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New Mexico WIC Indian Tribal Organization Programs
Request for Proposals
WIC MIS-EBT Planning and Implementation Project Management RFP
May 21, 2020
2
Table of Contents
1 Introduction ............................................................................................................................................ 1
1.1 Purpose of this Request for Proposals ............................................................................................ 1
1.2 Project Management ........................................................................................................................ 2
1.3 Contract Term .................................................................................................................................. 2
1.4 Availability of Documents to Review ................................................................................................... 2
2 Scope of Work ....................................................................................................................................... 4
2.1.1 Project Work Plan and Schedule............................................................................................. 4
2.1.2 Status Reporting ...................................................................................................................... 4
2.2 Completion of Project Planning and Acquisition Deliverables ......................................................... 5
2.2.1 On-site Requirements ............................................................................................................. 5
2.2.2 Project Work Plan and Schedule............................................................................................. 5
2.2.3 Implementation Advance Planning Document ........................................................................ 5
2.2.4 Acquisition of WIC MIS EBT Services ..................................................................................... 5
2.2.5 NM ITO Technical Support ...................................................................................................... 6
2.3 Implementation of the WIC MIS and EBT Systems ......................................................................... 6
2.3.1 On-site Requirements ............................................................................................................. 6
2.3.2 Meeting Facilitation ................................................................................................................. 6
2.3.3 Master Project Plan ................................................................................................................. 6
2.3.4 Maintain Budget....................................................................................................................... 6
2.3.5 Monitor Contractor Performance ............................................................................................. 6
2.3.6 Review Contract Deliverables ................................................................................................. 7
2.3.7 Change Management Process ................................................................................................ 7
2.3.8 Facilitate Testing ..................................................................................................................... 7
2.3.9 Number of Clinics with Internet ............................................................................................... 7
2.3.10 Monitor and Support NM ITO WIC Program Activities ............................................................ 7
2.3.11 Implementation Advance Planning Document Update ........................................................... 8
2.3.12 Other Additional Support ......................................................................................................... 8
3 Proposal Format and Content ................................................................................................................ 9
3.1 Proposal Due Date and Time ........................................................................................................... 9
3.2 Costs of Proposal Preparation ......................................................................................................... 9
3.3 Proposal Format and Submittal ....................................................................................................... 9
3.4 Technical Proposal Content ............................................................................................................. 9
3.4.1 Transmittal Letter..................................................................................................................... 9
3
3.4.2 Offeror Qualifications ............................................................................................................. 10
3.4.3 Technical Approach ............................................................................................................... 10
3.5 Cost Proposal ................................................................................................................................. 11
3.6 Evaluation ...................................................................................................................................... 11
4 Special Provisions................................................................................................................................ 12
4.1 Point of Contact .............................................................................................................................. 12
4.2 Federal Funds ................................................................................................................................ 12
4.3 Federal Regulations ....................................................................................................................... 12
4.4 Legal Name .................................................................................................................................... 13
4.5 Pricing ............................................................................................................................................ 13
4.6 Required Review ............................................................................................................................ 13
4.7 Questions Regarding the RFP ....................................................................................................... 13
4.8 Proposal Submittals ....................................................................................................................... 14
4.9 Proposal Preparation Costs ........................................................................................................... 14
4.10 RFP Amendments ..................................................................................................................... 14
4.11 Opening of Proposals ................................................................................................................ 14
4.12 Cancellation of RFP and Proposal Rejection ............................................................................ 14
4.13 Evaluation of Proposals ............................................................................................................. 14
4.14 Contract Negotiations ................................................................................................................ 15
4.15 Proposals as a Part of the Contract ........................................................................................... 15
4.16 Discrimination ............................................................................................................................ 15
4.17 Compliance with Other Government Statues ............................................................................ 15
4.18 Other Contract Inclusions .......................................................................................................... 15
4.19 Contract Execution and Term of Contract ................................................................................. 16
4.20 Invoicing ..................................................................................................................................... 16
4.21 Payment Procedures ................................................................................................................. 16
4.21.1.1 Payments .......................................................................................................................................... 16
4.22 Contract Modification ................................................................................................................. 16
4.23 Contract Staffing Requirements ................................................................................................ 16
4.24 Ownership of Information ........................................................................................................... 17
4.25 Confidentiality ............................................................................................................................ 17
4.26 Default and Remedies of the Five Sandoval Indian Pueblo’s WIC Program ............................ 18
4.27 Default Remedies of Contractor ................................................................................................ 19
4.28 Contract Changes – Unanticipated Amendments ..................................................................... 19
4.29 Contract Invalidation .................................................................................................................. 19
4.30 Governing Law ........................................................................................................................... 19
4
5 Attestation ............................................................................................................................................ 20
6 Attachments ......................................................................................................................................... 21
Implementation Master Project Plan Budget and Schedule ................................................................ 25
Monitor MIS and EBT Contractor Performance ................................................................................... 25
Review Contract Deliverables and invoices ........................................................................................ 25
Develop and monitor the Change Management Process .................................................................... 25
Oversee and manage the MIS EBT Pilot and Roll Out........................................................................ 25
Facilitate Release and User Acceptance testing ................................................................................. 25
Complete the Post Implementation Evaluation .................................................................................... 25
Provide Implementation Advance Planning Document Updates ......................................................... 25
Document Revision History
Version # Date Document change Responsible Party
1 July 31,2018 Initial draft Lisa Hodgkins
2 August 9,2018 SA’s feedback Lisa Hodgkins
3 August 10,2018 SA’s feedback Lisa Hodgkins
4 August 14,2018 SA’s feedback Lisa Hodgkins
5 August 20, 2018 Final Lisa Hodgkins
5 February 6, 2020 SA’s corrections Jerilyn Malliet
6 February13, 2020 SA’s corrections made Karen Griego-Kite
7 May 21, 2020 Final dates added Karen Griego-Kite
1
1 Introduction
1.1 Purpose of this Request for Proposals The New Mexico Indian Tribal Organizations WIC Programs (NM ITO WIC Programs) consist of Acoma,
Canoncito, Laguna (ACL), Five Sandoval Pueblos, Eight Northern Indian Pueblo Council, Santo Domingo
Tribe, San Felipe Pueblo and Zuni Pueblo. For reference, the caseloads and authorized vendors of the
NM ITO WIC Programs are provided below.
NM ITO Programs FFY 2019 Monthly Average Caseload Count
Authorized Vendors
Acoma, Canoncito, & Laguna (ACL)
364 3
San Felipe Pueblo 244 0
Five Sandoval Pueblos 252 4
Zuni Pueblo 524 9
Eight Northern Indian Pueblos Council
257 9
Santo Domingo Tribe 197 0
Total 1,836 25
Set forth in the Healthy Hunger Free Kids Act of 2010 (P.L.111-296), requiring EBT implementation by
October 1, 2020, and to meet the needs of New Mexico WIC participants and vendors, the NM ITO’s
Special Supplemental Nutrition Programs for Women, Infants and Children (WIC) Programs are soliciting
sealed proposals from Offerors to establish a contract through competitive negotiations for a WIC
Management Information System (MIS) and a WIC Electronic Benefits Transfer (EBT) Planning and
Implementation Project Management. The NM ITO WIC MIS EBT Project Management (NM ITO PM) will
assist the NM ITO WIC Programs by providing Project Management with WIC EBT and MIS expertise to
perform the efforts in the planning phase and the implementation phase of the project for offline (smart
card) WIC EBT and a MIS implementation.
