which will be operated by DHS in a shared environment?
Answer: The contractor must specify the server requirements to support this application.
Question # 32:
Page 20 – Section 3.7, "Technical Environment": It is noted that 4,000 possible users exist. What is the estimated average number of simultaneous users of the new system?
Answer: It is difficult to estimate the number of simultaneous users without a specific timeframe. The bidder should rely on its knowledge and experience of Child Support system usage rates and factor in items such as New Jersey sizing (network, users).
Question # 33:
Section 3.7 mentions “currently 4,000 users at approximately 90 sites”. Can you clarify the number of state employees who will have an account/userid on the new system? Will the new solution also be available to anyone outside of the Department of Human Services? If so, who and how many? Are there plans to have elements of the new solution available to the general public, e.g., custodial or non-custodial parents?
Answer: The 4,000 users are employees of the Department of Human Services, 21 County Welfare Agencies, 21 County Sheriff Departments, 2 Departments of Law, Administrative Office of the Court, 21 local probation divisions, 21 Family Divisions
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and 21 Finance Divisions, OCSE. All will be required to have user IDs for inquiry access but not all will have update capability. Custodial and non-custodial as well as general public have access to data from the current ACSES through the child support website. The new system will also provide data to the website for access by the public and custodial and non-custodial parents.
Question # 34:
Do you have any plans of incorporating a wireless version of this database on Blackberry for your case workers to access while out in the field?
Answer: No.
Question # 35:
Section 3.8, "Database" – Is there a preference for Oracle Application Server, or IBM’s Websphere? The DHS IT Architecture seems to prefer Websphere to Oracle’s iAS. The RFP has mentioned using Oracle’s Application Server as a preference.
Answer: In the “DHS Distributed Information Technology Architecture for 2005” reference, IBM WebSphere Application server is listed as “Preferred” and Oracle iAS is listed as “Acceptable”.
Question # 36:
Section 3.8, "Database" – MICSES UI is very forms-oriented and the State requires Java-based UIs. Is it the State’s intent to use the same interface as Michigan/Maine or is the state amenable to an upgraded UI and technology that exploits the full power of Java-based UIs, based on the Michigan application?
Answer: The State requires an upgraded Java-based User Interface that meets the State’s business needs.
Question # 37:
Section 3.8, "Database" – MICSES UI is very forms-oriented and the State requires Java-based UIs. Is it the State’s intent to use the same interface as Michigan/Maine or is the state amenable to an upgraded UI and technology that exploits the full power of Java-based UIs, based on the Michigan application?
Answer: The State requires an upgraded Java-based User Interface that meets the State’s business needs.
Question # 38:
Section 3.8, "Database" – Does the State envisage the use of a BPM tool such as Filenet, or IBM’s BPM toolsets for workflow automation requirements mentioned in the RFP?
Answer: Please see the reference “DHS Distributed Information Technology Architecture for 2005” found at http://www.njchildsupport.org/acsesrfp.html on the web.
Question # 39:
Section 3.8, "Database" – Does the State envisage the use of a specific Enterprise Application Integration Tool or any EAI Software from IBM,
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Tibco, Webmethods, Seebyond or Ensemble to address the EAI needs mentioned in the RFP?
Answer: Please see the reference “DHS Distributed Information Technology Architecture for 2005” found at http://www.njchildsupport.org/acsesrfp.html on the web.
Question # 40:
Section 3.9, "Data Conversion" (p. 20). Both Section 3.9 and Appendix D Part 8 (CO.01 ACSES Conversion) indicate that data are to be converted from the current ASCES, FACTS, and FAMIS databases. On page F-4 of Appendix F (Contractor Deliverables) in the paragraph labeled Plan 12: Data Conversion Plan, it states that "The Data Conversion Plan will identify the data sources for conversion efforts, including the AOC, IV-A, IV-E, and Title XIX systems." Please clarify from which systems legacy data are to be converted.
Answer: ACSES is the data source for current Child Support cases. FACTS is the data source for AOC data. FAMIS is the data source for IV-A and Title XIX data. A new system is being developed for IV-E cases. The Data Conversion Plan must address the use of data from these systems for conversion and implementation.
Question # 41:
Section 3.9, "Data Conversion" – What level of historical data conversion is envisaged? Some of the current productional historical data (financials, Case Mgt) may not meet the requirements of the Michigan system. Is the state open to go-forward conversion if the data conditions of the current data prevent full historical data conversion?
Answer: No.
Question # 42:
Section 3.9, "Data Conversion" – What level of historical data conversion is envisaged? Some of the current productional historical data (financials, Case Mgt) may not meet the requirements of the Michigan system. Is the state open to go-forward conversion if the data conditions of the current data prevent full historical data conversion?
Answer: No.
Question # 43:
Section 3.9, "Data Conversion" – Converting PL/SQL to Java – Is it the intent of the State to also convert database calls and stored procedures to SQLJ? Is it the intent of the State to only convert non-DB program units, front-end procedures and functions to Java?
Answer: See answer to question 147.
Question # 44:
Section 3.9, Data Conversion (p. 20) – This section indicates that State staff will be responsible for resolving any discrepancies in data that cannot be converted automatically and for any manual effort to verify duplicate cases or clients. However, this section also states that the contractor shall be responsible for data cleansing in concert with the State. What data cleansing tasks, specifically, will be the contractor’s
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responsibility?
Answer: The contractor shall develop software to derive data needed to operate the new system when that information can be derived from existing automated case data.
Question # 45:
Page 23 – Section 3.16, "System Implementation": What data might be fed ‘backward’ from ACSES to the legacy system? What is the State’s intent regarding the continued support and access to the legacy system post-ACSES implementation?
Answer: The data that will be transferred between ACSES and the legacy system will be determined during the design phase. The contractor has full responsibility for both forward and backward bridges to the legacy system(s) on the Bull mainframe using G-Link for Java and/or other appropriate tools. Once the ACSES system is fully operational and the legacy system is no longer needed, use and support of the legacy system will end.
Question # 46:
Page 23 – Section 3.17, "Help Desk": What is the State’s current Help Desk call volume?
Answer: The DFD Help Desk creates 600 – 700 tickets for logged calls per month. The DFD Help Desk supports all DFD applications as well as user access and network issues which are not a good indicator of the number of calls to an ACSES Help Deck. The bidder should rely on its experience supporting new Child Support implementations and factor in items such as network size, number of users, system complexity, software development quality and error rates, and anticipated change management issues.
Question # 47:
Section 3.17, Help Desk (p. 23) – This section states, “The contractor must utilize the help desk tools that the DHS help desk uses.” Our understanding is that DHS uses infraEnterprise as one of their tools to support help desk operations. Are there other DHS help desk related tools that the contractor will be required to use?
Answer: No.
Question # 48:
Section 3.18, "Training" (p. 26). The RFP specifies that the contractor is responsible for all ACSES user and technical training. Concerning the technical training, please provide the number of State technical staff to be trained according to job function, as follows:
Function Junior Level
Principal/Senior Level
Supervisory Level
Programmer Analyst/Developer
System/Business Analyst Tester DBA Configuration Mgt. Specialist
QA Application/System
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Architect Operations Staff Maintenance Staff Customer Support Staff
Answer: There is no requirement for formal technical training for State staff.
Question # 49:
Section 3.18.2, "Implementation Training", (p. 27). The RFP requires that the curriculum for user training be tailored to the needs of 2,500 trainees. Please provide the number of each type of trainee within the 2,500 trainees, as follows:
Function Case Work Supervisory Clerical Release 1: Financial Management Enforcement Release 2: Case Initiation Location Establishment Case Management
Answer: It is the intent of the State to have all staff trained on all aspects of the new system. Specific numbers will be provided prior to the actual training by a date agreed upon by the State and contractor.
Question # 50:
Section 3.18.2, page 27 Is it expected that the 2,500 end-users need to be trained for each one of the two releases of the system? Out of the 2,500 users, approximately how many are Supervisors? What other types of training is anticipated?
Answer: Yes, it is expected that the 2,500 end-users need to be trained for each of the two system releases. Approximately 450 of the 2,500 end-users are Supervisors. No other types of training are expected.
Question # 51:
Page 27 – Section 3.18.2, "Implementation Training": Would the State consider the implementation of a separate system, a Learning Management System, to store the training records and scores, rather than storing these in the ACSES system directly?
Answer: Yes.
Question # 52:
Answer: Section 3.18.3, Classroom Facilities (p. 27) – Please provide the addresses where the State’s classroom facilities are located.
Below is a partial list of facilities. A complete list will be provided at a date agreed upon between the State and contractor. Atlantic Cty Dept of Family Union County BSS & Community Development 342 Westminster Avenue 1333 Atlantic Ave Elizabeth, NJ Atlantic City, NJ
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Bergen County BSS Division of Family Development 216 Rte 17 12 Quakerbridge Plaza Rochelle Park, NJ Mercerville, NJ Burlington County BSS Administrative Office of the Courts 795 Woodland Road 171 Jersey Street Mt. Holly, NJ Trenton, NJ Camden County BSS Essex County BSS 600 Market St 18 Rector Street Camden, NJ Newark, NJ Gloucester County BSS Mercer County BSS 400 Hollydell Dr. 200 Wolverton Street Sewell, NJ Trenton, NJ Middlesex County BSS Monmouth County BSS 181 How Lane Kozloski Road New Brunswick, NJ Freehold, NJ Salem County BSS Somerset County BSS 147 So. Virginia Avenue 3 E. High Street Penns Grove, NJ Somerville, NJ
Question # 53:
Section 3.18.4, Training of Trainers (p. 28) – If training takes place in a state facility, what are the contractor’s responsibilities for hardware support during training?
Answer: None.
Question # 54:
Section 3.19, Documentation (p. 29) – Will the MiCSES documentation provided by the State of Michigan with MiCSES fulfill the requirement for documentation that reflects the transfer system before customization? If not, what additional documentation must the contractor provide to meet this requirement? The second paragraph states, "Other documentation includes the data dictionary, the logical and physical data model." What other documentation for the new ACSES does the State require beyond what is listed in this section? Must the contractor provide printed hard copy technical or user documentation other than the laminated quick reference guides and the two copies required for each deliverable?
Answer: Yes, the MiCSES documentation provided by the State of Michigan with MiCSES fulfills the requirement for documentation that reflects the transfer system before customization, provided that it is accessible to project staff and reflects the current version of the Michigan code.
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The new ACSES must be fully documented with the initial implementation and with any modifications throughout the life of this contract. Other necessary documentation is identified with the description of project deliverables. Technical and user documentation must be available online and built into the new system. It must also be available for printing.
Question # 55:
Section 3.20, "Facility Requirements for Contractor Staff" – Can any off the development work be performed offsite at the Vendor’s Development Center, within the United States, to reduce Vendor travel/relocation costs and, thus, the State’s price?
Answer: The State requires that all technical leads are located at the project office in New Jersey and that a majority of the development work occur there. Certain activities, at the discretion of the State, such as database conversions, Oracle Forms conversion and documentation development, may take place offsite, within the United States. However, the State requires that no delays in schedule, including face-to-face meetings, result from this offsite presence. The contractor may provide video conference facilities at its project office to facilitate such meetings.
Question # 56:
Section 3.20, Facility Requirements for Contractor Staff (p. 29) – Is there any requirement to provide reserved parking spaces for a limited number of the state staff who will be working in the contractor’s office? If so, how many spaces are required?
Answer: No.
Question # 57:
Section 3.21. Mandatory Interfaces and Application Integration (p. 29) – Please clarify what is meant by the statement: “If an interface partner for a new interface does not participate, the interface will be built up to, but not into, the other system, and testing will be performed to the extent possible.” What types of non-participation does the State anticipate?
Answer: For interfaces where the interface partner does not participate, the interface must be built to the point that the new ACSES will extract or receive and process data in accordance with State requirements. The State does not anticipate any non-participation as this has not been an issue in the past.
Question # 58:
Section 3.21.3, page 30 – “Likewise, some components of other DHS applications are to be used by ACSES.” Have these components been identified in any of the documentation and can it be made available?
Answer: See answer to question 60.
Question # 59:
Section 3.21.3, Application Software and Data Integration (p. 31) – Who will be responsible for implementing application changes to common software components embedded in existing legacy systems?
Answer: The State Office of Information Technology (OIT).
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Question # 60:
Page 31 – Section 3.21.3, "Application Software and Data Integration": Can the State further define the Common Application Components that currently exist? Can the State further define the Common Use Application Software that is intended? What level of joint application design will be required within the DHS agency and without?
Answer: The State requires data sharing with other systems through a variety of methods including XML interfaces, web services, batch updates, Connect Direct and FTP flat files. Common Application Components are continually being developed are not a static list. Examples of common components and data are Contract Management, Provider Agency, Licensing, and DHS Employee. DHS will consult with the contractor on the interfaces to DHS Common Components and represent the contractor on components involving other agencies such as the Department of Labor and Workforce Development and the Judiciary.
Question # 61:
Section 3.22, "Tasks and Deliverables" – To help estimate tasks better, can NJ provide the Function Point Analysis Documentation Appendices B1 through B8 of the “ACSES Reengineering Alternatives Analysis” prepared by PSI for the State of New Jersey upon which this RFP was based, along with any backup documentation such as Excel Sheets for each of the sub-systems?
Answer: No, it is the responsibility of the bidder to independently estimate the effort required for the tasks.
Question # 62:
RFP Section 3.22, page 32 – Throughout Section 3.22, Tasks and Deliverables, there are numerous references to the State’s approval of deliverables and/or reports. For example, in the third bullet under Section 3.22.3.2, State Responsibilities, it stipulates that the State will “…determine the approval status of the deliverable…[and] …based on the review finding, the State may grant approval, reject the document or portions of it, request that revisions be made, or state the inability to respond to the deliverable until a future specified date.” Would the State agree to add the following definition to Section 3.22? “The State’s approval of individual deliverables and reports hereunder shall be promptly granted when each individual deliverable and/or report has reasonably met the completion/acceptance criteria set forth in RFP Appendix F, Contractor’s bid proposal, or other criteria mutually agreed upon in writing during the ACSES project. The State agrees not to unreasonably withhold its approval for deliverables hereunder.”
Answer: No.
Question # 63:
Section 3.22.3, Project Status Reporting and Deliverable Submission (p. 32) – The RFP requires weekly updates to the project management plan. Is this referring to weekly updates to the schedule or work plan, or does the State expect weekly updates to the Project Management Plan?
