New Mexico WIC Indian Tribal Organization Programs

Request for Proposals

WIC MIS-EBT Planning and Implementation Project Management RFP

May 21, 2020

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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

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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

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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

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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

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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)

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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.

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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.

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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.

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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.

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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

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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.

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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.

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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.

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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.

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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: kgriegokite@fsipinc.org

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: program.intake@usda.gov.This

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: kgriegokite@fsipinc.org

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.

20

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

kgriegokite@fsipinc.org

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: Kgriegokite@fsipinc.org

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)

28

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