“Contract” any agreement for the procurement of items of services, construction, or tangible personal property. “Contractor” means any business having a contract with a state agency or local public body. “Deliverable” means any measurable, tangible, verifiable outcome, result, or item that must be produced to complete a project or part of a project. “Desirable” – the terms “may,” “can,” should,” “preferably,” or “prefers” identify a desirable or discretionary item or factor (as opposed to “mandatory”). “Determination” means the written documentation of a decision of a procurement officer including findings of fact required to support a decision. A determination becomes part of the procurement file to which it pertains. “DFA” means the New Mexico Department of Finance and Administration. “DFA/CRB” means the Contracts Review Bureau of the New Mexico Department of Finance and Administration. “Evaluation Committee” means a body appointed to perform the evaluation of Offerors’ proposals. “Evaluation Committee Report” means a report prepared by the Procurement Manager and the Evaluation Committee for contract award. It will contain written determinations resulting from the procurement. “Finalist” means an Offeror who meets all mandatory specifications of this Request for Proposal and whose score on evaluation factors is sufficiently high to merit further consideration by the Evaluation Committee. “FNS” means the Food and Nutrition Services of the U.S. Department of Agriculture, the federal agency that oversees the Supplemental Nutrition Assistance Program. “IT” means Information Technology
APPENDIX K MANDATORY REQUIRMENTS REPONSE FORM MANDATORY REQUIRMENTS REPONSE FORM Instructions: For each item, indicate in the “Reference” column the location of reference(s) to appropriate discussion(s) of the requirement within the proposal – including in Binder #3. Requirement Sub Business Requirements No Reference (Page & Paragraph) IV.B.1.a. Organizational Experience Narrative i. Relevant Experience ii. of Service iii. Technical Resources iv. Other State Contracts IV.B.2.a. External Organizational References i. Required Number of References ii. Reference Questionnaire IV.B.2.b. External References for i. Required Number of References ii. Reference Questionnaire
IV.B.3.a. Financial and Corporate Stability i. Financial Statements ii. Audit Opinions iii. Mergers, Acquisitions, or Disclosure +IV.B.4.a. Experience i. Core Team ii. Time Allocation iii. Organizational Chart iv. Resumes IV.B.4.b. Senior Project Manager i. Minimum Qualifications ii. Resume IV.B.4.c. Operations Manager i. Resume IV.B.4.d. Employer Outreach Manager i. Resume IV.B.4.e. Technical Manager i. Resume IV.B.5.a. Core Staff References i. References ii. Restrictions IV.B.6.a. Operational Requirements i. General ii. Customer Relations iii. Dedicated Staff
IV.B.6.b. Telephone Service i. Toll-Free Telephone Lines ii. Staffing iii. Call Resolution iv. Call Wait-Time v. Bi-lingual service IV.B.6.c. Project Plan i. Plan Draft ii. Project Management iii. Final Draft IV.B.6.d. Employer Reporting i. No Cost to Employers ii. Receipt of Reports iii. Employer Written Correspondence iv. Employer Fax Correspondence v. W-4 Employer Reporting vi. Duplicate Reporting vii. Reporting Corrections viii. Technical Assistance IV.B.6.f. Outreach i. Develop Program ii. Materials and Mailing IV.B.6.f. Outreach IV.B.6.g. IVR System iii. Notification of Changes iv. Notifying Employers for Improvements v. Compliance Analysis and Outreach vi. Non-Compliance Notices
vii. On-site Employer visits i. System Requirements ii. Message Retrieval IV.B.6.g. IVR System IV.B.6.h. Activity Reports iii. Reporting Website i. Monthly Summary Report (General) ii. Monthly Summary Report (Additional) IV.B.6.h. Activity Reports IV.B.6.i. Provide Data to Other State Agencies IV.B.6.j. Access to Offeror’s System iii. Annual Report i. Transmit files i. Access for Designated Agency Staff IV.B.6.k. Vacancies i. Notification IV.B.6.l. i. Corrective Action Plan IV.B.6.m. Complaints, Conflict, and Issue Reporting i. Agency Notification IV.B.6.l. ii. Agency Constituent Services i. Office Inspections by State
IV.B.6.n. Inspections IV.B.6.p. Billing i. Monthly Invoices IV.B.7.a. Transition Plan i. General Requirements IV.B.6.p. Billing ii. Written Plan IV.B.7.a. Transition Plan IV.B.8.a. Turnover Plan iii. Plan Content iv. Approval of Written Plan v. Reporting vi. Liaison(s) vii. Security viii. Onsite Senior Project Manager ix. Follow-up with Incumbent x. Overruns i. General ii. Written Plan IV.B.8.a. Turnover Plan IV.B.9.a. Cost Proposal iii. Plan Content iv. Follow-Up v. Calls Received After Turnover i. General ii. Cost Response Forms IV.B.9.a. Cost Proposal iii. Costs iv. Annual Transaction Volume
ii. Security Plan IV.C.3.b. Confidentiality IV.C.4.a. Disaster Recovery and Business Continuity iii. Safeguarding Information iv. Safeguard Awareness v. Statement of Confidentiality Form vi. Breaches vii. Sharing Information viii. Data Lists ix. Safeguarding of Reports and Magnetic Media x. Document Destruction i. Plan ii. Monthly Backup Procedures IV.C.4.a. Disaster Recovery and Business Continuity iii. Quarterly Updates iv. Documentation v. Annual Testing APPENDIX L MANDATORY RFP REQUIREMENTS CHECKLIST MANDATORY RFP REQUIREMENTS CHECKLIST