Project Management services will ensure the NM ITO WIC MIS EBT Project proceeds in compliance with
the United States Department of Agriculture Food and Nutrition Services (USDA FNS) approved 901
Handbook v2 https://www.fns.usda.gov/apd/fns-handbook-901-v2-advance-planning-documents, the
Functional Requirements Document (FReD) and other pertinent federal rules, policies and regulations.
Deliverables expected from the NM ITO PM include but are not limited to the following: Planning deliverables:
Develop a baseline work plan, budget and project schedule
Provide project reports and calls.
Conduct a Planning Kick Off meeting
Visit all NM ITO WIC Program sites
Create an Implementation Advance Planning Document (IAPD) and any Updates
Monitor FNS document review and coordinate responses
Implementation deliverables:
Create and monitor a MIS EBT Implementation Master Work Plan and Schedule and provide
reports
Provide Meeting Agendas and Minutes within the timeframes outlined
2
Coordinate with NM ITO’s and Mosaic State Agencies
Develop presentation Materials (as requested)
Provide Status Reports
Establish and Maintain a Document Library
Monitor, assess and manage Project risks
Manage Scope, Change and Monitor Budget
Monitor FNS document review
Provide MIS contract and EBT Processor RFP development and negotiation support
Support MIS and EBT contractor kick off meetings
Oversee and monitor activities for WIC Clinics MIS EBT-readiness
Monitor data conversion to MIS
Participate as necessary in JAD sessions
Oversee and monitor activities for Vendors/Retailers EBT readiness
Monitor Card Procurement
Support UAT, Regression Testing, and monitor defects/bugs fixes (as applicable)
Provide/support MIS-EBT training to NM ITO Program staff
Provide Test Reports to NM ITO WIC Directors and FNS
Coordinate with EBT Processor store certifications
Participates in the MIS EBT Implementation Evaluations (Pilot, Roll out and post implementation)
Develops RFP for QA contractor (if requested)
1.2 Project Management The Five Sandoval Indian Pueblos WIC Director along with the NM ITO WIC Directors will have overall
decision-making authority for the NM ITO WIC Planning and Implementation MIS EBT project. Day-to-
day project management will be performed by the NM ITO PM services acquired through this RFP.
1.3 Contract Term The initial contract term shall be a period of two (2) years. The contract may be extended for two one (1)
year options at the discretion of the NM ITO WIC Programs. The first phase will be planning. It is
expected to take be 6 to 12 months to complete. The remaining contract time will be the implementation
phase.
1.3.1 Access to Facilities and Equipment
The NM ITO WIC Programs shall provide the NM ITO PM with reasonable access to the WIC Program’s’
personnel and equipment during normal business hours. A working area with internet access will be
provided to the NM ITO PM while working on-site. The NM ITO PM must provide laptop or PC equipment
for operations on-site. Reasonable use of the WIC office equipment (such as photocopy machines,
facsimile and telephones) for project-related activities shall be at the discretion of the NM ITO WIC
Programs. The Project Management will be primarily located at the 5 Sandoval Main Office location.
Visits to all NM ITO WIC Program clinics are required.
1.4 Availability of Documents to Review A compilation of available documentation is located on the FNS Website at
https://www.fns.usda.gov/wic/wic-electronic-benefits-transfer-ebt-guidance. The website contains but is
not limited to the following documents:
FNS Handbook 901
Universal MIS EBT Interface Specification
Functional Requirement Document for WIC (FReD)
3
WIC Operation Rules (OR)
USDA FNS WIC EBT rule (7 CFR 246.12)
Technical Implementation Guide(TIG)
WIC EBT System Testing Guidelines
In accordance with the rules of this procurement, WIC staff will not be permitted to answer any questions
about the materials in the library. Offerors may print copies of any materials in the library from the
website.
The WIC EBT Feasibility Study and Cost Benefit Analysis are not available for review for this
procurement. This documentation and other planning documentation will be made available to the
successful Offeror after a contract for NM ITO WIC EBT Planning Services has been awarded.
4
2 Scope of Work
The WIC MIS EBT Planning and Implementation project will require the services of a Project
Management to complete the work for both phases. The NM ITO PM responsibilities are to manage the
planning, acquisition, and implementation phases of the NM ITO WIC MIS EBT Project. The NM ITO PM
is responsible for leading the project team (i.e., the NM ITO WIC Programs, the WIC EBT Processor and
the MIS contractor as well as any other contractor/agency providing support to the project).
2.1.1 Project Work Plan and Schedule The Offeror shall provide a Project Work Plan and Schedule for WIC MIS EBT planning, acquisition and
implementation in its response to this RFP. The Project Work Plan and Schedule shall be in sufficient
detail to demonstrate an understanding of the activities necessary to plan for and implement WIC MIS
EBT Planning and Implementation. The Project Work Plan and Schedule shall be developed to
demonstrate the Offeror’s knowledge of the timeframes for the activities necessary to plan for and
implement WIC MIS-EBT including, but not limited to, deliverable development, FNS review periods,
contract negotiations, testing and other implementation activities..
When developing the schedule, Offerors shall assume a project start date of May 2020 and the following
initial milestones:
Planning Kick-off Meeting: One week following contract execution
Draft Planning Project Work Plan, Budget and Schedule Two weeks following contract award
Risk Assessment: Three weeks following contract award
Final Project Planning Work Plan and Schedule and Risk Assessment: One week following
receipt of comments from the NM ITO WIC Programs
Draft IAPD: One month following Kick-off Meeting
Final IAPD: Two weeks following receipt of comments from the NM ITO WIC Programs. FNS
may require multiple reviews before the final IAPD.
The NM ITO PM shall maintain the Project Work Plan, Budget and Schedule throughout the contract
period. The format of the schedule shall allow for tracking of each task and subtask by the percentage of
completion. It shall provide a means of tracking any deviations from the planned timeline and adjusting
the Project Work Plan, Budget and Schedule to reflect those deviations. The Project Work Plan, Budget
and Schedule may be re-baselined when a contract is awarded to the WIC MIS and EBT service provider
or at any time as approved by the NM ITO WIC Programs.
2.1.2 Status Reporting During the planning and acquisition phase, the NM ITO PM shall submit weekly written Status Reports to
all of the NM ITO WIC Programs that clearly outline progress for the prior two weeks (i.e., process(s)
evaluated, dates completed, etc.). In addition, the NM ITO PM shall participate in weekly status calls.
The NM ITO PM shall provide an agenda in advance of the call and meeting notes within two business
days of completing the call.
During the implementation phase, the NM ITO PM shall submit weekly Status Reports to all of the NM
ITO WIC Programs that clearly outline progress for the prior week. The Status Reports shall include a
report on the ongoing risk assessment. In addition, the NM ITO PM shall participate in weekly status calls
with the NM ITO WIC Programs that may also include the WIC MIS EBT service providers, and FNS. The
NM ITO PM shall provide an agenda in advance of the call and meeting notes within two business days of
completing the call.
5
These reports will include accomplishments, percent of completion, activities planned for the next period,
issues and risks, processes used to evaluate and quantify the progress, contract expenditures to date,
and other relevant information to assist in monitoring the work being performed by the NM ITO PM, the
WIC MIS EBT service providers, the NM ITO WIC Programs and any other participating entity. The report
shall address schedule, progress, barriers, risks, changes in scope or cost, and summarize next steps.
The NM ITO PM shall be responsible for assisting in the preparation of the required quarterly reports
submitted to NM ITOs to submit USDA FNS. The NM ITO PM shall also participate in status calls with
USDA FNS.
