Electronic Surveillance System for Early Notification of Community Epidemics

State of Delaware
ELECTRONIC SURVEILLANCE SYSTEM FOR
THE EARLY NOTIFICATION OF COMMUNITY
EPIDEMICS
Request for Proposal HSS-26-052
For
Division of Public Health
April 20, 2026
- Deadline to Respond -
May 18, 2026 at 1:00 PM EDT
1

REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES
ELECTRONIC SURVEILLANCE SYSTEM FOR THE EARLY NOTIFICATION OF
COMMUNITY EPIDEMICS
ISSUED BY
DIVISION OF PUBLIC HEALTH
CONTRACT NUMBER HSS-26-052
Contents:
I. Overview
II. Scope of Services
III. Required Information
IV. Professional Services RFP Administrative Information
V. Contract Terms and Conditions
VI. RFP Miscellaneous Information
VII. Attachments
Appendix A - Minimum Mandatory Submission Requirements
Appendix B - Scope of Work and Tenhnical Requirements
Appendix C - Vendor Forms
Attachment 2 - Vendor Information Form
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Attachment 3 - Non-Collusion Statement
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Attachment 4 - Exception Form
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Attachment 5 - Confidentiality Form
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Attachment 6 - Business References
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Attachment 7 - Subcontractor Form - if applicable
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Appendix D - Templates/Sample Agreements
Professional Services Agreement
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Business Associate Agreement
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DTI Terms & Conditions
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** Ctrl + Click on the headings above will take you directly to the section.
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STATE OF DELAWARE
Division of Public Health
I. Overview
The State of Delaware Department of Health and Social Services, seeks professional services
to detect and combat public health threats and events through the use of advanced anomaly
detection and syndromic surveillance capabilities.
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 Date: April 20, 2026
Deadline for Questions Date: April 27, 2026 at 4:30 PM EDT
Pre-Bid Meeting - Mandatory Date: May 4, 2026 @ 1:00 PM EDT
Response to Questions Posted by: Date: May 11, 2026
Deadline for Receipt of Proposals Date: May 18, 2026 at 1:00 PM EDT/EST
Estimated Notification of Award Date: July 1, 2026
Estimated Project Start Date Date: July 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.
MANDATORY/NON-MANDATORY PRE-BID MEETING
A mandatory pre-bid meeting has been scheduled for May 4, 2026 at 1 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.
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STATE OF DELAWARE
Division of Public Health
___________________________________________________________________
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___________________________________________________________________________
Questions may be submitted no later than April 27, 2026 at 4:30 PM EDT.
All inquiries must be submitted in the Q/A section of the project listing in the Euna
Procurement (formerly Bonfire) Portal (https://dhss.bonfirehub.com).
The Department's response to questions will be posted, according to the
procurement schedule, under the project listing in Euna Procurement
(formerly Bonfire) and to the State of Delaware Bid Solicitation Directory
Website: http://www.bids.delaware.gov/ by May 11, 2026.
II. Scope of Services
A. Background
The mission of the Division of Public Health is to protect and enhance the health of the
people of Delaware. The Division accomplishes its mission by:
* working together with others;
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STATE OF DELAWARE
Division of Public Health
* addressing issues that affect the health of Delawareans;
* keeping track of the State's health;
* promoting positive lifestyles;
* responding to critical health issues and disasters;
* promoting the availability of health services.
The accomplishment of this mission will facilitate the Division in realizing its vision of
creating an environment in which people in Delaware can reach their full potential for a
healthy life.
To detect and combat public health threats and events through the use of advanced
anomaly detection and syndromic surveillance capabilities.
B. Project Goals
The primary goal of the ESSENCE Syndromic Surveillance System project is to enhance
public health surveillance by developing a robust, real-time monitoring platform capable of
detecting emerging health trends and potential outbreaks. The system aims to integrate diverse
data sources, such as hospital Electronic Medical Records (EMR), including both inpatient and
outpatient data, Delaware Health Information Network (DHIN), and the infectious disease
surveillance system, Delaware Epi Lab Insight (DELI) to provide actionable insights for public
health officials. Other data sources, such as school absenteeism data, poison control,
environmental data, substance use, and mortality data will also be integrated to enhance and
complement traditional public health surveillance efforts.
Through advanced analytics ESSENCE will enable timely identification of syndromic patterns in
the community, facilitating early intervention and response. Additionally, the project seeks to
improve data quality, ensure system scalability, and promote interoperability with existing health
infrastructure, ultimately strengthening the overall effectiveness of public health surveillance
efforts.
C. Scope of Work/Bidders Requirements: All components listed in Appendix B are
mandatory.
Please refer to Appendix B for additional details/requirements for the Scope of
Services.
III. Required Information
The following information shall be provided in each proposal in the order listed below. Failure
to respond to any request for information within this proposal may result in rejection of the
proposal at the sole discretion of the State.
A. Minimum Requirements
1. Provide Delaware license(s) and/or certification(s) necessary to perform services as
identified in the scope of work.
