RFP 2026-1600-0062 - AK Opioid Treatment Prog Central Reg_9.5.25.pdf

1 Rev. 02/20

STATE OF ALASKA

REQUEST FOR PROPOSALS

OFFERORS ARE NOT REQUIRED TO RETURN THIS FORM.

IMPORTANT NOTICE: IF YOU RECEIVED THIS SOLICITATION FROM THE STATE OF ALASKA’S “ONLINE PUBLIC NOTICE”

WEB SITE, YOU MUST REGISTER WITH THE PROCUREMENT OFFICER LISTED IN THIS DOCUMENT TO RECEIVE

NOTIFICATION OF SUBSEQUENT AMENDMENTS. FAILURE TO CONTACT THE PROCUREMENT OFFICER MAY RESULT

IN THE REJECTION OF YOUR OFFER.

ISSUED BY:

DEPARTMENT OF HEALTH

DIVISION OF BEHAVIORAL HEALTH

PRIMARY CONTACT:

ANNALISA HAYNIE

PROCUREMENT OFFICER

ANNALISA.HAYNIE@ALASKA.GOV

ALASKA OPIOID TREATMENT PROGRAM CENTRAL REGISTRY

RFP 2026-1600-0062

ISSUED SEPTEMBER 5, 2025

THE ALASKA DEPARTMENT OF HEALTH (DOH), DIVISION OF BEHAVIORAL HEALTH (DBH) IS SOLICITING

PROPOSALS FROM CONTRACTORS TO CREATE A STATEWIDE CENTRAL REGISTRY FOR OPIOID TREATMENT

PROGRAMS (OTP) TO STREAMLINE THE VERIFICATION OF DUAL ENROLLMENTS AND IMPROVE COORDINATION

AMONG CLINICS.

STATE OF ALASKA – REQUEST FOR PROPOSALS RFP 2025-1600-0062

TABLE OF CONTENTS

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.04 MANDATORY REQUIREMENTS

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.07 RETURN INSTRUCTIONS

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

SEC. 1.09 AMENDMENTS TO PROPOSALS

SEC. 1.10 AMENDMENTS TO THE RFP

SEC. 1.11 RFP SCHEDULE

SEC. 1.12 ALTERNATE PROPOSALS

SEC. 1.13 NEWS RELEASES

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 GOALS AND OBJECTIVES

SEC. 3.02 SCOPE OF WORK

SEC. 3.03 DELIVERABLES

SEC. 3.04 TIMELINE

SEC. 3.05 HIPAA SECURITY ASSESSMENT REQUIREMENTS

SEC. 3.06 INTENT TO PROPOSE AND NON-DISCLOSURE AGREEEMENT (NDA)

SEC. 3.07 HIPAA AND HITECH INFORMATION SECURITY AGREEMENT (ISA)

SEC. 3.08 INFORMATION TECHNOLOGY (IT) RELATED CONTRACTUAL REQUIREMENTS

SEC. 3.09 CONTRACT TERM AND WORK SCHEDULE

SEC. 3.10 CONTRACT TYPE

SEC. 3.11 PAYMENT PROCEDURES

SEC. 3.12 CONTRACT PAYMENT

SEC. 3.13 ELECTRONIC PAYMENTS

SEC. 3.14 LOCATION OF WORK

SEC. 3.15 SUBCONTRACTORS

SEC. 3.16 JOINT VENTURES

SEC. 3.17 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 3.18 F.O.B. POINT

SEC. 3.19 CONTRACT PERSONNEL

SEC. 3.20 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 3.21 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

SEC. 3.22 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 3.23 INDEMNIFICATION

SEC. 3.24 INSURANCE REQUIREMENTS

SEC. 3.25 TERMINATION FOR DEFAULT

SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 RFP SUBMITTAL FORMS

SEC. 4.02 SPECIAL FORMATTING REQUIREMENTS

SEC. 4.03 OFFEROR INFORMATION AND CERTIFICATIONS (SUBMITTAL FORM A)

SEC. 4.04 TECHNICAL APPROACH AND SYSTEM DESIGN (SUBMITTAL FORM B)

SEC. 4.05 COMPLIANCE AND SECURITY (SUBMITTAL FORM C)

SEC. 4.06 FUNCTIONALITY AND FEATURES (SUBMITTAL FORM D)

SEC. 4.07 INTEROPERABILITY AND INTEGRATION (SUBMITTAL FORM E)

SEC. 4.08 IMPLEMENTATION PLAN AND TIMELINE (SUBMITTAL FORM F)

SEC. 4.09 TRAINING AND SUPPORT (SUBMITTAL FORM G)

SEC. 4.10 EXPERIENCE AND QUALIFICATIONS (SUBMITTAL FORM H)

SEC. 4.11 MANDATORY REQUIREMENTS (SUBMITTAL FORM I)

SEC. 4.12 DOH IT CONTRACTUAL REQUIREMENTS (SUBMITTAL FORM J)

SEC. 4.13 SUBCONTRACTORS (SUBMITTAL FORM K)

SEC. 4.14 COST PROPOSAL (SUBMITTAL FORM L)