Answer: The State requires all deliverables identified in accordance with RFP Section 3.22.3.1.
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Question # 64:
Section 3.22.3.2, page 32. The 3rd bullet under “State Responsibilities” allows the State 10 business days to review and comment on the weekly status reports and updates to the project management plan, while Section F-1 allows 15 business days for all deliverables. Which is the correct timeframe for State review of status reports and project management plan updates?
Answer: The timeframe for State review of status reports and project management plan updates is ten (10) business days; however, the State reserves the right to extend the 10 business day requirement for review and comment on any deliverable. Any extension will be incremental for each deliverable. The total number of days for all extensions shall not exceed 20 business days over the course of the project.
Question # 65:
Section 3.22.5, Quality Assurance (p. 33) – This section calls for the contractor to develop an Overall Quality Assurance plan. Table E.3.2 assigns the responsibility for a Quality Assurance Plan to the Contractor Managing Partner, while an Application Quality Assurance Plan is assigned to the Contractor Implementation Manager. Section 4.4.2.6 specifies that both the Overall Quality Assurance Plan and the Application Quality Assurance Plan be included in a deliverables matrix within the proposal, but Figure 1 at the end of Section 3 and Appendix F list only the Application Quality Assurance Plan. Does the State expect the contractor to develop an Overall Quality Assurance Plan in addition to an Application Quality Assurance Plan? If so, please provide the anticipated delivery date and required content for this plan.
Answer: The contractor is responsible for the Application QA Plan. The State is responsible for the overall QA Plan.
Question # 66:
Section 3.22.6, Project Initiation and Planning (p. 35) – Our understanding of the requirements in this section is that the contractor is responsible for preparing the work site for occupation by the project team and for installation of all work site hardware and software to be used by contractor staff. The State is responsible for installation of work site hardware and software for use by state staff. Is this correct?
Answer: Yes.
Question # 67:
Section 3.22.7, page 35 – The contractor must convert all of the PL/SQL objects. Is it mandatory that code conversion happens during the analysis and design phase?
Answer: No.
Question # 68:
Section 3.22.7, Convert PL/SQL to JAVA (p. 35) and section F.4, Application Development (p. F-5) – Will the State provide the “pre-conversion results” necessary to verify the performance and functionality of conversion to J2EE JAVA or will the contractor be expected to create these results? If the latter, will the State
19
review/approve the pre-conversion results before they are used to validate the results of conversion?
Answer: The contractor must create the pre-conversion results to verify the performance and functionality of the system. The State will review and approve the pre-conversion results before they are used to validate the results of the conversion.
Question # 69:
Section 3.22.12.1, Contractor Training Responsibilities (p. 39) – Please clarify what is meant by a “Web-based Training Center.”
Answer: See Appendix F.6, "Training Plans and Preparation", for clarification. It should also be noted that in Appendix F, "Training Plans and Preparation" is labeled "E.6" in error and should correctly be labeled "F.6".
Question # 70:
Readiness – “Implementation readiness” is discussed in the context of Release Installation and Initialization Plan for each release in section 3.22.15, Pilot Implementation, and in the contexts of the Implementation and Initialization Plans in section F.8, Implementation. The system’s state of readiness is discussed in the context of the Installation and Initialization Report for each release in section 3.22.15, and in the contexts of the Installation and Initialization Reports in section F.8. The Contractor’s Implementation Plan is required to “set down the criteria for system readiness review” in section E.4.10, Implementation Procedures. The Acceptance Test Report is required to “provide for operational readiness documentation with examples of satisfactory results” in section F.4 (p. F-8). Based on this information, we have the following questions: a. What, if any, are the differences between the “readiness” terms used in the cited contexts? b. At what point(s) in the deliverable sequence is the system readiness review required to occur? c. In section F.4, should the Acceptance Test Report document every instance of unsatisfactory results rather than provide examples of satisfactory results? d. Does “Contractor’s Implementation Plan” in section E.4.10 refer to deliverables IMP 101 and IMP 201, or to deliverables IMP 103, 105, 107, 109, 203, 205, 207, and 209, or to some other deliverable(s)?
Answer: a. There is no substantive difference in the use of the term “readiness” in the cited contexts. b. Each component is reviewed for readiness as that component is completed. Then the overall release is reviewed for readiness at user acceptance testing of the release. c. The report should document both unsatisfactory results as well as satisfactory results. d. "Contractor's Implementation Plan" in section E.4.10 of Appendix E refers to
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deliverables IMP 101 and IMP 202.
Question # 71:
Page 46 – Section 3.22.20, "System Maintenance Transition", Figure 1: Deliverables and Anticipated Delivery Dates: Is the State willing to consider adding a ‘Gap Analysis’ phase to confirm NJ ACSES requirements and clearly denote the gaps that may exist from the transferred applications functionality?
Answer: Yes.
Question # 72:
Page 46 – Section 3.22.20, "System Maintenance Transition", Figure 1: Deliverables and Anticipated Delivery Dates: Is the State willing to consider alternative delivery dates as proposed by the Contractor once selected and initial requirements review and expectations gathering are completed?
Answer: Yes.
Question # 73:
Inconsistencies between Figure 1, Deliverables and Anticipated Delivery Dates (p. 46), Attachment 5, and Appendix F – Please resolve the following apparent inconsistencies: a. Deliverables Purch 01, Purch 02, Purch 03, and Purch 04 (Purchased Development and Production Hardware and Software) appear in Figure 1 and Appendix F but not in Attachment 5. b. Potentially significant editorial differences shown in the following table. (Additions and substitutions that appear to be significant are italicized, but deletions that appear to be significant are not highlighted. Minor editorial differences are also highlighted.)
Answer: a. Deliverables Purch 01, Purch 02, Purch 03, and Purch 04 are to be included in Attachment 5. The price sheets have been revised to reflect deliverables. Payment is contingent upon receipt of invoice and reports as required in RFP Sections 3.22.17 and 3.22.19. b. The following table has been corrected with corrections indicated by blue font. Months indicated in Attachment 5 for the Help Desk Reports and the Operational Reports begin the 1st month after implementation, which is month 18.
Deliverable Figure 1 Attachment 5 Appendix F HD yymm Help Desk
Operations Plans (month 01) Monthly Help Desk Reports (months 18-60)
Help Desk Operations Plans Month 01 HD Months 01-12 Help Desk Report HD Months 13-24 Help Desk Report HD Months 25-36 Help Desk Report HD Months 37-42 Help Desk Report
Help Desk Operations Plans (month 01) HD YYMM Monthly Help Desk Operations Reports
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Est ATR Establishment Acceptance Test Report
Establishment Acceptance Test Report
Establishment Acceptance Test Report
Est TD Establishment Technical Design
Establishment Technical Design
Establishment Technical Design
Imp 101 Release 1 Implementation and Initialization Plan
Release 1 Implementation and Initialization Plan
Release 1 Implementation and Initialization Plan
Imp 201 Release 2 Implementation and Initialization Plan
Release 2 Implementation and Initialization Plan
Release 2 Implementation and Initialization Plan
Imp 103 Release 1 Region 1 Pilot Implementation Plan
Release 1 Region 1 Pilot Implementation Plan
Release 1 Region 1 Pilot Implementation Plan
Imp 104 Release 1 Region 1 Pilot Implementation Report
Release 1 Region 1 Pilot Implementation Report
Release 1 Region 1 Pilot Implementation Report
Imp 202 Release 2 Installation and Initialization Report
Release 2 Installation And Initialization Report
Release 2 Installation and Initialization Report
Imp 203 Release 2 Region 1 Pilot Implementation Plan
Release 2 Region 1 Pilot Implementation Plan
Release 2 Pilot Region Implementation Plan
Imp 204 Release 2 Region 1 Pilot Implementation Report
Release 2 Region 1 Pilot Implementation Report
Release 2 Pilot Region Implementation Report
Imp 205 Release 2 Region 2 Implementation Plan
Release 2 Region 2 Implementation Plan
Release 2 Region 2 Implementation Plan
Imp 206 Release 2 Region 2 Implementation Report
Release 2 Region 2 Implementation Report
Release 2 Region 2 Implementation Report
Imp 207 Release 2 Region 3 Implementation Plan
Release 2 Region 3 Implementation Plan
Release 2 Region 3 Implementation Plan
Imp 208 Release 2 Region 3 Implementation Report
Release 2 Region 3 Implementation Report
Release 2 Region 3 Implementation Report
Imp 209 Release 2 Region 4 Implementation Plan
Release 2 Region 4 Implementation Plan
Release 2Region 4 Implementation Plan
Imp 210 Release 2 Region 4 Implementation Report
Release 2 Region 4 Implementation Report
Release 2 Region 4 Implementation Report
OP yymm OP Operations Plans (month 01) Monthly Operations Reports (months 18-60)
OP Months 01-12 Operations Report OP Months 13-24 Operations Report OP Months 25-36 Operations Report OP Months 37-42 Operations Report
OP Operations Plans OP YYMM Monthly Operations Reports
Plan 09 Requirements Review and Release Plan
Requirements Review And Design Plan
Both
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Plan 12 Data Conversion Data Conversion Plan
Data Conversion Plan
Prep 103 Release 1 Training Manual
Release 1 Training Manual
Release 1 Training Manual
Prep 202 Release 2 User Manual
Release 2 User Manual
Release 2 User Manual
Prep 203 Release 2 Training Manual
Release 2 Training Manual
Release 2 Training Manual
Rpt FD Rpt FD Rpt FD Rpt FD Tr 101 Release 1 Trainer
Training Trainer Training Release 1 Trainer
Training Tr 102 Release 1
Operations Training Operations Training Release 1
Operations Training
Tr 103 Release 1 Technical Support Training
Technical Support Training
Release 1 Technical Support Training
Tr 105 Release 1 Region 1 User Training
Release 1 Region 1 User Training
Release 1 Region 1 User Training
Tr 106 Release 1 Region 2 User Training
Release 1 Region 2 Training
Release 1 Region 2 User Training
Tr 107 Release 1 Region 3 User Training
Release 1 Region 3 Training
Release 1 Region 3 User Training
Tr 108 Release 1 Region 4 User Training
Release 1 Region 4 Training
Release 1 Region 4 User Training
Tr 201 Release 2 Trainer Training
Trainer Training Release 2 Trainer Training
Tr 202 Release 2 Operations Training
Operations Training Release 2 Operations Training
Tr 203 Release 2 Technical Support Training
Technical Support Training
Release 2 Technical Support Training
Tr 205 Release 2 Region 1 User Training
Release 2 Region 1 Pilot Training
Release 2 Region 1 User Training
Tr 206 Release 2 Region 2 User Training
Release 2 Region 2 Training
Release 2 Region 2 User Training
Tr 207 Release 2 Region 3 User Training
Release 2 Region 3 Training
Release 2 Region 3 User Training
Tr 208 Release 2 Region 4 User Training
Release 2 Region 4 Training
Release 2 Region 4 User Training
Trans 01 Maintenance Transition Plan
Maintenance Transition Plan
Maintenance Transition Plan
Trans 01 Trans 01 Trans 01 Trans 01 Trans 02 Trans 02 Trans 02 Trans 02 Trans 03 Trans 03 Trans 03 Trans 03 Trans 04 Trans 04 Trans 04 Trans 04
Question # 74:
Section 4.4, Proposal Content (p. 50) – Does the statement that “The bid proposal should be submitted in one volume” mean that contractors must provide their entire proposal in one single binder?
Answer: Note that RFP Section 4.4, "Proposal Content", is replaced in its entirety with the text featured below. Section 4.4, "Proposal Content", is replaced in its entirety with the text featured below.
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The technical response should be submitted in one volume and that volume divided into three (3) sections as follows: • Section 1 - Forms (Section 4.4.1) • Section 2 - Technical Proposal (Section 4.4.2) • Section 3 - Organizational Support and Experience (Section 4.4.3) The following table describes the format of the technical response that should be prepared with tabs (separators), and the content of the material located behind each tab.
VOLUME TAB CONTENTS RFP SECTION REFERENCE COMMENTS
Cover sheet Completed and signed cover sheet (Page 3 of this RFP)
4.4.1.1 Ownership Disclosure Form (Attachment 1)
4.4.1.2 MacBride Principles Certification (Attachment 2)
4.4.1.3
Affirmative Action Employee Information Report or New Jersey Affirmative Action Certificate (Attachment 3)
4.4.1.4
Notice of Intent to Subcontract Form and Subcontractor Utilization Plan (Attachment 4)
1.1 of the Standard Terms
& Conditions
Business Registration from Division of Revenue
1 Forms
4.4.1.7 Executive Order 129 4.4.2.1 Management Overview 4.4.2.2 Contract Management 4.4.2.3 Contract Schedule
4.4.2.4 Mobilization and Implementation Plan
4.4.2.5 Potential Problems
2 Technical Proposal
4.4.2.6 Detailed Technical Response
4.4.3.1 Location
4.4.3.2 Organization Chart (Contract Specific)
4.4.3.3 Resumes 4.4.3.4 Backup Staff
4.4.3.5 Organization Chart (Entire Firm)
I
3
Organizational Support and
Experience Proposal
4.4.3.6 Experience of Bidder on Contracts of Similar Size and Scope
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4.4.3.8 Subcontractor(s) The Cost Proposal (per RFP Section 4.4.4) must be separately packaged and sealed.
VOLUME TAB CONTENTS RFP SECTION REFERENCE COMMENTS
1 Cost Proposal 4.4.4 Price Schedules
(Attachment 5) II
2 Assumptions n/a
List all assumptions upon which the bidder predicated its solution and bid
If the bidder cannot physically fit its technical response (Volume I) in a single binder, then multiple binders may be used.
Question # 75:
Section 4.4.1, Section 1 – Forms (p. 51) – There appear to be some discrepancies between the list of forms in the table on pages 50 and 51 and the list in this section. Are we correct that the list of required forms and order of appearance in the proposal is as follows: • Ownership Disclosure Form (Attachment 1) • McBride Principles Certification (Attachment 2) • Affirmative Action Employee Information Report or New Jersey
Affirmative Action Certificate (Attachment 3) • Notice of Intent to Subcontract and Subcontractor Utilization
Form (Attachment 4) • Business Registration Certificate • Reciprocity Form (Attachment 7) • Executive Order 129 (Attachment 6)
If not, what is the correct order?
