7-iRFP 25-06650 Check Stock Services Final 09092025 POSTED.pdf

Inland Empire Health Plan Informal Request for Proposal # 25-06650 Procurement Department Closing Date: 10/9/25 on or before 2:00 PM Pacific Time

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Informal Request for Proposal 25-06650 Check Stock Services

Location:

10801 6th Street Rancho Cucamonga, CA 91730

Note: Bidders are responsible to read all information that is stated in this Informal Request for Proposal and provide a response as requested

Procurement Department Closing Date: 10/9/25 on or before 2:00 PM Pacific Time

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1. Solicitation Timeline:

Release of Informal Request for Proposal Date: 9/09/2025 Deadline for Submission of Questions Bidders must submit their questions via email

Date: 9/16/2025 Time: 2:00 PM Pacific Time

Deadline for Proposal via email Date: 10/09/2025 Time: 2:00 PM Pacific Time

Tentative Date for Award

5-90 days, contingent upon bidder(s) responsiveness and

IEHP internal evaluations

2. Term

The period of performance anticipated for this RFP shall be for an initial term of one (1) year. At the end of the initial term, IEHP shall have the option to renew the Agreement for up to four (4) additional one (1) year period(s), upon written notice. This RFP does not commit IEHP to award a contract, and there is no obligation by IEHP to purchase any specified amount of goods or services. IEHP will award a contract, if any, in its best interest and based on a proposal that best meets its needs as set forth herein.

3. Background

Inland Empire Health Plan (IEHP) is a local public entity of the State of California and is a rapidly growing Medi-Cal and IEHP DualChoice (HMO D-SNP [Dual Eligible Special Needs Plans]) health plan in California. Since September of 1996, IEHP has consistently focused on our mission: “We heal and inspire the human spirit.” As a result of the Healthcare Reform and participation in the California Coordinated Care Initiatives, IEHP grew to over 1 million members. With a provider network of over 7,500 providers and more than 3,200 employees, we now serve more than 1.5 million residents of the Riverside and San Bernardino counties who are enrolled in Medi-Cal or D-SNP.

IEHP’s Membership totals as of August 2025 are listed in the table below:

Line of Business Member Count Medi-Cal 1,439,893

D-SNP 38,099

Total Membership 1,531,619

4. Statement of Work

IEHP’s Procurement Department, on behalf of IEHP’s Finance Department, is soliciting proposals for Check Stock Services as detailed in this RFP, Exhibit A. IEHP reserves the right to award to multiple vendors. IEHP does not guarantee any minimum amount of purchases from the awarded Bidder(s).

5. Description of Proposer’s Products and Services

This RFP contains a list of requirements for Check Stock Services on behalf of IEHP.

IEHP is soliciting responses from qualified vendors to address the stated requirements of

Procurement Department Closing Date: 10/9/25 on or before 2:00 PM Pacific Time

3 | P a g e this RFP. A qualified vendor, for the purpose of this RFP, is one that can reliably and independently provide the required services to IEHP for the entire term of the agreement.

6. Vendor Qualifications

Vendors must demonstrate minimum three (3) years experience in secure financial document manufacturing with specific experience serving healthcare organizations or similar high-security environments. Vendors must have geographic location or service capabilities that support timely delivery to IEHP's Rancho Cucamonga facilities and provide local technical support availability when needed.

7. Product Samples Required

All Bidders must provide physical samples of their blank check stock demonstrating:

• Security features including watermarks, holograms, and chemical-reactive elements

• MICR line compatibility and print quality

• Paper quality and durability characteristics

• Examples of customization capabilities with logo integration

Samples should include documentation explaining each security feature and detection methods. Samples will be evaluated for quality, security effectiveness, and compatibility with IEHP's existing systems. Failure to provide samples may result in disqualification from the evaluation process.

Sample Requirements:

• Minimum of 5 blank check samples

• Include variety of security features available

• Provide samples on company letterhead demonstrating customization capability

• Include technical specification sheet for each sample provided

• Samples must be shipped and received by IEHP no later than the bid due date of 10/9/2025 at 2:00 PM Pacific Time to:

IEHP

Procurement Department ATTN: Julie Phay/iRFP#25-06650 10825 Seventh St., Suite G Rancho Cucamonga, CA 91730

8. Clarifications, Exceptions, or Deviations

All Bidders shall describe any exception or deviation from the requirements of the RFP with their response. Each clarification, exception, or deviation must be clearly identified.

If your firm has no clarifications, exceptions, or deviations, a statement to that effect shall be included. IEHP’s standard contract terms are discussed in the RFP Bidder Terms and

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Conditions document incorporated herein by this reference, and attached hereto as Exhibit A.

Any objection by a Bidder to the prescribed procedures, terms, conditions or requirements set forth in this RFP or any of its component documents must be submitted to IEHP as part of, or contemporaneously, with the Bidder’s proposal. Failure to timely submit an objection, or failure to submit a proposal, shall constitute a final and conclusive waiver of any and all rights to thereafter such objection for any purpose including, without limitation, any protest or legal action to challenge an award of a contract pursuant to this RFP.

