Ryan White Aids Drug Assistance Program

REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES
RYAN WHITE AIDS DRUG ASSISTANCE PROGRAM
ISSUED BY
DIVISION OF PUBLIC HEALTH
CONTRACT NUMBER HSS-27-009
Contents:
I. Overview
II. Scope of Services
III. Required Information
IV. Professional Services RFP Administrative Information
V. Contract Terms and Conditions
VI. RFP Miscellaneous Information
VII. Attachments
Appendix A - Minimum Mandatory Submission Requirements
Appendix B - Scope of Work and Tenhnical Requirements
Appendix C - Vendor Forms
Attachment 2 - Vendor Information Form
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Attachment 3 - Non-Collusion Statement
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Attachment 4 - Exception Form
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Attachment 5 - Confidentiality Form
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Attachment 6 - Business References
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Attachment 7 - Subcontractor Form - if applicable
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Appendix D - Templates/Sample Agreements
Professional Services Agreement
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Business Associate Agreement
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DTI Terms & Conditions
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Appendix E - Project Cost Template
** Ctrl + Click on the headings above will take you directly to the section.
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STATE OF DELAWARE
DIVISON OF PUBLIC HEALTH
I. Overview
The State of Delaware Department of Division of Public Health seeks professional services to
provide statewide AIDS Drug Assistance Program Prescription Fulfillment Benefits &
Information Management services for the Ryan White Part B/ADAP program in the state of
Delaware.. This request for proposals ("RFP") is issued pursuant to 29 Del. C. 6981 and
6982.
The proposed schedule of events subject to the RFP is outlined below:
Public Notice July 29, 2026
Deadline for Questions August 12, 2026 at 4:30 PM EST
Response to Questions Posted by: August 26, 2026
Deadline for Receipt of Proposals September 16, 2026 at 1:00 PM EDT
Estimated Notification of Award October 8, 2026
Estimated Project Start Date April 1, 2027
Each proposal must be accompanied by a transmittal letter which briefly summarizes the
proposing firm's interest in providing the required professional services.
The transmittal letter must also clearly state and justify any exceptions to the requirements of
the RFP which the applicant may have taken in presenting the proposal. (Applicant exceptions
must also be recorded on Attachment 4).
Furthermore, the transmittal letter must attest to the fact, at a minimum, that the Vendor shall
not store or transfer non-public State of Delaware data outside of the United States.
For technology related solicitations, Vendors may refer to the Delaware Department of
Technology and Information identified terms and conditions included in this solicitation.
The State of Delaware reserves the right to deny any and all exceptions taken to the RFP
requirements.
A pre-bid meeting has NOT been scheduled for this RFP.
Questions may be submitted no later than August 12, 2026 @ 4:30 PM EST.
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STATE OF DELAWARE
DIVISON OF PUBLIC HEALTH
All inquiries must be submitted in the Q/A section of the project listing in the Euna
Procurement (formerly Bonfire) Portal (https://dhss.bonfirehub.com).
The Department's response to questions will be posted, according to the
procurement schedule, under the project listing in Euna Procurement
(formerly Bonfire) and to the State of Delaware Bid Solicitation Directory
Website: http://www.bids.delaware.gov/ by August 26, 2026.
II. Scope of Services
The Bidder agrees to provide comprehensive pharmacy benefit & information management;
client eligibility administration, coordination of benefits and payer of last resort program
management, statewide retail pharmacy network management, claims processing, AIDS Drug
Assistance Program (ADAP) formulary management, ADAP program member technical
support, and reporting and data management as described:
a. Client Eligibility - Client eligibility must be managed electronically with real time data to
ensure that at the time of service, eligible clients receive approved items on the ADAP
formulary. All eligible clients will be issued a program eligibility card, which will assure
them service at any of the private pharmacies within the network.
