BPM006969_Sole_Source_Notification_-_CAREWare_Development_Consulting.pdf

PLANNING & OPERATIONS

Katie Hobbs | Governor Sheila Sjolander |

Interim Director

150 North 18th Avenue, Suite 530, Phoenix, AZ 85007-3247 P | 602-542-1025 F | 602-542-0883 W | azhealth.gov

Health and Wellness for all Arizonans

July 31, 2025

Sole Source Notification

Purpose

Sole Source Definition: The term “sole source procurement” means a material or service procured without competition when:

1. There is only a single source for the material or service, or

2. No reasonable alternative source exists.

In accordance with the Revised Arizona Procurement Code, Revised April 2025, Arizona Revised Statute (A.R.S.) § 41-2536, R2-7-E301 Sole Source Procurements, the procurement office shall send notice to registered vendors on the electronic system to invite comments on the sole-source request for three (3) working days.

This request is an opportunity for Suppliers to acknowledge the requested CAREWare Development Consulting can be provided. Interested firms or individuals may identify their interest and capability to respond to the requirement by submitting in writing their name, address, point of contact, telephone number, email, and a statement regarding the capability to provide the specified procurement. Interested firms will be considered only if they respond with clear and convincing documentation that they are capable of meeting or exceeding the requirements stated herein. All responses received within the published time frame will be reviewed.

Summary: You are receiving this notification because your Organization has designated the Arizona Procurement Portal (APP) Commodity Code of 81112205 – Database Management System Software Maintenance as an area of service that your Organization may be able to provide. The Arizona Department of Health Services (ADHS) is verifying a Sole Source service with a contractor that shall act as the single point of contact to which all requests for services are submitted.

If you require assistance logging into the APP, such as with the retrieval of your Supplier user name and/or password, please contact the APP Help Desk directly at (602) 542-7600, option 1, or via email at app@azdoa.gov Monday through Friday from 8:00 am to 5:00 p.m. local Arizona time. For additional instructions on submitting your response, you may also visit the State Procurement Office’s Quick Reference Guides (QRGs) at https://spo.az.gov/app/supplier/QRG.

Notices

The Arizona Department of Health Services (ADHS) anticipates entering into a five (5) year Sole Source Contract with jProg to provide CAREWare Development Consulting. The total contract spend is estimated to be $1,250,000.00.

https://spo.az.gov/app/supplier/QRG

Katie Hobbs | Governor

Sheila Sjolander |

150 North 18th Avenue, Suite 500, Phoenix, AZ 85007-3247

Background and Justification for Sole Source

The mission of the Arizona Department of Health Services (ADHS) Office of Human Immunodeficiency Virus (HIV) & Hepatitis C Services (OHHS), Ryan White Part B HIV Care and Services Program (RWPB) is to end Arizona’s HIV Epidemic by quickly linking clients to HIV medical care and supporting viral load suppression for all Ryan White clients. The Arizona Ryan White Part B Program provides services to eligible clients residing in all counties of Arizona.

Services to be provided under this Contract are fully funded through the Ryan White HIV/Acquired Immunodeficiency Syndrome (AIDS) Treatment Extension Act of 2009, formerly known as the Ryan White HIV/AIDS Treatment Modernization Act of 2006, administered by the Health Resources Services Administration (HRSA), HIV/AIDS Bureau (HAB). The ADHS Office of HIV & Hepatitis C Services has the responsibility for administering the Ryan White HIV/AIDS Treatment Extension Act of 2009 administered by the HRSA, HIV/AIDS Bureau (HAB) Ryan White funding.

As part of administering the Ryan White Part B Program ADHS is responsible for administering the data systems and conducting data reporting to HRSA for all of the activities funded by Ryan White Part B. ADHS uses a complex network of applications that interface with the HRSA-provided reporting database, CAREWare.

ADHS has identified a need to simplify and improve the management of data required by HRSA. To that end ADHS has identified the need to work directly with jProg, HRSA’s sole contracted vendor to develop and support CAREWare, to directly build the data management requirements ADHS has into the CAREWare system and directly connect the CAREWare database to our client application system, the Ryan White Portal. ADHS has the requirement that we build in reports we require for external organizations and our own internal management of HRSA data directly into CAREWare.

ADHS’s objective is to simplify and improve data management of HRSA required client data through the centralization of all current data management and reporting activities directly into CAREWare.

Proposed Scope of Work

The purpose of this contract is to leverage jProg’s experience and abilities to assist ADHS in ADHS building required functionality for Ryan White Part B and ADAP program data management and reporting directly into CAREWare.

1. General Requirements

The Contractor shall:

1.1. Provide technical assistance in ADHS to ensure the following use cases can be managed directly in CAREWare.

1.2. Assist with ADHS developing ADHS user capacity and assist ADHS with conducting a landscape analysis of the existing data management and reporting setups including data systems that interface with CAREWare and document with the deliverables listed below.

