7. Emergency Signed Purchase Statement Groupware Provide 68600007N.pdf

EMERGENCY PURCHASE STATEMENT

Page 1 of 3State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.25.2

Zip: 53226-4815State:WICity:WauwatosaAddress: 10437 Innovation Drive, Suite 306

Vendor: Groupware Technologies, Inc

Zip: 62704State: ILCity:Springfield Address: 525 West Jeffeson

Division: Office of Disease Control Agency: Illinois Department of Public Health

Emergency Purchase Details Reference

#: 26-482DPH-OFCDI-B-50372

Emergency Category (select the appropriate option from the drop-down menu below):

To prevent or minimize serious disruption in critical State services that affect health, safety, or collection of substantial State revenues

Reason for selection of this particular vendor:

Groupware Technologies, Inc. (GTI) is the sole authorized provider of the Provide Enterprise® software and the only vendor capable of supplying the full range of licensing, hosting, maintenance, and technical support required by the Illinois Department of Public Health (IDPH). The Provide Enterprise® platform is a proprietary, integrated case management and surveillance system used by IDPH to monitor HIV incidence and prevalence, manage client care for more than 48,000 Illinois residents, and administer critical Ryan White Part B services.

GTI holds exclusive rights to the software, system upgrades, security patches, and technical expertise necessary to maintain and operate Provide Enterprise®. No other vendor can legally or technically provide these services, nor can they replicate the proprietary interfaces that connect the system to pharmacies, Medicare TROOP, healthcare providers, and other electronic medical record systems.

The selection of GTI ensures uninterrupted continuity of HIV/AIDS care coordination, prevention, and surveillance services. Any attempt to transition to a different vendor or system would require a complete replacement of the platform, migration of highly sensitive health data, redevelopment of system interfaces, and extensive retraining of IDPH staff and partner organizations.

This process would take years, impose significant costs, and cause unacceptable disruptions to essential public health services.

For these reasons, Groupware Technologies, Inc. is the only vendor that can meet the State’s immediate and ongoing needs for Provide Enterprise® software and related services.

Description of supplies or services to be provided:

Groupware Technologies, Inc. (GTI) will provide the Illinois Department of Public Health (IDPH) with the full range of proprietary Provide Enterprise® software services and support necessary to maintain uninterrupted HIV/AIDS case management, prevention, and surveillance operations. The scope of services includes:

• Annual Data Hosting and Business Continuity Services – secure server hosting, disaster recovery, and system uptime assurance.

• Server Licensing and Support – renewal and maintenance of Provide Enterprise® application server licenses.

• User License, Maintenance, and Support Fees (per user) – software access, updates, bug fixes, and technical support.

• Imaging Support Services – management and support of the integrated imaging/document system.

• 270/271 Eligibility Verification Transactions – real-time Medicaid/insurance eligibility verification.

• Contracted Pharmacy Interface Support – maintenance and troubleshooting of pharmacy data exchanges.

• Medicare TROOP Interface Support – management of Medicare True Out-of-Pocket (TROOP) cost-sharing interface.

• Report Writing and Custom Programming (per hour) – development of custom reports, queries, and enhancements.

• Implementation Support – technical services required for upgrades, configuration, or system changes.

Page 2 of 3State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.25.2

Zip: 53226-4815State:WICity:WauwatosaAddress: 10437 Innovation Drive, Suite 306

Vendor: Groupware Technologies, Inc

Zip: 62704State: ILCity:Springfield Address: 525 West Jeffeson

Division: Office of Disease Control Agency: Illinois Department of Public Health

These supplies and services are essential to ensure IDPH’s HIV/AIDS Care, Surveillance, and Prevention Sections can continue using the Provide Enterprise® platform without disruption, thereby safeguarding critical public health functions and service delivery for over 48,000 Illinois residents.

Emergency procurements shall be made with as much competition as is practicable under the circumstances, and agencies shall utilize best efforts to include contractors certified under the Business Enterprise Program in its emergency procurement process. 30 ILCS 500/20-30(a).

List the actions taken by the agency that constitute its best efforts to include contractors certified under the Business Enterprise Program in this emergency purchase:

The Illinois Department of Public Health (IDPH) conducted a review of potential opportunities to utilize Business Enterprise Program (BEP)-certified vendors for this procurement. The following steps were taken:

1. BidBuy Vendor Search – IDPH searched the BidBuy system and the State of Illinois BEP vendor directory for contractors certified to provide case management software, database hosting, licensing, and technical support services.

2. Market Scan – IDPH reviewed the marketplace for IT vendors that might offer comparable services or subcontracting opportunities related to hosting, software maintenance, or user support.

3. Direct Outreach – IDPH consulted with the Agency Procurement Office and internal procurement staff to determine whether any BEP-certified vendors were authorized resellers, distributors, or subcontractors for the Provide Enterprise® software.

4. Assessment of Subcontracting Potential – IDPH evaluated whether ancillary services (such as hosting or programming support) could be subcontracted to a BEP vendor without disrupting the integrity and security of the Provide Enterprise® system.

Results: No BEP-certified vendors were identified who are authorized to sell, support, or maintain the Provide Enterprise® software. Because Groupware Technologies, Inc. (GTI) is the sole authorized provider, no opportunity exists to competitively bid this procurement or to subcontract core services to a BEP-certified firm.