The Department will provide client eligibility information on a specified frequency that will
allow for the timely delivery of program services. The Bidder is relying on the accuracy
and completeness of client eligibility information provided by the Department and the
Bidder will not be responsible for any errors committed by Department.
b. Coordination of Benefits and Payor of Last Resort - Clients primary and secondary
insurance is billed first to ensure that Ryan White Part B/ADAP is payor of last resort.
c. Statewide Pharmacy Networks - A statewide retail pharmacy network must be available
to dispense program formulary items in the various geographical areas where the eligible
insured program members or those approved to access the retail pharmacy network are
located.
d. Claims Processing - Manage electronic claims adjudication for the retail pharmacy
network according to the National Council for Prescription Drug Process (NCPDP)
Telecommunication Standard 5.1 or above. Process electronic claims received from the
network pharmacies providing prescription benefits to insured clients and those approved
by the Department to access the retail pharmacy network. Provide Ryan White Part
B/ADAP program a billing statement and a claims adjudication summary twice a month.
Manage electronic claims adjudication for medical supplies that have been assigned an
11-digit NDC according to the National Council for Prescription Drug Process (NCPDP)
Telecommunication Standard 5.1 or above.
Provide a manual claim process for the billing of medical supplies that have not been
assigned an 11-digit NDC.
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STATE OF DELAWARE
DIVISON OF PUBLIC HEALTH
e. Pharmacy Payment Processing - Provide fiscal intermediary services for pharmacy
providers to include payment of approved dispensed prescriptions and accompanying
explanation of benefits (EOB).
f. ADAP Formulary Management - All network pharmacies will have an up-to-date
program formulary. Only items on the formulary will be approved at the time of service.
g. ADAP Program Member Technical Support - Staff a help desk to provide information
regarding pharmacy locations and to provide answers to most questions regarding the
Delaware ADAP pharmacy benefit.
h. Reporting and Data Management - Provide electronic report data that includes all of the
data fields captured within the data management system that are required for Ryan White
Part B/ADAP grant requirements such as ADAP reports, ADR reports and RSR reports.
Report data must be submitted prior to reporting requirement due dates as specified by
the Department.
The Bidder will provide reports as specified on monthly, quarterly, semiannually, and
annual frequency as specified:
Secure electronic ADAP client level report on a monthly basis, which will correspond to
the monthly invoice and will include the following information:
Client Identifier
* Date of prescription(s) filled for each client Medication Name
* National Drug Code Number (NDC#)
* Strength, Quantity (or # of pills) of medication provided Original Cost of Medication
* ADAP cost of medication
Secure electronic files for ADAP clients and medication information on a quarterly basis
for the ADAP Report.
Secure electronic files for ADAP clients and medication information on a semi-annual and
annual basis for the RDR and RSR reports.
i. Data Management System - Subject to the terms and conditions of this Agreement, the
Bidder hereby grants to the Department a non-exclusive, non-transferable license
("License") for the term of this Agreement, to access and use the Bidder's proprietary web-
based application software (known as PMDC Systems(TM)) as well as all documentation,
manuals, guides and other written materials provided on-line by the Bidder relating to
PMDC Systems and any modifications, updates, upgrades or other changes. PMDC
Systems consist of software, multiple servers, Internet connectivity, a secure-redundant
network, and workstations.
The Department shall access and use PMDC Systems solely from locations within the
United States and solely for the State's internal information management purposes. The
Department agrees not to use PMDC Systems for any other purpose or for the benefit of
any other party.
Billing
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STATE OF DELAWARE
DIVISON OF PUBLIC HEALTH
1. A monthly, itemized billing statement printed on agency letterhead, signed by the
Executive Director or designee, and accompanied by supporting documents (including
budget narrative), will be due on the 25th of each month for the previous month.
2. Bills received after the 25th will be processed the following month.
3. Department shall submit payment in full within 30 days after the invoice has been accepted
by the Department.
Quality Assurance
1. The Bidder will ensure that eligible ADAP clients will receive professional and confidential
prescription services in a timely, accurate manner.