These deliverables should target Arizona Ryan White, ADAP and Hepatitis C Services and include and is not limited to the following applications; Ryan White Integrated Statewise

Eligibility (RWISE), Part A/B; including Part C Module, ACA Queue, Acuity Scale, Hepatitis C module, MBM, Pharmacy, Rapid Start, Grants Management System (GMS), CAREWare, Ryan White Portal (RWP).

1.2.1. Assist in understanding CAREWare data, code, workflows, data flows, functionality and dependencies.

1.2.2. Assist with mapping, integrations and access points (API documentation) of CAREWare system and the ADHS applications that integrate with CAREWare.

1.2.3. Assist with providing training on how CAREWare GMS works and have capacity to configure, update and change parameters with minimal to no external assistance.

1.2.4. Assist in creating a comprehensive list of all functions that are managed in the ADHS systems and support needed by ADHS in managing those functions in CAREWare or RWP.

1.2.5. Assist in rewriting ADHS CAREWare code that is inefficient, deprecated, redundant or reworkable.

1.2.6. Assist in creating a plan for ADHS and contract staff to learn how to do all of those functions and take over those functions.

1.2.7. Assist in transitioning data requests into pre-built custom reports and simplifying data manipulation and cleanup required for these reports.

1.2.8. Assist in reviewing current customizations that can be re-mapped to existing or new CAREWare data elements and eliminate where able.

1.2.9. Assist in understanding and “Train the Trainer” for subrecipient support.

1.3. Assist ADHS with addressing all development requirements with the aim of integrating functionality directly into CAREWare. If direct coding into CAREWare is not feasible, the Contractor will assist ADHS in creating alternative business solutions. This will include the successful implementation and integration with CAREWare, as well as capacity building to provide ongoing management and support for all functionality.

1.4. Support ADHS in integrating all reporting functions and needs into CAREWare. This will include provisions for custom data field collections through integrated applications to meet all HRSA, CDC, state-level, ad-hoc, and custom reporting requirements and needs.

Additionally, the Contractor will develop the capacity for ADHS to run, update, and maintain these functions independently, without external assistance. If SQL databases are used to clean and manipulate data, the Contractor will assist in simplifying the need for data manipulation and build ADHS’s understanding of how those queries are run and coordinated into CAREWare.

1.4.1. Assist ADHS to build all required reporting infrastructure into CAREWare so these reports can all be run directly from CAREWare:

1.4.1.1. Ryan White Services Report (RSR).

1.4.1.2. ADAP Data Report (ADR).

1.4.1.3. Program Terms Report (PTR).

1.4.1.4. Priority Setting and Resource Allocation (PRSA).

1.4.1.4.1. For Ryan White Part A:

1.4.1.4.1.1. Ensuring to accommodate individual

service and unit breakouts for GMS and meet all requirements for service unit reporting for PSRA.

1.4.1.5. Annual Progress Reports.

1.4.1.6. Eligibility Disenrollment report.

1.4.1.7. Ninety (90) day no fill report for ADAP.

1.4.1.8. NASTAD Annual Report.

1.4.1.9. All reports needed for conducting required site visits and monitoring activities.

1.4.1.10. Reports for ADAP prescription drug fill monitoring.

1.4.1.11. Ryan White Part B and ADAP service utilization.

1.4.1.12. Reports for clinical quality management and quality improvement activities.

1.4.1.13. Reports for hepatitis C data to care activities.

1.4.1.14. Reports for HIV data to care activities.

1.4.1.15. Reports for Syphilis data to care activities.

1.5. Assist ADHS in understanding and completing data imports into CAREWare. This includes providing training and guidance on the data import processes, ensuring accurate and efficient transfer of data into the system. The Contractor will also offer support in troubleshooting any issues that may arise during the import process, and ensure that ADHS staff are equipped with the knowledge and tools necessary for ongoing data import tasks.

1.5.1. Pharmacy data imports.

1.5.2. Electronic Healthcare Record data imports into CAREWare from subrecipients.

1.5.2.1. A handful of providers share files with TriYoung to process record linelist. (I am guessing there might be some ACCESS tool to help convert the file to match the upload template in CAREware).

1.5.3. eHARS CAREWare data import.