2.2 Completion of Project Planning and Acquisition Deliverables
2.2.1 On-site Requirements The NM ITO PM shall provide on-site support during critical junctions of MIS-EBT planning and
implementation. Most of on-site activities will be held at the Five Sandoval WIC Program offices in
Bernalillo, NM. The first required on-site activity will be the Project Planning Kick-off Meeting. The NM
ITO PM shall provide an agenda and presentation material prior to the Project Kick-off meeting. The NM
ITO PM shall provide meeting notes within two business days of the completion of the Project Kick-off
meeting. The NM ITO PM shall describe in its draft Project Schedule when other on-site meetings are
expected to occur. At a minimum, on-site requirements include:
Review of the Statement of Work and pricing schedules prior to finalization
Any on-site contract negotiations
Site visits to all NM ITO Programs
During MIS-EBT UAT, Pilot and Statewide implementation
As requested by the lead agency WIC Director
On-site requirement will be 50% during the planning phase.
2.2.2 Project Work Plan and Schedule The NM ITO PM shall coordinate with the NM ITO WIC Programs to finalize the Project Work Plan and
Schedule.
2.2.3 Implementation Advance Planning Document The NM ITO PM shall prepare a combined MIS EBT IAPD for the NM ITO WIC Programs. The IAPD will
conform to the most recent version of the USDA FNS Handbook 901and the most recent guidance and
regulations from USDA FNS.
The NM ITO PM shall provide a draft IAPD to the NM ITO WIC Programs for review. The NM ITO PM
shall then incorporate comments received from the NM ITO WIC Programs and the lead agency will send
to USDA FNS for review. The NM ITO PM will coordinate the NM ITO response to the FNS comments
and incorporate further changes as directed by FNS’.
2.2.4 Acquisition of WIC MIS EBT Services
The NM ITO Programs are in the planning process to implement Mosaic for both a WIC
Management Information System (MIS) and an offline Electronic Benefit Transfer (EBT)
System. The NM ITO Programs have two agencies that are direct distribution. They are
San Felipe Pueblo and Santo Domingo Pueblo. ACL has direct distribution for formula
only.
6
2.2.5 NM ITO Technical Support The NM ITO PM shall ensure that the NM ITO WIC Programs are kept apprised of changes in the
industry or technologies and activities that the NM ITO WIC Programs may need to begin to be ready for
an MIS and EBT transition. In addition, the NM ITO PM shall provide, at the request of the NM ITO WIC
Programs:
Educational presentations to WIC Program staff on WIC MIS and EBT readiness
Educational presentations to NM ITO WIC retailers on WIC EBT and EBT readiness
Content for written updates on WIC EBT for staff, participants and/or retailers
The NM ITO PM shall identify other State Agencies that can provide lessons learned, policies and
procedures, and other applicable information that will assist the NM ITO WIC Programs in establishing
WIC MIS and EBT.
2.3 Implementation of the WIC MIS and EBT Systems
2.3.1 On-site Requirements
The NM ITO PM will provide on-site support as needed or requested by the NM ITO WIC Programs
during implementation and as outlined in section 2.2.1. The majority of on-site activities and work efforts
will be held at the Five Sandoval WIC Program offices in Bernalillo, NM. However, it is expected that the
NM ITO PM be on site at each NM ITO WIC Program as they will require individualized support at the
respective locations during this phase.
2.3.2 Meeting Facilitation The NM ITO PM shall facilitate status meetings, technical meetings and other applicable meetings to
ensure a successful implementation of both WIC MIS and EBT for the NM ITO WIC Programs. The NM
ITO PM shall provide meeting notes within two business days of the completion of each on-site meeting
and meeting notes within two business days of any status or technical call or other applicable calls.
2.3.3 Master Project Plan The NM ITO PM shall create a Master Project Plan, Budget and Schedule that will encompass all
necessary activities for the successful completion of both the WIC MIS and EBT by the NM ITO WIC
Programs. This includes, but is not limited to, activities performed by the NM ITO PM, WIC EBT
Processor, WIC MIS contractor, hardware or materials providers, NM ITO WIC staff, and FNS. The
Master Project Plan shall be updated on a weekly or as needed basis and monitored for completeness,
risks, and schedule. Highlights of impacts to the Master Project Plan shall be provided within the weekly
status call and weekly status reports.
2.3.4 Maintain Budget The NM ITO PM shall establish and maintain a project budget and shall submit budget updates to NM
ITO Programs and USDA FNS, as required, throughout the contract period. The NM ITOs are responsible
for the budge and will work in conjunction with the PM to manage the expenditures and oversight of the
project budget.
2.3.5 Monitor Contractor Performance The NM ITO PM shall monitor WIC MIS and EBT contractors’ performance against the contracts,
statements of work, proposals and performance standards or service level agreements throughout the
NM ITO PM Contract period. The NM ITO PM shall identify any risks and issues in a risk tracking
database. The risk tracking database shall be reviewed during each status meeting and updates shall be
provided in each status report. The NM ITO PM shall report all findings to the ITOs for oversight
activities.
7
2.3.6 Review Contract Deliverables The NM ITO PM shall review all WIC EBT service provider and MIS contractor deliverables and provide
comments to the NM ITO WIC Programs and the contractors. Reviews shall focus on content,
completeness, accuracy and quality. The NM ITO PM shall coordinate NM ITO WIC Program and FNS
reviews, as required by the deliverable. The NM ITO PM shall review deliverable updates to ensure all
comments are addressed; the NM ITO PM shall also facilitate deliverable approvals. Final acceptance of
deliverables must be approved by the Six NM ITO Director. Five Sandoval Indian Pueblos WIC Director
will represent all 6 ITO’s to send final approval
2.3.7 Change Management Process The NM ITO PM will follow the change control process already in place with the chosen EBT and MIS
contractors. The NM ITO PM shall ensure the change management process (CPM)is documented and
that the process is followed throughout the project. All ITOs will be aware and can participate in the CPM
process for both EBT and MIS.
2.3.8 Facilitate Testing
The NM ITO PM shall facilitate User Acceptance Testing (UAT) by reviewing and supplementing test
scripts, ensuring facilities and equipment are in place for UAT, coordinating the UAT schedule with the
NM ITO WIC Programs, FNS and the MIS EBT contractors, providing as-needed UAT training, and
participating in the UAT process. The NM ITO PM shall review the WIC MIS and EBT contractors Test
Report for completeness and accuracy. A separate UAT is anticipated at each of the NM ITOs. The first
UAT will be an extensive UAT and it is likely that the remaining tests will be condensed versions of the
first UAT. Once deployed, the NM ITO PM may be required to check each of the clinics’ workstations to
ensure that applicable staff members are able to conduct business in the WIC EBT environment. The
following table indicates the number of clinics and the number of clinics with internet access for each NM
ITO WIC Program.
2.3.9 Number of Clinics with Internet
ITO Number of Clinics Number of Clinics with Internet Access
Five Sandoval 5 5
Eight Northern 8 8
ACL 4 4
Zuni 2 2
Santo Domingo 1 1
San Felipe 1 1
Total 21 21
2.3.10 Monitor and Support NM ITO WIC Program Activities
The NM ITO WIC Programs will need to undertake activities to prepare their clinics, vendors and
participants for WIC EBT. The NM ITO PM shall monitor these activities to ensure they are completed
according to the project schedule and requirements. Where necessary, the NM ITO PM shall train the
NM ITO WIC Programs on how to perform these activities or the NM ITO PM shall participate in the
performance of these activities as necessary to ensure activities are completed according to the project
schedule and requirements. Activities may include, but are not limited to:
Establishing a bank identification number (BIN) or issuer identification number (IIN) for each NM
ITO WIC Program
Creating/coordinating a card designs
8
Assessing clinic and vendor readiness
Providing clinic staff training
Gathering any needed universal product codes (UPCs) to supplement the NM approved products
lists (APL). The NM ITO WIC Programs will use the state of NM WIC APL and will provide NM
WIC with any additional UPCs that may be specific to their vendors.