2. The Bidder will maintain the integrity of all data compiled in the recording and billing of
ADAP claim transactions.
3. The Bidder will develop a quality assurance plan with input from administrators that
establishes specific monitoring parameters to evaluate and improve current protocols for
servicing ADAP clients, to increase program efficiency, and to eliminate program fraud
Standards and Policies and Procedures
The Bidder will adhere to standards and policies and procedures developed by the Delaware
Ryan White Program.
Communication with the Division of Public Health will be maintained through scheduling
routine meetings, teleconferences, and e-mail messages.
Ryan White Part B/ADAP Grant Requirements - the Bidder will ensure that bidder's electronic
reports for Ryan White Part B/ADAP grant requirements are compatible with HRSA
CAREWare software system and submitted prior to reporting requirement due date.
Please refer to Appendix B for Technical requirements.
III. Required Information
The following information shall be provided in each proposal in the order listed below. Failure
to respond to any request for information within this proposal may result in rejection of the
proposal at the sole discretion of the State.
A. Minimum Requirements
1. Provide Delaware license(s) and/or certification(s) necessary to perform services as
identified in the scope of work.
Prior to the execution of an award document, the successful Vendor shall either furnish
the Agency with proof of State of Delaware Business Licensure or initiate the process
of application where required.
2. Vendor shall provide responses to the Request for Proposal (RFP) scope of work and
clearly identify capabilities as presented in the General Evaluation Requirements
below.
3. Complete all appropriate attachments and forms as identified within the RFP.
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STATE OF DELAWARE
DIVISON OF PUBLIC HEALTH
4. Proof of insurance and amount of insurance shall be furnished to the Agency prior to
the start of the contract period and shall be no less than as identified in the bid
solicitation, Section V, Item G, subsection 8 (Insurance).
B. General Evaluation Requirements
1. Qualifications and experience of the person assigned to the project
2. Familiarity and experience creating and running similar projects
3. Cost Projection substantiated by prior project management
4. References
5. Pricing
IV. Professional Services RFP Administrative Information
A. RFP Issuance
1. Public Notice
Public notice has been provided in accordance with 29 Del. C. 6981.
2. Obtaining Copies of the RFP
This RFP is available in electronic form through the State of Delaware Procurement
website at https://mmp.delaware.gov/Bids/ and on Euna Procurement (formerly
Bonfire) at https://dhss.bonfirehub.com.
Paper copies of this RFP will not be available.
3. Assistance to Vendors with a Disability
Vendors with a disability may receive accommodation regarding the means of
communicating this RFP or participating in the procurement process. For more
information, contact the Designated Contact no later than ten days prior to the deadline
for receipt of proposals.
4. RFP Designated Contact
All requests, questions, or other communications about this RFP shall be made
through Euna Procurement (formerly Bonfire) at https://dhss.bonfirehub.com.
Communications made to other State of Delaware personnel or attempting to ask
questions by phone or in person will not be allowed or recognized as valid and may
disqualify the vendor.
Vendors should rely only on written statements issued by the RFP designated
Contracts, Management and Procurement contact.
The RFP designated contact is:
Rick Williamson
Management Analyst III
Ricky.Williamson@delaware.gov
Contracts, Management and Procurement Contact:
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STATE OF DELAWARE
DIVISON OF PUBLIC HEALTH
Eddie Mui
Management Analyst III
DHSS_DMS_dmsprocure@delaware.gov
5. Consultants and Legal Counsel
The State of Delaware may retain consultants or legal counsel to assist in the review
and evaluation of this RFP and the vendors' responses. Bidders shall not contact the
State's consultant or legal counsel on any matter related to the RFP.
6. Contact with State Employees
Direct contact with State of Delaware employees other than the State of Delaware
Designated Contact regarding this RFP is expressly prohibited without prior consent.
Vendors directly contacting State of Delaware employees risk elimination of their
proposal from further consideration. Exceptions exist only for organizations currently
doing business in the State who require contact in the normal course of doing that
business.
