WIC Banking Services RFP-11-41

1. WIC Banking ServicesRFP-11-41 Pre-Proposal Conference February 24, 2011 Kyle McClurg, IDOA Strategic Sourcing Analyst

2. Agenda • General Information • Purpose of RFP • Background • Expected Services • Contract Terms • Key Dates • Proposal Preparation • Proposal Evaluation • Minority and Women’s Business Enterprises • Question and Answer Session

3. General Information • Sign-In Sheet for Attendees • Sign-In Sheet and PowerPoint will be posted on State’s Solicitation Website • Hold questions until the end of the presentation • All questions must be submitted in writing by Friday, March 4th

4. Purpose of the RFP • Select no more than one (1) vendor to provide banking services for the Indiana’s WIC (Women, Infants and Children) program. • Vendor should provide State services at a competitive price

5. Background • WIC Program serves approximately 176,154 participants through contracts with forty-nine (49) Sponsoring Agencies. • WIC Food instruments are redeemed at 700 authorized vendors throughout the state. • Approximately 420,000 WIC checks are redeemed each month. • Participants may redeem a check only during the time period specified on the food instrument/check and only for the items and quantities printed on the check. • The total price of the transaction is entered on the check, and the participant or proxy signs it at the time of purchase.

6. Background cont. • There are approximately 450 authorized farmers who redeem about 95,000 FMNP (Farmers’ Market Nutrition Program) and 31,000 SFMNP (Senior Farmers’ Market Nutrition Program) checks seasonally. • The farmers’ market checks must be used to purchase locally grown fresh fruits and vegetables. • Typically FMNP participants receive six (6) checks annually, worth $3.00 each. The SFMNP program is similar with the exception that SFMNP checks are typically $4.00 each. • The checks are typically valid for redemption from May 1 through October 31 of each year, and must be deposited by November 7th.

7. Expected Services • Processing of WIC, FMNP, and SFMNP checks • Services include: • account maintenance • check clearing and payment • daily and end of month statements • reports for and data transmission to the WIC Program Automated System for daily posting and monthly reconciliation.

8. Expected Services cont. • Establish an account for the Indiana WIC Program.   • Establish an account for the Indiana WIC FMNP. • Establish an account for the Indiana WIC SFMNP. • Provide/accept daily electronic files to/from the State’s central processor. • Daily edit, process, and pay WIC, FMNP and SFMNP checks. • Process daily updates to the State WIC Agency’s Vendor File. • Retain the physical checks and provide these physical checks upon request. • Scan and store checks for archive. • Generate daily, monthly, and quarterly reports and detailed account statements to the State. • Provide an Internet based inquiry system which is updated daily to view check status and images. • Maintain a daily back-up, disaster recovery, and security plan

9. Baseline Cost • Baseline cost for the administration of this contract for one (1) year is $475,000 • State does not guarantee future spending at these levels.

10. Contract Terms • Two (2) year from the date of contract execution • Possibility of two (2) one-year renewals • Totaling four (4) years.

11. Key Dates

12. Business Proposal • Contract Terms • Respondent should review State contract and note exceptions of State mandatory and non-mandatory clauses in Transmittal Letter • Preferences (Section 2.3.14) • Respondent can only claim one (1) of the following: • Indiana Small Business • Buy Indiana Initiative/Company • Must have this certified and completed by the proposal due date

13. Technical Proposal • Appendix B Scope of Work contains the requirements for this contract. • General Deliverable Requirements • Management Plan • Communication and Coordination Plan • Project Work Plan • Must include all deliverables and proposed completion dates. Basis for final plan • Deliverables

14. Cost Proposal(Attachment D) • Detailed Fixed Price Breakdown: • In the “Cost Template” worksheet in Attachment D, detail the cost per item where indicated. Once the template is completed, the worksheet will automatically calculate a “Total Bid Amount”. This cost will be measured against the baseline cost. • Maximum Price Escalator • Specify the maximum percentage increase (less than or equal to 10%) above price in effect for the initial contract period. • Project Closeout Procedures • Reconcile all WIC/FMNP/SFMNP checks that are issued on or before the date of contract termination/expiration.

15. Indiana Economic Impact(Attachment C) • In lines 18 and 21 of the Indiana Economic Impact (IEI) form, Respondents are asked to provide the FTE of in-state workers committed to this program. • Both primary and subcontractor FTE • FTE=Full Time Equivalent • Not Full Time Employee • Example: If a Respondent has 5 full time employees and is bidding on its 5th contract, and all contracts get an equal amount of commitment from the employees then each employee commits 20% of his or her time to the new contract: • 0.2 x 5 employees= 1 FTE.

16. Proposal Evaluation Summary of Evaluation Criteria: 1. Adherence to Mandatory Requirements • Pass/Fail 2. Management Assessment/Quality (Business & Technical) • 25 points 3. Cost (Cost Proposal) • 30 points 4. Indiana Economic Impact • 15 points 5. Buy Indiana • 10 points 6. Minority (10) and Women Business (10) • Subcontractor Commitment 20 points * 100 Total Points

17. Minority and Women’s Business Enterprises Charles Hill, M/WBE Division • Goals for Proposal • 8% Minority Business Enterprise • 8% Women’s Business Enterprise • Complete Attachment A • Accompanying letter(s) must contain the % of the bid amount committed to the M/WBE and services to be provided. • Must be on subcontractor letterhead and be addressed to the Prime Contractor.

18. Minority and Women’s Business Enterprises Prime Contractors must ensure that the proposed subcontractors meet the following criteria: • Must be listed on the IDOA Directory of Certified Firms • Each firm may only serve as once classification – MBE or WBE • A Prime Contractor who is an MBE or WBE must meet subcontractor goals by using other listed certified firms. Certified Prime Contractors cannot count their own workforce or companies to meet this requirement. • Must serve a commercially useful function. The firm must serve a value-added purpose on the engagement. • Must provide goods or service only in the industry area for which it is certified as listed in the directory at http://www.in.gov/idoa/2352.htm • Must be used to provide the goods or services specific to the contract • National Corporate Diversity Plans are generally not acceptable

20. Minority and Women’s Business Enterprises

21. Additional Information/Helpful Links • Indiana Department of Administration: http://www.in.gov/idoa/proc • View current solicitations and updates (Click “State of Indiana Opportunities”) • Register as a bidder with the State of Indiana (Click “Bidding on State Contracts”) • http://www.in.gov/idoa/2467.htm: link to Buy Indiana information and vendor registration with IDOA. For inquiries regarding substantial Indiana Economic Impact, contact buyindianainvest@idoa.in.gov • http://www.in.gov/idoa/minority: link to more information and full listing of IDOA certified Minority and Women owned Businesses • Indiana Secretary of State: http://www.in.gov/sos • For registration assistance, call (317) 232-6576 • Indiana Office of Technology: http://in.gov/iot/2394.htm • Link to Information Technology (IT) Standards and Policies.

22. Questions and Answers

23. Thank You Kyle McClurg kmcclurg@idoa.in.gov