Assist the Direct Distribution Programs in developing and maintaining the UPC codes for their
APL and the process for sharing the APL with the EBT Processor
2.3.11 Implementation Advance Planning Document Update
As required by USDA FNS, and according to the Handbook 901v2 and most recent guidance from USDA
FNS, the NM ITO PM shall prepare the IAPD and needed updates that reflects the projects status,
changes since the last APD and actual and projected implementation and operations costs of WIC EBT.
2.3.12 Other Additional Support Offerors are encouraged to provide descriptions of value-added services they can provide the NM ITO
Programs.
9
3 Proposal Format and Content
3.1 Proposal Due Date and Time Proposals shall be received on or before the proposal due date and time as listed in Attachment A or as
amended.
3.2 Costs of Proposal Preparation The NM ITO WIC Programs are not responsible for any costs incurred in the preparation of Offeror’s
proposals.
3.3 Proposal Format and Submittal Failure to adhere to these instructions shall be grounds for an Offeror’s proposal to be ruled non-
compliant with the requirements of this RFP and may be cause for rejection of the Proposal Response
Package.
Each proposal received shall first be reviewed for completeness based on these instructions. Proposals
that are incomplete shall be considered unacceptable and shall not be evaluated further.
Proposals shall be submitted in two separate volumes, a Technical Proposal and a Cost Proposal.
Offerors shall provide five printed proposals, one original and four copies. Offerors shall also provide an
electronic version of the Technical Proposal on compact disc or flash drive. The Cost Proposal shall be
provided in a separate, sealed envelope. Offers shall provide five copies of the Cost Proposal, one
original and four copies. Offerors shall provide an electronic version of the Cost Proposal within the
separate sealed envelope. The Offeror shall identify any confidential, proprietary, copyrighted or financial
material and should submit such information separately. The Offeror may not identify its proposal in its
entirety as confidential or proprietary.
All proposals must be numbered, e.g. “Original’, Proposal Copy 1 of 4, Proposal Copy 2 of 4, etc.
The proposal response package shall be sealed in a suitable delivery container with the following
information plainly shown on the OUTSIDE of the suitable delivery container:
Proposal Title: NM ITO WIC Programs MIS and EBT Planning and Implementation Project Management
Proposal Due Date/Time: Refer to Attachment A
Submitted by: Offeror’s Name, Offeror’s Company Name, Company Address and Company Phone
Number
3.4 Technical Proposal Content Technical proposals shall be clearly written and presented in the order described herein.
3.4.1 Transmittal Letter
Proposals shall begin with a Letter of Transmittal provided on the Offeror’s letterhead and signed by an
individual with the authority to bind the Offeror to providing the products and services as proposed. The
transmittal letter shall identify a contact person, including mailing address, telephone number, facsimile
number and email address to whom all further correspondence and/or questions shall be addressed.
The transmittal letter should indicate whether the Offeror operates as an individual, partnership, or
corporation and the State of Incorporation, if applicable.
10
The transmittal letter must also contain a statement that the Offeror shall comply with all the provisions in
this RFP, including the all applicable Federal regulations. The transmittal letter must also acknowledge
that the proposal will remain valid for at least 120 days after the date of receipt of proposals.
Failure to include these items in Offeror's proposal may be cause for the proposal to be determined non-
responsive and rejected.
3.4.2 Offeror Qualifications The NM ITO WIC Programs are anticipating contracting with a NM ITO PM that will provide dedicated
services to the project. Therefore, the qualifications, experience, knowledge and references of the NM
ITO PM are critical. Offerors must provide the following information on the proposed NM ITO PM.
1. Number of years of providing professional project management support
o Client, Project name, year(s) of contract, and a brief description of the services the
proposed NM ITO PM provided for each project management engagement within the
past five years
2. Number of years of experience in providing WIC MIS and/or WIC EBT consulting or system
implementation services
o Client, Project name, year(s) of contract, and a brief description of the services the
proposed NM ITO PM provided for each WIC MIS and/or WIC EBT project within the
past five years
3. Education and certifications of the proposed NM ITO PM
4. A minimum of three letters of reference from clients supported within the past three years by the
NM ITO PM. References must include at least one reference from items 1 and 2 above but
references cannot be from the same client. References shall include contact information. The
NM ITO WIC Programs retain the right to contact secondary references.
If the Offeror is proposing to use additional staff resources for this project, the Offeror shall describe how
these staff resources will be used and whether the staff resource is an employee of the firm or a
subcontractor. The Offeror shall provide brief (no more than two pages) resumes of proposed additional
staff resources.
The Offeror shall provide confirmation of insurance coverage, including worker’s compensation for its
employees.
If the Offeror is incorporated or part of a corporation or partnership, then the Offeror must provide the
following information:
1. Date of incorporation or establishment of partnership
2. Evidence of financial stability
3.4.3 Technical Approach
Offerors must provide a technical approach to providing the services described in this RFP. The written
technical approach must follow the same order as the RFP sections. The approach must be clearly and
concisely written, while demonstrating the Offeror’s knowledge, experience and project management
approach.
Offerors are encouraged to describe value added services that can be provided to the NM ITO WIC
Programs at no additional cost.
3.4.4. Offeror Certifications Refer to Section 4.3 for a list of certifications that must be included
with the Offeror’s Technical Proposal.
11
3.5 Cost Proposal Offerors shall provide on the Offer Form the price or cost of their services. Refer to Attachment B. Any
assumptions, value added services or exceptions that impact the cost must be stated as an attachment to
the Offer Form.
3.6 Evaluation Each Technical and Cost Proposal shall be reviewed by each of the NM ITO WIC Programs. Evaluation
will be based on the following factors.
Criteria Points
Qualifications
Project Management o Experience o References
Offeror’s Corporation (as applicable)
Offeror’s Subcontractors (as applicable)
40
Technical Approach
Kick-off Meeting:
Risk Assessment
Risk Management Plan:
Draft and Final Project Work Plan and Schedule
IAPD and updates
Contract negotiations
Testing plan and approach
Project Reporting
35
Value Added Support (no cost)
0
Cost Proposal
25
Total 100
Figure 1: Evaluation Criteria and Points Methodology
Technical proposals will be evaluated and scored, and the scores weighted as indicated in the table
above. The cost score will be evaluated by assigning the maximum points (25) to the lowest cost
proposal. The remaining cost scores will be calculated by dividing the cost of the lowest cost proposal by
the cost of the proposal being evaluated and multiplying times 25. The proposals will be ranked from high
to low by comparing the total score (technical and cost) of each Offeror.
12
4 Special Provisions
4.1 Point of Contact For purposes of this RFP, the designated point of contact is:
Name: Karen Griego-Kite, WIC Director
Five Sandoval Indian Pueblos, Inc.
Project Executive
Physical Address:1043 Highway 313
Bernalillo, NM 87109
Mailing address:4321 Fulcrum Way Suite B
Rio Rancho NM 87111
Phone: 505-771-5386
Email: [email protected]
4.2 Federal Funds It is covenanted and agreed upon by and between the parties hereto the contract shall be construed to be
an agreement to pay the amount of the contract resulting from this RFP out of federal funds. Payment is
contingent on the availability of federal funds. If said funds, or any part thereof, become unavailable as
reasonably determined by the NM ITO WIC Programs, the NM ITO WIC Programs may terminate this
contract or amend it accordingly. Refer to the last sentence of Section 4.21.3.