7. Organizations Ineligible to Bid
Any individual, business, organization, corporation, consortium, partnership, joint
venture, or any other entity including subcontractors currently debarred or suspended
is ineligible to bid. Any entity ineligible to conduct business in the State of Delaware
for any reason is ineligible to respond to the RFP.
8. Exclusions
The Proposal Evaluation Team reserves the right to refuse to consider any proposal
from a vendor who:
a. Has been convicted for commission of a criminal offense as an incident to
obtaining or attempting to obtain a public or private contract or subcontract, or in
the performance of the contract or subcontract:
b. Has been convicted under State or Federal statutes of embezzlement, theft,
forgery, bribery, falsification or destruction of records, receiving stolen property, or
other offense indicating a lack of business integrity or business honesty that
currently and seriously affects responsibility as a State contractor:
c. Has been convicted or has had a civil judgment entered for a violation under State
or Federal antitrust statutes:
d. Has violated contract provisions such as:
1) Known failure without good cause to perform in accordance with the
specifications or within the time limit provided in the contract; or
2) Failure to perform or unsatisfactory performance in accordance with terms of
one or more contracts;
e. Has violated ethical standards set out in law or regulation; and
f. Any other cause listed in regulations of the State of Delaware determined to be
serious and compelling as to affect responsibility as a State contractor, including
suspension or debarment by another governmental entity for a cause listed in the
regulations.
B. RFP Submissions
1. Acknowledgement of Understanding of Terms
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STATE OF DELAWARE
DIVISON OF PUBLIC HEALTH
By submitting a bid, each vendor shall be deemed to acknowledge that it has carefully
read all sections of this RFP, including all forms, schedules and exhibits hereto, and
has fully informed itself as to all existing conditions and limitations.
2. Proposals
To be considered, all proposals must be submitted in through Euna
Procurement (formerly Bonfire) at https://dhss.bonfirehub.com/ and respond
to the items outlined in this RFP.
The State reserves the right to reject any non-responsive or non-conforming
proposals.
Responses submitted by hard copy, mail, facsimile, or e-mail will not be
accepted.
All proposals must be submitted prior to 1:00 PM EDT on September 16,
2026.
PROPOSAL REQUIREMENTS
a. Proposals must be received before the Proposal Due Date and Time, as
identified in the Procurement Schedule for this RFP.
Responses received after the Proposal Due Date and Time will not be
accepted.
b. Upload your submission at: https://dhss.bonfirehub.com/
Important Notes:
* Logging in and/or uploading the file(s) does not mean the response is
submitted. Users must successfully upload all the file(s) and MUST click
the submit button before the proposal due date and time.
* Users will receive an email confirmation receipt with a unique
confirmation number once the submission has been finalized. This will
confirm that the proposal has been submitted successfully.
* Each submitted item of Requested Information will only become visible
to DHSS after the proposal due date and time.
* If the file is mandatory, you will not be able to complete your submission
until the requirement is met.
* Uploading large documents may take significant time depending on the
size of the file(s) and your Internet connection speed. The maximum
upload file size is 1000 MB.
* Minimum system requirements: Microsoft Edge, Google Chrome, or
Mozilla Firefox. Java Script must be enabled.
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STATE OF DELAWARE
DIVISON OF PUBLIC HEALTH
* Notarizations are no longer required.
Need Help? Please contact Euna Procurement (formerly Bonfire) directly at
Bonfire Hub, email to support.bonfire@eunasolutions.com, or call 1- 844-
226- EUNA (3862) press 1 for customer support/technical questions or issues
related to your submission. You can also visit their help forum at
https://customer.eunasolutions.com/public/s/contactsupport.
Any proposal submitted after the Deadline for Receipt of Proposals date will
not be accepted. The contents of any proposal shall not be disclosed as to be
made available to competing entities during the negotiation process.