SECTION 5. EVALUATION CRITERIA AND CONTRACTOR SELECTION

SEC. 5.01 SUMMARY OF EVALUATION PROCESS

SEC. 5.02 EVALUATION CRITERIA

SEC. 5.03 SCORING METHOD AND CALCULATION

SEC. 5.04 TECHNICAL APPROACH AND SYSTEM DESIGN

SEC. 5.05 COMPLIANCE AND SECURITY

SEC. 5.06 FUNCTIONALITY AND FEATURES

SEC. 5.07 INTEROPERABILITY AND INTEGRATION

SEC. 5.08 IMPLEMENTATION PLAN AND TIMELINE

SEC. 5.09 TRAINING AND SUPPORT

SEC. 5.10 EXPERIENCE AND QUALIFICATIONS

SEC. 5.11 DEMONSTRATION

SEC. 5.12 CONTRACT COST (COST PROPOSAL)

SEC. 5.13 APPLICATION OF PREFERENCES

SEC. 5.14 ALASKA BIDDER PREFERENCE

SEC. 5.15 ALASKA VETERAN PREFERENCE

SEC. 5.16 ALASKA MILITARY SKILLS PROGRAM PREFERENCE

SEC. 5.17 ALASKA OFFEROR PREFERENCE

SEC. 5.18 COST REASONABLENESS

SEC. 5.19 CONTRACT NEGOTIATIONS

SEC. 5.20 OFFEROR NOTIFICATION OF SELECTION

SECTION 6. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 6.01 INFORMAL DEBRIEFING

SEC. 6.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 6.03 STANDARD CONTRACT PROVISIONS

SEC. 6.04 BUSINESS ASSOCIATE AGREEMENT (BAA)

SEC. 6.05 QUALIFIED OFFERORS

SEC. 6.06 PROPOSAL AS PART OF THE CONTRACT

SEC. 6.07 ADDITIONAL TERMS AND CONDITIONS

SEC. 6.08 HUMAN TRAFFICKING

SEC. 6.09 RIGHT OF REJECTION

SEC. 6.10 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 6.11 DISCLOSURE OF PROPOSAL CONTENTS

SEC. 6.12 ASSIGNMENT

SEC. 6.13 SEVERABILITY

SEC. 6.14 SUPPLEMENTAL TERMS AND CONDITIONS

SEC. 6.15 SOLICITATION ADVERTISING

SEC. 6.16 SITE INSPECTION

SEC. 6.17 CLARIFICATION OF OFFERS

SEC. 6.18 DISCUSSIONS WITH OFFERORS

SEC. 6.19 FEDERALLY IMPOSED TARIFFS

SEC. 6.20 PROTEST

SECTION 7. ATTACHMENTS

SEC. 7.01 ATTACHMENTS

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SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

The Department of Health (DOH), Division of Behavioral Health (DBH), is soliciting proposals from contractors to create a statewide central registry for opioid treatment programs (OTPs) to streamline the verification of dual enrollment and improve coordination among clinics. This initiative responds to the growing demand for OTP services in Alaska, the need to prevent patients from enrolling in multiple programs, and the current unsustainable manual verification methods. The proposed registry will enhance patient safety, reduce diversion risk, and support continuity of care during emergencies by managing patient dosing and clinic operation information. All solutions must comply with current federal guidelines which are subject to change at any time.

SEC. 1.02 BUDGET

The Department of Health (DOH), Division of Behavioral Health (DBH), estimates a budget of between $450,000.00 and $500,000.00 dollars for completion of this project. Proposals priced at more than $500,000.00 will be considered non-responsive.

Approval or continuation of a contract resulting from this RFP is contingent upon legislative appropriation or federal funding received beyond the initial anticipated term.

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

Proposals must be received no later than 5:00PM prevailing Alaska Time on October 20,2025. Late proposals or amendments will be disqualified and not opened or accepted for evaluation.

SEC. 1.04 MANDATORY REQUIREMENTS

To be considered responsive for this RFP, an offeror must meet the mandatory minimum experience requirements that are provided in Submittal Form I – Mandatory Requirements. Failure to meet all these requirements will result in immediate disqualification.

SEC. 1.05 REQUIRED REVIEW

Offerors should carefully review this solicitation for defects and questionable or objectionable material.

Comments concerning defects and questionable or objectionable material should be made in writing and received by the procurement officer at least ten days before the deadline for receipt of proposals. This will allow time for the issuance of any necessary amendments. It will also help prevent the opening of a defective proposal and exposure of the offeror’s proposals upon which award could not be made.

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

All questions must be in writing and directed to the procurement officer at least ten days before the deadline for receipt of proposals. The interested party must confirm telephone conversations in writing.

Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the RFP. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the RFP. The procurement officer will make that decision.

SEC. 1.07 RETURN INSTRUCTIONS

Offerors must submit their proposals via email. The technical proposal and cost proposal must be saved as separate documents and emailed to doh.procurement.proposals@alaska.gov as separate, clearly labeled attachments. The email must contain the RFP number in the subject line.

mailto:doh.procurement.proposals@alaska.gov

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The maximum size of a single email (including all text and attachments) that can be received by the state is 25mb (megabytes). If the email containing the proposal exceeds this size, the proposal must be sent in multiple emails that are each less than 25 megabytes.

Please note that email transmission is not instantaneous. Similar to sending a hard copy proposal, if you are emailing your proposal, the state recommends sending it ahead of time to ensure the email is delivered by the deadline for receipt of proposals.

It is the offeror’s responsibility to contact the above email address to confirm that the proposal has been received.

The state is not responsible for unreadable, corrupt, or missing attachments.