4.3 Federal Regulations The Contractor shall comply with the following Federal procurement clauses and regulations located in
Handbook 901 other referenced web site locations.
1. Executive Order 11246, Equal Employment Opportunity Act
https://www.eeoc.gov/eeoc/history/35th/thelaw/eo-11246.html
2. Clean Air Act https://www.gpo.gov/fdsys/pkg/USCODE-2010-title42/html/USCODE-2010-title42-
chap85.htm and Federal Water Pollution Control Acts https://www.gpo.gov/fdsys/pkg/USCODE-
2011-title33/pdf/USCODE-2011-title33-chap26.pdf
3. The Debarment Act, https://www.gpo.gov/fdsys/granule/USCODE-2010-title21/USCODE-2010-
title21-chap9-subchapIII-sec335a the Contractor shall complete and include with the RFP
submittal, the "CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER
RESPONSIBILITY MATTERS - PRIMARY COVERED TRANSACTIONS” form which is included
as Attachment C of this RFP. This form shall be made a part of any contract resulting from this
RFP.
4. The Anti-Lobbying Act. https://www.gpo.gov/fdsys/granule/USCODE-2011-title18/USCODE-
2011-title18-partI-chap93-sec1913 The Contractor must certify no Federal funds shall be used to
lobby or influence a Federal officer or a Member of Congress. Contractor shall certify to this by
completing and including with the RFP submittal, the “CERTIFICATION/DISCLOSURE
13
REQUIREMENTS RELATED TO LOBBYING” forms which are included as Attachment E of this
RFP. These forms shall be made a part of any contract resulting from this RFP.
5. Americans with Disabilities Act https://www.ada.gov/
6. Drug Free Workplace Act of 1988, https://www.gpo.gov/fdsys/granule/CFR-2002-title45-
vol1/CFR-2002-title45-vol1-part76-appC. Contractor shall certify to this by completing and
including with the RFP submittal, the "CERTIFICATION REGARDING DRUG-FREE
WORKPLACE REQUIREMENTS" form which is included as Attachment D of this RFP. This
form shall be made a part of any contract resulting from this RFP.
7. Royalty free rights to use software and documentation developed
https://www.gpo.gov/fdsys/granule/CFR-2014-title2-vol1/CFR-2014-title2-vol1-part200-appII
8. Applicable USDA Regulations https://www.fns.usda.gov/wic/wic-laws-and-regulations (7CFR
3016, 3017, 1018, 246.12)
9. OMB Circulars https://www.federalregister.gov/documents/2013/12/26/2013-30465/uniform-
administrative-requirements-cost-principles-and-audit-requirements-for-federal-awards (A-87, A-
90, A-102, A-122, A-128, A-133)
10. Applicable USDA FNS WIC Policies https://www.fns.usda.gov/wic/policy
4.4 Legal Name Legal Name. Proposals shall be submitted using Offeror's exact legal name as registered within their
respective state. Offeror shall indicate exact legal name and tax identification number in the appropriate
space(s) on the Offer Form. Refer to Attachment B. Failure to do so may delay proper execution of the
contract.
4.5 Pricing Pricing. Pricing is specified in Attachment B. The price shall be the all-inclusive firm fixed cost to Five
Sandoval Indian Pueblos Inc. and no other additional costs shall be honored.
4.6 Required Review The Offeror shall carefully review this solicitation for defects and questionable or objectionable matter.
Comments or requests concerning defects and objectionable material shall reference NM ITO RFP for
WIC MIS and EBT Planning and Implementation Project Management and be submitted in writing to the
issuing office on or before the date/time listed in Attachment A for receipt of written questions. This shall
allow issuance of any necessary RFP Addendums.
4.7 Questions Regarding the RFP All questions concerning this RFP shall reference the name of the RFP and be submitted by email to the
Point of Contact identified in Section 4.1 of this RFP. Questions shall be submitted no later than the date
and time specified for receipt of written questions listed in Attachment A.
The NM ITO WIC Programs assume no responsibility for representations concerning conditions made by
its officers or employees prior to the execution of a contract, unless such representations are specifically
incorporated in the NM ITO RFP for WIC MIS and EBT Planning and Implementation Project
Management by subsequent official written Addendum(s). All questions and requests for clarification or
interpretation shall be submitted via email, not later than the date specified in Attachment A. Information
provided by an Offeror verbally shall not be considered part of the Offeror’s proposal. Email
communication, which is pertinent to this project and timely received by the issuing office, shall be
accepted.
14
4.8 Proposal Submittals The issuing office shall receive official proposals no later than the proposal due date and time as listed in
Attachment A. Offerors shall take notice of the proposal due date and time, to insure their submittals are
received prior to the proposal due date and time at the designated location. Proposals shall be submitted
to the primary Point of Contact identified in Section 4.1.
Late proposals, faxed proposals and emailed proposals shall not be accepted. Offerors who do not
submit a hard-copy printed proposal on or before the proposal due date and time as listed in Attachment
A shall have no basis for appeal.
4.9 Proposal Preparation Costs The Offeror assumes sole responsibility for all costs associated with the preparation, submittal, or
evaluation of the proposal in response to this RFP. The NM ITO WIC Programs shall not reimburse the
Offeror for any costs related to proposal preparation.
4.10 RFP Amendments The NM ITO WIC Programs reserve the right to amend this RFP at any time prior to the proposal due
date and time. If an amendment is necessary, the NM ITO WIC Programs will provide the amendment,
via email, to all firms that received the original announcement and to all other firms who have indicated an
interest in the RFP In writing to the Point of Contact.
4.11 Opening of Proposals Proposals shall be opened on the date specified in Attachment A for Proposal Opening. The proposal
opening shall not be open to the public. Proposals shall not be subject to public inspection until after
contract(s) are signed by all parties.
All proposals and other material submitted by Offerors become the property of the NM ITO WIC Programs
and shall not be returned to the Offerors. Disposition of the proposals shall be at the sole discretion of
the NM ITO WIC Programs.
The NM ITO WIC Programs reserve the right to use any of the ideas presented in any response to this
RFP. Selection or rejection of a proposal does not affect this right.
4.12 Cancellation of RFP and Proposal Rejection The NM ITO WIC Programs reserve the right to cancel this RFP and to reject all proposals in whole or in
part when it is determined to be in the best interest of the NM ITO WIC Programs.
4.13 Evaluation of Proposals The proposals submitted shall be evaluated by an evaluation committee comprised of representatives
from the NM ITO WIC Programs. RFP evaluation shall be based on the evaluation factors set out in
Section 3.6 of this RFP.
Communications may be conducted with Offerors who submit proposals determined to be acceptable and
selected for award, or proposals may be accepted without such discussions. Because a proposal may be
accepted as submitted, the Offeror shall include in their written RFP response package all requirements,
terms or conditions they may have, and shall not assume an opportunity shall exist to add such matters
after the proposals are submitted. The objective of these communications is to clarify any issues during
the evaluation of proposals.
15
4.14 Contract Negotiations If contract negotiations occur on-site at NM ITO WIC Program offices, then the Offeror shall be
responsible for their travel and per diem expenses.
If contract negotiations are unsuccessful with the initially selected Offeror, the NM ITO WIC Programs
may cancel the RFP, or negotiate with the Offeror who submitted the next best proposal.
