Electronic Visit Verification Data Aggr, Validation, Compliance, & Oversight Svc

REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES
ELECTRONIC VISIT VERIFICATION (EVV) DATA AGGREGATION, VALIDATION,
COMPLIANCE, AND OVERSIGHT SERVICES
ISSUED BY THE DEPARTMENT OF HEALTH & SOCIAL SERVICES,
DIVISION OF MEDICAID AND MEDICAL ASSISTANCE
RFP NUMBER HSS-27-005
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TABLE OF CONTENTS
1. OVERVIEW ................................................................................................. 3
2. SCOPE OF SERVICES .................................................................................... 4
3. REQUIRED INFORMATION ............................................................................. 5
4. PROFESSIONAL SERVICES RFP ADMINISTRATIVE INFORMATION .......................... 5
5. CONTRACT TERMS AND CONDITIONS ........................................................... 16
6. RFP MISCELLANEOUS INFORMATION ........................................................... 34
7. ATTACHMENTS ......................................................................................... 35
APPENDIX A: MINIMUM MANDATORY SUBMISSION REQUIREMENTS ........ 47
APPENDIX B: TECHNICAL REQUIREMENTS ................................................ 48
APPENDIX C: REQUIRED FORMS ................................................................. 49
APPENDIX D: TEMPLATES/SAMPLE AGREEMENTS ..................................... 50
APPENDIX E: DELIVERABLE & MILESTONE COST SCHEDULE ..................... 51
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1. Overview
The State of Delaware Department of Health and Social Services, Division of Medicaid and Medical
Assistance, seeks professional services The purpose of this Request for Proposal (RFP) is to solicit
proposals from qualified contractors to provide Electronic Visit Verification (EVV) data aggregation,
validation, compliance, and oversight services for the Department of Health and Social Services
(DHSS), Division of Medicaid and Medical Assistance (DMMA), in compliance with the 21st Century
Cures Act (Cures Act) and applicable federal and state requirements. 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: June 24, 2026
Deadline for Questions: July 21, 2026, 4:30PM EDT
Mandatory Pre-Bid Meeting: August 4 2026, 1:00 PM EDT
Response to Questions Posted: August 25, 2026
Deadline for Receipt of Proposals: September 15 2026, 1:00 PM EDT
Estimated Notification of Award: November 30, 2026
Estimated Project Start Date: January 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.
1.1. Mandatory Prebid Meeting
A mandatory pre-bid meeting has been scheduled for August 4 2026, 1:00 PM EDT .
This is a mandatory meeting. If a Vendor does not attend this meeting, they shall be disqualified and
shall not be considered for further evaluation.
________________________________________________________________________________
Microsoft Teams meeting
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Meeting ID: 278 519 347 903 663
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________________________________________________________________________________
Questions may be submitted no later than July 21, 2026.
All inquiries must be submitted in the Q/A section of the project listing in the Euna Procurement
(formerly titled Bonfire) Portal.
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 by August 25, 2026.
2. Scope of Services
In response to the EVV requirements outlined in the Cures Act, DMMA previously implemented an Open
Vendor / Open Choice EVV model, under which the State offered an optional EVV visit capture system
while also allowing providers to use their own EVV solutions. Over time, providers statewide
transitioned to using independently selected EVV systems that best met their operational needs,
resulting in minimal utilization of the State-provided EVV capture solution.
Based on this experience, and to align policy with current provider practice, DMMA is transitioning to
a Provider Choice EVV model. Under this model, providers will continue to select, contract with, and
operate their own EVV visit capture systems, while the State will centrally manage EVV data
aggregation, validation, compliance monitoring, reporting, and integration with Medicaid systems.
Accordingly, DMMA is seeking a Contractor to implement and operate a statewide EVV aggregation
and oversight platform. The selected Contractor will not provide a provider-facing EVV visit capture
solution. Instead, the Contractor will support the receipt of EVV data from multiple third-party EVV
systems, normalize and validate that data in accordance with DMMA-defined standards, and support
program integrity, compliance, reporting, and claims-related business processes, including sending
pertinent data to the state to facilitate federal T-MSIS reporting.
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The solution must be flexible, scalable, and interoperable, capable of supporting multiple EVV
vendors, service delivery models (including member-directed services), Medicaid populations, and
delivery settings, while ensuring compliance with the Cures Act and minimizing administrative burden
on providers and members
Full SOW found in Appendix B. Please see below
3. 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.
3.1. Minimum Requirements
a. Provide Delaware license(s) and/or certification(s) necessary to perform services as identified
in the scope of work.
b. 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.
c. 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.
d. Complete all appropriate attachments and forms as identified within the RFP.
e. 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
5.7.8, Insurance.