Answer: The order of the forms is not a consideration. The forms, as listed in the table on pages 50-51 of the RFP, are correct and complete. The Reciprocity Form is an optional submission.
Question # 76:
Section 4.4.1, Section 1 – Forms (p. 51) – Are bidders required to submit a Set-Off for State Tax form with their proposals? If so, where should that form be included?
Answer: No, the bidder is not required to submit a Set-Off for State Tax form with its proposal.
Question # 77:
Section 4.4.1.4, Business Registration Certificate from the Division of Revenue (p. 52) – Are bidders required to submit a Business Registration Certificate for each subcontractor with their proposals?
Answer: Note that the last sentence of RFP Section 4.4.1.4 is corrected to read, "Refer to Appendix 1, Section 1.1 of the Standard Terms and Conditions and Section
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5.4 of this RFP for additional information concerning this requirement." As stated in Section 5.4 of the RFP, "A subcontractor shall provide a copy of its business registration to any contractor who shall forward it to the contracting agency. No contract with a subcontractor shall be entered into by any contractor unless the subcontractor first provides proof of valid business registrations." Hence, a business registration certificate for a subcontractor is not required to be submitted as part of the bid proposal.
Question # 78:
Section 4.4.1.5, Executive Order 134 (p. 52) – Please confirm that the disclosure form required by Executive Order 134 and described in section 5.28 is required only from the selected vendor at contract award and does not have to be submitted with the proposal.
Answer: As stated in RFP Section 5.28.3b, "Prior to awarding any contract or agreement to any Business Entity, the Business Entity proposed as the intended awardee of the contract shall submit the Certification and Disclosure form..." Only the awarded vendor must submit the Executive Order 134 form.
Question # 79:
Section 4.4.1.6, page 52. Are the subcontracting goals with Small Businesses mandatory or provided as a guideline? If a guideline, will any additional consideration be given to the vendor for meeting or exceeding these goals and what will that be?
Answer: RFP Section 4.4.3.9, "Subcontractor(s)", provides more detail concerning the use of New Jersey Small Business Enterprise (SBE) subcontractors. Additionally Attachment 4 states, "Note that a bidder’s failure to satisfy the small business subcontracting targets or provide sufficient documentation of its good faith efforts to meet the targets with the bid proposal or within seven (7) business days upon request shall preclude award of a contract to the bidder." [emphasis added] "Additional consideration" is not provided for meeting or exceeding theses goals. It should be noted, however, that SBE subcontracting can be used as a tie-breaker.
Question # 80:
Section 4.4.2.3, Contract Schedule (p. 53) – What is the State’s planned ACSES project contract award date? What is the State’s planned ACSES project start date?
Answer: The State is unable to provide a specific date at this time but anticipates on or about October 1, 2005.
Question # 81:
Page 53 – Section 4.4.2.4, "Mobilization and Implementation Plan": It is understood that the project will start after a vendor is selected and a contract is signed. What date is the assumed or ideal project start date?
Answer: The State is unable to provide a date at this time but anticipates on or about October 1, 2005.
Question # 82:
Page 54 – Section 4.4.2.6, "Detailed Technical Response": Does the State expect a screen presentation for every OCSE certification requirement to be addressed by the transferred system?
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Answer: No, the State expects the bidder to describe its understanding of and
expertise in meeting child support federal and operational requirements. See the response to Question 2.
Question # 83:
Section 4.4.2.6, Detailed Technical Response (p. 54) The third paragraph of this section appears to require that the "bidder address each OCSE certification requirement in detail, identify the system component that implements the requirement, describe how the implementation is accomplished, and present screens and reports to support the description." If this is a requirement of bidders to include such detail in their proposals, it appears that bidders would be in the position of providing the state with the same information that the state provides in Appendix D of the RFP. Appendix D contains a detailed assessment of MiCSES functionality and the modifications required to meet ACSES requirements (including OCSE certification requirements), including hybrid components from other state systems that can be integrated. What information, beyond that already presented in Appendix D, must bidders provide in their proposals to be compliant with the RFP requirement to address each OCSE certification requirement?
Answer: It is the intent of Section 4.4.2.6 to provide the bidder with the opportunity to describe its understanding of and expertise in meeting child support federal and operational requirements. The bidder is expected to exhibit a comprehensive knowledge of child support functionality and federal requirements. To do so, the bidder is expected to draw on the materials presented in Appendix D and to supplement them with additional materials to demonstrate the manner in which the system components described address child support federal and operational requirements.
Question # 84:
Under Section 4.4.3 (page 54), "Organizational Support and Experience", there are a number of requests that the bidder include a contract organization chart, with names showing management, supervisory and other key personnel (including subcontractor management, supervisory or other key personnel) to be assigned to the contract. Due to the length of time between proposal submittal and award, it is difficult to precisely predict the availability, and ultimate assignment of, specific personnel. As such, bidder respectfully requests that the State consider modifying this requirement such that bidders are required to provide the names and resumes for management, supervisory, and key personnel, which are representative of the skill level from which bidder plans to select and support this project.
Answer: No.
Question # 85:
Section 4.4.3.3, Resumes (p. 55) – Are we correct in our understanding that the reference to “management, supervisory, and key personnel” applies only to members of the proposed project team?
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Answer: Yes.
Question # 86:
Many of the senior members of our project team have a long history of child support system experience. The state personnel that these people worked with on child support projects 10 or 15 years ago may have retired, moved to other jobs, or otherwise be unavailable to provide references. Will the State modify the requirement to accept a total of three references for projects related to the individual’s responsibilities on the ACSES team?
Answer: No, with respect to each similar contract reflected on a resume, a name and telephone number of a person to contact for a reference check must be provided.
Question # 87:
Section 4.4.3.7, Financial Capability of the Bidder and Section 4.4.3.8, Disclosure of Investigation/Litigation (p. 56) – Is the information in these sections required of subcontractors, or only from the prime contractor?
Answer: Financial capability requirements pertain to the bidder (prime contractor) and not to the subcontractor(s).
Question # 88:
With respect to Section 4.4.3.8 (page 56), "Disclosure of Investigations/ Litigation". Over the years many of our public sector customers have asked us to provide a profile of relevant litigation and investigations (here, that would be current matters, as we don't have it as a practice to formally keep track of past matters), and in response to that request we have provided a reference to material litigation and/or investigations as described in our company’s annual report, and this has been well received. Will this be acceptable to the State?
Answer: All disclosures made in any publicly available document or filing shall be provided. The bidder is reminded, however, that no web addresses or URLs are permissible within the bid response.
Question # 89:
Section 4.4.3.9, Subcontractors (p. 56) – As we understand this section, if one of the key personnel in our proposal is an employee of our subcontractor, that person’s resume should appear in proposal section 3.9, Subcontractors, and not proposal section 3.3, Resumes. Is this correct? Would it be acceptable to the State to include all resumes (both prime and subcontractor personnel) in the Resumes section, if the subcontractor resumes are clearly identified as such?
Answer: It will be acceptable to the State to have all resumes in the "Resumes" section provided the subcontractor resumes are clearly identified as such.
Question # 90:
Section 4.4.4, "Cost Proposal", states, “…Each bidder must hold its price(s) firm through issuance of contract to permit the completion of the evaluation of bid proposals received and the contract award process.” It is not prudent for bidders to issue a proposal/offer with an indefinite validity period. As such, to assist bidders in determining an appropriate quote validity period, what does the State estimate to be the maximum period of time between receipt of proposals and contract
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award?
Answer: The State estimates that one (1) year is the maximum period of time elapsed between receipt of proposals and contract award.
Question # 91:
Section 5.3 addresses a twenty-five percent (25%) performance bond requirement. In consideration of the State’s requirements for Liquidated Damages under Section 5.18 of the RFP, will the State consider reducing or eliminating the performance bond requirement?
Answer: No.
Question # 92:
Section 5.4 states, “A subcontractor shall submit a copy of its business registration to any contractor who shall forward it to the contracting agency.” Is this a business registration within New Jersey – or any state? Is this required at bid submission or upon award?
Answer: "Business registration" and "business registration certificate" in the context of this RFP refer to registration with the New Jersey Department of the Treasury, Division of Revenue. Firms may register with the Division of Revenue at http://www.state.nj.us/treasury/revenue/busregcert.htm on the web. A copy of a firm's Business Registration Certificate is available on the web at http://www.nj.gov/njbgs/index.html.
Question # 93:
Page 60 – Section 5.5, "Contract Term and Extension": While the pricing will remain the same for the term of the agreement, will the State include a clause that allows Contractor to increase its cost to cover inflation or costs associated with unexpected spikes in the cost of materials or labor or costs as a result of changes in laws?
Answer: No.
Question # 94:
Page 61 – Section 5.9, "Contractor Responsibilities": Will the State accept industry standard disclaimers of all implied warranties, including but not limited to the implied warranty of merchantability or fitness for a particular purpose?
Answer: No.
Question # 95:
With respect to Section 5.9, "Contractor Responsibilities", will the State agree to modify the second paragraph of this section as follows, to better align it with common business practices?
The contractor is responsible for the professional quality, technical accuracy and timely completion and submission of all deliverables, services or commodities required, in writing, to be provided by contractor under the contract. The contractor shall, without additional compensation, make reasonable efforts to correct or revise errors, omissions, or other deficiencies in its services and deliverables furnished under the contract. The State
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acknowledges that contractor does not warrant uninterrupted or error-free operation of any deliverable or service or that contractor will correct all defects. 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.
Answer: No.
Question # 96:
Section 5.9, Contractor Responsibilities (p. 61) – In the second paragraph of this section, is there a time limit associated with the warranty implied in this section?
Answer: The State does not view or interpret RFP Section 5.9 to contain or convey an implied warranty and no time limit is implied.
Question # 97:
With respect to Section 5.10, "Substitution of Staff", will the State agree to add the following to the end of this Section 5.10? “To avoid any possible project delay or impact, the State’s written approval of substitute personnel shall be prompt and not unreasonably withheld.”
Answer: No.
Question # 98:
With respect to Section 5.11, "Substitution or Additions of Subcontractor(s)", will the State agree to add the following to the end of this Section 5.11? “To avoid any possible project delay or impact, the State’s written approval of substituted or additional subcontractors shall be prompt and not unreasonably withheld.”
Answer: No.
Question # 99:
Page 62 – Section 5.12, "Ownership of Materials": While the State retains ownership of the Materials, does the State agree that Contractor will retain a perpetual, nonexclusive, paid-up, irrevocable, worldwide license to use, copy, distribute, modify, enhance, create derivative works of the Materials?
Answer: No.
Question # 100:
Page 62 – Section 5.12, "Ownership of Material": Would the State grant a perpetual, nonexclusive, paid-up, irrevocable, worldwide right and license to use the overall newly customized ACSES solution that are developed for the State?
Answer: No, the State retains ownership and grants the federal government a right in license.
Question Page 62 - Section 5.12, "Ownership of Materials": Does the State agree
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# 101: that pre-existing intellectual property rights that are not expressly identified in the proposal but can be shown by reasonable evidence to be pre-existing intellectual property of the contractor, will remain property of contractor?
Answer: Yes.
Question # 102:
Page 62 – Section 5.12, "Ownership of Materials": Will the State clarify that any Materials in existence in the transferred state child support system, including but not limited to designs and applications, are by definition pre-existing Materials whether or not specifically listed in the proposal?
Answer: Yes.
Question # 103:
Page 62 - Section 5.12, "Ownership of Materials": Does the State agree that all intellectual property rights in modifications, enhancements, or improvements of contractor pre-existing materials developed by the Contractor during the project will remain with contractor?
Answer: Yes.
Question # 104:
Page 62 - Section 5.12, "Ownership of Materials": Will the State confirm that the Contractor will not be precluded from independently developing for itself, or for others, anything, whether tangible or non-tangible form, which is competitive with, or similar to, the deliverables?
Answer: Yes.
Question # 105:
Page 62 – Section 5.12, "Ownership of Materials": Will the State agree that the obligation to place proprietary software in escrow applies to custom source code and related documentation delivered by the Contractor but not to commercial off-the-shelf software provided by subcontractors or other third party vendors?
Answer: Yes.
Question # 106:
Section 5.12, "Ownership of Materials", includes, “The State and federal governments shall have a perpetual, nonexclusive, paid-up, irrevocable, worldwide right and license to use any proprietary software that is part of the system.” Federal regulations regarding State ownership and Federal license of software include a specific exemption for “…proprietary operating/vendor software packages…which are provided at established catalog or market prices and sold or leased to the general public…” [45 CFR 95.617(c)] Please confirm that the State’s requirements regarding commercially available proprietary software are intended to conform to these Federal regulations.
Answer: Yes, that is the State’s intent.
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Question # 107:
Section 5.12, "Ownership of Materials", at paragraph 4 the RFP states, “As part of the State and federal perpetual license, both entities shall, at their sole option, receive upgrades and support free of charge.” Please clarify that this requirement does not apply to proprietary software exempted under the Federal regulations cited above.
Answer: That is correct.
Question # 108:
To better align section 5.13, "Data Confidentiality", with common business practices relative to protection of information identified as confidential, would the State agree to clarify the first paragraph of this provision by including a statement that: (a) nothing in the RFP or related documentation will disable contractor’s ability to use the ideas, concepts, or know-how learned or developed during the contract term; (b) confidential information will be marked with a restrictive legend of the State prior to being disclosed (or if not marked with such legend or is disclosed orally, will be identified as confidential at the time of disclosure); (c) the obligations with respect to confidential information created by the contract will survive until five years following the initial date of disclosure; and (d) confidential information shall not include information that (i) is or becomes available to the public other than by disclosure by contractor in violation of the Data Confidentiality provision; (ii) was demonstrably known to contractor previously with no obligation to hold it in confidence; (iii) is independently developed by contractor without recourse to the confidential information; or (iv) was rightfully obtained by contractor from a third party without an obligation of confidentiality?
Answer: No.
Question # 109:
With respect to the second paragraph of Section 5.13, it is this vendor’s position that its employees do not sign agreements in their personal or individual capacity. In step with common business practice, it is this vendor’s policy to sign Confidentiality Agreements on behalf of its corporation, and to take responsibility to cause its employees to honor the terms in the Confidentiality Agreement. As such, will the State agree clarify the second paragraph such that it is clearly understood that each individual working on this contract is not signing agreements in their personal or individual capacity?
Answer: No, individual agreements are required.