4.15 Proposals as a Part of the Contract The successful proposal shall be incorporated into the resulting contract.
4.16 Discrimination In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights
regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in
or administering USDA programs are prohibited from discriminating based on race, color, national origin,
sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity
conducted or funded by USDA. Persons with disabilities who require alternative means of communication
for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should
contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of
hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-
8339. Additionally, program information may be made available in languages other than English. To file a
program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-
3027) found online at: How to File a Complaint, and at any USDA office, or write a letter addressed to
USDA and provide in the letter all of the information requested in the form. To request a copy of the
complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: mail: U.S.
Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue,
SW Washington, D.C. 20250-9410;(2) fax: (202) 690-7442; or(3) email: [email protected]
institution is an equal opportunity provider.
4.17 Compliance with Other Government Statues The selected Contractor and all subcontractors, if there are any, shall comply with all Federal and Tribal
statutes applicable to this RFP.
4.18 Other Contract Inclusions The selected Contractor will be expected to agree to the following required contract terms:
INDEMNIFICATION: The Contractor shall indemnify and hold harmless the NM ITO WIC Programs, their
employees and agents, from and against any claims, demands, loss damage or expense relating to bodily
injury or death of any person or damage to real and or tangible personal property or performance of
professional services, incurred while the Contractor is engaged in activities arising out of this Agreement
and to the extent proximately caused by the negligent or willful acts or omissions of the Contractor, its
employees or agents in the performance of such activities.
WAIVERS and GOVERNING LAW: The failure of either party to require strict compliance with any term
of this Agreement shall not be deemed a waiver of that or any other term of this Agreement. The parties
will use their best efforts to amicably resolve any dispute. However, nothing contained in the Agreement
shall be construed to waive the sovereign rights of the Five Sandoval Indian Pueblos, Inc. its officers,
employees or agents. This Agreement shall be performed within applicable guidelines, resolutions and
ordinances of the Five Sandoval Indian Pueblos, Inc. State law shall not be applicable, nor shall disputes
be subject to any authority outside the Five Sandoval Indian Pueblos, Inc.
16
4.19 Contract Execution and Term of Contract The successful Offeror receiving award shall be required to enter into a formal written contract prior to
commencing work on this project.
4.20 Invoicing
The Contractor shall send original invoice(s) to:
Name: Karen Griego-Kite, WIC Director
Five Sandoval Indian Pueblos, Inc.
Physical Address:1043 Highway 313
Bernalillo, NM 87109
Mailing Address: 4321 Fulcrum Way Suite B
Rio Rancho NM 87111
Phone: 505-771-5386
Email: [email protected]
4.21 Payment Procedures NM ITO PM services will be invoiced monthly. Invoices will include an itemization of the services and/or
deliverables provided during the applicable month. The Contractor shall receive payment for 100% of the
cost of monthly services upon NM ITO WIC Program Lead Agency WIC Director written approval.
4.21.1.1 Payments
The Five Sandoval Indian Pueblos WIC Program shall have thirty (30) calendar days from receipt of
invoice and satisfactory delivery of goods or performance of services to make payment. For this reason,
any offer submitted with a condition requiring payment within a shorter period shall be rejected. The Five
Sandoval Indian Pueblos WIC Program shall not pay claims for interest. For this reason, any offer
submitted with a condition requiring the payment of interest on any invoice, delivery of goods,
performance of services or any other product associated with a resulting contract shall be rejected.
The Five Sandoval Indian Pueblos WIC Program shall not recognize any requirement established by the
Contractor and communicated to the Five Sandoval Indian Pueblos WIC Program after award of the
contract, which requires payment within a shorter period, or interest payment. If contract must be
cancelled due to lack of funds, the Contractor must be paid for the work they have been authorized to
perform.
4.22 Contract Modification The contract may be modified only by written documentation signed by Contractor personnel authorized
to sign contracts on behalf of the Contractor and the NM ITO Lead Agency WIC Director and will require
USDA FNS approval.
4.23 Contract Staffing Requirements Personnel whose names and resumes are submitted in the RFP shall not be removed from this project
without prior approval of the NM ITO WIC Programs. Substitute or additional personnel shall not be used
17
for this project until a resume is received and approved by the NM ITO WIC Programs Lead Agency WIC
Director.
Personnel changes that are not approved by the NM ITO WIC Programs may be grounds for contract
termination.
The NM ITO WIC Programs shall have the right, and the Contractor shall comply with any request, to
remove personnel from all work on this project effective immediately upon notification by the NM ITO WIC
Programs.
Offeror’s proposal shall include all other assignments or commitments currently affecting any personnel
being proposed for this project, and the time of those commitments. In addition, the NM ITO WIC
Programs must be notified of any other assignments, contracts, or commitments entered during the term
of this project which affect or utilize the time of any personnel assigned to the NM ITOs WIC EBT Project.
The NM ITOs must be informed of impacts or potential impacts to the WIC EBT project due to the change
in personnel.
4.24 Ownership of Information Title and all exclusive copyrights to all reports, information, data, and materials prepared by the
Contractor in the performance of this contract shall vest in the NM ITO WIC Programs. Subject to
applicable laws and regulations, the NM ITO WIC Programs and USDA FNS shall have full and complete
rights to reproduce, duplicate, adapt, distribute, display, disclose and otherwise use all such information
and materials.
The Contractor agrees to give recognition to the NM ITO WIC Programs for their support of the program
when publishing program material or releasing program related public information. The Contractor cannot
issue news releases or other documentation without advance permission from the NM ITO WIC Programs
Lead Agency WIC Director.
The federal government reserves a royalty-free, non-exclusive, and irrevocable license to reproduce,
publish, or otherwise use, and to authorize others to use, for federal government purposes, the copyright
in any work developed under a grant, sub-grant, or contract under a grant or sub-grant or any rights of
copyright to which a contractor purchases ownership.
Anything purchased under this contract is Public Domain.
4.25 Confidentiality Information, news releases, studies, etc. pertaining to this RFP or the services, data, or project to which it
relates shall not be released or shared with other parties without prior written approval from, and only in
coordination with the NM ITO WIC Programs. Requests for medical records, which must be HIPAA
compliant and/or financial information, shall be in writing and disclosure authorized by the NM ITO WIC
Programs Lead Agency WIC Director. No medical and/or financial information contained in the
Contractor’s records obtained from the NM ITO WIC Programs or from others in carrying out the functions
under a resulting contract shall be used or disclosed by the Contractor, their agents, officers, employees
or subcontractor(s) except as it is essential to the performance of duties under this contract or otherwise
permitted under the rules of the NM ITO WIC Programs.
Neither medical and/or financial information nor names or any other information regarding any person
applying for, claiming, or receiving items or services contemplated in a resulting contract, or any employer
of such person shall be made available for any political or commercial purpose. Information received
from a Federal agency or from any person or provider acting under the Federal agency pursuant to
Federal law, shall be disclosed only as provided by Federal law.
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4.26 Default and Remedies of the Five Sandoval Indian Pueblo’s WIC
Program Any of the following events shall constitute cause for the Five Sandoval Indian Pueblos WIC Program to
declare the Contractor in default of its obligations.
Non-Performance of the Contract. A failure by the Contractor to make substantial and timely progress
toward performance of the contract agreed upon by all parties.
A breach of any term of the Contract. The Five Sandoval Indian Pueblos WIC Programs shall issue a
written notice of default providing therein for a fifteen (15) calendar day period in which the Contractor
shall have an opportunity to cure, provided that the cure is possible and feasible.
