1 - T1057 WIC Rebate RFP 092017.pdf

Bid Solicitation/Request for Proposal

Bid # 18DPP00157

For: T1057–WIC Infant Formula Rebate: DOH

Event Date Time

Vendor’s {Bidder’s} Electronic Question Due Date (Refer to Bid Solicitation {RFP} Section 1.3.1 for more information.)

10/06/17 2:00 PM

Mandatory/Optional Pre-Quote {Proposal} Submission Conference (Refer to Bid Solicitation {RFP} Section 1.3.5 for more information.)

Not Applicable

Mandatory/Optional Site Visit (Refer to Bid Solicitation {RFP} Section 1.3.4 for more information.)

Not Applicable

Quote {Proposal} Submission Date (Refer to Bid Solicitation {RFP} Section 1.3.2 for more information.)

11/30/17 2:00 PM

Dates are subject to change. All times contained in the Bid Solicitation {RFP} refer to Eastern Time.

All changes will be reflected in Bid Amendments {Addenda} to the Bid Solicitation {RFP} posted on the Division of Purchase and Property website and on www.njstart.gov.

Small Business

Set-Aside

Status ☒ Not Applicable

☐ Entire Blanket P.O. {Contract}

☐ Partial Blanket P.O. {Contract}

☐ Subcontracting Only

Category

☐ I ☐ IV

☐ II ☐ V

☐ III ☐ VI

Bid Solicitation {RFP} Issued By Using Agency/Agencies

State of New Jersey State of New Jersey Department of the Treasury Department of Health Division of Purchase and Property Division of Family Health Services Trenton, New Jersey 08625-0230

Date: September 20, 2017 http://www.njstart.gov/

Table of Contents

INFORMATION FOR VENDORS {BIDDERS} ..................................................................................................................................... 5 1.0

PURPOSE AND INTENT ................................................................................................................................................................ 5 1.1 BACKGROUND .............................................................................................................................................................................. 5 1.2

WIC ACCESS ....................................................................................................................................................................... 8 1.2.1 WIC ISSUANCE OF INFANT FORMULA ........................................................................................................................... 10 1.2.2 NOTIFICATION OF REBATE INFANT FORMULA ............................................................................................................ 10 1.2.3 DATABASE OF WIC RETAILERS ..................................................................................................................................... 10 1.2.4 MONTHLY INFANT FORMULA REBATE .......................................................................................................................... 10 1.2.5

KEY EVENTS................................................................................................................................................................................ 11 1.3 ELECTRONIC QUESTION AND ANSWER PERIOD ........................................................................................................ 11 1.3.1 SUBMISSION OF QUOTES {PROPOSALS} ..................................................................................................................... 12 1.3.2 VENDOR {BIDDER} SUPPORT ......................................................................................................................................... 12 1.3.3 MANDATORY/OPTIONAL SITE VISIT .............................................................................................................................. 12 1.3.4 MANDATORY/OPTIONAL PRE-QUOTE {PROPOSAL} CONFERENCE .......................................................................... 12 1.3.5 PRE-QUOTE {PROPOSAL} DOCUMENT REVIEW .......................................................................................................... 12 1.3.6

ADDITIONAL INFORMATION ...................................................................................................................................................... 13 1.4 BID AMENDMENTS {ADDENDA}: REVISIONS TO THIS BID SOLICITATION {RFP} ...................................................... 13 1.4.1 VENDOR {BIDDER} RESPONSIBILITY ............................................................................................................................. 14 1.4.2 COST LIABILITY ................................................................................................................................................................ 14 1.4.3 CONTENTS OF QUOTE {PROPOSAL} ............................................................................................................................. 14 1.4.4 ANNOUNCEMENT OF QUOTE {PROPOSAL} INFORMATION ........................................................................................ 14 1.4.5 PRICE ALTERATION IN QUOTES {PROPOSALS} ........................................................................................................... 15 1.4.6 QUOTE {PROPOSAL} ERRORS ....................................................................................................................................... 15 1.4.7 JOINT VENTURE ............................................................................................................................................................... 16 1.4.8 RECIPROCITY FOR JURISDICTIONAL VENDOR {BIDDER} PREFERENCE ................................................................. 16 1.4.9 QUOTE {PROPOSAL} ACCEPTANCES AND REJECTIONS ........................................................................................... 16 1.4.10 ELECTRONIC SIGNATURES ............................................................................................................................................ 16 1.4.11

DEFINITIONS ..................................................................................................................................................................................... 17 2.0

CROSSWALK ............................................................................................................................................................................... 17 2.1 GENERAL DEFINITIONS ............................................................................................................................................................. 17 2.2 BLANKET P.O. {CONTRACT}-SPECIFIC DEFINITIONS/ACRONYMS ....................................................................................... 20 2.3

SCOPE OF WORK ............................................................................................................................................................................ 23 3.0

ESSENTIAL REQUIREMENTS .................................................................................................................................................... 23 3.1 GENERAL REQUIREMENTS ....................................................................................................................................................... 23 3.2

KICK-OFF MEETING (KM) ................................................................................................................................................. 23 3.2.1 MONITORING MEETINGS (MM) ....................................................................................................................................... 23 3.2.2

INFANT FORMULA....................................................................................................................................................................... 23 3.3 INFANT FORMULA SPECIFICATIONS ............................................................................................................................. 24 3.3.1

MANUFACTURING/PACKAGING REQUIREMENTS .................................................................................................................. 24 3.4 REFORMULATION/PRODUCT SUBSTITUTIONS/CHANGES IN LABELING AND PACKING ................................................... 25 3.5