Question # 110:
With respect to section 5.17.2, "Remedies", will the State agree to add the following to the end of this section? “For purposes of section 5.17.2, an addendum shall be deemed a writing executed by the Director.”
Answer: RFP Section 5.17.2 has added to it the following sentence: "An amendment shall be deemed a writing executed by the Director."
Question RFP Section 5.18. Please clarify how the State will calculate the
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# 111: difference between the Federal Financial Participation that might have been received, and what was actually received? What is the maximum that this amount might be? If applicable, how will the State determine the reason why the FFP is reduced?
Answer: The State receives 66% federal reimbursement for all administrative costs associated with the administration of the child support program. In accordance with Section 5.18.3 should the Federal OCSE disallow the State for any or all costs due to the contractor’s failure to perform the tasks and services required by this RFP, the contractor will be required to indemnify the State for this loss. The maximum amount is undeterminable.
Question # 112:
Page 64-65 - Section 5.18, "Liquidated Damages": As the State knows, bidders will factor in to the price the risk of liquidated damages, as well as the ten percent retainage of the fees. Since the State has built other remedies into the RFP, the inclusion of liquidated damages provisions in the RFP may not be in the State’s best interest and will lead to higher prices for the State. In light of the other remedies available to the State, will the State consider removing the liquidated damages provisions?
Answer: No.
Question # 113:
Page 65 – Section 5.18, "Liquidated Damages": Since the State already includes the right to retain ten percent of fees until satisfactory completion of the work, will the State consider removing the liquidated damages associated with schedule delays and system deficiencies?
Answer: No.
Question # 114:
Page 64-65 - Section 5.18, "Liquidated Damages": Will the State modify the amount of liquidated damages to an amount that is commensurate with the harm incurred by the State but in no event greater than a commercially reasonable maximum amount?
Answer: No.
Question # 115:
Page 64-65 - Section 5.18, "Liquidated Damages": Will the State agree that the liquidated damages are the State’s sole and exclusive remedy for the claims described in Section 5.18?
Answer: No.
Question # 116:
Page 64-65 - Section 5.18, "Liquidated Damages": Will the State clarify that the liquidated damages set forth in section 5.18 for schedule delays and system deficiencies apply only if delays and system deficiencies are caused directly by contractor?
Answer: Yes.
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Question # 117:
Page 64-65 - Section 5.18, "Liquidated Damages": Will the State clarify that liquidated damages for diversion and/or replacement of key staff does not apply if such diversion or replacement is necessary for reasons beyond contractor’s reasonable control? If so, would the State consider adding the following language: " 'Divert' or 'Diversion' is defined as the transfer of staff by the contractor to another assignment that is within the control of the contractor. It does not include promotions, resignations, death, disablement, legally required absence, or dismissal for cause of an employee, or other reasons that are beyond the control of the contractor”.
Answer: Yes, the State will agree. The following language is added to RFP Section 5.18: " 'Divert' or 'Diversion' is defined as the transfer of staff by the contractor to another assignment that is within the control of the contractor. It does not include promotions, resignations, death, disability, legally required absence, or dismissal for cause of an employee, or other reasons that are beyond the control of the contractor."
Question # 118:
Page 64-65 - Section 5.18, "Liquidated Damages": Will the State agree that liquidated damages for computer virus transmittals only apply if contractor has failed to exercise reasonable precautions to prevent such virus transmittal?
Answer: Yes.
Question # 119:
Page 64-65 - Section 5.18, "Liquidated Damages": Would the State agree to set a commercially reasonable cap on the each of the types of liquidated damages set forth in Section 5.18?
Answer: No.
Question # 120:
Page 64-65 - Section 5.18, "Liquidated Damages": Will the State clarify that any liquidated damages paid will be applied to the aggregate limitation of liability?
Answer: Yes.
Question # 121:
With respect to Section 5.18.3, "Federal Financial Participation Losses", will the State consider modifying the language such that: (a) such liquidated damages shall only be invoked for material failures within contractor’s sole control and caused by contractor’s sole fault or negligence; (b) the State, before invoking the liquidated damages remedy, shall provide contractor with: (i) written notice, and (ii) not less than five (5) business days to cure such failure to perform; and (c) prior to award of the contract, the parties shall mutually agree upon a maximum total aggregate amount of liquidated damages for which the contractor shall be responsible?
Answer: No.
Question Page 65 – Section 5.18.3, "Federal Financial Participation Losses": As
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# 122: FFP is highly dependent on State actions and State reporting of program performance and financial accounting, the Contractor has little control over the administration, review and reward from the Federal OCSE of FFP. Will the State consider deleting this clause given the State’s recourse set forth in section 5.18.2 System Deficiencies?
Answer: No.
Question # 123:
With respect to Section 5.18.4, "Key Staff Diversions and/or Replacements", will the State consider adding the following to the end of this section? “Notwithstanding the above, however, the State acknowledges that circumstances may arise, which necessitate key personnel to be substituted during the project due to delays in awarding the contract, suspensions for force majeure, or other such State causes, or due to promotions, termination, sickness, vacation or other similar material changes in the employment circumstance of the key personnel, at which time a replacement of comparable background and experience may be substituted by the contractor, subject to approval of the State Contract Manager. In such instances, the State shall not invoke the liquidated damages remedy set forth in this Section 5.18.4.”
Answer: See response to question 117.
Question # 124:
Section 5.18.5, Computer Virus Transmittals (p. 65) – What are the State’s standards for anti-virus software?
Answer: Please reference the DHS Distributed Information Architecture Document for 2005 found at http://www.njchildsupport.org/acsesrfp.html on the web.
Question # 125:
With respect to Section 5.18.5, "Computer Virus Transmittals", will the State consider modifying the language such that: (a) such liquidated damages shall only be invoked for virus caused by contractor’s sole fault or negligence; and (b) prior to award of the contract, the parties shall mutually agree upon a maximum total aggregate amount of liquidated damages for which the contractor shall be responsible?
Answer: No.
Question # 126:
Page 66 - Section 5.20, "Retainage": Will the State agree to a clarification that “satisfactorily completed” as used in this provision (and throughout the RFP, i.e., p. 67, Section 5.26; 4.5 of Standard Terms and Conditions) means completion in accordance with the objective requirements set forth in this RFP and accepted pursuant to a mutually agreeable acceptance process based on objective acceptance criteria?
Answer: See question 129.
Question Page 66 - Section 5.20, "Retainage": Does the State agree that
35
# 127: acceptance of deliverables will be based on mutually agreeable, objective acceptance criteria?
Answer: Acceptance of deliverables requires that deliverables are acceptable to the State in accordance with the specifications or, if no deliverables are involved, that progress is being made such that timely delivery of the service(s) in accordance with specifications can be reasonably assured.
Question # 128:
Page 66 - Section 5.20, "Retainage": Does the State commit to review deliverables in a timely manner?
Answer: Yes.
Question # 129:
Section 5.20 – Please describe the criteria that will be used (or developed) to measure “satisfactory” in the hold back provision.
Answer: The State's criteria to measure "satisfactory" in the hold-back provision is that all deliverables have been delivered and are acceptable in accordance with the specifications, or if no deliverables are involved, that progress is being made such that timely delivery of the service(s) in accordance with specifications can be reasonably assured.
Question # 130:
With respect to Section 5.22, "Suspension of Work", an extended or indefinite period of work suspension (in most instances) would require the contractor to reassign personnel from the ACSES project to other projects as the contractor cannot keep such personnel “sitting on the bench” for extended or indefinite periods of time with no compensation. As such, we respectfully ask if the State will add additional language to this section which makes it clear that Section 5.18.4 of this RFP does not apply in those instances of suspension of work under Section 5.22?
Answer: Yes. This section does not apply to situations where work has been suspended by the State for more than sixty (60) days.
Question # 131:
Page 69 - Section 5.29, "Insurance": The inclusion of the following sentence appears to require Contractor to exhaust its insurance coverage before the limitation of liability applies. This language may have the undesired effect of encourage some bidders to maintain minimal limits of insurance in order to reduce Contractor’s ultimate liability. Would the State agree to delete the following sentence in Section 5.29: “The contractor’s indemnification obligation is not limited by but is in addition to the insurance obligations contained in Section 2.3 of the Standard Terms and Conditions.”?
Answer: The indemnification obligation is independent of the insurance obligation. That is, if the State requires $2 million of insurance and the indemnification obligation turns out to be $4 million, the insurance obligation does not act in any way as a cap on the contractor's liability. Therefore the State will not delete the sentence.
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Question # 132:
Section 6.3, page 71 – Please provide additional clarification on how vendors can exceed the criteria for evaluation that are specified in this section.
Answer: RFP Section 6.3 provides the general evaluation criteria for the ACSES bids. As set forth in the RFP, more specific criteria within these broad categories may be developed, before the receipt of bid proposals. The specific, weighted evaluation criteria will be available after the bid opening. A bidder cannot "exceed" these criteria.
Question # 133:
Page 71 – Section 6.3, "Evaluation Criteria": Does the State have more detailed evaluation criteria; e.g., could the State provide a scoring point allocation, priority or weighting that may be assigned for these evaluation criteria?
Answer: The State has not determined the detailed evaluation tool that will be used to evaluate ACSES bid proposals. That tool must be finalized, however, prior to the bid opening date.
Question # 134:
With respect to Section 2.1 of Appendix 1, Liability – Copyright, will the State agree to delete and replace with the following substitute language? Liability – Copyrights (a) The contractor shall fully indemnify, defend and hold harmless the State of New Jersey, its officers, agents, servants and employees, from any and all damages, liability, losses and costs of any nature or kind (including reasonable attorney fees) paid to or for the benefit of any third party asserting a claim in any suit or action pursuant to any judgment a court finally awards or that are included in a settlement approved by contractor, arising from, relating to, or on account of, a third party’s claim that the use of any copyrighted composition, trademark, trade secret, patented invention, article or appliance furnished by contractor in the performance of the contract infringes that party’s patent or copyright. (b) The State of New Jersey agrees: (1) to promptly notify the contractor in writing of such claim or suit; (2) that the contractor shall have sole control of the defense or settlement of such claim or suit; and (3) to cooperate with the contractor in the defense of such claim or suit, to the extent that the interests of the contractor and the State are consistent. (c) In the event of such claim or suit, the contractor, at its option, may: (1) procure for the State of New Jersey the legal right to continue the use of the product; (2) replace or modify the product to provide a non-infringing product that is the functional equivalent; or (3) if contractor determines that none of these alternatives is reasonably available, the State agrees to return the product to contractor on its written request. Upon written request, the contractor shall provide the State with the
37
basis of such determination. Contractor will then give the State a credit equal to: (i) for equipment, the State’s net book value provided the State has followed generally-accepted accounting principles; (ii) for a program, the amount paid by the State for the affected program; and (iii) for materials, the amount the State paid contractor for the creation of the materials. (d) The above is contractor’s entire obligation to the State regarding any claim of infringement. Contractor shall have no obligation regarding any claim based on any of the following: (i) anything incorporated by the State (and not suggested nor recommended by the contractor) into a product or materials and without the express written consent and acknowledgement of the contractor, which consent if given would expressly state that contractor would continue to provide the intellectual property rights infringement indemnity hereunder, or contractor’s compliance with any designs, specifications, or instructions provided by the State or by a third party on the State’s behalf; (ii) the State’s modification of a product or materials not suggested nor recommended by contractor, and without the express written consent and acknowledgement of the contractor, which consent if given would expressly state that contractor would continue to provide the intellectual property rights infringement indemnity hereunder; (iii) the combination, operation, or use of a product or materials with any product, data, apparatus, or business method that contractor did not provide, suggest, nor recommend, and without the express written consent and acknowledgment of the contractor, which consent if given would expressly state that contractor would continue to provide the intellectual property rights infringement indemnity hereunder, or the distribution, operation or use of a product or materials for the benefit of a third party outside the State; or (iv) any non-contractor program or non-contractor product alone.”
Answer: The State accepts (a), (b), (c)(1), and (c)(2), and the RFP is modified to reflect this change. The remaining suggested language is not accepted by the State.
Question # 135:
Page 94 - Section 2.2 of the Standard Terms and Conditions Liability – Copyright: An overly broad indemnification requirement may cause certain bidders to refrain from bidding, particularly since such indemnification appears to be excluded from the limit on direct damages in Section 5.29. Inclusion of an industry standard provision for Indemnification for certain intellectual property infringement claims will allow more bidders to submit proposals, thereby enhancing the competitive bidding process which is in the State’s best interest. Would the State agree to limit this indemnification provision to indemnification for third-party claims that a deliverables by contract under this contract infringes a copyright or presently existing U.S. patent, unless one of the following exceptions exists? Contractor would not indemnify the State if the claim of infringement is caused by 1) the State’s misuse; 2) the State’s failure to use corrections or enhance-ments made available by contractor; 3) the State’s use of the deliverable in combination with any product or information not owned or
38
developed by contractor; 4) the State’s distribution, marketing or use for the benefit of third parties of the deliverable or 5) information, direction, specification or materials provided by the State or any third party.
Answer: The State agrees to points 1 and 2 above. Hence, Section 2.2 of the Standard Terms and Conditions is modified to state, "The contractor shall not indemnify the State if the claim of infringement is caused by a) the State’s misuse; or, b) the State’s failure to use corrections or enhancements made available by the contractor."
Question # 136:
Appendix 1 – As it relates to Section 2.3 of Appendix 1, "Insurance", contractor respectfully requests the State’s consideration of inclusion of a statement that contractor is not required to name the State as an additional insured with respect to Worker’s Compensation Insurance.
Answer: RFP Appendix 1, Section 2.3 is amended to include the following: "The contractor is not required to name the State as an additional insured with respect to Worker's Compensation Insurance."
Question # 137:
Appendix 1, Section 2.3. Our insurance company will not name a third-party as an additional insured on Worker’s Compensation policies. They will agree to name the State as a Certificate Holder on the Worker’s Compensation policy. The State has agreed to this change with us in the past. Is this acceptable to the State for this project?
Answer: Yes.
Question # 138:
Page 94 - Section 2.3 of the Standard Terms and Conditions – Insurance: Contractor has an insurance policy that provides similar coverage as required by the RFP. Would the State agree to the following modifications in this insurance section? a. Contractor will name the State as an additional insured under its Commercial General Liability policy. b. Insurer will endeavor to provide thirty days prior written notice of cancellation of the insurance.
