4. Provider Responsibilities

Bureau of Family Nutrition (BFN)
Program Manual FY21

4.  Provider Responsibilities

  1. Commodity Supplemental Food Program
  2. Special Supplemental Nutrition Program for Women, Infants and Children
  3. WIC Food Center
  4. Breastfeeding Peer Counselor Program
  5. Farmers' Market Nutrition Program
  6. WIC Statewide Outreach (Special Project)
  7. SNAP Education
  8. SNAP Outreach

Commodity Supplemental Food Program

Services to be provided include, but are not limited to:

  1. Provide warehouse facilities for receiving, storing and distributing commodities provided under the CSFP, in compliance with the Illinois Food, Drug, and Cosmetic Act (410 ILCS 620/1 through 620/26) and other applicable state and federal regulations. The Provider shall also monitor the warehouse operations by observing the receiving, storing, and delivery of commodities to the certification/distribution centers. The warehouse shall ship commodities to the certification/distribution centers based on packing dates, ensuring that the oldest commodities are used first.
  2. Operate certification/distribution of commodities. Client certification files shall be maintained at each established site where commodity distribution occurs. If client certification and commodity distribution cannot be accomplished at each established site, an alternative plan may be used with prior approval from the Department.
  3. Ensure certification/distribution centers have adequate food storage space; health and fire safety codes are being observed; and special requirements for storage and distribution of perishables are met. The certification/distribution centers shall distribute commodities to CSFP clients using the first in -- first out (FIFO) inventory method.
  4. Maintain monthly inventory of commodities per USDA allowable guidelines and maintain monthly inventory reports for the established warehouse facilities. Such reports shall indicate the number of elderly participants receiving commodities, quantities of commodities on hand at the start of the month, receipts, distributions losses, adjustments and inventory on hand at the end of the month.
  5. Collect racial/ethnic participation once a year per USDA requirement.
  6. Operate the certification/distribution centers in compliance with regulations and policies. In conjunction with this objective, the Provider agrees to: maintain client issuance and client certification records in proper order; maintain inventory of food receipt and issuance records in proper order; properly account for the disposal of damaged food; maintain a clean, vermin-free premise; and prepare and implement corrective action plans to address problems found at any certification/distribution center.
  7. Develop and implement nutrition education programs for clients participating in CSFP.
  8. Implement procedures in cooperation with the Department to detect and prevent dual participation within the CSFP.
  9. Implement fair hearing procedures for persons who file statements claiming inappropriate adverse action.
  10. Conduct compliance reviews at distribution sites at a minimum once every two years.
  11. Maintain an adequate accounting and record keeping system which shall include, but not be limited to, appropriate accounting ledgers, copies of all subcontracts, invoices and correspondence that will provide a distinct audit trail for Department and federal auditors.
  12. Provide the Department with written policy and procedures which detail the management and administration of the CSFP.

Please refer to Exhibit B Deliverables for detailed requirements.

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Special Supplemental Nutrition Program for Women, Infants and Children

Services to be provided include, but are not limited to:

  1. Provide health screening, certification, food prescription, nutrition counseling, collection of data and retention of records for the provision of WIC services to the assigned caseload of women (pregnant, breastfeeding and non-breastfeeding post-partum), infants and children.
  2. Serve only residents of Illinois, and within the geographic area defined by the local agency if applicable. Serve members of a designated population with a common special need, including but not limited to homeless, migrant or Native American persons, as defined in the WIC Policy and Procedures Manual. Appointment times should accommodate working families.
  3. Provide safeguards against agency, vendor or participant abuse of WIC program funds or services.
  4. Promote and support breastfeeding for all active WIC pregnant and breastfeeding women per the USDA approved WIC Policy and Procedure Manual.
  5. Provide appropriate referrals to health-related and public assistance programs for active participants per USDA approved policy in the WIC Policy and Procedure Manual.
  6. Conduct a self-monitoring evaluation of operations annually to ensure compliance with WIC Federal and State Regulations and state policies. Provider tools used for self-monitoring must be the State WIC Management Evaluation tool. The Provider must maintain a file of completed self-monitoring evaluation forms for review by state or federal staff.
  7. Ensure the current WIC Management Information System is fully operational and maintained per state standards.

