S479 Questions and Answers - Final ~2.pdf

Question # Solicitation Section Question Response

Section 1.4 Solicitation Schedule:

Table A: Tentative Solicitation Schedule

Please clarify the definition of Post Anticipation to Award, Award Contract, and Contract Start date.

See Section 3.7 Anticipation To Award of the

RFP.

1a.

Section 1.4 Solicitation Schedule:

Table A: Tentative Solicitation Schedule

What is the timeline estimation between Contract Award notification and contract start date?

The Contract start date will be the date that is listed in the contract document.

1b.

Section 1.4 Solicitation Schedule:

Table A: Tentative Solicitation Schedule

If there is a delay in contract award, will the contract start date shift accordingly? Yes, also see answer to question 1a.

1c.

Section 1.4 Solicitation Schedule:

Table A: Tentative Solicitation Schedule

Please define Post Anticipation to Award, Award Contract, and Contract Start date. See answer to question 1. and 1a.

1d.

Section 1.4 Solicitation Schedule:

Table A: Tentative Solicitation Schedule

Please clarify the timeline between the Contract Award Notification and the Contract Start Date.

See answer to question 1a.

1e.

Section 1.4 Solicitation Schedule:

Table A: Tentative Solicitation Schedule

If there is a delay in the contract award, will the contract start date shift accordingly?

See answer to question 1a.

2 Section 2.2 Objectives and Goals

Can the Department share the primary objectives or desired outcomes it seeks to achieve through this RFP (e.g., service enhancements, cost optimization, technology integration, risk mitigation)?

See Section 2.2 of the RFP. All of the examples provided are primary objectives.

3 Section 2.2 Objectives and Goals

How does the Department define “most advantageous to the State” beyond scoring (e.g., service reliability, innovation, cost containment, clinical outcomes)?

Under Ark. Code Ann. § 19 61-506(f)(6), the term “most advantageous proposal” refers to the responsible offeror whose proposal is determined in writing to be the most advantageous to the state, considering price and all evaluation factors set forth in the request for proposal.

S000000479 RFP Pharmacy Services for Human Development Centers (HDCs) Written Questions and Answers

4 Section 2.2 Objectives and Goals

Beyond the five HDC campuses, are there off-site residential settings, group homes, or home visit scenarios requiring medication support or delivery?

No.

5 Section 2.4 General Requirements, D.

For prescription drugs, will the drug prices be listed as NADAC with no exception?

No.

6 Section 2.4 General Requirements, D.

For prescription drugs, will the drug prices be listed as NADAC with no exception?

See answer to question 5.

7 Section 2.5 Pharmacy Services Does the Department maintain a standardized medication cart or storage model across all HDCs?

No.

8 Section 2.5 Pharmacy Services

While blister packaging is preferred, can the Department clarify:

The estimated percentage of medications currently dispensed in blister packs vs. alternative packaging?

Usage varies based on resident needs. Where appropriate and possible blister packs are to be used.

8a. Section 2.5 Pharmacy Services Any specific exceptions (e.g., high-cost meds, specialty meds, liquids)?

Yes, if dictated by manufacturer or it is otherwise determined medically appropriate.

9 Section 2.6 Prior Authorization What is the approximate percentage of prescriptions requiring prior authorization?

It varies each month. For illustrative purposes only, prior authorizations accounted for approximately 3% of prescriptions in March.

10 Section 2.7 Medication Delivery Requirement

Can the Department clarify expectations for same-day delivery cut-off times, beyond the stated 2:00 PM requirement?

See Section 2.7 Medication Delivery Requirement of the RFP.

11 Section 2.7 Medication Delivery Requirement

Does the Department have preferred delivery windows for:

Routine cycle fills Off-cycle / new orders STAT / emergency deliveries?

Same day delivery is preferred.

12 Section 2.7 Medication Delivery Requirement

Are deliveries centralized to each HDC campus, or are there multiple internal distribution points or units within each facility?

Typically delivered to a central location. Location for after hour deliveries may vary.

13 Section 2.7 Medication Delivery Requirement

What is the average and peak daily volume of STAT/emergency deliveries?

There is no precise data but it is not uncommon for there to be more than one delivery per day.