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

Offerors with a disability may receive accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the procurement officer no later than ten days prior to the deadline for receipt of proposals.

SEC. 1.09 AMENDMENTS TO PROPOSALS

Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted after the deadline unless they are in response to the state's request in accordance with 2 AAC 12.290.

SEC. 1.10 AMENDMENTS TO THE RFP

If an amendment is issued before the deadline for receipt of proposals, it will be provided to all who were notified of the RFP and to those who have registered with the procurement officer after receiving the RFP from the State of Alaska Online Public Notice website.

After receipt of proposals, if there is a need for any substantial clarification or material change in the RFP, an amendment will be issued. The amendment will incorporate the clarification or change, and a new date and time established for new or amended proposals. Evaluations may be adjusted as a result of receiving new or amended proposals.

SEC. 1.11 RFP SCHEDULE

RFP schedule set out herein represents the state’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of proposals, is delayed, the rest of the schedule may be shifted accordingly. All times are Alaska Time.

ACTIVITY TIME DATE

Issue Date / RFP Released 9/5/25 Deadline to Submit Questions 10/10/25 Deadline for Receipt of Proposals / Proposal Due Date 5:00PM 10/20/25 Technical Proposal Evaluations Complete 11/3/25 Demonstration Evaluation Complete 11/13/25 Notice of Intent to Award 11/14/25 Contract Issued 11/24/25

This RFP does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Health, or the Commissioner's designee. Upon written notice to the contractor, the state may set a different starting date for the contract. The state will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.

7 Rev. 02/20

SEC. 1.12 ALTERNATE PROPOSALS

Offerors may only submit one proposal for evaluation. In accordance with 2 AAC 12.830 alternate proposals (proposals that offer something different than what is asked for) will be rejected.

SEC. 1.13 NEWS RELEASES

News releases related to this RFP will not be made without prior approval of the project director.

8 Rev. 02/20

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

The Department of Health, Division of Behavioral Health seeks to establish statewide central registry services for opioid treatment programs. Opioid treatment programs (OTPs) are certified by SAMHSA and are registered with the Drug Enforcement Administration (DEA) to administer or dispense opioid drugs for the treatment of opioid addiction. These programs are required to meet the federal expectations and standards found in Title 42 of the Code of Federal Regulations Part 8 (42 CFR 8). These regulations describe guidance for OTPs to develop and maintain diversion control plans to reduce the scope and significance of diversion. At minimum OTPs are required to address how they prevent patients from enrolling in treatment provided by more than one clinic or individual practitioner. An OTP, after obtaining patient consent, may contact other OTPS to verify that a patient is not enrolled in another OTP. To mitigate potential for dual enrollment, OTPs obtain consent from the patient at the time of enrollment to allow the OTP to coordinate care with other providers and to verify with other OTPs if patient is currently enrolled in another program. Currently OTPs in Alaska will fax or send verification to other OTPs to verify if there is dual enrollment. This method is not sustainable given the increase in patient enrollment in OTPs as well as the expansion of OTPs in Alaska. Currently there are 10 OTPs and one medication unit operating in Alaska, and their program census continues to increase with the impact of fentanyl use on the rise.

The Division of Behavioral Health wants to support OTPs’ efforts to ensure safety for individuals and communities by establishing efficiency in the verification of dual enrollment through the establishment of a central registry that will streamline this process. Additionally, the central registry will provide a platform and serve as a mechanism for managing patient dosing information and clinical information such as closures or dosing hours in the instances of natural disasters and other emergencies that impact clinic operations. The goals are to ensure safety and quality control to mitigate diversion and to provide mechanism for the opioid treatment programs that will allow them to safely continue their service provision including dosing during clinic closure emergencies, or natural disasters.

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SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 GOALS AND OBJECTIVES

The critical goals and objectives of the resultant contract are to ensure safety and quality control to mitigate diversion and to provide mechanism for the opioid treatment programs that will allow them to safely continue their service provision including dosing during clinic closure emergencies, or natural disasters.

The main objectives and outcomes of this work are as follows:

1. Dual Enrollment Prevention: Develop a secure, real-time system to identify and prevent dual enrollment of patients in multiple OTPs to reduce diversion and enhance patient safety.

2. Data Management and Access: Provide a centralized platform to store and manage patient treatment and dosing data, accessible only by authorized OTP staff under HIPAA-compliant protocols as well as the State Opioid Treatment Authority.

3. Interoperability and Integration: Ensure the registry integrates smoothly with existing electronic health record (EHR) systems to support seamless data exchange.

4. Emergency Preparedness and Continuity of Care: Include functionalities to track clinic operational status and support continued patient dosing and care coordination during emergencies such as natural disasters or temporary clinic closures.

5. User Access and Audit Control: Implement user authentication, role-based access, and audit logs to monitor access and ensure system integrity.

6. Compliance and Security: Adhere to all applicable federal and state laws and regulations, including the following State of Alaska regulations: 7 AAC &0.125 as well as the following federal regulations: 42 CFR Part 2, 42 CFR Part 8, HIPAA, and DEA requirements.

7. Scalability and Support: Design a system that can scale with growing OTP numbers and patient volumes and includes provisions for user training, system maintenance, and technical support.