Answer: The State accepts item "a" above. The State does not agree to item "b".
Question # 139:
Appendix 1, State of New Jersey Terms and Conditions, 3.13, Performance Guarantee of Bidder, paragraph f (p. 93) – What is the State’s expectation regarding the length of the warranty period and in what month of the project does the State expect warranty to begin?
Answer: The Department of Human Services has not required a warranty on the software provided by the contractor, and there is no hardware to be procured from the contract resulting from this RFP.
Question # 140:
With respect to Section 3.13 of Appendix 1, "Performance Guarantee of Bidder", will the State agree to allow Sections 3.13 of the State of New
39
Jersey Standard Terms and Conditions to be replaced or supplemented with Contractor’s standard commercial warranties?
Answer: No.
Question # 141:
With respect to Section 3.14 of Appendix 1, "Delivery Guarantees", will the State agree to allow Sections 3.14 of the State of New Jersey Standard Terms and Conditions to be replaced or supplemented with Contractor’s standard commercial warranties?
Answer: No.
Question # 142:
With respect to Section 3.19 of Appendix 1, "Maintenance of Records", would the State agree to include the following clarification in the RFP to enable the successful contractor to protect its confidential and proprietary information? “For purposes of Section 3.19 of Appendix 1, ‘records’ shall not be defined to include confidential information such as pricing methodology, trade secrets, personnel data, cost or profit data, and research and development data and the like. Contractor shall have no obligation to provide access to contractor or third party confidential or proprietary information.”
Answer: No.
Question # 143:
Attachment 5 – Price Schedule – Line 00126 is an All-Inclusive Fee for HD Months 01-12 Help Desk Report. However, if the contractor adheres to the timeframes established in Figure 1, help desk operations do not commence until approximately month 18 of the project. What is the State’s expectation for submission of Help Desk Reports prior to ACSES implementation?
Answer: The time frame for submission of Help Desk Reports in Attachment 5 begins the 1st month after implementation, i.e., in month 18.
Question # 144:
Attachment 5 – Price Schedule – Line 00127 is an All-Inclusive Fee for OP Months 01-12 Operations Report. However, if the contractor adheres to the timeframes established in Figure 1, system operations do not commence until approximately month 18 of the project. What is the State’s expectation for submission of Operations Reports prior to ACSES implementation?
Answer: The time frame for submission of Operation Reports in Attachment 5 begins the 1st month after implementation, i.e., in month 18.
Question # 145:
Appendix A2, Locate – System Requirements: Locate functionality within the MiCSES system is largely performed within the Teradata Data Warehouse and then is made available to case workers for entry into the MiCSES application. Does the State expect a similar interface from the NJ Data Warehouse to the ACSES system?
Answer: No, the State expects the locate requirements to be built into the new
40
system.
Question # 146:
Appendix A, Section A.9.13, EU.13 Document Generation (p. Appendix A-33) – Is the document generation functionality developed by PSI for MiCSES being provided as part of the transfer system? b. If so, is that functionality what the RFP refers to as the “interim improvement”? c. If not, please clarify what functionality is available for document generation and what modifications the contractor will be required to make. d. It is our understanding that Michigan had a third-party vendor handle centralized printing. Is the ACSES contractor responsible for centralized printing, or only for the document control component which defines the parameters for each document and passes them to the printing application?
Answer: a. Yes. b. No. c. MiCSES, but it must be modified to meet NJ specific requirements. d. All centralized printing will be done by the State's Office of Information Technology. The contractor shall develop the interface to transmit all data necessary for centralized printing.
Question # 147:
Appendix A, Section A.15.1, AD.01, Programming Languages (p. A-43) – This section indicates that "...any transfer system application code using Oracle Forms and PL SQL software must be converted prior to implementation..." Other RFP sections (Sections 3.6, 3.22.7, and F.4) also indicate that transferred Oracle components from Michigan and Maine must be converted from PL/SQL to Java. However, Appendix D1, AD.01, Programming Languages, Section 1.2, Specification states that "...PL/SQL is used for database stored procedures." Can we assume that the State's intent is for the successful vendor to: • Convert Oracle Forms modules from donor systems to Java • Remove embedded SQL (PL/SQL) in front-end objects and replace
with Java API calls to the database or calls to Stored procedures • Retain all stored procedures in PL/SQL used by online and batch? •
Answer: The State prefers that all PL/SQL code be converted to Java. However, existing stored PL/SQL procedures are not required to be converted to Java.
Question # 148:
Appendix C, Resume Template – What information should bidders put in the RFP Category section of the resume template? In the Minimum Qualification section?
41
Answer: The RFP category should identify if the individual is management,
supervisory or key personnel as indicated in RFP Section 4.4.3.3. The Minimum Qualification section should identify the requirements identified in Section 4.4.3.3, and in the Actual Experience section identify the actual experience associated with the qualification.
Question # 149:
Appendix D, Section EO.01. Online Availability – Requirement 1.1 states that the system must be available every day for a minimum of 20 hours. However, section 3.6.2.18, Online Availability and Appendix A, requirement A.20.1 both state that the system must be available every day from 6:00 a.m. to 8:00 p.m., a 14-hour period. Please clarify the requirement for online availability.
Answer: The system must be available everyday from 6:00 a.m. to 8:00 p.m. Eastern Time.
Question # 150:
Appendix D, Section EO.03 states that, “The system must provide for a problem reporting capability from the help desk function.” Is the contractor required to track problems and problem resolution through the ACSES application as well as using the DHS help desk tools referred to in 3.17 of the RFP?
Answer: No. The contractor is only required to track problems and problem resolution through the DHS help desk tools referred to in 3.17 of the RFP and not through the ACSES application itself.
Question # 151:
Appendix E, – Project Management Structure: Can the State provide a detailed organization chart, including positions and counts of FTEs that are currently directly supporting the New Jersey ACSES system?
Answer: Information is provided on page 6 of Appendix E.
Question # 152:
Appendix E, Section E.3, Project Management Staff Requirements (p. E-11) – According to this section, the OCSS Project Management Team (made up entirely of State staff) will develop individual plans for Quality Assurance, Interim Improvements, Risk Management, Scope Control, Change Control, and Stakeholder Communications. Section E.3 goes on to state that, “These plans will be developed before the implementation contract is awarded and will be in place to structure project management activities.” The Quality Assurance Plan, Risk Management Plan, Scope Control Plan, and Change Control Plan all appear in the Management Plans column in both subsection E.3.1 (State Project Management Team Responsibilities) and subsection E.3.2 (Contractor Project Responsibilities). What is the relationship between the plans developed by the OCSS Project Management Team and those developed by the contractor?
Answer: The State will develop management plans for Quality Assurance, Interim Improvements, Risk Management, Scope Control, Change Control, and Stakeholder Communication. This is the framework in which the project is
42
expected to be conducted. The contractor is responsible for understanding this framework and developing its own management plans that will conform to the framework set by the State.
Question # 153:
Appendix E: The Stakeholder Communications Plan appears in the RFP only in association with State responsibilities in E.3.1. Does the State expect the contractor to expend any effort on its Stakeholder Communications Plan other than that directly associated with the Tasks and Deliverables in Appendix F?
Answer: The State expects to bear primary responsibility for the stakeholder communications plan. The State may draw on contractor resources in implementing the stakeholder communications plan.
Question # 154:
The following documents appear in subsections E.3.1 and E.3.2 but are not listed as contractor deliverables in either Figure 1 at the end of Section 3 or in Appendix F: • Requirements Traceability Matrix • Design Development Plan • Functional Design Template • Technical Design Template • System Manuals • “Project Standards for database development, deployment,
operations and maintenance,” “Project Methodology for database development, deployment, operations and maintenance,”
• “Project Rules for Entity Relationship Determination and documentation.”
Please clarify the contractor’s responsibilities with respect to these documents.
Answer: The documents identified in subsection E.3.1 that are not listed as contractor deliverables are the responsibility of the State. The documents identified in subsection E.3.2 that are not listed as contractor deliverables are the responsibility of the contractor and are expected to be components of existing deliverables.
Question # 155:
Section F.4, Application Development – Page F-6 states that “training materials must incrementally attest to the preparations for implementation.” Attest to whom and at what frequency or in conjunction with what milestones?
Answer: See Appendix F, "Training Plans and Preparation", pages F-10 to F-11 for more information.
Question # 156:
Page F-6 states that functional design “must define a method for documentation of user actions.” Does this refer to the recording of actions taken by a user? If so, at what temporal granularity is recording required (date, hours, minutes, seconds)? Is CRUD sufficient or must actions taken to view information also be recorded?
43
Answer: The contractor is required to log by date, hour and minute, all actions taken by all users on the new system including actions such as create, read/view, update, and delete. Please note that these documents will be expanded to include more detailed requirements during the JAD sessions.
Question # 157:
Pages F-6 and F-7 state that each functional and technical design must be reviewed by State staff “and revised with the advice and consent of state staff before submission of the deliverable.” What review staff availability/schedule commitments attend these requirements?
Answer: See RFP Section 3.22, "Tasks and Deliverables", for more information.
Question # 158:
Page F-8 states that each testing plan “must specify test conditions to verify the functionality of each… performance.” If by performance the State refers to more than the response time performance specified in sections 3.6.2.17 and A.18.1, in what deliverable(s) does the State expect the performance requirements for which each testing plan must specify test conditions to themselves be specified?
Answer: The performance requirements that testing must address are those described in the functional and technical design documents as approved deliverables.
Question # 159:
Section F.6, Training Plans and Preparation – The last two sentences of the descriptions of deliverables Prep 202, Comprehensive User Manual, and Prep 203, Comprehensive Training Manual, are identical. Prep 102, Release 1 User Manual, contains no equivalent language. Prep 103, Release 1 Training Manual contains equivalent language. How should the last two sentences under Prep 202 read?
Answer: Note that Appendix F has "Training Plans and Preparation" incorrectly labeled as "E.6". This is corrected to read, "F.6". Appendix F, Section F.6, Prep 202 Comprehensive User Manual, should read: “This deliverable must be a comprehensive User’s Manual for field documentation of the functionality of the system. The training manual must include quick reference materials to support the new system training sessions. All training materials must be maintained and updated to reflect system changes and modifications.”
Question # 160:
The following question concerns third-party products – which is a topic not specifically addressed in the RFP: Does the State expect that the contractor would buy any third-party products on behalf of the State? If so, does the State acknowledge and agree that it will be the licensee to such third-party products? Will the State clarify that it understands that such third-party products are warranted by the third party in accordance with the standard warranty provided with such products or as provided in the applicable
44
third-party license agreement?
Answer: Third-party products are now a separate line item in the Price Schedule as the State may or may not purchase third-party product licenses as part of the RFP. The State will be the licensee to such third-party products and understands that the products are warranted by the third party.
Question # 161:
After looking at the information there, I did not see our company on the "List of Potential SBE Subcontractors." How do I get our company onto this list? We are a SBE and WBE. Also, how do we get the RFP notices electronically, ex. e-mail?
Answer: A current list of New Jersey Small Business Enterprises can be obtained at any time from the Commerce Commission's website at https://www6.state.nj.us/CEG_SAVI/jsps/vendorSearch.jsp. RFP notices are only sent in hardcopy via US Postal Service at this time. Electronic notices are not currently offered.
Question # 162:
Proposal Due Date – Given the complexity of the RFP response requirements and our desire to provide the State with the best response possible, will the State consider a one month extension to the proposal due date?
Answer: No.
Question # 163:
Will there be a public bid opening?
Answer: Yes, there will be a public bid opening at which time the bidder and cost will be announced.
Question # 164:
I have read an article claiming that "Affiliated Computer Services Inc. (ACS) has won a five-year, $27 million contract from the New Jersey Office of Child Support Services for a child support payment processing system..." Is the 5 year contract mentioned here directly related to the 06-X-37829 ACSES proposal? If so, what is the ACS role with respect to ACSES? If this contract is not directly related to the 06-X-37829 ACSES proposal, is it related to the ACSES indirectly? If so, what is ACS' role in this contract?
Answer: The five-year contract awarded to ACS is not directly related to the ACSES project. The contract awarded to ACS is related indirectly to the ACSES project. The role of ACS for the recently awarded contract is for the operation of the State Disbursement Unit, which requires the vendor to transmit payments to ACSES nightly for distribution and disbursement.