PRODUCT SUBSTITUTION .............................................................................................................................................. 25 3.5.1 VENDOR {CONTRACTOR} REBATE ........................................................................................................................................... 25 3.6

PRICE ADJUSTMENTS ..................................................................................................................................................... 25 3.6.1 REBATE PAYMENT SCHEDULING & SUBMISSION TO WIC SERVICES ...................................................................... 26 3.6.2 REBATE INVOICE SCHEDULING AND PAYMENT TO VENDOR {CONTRACTOR} ....................................................... 26 3.6.3

WIC PROGRAM CONFIDENTIALITY REQUIREMENTS ............................................................................................................. 27 3.7 USE OF WIC SERVICES MARKS ................................................................................................................................................ 27 3.8

QUOTE {PROPOSAL} PREPARATION AND SUBMISSION ........................................................................................................... 28 4.0

GENERAL ..................................................................................................................................................................................... 28 4.1 QUOTE {PROPOSAL} DELIVERY AND IDENTIFICATION ......................................................................................................... 28 4.2 NJSTART ELECTRONIC SUBMISSION VS. HARD COPY SUBMISSION INSTRUCTION .................................................... 29 4.3

NJSTART SUBMISSION OF QUOTE {PROPOSAL} ..................................................................................................... 29 4.3.1 HARD COPY SUBMISSION ............................................................................................................................................... 29 4.3.2

QUOTE {PROPOSAL} CONTENT ................................................................................................................................................ 30 4.4 FORMS, REGISTRATIONS AND CERTIFICATIONS REQUIRED WITH QUOTE {PROPOSAL}..................................... 31 4.4.1

FORMS, REGISTRATIONS AND CERTIFICATIONS REQUIRED BEFORE BLANKET P.O. {CONTRACT} 4.4.2

AWARD AND THAT SHOULD BE SUBMITTED WITH THE QUOTE {PROPOSAL}

SUBMITTALS ..................................................................................................................................................................... 38 4.4.3 ORGANIZATIONAL SUPPORT AND EXPERIENCE ......................................................................................................... 40 4.4.4 PRICE SCHEDULE/SHEET ............................................................................................................................................... 41 4.4.5 COOPERATIVE PURCHASING PROGRAM ..................................................................................................................... 42 4.4.6

SPECIAL CONTRACTUAL TERMS AND CONDITIONS APPLICABLE TO THE BLANKET P.O. {CONTRACT} ......................... 43 5.0

PRECEDENCE OF SPECIAL CONTRACTUAL TERMS AND CONDITIONS ............................................................................. 43 5.1 BLANKET P.O. {CONTRACT} TERM AND EXTENSION OPTION .............................................................................................. 43 5.2 BLANKET P.O. {CONTRACT} TRANSITION ............................................................................................................................... 43 5.3 CHANGE ORDER {CONTRACT AMENDMENT} ......................................................................................................................... 44 5.4 VENDOR {CONTRACTOR} RESPONSIBILITIES ........................................................................................................................ 44 5.5 SUBSTITUTION OF STAFF ......................................................................................................................................................... 44 5.6 SUBSTITUTION OR ADDITION OF SUBCONTRACTOR(S) ....................................................................................................... 44 5.7 OWNERSHIP OF MATERIAL ....................................................................................................................................................... 45 5.8 SECURITY AND CONFIDENTIALITY .......................................................................................................................................... 45 5.9

DATA CONFIDENTIALITY ................................................................................................................................................. 45 5.9.1 DATA SECURITY STANDARDS ........................................................................................................................................ 47 5.9.2 TAX RETURN DATA SECURITY ....................................................................................................................................... 47 5.9.3 SECURITY PLAN ............................................................................................................................................................... 47 5.9.4

NEWS RELEASES ............................................................................................................................................................. 47 5.10 ADVERTISING ................................................................................................................................................................... 47 5.11 LICENSES AND PERMITS ................................................................................................................................................ 47 5.12 CLAIMS AND REMEDIES .................................................................................................................................................. 47 5.13

CLAIMS .............................................................................................................................................................................. 47 5.13.1 REMEDIES ......................................................................................................................................................................... 48 5.13.2 REMEDIES FOR FAILURE TO COMPLY WITH MATERIAL BLANKET P.O. {CONTRACT} REQUIREMENTS .............. 48 5.13.3

LIQUIDATED DAMAGES ................................................................................................................................................... 48 5.14 RETAINAGE ....................................................................................................................................................................... 48 5.15 ADDITIONAL WORK AND/OR SPECIAL PROJECTS ...................................................................................................... 48 5.16 MODIFICATIONS AND CHANGES TO THE STATE OF NJ STANDARD TERMS AND CONDITIONS (SSTC) .............. 48 5.17

INDEMNIFICATION ............................................................................................................................................................ 48 5.17.1 INSURANCE – AUTOMOBILE LIABILITY AND WORKER’S COMPENSATION .............................................................. 49 5.17.2

ACCESSIBILITY COMPLIANCE ........................................................................................................................................ 49 5.18 BLANKET P.O. {CONTRACT} ACTIVITY REPORT .......................................................................................................... 49 5.19 ELECTRONIC PAYMENTS ................................................................................................................................................ 50 5.20 PROGRAM EFFICIENCY ASSESSMENT FOR STATE USING AGENCIES .................................................................... 50 5.21

QUOTE {PROPOSAL} EVALUATION .............................................................................................................................................. 51 6.0