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STATE OF DELAWARE
Division of Public Health
Prior to the execution of an award document, the successful Vendor shall either furnish
the Agency with proof of State of Delaware Business Licensure or initiate the process
of application where required.
2. Vendor shall provide responses to the Request for Proposal (RFP) scope of work and
clearly identify capabilities as presented in the General Evaluation Requirements
below.
3. Complete all appropriate attachments and forms as identified within the RFP.
4. Proof of insurance and amount of insurance shall be furnished to the Agency prior to
the start of the contract period and shall be no less than as identified in the bid
solicitation, Section V, Item G, subsection 8 (Insurance).
B. General Evaluation Requirements
1. Experience and Reputation
2. Expertise (for the particular project under consideration)
3. Capacity to meet requirements (size, financial condition, etc.)
4. Location (geographical)
5. Demonstrated ability
6. Familiarity with public work and its requirements
7. Distribution of work to individuals and firms or economic considerations
8. Other criteria necessary for a quality cost-effective project
IV. Professional Services RFP Administrative Information
A. RFP Issuance
1. Public Notice
Public notice has been provided in accordance with 29 Del. C. 6981.
2. Obtaining Copies of the RFP
This RFP is available in electronic form through the State of Delaware Procurement
website at https://mmp.delaware.gov/Bids/ and on Euna Procurement (formerly
Bonfire) at https://dhss.bonfirehub.com.
https://bids.delaware.gov/.
Paper copies of this RFP will not be available.
3. Assistance to Vendors with a Disability
Vendors with a disability may receive accommodation regarding the means of
communicating this RFP or participating in the procurement process. For more
information, contact the Designated Contact no later than ten days prior to the deadline
for receipt of proposals.
4. RFP Designated Contact
All requests, questions, or other communications about this RFP shall be made
through Euna Procurement (formerly Bonfire) at https://dhss.bonfirehub.com.
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STATE OF DELAWARE
Division of Public Health
Communications made to other State of Delaware personnel or attempting to ask
questions by phone or in person will not be allowed or recognized as valid and may
disqualify the vendor.
Vendors should rely only on written statements issued by the RFP designated
Contracts, Management and Procurement contact.
The RFP designated contact is:
Rick Williamson
417 Federal Street
Dover, DE 19904
Ricky.Williamson@delaware.gov
Contracts, Management and Procurement Contact:
Eddie Mui
Management Analyst III
DHSS_DMS_dmsprocure@delaware.gov
5. Consultants and Legal Counsel
The State of Delaware may retain consultants or legal counsel to assist in the review
and evaluation of this RFP and the vendors' responses. Bidders shall not contact the
State's consultant or legal counsel on any matter related to the RFP.
6. Contact with State Employees
Direct contact with State of Delaware employees other than the State of Delaware
Designated Contact regarding this RFP is expressly prohibited without prior consent.
Vendors directly contacting State of Delaware employees risk elimination of their
proposal from further consideration. Exceptions exist only for organizations currently
doing business in the State who require contact in the normal course of doing that
business.
7. Organizations Ineligible to Bid
Any individual, business, organization, corporation, consortium, partnership, joint
venture, or any other entity including subcontractors currently debarred or suspended
is ineligible to bid. Any entity ineligible to conduct business in the State of Delaware
for any reason is ineligible to respond to the RFP.
8. Exclusions
The Proposal Evaluation Team reserves the right to refuse to consider any proposal
from a vendor who:
a. Has been convicted for commission of a criminal offense as an incident to
obtaining or attempting to obtain a public or private contract or subcontract, or in
the performance of the contract or subcontract:
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STATE OF DELAWARE
Division of Public Health
b. Has been convicted under State or Federal statutes of embezzlement, theft,
forgery, bribery, falsification or destruction of records, receiving stolen property, or
other offense indicating a lack of business integrity or business honesty that
currently and seriously affects responsibility as a State contractor:
c. Has been convicted or has had a civil judgment entered for a violation under State
or Federal antitrust statutes:
d. Has violated contract provisions such as:
1) Known failure without good cause to perform in accordance with the
specifications or within the time limit provided in the contract; or
2) Failure to perform or unsatisfactory performance in accordance with terms of
one or more contracts;
e. Has violated ethical standards set out in law or regulation; and
f. Any other cause listed in regulations of the State of Delaware determined to be
serious and compelling as to affect responsibility as a State contractor, including
suspension or debarment by another governmental entity for a cause listed in the
regulations.
B. RFP Submissions
1. Acknowledgement of Understanding of Terms
By submitting a bid, each vendor shall be deemed to acknowledge that it has carefully
read all sections of this RFP, including all forms, schedules and exhibits hereto, and
has fully informed itself as to all existing conditions and limitations.
2. Proposals
To be considered, all proposals must be submitted in through Euna
Procurement (formerly Bonfire) at https://dhss.bonfirehub.com/ and respond
to the items outlined in this RFP.
