WOMEN, INFANT AND CHILDREN (WIC) EDITING AND CHECK PROCESSING SERVICES
Table of Contents
PAGE I INTRODUCTION .............................................................................................1 A. B. II. III. Background .............................................................................................1 Proposed Electronic Enhancements ........................................................2
PURPOSE AND INTENT .................................................................................3 GENERAL TERMS AND CONDITIONS ...........................................................5 A. B. C. D. E. F. G. H. I. J. K. L. M. N. O. P. Q. R. S. T. U. V. W. X. Y. Z. Applicable Rules and regulations ............................................................5 Project Management ...............................................................................5 Timetable of Events .................................................................................6 RFP Questions from Bidders ...................................................................6 Revisions to the Request for Proposal .....................................................7 Proposal Due Date ..................................................................................7 Oral Presentation and Site Visit ...............................................................8 Contract Award ........................................................................................8 Length of Contract ...................................................................................9 Contract Extension ..................................................................................9 Termination of Contract .........................................................................10 Contract Continuity/Transitional Period .................................................10 Severability Clause ................................................................................10 Unanticipated Services ..........................................................................11 Prime Contractor Responsibilities ..........................................................11 Subcontracting ......................................................................................12 Assignment ...........................................................................................12 Cost Liability ..........................................................................................12 Ownership of Material ............................................................................13 Data Confidentiality ...............................................................................13 Accounting Records ..............................................................................13 Conflict of Interest .................................................................................13 Indemnification ......................................................................................14 Insurance ..............................................................................................14 Public Records ......................................................................................15 Single Response ...................................................................................16
IV.
OTHER MANDATORY PROVISIONS ............................................................17 A. WIC Experience ....................................................................................17
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Page B. C. D. E. F. G. Collateralization of Deposits ..................................................................17 Disaster Recovery Plan .........................................................................17 Financial Statements .............................................................................18 Stockholder Disclosure Form .................................................................18 Non-discrimination Law .........................................................................18 Proof of Registration Requirements for Contractors and Sub-contractors Providing Goods and Services to State Government Agencies and Authorities .............................................................................................18
V.
PAYMENT METHOD AND TERMS ...............................................................20 A. B. Monthly Invoice .....................................................................................20 Monthly Analysis/Compensating Balances ............................................20
VI.
SCOPE OF WORK ........................................................................................22 A. B. C. D. E. F. G. H. Account Structure ..................................................................................22 Account Funding Procedure ..................................................................22 WIC System Information and Procedures ..............................................23 Check Stock and Related Supplies.........................................................25 Description of WIC Check/Voucher .......................................................26 Farmers Market Nutrition Program (FMNP) and Senior Farmers Market Program (SFMNP) Check Information .................................................27 Check Volume .......................................................................................28 1. WIC Check Data ........................................................................28 2. Farmers Market and Senior Farmers Market Check Data ..........29 WIC Check Review and Edit Procedures ...............................................30 1. Payment Stopped ......................................................................30 2. Previously Rejected ...................................................................31 3. Over the Blanket Maximum ........................................................31 4. Over the Maximum for Check Type ............................................32 5. Too Early ...................................................................................32 6. Stale Dated ................................................................................33 7. Unauthorized Vendor .................................................................33 8. Missing or Illegible Dollar Amount ..............................................33 9. Altered Amount ..........................................................................34 10. Altered Check Data ....................................................................34 11. Signature Missing ......................................................................35 12. Missing or Illegible Vendor Stamp ..............................................35 13. Counterfeit Stamp ......................................................................35 14. Misnumbered Check ..................................................................36 FMNP and SFMNP Check Review and Edit Procedures .......................36 1. Payment Stopped ......................................................................36 2. Invalid Check .............................................................................37 3. Stale Dated ................................................................................37 4. Missing Vendor Stamp ...............................................................38 5. Illegible Vendor Stamp ...............................................................38 6. Pay Amount Altered ...................................................................38 Pre-notification Requirements ...............................................................38 ii
I.
J.
Page K. L. M. N. O. P. Q. R. S. T. U. VII. VIII. IX. X. ACH Payment Procedure ......................................................................39 Stop Payments ......................................................................................40 On-line Inquiry and Image Retrieval System ..........................................40 Copy of Checks .....................................................................................41 Exception to Bank Check Storage Procedure ........................................41 Reports .................................................................................................42 Bank Statements ...................................................................................42 Daily Automated Balance Reporting ......................................................43 Controlled Disbursement Reporting .......................................................44 Contractor Personnel ............................................................................44 Implementation, Acceptance Testing and Training ................................45
EVALUATION CRITERIA ...............................................................................47 VENDOR RESPONSE ...................................................................................48 COST SCHEDULE ........................................................................................53 DEFINITIONS .................................................................................................55
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EXHIBITS
EXHIBIT A: EXHIBIT B: EXHIBIT C: EXHIBIT D: EXHIBIT E: EXHIBIT F: EXHIBIT G: EXHIBIT H: EXHIBIT I: EXHIBIT J:
WIC/Farmers Market Funds Flow Chart Policy Statement: Collateralization Requirements for State Held Deposits Stockholder Disclosure Form Food Instrument Issuance Data File Vendor Information File Vendor Stamp Data File Food Instrument Type Price Data File Paid File Layout WIC Check Stock: Pre-printed Check and Issued Check Farmers Market and Senior Farmers Market Check Copies
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