Please refer to Exhibit B Deliverables for detailed requirements.

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WIC Food Center

Services to be provided include, but are not limited to:

  1. Operate and maintain the 16 WIC Food Centers and warehouse facilities in Chicago/Cook County in full compliance with all applicable city, county and/or state food safety and health rules and regulations and in compliance with the WIC Food & Nutrition Centers Manual of Policies and Procedures.
  2. Manage the WIC Food Center Farmer's Market Program to provide locally sourced, seasonal fruits, vegetables and cut herbs through the WIC Food and Nutrition Centers.

Please refer to Exhibit B Deliverables for detailed requirements.

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Breastfeeding Peer Counselor Program

Services to be provided include, but are not limited to:

Provide specialized breastfeeding education, encouragement and support to pregnant and breastfeeding women and their infants in the Special Supplemental Nutrition Program for Women, Infants and Children.  All services listed below are for participants active in the WIC Program only.

  1. Provide home visits, telephone consultations, hospital visits, and lead support groups.
  2. Provide assistance/education with breast pump use and provide outreach to hospitals and physicians on breastfeeding services offered to participants.
  3. Provide safeguards against agency, vendor or participant abuse of Peer Counselor program funds or services.
  4. Integrate/coordinate services with the Family Case Management (FCM) program serving the provider Peer Counselor program recipients.
  5. Comply with requirements in accordance with Illinois WIC Policy and Procedure Manual. Staff must receive breastfeeding training annually, appropriate to their job duties.
  6. Conduct a self-monitoring evaluation of its operations annually to ensure compliance with state policies. Provider tools used for self-monitoring must be the State Peer Counselor Program Evaluation tool. The Provider must maintain a file of completed self-monitoring evaluation forms for review by state or federal staff.

Please refer to Exhibit B Deliverables for detailed requirements.

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Farmers' Market Nutrition Program

Services to be provided include, but are not limited to:

  1. Checks are transported/stored/handled in a secure manner.
  2. Participants receive education on the nutritional value of fresh fruits and vegetables
  3. Participants receive information on their Civil Rights and complaint procedures per WIC policy
  4. Complaints regarding the FMNP are addressed locally or referred to IDHS staff as appropriate in a timely manner. All complaints received should be documented on the "WIC Client Complaint Log" as are other WIC program client complaints.
  5. Close out procedures are handled per Illinois WIC Farmer's Market Nutrition Program policy. Verify log sheets are signed and completed and submit to IDHS. Return any undistributed checks to IDHS by the end of October. Original signature of a copy of the signed log sheets should be kept on file in the local agency office.
  6. Providers will provide training, oversight, monitoring and review of farmers participating in the FMNP per the Illinois WIC Policy and Procedure Manual and the Illinois FMNP Farmer Training Manual. 

Please refer to Exhibit B Deliverables for detailed requirements.

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WIC Statewide Outreach (Special Project)

Services to be provided include, but are not limited to, statewide outreach and education to potential eligible participants on the WIC Program.

Please refer to Exhibit B Deliverables for detailed requirements.

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SNAP Education

Services to be provided include, but are not limited to:

  1. Provide nutrition education services to Supplemental Assistance Program (SNAP) recipients.
  2. Provide obesity prevention interventions, projects, or social marketing campaigns.

Please refer to Exhibit B Deliverables for detailed requirements.

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SNAP Outreach

Services to be provided include, but are not limited to, outreach and education on the nutritional benefits of SNAP to potential eligible SNAP participants.

Please refer to Exhibit B Deliverables for detailed requirements.

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