SEC. 3.02 SCOPE OF WORK

The primary objective of the Alaska Opioid Treatment Program (OTP) Central Registry is to ensure continuity of care, improve patient safety, and prevent diversion of opioid use disorder medications such as methadone and buprenorphine. This system must meet several critical needs and address longstanding challenges specific to the state of Alaska, which include unique geographic, technological, and public health considerations.

Specific Requirements and Needs

Preventing Duplicate Enrollment Across Programs: The central registry must provide real-time verification to OTP providers to ensure that individuals are not enrolled in more than one OTP at the same time. This is essential for preventing overmedication, diversion, and misuse of controlled substances.

Ensuring Continuity of Care During Transitions: The system should enable authorized OTP and approved state health department staff to securely access and verify a patient’s treatment history and current medication dosage.

This is particularly important during emergencies, natural disasters, incarceration, hospitalization, or inter-facility transfers.

Supporting Emergency Response and Disaster Preparedness: Given Alaska’s vulnerability to extreme weather and infrastructure limitations in remote regions, the registry must be accessible during outages or limited internet connectivity. Offline capabilities, secure backup systems, and role-based access should be incorporated to ensure seamless access during crises.

Protecting Patient Privacy and Data Security: The registry must comply fully with 42 CFR Part 2 and HIPAA regulations, incorporating robust data encryption, strict access controls, and audit logs to ensure patient confidentiality and data integrity.

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Enabling Data Sharing Across Jurisdictions When Necessary: The system should support coordination with tribal health organizations, correctional health providers, and other approved partners to ensure safe and appropriate care, especially in communities served by both state and federal agencies.

Tracking and Monitoring Dispensed Medication: The registry must include a medication tracking function that accurately records medication dispensing data. This is essential for oversight, program evaluation, and the prevention of diversion or dosage errors.

Challenges to Be Addressed

Geographic and Technological Barriers: Many communities in Alaska are rural or remote, with limited access to high-speed internet or advanced IT infrastructure. The registry must be designed for low-bandwidth environments and include options for secure mobile or satellite-based access.

Staff Training and System Usability: The system must be user-friendly, intuitive, and supported by robust training resources to ensure successful adoption across facilities with varying levels of technical capacity.

Interoperability with Existing Systems: The registry should be designed for compatibility and potential integration with existing electronic health records (EHRs), Prescription Drug Monitoring Programs (PDMP), and correctional health systems, reducing the need for duplicate data entry and improving system efficiency.

Outcome: By addressing these requirements and challenges, the central registry will serve as a vital tool in improving patient care, enhancing public safety, and supporting the coordination and accountability of opioid treatment programs across Alaska. It will ensure that patients receive appropriate treatment without duplication, reduce risk of diversion, and improve the overall effectiveness and responsiveness of the state's substance use disorder treatment infrastructure.

SEC. 3.03 DELIVERABLES

The contractor will be required to provide the following deliverables:

3.03.1. General

1. Collect information from every Opioid Treatment Program (OTP) pertaining to the OTP name, site address, phone number and fax numbers as well as the name, email address and clinic web address of and title of at least the program sponsor, medical director, and if not program sponsor or medical director, the lead point of contact from each OTP facility. Further the Contractor shall review this information on a monthly and as needed basis in consultation with the State Opioid Treatment Authority (SOTA) at the Alaska Department of Health Division of Behavioral Health (Alaska DOH DBH) to ensure current and accurate information. This requirement is also applicable for any new Stationary Medication Unit (SMU) and Mobile Medication Units (MMU) that may be implemented during this contract period.

2. Ensure that at least two approved employees from every OTP will be able to register and will be the point of contact in case of a disaster or emergency.

3. Develop and maintain training materials for OTPs and OTP staff on the system features. These materials shall include but are not limited to online tutorials available on demand or downloadable for appropriate OTP and the SOTA. Training courses should also include live webinars with question-and-answer sessions. Additionally, these materials will be updated as necessary throughout the term of the contract.

4. Provide all required maintenance and support to the database and its application, including testing whenever upgrades/changes/improvements are made to ensure full system functionality and that the solution remains compliant with all federal and state security requirements

5. Develop the Registry User’s Manual and update it as system changes are incorporated, either by Alaska DOH request or via normal vendor system maintenance.

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6. Have the ability to alert and inform the SOTA and OTPs of actual OTP closings and/or impending closings due to emergencies, extreme weather conditions, disaster, or other unscheduled occurrences.

7. Meet with the SOTA on, at minimum, a monthly basis to discuss updates and troubleshoot any issues experienced by OTPs or the Registry, when necessary.

8. Have the ability to track the following data in the Registry specifically for MMU services and have reports available in the system: All MMU stops (locations of service), from which a stop a unique patient is receiving services aboard the MMU, and the last date the patient received their dose of medication.

3.03.2. Admissions

1. To admit a patient, an OTP must be able to sign into the Registry and input key patient identifying information.

This key data is used to determine whether the patient is currently enrolled or has been discharged from the OTP. The admission function performs the registration of new patients and readmission of eligible patients.

2. The contractor shall integrate with the current patient identification protocol and assign a permanent, unique random identification number is a valid one and is not associated with any other patient, active or inactive, known to the Registry. (Offerors should be aware that consecutive identification numbers cannot be assigned to new admissions).