ATTACHMENT 5 – PRICE SHEET PRICE SHEET
UNLESS SPECIFIED OTHERWISE BELOW: DEPARTMENT OF HUMAN SERVICES OFFICE OF CHILD SUPPORT SERVICES BUILDING 5, 1ST FLOOR QUAKERBRIDGE OFFICE PLAZA MERCERVILLE, NJ 08619
NUMBER: 06-X-37829 OPEN DATE / TIME : JUNE 7, 2005, 2:00 PM EASTERN TIME T-NUMBER: T-2314 BIDDER:
LINE NO. COMMODITY OR SERVICE DESCRIPTION QTY UNIT UNIT PRICE AMOUNT (QTY x UNIT PRICE)
PLANNING DELIVERABLES
00001 COMMODITY CODE: 920-64-058564 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 01 PROJECT MANAGEMENT PLAN
1 EACH
00002 COMMODITY CODE: 920-64-058565 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 02 ENTERPRISE ARCHITECTURE PLAN
1 EACH
00003 COMMODITY CODE: 920-64-058566 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 03 DISASTER RECOVERY PLAN
1 EACH
00004 COMMODITY CODE: 920-64-058567 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 04 SYSTEM CAPACITY PLAN
1 EACH
00005 COMMODITY CODE: 920-64-058568 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 05 HARDWARE AND SOFTWARE PURCHASE PLAN
1 EACH
00006 COMMODITY CODE: 920-64-058569 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 06 DATABASE DEVELOPMENT PLAN
1 EACH
00007 COMMODITY CODE: 920-64-058570 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 07 APPLICATION DEVELOPMENT PLAN
1 EACH
00008 COMMODITY CODE: 920-64-058571 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 08 CONFIGURATION MANAGEMENT PLAN
1 EACH
00009 COMMODITY CODE: 920-64-058572 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 09 REQUIREMENTS REVIEW AND DESIGN PLAN
1 EACH
00010 COMMODITY CODE: 920-64-058573 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 10 APPLICATION QUALITY ASSURANCE PLAN
1 EACH
00011 COMMODITY CODE: 920-64-058574 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 11 OPERATIONS SUPPORT PLAN
1 EACH
00012 COMMODITY CODE: 920-64-058575 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 12 DATA CONVERSION PLAN
1 EACH
00013 COMMODITY CODE: 920-64-058576 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 13 TEST MANAGEMENT PLAN
1 EACH
00014 COMMODITY CODE: 920-64-058577 ALL-INCLUSIVE FEE FOR PROJECT DELIVERABLE – PLAN 14 SECURITY PLAN
1 EACH
HARDWARE AND SOFTWARE COMMODITY CODE: 920-64-059145
ALL-INCLUSIVE FEE FOR PURCH 01 – AUTHORIZED DEVELOPMENT HARDWARE
1 EACH
COMMODITY CODE: 920-64-059146 ALL-INCLUSIVE FEE FOR PURCH 01 – AUTHORIZED 1 EACH
DEVELOPMENT SOFTWARE COMMODITY CODE: 920-64-059147
ALL-INCLUSIVE FEE FOR PURCH 01 – AUTHORIZED PRODUCTION HARDWARE
1 EACH
COMMODITY CODE: 920-64-059148 ALL-INCLUSIVE FEE FOR PURCH 01 – AUTHORIZED PRODUCTION SOFTWARE
1 EACH
PL/SQL TO JAVA DELIVERABLE 00015 COMMODITY CODE: 920-64-058578
ALL-INCLUSIVE FEE FOR PL/SQL TO JAVA DELIVERABLE – JAVA 01 PL/SQL TO JAVA CONVERSION REPORT
1 EACH
RELEASE 1 DESIGN DELIVERABLES 00016 COMMODITY CODE: 920-64-058579
ALL-INCLUSIVE FEE FOR RELEASE 1 DESIGN DELIVERABLE – EU FD EASE OF USE FUNCTIONAL DESIGN
1 EACH
00017 COMMODITY CODE: 920-64-058580 ALL-INCLUSIVE FEE FOR SEC FD SECURITY FUNCTION DESIGN
1 EACH
00018 COMMODITY CODE: 920-64-058581 ALL-INCLUSIVE FEE FOR FM FD FINANCIAL MANAGEMENT FUNCTIONAL DESIGN
1 EACH
00019 COMMODITY CODE: 920-64-058582 ALL-INCLUSIVE FEE FOR ENF FD ENFORCEMENT FUNCTIONAL DESIGN
1 EACH
00020 COMMODITY CODE: 920-64-058583 ALL-INCLUSIVE FEE FOR CON1 FD RELEASE 1 CONVERSION FUNCTIONAL DESIGN
1 EACH
00021 COMMODITY CODE: 920-64-058584 ALL-INCLUSIVE FEE FOR EU TD EASE OF USE TECHNICAL DESIGN
1 EACH
00022 COMMODITY CODE: 920-64-058585 ALL-INCLUSIVE FEE FOR SEC TD SECURITY TECHNICAL DESIGN
1 EACH
00023 COMMODITY CODE: 920-64-058586 ALL-INCLUSIVE FEE FOR FM TD FINANCIAL MANAGEMENT TECHNICAL DESIGN
1 EACH
00024 COMMODITY CODE: 920-64-058587 ALL-INCLUSIVE FEE FOR ENF TD ENFORCEMENT TECHNICAL DESIGN
1 EACH
00025 COMMODITY CODE: 920-64-058588 ALL-INCLUSIVE FEE FOR CON1 TD RELEASE 1 CONVERSION TECHNICAL DESIGN
1 EACH
00026 COMMODITY CODE: 920-64-058589 ALL-INCLUSIVE FEE FOR EU TP EASE OF USE TEST PLAN 1 EACH
00027 COMMODITY CODE: 920-64-058590 ALL-INCLUSIVE FEE FOR SEC TP SECURITY TEST PLAN 1 EACH
00028 COMMODITY CODE: 920-64-058591 ALL-INCLUSIVE FEE FOR FM TP FINANCIAL MANAGEMENT TEST PLAN
1 EACH
00029 COMMODITY CODE: 920-64-058592 ALL-INCLUSIVE FEE FOR ENF TP ENFORCEMENT TEST PLAN
1 EACH
00030 COMMODITY CODE: 920-64-058593 ALL-INCLUSIVE FEE FOR CON1 TP RELEASE 1 CONVERSION TEST PLAN
1 EACH
RELEASE 1 DEVELOPMENT DELIVERABLES 00031 COMMODITY CODE: 920-64-058594
ALL-INCLUSIVE FEE FOR EU ATR EASE OF USE ACCEPTANCE TEST REPORT
1 EACH
00032 COMMODITY CODE: 920-64-058595 ALL-INCLUSIVE FEE FOR SEC ATR SECURITY ACCEPTANCE TEST REPORT
1 EACH
00033 COMMODITY CODE: 920-64-058596 ALL-INCLUSIVE FEE FOR FM ATR FINANICAL MANAGEMENT ACCEPTANCE TEST REPORT
1 EACH
00034 COMMODITY CODE: 920-64-058597 ALL-INCLUSIVE FEE FOR ENF ATR ENFORCEMENT ACCEPTANCE TEST REPORT
1 EACH
00035 COMMODITY CODE: 920-64-058598 ALL-INCLUSIVE FEE FOR CON1 ATR RELEASE 1 CONVERSION ACCEPTANCE TEST REPORT
1 EACH
00036 COMMODITY CODE: 920-64-058599 ALL-INCLUSIVE FEE FOR EU TM EASE OF USE TRAINING MATERIALS
1 EACH
00037 COMMODITY CODE: 920-64-058600 ALL-INCLUSIVE FEE FOR SEC TM SECURITY TRAINING MATERIALS
1 EACH
00038 COMMODITY CODE: 920-64-058601 ALL-INCLUSIVE FEE FOR FM TM FINANCIAL MANAGEMENT TRAINING MATERIALS
1 EACH
00039 COMMODITY CODE: 920-64-058602 ALL-INCLUSIVE FEE FOR ENF TM ENFORCEMENT TRAINING MATERIALS
1 EACH
00040 COMMODITY CODE: 920-64-058603 ALL-INCLUSIVE FEE FOR CON1 TM RELEASE 1 CONVERSION TRAINING MATERIALS
1 EACH
00041 COMMODITY CODE: 920-64-058604 ALL-INCLUSIVE FEE FOR CERT 02 PRWORA TEST DECK DOCUMENTATION
1 EACH
RELEASE 1 PREPARATION 00042 COMMODITY CODE: 920-64-058605
ALL-INCLUSIVE FEE FOR PREP 101 RELEASE 1 TRAINING PLAN
1 EACH
00043 COMMODITY CODE: 920-64-058606 ALL-INCLUSIVE FEE FOR PREP 102 RELEASE 1 USER MANUAL
1 EACH
00044 COMMODITY CODE: 920-64-058607 ALL-INCLUSIVE FEE FOR PREP 103 RELEASE 1 TRAINING MATERIALS
1 EACH
00045 COMMODITY CODE: 920-64-058608 ALL-INCLUSIVE FEE FOR PREP 301 WEB-BASED TRAINING DEVELOPMENT PLAN
1 EACH
00046 COMMODITY CODE: 920-64-058609 ALL-INCLUSIVE FEE FOR IMP 101 RELEASE 1 INSTALLATION AND INITIALIZATION PLAN
1 EACH
00047 COMMODITY CODE: 920-64-058610 ALL-INCLUSIVE FEE FOR IMP 103 RELEASE 1 REGION 1 PILOT IMPLEMENTATION PLAN
1 EACH
00048 COMMODITY CODE: 920-64-058611 ALL-INCLUSIVE FEE FOR OP 101 RELEASE 1 OPERATIONS PLAN
1 EACH
00049 COMMODITY CODE: 920-64-058612 ALL-INCLUSIVE FEE FOR OP 102 RELEASE 1 CUSTOMER SUPPORT PROCEDURES
1 EACH
00050 COMMODITY CODE: 920-64-058613 ALL-INCLUSIVE FEE FOR OP 103 RELEASE 1 TECHNICAL SUPPORT PROCEDURES
1 EACH
RELEASE 1 PILOT PREPARATION 00051 COMMODITY CODE: 920-64-058614
ALL-INCLUSIVE FEE FOR PREP 302 WEB-BASED TRAINING CENTER
1 EACH
00052 COMMODITY CODE: 920-64-058615 ALL-INCLUSIVE FEE FOR IMP 102 RELEASE 1 INSTALLATION AND INSTALLATION REPORT
1 EACH
00053 COMMODITY CODE: 920-64-058616 1 EACH
ALL-INCLUSIVE FEE FOR TR 101 TRAINER TRAINING 00054 COMMODITY CODE: 920-64-058617
ALL-INCLUSIVE FEE FOR TR 102 OPERATIONS TRAINING 1 EACH
00055 COMMODITY CODE: 920-64-058618 ALL-INCLUSIVE FEE FOR TR 103 TECHNICAL SUPPORT TRAINING
1 EACH
00056 COMMODITY CODE: 920-64-058619 ALL-INCLUSIVE FEE FOR TR 104 RELEASE 1 CUSTOMER SUPPORT TRAINING
1 EACH
00057 COMMODITY CODE: 920-64-058620 ALL-INCLUSIVE FEE FOR TR 105 RELEASE 1 REGION 1 PILOT TRAINING
1 EACH
RELEASE 1 PILOT IMPLEMENTATION 00058 COMMODITY CODE: 920-64-058621
ALL-INCLUSIVE FEE FOR IMP 104 RELEASE 1 REGION 1 PILOT IMPLEMENTATION REPORT
1 EACH
RELEASE 1 REGION 2 PREPARATION 00059 COMMODITY CODE: 920-64-058622
ALL-INCLUSIVE FEE FOR IMP 105 RELEASE 1 REGION 2 IMPLEMENTATION PLAN
1 EACH
00060 COMMODITY CODE: 920-64-058623 ALL-INCLUSIVE FEE FOR TR 106 RELEASE 1 REGION 2 TRAINING
1 EACH
RELEASE 1 REGION 2 IMPLEMENTATION 00061 COMMODITY CODE: 920-64-058624
ALL-INCLUSIVE FEE FOR IMP 106 RELEASE 1 REGION 2 IMPLEMENTATION REPORT
1 EACH
RELEASE 1 REGION 3 PREPARATION 00062 COMMODITY CODE: 920-64-058625
ALL-INCLUSIVE FEE FOR IMP 107 RELEASE 1 REGION 3 IMPLEMENTATION PLAN
1 EACH
00063 COMMODITY CODE: 920-64-058626 ALL-INCLUSIVE FEE FOR TR 107 RELEASE 1 REGION 3 TRAINING
1 EACH
RELEASE 1 REGION 3 IMPLEMENTATION 00064 COMMODITY CODE: 920-64-058703
ALL-INCLUSIVE FEE FOR IMP 108 RELEASE 1 REGION 3 IMPLEMENTATION REPORT
1 EACH
RELEASE 1 REGION 4 PREPARATION 00065 COMMODITY CODE: 920-64-058704
ALL-INCLUSIVE FEE FOR IMP 109 RELEASE 1 REGION 4 IMPLEMENTATION PLAN
1 EACH
00066 COMMODITY CODE: 920-64-058705 ALL-INCLUSIVE FEE FOR TR 108 RELEASE 1 REGION 4 TRAINING
1 EACH
RELEASE 1 REGION 4 IMPLEMENTATION 00067 COMMODITY CODE: 920-64-058706
ALL-INCLUSIVE FEE FOR IMP 110 RELEASE 1 REGION 4 IMPLEMENTATION REPORT
1 EACH
RELEASE 2 DESIGN DELIVERABLES 00068 COMMODITY CODE: 920-64-058707
ALL-INCLUSIVE FEE FOR CI FD CASE INITIATION FUNCTIONAL DESIGN
1 EACH
00069 COMMODITY CODE: 920-64-058708 ALL-INCLUSIVE FEE FOR LOC FD LOCATION FUNCTIONAL DESIGN
1 EACH
00070 COMMODITY CODE: 920-64-058709 ALL-INCLUSIVE FEE FOR EST FD ESTABLISHMENT FUNCTIONAL DESIGN
1 EACH
00071 COMMODITY CODE: 920-64-058710 ALL-INCLUSIVE FEE FOR CM FD CASE MANAGEMENT FUNCTIONAL DESIGN
1 EACH
00072 COMMODITY CODE: 920-64-058711 ALL-INCLUSIVE FEE FOR RFP RD REPORTING FUNCTIONAL DESIGN
1 EACH
00073 COMMODITY CODE: 920-64-058712 ALL-INCLUSIVE FEE FOR CON2 FD RELEASE 2 CONVERSION FUNCTIONAL DESIGN
1 EACH
00074 COMMODITY CODE: 920-64-058713 ALL-INCLUSIVE FEE FOR CI TD CASE INITIATION TECHNICAL DESIGN
1 EACH
00075 COMMODITY CODE: 920-64-058714 ALL-INCLUSIVE FEE FOR LOC TD LOCURITY TECHNICAL DESIGN
1 EACH
00076 COMMODITY CODE: 920-64-058715 ALL-INCLUSIVE FEE FOR EST TD FINANCIAL MANAGEMENT TECHNICAL DESIGN
1 EACH
00077 COMMODITY CODE: 920-64-058716 ALL-INCLUSIVE FEE FOR CM TD CASE MANAGEMENT TECHNICAL DESIGN
1 EACH
00078 COMMODITY CODE: 920-64-058717 ALL-INCLUSIVE FEE FOR RPT TD REPORTING TECHNICAL DESIGN
1 EACH
00079 COMMODITY CODE: 920-64-058718 ALL-INCLUSIVE FEE FOR CON2 TD RELEASE 2 CONVERSION TECHNICAL DESIGN
1 EACH
00080 COMMODITY CODE: 920-64-058719 ALL-INCLUSIVE FEE FOR CI TP CASE INITIATION TEST PLAN