The State reserves the right to reject any non-responsive or non-conforming
proposals.
Responses submitted by hard copy, mail, facsimile, or e-mail will not be
accepted.
All proposals must be submitted prior to 1:00 PM EDT on May 18, 2026.
PROPOSAL REQUIREMENTS
a. Proposals must be received before the Proposal Due Date and Time, as
identified in the Procurement Schedule for this RFP.
Responses received after the Proposal Due Date and Time will not be
accepted.
b. Upload your submission at: https://dhss.bonfirehub.com/
Important Notes:
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STATE OF DELAWARE
Division of Public Health
* Logging in and/or uploading the file(s) does not mean the response is
submitted. Users must successfully upload all the file(s) and MUST click
the submit button before the proposal due date and time.
* Users will receive an email confirmation receipt with a unique
confirmation number once the submission has been finalized. This will
confirm that the proposal has been submitted successfully.
* Each submitted item of Requested Information will only become visible
to DHSS after the proposal due date and time.
* If the file is mandatory, you will not be able to complete your submission
until the requirement is met.
* Uploading large documents may take significant time depending on the
size of the file(s) and your Internet connection speed. The maximum
upload file size is 1000 MB.
* Minimum system requirements: Microsoft Edge, Google Chrome, or
Mozilla Firefox. Java Script must be enabled.
* Notarizations are no longer required.
Need Help? Please contact Euna Procurement (formerly Bonfire) directly at
Bonfire Hub, email to support.bonfire@eunasolutions.com, or call 1- 844-
226- EUNA (3862) press 1 for customer support/technical questions or issues
related to your submission. You can also visit their help forum at
https://customer.eunasolutions.com/public/s/contactsupport.
Any proposal submitted after the Deadline for Receipt of Proposals date will
not be accepted. The contents of any proposal shall not be disclosed as to be
made available to competing entities during the negotiation process.
Upon receipt of vendor proposals, each vendor shall be presumed to be
thoroughly familiar with all specifications and requirements of this RFP. The
failure or omission to examine any form, instrument or document shall in no
way relieve vendors from any obligation in respect to this RFP.
3. Proposal Modifications
Any changes, amendments or modifications to a proposal must be submitted through
Euna Procurement (formerly Bonfire) prior to the proposal due date. Changes,
amendments, or modifications to proposals shall not be accepted or considered after
the hour and date specified as the deadline for submission of proposals.
4. Proposal Costs and Expenses
The State of Delaware will not pay any costs incurred by any Vendor associated with
any aspect of responding to this solicitation, including proposal preparation, printing or
delivery, attendance at vendor's conference, system demonstrations or negotiation
process.
5. Proposal Expiration Date
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STATE OF DELAWARE
Division of Public Health
Prices quoted in the proposal shall remain fixed and binding on the bidder at least
through June 30, 2028. The State of Delaware reserves the right to ask for an
extension of time if needed.
6. Late Proposals
Proposals submitted after the specified date and time will not be accepted by
the Euna Procurement (formerly Bonfire) Portal. Evaluation of the proposals is
expected to begin shortly after the proposal due date. To document
compliance with the deadline, the proposal will be date and time stamped upon
receipt by Euna Procurement (formerly Bonfire).
7. Proposal Opening
The State of Delaware will receive proposals via Euna Procurement (formerly
Bonfire) until the date and time shown in this RFP. Proposals will be opened in the
presence of State of Delaware personnel.
There will be no public opening of proposals, but a public log will be kept of the
names of all vendor organizations that submitted proposals. The contents of
any proposal shall not be disclosed in accordance with 29 Del. C. 10001, et
seq. ("FOIA").
8. Non-Conforming Proposals
Non-conforming proposals will not be considered. Non-conforming proposals are
defined as those that do not meet the requirements of this RFP. The determination of
whether an RFP requirement is substantive, or a mere formality shall reside solely
within the State of Delaware.
9. Concise Proposals
The State of Delaware discourages overly lengthy and costly proposals. It is the desire
that proposals be prepared in a straightforward and concise manner. Unnecessarily
elaborate brochures or other promotional materials beyond those sufficient to present
a complete and effective proposal are not desired. The State of Delaware's interest is
in the quality and responsiveness of the proposal.
10. Realistic Proposals
It is the expectation of the State of Delaware that vendors can fully satisfy the
obligations of the proposal in the manner and timeframe defined within the proposal.
Proposals must be realistic and must represent the best estimate of time, materials
and other costs including the impact of inflation and any economic or other factors that
are reasonably predictable.
The State of Delaware shall bear no responsibility or increase obligation for a vendor's
failure to accurately estimate the costs or resources required to meet the obligations
defined in the proposal.
11. Confidentiality of Documents
The State of Delaware and its constituent agencies are required to comply with the
State of Delaware Freedom of Information Act, 29 Del. C. 10001, et seq. ("FOIA").
FOIA requires that the State of Delaware's records are public records (unless
otherwise declared by FOIA or other law to be exempt from disclosure) and are subject
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