3. Contractor must have an online web-based system capable of entering an admission utilizing the following patient data:

a. Last Name*

b. First Name*

c. Middle Initial

d. A.K.A. if applicable†

e. Gender*

f. Birth Date*

g. Mother’s First Name*

h. Program of Admission (Name and/or PRU number)*

i. Admission Date*

j. Zip Code of Patients Residence

k. Hospital number (if any)

a. Medicaid number (if any)

b. Social Security Number (Note: Failure or refusal to disclose SSN is not a cause for denial of service.)

c. Ethnicity (optional)

d. Type of Medication for Opioid Use Disorder (MOUD)*

e. Frequency of MOUD (including dates)*

f. Current dosing level*

g. Phone number (to be contacted in case of an emergency closure)*

4. The contractor must be able to collect the following facility information

a. Facility name

b. Facility address information

c. Facility phone number

d. Facility fax number

e. Contact person’s name

f. Contact person’s email address

g. Contact person’s phone number

5. The contractor must design, operate and maintain an online web-based database system capable of immediate search results using the key identifiers of the patients:

a. Last Name

b. First Name

* Denotes required fields to be filled in † Indicates required information.

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c. Birth Date

d. Mother’s First Name

e. Last four digits of SS#, as available

6. The contractor must be able to create a field of “consent” or “no consent” which controls the patient disclosure to the PDMP.

7. The contractor must design, operate and maintain a database system capable of producing one of the following three mutually exclusive search results:

a. No match is found in the Registry database. The patient is considered a new patient. A new registry identification number is assigned, and the patient is added to the Registry database and considered eligible for admission into an OTP.

b. A conditional match is found. The patient requesting treatment is listed as active and assumed to be receiving treatment at another OTP. This situation requires action by Registry staff to determine if the patient listed is in current treatment. Registry staff contacts the current listed program to determine if the patient is still being treated. If the patient is not in treatment the patient needs to be discharged by the OTP and admitted to the new OTP or transferred if the new OTP is under the same administration as the other OTP. If the patient is still in treatment, arrangements must be made to have the patient discharged by that OTP if appropriate or denied admission for treatment at the new OTP.

c. An unconditional match is found. The patient is in the database but currently inactive. The patient is admitted to the new OTP using an appropriate registry identification number.

3.03.3. Dosage Verification

1. The contractor shall collect and maintain patient name and other identifying information, medication type, and medication dosage information that allows OTP and SOTA at the Alaska DBH staff to verify patient medication and dosage levels in times of emergency and at other times as SOTA may require. This information will be updated by the OTP each time a dosage change occurs with an admitted patient.

2. Contractor shall operate and maintain an Online web-based medication dosage database system sufficient to support the following procedures:

a. Maintain specific critical fields to capture information on patients' dosing, including but not limited to: type of medication dispensed, date, time, amount of last dose, take home medication issued, etc.

b. Create an automated Online system that easily communicates between the Registry and the automated dosage systems of the OTPs that has the following functions:

i. Record current dosage information for all admitted patients at system start up.

ii. Retrieve/upload up-to-date medication dosing information to the Registry daily.

iii. Record dosage changes/adjustments made annually by Alaska State OTPs in a way that is usable in everyday as well as emergency situations.

iv. Enable OTP and Alaska DBH-approved staff to verify patient medication and dosing information through a secure online portal, including during disasters, emergencies, and guest dosing events. The system should include a medication tracking function to monitor and document medications dispensed by any OTP other than the patient’s primary program.

The system should provide information regarding the patient’s clinic of origin, guest dosing dates, and identify the alternate medication site(s).

v. Incorporate a mechanism to track patients utilizing mobile medication unit (MMU) services and which specific locations they are receiving services.

3.03.4. Transfers and Terminations

1. The contractor must demonstrate the ability to design, operate and maintain an online web-based database system sufficient to support the following procedures for patient terminations and transfers:

a. A termination requires the reporting of the following data:

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i. Registry Identification Number

ii. Termination Date (last date of service)

iii. Program Number

iv. Reason for Termination

v. Dosage at Termination

b. A transfer requires the reporting of the following data:

i. Registry Identification Number

ii. Old Program Number

iii. New Program Number

iv. Transfer Date (last date of service)

v. Dosage Date of Transfer

3.03.5. MMU Tracking

1. In addition to all information that must be submitted for admission, the Registry must have the ability to track and report out on individuals utilizing MMU services. Elements required to be collected from patients and reported to the SOTA are:

a. TrackID

b. Last Name

c. First Name

d. Birth Date

e. Mother's First Name

f. Last four digits of SS#, as available

g. Location patient seen [drop-down of locations provided by SOTA]

h. Received methadone dose on-site [yes/no]

i. If yes, Methadone dose in mg

i. Take-home doses given [n/a-28]

j. Received buprenorphine on-site [yes/no]

i. If yes, Buprenorphine dose in mg

ii. If yes, Buprenorphine formulation [injectable, sublingual]

k. Received individual counseling on-site [yes/no]

l. Received group counseling on-site [yes/no]

3.03.5. Operating Requirements

To ensure comprehensive operation of the Central Registry across the state of Alaska, the Contractor must:

1. Ensure the primary function of the registry is to maintain accurate and up-to-date records for all OTP patients who have been admitted, transferred or discharged from Alaska OTPs to ensure that a patient is not receiving OTP services from more than one program at one time.

2. Operate and maintain an online web-based database of accurate and up-to-date medication dosing information. This database shall support daily updating of patient dosing levels.

3. Maintain systems to support and complete admission/transfer/termination/correction transactions to be reported each month.