9. Evidence of Insurability/Business Licenses

All Bidders shall submit evidence of all required insurance in the corresponding document slot on the Bonfire website. An Acord cover page will suffice and if awarded the contract the bidder has ten (10) calendar days to produce the required insurances, including a certified endorsement naming IEHP as additionally insured. The bidder shall certify to the possession of any and all current required licenses or certifications. Do not purchase additional insurance until this bid has been awarded. Provide a copy of current business license or other applicable licenses. Failure to provide the required document may be grounds for disqualification of bidder from the RFP process, at IEHP's discretion.

10. IEHP Background Check Requirements for Bidders

IEHP will require all individuals assigned to provide services to IEHP pursuant to this RFP, to undergo a background check prior to commencement of performance, at the Contractor’s expense, to include any and all background checks required by law.

11. Out of Country Services Notice

a. IEHP will only consider service offerings within the continental United States, defined as the 49 States including Alaska and the District of Columbia: excluding Hawaii.

b. Proposed solutions that create, transmit, receive and/or maintain IEHP data must always reside within the United States.

c. IEHP’s data must always remain in the United States.

d. All persons, electronic processes, information systems, and computer devices accessing IEHP’s information systems and/or data in any capacity as part of the proposed solution must be physically located in the United States.

12. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, California Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law.

The EO directs all California state agencies and departments to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. All contractors and grantees are obligated to comply with the Economic Sanctions. Accordingly, should the State of

Procurement Department Closing Date: 10/9/25 on or before 2:00 PM Pacific Time

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California (the State) or IEHP determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this Agreement. Contractor shall be provided with advance written notice of such termination, allowing Contractor at least thirty (30) calendar days to provide a written response. Termination shall be at the sole discretion of the State or IEHP.

13. Required Documents:

A. Certificate of Non-Debarment (IEHP provided form) B. Non-Collusion Declaration (IEHP provided form) C. Evidence of Insurability D. Business License(s) E. Cost Proposal F. Proposal on Bidder’s company letterhead G. Local Preference Affidavit (if applicable – IEHP provided form) H. Company W-9 form listing Bidder’s Tax Identification Number (TIN) I. Company Profile J. Organizational Structure K. Key Personnel Assignments L. References from three current clients in healthcare or financial services industries are required

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EXHIBIT A

SCOPE OF SERVICES

1. OBJECTIVE

IEHP seeks a qualified vendor to provide comprehensive blank check stock services, including design, manufacturing, security features, and delivery. The selected vendor will replace our current provider and establish a long-term partnership supporting our financial operations. We require a vendor capable of delivering secure financial documents with advanced anti-fraud features while maintaining compatibility with our existing Oracle Fusion and Meditrac systems.

2. RESPONSIBILITIES

A. Contractor Responsibilities

• Design and manufacture customized blank check stock incorporating IEHP branding.

• Implement multiple layers of anti-fraud security features.

• Maintain secure manufacturing facilities with controlled access.

• Provide comprehensive quality control with batch tracking.

• Ensure MICR printing compatibility and banking industry standards.

• Maintain secure storage and delivery with chain of custody documentation.

• Provide technical support and customer service.

• Maintain appropriate security certifications (SOC 2 Type II, ISO27001).

B. IEHP Responsibilities

• Provide branding specifications and design requirements.

• Designate authorized personnel for delivery confirmation.

• Maintain proper storage conditions as recommended by vendor.

• Provide timely feedback on quality issues.

• Process payments according to agreed terms.

3. SCOPE OF SERVICES

The selected vendor shall develop and provide the following comprehensive solutions:

A. Design and Specification Development

• Custom check stock design templates incorporating IEHP’s office logo, organizational color schemes, and unique background patterns.

• Detailed security feature specifications document outlining all anti-fraud elements, detection methods, and performance standards.

• Technical integration specifications ensuring seamless compatibility with IEHP’s Oracle Fusion financial system and Meditrac printing equipment.

• MICR line positioning specifications and paper characteristics requirements for automated bank processing.

B. Security Implementation Plan

• Multi-layered security feature integration plan including watermarks, holographic seals, heat-sensitive elements, and chemical-reactive paper.

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• Proprietary anti-counterfeiting technology implementation strategy.

• Security feature testing and validation protocols.

• Comprehensive staff training curriculum that enables IEHP personnel to recognize, authenticate, and verify all security features integrated into the check stock, including detection of counterfeiting and tampering attempts.

C. Quality Management Framework

• Comprehensive quality assurance procedures with statistical sampling methods.

• Batch tracking and sequential control numbering systems.

• Defect identification and resolution protocols.

• Performance monitoring and continuous improvement processes.

D. Documentation and Support Materials

• Technical specification sheets for all products and services.