RIGHT TO WAIVE ........................................................................................................................................................................ 51 6.1 DIRECTOR’S RIGHT OF FINAL QUOTE {PROPOSAL} ACCEPTANCE .................................................................................... 51 6.2 STATE'S RIGHT TO INSPECT VENDOR (BIDDER) FACILITIES ............................................................................................... 51 6.3 CLARIFICATION OF QUOTE {PROPOSAL} / STATE'S RIGHT TO REQUEST FURTHER INFORMATION ............................. 51 6.4 QUOTE {PROPOSAL} EVALUATION COMMITTEE .................................................................................................................... 51 6.5 ORAL PRESENTATION ............................................................................................................................................................... 52 6.6 EVALUATION CRITERIA.............................................................................................................................................................. 52 6.7

TECHNICAL EVALUATION CRITERIA .............................................................................................................................. 52 6.7.1 VENDOR’S {BIDDER’S} PRICE SCHEDULE .................................................................................................................... 52 6.7.2 QUOTE (PROPOSAL) DISCREPANCIES ......................................................................................................................... 52 6.7.3 EVALUATION OF THE QUOTES {PROPOSALS} ............................................................................................................. 53 6.7.4

NEGOTIATION AND BEST AND FINAL OFFER (BAFO) ............................................................................................................ 53 6.8 “REQUEST FOR REVISION” WITHIN NJSTART ......................................................................................................................... 54 6.9 POOR PERFORMANCE .................................................................................................................................................... 54 6.10

BLANKET P.O. {CONTRACT} AWARD ........................................................................................................................................... 55 7.0

DOCUMENTS REQUIRED BEFORE BLANKET P.O. {CONTRACT} AWARD ............................................................................ 55 7.1 REQUIREMENTS OF PUBLIC LAW 2005, CHAPTER 51, N.J.S.A. 19:44A-20.13 - N.J.S.A. 19:44A-20.25 7.1.1

(FORMERLY EXECUTIVE ORDER NO. 134), EXECUTIVE ORDER NO. 117 (2008) AND N.J.A.C. 17:12-5 ET SEQ SOURCE DISCLOSURE REQUIREMENTS ...................................................................................................................... 56 7.1.2 AFFIRMATIVE ACTION ..................................................................................................................................................... 56 7.1.3 BUSINESS REGISTRATION ............................................................................................................................................. 56 7.1.4

FINAL BLANKET P.O. {CONTRACT} AWARD ............................................................................................................................. 56 7.2 INSURANCE CERTIFICATES ...................................................................................................................................................... 56 7.3 PERFORMANCE SECURITY ....................................................................................................................................................... 57 7.4

BLANKET P.O. {CONTRACT} ADMINISTRATION .......................................................................................................................... 58 8.0

STATE CONTRACT MANAGER .................................................................................................................................................. 58 8.1 STATE CONTRACT MANAGER RESPONSIBILITIES ...................................................................................................... 58 8.1.1 COORDINATION WITH THE STATE CONTRACT MANAGER ........................................................................................ 58 8.1.2

STATE OF NEW JERSEY STANDARD TERMS AND CONDITIONS .............................................................................................. 59 9.0

Bid-Specific Documents/Attachments/Appendices

Infant Formula Rebate Tabulation Sheet (Price Schedule);

Attachment #1 - Sample Infant Formula Rebate Invoice;

Attachment #2 - State WIC Retailer List

Attachment #3 - New Jersey Department of Health WIC Services Policy and Procedure Manual for WIC Eligible Infant Formula;

Offer & Acceptance Page;

Vendor {Bidder} Data Sheet; and

Vendor {Bidder} Procurement Checklist.

INFORMATION FOR VENDORS {BIDDERS} 1.0

NOTICE: This Bid Solicitation {Request for Proposal (RFP)} is part of the NJSTART Procurement

Program. The Vendor {Bidder} is advised to thoroughly read all sections, as many have been revised, and follow all instructions contained in this Bid Solicitation {RFP}, including the instructions on the Bid Solicitation’s {RFP’s} Offer and Acceptance Page {Signatory Page} and read through all Quick Reference Guides (QRGs) located on the NJSTART Vendor Support Page (http://www.state.nj.us/treasury/purchase/njstart/vendor.shtml), before preparing and submitting its Quote {Proposal}.

NJSTART terminology is used in this document; legacy term appears in braces; thus: NJSTART term {legacy term}.

PURPOSE AND INTENT 1.1

This Bid Solicitation {RFP} is issued by the Procurement Bureau, Division of Purchase and Property (Division), Department of the Treasury on behalf of the Department of Health (DOH), Division of Family Health Services, Woman, Infants, and Children (WIC) Services (WIC Services).

The purpose of this Bid Solicitation {RFP} is to solicit Quotes {Proposals} for a qualified Vendor {Contractor} to develop and provide a Rebate for Infant Formula, in accordance with the federal requirements outlined in the Infant Formula Requirement Rule (Reference https://www.fns.usda.gov) for use by WIC Program Participants.

Note: For the purpose of this Bid Solicitation {RFP}, a Vendor {Contractor} is considered a company that provides Infant Formula products that are nationally available and that can be carried by any retailer.

The intent of this Bid Solicitation {RFP} is to award a Master Blanket Purchase Order (Blanket P.O.) {Contract} to that responsive and responsible Vendor {Bidder} whose Quote {Proposal}, conforming to this Bid Solicitation {RFP} offers the lowest net price or, the highest rebate for Infant Formula. The State may award any and all price lines. The State, however, reserves the right to separately procure individual requirements that are the subject of the Blanket P.O. {Contract} during the Blanket P.O. {Contract} term, when deemed by the Director of the Division of Purchase and Property (Director) to be in the State’s best interest.