1 EACH
00081 COMMODITY CODE: 920-64-058720 ALL-INCLUSIVE FEE FOR LOC TP LOCATION TEST PLAN 1 EACH
00082 COMMODITY CODE: 920-64-058721 ALL-INCLUSIVE FEE FOR EST TP ESTABLISHMENT TEST PLAN
1 EACH
00083 COMMODITY CODE: 920-64-058722 ALL-INCLUSIVE FEE FOR CM TP CASE MANAGEMENT TEST PLAN
1 EACH
00084 COMMODITY CODE: 920-64-058723 ALL-INCLUSIVE FEE FOR RPT TP REPORTING TEST PLAN 1 EACH
00085 COMMODITY CODE: 920-64-058724 ALL-INCLUSIVE FEE FOR CON2 TP RELEASE 2 CONVERSION TEST PLAN
1 EACH
RELEASE 2 DEVELOPMENT DELIVERABLES 00086 COMMODITY CODE: 920-64-058725
ALL-INCLUSIVE FEE FOR CI ATR CASE INITIATION ACCEPTANCE TEST REPORT
1 EACH
00087 COMMODITY CODE: 920-64-058726 ALL-INCLUSIVE FEE FOR LOC ATR LOCATION ACCEPTANCE TEST REPORT
1 EACH
00088 COMMODITY CODE: 920-64-058727 ALL-INCLUSIVE FEE FOR EST ATR FINANCIAL MANAGEMENT ACCEPTANCE TEST REPORT
1 EACH
00089 COMMODITY CODE: 920-64-058728 ALL-INCLUSIVE FEE FOR CM ATR CASE MANAGEMENT ACCEPTANCE TEST REPORT
1 EACH
00090 COMMODITY CODE: 920-64-058729 ALL-INCLUSIVE FEE FOR RPT ATR REPORTING ACCEPTANCE TEST REPORT
1 EACH
00091 COMMODITY CODE: 920-64-058730 ALL-INCLUSIVE FEE FOR CON2 ATR RELEASE 2 CONVERSION ACCEPTANCE TEST REPORT
1 EACH
00092 COMMODITY CODE: 920-64-058731 ALL-INCLUSIVE FEE FOR CI TM CASE INITIATION TRAINING MATERIALS
1 EACH
00093 COMMODITY CODE: 920-64-058732 1 EACH
ALL-INCLUSIVE FEE FOR LOC TM LOCATE TRAINING MATERIALS
00094 COMMODITY CODE: 920-64-058733 ALL-INCLUSIVE FEE FOR EST TM ESTABLISHMENT TRAINING MATERIALS
1 EACH
00095 COMMODITY CODE: 920-64-058734 ALL-INCLUSIVE FEE FOR CM TM CASE MANAGEMENT TRAINING MATERIALS
1 EACH
00096 COMMODITY CODE: 920-64-058735 ALL-INCLUSIVE FEE FOR RPT TM REPORTING TRAINING MATERIALS
1 EACH
00097 COMMODITY CODE: 920-64-058736 ALL-INCLUSIVE FEE FOR CON2 TM RELEASE 2 CONVERSION TRAINING MATERIALS
1 EACH
00098 COMMODITY CODE: 920-64-058737 ALL-INCLUSIVE FEE FOR CERT 01 FEDERAL CERTIFICATION COMPLIANCE NARRATIVE
1 EACH
RELEASE 2 PREPARATION DELIVERABLES 00099 COMMODITY CODE: 920-64-058738
ALL-INCLUSIVE FEE FOR PREP 201 RELEASE 2 TRAINING PLAN
1 EACH
00100 COMMODITY CODE: 920-64-058739 ALL-INCLUSIVE FEE FOR PREP 202 RELEASE 2 USER MANUAL
1 EACH
00101 COMMODITY CODE: 920-64-058740 ALL-INCLUSIVE FEE FOR PREP 203 RELEASE 2 TRAINING MATERIALS
1 EACH
00102 COMMODITY CODE: 920-64-058741 ALL-INCLUSIVE FEE FOR IMP 201 RELEASE 2 INSTALLATION AND INITIALIZATION PLAN
1 EACH
00103 COMMODITY CODE: 920-64-058742 ALL-INCLUSIVE FEE FOR IMP 203 RELEASE 2 REGION 1 PILOT IMPLEMENTATION PLAN
1 EACH
00104 COMMODITY CODE: 920-64-058743 ALL-INCLUSIVE FEE FOR OP 201 COMPREHENSIVE OPERATIONS PLAN
1 EACH
00105 COMMODITY CODE: 920-64-058744 ALL-INCLUSIVE FEE FOR OP 202 COMPREHENSIVE CUSTOMER SUPPORT PROCEDURES
1 EACH
00106 COMMODITY CODE: 920-64-058745 ALL-INCLUSIVE FEE FOR OP 203 COMPREHENSIVE TECHNICAL SUPPORT PROCEDURES
1 EACH
00107 COMMODITY CODE: 920-64-058746 ALL-INCLUSIVE FEE FOR OP 204 COMPREHENSIVE SYSTEM DOCUMENTATION
1 EACH
RELEASE 2 PILOT PREPARATION 00108 COMMODITY CODE: 920-64-058747
ALL-INCLUSIVE FEE FOR IMP 202 RELEASE 2 INSTALLATION AND INSTALLATION REPORT
1 EACH
00109 COMMODITY CODE: 920-64-058748 ALL-INCLUSIVE FEE FOR TR 201 TRAINER TRAINING 1 EACH
00110 COMMODITY CODE: 920-64-058749 ALL-INCLUSIVE FEE FOR TR 202 OPERATIONS TRAINING 1 EACH
00111 COMMODITY CODE: 920-64-058750 ALL-INCLUSIVE FEE FOR TR 203 TECHNICAL SUPPORT TRAINING
1 EACH
00112 COMMODITY CODE: 920-64-058751 ALL-INCLUSIVE FEE FOR TR 204 RELEASE 2 CUSTOMER SUPPORT TRAINING
1 EACH
00113 COMMODITY CODE: 920-64-058752 ALL-INCLUSIVE FEE FOR TR 205 RELEASE 2 REGION 1 PILOT TRAINING
1 EACH
RELEASE 2 PILOT IMPLEMENTATION
00114 COMMODITY CODE: 920-64-058753 ALL-INCLUSIVE FEE FOR IMP 204 RELEASE 2 REGION 1 PILOT IMPLEMENTATION REPORT
1 EACH
RELEASE 2 REGION 2 PREPARATION 00115 COMMODITY CODE: 920-64-058754
ALL-INCLUSIVE FEE FOR IMP 205 RELEASE 2 REGION 2 IMPLEMENTATION PLAN
1 EACH
00116 COMMODITY CODE: 920-64-058755 ALL-INCLUSIVE FEE FOR TR 206 RELEASE 2 REGION 2 TRAINING
1 EACH
RELEASE 2 REGION 2 IMPLEMENTATION 00117 COMMODITY CODE: 920-64-058756
ALL-INCLUSIVE FEE FOR IMP 206 RELEASE 2 REGION 2 IMPLEMENTATION REPORT
1 EACH
RELEASE 2 REGION 3 PREPARATION 00118 COMMODITY CODE: 920-64-058757
ALL-INCLUSIVE FEE FOR IMP 207 RELEASE 2 REGION 3 IMPLEMENTATION PLAN
1 EACH
00119 COMMODITY CODE: 920-64-058758 ALL-INCLUSIVE FEE FOR TR 207 RELEASE 2 REGION 3 TRAINING
1 EACH
RELEASE 2 REGION 3 IMPLEMENTATION 00120 COMMODITY CODE: 920-64-058759
ALL-INCLUSIVE FEE FOR IMP 208 RELEASE 2 REGION 3 IMPLEMENTATION REPORT
1 EACH
RELEASE 2 REGION 4 PREPARATION 00121 COMMODITY CODE: 920-64-058760
ALL-INCLUSIVE FEE FOR IMP 209 RELEASE 2 REGION 4 IMPLEMENTATION PLAN
1 EACH
00122 COMMODITY CODE: 920-64-058761 ALL-INCLUSIVE FEE FOR TR 208 RELEASE 2 REGION 4 TRAINING
1 EACH
RELEASE 2 REGION 4 IMPLEMENTATION 00123 COMMODITY CODE: 920-64-058762
ALL-INCLUSIVE FEE FOR IMP 210 RELEASE 2 REGION 4 IMPLEMENTATION REPORT
1 EACH
FEDERAL CERTIFICATION 00124 COMMODITY CODE: 920-64-058763
ALL-INCLUSIVE FEE FOR CERT 03 FEDERAL CERTIFICATION COMPLIANCE DEMONSTRATION
1 EACH
00125 COMMODITY CODE: 920-64-058764 ALL-INCLUSIVE FEE FOR CERT 04 FEDERAL CERTIFICATION COMPLIANCE
1 EACH
OPERATIONS – YEAR ONE (1) 00126 COMMODITY CODE: 920-64-058765
ALL-INCLUSIVE FEE FOR HD MONTHS 01-12 HELP DESK 1 EACH
00127 COMMODITY CODE: 920-64-058766 ALL-INCLUSIVE FEE FOR OP MONTHS 01-12 OPERATIONS 1 EACH
OPERATIONS – YEAR TWO (2) 00128 COMMODITY CODE: 920-64-058767
ALL-INCLUSIVE FEE FOR HD MONTHS 13-24 HELP DESK 1 EACH
00129 COMMODITY CODE: 920-64-058768 ALL-INCLUSIVE FEE FOR OP MONTHS 13-24 OPERATIONS 1 EACH
OPERATIONS – YEAR THREE (3) 00130 COMMODITY CODE: 920-64-058770
ALL-INCLUSIVE FEE FOR HD MONTHS 25-36 HELP DESK 1 EACH
00131 COMMODITY CODE: 920-64-058771 ALL-INCLUSIVE FEE FOR OP MONTH 25-36 OPERATIONS 1 EACH
OPERATIONS – YEAR FOUR (4) 00132 COMMODITY CODE: 920-64-058772
ALL-INCLUSIVE FEE FOR HD MONTHS 37-48 HELP DESK 1 EACH
00133 COMMODITY CODE: 920-64-058773 1 EACH
ALL-INCLUSIVE FEE FOR OP MONTHS 37-48 OPERATIONS OPERATIONS – YEAR FIVE (5)
COMMODITY CODE: 920-64-059149 ALL-INCLUSIVE FEE FOR HD MONTHS 49-60 HELP DESK 1 EACH
COMMODITY CODE: 920-64-059150 ALL-INCLUSIVE FEE FOR OP MONTHS 49-60 OPERATIONS 1 EACH
SYSTEM TURNOVER 00134 COMMODITY CODE: 920-64-058774
ALL-INCLUSIVE FEE FOR TRANS 01 MAINTENANCE TRANSITION PLAN
1 EACH
00135 COMMODITY CODE: 920-64-058775 ALL-INCLUSIVE FEE FOR TRANS 02 OPERATIONAL TRANSITION PLAN
1 EACH
00136 COMMODITY CODE: 920-64-058776 ALL-INCLUSIVE FEE FOR TRANS 03 MAINTENANCE TRAINING
1 EACH
00137 COMMODITY CODE: 920-64-058777 ALL-INCLUSIVE FEE FOR TRANS 04 MAINTENANCE TRANSITION REPORT
1 EACH
WARRANTY 00138 COMMODITY CODE: 920-64-058778
ALL-INCLUSIVE FEE FOR WARR 01 WARRANTY COMPLETION REPORT
1 EACH
UPDATING LEGACY SYSTEM WITH NEW SYSTEM DATA 00139 COMMODITY CODE: 920-64-058779
ALL-INCLUSIVE FEE FOR LEGACY UPDATE 1 EACH
THIRD-PARTY PRODUCTS COMMODITY CODE: 920-64-059151
THIRD-PARTY PRODUCTS. ATTACH ADDITIONAL SHEETS AS NECESSARY TO IDENTIFY PRODUCT AND PRICE.
* * SPECIAL PRICE LINE * * COMMODITY CODE: 920-64-059152
BIDDER MUST ATTACH A SEPARATE SHEET IDENTIFYING SKILL CATEGORIES WITH FULLY LOADED, HOURLY RATES FOR ADDITIONAL WORK / SPECIAL PROJECTS, PER RFP SECTION 5.25.
TOTAL FIRM FIXED PRICE BID OF ALL ROWS
1
Advertised Bid Proposal 2006-X-37829
Addendum #2 – Electronic Questions and Answers
Automated Child Support Enforcement System (ACSES) Advertised Bid Proposal Number: 2006-X-37829 Advertised Bid Proposal Issue Date: 3-18-2005 Bid Opening Date / Time: 6-14-2005, 2:00 PM Eastern Time Set-Aside Category: Subcontracting Small Business Please note the answers to the remaining vendors' questions e-mailed to the State and also asked during the Mandatory Pre-Bid Conference. The bid opening date has been changed to June 14, 2005. The bid opening time remains at 2:00 PM Eastern Time. In Addendum 1, question 37 is a duplicate of question 36. Also in Addendum 1, question 82 has the second sentence of the answer changed to, "See the response to Question 83." Question # 1:
Per page 11 of the RFP, is the State agreeable to one release instead of two?
Answer: See question 13 of Addendum 1.
Question # 2:
Page 11, Section 3.3: Is the real time synchronization linkage going to be a one-time effort for all programs?
Answer: No, it will be ongoing as AOC has its own data needs.
Question # 3:
Would NJ accept a rebuild of the MI system?
Answer: Yes.
Question # 4:
Page 11, Section 3.3: Why is the State requiring two releases?
Answer: The State believes that this is advantageous to its goal to improve performance. In addition, the financial module in the current ACSES is most vulnerable and in need of a rewrite to expedite processing time and the ability to maintain a complete financial history.
Question Section 3.8, page 20 – Please provide the database schema for the DHS
2
# 5: Logical Data Model (including tables, columns, relationships, column attributes, and any standards for database design).
Answer: The State will provide this information in a zip file, upon request, to any bidder represented and registered at the Mandatory Pre-Bid Conference. E-mail the buyer at [email protected] to request this zip file.
Question # 6:
RFP Section 3.6.2.9, What is the status of the data warehouse? What is in the data warehouse and will users' needs be defined?
Answer: See question 26 of Addendum 1.
Question # 7:
Pg.17, Section 3.6.2.7: Does the State use a middleware product currently?
Answer: See question 25 of Addendum 1.
Question # 8:
Section 3.7: What is the estimated number of simultaneous users?
Answer: See question 32 of Addendum 1.
Question # 9:
Who will be responsible for process reengineering?
Answer: It will be a collaborative effort between the State and the contractor and will parallel this process. A separate RFP will not be issued for process reengineering.
Question # 10:
Section 3.9: Will the vendor be responsible for converting the non-IV-D cases?