If, after opportunity to cure, the default remains, The Five Sandoval Indian Pueblos WIC Programs may
take one or both of the following actions:
1. Exercise any remedy provided by law
2. Terminate the Contractor’s services
The Five Sandoval Indian Pueblos WIC Program declares, and the Contractor acknowledges, time is of
the essence in the performance by the Contractor of the terms and conditions of the resulting contract.
Five Sandoval Indian Pueblos WIC Program declares, and the Contractor acknowledges the Five
Sandoval Indian Pueblos WIC Program may suffer damages due to a lack of performance by the
Contractor; specifically, due to the failure to provide the services. Five Sandoval has the right to
terminate contract if there is a failure to provide services.
The Contractor shall not be considered to be in default under a resulting contract, nor shall damages be
assessed, if performance is delayed or made impossible by an “act of God”, or such other event beyond
the reasonable control and without the fault or negligence of the Contractor. A strike by the Contractor’s
employees, or a “lockout” by the Contractor shall not be considered “beyond the reasonable control of the
Contractor nor shall a strike or a “lockout” be considered an “act of God”.
The fact that delay resulted from a sub-contractor’s conduct, negligence, or a failure to perform shall not
excuse the Contractor from the provisions of a resulting contract.
Should the Five Sandoval Indian Pueblos WIC Program obtain a money judgment against the Contractor
as a result of a breach of a resulting contract, the Contractor shall consent to such judgment being set-off
against money owed the Contractor by the Five Sandoval Indian Pueblos WIC Program.
Amounts due by the Contractor to the Five Sandoval Indian Pueblos WIC Programs as damages shall be
deducted by the Five Sandoval Indian Pueblos WIC Programs from any money payable to the Contractor,
respectively, under this or any other contract the Contractor may have with the Five Sandoval Indian
Pueblos WIC Program. The Five Sandoval Indian Pueblos WIC Programs shall notify the Contractor,
pursuant to this section, of any claim for damages on or before the date the Five Sandoval Indian Pueblos
WIC Program deducts such sums from money payable to the Contractor.
In the event of a dispute, the NM ITO WIC Program language in the RFP should outrank the Contractor’s
language in the proposal, if the two shall differ. This order of precedence should be consulted in the
investigation and resolution of a dispute. “Order of Precedence” of the contract documents is as follows;
1. Memorandum of Agreement (MOA)/Contract
2. RFP Addendums(s) in descending numerical order
3. RFP
4. Bid Dated
19
5. Contract Award Justification Memo
Transfer of a resulting contract to another Contractor is NOT allowed.
Alternative dispute resolutions will be used to resolve issues this includes: Mediation, Minitrials, fact-
finding, Partnering and Arbitration. Any alternative dispute resolution proceeding that occurs shall take
place in Bernalillo, NM or in Albuquerque NM with agreement of the Five Sandoval Indian Pueblos WIC
Program.
4.27 Default Remedies of Contractor Should the Contractor consider the Five Sandoval Indian Pueblos WIC Programs to be in default of their
obligations, the Contractor shall issue a written notice of default providing therein for a fifteen (15)
calendar day period in which the Five Sandoval Indian Pueblos WIC Programs shall have an opportunity
to cure, provided that cure is possible and feasible. If, after opportunity to cure, the default remains, the
Contractor may exercise any remedy provided by law.
4.28 Contract Changes – Unanticipated Amendments The Contractor shall not commence additional work until the parties to the contract have agreed to the
changes in writing.
4.29 Contract Invalidation If any provision of a resulting contract is found to be invalid, such invalidation shall not be construed to
invalidate the entire contract. The remainder of the resulting Contract shall be valid and enforceable.
4.30 Governing Law The Procurement Policy of the Five Sandoval Indian Pueblos WIC Program contains policies and
procedures for procurement under which this RFP is issued. The terms and conditions of the RFP, the
resulting contract(s), and activities based upon the RFP shall be construed in accordance with the Five
Sandoval Indian Pueblos WIC Program.
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5 Attestation
In witness of the foregoing, the persons signing below agree to the terms of this Request for Proposals.*
Executive Director Name Signature Date
Fiscal Officer Name Signature Date
WIC Director Name Signature Date
CONTRACTOR ATTESTATION*
Name
Signature
Title Date
* To be signed after contract award.
21
6 Attachments
Section 6 contains the following attachments:
Attachment A. Schedule of Events
Attachment B. Offer Form
Attachment C. Certification Regarding Debarment, Suspension, and Other Responsibility
Matters – Primary Covered Transactions
Attachment D. Certification Regarding Drug-Free Workplace
Attachment E. Certification Regarding Lobbying Contracts, Grants, Loans and Cooperative
Agreements
Attachment F. Glossary of Acronyms
22
Attachment A: Schedule of Events
Date Activity Comment
5-21-2020 RFP Release
5-28-2020 Last day for Questions from
Offerors
Any question must be submitted by email
only to the NM ITO WIC Program Lead
Agency WIC Director at
6-4-2018 Answers to Questions The answers to all questions will be sent to
interested parties via email
6-5-2020 Addendum Qualifying Language
If an addendum is necessary, the NM ITOs
WIC Program Lead Agency will provide the
addendum, via email, and to all firms that
received the original announcement and to
all other firms who have indicated an
interest in the RFP. This information will
also be posted on WIC Technology
Partners.
06-26-2020 RFP Responses Due
Proposals shall be sent to the Lead Agency
by mail and email to:
Karen Griego-Kite, WIC Director
Five Sandoval Indian Pueblos, Inc.,
4321 Fulcrum Way Suite B
Rio Rancho NM 87111
Email: [email protected]
06-29-2020 Open Proposals
07-2-2020 RFP Evaluations
07-8-2020 Contract Awarded
A “Notice of Intent to Award,” will be
released. All Offerors will be notified via
email.
07-9-2020 Contract Negotiations Begin
07-13-2020
FNS Contract Review and
Approval
07-31-2020 Contract Execution
08-15-2020 Kick-off Meeting On site at Five Sandoval in Bernalillo NM
23
Figure 2: Schedule of Events
24
Attachment B: Offer Form
NM ITO WIC MIS EBT Planning and Implementation Project Management
THIS ATTACHMENT SHALL BE SEALED SEPARATELY FROM THE PROPOSAL BUT SUBMITTED AT
THE SAME TIME WITH THE VENDOR’S PROPOSAL. FAILURE TO DO SO WILL RESULT IN
IMMEDIATE DISQUALIFICATION.
To Whom It May Concern:
The undersigned has carefully read and understands the terms and conditions specified in the RFP and
hereby submits the following offer to perform the work specified herein, all in accordance with the true
intent and meaning thereof.
Offerors are advised the submission of prices for the deliverables and services listed in Figure 5
of Attachment B is not a guarantee by or a commitment from the NM ITO’s WIC Programs to
contract for all items listed. Offerors must submit prices for each item listed in Figure 5
Respectfully submitted,
Telephone: _________ Fax: ____________________ Email: ___________________
Exact Legal Name of Offeror:
Social Sec. or Federal I.D. Number: __________________________ please attach a completed W9
form.