1.6. Assist with ADHS integrating Ryan White Portal functions with CAREWare.

1.7. Assist with Ryan White Portal Integration into CAREWare

1.8. Integrate databases and applications currently utilized to interface with CAREWare into CAREWare proper or into the Ryan White Portal and if the latter ensuring that the portal communicates required data elements to CAREWare for HRSA reporting

1.9. Assist with updates to Custom Drop-Downs across the various agency domains and Ryan

White Integrated Statewide Eligibility (RWISE) for Eligibility

1.10. RWISE only calculated fields include:

1.10.1. Fields that are only editable/available in RWISE (Affordable Care Act fields in particular).

1.10.2. Medical Benefits Management App fields.

1.10.3. Ryan White Part A/B fields.

1.10.4. Different queue tables in Part A/B, RWISE (ACA MBM & ACA CM queue etc.).

1.10.5. Pharmacy app fields.

1.10.6. Pharmacy data uploaded by TriYoung. Understand the Microsoft ACCESS tool.

1.10.7. Ability to add referrals via the Ryan White Portal.

1.11. Assist ADHS in understanding all things related to CAREWare user and domain permissions including:

1.11.1. Supporting ADHS in understanding the existing structure of CAREWare user and domain permissions.

1.11.2. Providing insight into the current processes for managing permissions and suggesting improvements as needed.

1.11.3. Maintaining and enhancing current processes to improve control over user and domain permissions.

1.11.4. Facilitating user group management and creation, ensuring proper role assignments and permissions are applied.

1.11.5. Analyzing and maintaining the relationship between CAREWare user groups and their impacts on other integrated applications.

1.11.6. Building, mapping, and maintaining user group controls to ensure a seamless transition, validating that all user and domain permissions are configured to maintain operational continuity.

1.11.7. Aligning permissions with organizational needs to support a smooth transition away from RWISE.

1.11.8. Assisting in setting up and adding new agency domains and ensure new domains are configured with appropriate system permissions to support operational needs.

1.11.9. Developing comprehensive documentation for transparency and future reference.

1.12. Assist ADHS with any legacy data migration activities from RWISE to CAREWare, migrating legacy data and files currently only in RWISE into CAREWare and RWP as needed, including:

1.12.1. Assisting ADHS with identifying and extracting legacy data and files currently stored exclusively in RWISE.

1.12.2. Mapping legacy data structures to align with CAREWare and RWP schema requirements.

1.12.3. Overseeing the secure transfer of files and data from RWISE to CAREWare and

RWP.

1.12.4. Conducting rigorous testing to ensure all migrated data functions correctly in the new systems.

1.12.5. Document the migration process for transparency and future reference.

1.13. Assist with all activities related to eligibility and client communications that are coordinated with Ramsell Corporation, including:

1.13.1. Building the functionality into CAREWare directly or integrating in another way to be completed within RWP, including:

1.13.1.1. Generating and reporting letters for client communications.

1.13.1.2. Having the ability to update letter verbiage/format Creation and update.

1.13.1.3. File Creation and transfer to Ramsell for Mailing house distribution.

1.13.2. Ensuring client Ramsell Cards can be created and managed either from within

CAREWare or RWP, including:

1.13.2.1. File export that can be sent to Ramsell.

1.13.1.2. Ramsell Eligibility File Transfer (from RWP to Ramsell).

1.14. Assist with all activities related to eligibility and client communications that is coordinated with Ramsell Corporation, including:

1.14.1. Assist with building the functionality into CAREWare directly or integrating in another way to be completed within RWP, including:

1.14.1.1. Generating and reporting letters for client communications.

1.14.1.2. The ability to update letter verbiage/format Creation and update.

1.14.1.3. File Creation and transfer to Ramsell for Mailing house distribution.

1.14.2. Assist with ensuring client Ramsell Cards can be created and managed either from within CAREWare or RWP, including:

1.14.2.1. File export that can be sent to Ramsell.

1.14.2.2. Ramsell Eligibility File Transfer (from RWP to Ramsell).

1.15. Assist with ensuring systems are HRSA, Data compliant and meet all required regulatory requirements.

1.16. Provide all knowledge to support ADHS’s in interfacing with ADHS systems.

1.17. Be able to fully implement the program within thirty (30) days of notice of award.

1.18. Provide hosting services for the ADHS CAREWare database.

The commenting period shall open on August 1, 2025 and will close at 3:00 pm (Arizona time) on August 5, 2025.

NOTE: NO RESPONSES WILL BE ACCEPTED AFTER AUGUST, 5, 2025, AT 3:00 P.M. LOCAL

ARIZONA TIME

All comments shall be entered within the State’s eProcurement System, APP at www.app.az.gov. For additional instructions on submitting your response, you may also contact the APP Helpdesk at (602) 542-http://www.app.az.gov/

7600 or visit the State Procurement Office’s Quick Reference Guides (QRGs) at https://spo.az.gov/app/supplier/QRG.

Response: In the event that your organization is able to provide the requested CAREWare Development Consulting described, please respond to Solicitation BPM006969: CAREWare Development Consulting via the State of Arizona’s online e-procurement system, APP, at www.appstate.az.gov. Provide a response to the Sole Source Procurement Request, in a separate document, and upload to the Technical Questionnaire tab to enable the review process to be handled efficiently. Responses are due by August 5, 2025 at 3:00 p.m. Local Arizona time.

Kailee Gray Senior Procurement Specialist Phone: (480) 392-4154 Email: kailee.gray@azdhs.gov https://spo.az.gov/app/supplier/QRG mailto:kailee.gray@azdhs.gov