Ny State Benefit Identification Card – Fill Out and Use This PDF

NEW YORK STATE

OFFICE OF TEMPORARY AND DISABILITY

ASSISTANCE

COMMON BENEFIT IDENTIFICATION CARD

(CBIC)

REQUEST FOR PROPOSAL

Governor

Andrew M. Cuomo

January 10, 2012

CBIC RFP

TABLE OF CONTENTS

1.1Overview

1.2Purpose

1.3Background

1.4Current Card Issuance Responsibilities

1.4.1New York State Current Responsibility

1.4.1.1OTDA

1.4.1.2OFT

1.4.1.3DOH

1.5Proposed Card Issuance Mechanism

1.5.1New York State Responsibility

1.5.2Card Contractor Responsibility

1.5.3New York City Human Resource Administration (HRA) Responsibility

1.5.4AFIS Contractor Responsibility

Section 2 Detailed Requirements

2.1Backup Site

2.2Card Standards

2.2.1Durability

2.3Card Samples

2.4Graphics of Card Inventory

2.4.1Client CBIC and Authorized Representative CBIC

2.4.1.1Text

2.4.1.2Graphics

2.4.1.3Security and Graphic Features

2.4.2Vault Cards

2.5Card Delivery

2.5.1Mailed Cards

2.5.1.1Production Requirements

2.5.1.1.1Large Quantity CBIC Issuance

2.5.1.2Postal Rates

2.5.1.3Card Carrier

2.5.1.3.1Text

2.5.1.3.2Custom Messages

2.5.1.3.3Mailed Card Carrier Process

2.5.1.3.4Protective Sleeves

2.5.1.4Envelopes and Postal Supplies

2.5.2OTC Cards

2.5.2.1Distribution and Availability Requirements

2.5.2.2Card Issuance Requirements

2.5.2.3OTC Card Process

2.5.2.3.1Card Issuance Turnaround Time

2.5.2.3.2PIN Issuance

2.5.2.3.3Printer Pooling

2.5.2.4OTC Cards - Emergency Back-up Systems

2.5.2.5OTC Site Requirements

2.5.2.5.1On-Site Security

2.5.2.5.2New York City HRA On-site Staff

2.5.2.5.3Separation of Duties

2.5.2.5.4Location and Maintenance

2.5.2.5.4.1Physical Site Requirements

2.5.2.5.4.1.1Design and Equipment Requirements

2.5.2.5.4.2Contractor Staffing Requirements

2.5.2.5.5Computer/ Network Access Requirements

2.5.3Vault Card Inventory for SSDs Statewide and NYC OTC Sites

2.5.3.1Delivery

2.5.3.2Vault Card Ordering

2.5.3.3Inventory Tracking and Control System

2.5.3.4Inventory Transfer

2.5.3.5Disaster Vault Card Inventory

2.5.4Vault Card Usage for Additional Program Areas

2.6Storage of Photo/Signature Images

2.6.1Temporary Keys for Image Storage

2.6.2Photo Retention

2.6.2.1Photo/Signature Transfer to OTDA

2.6.3Photo/Signature

2.7Provision and Maintenance of CBIC Generation Equipment

2.7.1Products and Features

2.8Signature Panel(s)

2.9Digital Signatures

2.10Digital Photographs

2.11Customized Text Data on the CBIC Card

2.11.1Client CBICs

2.11.2Authorized Representative CBICs

2.12Format of the Card Number on the Plastic Cards

2.13Writing Data to the Magnetic Stripe

2.13.1ISO Standards

2.13.2CAV

2.13.3Card Magnetics

2.14User Test System

2.14.1System Requirements

2.14.2System Availability

2.14.3OTC Test Device

2.15Returned Mail Control System

2.15.1Identifying Returned Cards

2.15.2Card Disposal

2.15.3Equipment Maintenance

2.15.4Additional Returned Mail

2.16Vault Card Requirements

2.16.1General Requirements

2.16.2Card Numbering

2.16.3Card Magnetics

2.17Systems Security

2.18Systems Back-up

2.18.1Mailed Cards

2.18.2Mailed Cards Backlog Recovery

2.18.3OTC Back-up and Recovery

2.19The Administrative System

2.19.1The Administrative Systems Control and Parameter File

2.19.1.1Updates to and Inquiry to the Return Addresses for Each Local Office within Each SSD