BACKGROUND 1.2

This is a reprocurement of the services provided under the WIC INFANT FORMULA REBATE, DHSS, WIC Services term Blanket P.O. {Contract}, presently due to expire on 02/28/18. Vendors {Bidders} interested in the current Blanket P.O. {Contract} specifications and pricing information may review the current Blanket P.O. {Contract} (Enter T1057) at http://www.state.nj.us/treasury/purchase/pricelists.shtml and are cautioned that this new Bid Solicitation {RFP} may have additional or varying tasks from previous versions to address current requirements.

WIC Services is a program administered by the DOH, 100% funded by the United States Department of Agriculture (USDA). The program actively supports and promotes breastfeeding as the preferred choice for mothers and infants. WIC Services offers breastfeeding promotion, continuing education, and a variety of programs and activities to encourage breastfeeding.

Through a Single Supplier System, the program issues food benefits to certified eligible pregnant, breast-feeding and postpartum women, and the parents/guardians of certified eligible infants and children up to the age of five (5) years (Participants). WIC Services currently serves approximately 154,000 Participants per month, just under 80% of the estimated 193,074 eligible.

http://www.state.nj.us/treasury/purchase/njstart/vendor.shtml http://www.state.nj.us/treasury/purchase/njstart/vendor.shtml http://www.state.nj.us/treasury/purchase/njstart/vendor.shtml https://www.fns.usda.gov/wic/requirements-and-evaluation-wic-program-bid-solicitations-infant-formula-rebate-contracts-0 http://www.state.nj.us/treasury/purchase/pricelists.shtml

The below chart demonstrates State WIC Program participation (based on feeding type) from July-December 2016:

NJ WIC Program Participation, July-December 2016

Feeding Type July Aug Sept Oct Nov Dec Monthly

Avg.

Fully Breastfed 4,329 4,295 4,311 4,176 4,041 4,060 4,202

Partially Breastfed 11,104 11,157 11,386 11,374 11,279 11,246 11,246

Infants Fully Formula Fed

19,769 19,993 19,681 19,448 19,129 19,036 19,509

Monthly Total 35,202 35,445 35,378 34,998 34,449 34,342 34,969

The below four (4) charts demonstrate the number of Rebate-Eligible Infant Formula Units, by type, purchased by NJ WIC per month, July-December 2016:

Rebate Eligible – Milk-Based

Formula Type July Aug Sept Oct Nov Dec

Concentrate 14,431 16,186 13,589 13,909 13,377 13,158 Powder 121,008 134,193 123,283 121,227 126,264 124,769 Ready To Feed (RTF) 32 oz.

920 983 1028 944 845 916

Rebate Eligible – Reduced Lactose

Powder 44,725 49,506 46,264 45,517 47,357 47,123 RTF 32 oz. 1,449 1,552 1,443 1,489 1,385 1,317

Rebate Eligible – Milk-Based with Added Rice

Powder 1,790 2,594 2,784 2,872 3,078 3,205 RTF 6-pack 33 12 19 16 16 9

Rebate Eligible – Soy-Based

Concentrate 2,719 2,650 2,183 2,180 2,276 2,379 Powder 14,408 15,266 14,010 12,921 14,350 13,587 RTF 32 oz. 12 12 12 14 RTF 6 pack 79 74 64 60 51 58

The below two (2) charts demonstrate the number of standard Non-Rebate Eligible Infant Formula units, by type, purchased by NJ WIC per month, July-December 2016:

Standard Non-Rebate Eligible – Milk-Based

Concentrate 134 63 65 34 34 0 Powder 2940 3191 3442 3713 3684 3882 Ready to Feed (8.45

oz. 4 pack)

51 18 18 18 36 56

Standard Non-Rebate Eligible – Soy-Based Formula Type July Aug Sept Oct Nov Dec

Concentrate 26 29 8 71 71 60 Powder 61 75 101 96 110 116 Ready to Feed (8.45 0 0 0 0 0 0

oz. 4 pack)

The below chart demonstrates the monthly number of women, infants, and children receiving formula by formula type, July-December 2016:

Note: The participation numbers and Infant Formula data does not necessarily reflect actual issuance and redemption that will occur under the new Blanket P.O. {Contract} award resulting from this Bid Solicitation {RFP}.

The maximum amount of reconstituted ounces of Infant Formula allowed by USDA per fully formula-fed infant per month is as follows:

The maximum amount of reconstituted ounces of Infant Formula allowed by USDA per partially breast-fed infant per month is as follows:

Rebate Eligible Formula

Standard Non- Rebate Eligible

Formula

Exempt Medically Necessary Formula

July 26,973 421 3,582 August 27,204 452 3,599 September 27,108 492 3,605 October 26,803 523 3,582 November 26,400 536 3,471 December 26,315 555 3,557

Form

Infants 0 to 3 months

Infants 4 to 5 months

Infants 6 to 11 months

Concentrate 823 oz. 896 oz. 630 oz.

Powder 870 oz. 960 oz. 696 oz.

Ready To Use (RTU) 832 oz. 913 oz. 643 oz.

Form Infants 0 to 1 month

Infants 1 to 3 months

Infants 4 to 5 months

Infants 6 to 11 months

Concentrate N/A 388 oz. 460 oz. 315 oz.