3.2. General Evaluation Requirements
a. Experience in CMS Certification.
b. Familiarity and experience creating and running similar projects.
c. Performance including timeliness, company oversight, and on-going project support and
maintenance.
d. Qualified and experienced professionals in Medicaid Enterprise Systems.
e. References.
f. Other criteria necessary for a quality cost-effective project
4. Professional Services RFP Administrative Information
4.1. RFP Issuance
4.1.1. Public Notice
Public notice has been provided in accordance with 29 Del. C. 6981.
4.1.2. Obtaining Copies of the RFP
This RFP is available in electronic form through the State of Delaware Procurement website and
on Euna Procurement (formerly Bonfire).
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Paper copies of this RFP will not be available.
4.1.3. 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.
4.1.4. RFP Designated Contact
All requests, questions, or other communications about this RFP shall be made through Euna
Procurement (formerly Bonfire).
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:
Samantha Somers
Management Analyst III
Samantha.Somers@Delaware.gov
Contracts, Management and Procurement Contact:
Eddie Mui
Management Analyst III
DHSS_DMS_DMSProcure@Delaware.gov
4.1.5. 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.
4.1.6. 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.
4.1.7. 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.
4.1.8. Exclusions
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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.
4.2. RFP Submissions
4.2.1. Acknowledgement of Understanding of Terms
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.
4.2.2. Proposals
To be considered, all proposals must be submitted in through Euna Procurement (formerly
Bonfire) 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 September 15 2026, 1:00 PM EDT.
4.2.3. 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 Euna Procurement.
4.2.4. Important Notes:
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a. 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.
b. 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.
c. Each submitted item of Requested Information will only become visible to DHSS after
the proposal due date and time.
d. If the file is mandatory, you will not be able to complete your submission until the
requirement is met.
e. 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.
f. Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox.
Java Script must be enabled.
g. Notarizations are no longer required.
Need Help? Please contact Euna Procurement (formerly Bonfire) directly at through the following
options:
Bonfire Hub
Customer Hub
Email
Telephone: mailto:support.bonfire@eunasolutions.com1-844-226-EUNA (3862) - Press 1
for customer support, technical questions, or issues related to your submission.
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.
4.2.5. 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.
4.2.6. 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.
4.2.7. Proposal Expiration Date
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Prices quoted in the proposal shall remain fixed and binding on the bidder for the initial term of
the contract of five (5) years with five (5) optional one (1) year renewals. The State of Delaware
reserves the right to ask for an extension of time if needed.
4.2.8. 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).
4.2.9. 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 any proposal shall not be disclosed in
accordance with 29 Del. C. 10001, et seq. ("FOIA").
4.2.10. 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.
4.2.11. 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.
4.2.12. 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.
4.2.13. 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
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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.
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.
In order to allow the State to assess its ability to protect a vendor's confidential business
information, vendors will be permitted to designate appropriate portions of their proposal as
confidential business information.
Vendor(s) may submit portions of a proposal considered to be confidential business information
in separate file(s) identified as "Confidential Business Information" and include the specific RFP
number. The file must contain a letter from the vendor's legal counsel describing the documents
in the file, representing in good faith that the information in each document is not "public record"
as defined by 29 Del. C. 10002, and briefly stating the reasons that each document meets the
said definitions.
Upon receipt of a proposal accompanied by such separate file(s), the State of Delaware will open
the file to determine whether the procedure described above has been followed. A vendor's
allegation as to its confidential business information shall not be binding on the State. The State
shall independently determine the validity of any vendor designation as set forth in this section.
Any vendor submitting a proposal or using the procedures discussed herein expressly accepts the
State's absolute right and duty to independently assess the legal and factual validity of any
information designated as confidential business information. Accordingly, vendor(s) assume the
risk that confidential business information included in a proposal may enter the public domain.
4.2.14. Multi-Vendor Solutions (Joint Ventures)
Multi-vendor solutions (joint ventures) will be allowed only if one of the venture partners is
designated as the "Prime Contractor". The "Prime Contractor" must be the joint venture's contact
point for the State of Delaware and be responsible for the joint venture's performance under the
contract, including all project management, legal and financial responsibility for the
implementation of all vendor systems. If a joint venture is proposed, a copy of the joint venture
agreement clearly describing the responsibilities of the partners must be submitted with the
proposal. Services specified in the proposal shall not be subcontracted without prior written
approval by the State of Delaware, and approval of a request to subcontract shall not in any way
relieve Vendor of responsibility for the professional and technical accuracy and adequacy of the
work. Further, vendor shall be and remain liable for all damages to the State of Delaware caused
by negligent performance or non-performance of work by its subcontractor or its sub-
subcontractor.
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