14 Section 2.7 Medication Delivery Requirement

Are there any security, check-in, or chain-of-custody protocols unique to HDC deliveries that vendors should plan for?

Yes, the vendor will have to sign in upon arrival.

The HDC receiving the medication will have to sign for it from the vendor.

15 Section 2.8 Biling and Invoices Will the State accept Statements in lieu of invoices? No. Invoices are required.

16 Section 2.8 Billing and Invoices Will the State accept statements in lieu of invoices? See answer to question 15.

17 Section 2.11 Training and Consulting

We want to make sure our team is focused on the right priorities; is it correct to assume that the Contractor's role will complement, rather than overlap with, the functions handled by State Center Staff?

There should be no overlap. This should be a complement support role.

18 Section 2.12 Reporting

Beyond the required monthly reporting, are there key performance indicators (KPIs) the Department prioritizes (e.g., delivery timeliness, error rates, cost per member)?

All KPIs are important and monitored for compliance.

19 Section 2.12 Reporting Can the Department clarify expectations for real-time or dashboard-based reporting capabilities?

DHS prefers real-time data processing.

Section 2.13 System Application Requirements &

Section 2.14 System Interface Requirements

Can the Department provide additional detail on:

Current MatrixCare configuration and modules in use (eMAR, ePrescribing, etc.)?

This information is not available.

20a.

Section 2.13 System Application Requirements &

Section 2.14 System Interface Requirements

Expected transaction volumes for interface (orders, updates, MAR entries)?

Approximately 400,000 - 500,000 based on historical data. This is not guaranteed this could fluctuate depending on resident population.

21 Section 2.14 System Interface Requirements

Are there existing interface specifications or technical documentation available for vendor review?

See answer to question 20.

22 Section 2.14 System Interface Requirements

Does the Department have a preferred approach for: Real-time vs. batch processing?

Real-time is preferred.

22a. Section 2.14 System Interface Requirements

Downtime procedures and contingency workflows?

DHS is interested in reviewing Prospective Contractor's proposed approach to downtime procedures and contingency workflows.

23 Section 2.23 Transition Plan Procedures

Can the Department describe expectations for: Transition timelines and milestones?

See the effective dates stated in the RFP.

23a. Section 2.23 Transition Plan Procedures

Data migration and onboarding processes?

DHS is interested in reviewing Prospective Contractor's proposed approach to data migration and onboarding.

24 Section 2.23 Transition Plan Procedures

Will the incumbent vendor be required to provide transition support, and to what extent?

Yes, the current contract states that ninety (90) days prior to the contract end date, the vendor shall submit to DHS a detailed plan for transitioning all contracted services to DHS, or to another vendor selected by DHS to provide the contracted services.

Should the contract be awarded to another vendor, DHS will discuss the transition plan with the incumbent prior to contract award.

Section 2.24 Performance Standards, C. &

Section 2.4 Performance Standards, H.

Where can we view Table A relevant to these sections? See revised RFP, Section 2.24.

26 Section 3.2 Technical Proposal Score

Within the “Solution” and “Risk” scoring categories, are there specific attributes or capabilities the Department considers most impactful?

See Section 3.2 of the RFP.

Section 3.5 Explanation of the Subsections of The technical

Proposal, D.1

Regarding the interview phase: Is this session limited to a confirmatory responsiveness review to verify the details of the written proposal, or is it a graded presentation where the contractor may or expected to deliver new or supplemental oral evidence for evaluation?

See Section 3.5.D.1.c of the RFP.

Section 3.5 Explanation of the Subsections of The technical

Proposal, D.1

Does the solicitation restrict participation in the interview phase exclusively to the designated Project Lead?

See Section 3.5.D.1.b.

Section 3.5 Explanation of the Subsections of The technical

Proposal, D.1

May the Prospective Contractor include additional key personnel or subject matter experts to address specific technical components of the proposal?

See answer to question 28.

Section 3.5 Explanation of the Subsections of The technical

Proposal, D.1.c

Once the project lead is identified, will other employees be allowed to audit and participate in the interview?

See Section 3.5.D.1.b.

Section 3.5 Explanation of the Subsections of The technical

Proposal, D.1.c

Will the agency provide specific interview questions or topical prompts to Prospective Contractors in advance of the session?