Upon receipt of vendor proposals, each vendor shall be presumed to be
thoroughly familiar with all specifications and requirements of this RFP. The
failure or omission to examine any form, instrument or document shall in no
way relieve vendors from any obligation in respect to this RFP.
3. Proposal Modifications
Any changes, amendments or modifications to a proposal must be submitted through
Euna Procurement (formerly Bonfire) prior to the proposal due date. Changes,
amendments, or modifications to proposals shall not be accepted or considered after
the hour and date specified as the deadline for submission of proposals.
4. Proposal Costs and Expenses
The State of Delaware will not pay any costs incurred by any Vendor associated with
any aspect of responding to this solicitation, including proposal preparation, printing or
delivery, attendance at vendor's conference, system demonstrations or negotiation
process.
5. Proposal Expiration Date
Prices quoted in the proposal shall remain fixed and binding on the bidder at least
through March 31, 2028. The State of Delaware reserves the right to ask for an
extension of time if needed.
6. Late Proposals
Proposals submitted after the specified date and time will not be accepted by
the Euna Procurement (formerly Bonfire) Portal. Evaluation of the proposals is
expected to begin shortly after the proposal due date. To document
compliance with the deadline, the proposal will be date and time stamped upon
receipt by Euna Procurement (formerly Bonfire).
7. Proposal Opening
The State of Delaware will receive proposals via Euna Procurement (formerly
Bonfire) until the date and time shown in this RFP. Proposals will be opened in the
presence of State of Delaware personnel.
There will be no public opening of proposals, but a public log will be kept of the
names of all vendor organizations that submitted proposals. The contents of
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STATE OF DELAWARE
DIVISON OF PUBLIC HEALTH
any proposal shall not be disclosed in accordance with 29 Del. C. 10001, et
seq. ("FOIA").
8. Non-Conforming Proposals
Non-conforming proposals will not be considered. Non-conforming proposals are
defined as those that do not meet the requirements of this RFP. The determination of
whether an RFP requirement is substantive, or a mere formality shall reside solely
within the State of Delaware.
9. Concise Proposals
The State of Delaware discourages overly lengthy and costly proposals. It is the desire
that proposals be prepared in a straightforward and concise manner. Unnecessarily
elaborate brochures or other promotional materials beyond those sufficient to present
a complete and effective proposal are not desired. The State of Delaware's interest is
in the quality and responsiveness of the proposal.
10. Realistic Proposals
It is the expectation of the State of Delaware that vendors can fully satisfy the
obligations of the proposal in the manner and timeframe defined within the proposal.
Proposals must be realistic and must represent the best estimate of time, materials
and other costs including the impact of inflation and any economic or other factors that
are reasonably predictable.
The State of Delaware shall bear no responsibility or increase obligation for a vendor's
failure to accurately estimate the costs or resources required to meet the obligations
defined in the proposal.
11. Confidentiality of Documents
The State of Delaware and its constituent agencies are required to comply with the
State of Delaware Freedom of Information Act, 29 Del. C. 10001, et seq. ("FOIA").
FOIA requires that the State of Delaware's records are public records (unless
otherwise declared by FOIA or other law to be exempt from disclosure) and are subject
to inspection and copying by any person upon a written request. All proposals are
subject to FOIA's public disclosure obligations.
(Note: A FOIA request can be made via this link https://dhss.delaware.gov/foia/.
DHSS will comply with the request after the RFP has been awarded..)
The State of Delaware wishes to create a business-friendly environment and
procurement process. As such, the State respects the vendor community's desire to
protect its intellectual property, trade secrets, and confidential business information
(collectively referred to herein as "confidential business information"). Proposals must
contain sufficient information to be evaluated. If a vendor feels that they cannot submit
their proposal without including confidential business information, they must adhere to
the following procedure, or their proposal may be deemed unresponsive, may not be
recommended for selection, and any applicable protection for the vendor's confidential
business information may be lost.
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