Is there an existing State contract available for the required supplies or services? Yes No

Expected Start Date: 12/15/2025 Estimated End Date*: 03/14/2026

Amount of this expenditure is: $627,009.65 Actual or Estimated*: Actual

*Estimated end date and cost will be reported later.

Select the type of funding to be used: Federal Funds State Appropriated Funds State Grant Funds Other

Page 3 of 3State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.25.2

Zip: 53226-4815State:WICity:WauwatosaAddress: 10437 Innovation Drive, Suite 306

Vendor: Groupware Technologies, Inc

Zip: 62704State: ILCity:Springfield Address: 525 West Jeffeson

Division: Office of Disease Control Agency: Illinois Department of Public Health

Signature This emergency purchase was made with as much competition as is practicable under the circumstances. Best efforts were utilized to include contractors certified under the Business Enterprise Program in the process.

I am authorized to make this emergency purchase, and I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

Agency Signature: Title: Agency Procurement Officer

Printed Name: Mike Caceres Date: Dec 9, 2025

State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.25.2 Page of

EMERGENCY PURCHASE STATEMENT

Page of State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.25.2 Emergency Purchase Details Emergency Category (select the appropriate option from the drop-down menu below):

Reason for selection of this particular vendor:

Description of supplies or services to be provided:

Emergency procurements shall be made with as much competition as is practicable under the circumstances, and agencies shall utilize best efforts to include contractors certified under the Business Enterprise Program in its emergency procurement process. 30 ILCS 500/20-30(a).

List the actions taken by the agency that constitute its best efforts to include contractors certified under the Business Enterprise Program in this emergency purchase:

Is there an existing State contract available for the required supplies or services?

If Yes is checked above, explain why the existing contract does not meet the need:

Actual or Estimated*:

*Estimated end date and cost will be reported later.

Select the type of funding to be used:

Signature This emergency purchase was made with as much competition as is practicable under the circumstances. Best efforts were utilized to include contractors certified under the Business Enterprise Program in the process.

I am authorized to make this emergency purchase, and I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

11.0.0.20130303.1.892433.887364

GTI holds exclusive rights to the software, system upgrades, security patches, and technical expertise necessary to maintain and operate Provide Enterprise®. No other vendor can legally or technically provide these services, nor can they replicate the proprietary interfaces that connect the system to pharmacies, Medicare TROOP, healthcare providers, and other electronic medical record systems.

The selection of GTI ensures uninterrupted continuity of HIV/AIDS care coordination, prevention, and surveillance services. Any attempt to transition to a different vendor or system would require a complete replacement of the platform, migration of highly sensitive health data, redevelopment of system interfaces, and extensive retraining of IDPH staff and partner organizations. This process would take years, impose significant costs, and cause unacceptable disruptions to essential public health services.

For these reasons, Groupware Technologies, Inc. is the only vendor that can meet the State’s immediate and ongoing needs for Provide Enterprise® software and related services.

ExplanationSuppliesServices: Groupware Technologies, Inc. (GTI) will provide the Illinois Department of Public Health (IDPH) with the full range of proprietary Provide Enterprise® software services and support necessary to maintain uninterrupted HIV/AIDS case management, prevention, and surveillance operations. The scope of services includes:

• Annual Data Hosting and Business Continuity Services – secure server hosting, disaster recovery, and system uptime assurance.

• Server Licensing and Support – renewal and maintenance of Provide Enterprise® application server licenses.

• User License, Maintenance, and Support Fees (per user) – software access, updates, bug fixes, and technical support.

• Imaging Support Services – management and support of the integrated imaging/document system.

• 270/271 Eligibility Verification Transactions – real-time Medicaid/insurance eligibility verification.

• Contracted Pharmacy Interface Support – maintenance and troubleshooting of pharmacy data exchanges.

• Medicare TROOP Interface Support – management of Medicare True Out-of-Pocket (TROOP) cost-sharing interface.

• Report Writing and Custom Programming (per hour) – development of custom reports, queries, and enhancements.

• Implementation Support – technical services required for upgrades, configuration, or system changes.

These supplies and services are essential to ensure IDPH’s HIV/AIDS Care, Surveillance, and Prevention Sections can continue using the Provide Enterprise® platform without disruption, thereby safeguarding critical public health functions and service delivery for over 48,000 Illinois residents.

TextField1: The Illinois Department of Public Health (IDPH) conducted a review of potential opportunities to utilize Business Enterprise Program (BEP)-certified vendors for this procurement. The following steps were taken:

1. BidBuy Vendor Search – IDPH searched the BidBuy system and the State of Illinois BEP vendor directory for contractors certified to provide case management software, database hosting, licensing, and technical support services.

2. Market Scan – IDPH reviewed the marketplace for IT vendors that might offer comparable services or subcontracting opportunities related to hosting, software maintenance, or user support.

3. Direct Outreach – IDPH consulted with the Agency Procurement Office and internal procurement staff to determine whether any BEP-certified vendors were authorized resellers, distributors, or subcontractors for the Provide Enterprise® software.

4. Assessment of Subcontracting Potential – IDPH evaluated whether ancillary services (such as hosting or programming support) could be subcontracted to a BEP vendor without disrupting the integrity and security of the Provide Enterprise® system.

Results: No BEP-certified vendors were identified who are authorized to sell, support, or maintain the Provide Enterprise® software. Because Groupware Technologies, Inc. (GTI) is the sole authorized provider, no opportunity exists to competitively bid this procurement or to subcontract core services to a BEP-certified firm.