• Handling and storage procedure manuals.

• Troubleshooting guides for printing compatibility issues.

• Audit trail documentation and reporting templates.

E. Training and Knowledge Transfer

• Security feature recognition and authentication training for IEHP staff.

• Proper handling and storage procedures training.

• System compatibility and troubleshooting guidance.

• Quality control and defect identification training.

4. Service Level Requirements A. Delivery Performance Standards:

• Standard delivery time shall not exceed 30 business days from order placement.

• Expedited delivery options must be available within 2 business days for urgent operational needs.

• Quality defects must be close to 0% with immediate replacement of defective products at no cost to IEHP.

• Quality defects pose a significant risk to the integrity of IEHP's key financial operations and require immediate attention and prioritization.

B. Customer Service Standards:

• Customer service response time for routine inquiries shall not exceed 24-48 business hours.

• Technical support for urgent issues must be available within 24 hours.

• Dedicated account management with single point of contact for IEHP.

• Emergency support availability for critical operational issues.

C. Security and Compliance Standards:

• All security features must perform as specified under normal handling and storage conditions.

• Manufacturing facilities must maintain appropriate security certifications.

• Personnel security requirements include background checks and confidentiality agreements for all staff handling IEHP materials.

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• Any security breaches or concerns must be reported to IEHP immediately with detailed incident reports and corrective action plans.

• Chain of custody documentation must be maintained for all orders with delivery confirmation by authorized IEHP personnel.

5. Milestones Key Project Phases:

A. Design development and IEHP approval of custom check stock.

B. Manufacturing setup and quality control verification.

C. First production run and initial delivery.

D. System compatibility testing with Oracle Fusion and Meditrac systems.

E. Full production capacity and ongoing service delivery.

6. Deliverables A. Customized blank check stock with integrated security features.

B. Technical specifications and compatibility documentation.

C. Quality assurance certificates and batch tracking reports.

D. Security features training materials and documentation.

E. Delivery confirmation and chain of custody records.

F. Ongoing technical support and customer service.

Procurement Department Closing Date: 10/9/25 on or before 2:00 PM Pacific Time

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QUESTIONS FOR BIDDER RESPONSES

[Questions are scored by evaluators on a scale of 1-10]

1. Describe all physical security features integrated into your blank check stock. Include details on watermarks, holograms, special inks, and any proprietary anti-counterfeiting technologies.

2. Can you customize check stock with our organization's logo, specific background patterns, and unique security elements? Provide examples of customization options and turnaround times.

3. Confirm your check stock is compatible with MICR printing systems. Describe quality control processes to ensure consistent MICR readability and bank processing compatibility.

4. Describe your manufacturing facility security, employee background check procedures, and chain of custody protocols from production to delivery.

5. How do you track and manage inventory throughout the production and delivery process?

Include details on sequential numbering, lot tracking, and delivery confirmation procedures.

6. What are your recommended storage conditions and delivery security procedures? Can you accommodate special delivery requirements for high-security items?

7. List all relevant certifications (SOC, ISO, banking industry standards) and compliance frameworks your organization maintains. Include certification numbers and expiration dates.

8. What are your standard and expedited lead times for initial orders and reorders? Describe your order processing system and communication protocols.

9. Describe your customer support structure, account management approach, and problem resolution procedures. Include availability hours and escalation processes.

10. Describe your online ordering platform, inventory tracking tools, and reporting dashboards available to customers.

11. Outline proposed service level agreements including standard delivery times (not to exceed 30 business days) and expedited delivery options (within 2 business days).

12. Describe quality defect rates and immediate replacement procedures at no cost to IEHP.

13. Detail response times for routine inquiries (24-48 business hours) and urgent technical support (within 24 hours).

14. Describe procedures for reporting security breaches or concerns with detailed incident reports and corrective action plans.

15. Include penalty structures for missed deliveries or quality issues.

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16. Outline proposed contract terms including payment terms (net 30 days), pricing stability, and renewal options.

17. Describe termination procedures, liability limitations, and business continuity plans.

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COST PROPOSAL

RFP should include the Bidder’s best pricing, including all discounts offered to state and federal governmental agencies.

Item Service Description Hourly Rate (if applicable)

# of Hours (if applicable)

Cost for each item/ service

Check Stock Manufacturing

Blank check stock with security features $ $ ---- per thousand checks

Custom Design Services

Logo integration and branding $ $ ----

Expedited Delivery Rush orders with 2 business days $ $ ---- per order

Training Services Security feature and handling training $ $

Technical Support Ongoing system compatibility support $ $ ---- annually

Shipping and Handling

Cost per shipment or based on the quantity shipped for delivery of check stock.

$ $ ---- per order

TOTAL PROPOSED ALL-INCLUSIVE COSTS

Note: IEHP requires a formal proposal that includes applicable taxes, e-waste, delivery fees and etc. on company letterhead with your bid response. Bidders shall itemize all SERVICES on their formal proposals.