Street Address: ______________ City: ___________ State: ____ Zip: ________
Payment Address: _______________________ City: ________________ State: ____ Zip: ______
Authorized Signature: _____________________________Date __________
Title: ____________________________________
If Offeror shown above is a "dba" or a "division" of a corporation, furnish the exact legal name of the
corporation under which the contract, if awarded, will be executed:
Offeror is: Individual Partnership Corporation Joint Venture
State of Incorporation: _____
The following proposal is hereby submitted:
25
ATTACHMENT B. OFFER FORM CONTINUED
Planning and Acquisition Phase
The following deliverables will be provided on a Firm Fixed Price per month including labor, travel to NM
ITO locations, and other related costs. Refer to Section 4.21 for acceptance of services and payment
procedures. Costs related to travel to NM to perform the tasks within this RFP are the responsibility of the
contractor. Out-of-state travel to perform the requirements of this RFP (e.g., travel to retailer
certifications) must be approved in advance by the NM WIC ITO Program Lead Agency WIC Director and
will be reimbursed at approved Federal government rates.
Implementation Phase
Services will be provided on a Firm Fixed Price per month including labor, travel to NM ITO locations, and
other related costs. Refer to Section 4.21 for acceptance of services and payment procedures. Out-of-
state travel must be approved in advance by NM WIC ITO and will be reimbursed at approved Federal
government rates.
Planning Deliverables and Services
On-site Planning Kick-Off Meeting
Visit to all NM ITO WIC Programs
Planning Project Work Plan, Budget and Schedule
Risk Assessment
Develop the Implementation Advance Planning Document
Monthly Status Calls and Status Reports
Firm Fixed Price per month
Implementation Deliverables and Services
Implementation Master Project Plan Budget and Schedule
Monitor MIS and EBT Contractor Performance
Review Contract Deliverables and invoices
Develop and monitor the Change Management Process
Oversee and manage the MIS EBT Pilot and Roll Out
Facilitate Release and User Acceptance testing
Complete the Post Implementation Evaluation
Provide Implementation Advance Planning Document Updates
Acquire MOSAIC through another State’s Contract
Contract Negotiation Support for the implementation of the MOSAIC MIS
Contract Development and implementation for the offline EBT Processor
Firm Fixed Price per month
26
Figure 3 Cost Proposal
Additional Services
The Offeror shall provide an hourly labor rate that will be applicable to contract modifications. $________
27
Attachment C: Certification Regarding Debarment, Suspension, and Other Responsibility Matters – Primary Covered Transactions
This certification is required by the regulations implementing Executive Order 12549, Debarment and
Suspension, 7 CFR Part 3017, Section 3017.510, Participants’ responsibilities. The regulations were
published as Part IV of the January 30, 1989 Federal Register (pages 4722-4733). Copies of the
regulations may be obtained by contacting the Department of Agriculture agency offering the proposed
transaction.
The prospective primary participant certifies to the best of its knowledge, that it and its principals:
are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from covered transactions by any Federal department or agency;
have not within a three-year period preceding this proposal been convicted of or had a civil
judgment rendered against them for commission of fraud or a criminal offense in connection with
obtaining, attempting to obtain, or performing a public (Federal, State or Local) transaction;
violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery,
bribery, falsification or destruction of records, making false statements, or receiving stolen
property;
are not presently indicted for or otherwise criminally or civilly charged by a governmental entity
(Federal, State or local) with the commission of any of the offenses enumerated in paragraph 1-c
of this certification; and
have not within a three year period preceding this application / proposal had one or more public
transactions (Federal, State, or local) terminated for cause or default.
Where the prospective primary participant is unable to certify to any of the statements in this certification,
such prospective participant shall attach an explanation to the proposal.
______________________________________________ _________________________
Organization Name PR/Award Number or Project Name
____________________________________________________________________________
Name(s) and Title(s) of Authorized representatives(s)
____________________________________________________________________________
Signature(s) Date
Form AD-1047 (1/92)
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Attachment D: Certification Regarding Drug-Free Workplace Requirements
U.S. DEPARTMENT OF AGRICULTURE
CERTIFICATION REGARDING
DRUG-FREE WORKPLACE REQUIREMENTS (GRANTS)
ALTERNATIVE II – FOR GRANTEES WHO ARE INDIVIDUALS
This certification is required by the regulations implementing Sections 5151-5160 of the Drug-Free
Workplace Act of 1988 (Pub. L 100-690, Title V, Subtitle D; 41 U.S.C. 701 et seg.), 7 CFR Part 3017,
Subpart F, Section 3017.600, Purpose. The January 31, 1989, regulations were amended and published
as Part II of the May 25, 1990 Federal Register (pages 21681-21691). Copies of the regulations may be
obtained by contacting the Department of Agriculture agency offering the grant.
The grantee certifies that, as a condition of the grant, he or she will not engage in the unlawful
manufacture, distribution, dispensing, possession, or use of a controlled substance in conducting any
activity with the grant.
If convicted of a criminal drug offense resulting from a violation occurring during the conduct of any grant
activity, he or she will report the conviction, in writing, within 10 calendar days of the conviction, to the
grant officer or other designee, unless the Federal Agency designates a central point for the receipt of
such notices. When notice is made to such a central point, it shall include the identification number(s) of
each affected grant.
____________________________________________ ______________________________
Organization Name PR/Award Number or Project Name
____________________________________________________________________________
Name(s) and Title(s) of Authorized representatives(s)
____________________________________________________________________________
Signature(s) Date
Form AD-1050 (Rev 1/92)
29
Attachment E: Certification Regarding Lobbying Contracts, Grants, Loans and Cooperative Agreements
U.S. DEPARTMENT OF AGRICULTURE
CERTIFICATION REGARDING LOBBYING
CONTRACTS, GRANTS, LOANS AND COOPERATIVE AGREEMENTS
The undersigned certifies, to the best of his or her knowledge and belief, that:
No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any
person for influencing or attempting to influence an officer or employee of Congress, or an employee of a
Member of Congress in connection with the awarding of any Federal contract, the making of any Federal
grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension,
continuation, renewal, amendment, or modification of any Federal contract, grant, loan or cooperative
agreement;
If any funds other than Federal appropriated funds have been paid or will be paid to any person for
influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an
officer or employee of Congress, or an employee of a member of Congress in connection with this federal
contract, grant, loan or cooperative agreement, the undersigned shall complete and submit Standard
Form-LLL, “Disclosure Form to Report Lobbying.” In accordance with its instructions;
The undersigned shall require that all language of this certification be included in the award documents
for all sub-awards at all tiers (including subcontracts, sub-grants, and contracts under grants, loans, and
cooperative agreements) and that all sub-recipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction
was made or entered into. Submission of this certification is a prerequisite for making or entering into this
transaction imposed by Section 1352, title 31, U.S. Code. Any person who fails to file the required
certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for
each failure.
____________________________________________ ______________________________
Organization Name PR/Award Number or Project Name
____________________________________________________________________________
Name(s) and Title(s) of Authorized representatives(s)
____________________________________________________________________________
Signature(s) Date
30
Attachment F: Glossary of Acronyms
Acronym Definition
ACL Acoma, Canoncito, Laguna
APL Approved Products List
CDP Custom Data Processing Inc.
CFR Code of Federal Regulations
DC District of Columbia
EBT Electronic Benefits Transfer
FNS Food and Nutrition Service
FReD Functional Requirements Document
HIPAA Health Insurance Portability and Accountability Act
IAPD Implementation Advance Planning Document
IAPDU Implementation Advance Planning Document Update
ID Identification
ITO Indian Tribal Organization
JAD Joint Application Development
MOU Memorandum of Understanding
NM New Mexico
PC Personal Computer
PM Project Management
RFP Request for Proposals
TDD Telecommunications Device for the Deaf
UAT User Acceptance Test
UPC Universal Product Codes
USC United States Code
USDA United States Department of Agriculture
WIC Special Supplemental Nutrition Program for Women, Infants and Children