Powder 104 oz. 435 oz. 522 oz. 384 oz.

RTU N/A 384 oz. 474 oz. 338 oz.

The following is an example of the monthly number of units of Infant Formula issued, based on form and size, to fully formula fed infants as WIC food benefits:

Form Container Size (oz.)

Reconstituted Amount

Infants 0 to 3 months

Infants 4 to 5 month s

Infants 6 to 11 months

Concentrate 13 26 31 34 24 Powder 12.5 90 9 10 7

RTU 32 32 25 28 20

Powder 12.4 90 9 10 7

RTU 32 32 25 28 20

Concentrate (soy)

13 26 31 34 24

Powder (soy)

12.9 93 9 10 7

RTU (soy) 8 48 17 18 13

Powder 12.9 91 9 10 7

RTU 8 48 17 18 13

WIC ACCESS 1.2.1

WIC Services has developed WIC ACCESS, an automated system that creates and manages WIC Participant files, generates checks for use by Participants to obtain Infant Formula and is used by WIC Services to produce monthly Infant Formula reports that track the redemption of the checks. WIC Local Agencies may issue, prospectively, up to three (3) months’ worth of checks.

Each of the three (3) months has a separate redemption period with a specific first and last date to use for the designated month, covering a 30-day period. Infant Formula product name, size, and product form of the Vendor’s {Contractor’s} Infant Formula are printed on the face of the check. WIC Services uses the maximum monthly allowance of reconstituted fluid ounces of liquid concentrate Infant Formula for the full nutrition benefit.

Generally, an individual Participant is issued four (4) checks per month. A summary stub is included in the series being issued and must be signed by the Participant as verification of issuance. The summary stub, bearing the Participant's signature, check numbers issued, and date of receipt, is retained in accordance with the State's record retention requirements.

The summary stub represents up to three (3) months’ worth of checks issued to all Participants of one (1) family. A Participant can redeem its valid checks (not retailer specif ic) at over 900 approved WIC retailers providing allowable items of the Participant’s choice including all approved Infant Formula. USDA Federal Regulations require NJ WIC to assess semiannually, the pricing of all authorized WIC foods based on peer grouping (categorization of vendors based on number of cash registers). Currently there are 15 designated peer groups. The NJ WIC Vendor Peer Groups are listed below:

A. Chain Corporation – Corporation with 11 or more stores;

B. Large independent vendor with an owner of one (1) or more stores with three (3) or more cash registers;

C. Small owner of one (1) or more stores with one (1) to two (2) cash registers;

D. Pharmacy; and

E. Commissary/Military Post store providing WIC items for Participants affiliated with a military base.

Note: Each aforementioned group is subcategorized into the north, central, and southern region of the State.

NJ WIC determines an average price based on WIC Retailer Peer Grouping and uses a 10% variance to set the minimum and maximum of each food item.

WIC ACCESS provides for Floating Maximum Dollar amounts that are specific to the check type and to the WIC Retailer Peer Group. The maximum value does not appear on the face of the check. The maximum dollar amount, along with the average dollar amount, for each check will be calculated by the central processor and transmitted to W IC Serv ices banking institution (bank) for editing against the checks when presented for payment. The banking system edits all checks presented for payment against the amount entered by the WIC Retailer. If the amount entered exceeds the maximum dollar amount, the bank pays only the checks own average dollar amount for the WIC Retailer Peer Group. This system eliminates the State’s obligation to recoup any overcharge by the WIC Retailer after the fact. Reports generated by the bank provide WIC Services with the record of WIC Retailer activity as it pertains to checks which exceeded the maximum.

It is the policy of the DOH to issue checks only for Rebate-Eligible Infant Formula for milk and soy-based infant formulations (except for religious reasons) and Exempt Infant Formulas for medical needs (e.g. approved qualifying condition). Except for the issuance of the Rebate- Eligible Infant Formula(s) as formula of first choice, the State provides no guarantee of the quantity, type, or physical forms that will be used.

Each month, through the use of an independent third-party data analysis consultant (Consultant), DOH produces an Infant Formula Rebate Invoice (Invoice). The Invoice (Reference Attachment #1, Sample Infant Formula Rebate Invoice) specifies the total number of Units of concentrated liquid, ready to feed, and powdered iron-fortified milk and soy-based Rebate- Eligible Formula, approved and issued by WIC Services, purchased by Participants during the preceding month. This information is reported for each WIC vendor and as a separate State total. The Infant Formula Rebate Report documents the actual number of Units Redeemed based on a determination of total check redemption. WIC Services provides the Consultant with a chart (rebate redemption table) that provides a minimum and maximum price for the number of Units of Infant Formula that may be purchased on a WIC check. The Consultant uses the table to calculate the number of Units Redeemed per check. This method is used in lieu of partial redemption estimation when less than the full amount of Units is purchased.

Additional Rebate-Eligible Formula reports generated by the Consultant include the Formula Rebate Redemption Summary and Rebate Exceptions Report. The Formula Rebate Redemption Summary is a synopsis of the number of checks for each Rebate-Eligible Formula issued and Redeemed for the current invoice month. This report breaks down the data by Rebate-Eligible Formula and the three (3) separate months (current/issue, 30 day and closeout months) reflected in the invoice totals. The Formula Rebate Exceptions Report lists the WIC checks for Rebate-Eligible Formula when the number of Rebate formula cans Redeemed could not be derived from a WIC Services rebate redemption table. The WIC checks for Rebate-Eligible Formula included on this report are not included in the Invoice. The State of New Jersey WIC program will be transitioning to a new automated WIC system that will be fully implemented after the award of this Blanket P.O. {Contract}.The new system, WIC on the WEB (WOW), will not materially affect the processes relevant to the Infant Formula Rebate process, such as Participant certification, food/formula issuance, and issuance of the Invoice.