2.19.1.2Updates to and Inquiry to the Universal Notice Text

2.19.1.3Updates to and Inquiry to Special Notice Text

2.19.1.4Purge Period for Applicant Photos

2.19.2Administrative System Security

2.19.3Photo and Signature Inquiry and Deletion Process

2.19.3.1Screen Display

2.19.3.2Photo/Signature Deletion

2.20Network requirements, File/Record Transfers

2.20.1Record Layouts

2.20.2Record Errors

2.20.3File Transfer Responsibilities

2.20.3.1OTDA CBIC System Responsibility

2.20.3.2Contractor System Responsibility

2.20.4Network Responsibilities

2.20.4.1Bandwidth

2.20.4.2Transport Medium

2.20.4.3Location

2.20.4.4Network Availability

2.20.4.5Staff Responsibility

2.20.4.6Network and Back-up Network

2.20.5Communications Protocol

2.21Reporting

2.21.1Operational Reports

2.21.1.1Daily Card Print Summary Report

2.21.1.2Daily Mailed and OTC Card Detail Report

2.21.1.3Daily Summary Photo Processing Report

2.21.1.4Daily Detail Photo Processing Report

2.21.1.5Daily Postage Receipts

2.21.1.6Monthly Billing Report

2.21.1.7Monthly Detail and Summary Report

2.21.1.8Monthly Detailed Card Issuance Report

2.21.1.9Monthly Unproduced Mailed Card Report

2.21.1.10Monthly Photo/Signatures Received Reports

2.21.1.11Monthly Photo Warning Report

2.21.1.12Monthly and Daily Returned Mail Reports

2.21.1.13Daily Photo/Signature Purge Report

2.21.1.14Monthly Vault and Disaster Card Inventory Report

2.21.1.15Monthly SSD Vault and Disaster Card Shipment Report

2.21.1.16Database Conversion Report

2.21.2Contract Management Reports

2.21.2.1Mailed Card Issuance Monitoring Report

2.21.2.2Records Posting Report

2.21.2.3Administrative System Monitoring Report

2.21.2.4Photo Inquiry Response Time Monitoring Report

2.21.2.5OTC Monitoring Report

2.21.2.6Monthly Client Arrival Report

2.21.2.7Monthly Network Downtime Report

2.21.3Ad Hoc Reports

2.22Color Photo and Signature Images Conversion

2.23Acceptance Testing

2.23.1Acceptance and Stress Testing

2.23.2Full Functionality of All OTC Processes will be Displayed

2.23.3Vault Cards

2.23.4Certification

2.23.5Ongoing Quality Assurance

2.24Project Staffing Requirements

2.24.1Project Manager

2.24.2Site Supervisors for OTC Sites

2.24.3Mailed Card Production Manager

2.25Possible Future Development Activities

2.26Offeror Suggested Revisions

2.26.1Revision Format Requirements

2.26.2State Usage of Suggested Revisions

2.27Change and Release Management

2.27.1Change Manamgement 2.27.1.1Change Request Process

2.27.2Release Management

2.27.2.1Release Impact Statement

Section 3 Procurement Information and Requirements

3.1.Title of RFP

3.2.Issuing Agency

3.3.Contract Duration

3.4Primary Point of Contact

3.4.1 Questions Regarding this Procurement

3.5Procurement Timetable

3.6.Letters of Intent

3.7Proposals

3.7.1Proposal Signature(s)

3.7.2Proposal Delivery

3.8Offeror Presentations

3.9Benchmarks

3.10OTDA Rights

3.10.1OTDA Rights Declaration

3.10.2Right to Ownership

3.11Incurred Costs

3.12Content of Proposals

3.13Period of Validity

3.14Public Information Requirements

3.15Notification of Award

3.16Prime Contractor Responsibilities

3.17.Contract

3.18Federal Requirements

3.19Multi-Agency and Local Human Services District/County Use

3.20Contacts with Employees

3.21Public Officers Law

3.22Omnibus Procurement Act

3.23Office for Technology Review

3.24Procedure for Handling of Protests/Appeals of Bid Specifications and Proposed Awards

3.24.1Formal Written Protests

3.24.2Deadline for Submission of Formal Protests

3.24.3Review and Final Determination of Protests

3.24.4Appeals

3.24.5Reservation of Rights and Responsibilities of the OTDA

3.24.6Procurement Activity Prior to Final Protest Activity

3.24.7Record Retention of Bid Protests

3.25Information Security Breach and Notification Act

3.26New York State Sales and Compensating Use Taxes

3.27Vendor Responsibility

3.28Debriefing Procedures

3.29Minority and Women-Owned Business Enterprise (M/WBE) and Equal Employment Opportunity (EEO) Participation

Section 4 Proposal Requirements

4.1Technical Response Section

4.1.1Executive Summary

4.1.2Narrative Sections

4.1.2.1Statement of Offeror Ability

4.1.2.2Offeror Experience and Qualifications

4.1.2.3Offeror References

4.1.2.4Supporting Documentation

4.1.2.5Offeror Suggested Revisions

4.2Detailed Response to OTDA Technical Specifications

4.2.1Format

4.2.2Work Plan

4.3Financial Response Section

4.3.1Signature Page

4.3.2Cost Charts

4.3.3Dun and Bradstreet Comprehensive Report

4.4Administrative Response Section

4.4.1Statement of Contractual Willingness

4.4.2Exceptions

4.4.3Proposal Time Requirements

4.4.4Debarment

4.4.5Litigation

4.4.6Statement of Competing Commitments

4.4.7Required Bid Forms for All Bidders

4.4.8Required Forms for Winning Bidder

Section 5 Proposal Evaluation Criteria

5.1 Summary

5.2Technical Proposal Evaluation Criteria

5.2.1Technical Proposal Evaluation Methodology

5.2.1.1Format and Content Evaluation

5.2.1.2Technical Proposal Evaluation

5.2.1.2.1Determination

5.2.1.2.1.1Existence

5.2.1.2.1.2Adequacy

5.2.1.3Technical Scoring Criteria

5.2.2Oral Presentations

5.3Financial Proposal Evaluation Criteria and Methodology

5.4Benchmark Specifications

5.5Selection

5.6Acceptance Testing

Section 6 Performance Standards and Quality Assurance

6.1Card Production Performance Standards

6.1.1Mailed Cards

6.1.2OTC Production at New York City OTC Sites

6.1.3Card Production Inbound Records

6.1.3.1Record Process

6.1.3.2Duplicate Cards

6.1.3.3Card Standards

6.1.4Availability of the Card Administrative System

6.1.5Availability of the User Test System

6.1.6Reporting Requirements

6.2Contractor Quality Assurance and Control

6.3Failure to Meet the Contract Start-up Date for Card Production

6.4Availability of the Contractor’s Network

6.5Failure to Protect Confidentiality and Privacy of Information and Information Assets