4. Provide a system that is accessible by all OTP programs for reporting Registry transactions.

5. Provide customer service Monday through Friday from 8:30 a.m. to 5:00 p.m. Alaska Time and have an

Online portal where OTPs can access the Registry at all times. During the term of the contract, circumstances (e.g., emergencies) may require a change to include emergency customer service hours to a seven day per week basis at the discretion of SOTA.

6. During an emergency, the Contractor must have customer service available; any closure outside of the federal legal holiday schedule must be approved by SOTA. The online web-based Registry must be operable at all times.

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7. Maintain systems capable of handling correctional facility admission and discharge updates annually.

8. Design, operate and maintain a database system sufficient to support the following procedures for data changes:

a. Corrections/Update. The OTP needs to change or update certain information already provided to the registry.

b. Data Entry Errors. An error was made when entering admission, termination, transfer or dosage information. SOTA or providers WILL NOT assume any costs resulting from contractor error.

9. Design, operate and maintain a registry which includes the following features:

a. Transaction Log. An electronic record of every transaction made to the system is maintained. This file provides an audit trail of daily activities and a statistical record.

b. Data Audit. The Password Access Code (PAC) of the OTP staff who entered the transaction(s), log time and patient record are maintained in a data file.

c. Online Security. For those providers that input directly into the registry, a software control must be provided to restrict data authorization to subsets of the database appropriate to that provider. All Online transactions must comply with applicable State and Federal confidentiality requirements including HIPAA, HIPAA Omnibus and 42 CFR Part 2.

d. Dosage Verification. The Contractor must maintain a system with current dosage information for all OTP patients that can be used in cases of emergency, patient displacement (i.e. when patients do not have access to their home clinic) and such other times as the SOTA may require.

10. Maintain sufficient staff, software and equipment to provide:

a. Database. The ability to successfully enter all data for a transaction(s) into the online database.

b. Electronic Transfer. The ability to electronically upload dosage and other related information from an OTP to the Contractor via the dispensing software system. Most OTPs in Alaska have automated dispensing systems and many OTPs have electronic health / medical records from where electronic information can be accessed. Alaska OTPs report using the following dispensing software:

i. Methasoft

ii. Methware

iii. SMART (TS Plus)

c. Electronic Transfer. The ability to electronically upload dosage and other related information from the Contractor to the Alaska Prescription Monitoring Program (PDMP) software.

11. Outputs are generated from the registry system which requires specific cycles and tight delivery deadlines.

Listed below are examples of requested outputs. The Contractor will ensure the capacity for Alaska DOH DBH to receive the following reports from the Registry system:

a. Daily Reporting for dosage and other related information to the AK PDMP

b. A Weekly Transaction List, by Program

c. A Quarterly Roster of Patients

d. Monthly Program Billings for Registry Services

e. Monthly Corrections/ Revisions Report

f. Monthly Patient Movement Report

g. Monthly Summary, Census by County of Residence, Patient Age and Gender

h. Weekly Utilization Report

i. Weekly, Monthly and Quarterly Dosing Reports; and

j. Guest Dosing Occurrence Reports

12. Disaster Preparedness – The Contractor is required to perform all services outlined in this section remaining operational and available during events foreseen and/or unforeseen including acts of God, man, or nature.

Additionally, the Contractor must provide/maintain some form of live communication during such an event.

13. Provide a monthly report to SOTA of all visits that occur on an MMU. The report shall include all data points as required by SOTA.

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3.03.6. PERFORMANCE STANDARDS

1. Registry Performance Standards. Significant system failures could adversely impact program functions.

The Contractor agrees to the following requirements designed to maintain an acceptable level of performance.

a. The registry must be fully operational within 24 weeks of the contract start date (this includes data conversion, risk assessment, staff training, registry configuration, OTP connectivity, testing and user acceptance testing, and all other necessary components).

b. The registry system must be available to all programs 24/7.

c. At the request of any program, the Contractor will supply, within five (5) working days after the end of any standard period, specified data elements for that program(s) specified by that program. This service may be initiated by any program with 30 days’ written notification.

d. The data in the system must be available using the reporting unit coding structure. The Alaska Department of Health Program Reporting Unit (PRU) is defined as a single environment within a particular modality at a specified location. Alaska DBH will provide the Contractor with a cross-reference list equating current program codes with Alaska DBH PRU codes.

e. The registry system must ensure historical continuity of case numbers by continuing to use current Vendor’s procedures for assignment of case numbers.

f. Must provide disaster recovery plans for automated and manual systems which will be implemented in the event of system failures that will allow the registry to function without interruption.

g. Must provide Alaska DBH on a monthly basis a copy of primary registry data files and a summary of registry activity, in an electronic format to be specified by Alaska DBH.

2. Other Requirements

a. At Alaska DBH’s request, the Contractor shall participate in a variety of professional activities related to the operation of the registry.

b. The Contractor shall conduct training and technical workshops for registry participants at no additional charge.

c. The Contractor shall attend meetings with Alaska DBH either in person or through video conference.

d. The Contractor shall provide Alaska DBH with the name of a specific contact person. Alaska DBH, in its discretion, reserves the right to request or require the reassignment of the contact person.

e. The Contractor shall provide Alaska DBH reports of dual enrollment and late discharges.