It is the intent of New Jersey WIC Services to implement a long-term initiative to migrate the WIC food benefit delivery system from a paper voucher-based system to an Electronic Benefits

Transfer (EBT) system by the Federal Fiscal Year 2020. A definitive timetable for EBT development and implementation has yet to be determined. The overall goals of the new system will be to automate the food benefit issuance, redemption, and payment processes; and to increase overall Participant satisfaction while improving the integrity of WIC Program operations. This change will improve the accuracy and timeliness of the pricing data available to WIC Services. A change by WIC Services to an EBT system during the course of the Blanket P.O. {Contract} resulting from this Bid Solicitation {RFP} will not alter the requirements and responsibilities of the Vendor {Contractor} as specified herein.

WIC ISSUANCE OF INFANT FORMULA 1.2.2

WIC Services will issue Infant Formula in accordance with C . F . R . §246.10(e)(1)- (e)(3) and (e)(9),. In addition, WIC Services will, if necessary to provide the Full Nutritional Benefit (FNB), use the methodology outlined in §246.10(h) of the WIC Program regulations when issuing Infant Formula (Reference the following link for WIC Program regualtions:

https://www.ecfr.gov/cgi-bin/text-idx?SID=b24ad5d7b8328074f2ed02ff4b9fc3a2&node=se7.4.246_110&rgn=div8.

While Infant Formula is primarily issued to infants, it may also be issued to children with qualifying medical conditions if it is prescribed by the health care provider.

WIC Services is not obligated to issue all Infant Formulas offered by the awarded Vendor {Contractor},that meet USDA standards. WIC Services shall require medical documentation from Participants prior to issuing any non- Rebate-Eligible Formula including Exempt Infant Formula and WIC medical foods in accordance with 7 CFR Section 246.10(d)(1)(iii). WIC Services may authorize local agencies to issue Non-Rebate-Eligible Formula that meets federal requirements without medical documentation in order to meet religious eating patterns.

WIC Services cannot guarantee that all vouchers sent to program Participants will be Redeemed. Currently 10% of all WIC Services vouchers are not Redeemed by program Participants.

NOTIFICATION OF REBATE INFANT FORMULA 1.2.3

WIC Services will provide an official notification to health care providers, Local WIC Agencies, Participants and WIC Retailers of the Infant Formulas to be provided under the Blanket P.O.

{Contract}, along with official notification of any changes to the Infant Formulas being provided during the term of this Blanket P.O. {Contract}.

DATABASE OF WIC RETAILERS 1.2.4

At the Kickoff Meeting (KM), the State Contract Manager (SCM) will provide the Vendor {Contractor}, in a mutually agreed upon format, a database of authorized WIC Retailers. If WIC Services and the Vendor {Contractor} cannot come to agreement on a database format, WIC Services will have the final determination on which format is used.

It is the policy of WIC Services to not allow into the WIC Program, retailers that would derive 50% or more of its business from WIC Participants.

MONTHLY INFANT FORMULA REBATE 1.2.5

WIC Services will provide the Vendor {Contractor} with the monthly Invoice. The invoice will indicate the total number of Infant Formula Units authorized on all Food Instruments Redeemed by Participants during the month. The invoice will specify the products authorized on Redeemed Food Instruments for a one (1) month period. WIC Services will send the report by facsimile, https://www.ecfr.gov/cgi-bin/text-idx?SID=b24ad5d7b8328074f2ed02ff4b9fc3a2&node=se7.4.246_110&rgn=div8 https://www.ecfr.gov/cgi-bin/text-idx?SID=b24ad5d7b8328074f2ed02ff4b9fc3a2&node=se7.4.246_110&rgn=div8 email, or certified mail within 45 calendar days after the last day of the month represented on the invoice.

The monthly Invoice will include the following:

A. Listing of Rebate Eligible Formulas by type;

B. Contracted Rebate dollar amount per Infant Formula type;

C. Participation month (the month of the first date to use printed on the check);

D. Number of Units Redeemed per approved Infant Formula type;

E. Number of Food Instrustments Redeemed per approved Infant Formula type;

F. Number of Participants who Redeemed per approved Infant Formula type;

G. Total Rebate dollar amount per approved Infant Formula type; and

H. Total Rebate amount due to WIC Services by the Vendor {Contractor} for the reported month.

WIC Services will not include/bill the Vendor {Contractor} for Rebates on checks with a “First Date To Use” before the start of the Blanket P.O. {Contract} and beyond the end of the Blanket P.O. {Contract}.

Note: During the Blanket P.O. {Contract} term, the Vendor {Contractor} will be allowed to schedule short visits to the State WIC Office to gain a further understanding of the State WIC program and/or reports, as well as to discuss any findings resulting from the review of data files or redacted Food Instruments.

KEY EVENTS 1.3

ELECTRONIC QUESTION AND ANSWER PERIOD 1.3.1

The Division will electronically accept questions and inquiries from all potential Vendors {Bidders} via the “Q&A” Tab of the Bid Solicitation {RFP} in NJSTART.

A. Questions should be directly tied to the Bid Solicitation {RFP} and asked in consecutive order, from beginning to end, following the organization of the Bid Solicitation {RFP}; and

B. Each question should begin by referencing the Bid Solicitation {RFP} page number and section number to which it relates.