Answer: Yes, and they are all included in the current ACSES database.
Question # 11:
Section 3.9, page 20 – In order to provide a more accurate cost and effort estimate, please provide the physical database schema for the current ACSES, FAMIS, and FACTS databases.
Answer: The State will provide this information in a zip file, upon request, to any bidder represented and registered at the Mandatory Pre-Bid Conference. E-mail the buyer at [email protected] to request this zip file.
Question # 12:
Section 3.15 - Does the State have a reporting tool?
Answer: Yes, DHS has two standards: Crystal Reports for non-criteria-driven reporting and WebFocus for criteria-driven reporting.
Question # 13:
Section 3.17: Will data need to flow between the legacy and new systems.
Answer: See question 14 of Addendum 1.
Question Section 3.18.2: Can we store training data on a separate system?
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# 14: Answer: See question 51 of Addendum 1.
Question # 15:
Section 3.18.2: Will vendor be expected to train state IT staff?
Answer: See question 48 of Addendum 1.
Question # 16:
Section 3.20: What equipment will vendor be required to provide the state staff?
Answer: See question 66 of Addendum 1.
Question # 17:
RFP Section 3.22.7: Will the vendor be responsible for converting stored data as well as online data?
Answer: Yes, all data currently maintained on ACSES as well as financial data currently stored on CDs must be converted by the contractor.
Question # 18:
Section 3.22.10, "Legacy Data Conversion", (p. 37). Please identify the underlying DBMS for the existing ACSES, FACTS, and FAMIS systems, respectively? To assist bidders in estimating the scope of the data conversion effort, please provide the database schemas and/or data models for the ACSES, FACTS and FAMIS systems.
Answer: The State will provide this information in a zip file, upon request, to any bidder represented and registered at the Mandatory Pre-Bid Conference. E-mail the buyer at [email protected] to request this zip file.
Question # 19:
Section 3.22.20: Will the State expect a gap analysis?
Answer: Yes.
Question # 20:
Section 4.4.2.6 – Providing the information requested in Section 4.4.2.6 seems like a redundancy in the work. Is the State looking for screen shots? Is a screen shot required for each requirement?
Answer: See question 83 of Addendum 1.
Question # 21:
Section 5.0. Would that State be willing to include a force majeure provision similar to the following in the contract?: “Neither party shall be responsible for any delay or failure in performance, caused by flood, riot, insurrection, fire, earthquake, strike, communication line failure and power failure, explosion or act of God, death of, or incapacitating illness or injury to, key personnel of Contractor or any other force or cause beyond the control of the party claiming the protection of this paragraph.”
Answer: Yes, the State will accept a force majeure exception to contractor liability.
Question Page 61, Section 5.9, "Contractor Responsibilities": Will the State agree
4
# 22: to an industry standard, express warranty limited in scope and duration comparable to the following?
Contractor warrants that its Services will be performed in a good and workmanlike manner. Contractor agrees to re-perform any Services not in compliance with this warranty brought to its attention in writing within forty-five (45) calendar days after those Services are performed. Additionally, Contractor warrants that its deliverables which are original content shall materially conform to their relevant specifications, for a period of forty-five (45) calendar days after acceptance. Contractor agrees to correct any such deliverables not in compliance with this warranty brought to its attention in writing within forty-five (45) calendar days after delivery of such deliverable to the State.
Answer: No.
Question # 23:
a. Section 5.12, Ownership of Material, paragraph 4 (p. 62) – Is it the State’s intent that the contractor provide upgrades and support to all commercially developed software that is used in the system or only specific software that contained derivative work?
b. Under the conditions where the escrowed code would be released, it
states that the code may be released if the contract is terminated for any reason prior to normal expiration date. Would this be an option to the State in either a termination for default or convenience, or is there any distinction regarding this termination?
Answer:
a. Yes, all aspects of the system and software must be upgraded and supported. b. No, however the State has added the following statement for clarification,
"for default that is not corrected to the satisfaction of the State within a reasonable time." Change the language under the third to last bullet in RFP Section 5.12 on page 63 to read: "The contract is terminated for contractor default prior to the normal expiration dates as are set forth in the contract".
Question # 24:
With respect to Section 5.12, "Ownership of Material", will the State agree to: (i) remove the Escrow Agreement requirement from the RFP, or (at a minimum) the Escrow Agreement requirement with respect to pre-existing work and/or derivative works; (ii) allow contractor to include in its response the additional license terms applicable to contractor’s, or its subcontractor’s pre-existing work; and (iii) include a statement in Section 5.12 that the rights granted pertain only to copyrights in any new materials delivered by contractor to the State under this agreement, that no patents are conveyed thereby, and that the event the parties need to address patents, the parties will mutually agree upon the necessary additional clauses at such time?
Answer: (i) No
5
(ii) No (iii) No. There is no such thing as pre-existing or derivative work that a vendor could have ownership of with respect to a child support system.
Question # 25:
RFP Section 5.18. Would the State be willing to discuss a reduction in the amount of liquidated damages set forth in the RFP?
Answer: No.
Question # 26:
With respect to Section 5.18.1, "Schedule Delays", will the State consider modifying the language such that: (a) such liquidated damages shall only be invoked for material failures within contractor’s sole control and caused by contractor’s sole fault or negligence; (b) the State, before invoking the liquidated damages remedy, shall provide contractor with: (i) written notice that the schedule is late, and (ii) not less than five (5) business days to cure such deficiency; (c) prior to award of the contract, the parties shall mutually agree upon a maximum total aggregate amount of liquidated damages for which the contractor shall be responsible; and (d) delete the phrase “…for the first twenty (20) days, and thereafter $2,500.00 per business day,…” from the second paragraph?
Answer: No.
Question # 27:
Section 5.18.2, System Deficiencies (p. 65) – If the software correction is found to incomplete or deficient, and the contractor is assessed the $1,000 per day, will any resultant correction require the one- month error free production period to be considered complete? If so will the liquidated damages continue to be assessed during this period?
Answer: It would require the one month and the State reserves the right to suspend the damages during that time.
Question # 28:
With respect to Section 5.18.2, "System Deficiencies", will the State consider modifying the language such that: (a) such liquidated damages shall only be invoked for material failures within contractor’s sole control and caused by contractor’s sole fault or negligence; (b) the State, before invoking the liquidated damages remedy, shall provide contractor with: (i) written notice that the schedule is late, and (ii) not less than five (5) business days to cure such deficiency; (c) prior to award of the contract, the parties shall mutually agree upon a maximum total aggregate amount of liquidated damages for which the contractor shall be responsible; (d) delete the phrase “…for the first twenty (20) days, and thereafter $2,500.00 per business day,…” from the first paragraph; and (e) the State shall not unreasonably withhold a determination that contractor has fully complied with the performance requirements or provided the deliverable?
6
Answer: No.
Question # 29:
Section 6.3 - Can the State provide a detailed scoring tool?
Answer: The detailed evaluation tool will be developed prior to bid opening. The detailed evaluation tool is not available prior to the bid opening date.
Question # 30:
How will the Best and Final Offer (BAFO) be conducted?
Answer: The process for the BAFO, if utilized by the State, will be determined at the time the BAFO is to be conducted.
Question # 31:
How is the scoring done?
Answer: There will be a technical rank and a price rank.
Question # 32:
With respect to section 2.2 of the State’s Standard Terms and Conditions (Appendix 1) which has been deleted and replaced on page 69 of the RFP via Section 5.29, would the State agree to (i) reduce the liability cap from “150%” to “100%”, (ii) clarify that the aggregate percentage limit of the value of the contract pertain only to the then-current term (i.e., if the contract term is extended, then the aggregate percentage limit would be multiplied by the monies due under the term of the extended contract only, but would not include the monies that had been paid under the initial (or any earlier) contract term, and (iii) clarify that subparagraph (a) pertains to claims for which contractor is legally liable?
Answer: No.
Question # 33:
Page 61, Section 5.9, "Contractor Responsibilities": Could the State elaborate on the plan for handling pre-existing warranty issues, as well as pre-existing software discrepancies, defects, errors or design flaws that are in existence in the transferred state child support applications?
Answer: There is no such thing as pre-existing or derivative work that a vendor could have ownership of with respect to a child support system.
Question # 34:
Page 62, Section 5.12, "Ownership of Materials": Will the State confirm that in the event of a release of escrowed materials, except as necessary to operate ACSES, the State will maintain the confidentiality of the source code and other released materials and that any third parties providing services to the State will be bond by an obligation to maintain the confidentiality of such released materials? In the event of a termination for convenience where there is a release of escrowed materials, except as necessary to operate ACSES, the State will maintain the confidentiality of the source code and other released materials, and any third parties providing services to the State will be bound by an obligation to maintain the confidentiality of such released materials.
7
Answer: Materials used and escrowed for later use in a child support system are
owned by the State and Federal government and can be transferred to other states or tribal child support systems.
Question # 35:
Page 64-65, Section 5.18, "Liquidated Damages": Will the State provide an opportunity to earn back any liquidated damages incurred?
Answer: No.
Question # 36:
Page 64-65, Section 5.18, "Liquidated Damages": Will the State provide an incentive for early completion of services or deliverables?
Answer: No.
Question # 37:
Page 65, Section 5.18, "Liquidated Damages": Does the State agree that liquidated damages will not apply in the event of a force majeure?
Answer: Yes, the State will accept a force majeure exception to contractor liability for liquidated damages.
Question # 38:
Page 65, Section 5.18.2, "System Deficiencies" a. What is the State’s definition of an ‘error’, in terms of ‘error free’
operation? b. Does the State agree that liquidated damages will not apply to
categories of errors with lower severity? c. If so, will the State clarify which categories of error severity carry
the consequence of liquidated damages?
Answer: a. An error is anything that causes the system to not operate or to not operate in
accordance with user design specifications and/or not in accordance with federal system certification requirements.
b. No.
Question # 39:
Will the State identify deliverables requiring federal approval for payment?
Answer: Payment associated with price lines 41, 124 and 125 will be held until such time as federal certification is attained.
Question # 40:
What is the definition of a joint venture?
Answer: When two firms partner together to respond to an RFP as a prime contractor, neither is a subcontractor of the other, and both agree to be responsible for performance.
Question There is an advantage for a small subset of bidders who worked on the
8
# 41: Michigan ACSES system.
Answer: No, because code still needs to be developed/customized to meet New Jersey's requirements.
Question # 42:
Who was the vendor for the feasibility study?
Answer: Policy Studies Inc. (PSI).
Question # 43:
Is there a concern about the bad press that Michigan received locally?
Answer: No.
Question # 44:
Is the OCSS imaging system in place now?
Answer: See question 20 of Addendum 1.
Question # 45:
Will the contractor be responsible for management of all documents?
Answer: Yes, for the automated documents, but the State is looking for the contractor to suggest or develop a solution for the hard copy/paper documents. OCSS will provide the staff. Court Orders will be a part of the hard copy unless DHS develops an electronic signature, and then it will be automatic.
Question # 46:
Describe/clarify bad data. What does it include, inaccuracies, duplication or gaps?
Answer: The data includes some inaccuracies, duplication, and gaps.
Question # 47:
Have the regions been determined?
Answer: No, not yet.
Question # 48:
How much support will there be for legacy systems?
Answer: See question 59 of Addendum 1.
Question # 49:
What is the Help Desk volume.
Answer: See question 46 of Addendum 1.
Question # 50:
What responsibility does the vendor carry to facilitate linkage to the other State interfaces?
Answer: See question 57 of Addendum 1.
Question # 51:
If new architecture requirements come out of the JAD sessions, who will be responsible for the cost of the new "stuff"? Does not appear to be any protection for the vendor in participating in creating code to access the new system
9
Answer: Since the Michigan and Maine systems will need to be revised to meet the
business needs of New Jersey, the bidder must be prepared to respond to all changes identified in the JAD sessions that are approved by the Project Management Team and Executive Oversight Committee. In addition with the pending federal legislation, the bidder must be able to adjust requirements should this legislation be passed prior to implementation. Anything outside the scope of work will be addressed in accordance with RFP Section 5.25.
Question # 52:
Is page 31 the only place change management is discussed?
Answer: Additional information on change management control process is contained in Appendix D, D.4.5–Change Control Process, and D.4.6–Issue Tracking and Resolution Process.
Question # 53:
Is the interface from the system a real-time linkage?
Answer: ACSES will be real time updated but the systems to which it is linked may not be, but vendor will not be required to make any changes to those systems.
Question # 54:
What is the scope of the level of monthly support as contract goes beyond the out years?
Answer: The price sheet was revised to reflect operations and maintenance for year 5. Please refer to Addendum 1 for the revised price sheet.
Question # 55:
Is the State willing to accept a change to the schedule after the gap analysis?
Answer: Yes, the date will be determined based upon the outcome of the gap analysis.
Question # 56:
Is there any bilingual requirement for the screens?
Answer: No, but it will be required for documents.
Question # 57:
Are the project dates guidelines, and can they be modified to show improvement?
Answer: Yes.
Question # 58:
There are no price lines for year 5.
Answer: The price sheet was modified in Addendum 1 to include operations and maintenance for year 5.
Question # 59:
a. For price lines 126 and 127, month one begins when help desk is needed.
b. For price line 139, more details are needed of the Legacy Update.
Answer:
10
a. See question 143 of Addendum 1. b. See question 14 of Addendum 1.
Question # 60:
Does the State expect third-party products to be purchased? If so, license will be held by the State. Is there a price line addressing third-party products?
Answer: See question 160 of Addendum 1.
Question # 61:
Will the vendor be responsible for updates to the code on MI and core systems?
Answer: Yes, the contractor shall be responsible for updates to the entire New Jersey ACSES.
Question # 62:
Does vendor need to identify the percentage of the small business it will use?
Answer: Yes, per the instructions contained in Attachment 4.
Question # 63:
Does Treasury monitor use of SBEs? Is it required to use SBEs and if so, is the 25% a criteria for evaluation? What is the time frame on an answer for the requested inclusion of SBE?
Answer: The State is not currently monitoring use of SBEs. Use of SBE subcon-tractors is explained in Attachment 4. The 25% SBE subcontracting goal is not an evaluation criterion, but may be used as a tie-breaker.
Question # 64:
Must the SBE subcontractor a vendor uses have attended the pre-bid conference?
Answer: No. Only prime contractors must be represented at the Mandatory Pre-Bid Conference.
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