3. Title and Security of Data

a. The contractor, in coordination and collaboration, with Alaska DBH agrees to responds to requests to complete the Project Initiation Security Questionnaire.

b. The contractor agrees that all data collected and related documentation are the property of

Alaska DOH and shall be provided to Alaska DOH or its designee within ten days of the request.

c. The contractor agrees that any use of data collected for any purposes outside of those specified in this Request for Proposal is strictly forbidden unless with the express written consent of Alaska DBH.

d. All client information is confidential in accordance with applicable State and Federal confidentiality requirements including HIPAA, HIPAA Omnibus and 42 CFR Part 2. The Contractor shall institute measures to provide for security and confidentiality of data. The Offeror shall discuss, in their proposal, specific measures that will be instituted to provide for security and confidentiality of data. These measures must include implementation of the personal, access, and technical controls dictated by the data classification of this repository. The classification, at a minimum, would be rated as medium to high confidentiality, high integrity and high availability.

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e. The Contractor and or employees may be subject to termination for any unauthorized release of registry information, or violation of applicable State and Federal confidentiality requirements including HIPAA, HIPAA Omnibus and 42 CFR Part 2, "Confidentiality of Alcohol and Drug Abuse Patient Records,” as Alaska DBH, in its sole discretion, may determine appropriate and necessary.

4. General Performance Standards

a. During the implementation phase, the Contractor, must, at a minimum, submit written progress reports once per month. SOTA may require either written or oral reports more frequently and the Contractor must comply with each such request. Progress reports will contain, but not be limited to:

i. Progress during the past reporting period, including significant accomplishments and/or milestones reached.

ii. Problems encountered and solutions arrived at or recommended.

iii. Anticipated progress for the next reporting period.

iv. Anticipated problems and proposed solutions.

v. Any actions requested to be taken by Alaska DBH.

vi. An updated project schedule reflecting progress to date.

b. During the ongoing operation phase, the Contractor will be required, at a minimum, to submit monthly written progress reports. These reports shall include, at a minimum, the number of patients who are guests dosed, number of new admissions, number of discharges/terminations based on either voluntary and involuntary decisions, and medication dose increases are examples that would be included in a monthly report. SOTA may require reports, written or oral, more frequently and the Contractor must comply with each such request. Monthly reports must contain, but not be limited to, problems encountered during the reporting period and anticipated solution.

3.03.7. Documentation Requirements

1. The contractor is required to document all major functional areas including, but not limited to, input methods, system requirements, system narratives, operation procedures, quality assurance and control procedures, workflow description, samples of inputs and outputs, data dictionaries or record and file descriptions for primary files, database entity relationship diagram and system architecture diagram.

This documentation must be provided.

2. The contractor agrees that all manuals developed for the system must include the following components:

a. Overview of the procedure

b. Purpose of the procedure

c. Objectives of the procedure

d. Overall narrative description of the procedure, including the functional steps involved

e. Detailed procedure descriptions including flowcharts, staffing, time-sequencing and staff responsibilities.

3. Identification and descriptions of supporting materials such as control logs, error reports, etc. Examples of completed forms with explanations of all items should be included.

4. A Master Procedure Manual should be developed that includes an:

a. Overview of the complete systems’ flow.

b. Itemization of how and where the individual procedures documentation fits into the overall process.

c. A User's Manual, which must provide all information and explanation necessary to operate the system and understand the logic of the system operation. Step by step explanations, detailed descriptions and exhibits of required input data and output reports should be included.

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d. A System/Programmer's manual, which must include an introduction to the system and describe the system objectives, hardware configuration, system program and overall system structure.

e. System Programs, including a narrative description, functional flowchart, detailed logic flowchart, program listings, input requirements and outputs produced.

f. System File Structure documenting the system files, including the ancillary and key files used.

Record layouts should be presented and described.

3.03.8. Acceptance Testing

1. As soon as practical, but not later than 24 weeks after the bid is awarded, the Contractor must demonstrate the performance of systems that have been developed to operate the registry. Alaska DBH will begin acceptance testing on the system six weeks after the bid is awarded. However, two of the basic functions of the registry, namely multiple enrollment prevention and disaster/ emergency notification, are expected to be functional immediately.

2. A period of parallel operation is required, and the Contractor must demonstrate that all requirements of the system are operational during that time. A benchmark procedure must be employed. During Acceptance Testing, the data in the system, reports generated, and the system performance must be demonstrated to be acceptable to Alaska DOH staff. These reports shall contain data listed by registry number, PRU number, program name, program capacity, program utilization, patient demographics and admission data, program census, individual patient dosage, etc. The grouping and formatting of the gathered data will be determined by Alaska DOH.

3. Acceptance Testing must demonstrate the following:

a. To demonstrate that the registry adequately prevents multiple enrollments, a sample of known patients selected by Alaska DOH will be pulled from the current system, together with a control group. The system must successfully identify all patients as "no match," "unconditional match," or "conditional match".

b. Admission, termination, transfer and correction capabilities must also be demonstrated. A test program will be set up and fictitious patients entered to test this capability. In addition, the reports required as part of the registry (Weekly transaction List, Quarterly Roster, and Program Billings) must be produced for this test program.

c. Demonstrate system load capacity to ensure an expected volume of transactions and concurrent users can be processed cleanly/handled without the deterioration (system freezes/failures/crashes) of performance.

d. The Contractor will also be required to demonstrate the capabilities to provide any other requirements contained in this RFP as well as to demonstrate all security precautions which have been employed to protect confidentiality of data.

e. Once all the above is demonstrated to Alaska DOH's satisfaction, a one-month period of parallel operation of current registry services must be undertaken. Alaska DOH will choose programs to participate. Each program will report all registry activity to both the Contractor. Following a two-week test, the results will be compared for accuracy and completeness.