Vendors {Bidders} may refer to the QRG “Submit a Quote” for additional instruction. QRGs are located on the NJSTART Vendor Support Page.

A Vendor {Bidder} shall not contact the Using Agency and/or the Procurement Specialist directly, in person, by telephone or by e-mail, concerning this Bid Solicitation {RFP}, prior to the final award of the Blanket P.O. {Contract}.

The cut-off date for electronic questions and inquiries relating to this Bid Solicitation {RFP} is indicated on the Bid Solicitation {RFP} cover sheet. In the event that questions are posed by Vendors {Bidders}, answers to such questions will be issued by Bid Amendment {Addendum}.

Any Bid Amendment {Addendum} to this Bid Solicitation {RFP} will become part of this Bid Solicitation {RFP} and part of any Blanket P.O. {Contract} awarded as a result of this Bid Solicitation {RFP}. Bid Amendments {Addenda} to this Bid Solicitation {RFP}, if any, will be posted as a File Attachment on the “Summary” page of the Bid Solicitation {RFP} in NJSTART after the cut-off date. (See Bid Solicitation {RFP} Section 1.4.1 for further information.)

http://www.state.nj.us/treasury/purchase/njstart/vendor.shtml

EXCEPTIONS TO THE STATE OF NJ STANDARD TERMS AND CONDITIONS (SSTC) 1.3.1.1

Questions regarding the State of New Jersey Standard Terms and Conditions (SSTC) and exceptions to mandatory requirements must be posed during this Electronic Question and Answer period and shall contain the Vendor’s {Bidder’s} suggested changes and the reason(s) for the suggested changes.

SUBMISSION OF QUOTES {PROPOSALS} 1.3.2

In order to be considered for award, the Quote {Proposal} must be received by the Procurement Bureau of the Division at the appropriate location by the required time.

Vendors {Bidders} shall submit a Quote {Proposal} either electronically through NJSTART or via hard copy.

QUOTES {PROPOSALS} NOT RECEIVED PRIOR TO THE QUOTE {PROPOSAL} OPENING

DEADLINE SHALL BE REJECTED. THE DATE AND TIME OF THE QUOTE {PROPOSAL}

OPENING IS INDICATED ON THE BID SOLICITATION {RFP} COVER SHEET AND ON THE

“SUMMARY” TAB OF THE BID SOLICITATION WEBPAGE WITHIN NJSTART.

IF THE QUOTE {PROPOSAL} OPENING DEADLINE HAS BEEN REVISED, THE NEW

QUOTE {PROPOSAL} OPENING DEADLINE SHALL BE SHOWN ON THE POSTED BID

AMENDMENT {ADDENDUM} AND ON THE “SUMMARY” TAB OF THE BID SOLICITATION

WEBPAGE WITHIN NJSTART.

Procedural inquiries concerning the use of NJSTART may be directed to njstart@treas.nj.gov and/or (609) 341-3500.

The State will not respond to substantive questions related to the Bid Solicitation {RFP} or any other Blanket P.O. {Contract} via this e-mail address or phone number. For inquiries related to substantive questions refer to Section 1.3.1 (Electronic Question and Answer Period).

VENDOR {BIDDER} SUPPORT 1.3.3

Vendors {Bidders} are strongly encouraged to visit the NJSTART Vendor Support Page, which contains Quick Reference Guides (QRGs), supporting videos, a glossary of NJSTART terms, and helpdesk contact information.

The Vendor {Bidder} should utilize the QRGs before attempting to submit its Quote {Proposal} using the NJSTART process. It is the Vendor’s {Bidder’s} responsibility to ensure that the NJSTART Quote {Proposal} and attachments have been properly submitted.

MANDATORY/OPTIONAL SITE VISIT 1.3.4

Not applicable to this procurement.

MANDATORY/OPTIONAL PRE-QUOTE {PROPOSAL} CONFERENCE 1.3.5

PRE-QUOTE {PROPOSAL} DOCUMENT REVIEW 1.3.6

The following are publicly available documents that a Vendor {Bidder} needs to review in order to prepare and submit accurate and comprehensive Quotes {Proposals}:

mailto:njstart@treas.nj.gov

A. Woman, Infant, & Children Laws & Regulations at: https://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&sid=d09e53e70a0294bd2fac00231dc993dc&rgn=div5&view=text&node=7:4.1 .1.1.10&idno=7;

B. United States Department of Agriculture (USDA) mandated laws and regulations for WIC Services Programs (WIC Program) as demonstrated at:

http://www.fns.usda.gov/sites/default/files/wic/WICRegulations-7CFR246.pdf (copy/paste link in browser);

C. Federal Food, Drug, and Cosmetic Act (FD&C Act) at:

https://www.fda.gov/RegulatoryInformation/LawsEnforcedbyFDA/FederalFoodDrugandCo smeticActFDCAct/default.htm;

D. Infant Formula requirements as determined by the United States Food and Drug Administration (FDA) at: https://www.fda.gov/Food/GuidanceRegulation;

E. Special Supplemental Nutrition Program For Women, Infants And Children Confidentiality Regulations 7 C.F.R.§246.26(d)(l) at: https://www.law.cornell.edu/cfr/text/7/246.26;

F. Program Income 45 CFR, part 74.24 (a)-(b) and (d) at:

https://www.gpo.gov/fdsys/granule/CFR-2003-title45-vol1/CFR-2003-title45-vol1-sec74- 24;

G. Evaluation of WIC Program Bid Solicitations for Infant Formula Rebate Contracts at:

https://www.fns.usda.gov; and

F. Infant Formula Requirement Rule at: Reference https://www.fns.usda.gov.

ADDITIONAL INFORMATION 1.4

BID AMENDMENTS {ADDENDA}: REVISIONS TO THIS BID SOLICITATION {RFP} 1.4.1

In the event that it becomes necessary to clarify or revise this Bid Solicitation {RFP}, such clarification or revision will be by Bid Amendment {Addendum}. Any Bid Amendment {Addendum} to this Bid Solicitation {RFP} will become part of this Bid Solicitation {RFP} and part of any Blanket P.O. {Contract} awarded as a result of this Bid Solicitation {RFP}.