See Section 3.5.D.1.c.

Section 3.5 Explanation of the Subsections of The technical

Proposal, D.1.c

And if so, what is the mandatory notice period for such disclosure to ensure a fair and equitable preparation window for all offerors?

There is not a mandatory notice period for disclosure of interview questions.

Section 3.5 Explanation of the Subsections of The technical

Proposal, D.1.c

Will the agency permit Prospective Contractors to submit written supplemental responses or clarifications to follow-up questions raised during the interview, or will the evaluation be restricted solely to the contemporaneous oral record provided during the session?

Additional oral clarification or response in support of the pre-determined interview questions is allowed, if there is time left at the end of the interview.

34 Section 3.6 Discussions

Please clarify whether the 'discussion phase' is limited to specific Key Personnel (such as the Project Lead) or if the Prospective Contractor is permitted to include its full technical and management team to ensure comprehensive responses to the agency's inquiries?

If a Prospective Contractor is selected to enter the Discussions Phase, they may bring as many people as they deem necessary at that time.

35 Official Solicitation Price Sheet - Item 3

Is this intended to be a dispensing fee and labor cost for the drug dispensing, independent of drug costs? Yes, independent of drug costs.

36 Official Solicitation Price Sheet - Item 3

Is this intended to be a dispensing fee and labor cost for the drug dispensing, independent of drug costs? See answer to question 35.

37 General Question

What are the key performance gaps or challenges, if any, with the current pharmacy services model that the Department aims to address?

This response is not required for the Prospective Contractor to submit a responsive proposal.

38 General Question

Can the Department confirm the current total census across all five HDCs, and the projected census range over the contract term?

819 as of March 2026; Functional capacity total is 862

39 General Question

For residents on home visits, can the Department clarify volume, frequency, and expected service model for medication provision?

Home visits would not impact Prospective Contractors responsibilities/requirements.

40 General Question Are there current formulary management protocols specific to HDCs beyond Medicaid PDL requirements?

No.

41 General Question

Can the Department clarify expectations regarding: Frequency and scope of consultant pharmacist reviews, Participation in Quality Assurance or Pharmacy & Therapeutics (P&T) committees?

As mandated by State and Federal regulations.

42 General Question

Are there defined expectations for clinical interventions, medication regimen reviews, or psychotropic oversight, particularly given the IDD population?

To collaborate with the consultant pharmacist to comply with state and federal guidelines as necessary.

43 General Question What level of on-site vs. remote clinical support is preferred? It is a case-by-case basis.

44 General Question

Can the Department provide:

Historical breakdown of payer mix (Medicaid, Medicare Part D, private insurance, HDC direct pay)?

For March 2026, 4,459 Medications were covered by Medicare or Commercial and 2,401 were covered by Medicaid.

45 General Question Are there recurring challenges with insurance denials or reimbursement delays that vendors should anticipate?

See Section 2.6 Prior Authorizations (PA) of the

RFP.

46 General Question Are there any anticipated risks or constraints the Department has identified regarding transition?

No.

47 General Question

Can the Department clarify expectations for:

On-site staffing presence, if any, at each

HDC

Monthly visits unless unforeseen or unusual circumstance require otherwise.

47a. General Question Required frequency of site visits beyond monthly liaison visits See answer to question 47.

48 General Question Are there peak operational periods where additional vendor staffing support may be required?

Perhaps if a Prospective Contractor is providing flu immunizations.

49 General Question

Can the Department provide examples of historical disruptions (e.g., weather, supply chain, emergency events) that impacted pharmacy services?

All of the examples provided are applicable.

50 General Question

Are there specific expectations for redundancy, backup pharmacy arrangements, or disaster recovery models?

DHS is interested in reviewing Prospective Contractor's proposed approach for redundancy, backup arrangements, and disaster recovery.

Also see Section 2.7.E. and 2.7.F.

51 General Question How will the Department evaluate innovation or value-added services that extend beyond baseline requirements?

See Section 3.2 of the RFP.

52 General Question

We were wondering if there was a pre-bid meeting for S000000479. It published as open on Monday with questions due tomorrow.

No, there will be no pre-bid meeting for S000000479.

S479 Q&As