Application Letter - Franchise/Independent Vendors

This letter is sent to retail grocery store vendors who operate under an independent owner or as a franchise that have requested applications for the contract cycle. The letter identifies the required information and forms that a vendor needs to complete to be considered for the contract cycle.

The template for this letter is AP001.DOC. This letter is generated when an application is required for these types of stores:

• CO-OP

• Franchise

• Independent

• Large Independent

• WIC only

• Other

This letter is generated by the Letter Sent screen. The following actions display the screen to generate this letter:

• The Send button is selected on the Send Form Letters screen and the Application Letter - Franchise/Independent Vendors is selected on the Send Letter screen.

• The Renewals event is selected on the Events screen and the vendor in the Vendor Folder is one of the above store types.

• The Letter Sent event is selected on the Events screen when the vendor in the Vendor Folder is one of the above store types and the Application Letter - Franchise/Independent Vendors is selected on the Send Letter screen.

• The Letter Sent follow-up activity is selected on the Follow-up Activities screen when the vendor in the Vendor Folder is one of the above store types and the Application Letter - Franchise/Independent Vendors is selected on the Send Letter screen.

<<LetterDate>>

Recipient <<Salutation>> <<First Name>> <<Last Name>>, <<Title>>

<<Vendor>>

<<AddressLine1>>

<<AddressLine2>>

<<City>>, <<ST>> <<ZIPCode>>

SUBJECT: Vendor Application - Due Date Postmarked by April 15, 20XX

Dear Recipient <<Salutation>> <<LastName>>:

The State Supplemental Nutrition Program for WIC is now accepting applications from retail food stores and pharmacies for participation during FY 20XX-20XX (contract period extends from October 1, 20XX through September 30, 20XX). WIC (which stands for Women, Infants and Children) provides nutritious foods to pregnant, postpartum and breastfeeding women, infants and children up to five years of age. The program is administered at the Federal level by the Food and Consumer Service of the United States Department of Agriculture (USDA). In State, USDA makes funds available to the Department of Health to administer and coordinate the WIC program.

Terms and conditions of the State WIC Program operations are explained in the enclosed sample copy of the Vendor Agreement. The specific new system requirements are included but are effective upon implementation of the new system in your area.

The State Agency, as required by Federal regulations, authorizes a limited number and appropriate distribution of WIC retail stores. This is in order to assure that Program staff can effectively monitor and review WIC store performance. The State Agency has, therefore, established criteria for WIC retail store selection. These criteria are detailed in the enclosed "Selection Criteria for FY 20XX-20XX WIC Retail Vendors." The State Agency cannot authorize stores that do not have the required foods at the time of the application and at the time of the state visit to the store. Vendors who are not selected have the right to request a fair hearing.

All new applicant stores, as well as many others, is visited by state staff who will verify the types and amounts of the WIC foods actually in the store and verify prices. Because of the number of stores that must be visited, state staff is making unannounced visits to the applicant stores any time from April through August 20XX.

Another requirement of the Federal Regulations is for the WIC Program to notify Food Stamps whenever a WIC vendor is disqualified. Food Stamps may take action to disqualify the vendor. WIC, also, can disqualify a store from WIC based on disqualification from Food Stamps.

WIC vendors play a vital role in service to the community, and in return, the WIC Program makes a significant contribution to vendor food sales. We welcome your application and hope that we is able to offer you an opportunity to participate in this important nutrition program. Vendors who are selected is notified in September, 20XX.

Retail store owners who wish to apply must complete and return the enclosed Vendor Application and Commodity Price List Survey (CPL) no later than April 15, 20XX to:

WIC Coordinator Name

State Department of Health

WIC Program

50 East State Street

PO Box 364

Anytown, ST 46204-0364

Note: No consideration is given to applications postmarked after April 15, 20XX. Owners applying for more than one store must complete a separate Vendor Application for each store. There is no need to complete individual CPL's unless prices differ.

Please read all the enclosed materials carefully in order to ensure your understanding of the WIC Program. An instruction page is enclosed which tells you what to mail to the State WIC office.

Complete and return the following three documents. Keep the color page indicated below for your records.

8 page Vendor Application (keep pink)

3 page CPL (keep pink)

1 page selection criteria (keep yellow)

Retain the following documents for your records. Do not return them to the state office with the application. They are for you to keep for your information.

Federal Regulations Check Replacement Policy

Vendor Agreement (copy) WIC authorized food list

Minimum stock requirements New system correspondence

If you have any questions, did not receive the enclosures listed, or need additional applications or CPL's, please contact me at (000) 000-0000.

Sincerely,

WIC Coordinator Name

Coordinator

State WIC Services

SC/<<userid>>

Enclosures