4. The Contractor will also be required to demonstrate that the systems it has developed can successfully process all transactions submitted through Online transmission.

3.03.9. Rights to Materials Produced

1. The Contractor agrees that all communications, training materials, data, reports, correspondence, records, and documents (paper or electronic) developed pursuant to this contract, shall be and remain the sole property of Alaska DOH, which shall have the exclusive right of copyright thereto. The Contractor must secure written permission from Alaska DOH to use any such materials for purposes other than those specified in the Scope of Work section of this RFP, and at no time shall the Contractor

18 Rev. 02/20 access, use, or disclose any confidential information (Including personal, financial, or health record information or other sensitive information for any purpose).

2. The Contractor agrees that State data shall not be distributed, used, re-purposed, transmitted, exchanged, or shared across other applications, environments, or business units of the Contractor, or otherwise passed to other contractors, agents, subcontractors, or any other interested parties, except as expressly and specifically agreed to in writing by Alaska DOH.

3. The Contractor agrees that all documents, reports, and other data prepared for Alaska DOH in the performance of services under this contract shall include the following statement: Produced under contract with and remains the property of Alaska DOH. All information contained herein is strictly confidential and must be maintained in conformance with the restrictions of applicable State and Federal confidentiality requirements including 42 CFR Part 2.

SEC. 3.04 TIMELINE

The security assessment must be completed by January 2026. The Alaska Opioid Treatment Program Central Registry must be developed by June 2026, and Opioid Treatment Programs including their medication units must be incorporated into the Alaska OTP CR, by September 2026.

SEC. 3.05 HIPAA SECURITY ASSESSMENT REQUIREMENTS

Once the contract is executed and prior to beginning any other work under the contract, the contractor shall work with the Department of Health (DOH) Security Office to complete a full DOH/Health Insurance and Portability Act (HIPAA) Security Assessment for the proposed software or system solution(s). This process and the information required of the contractor is detailed in a NIST CSF Assessment Questions List (see next RFP section).

Follow up clarification questions from the DOH’s Security Assessor may be required. The software or system solution(s) must receive an Authority to Operate from the Security Assessor prior to being implemented and deployed. If the ATO is not issued, the State is not responsible for any additional costs and reserves the right to terminate the contract immediately.

All contractor costs for the security assessment must be included in the offeror’s cost proposal as instructed by RFP Section 4.14 and Submittal Form L. Those costs will be paid only upon completion of the security assessment and issuance of the ATO from the Security Assessor.

SEC. 3.06 INTENT TO PROPOSE AND NON-DISCLOSURE AGREEEMENT (NDA)

To obtain the NIST CSF Assessment Questions List, the offeror must complete and submit an intent to propose and non-disclosure agreement, provided as an attachment to this RFP. The signed agreement must be emailed to the procurement officer as an attachment and the offeror must also provide the phone number and email address of the person who is to receive the file. The file will then be provided by the procurement officer to an offeror via a secure file transfer site or other method.

The procurement officer will not provide the file until receipt of the completed and signed intent to propose and non-disclosure agreement. The state reserves the right to clarify and verify any offeror’s ability to perform the services required under this solicitation prior to granting access to the file, and any proposal submitted from an offeror that does not already have a signed NDA will be considered non-responsive.

SEC. 3.07 HIPAA AND HITECH INFORMATION SECURITY AGREEMENT (ISA)

To further ensure the State meets its legal obligations regarding Protected Health Information, the contractor shall, at all times, meet all requirements set forth in the HIPAA and Health Information Technology for Economic and Clinical Health Act (HITECH) Information Security Agreement (ISA), attached with this RFP as Appendix E – Information Security Agreement (ISA). This ISA will be included in the fully executed contract.

For DOH IT Security purposes, any conflict between these requirements and the BAA, the ISA supersedes the BAA.

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SEC. 3.08 INFORMATION TECHNOLOGY (IT) RELATED CONTRACTUAL REQUIREMENTS

Other specific DOH IT-related contractual requirements are provided as Submittal Form J. The offeror must complete this form in accordance with the provided instructions; space is provided to provide both choose a response (see the drop-down list) and provide further explanation.

Note that in some cases, certain initial elements of the HIPAA Security Assessment indicated in Section 3.04 may be completed during the negotiation phase based on the offeror’s response to these contractual requirements.

SEC. 3.09 CONTRACT TERM AND WORK SCHEDULE

The length of the contract will be from the date of award, approximately November 24, 2025 for approximately 2 years for the initial term, with 2 two-year optional renewals totaling approximately 6 years if all renewals options are executed until completion, approximately September 30, 2031.

The approximate contract schedule is as follows:

TERM FROM TO

Initial term Date Executed September 30, 2027 Optional Renewal 1 of 2 October 1, 2027 September 30, 2029 Optional Renewal 2 of 2 October 1, 2029 September 30, 2031

Any extension of the contract beyond the exercised renewal options will be made upon mutual agreement between the State and the contractor and effected by a contract amendment processed by the procurement officer and signed by both parties.