There are no designated dates for release of Bid Amendments {Addenda}. Those Vendors {Bidders} who are on the bid holder list either through commodity code registration in NJSTART or by acknowledging the bid in NJSTART should receive notification of any Bid Amendment(s) {Addenda}. If a Vendor {Bidder} is not on the bid holder list to receive notifications related to a Bid Solicitation {RFP}, Bid Amendments {Addenda} are still viewable on the “Summary” page of the Bid Solicitation {RFP} in NJSTART.

BID AMENDMENTS {ADDENDA} WILL BE ISSUED AS FILE ATTACHMENTS, AND ARE

VIEWABLE ON THE “SUMMARY” PAGE OF THE BID SOLICITATION {RFP} IN NJSTART.

Vendors {Bidders} may refer to the QRG “Submit a Quote” for additional instructions. QRGs are located on the NJSTART Vendor Support Page.

It is the sole responsibility of the Vendor {Bidder} to be knowledgeable of all Bid Amendments {Addenda} related to this procurement. An interested Vendor {Bidder} should check the NJSTART “Open Bids” Tab on a daily basis to ensure review of the most updated information.

https://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&sid=d09e53e70a0294bd2fac00231dc993dc&rgn=div5&view=text&node=7:4.1.1.1.10&idno=7 https://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&sid=d09e53e70a0294bd2fac00231dc993dc&rgn=div5&view=text&node=7:4.1.1.1.10&idno=7 https://www.ecfr.gov/cgi-bin/text-idx?c=ecfr&sid=d09e53e70a0294bd2fac00231dc993dc&rgn=div5&view=text&node=7:4.1.1.1.10&idno=7 http://www.fns.usda.gov/sites/default/files/wic/WICRegulations-7CFR246.pdf https://www.fda.gov/RegulatoryInformation/LawsEnforcedbyFDA/FederalFoodDrugandCosmeticActFDCAct/default.htm https://www.fda.gov/RegulatoryInformation/LawsEnforcedbyFDA/FederalFoodDrugandCosmeticActFDCAct/default.htm https://www.fda.gov/Food/GuidanceRegulation/GuidanceDocumentsRegulatoryInformation/InfantFormula/default.htm https://www.law.cornell.edu/cfr/text/7/246.26 https://www.gpo.gov/fdsys/granule/CFR-2003-title45-vol1/CFR-2003-title45-vol1-sec74-24 https://www.gpo.gov/fdsys/granule/CFR-2003-title45-vol1/CFR-2003-title45-vol1-sec74-24 https://www.fns.usda.gov/wic/requirements-and-evaluation-wic-program-bid-solicitations-infant-formula-rebate-contracts-0 https://www.fns.usda.gov/wic/requirements-and-evaluation-wic-program-bid-solicitations-infant-formula-rebate-contracts-0

VENDOR {BIDDER} RESPONSIBILITY 1.4.2

The Vendor {Bidder} assumes sole responsibility for the complete effort required in submitting a Quote {Proposal} in response to this Bid Solicitation {RFP}. No special consideration will be given after Quotes {Proposals} are opened because of a Vendor’s {Bidder’s} failure to be knowledgeable as to all of the requirements of this Bid Solicitation {RFP}.

COST LIABILITY 1.4.3

The State assumes no responsibility and bears no liability for costs incurred by a Vendor {Bidder} in the preparation and submittal of a Quote {Proposal} in response to this Bid Solicitation {RFP}.

CONTENTS OF QUOTE {PROPOSAL} 1.4.4

Quotes {Proposals} can be released to the public pursuant to N.J.A.C. 17:12-1.2(b) and (c), or under the New Jersey Open Public Records Act (OPRA), N.J.S.A. 47:1A-1.1 et seq., or the common law right to know.

After the opening of sealed Quotes {Proposals}, including Quotes {Proposals} submitted through the NJSTART electronic process, all information submitted by a Vendor {Bidder} in response to a Bid Solicitation {RFP} is considered public information notwithstanding any disclaimers to the contrary submitted by a Vendor {Bidder}. Proprietary and confidential information may be exempt from public disclosure by OPRA and/or the common law. When the Bid Solicitation {RFP} contains a negotiation component, the Quote {Proposal} will not be subject to public disclosure until a notice of intent to award a Blanket P.O. {Contract} is announced.

As part of its Quote {Proposal}, a Vendor {Bidder} may designate any data or materials it asserts are exempt from public disclosure under OPRA and/or the common law, explaining the basis for such assertion. The location in the Quote {Proposal} of any such designation should be clearly stated in a cover letter.

The State reserves the right to make the determination as to what is proprietary or confidential, and will advise the Vendor {Bidder} accordingly. Any proprietary and/or confidential information in a Quote {Proposal} will be redacted by the State.