Apr 2022 Sole Source Justification Form CACI draft 51822signed.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 23-546ICJIA-CJIA5-B-28939

Requesting Agency/University Illinois Criminal Justice Authority

Sole Source Justification Form - Part I Section I - General Information

Department/Bureau/Section: Federal State Grants Unit

Need Identified Date: 4/1/2022 Supply/Service Need By Date: Jul 1, 2022

Project Title: Children's Advocacy Centers of Illinois Grant Management Contract

Vendor: Children's Advocacy Centers of Illinois (CACI)

Provide a description of the supplies or services required: To manage and administer VOCA Grant Funds for our agency

Value: Actual Value of Initial Term, this Change Order or Amendment: 178,000

Will this Sole Source amend a Professional or Artistic Services contract? Yes No

*Sole Source may not be used for amendments for Professional or Artistic Services if the amendment would increase the value by more than 5% of the initial award or extend the term by more than 60 days.

Type: New Sole Source

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: Jul 1, 2022

Estimated Contract End Date: Jun 30, 2023

Number of Potential Renewals: 0

Length of Each Renewal in Months: 0

Total Value of All Renewals: 0

If a Term Contract, does the term, including renewals, exceed 12 months? Yes No

Section III - Funding Source Select the type of funding to be used (Check all that apply): State Appropriate Funds Federal Funds Other (Explain):

Section IV - Sole Source Justification

This purchase is economically only available from a single source primarily because it is: (If "Other" explain in one sentence)

Compatibility of Equipment, Accessories, Replacement Parts or Service

Are there secondary justification(s) for this sole source? Yes No

Version 7.01 Page 2 of 5

Bulletin Reference Number 23-546ICJIA-CJIA5-B-28939

Requesting Agency/University Illinois Criminal Justice Authority

Section V - Purchase History

Has the Agency or University Purchased these supplies or services in the past? Yes No

Term Term From Term To Value Description Contract Number Type

1 Jul 1, 2021 Jun 30, 2022 178,000 Children's Advocacy Administer VOCA Funds P-28264 Sole Source

2 Jul 1, 2020 Jun 30, 2021 178,000 Children's Advocacy Administer VOCA Funds P-18879 Sole Source

3 7/1/2019 6/30/2020 123,000 Children's Advocacy Administer VOCA Funds P-10710 Sole Source

4 Jul 1, 2018 Jun 30, 2019 123,000 Children's Advocacy Administer VOCA Funds B-769 Sole Source

5 7/1/2017 6/30/2019 110,000 Children's Advocacy Administer VOCA Funds 22040937 Sole Source

6 Sole Source

7 Sole Source

8 Sole Source

9 Sole Source

10 Sole Source

If more than 10, or if other comments, explain:

Section VI - Business Rationale

1. Provide a detailed explanation of the need for the supplies or services:

The Illinois Criminal Justice Authority (CJA), as the State Administering Agency (SAA) for federal funds, seeks to procure grant monitoring services from the Children's Advocacy Centers of Illinois (CACI). CACI will monitor 41 subcontracted grants according to Victim of Crime Act (VOCA) guidelines. CJA currently administers 15 federal programs including VOCA. The 2021 VOCA award was $38,824,602 and from that approximately 150 programs receive direct service funding for victims of crime throughout Illinois. This year the contract will use American Recovery Plan Act (ARPA) funds as a supplement to the VOCA funds. The grants will still follow the VOCA guidelines.

2. Provide a list and describe in detail the specifications required to satisfy the need:

The Children's Advocacy Center of Illinois (CACI) will manage and administer VOCA grant funds given to CACI and subcontracted to it's members while complying with VOCA guidelines. CACI staff, using an approved RFP process, shall solicit and review funding proposals from member centers and award subcontracts for the provisions of direct services by those centers. CACI has established comprehensive service standards for service delivery. CACI will monitor center compliance to VOCA standards. Community centers must be vetted to meet VOCA requirements based on CACI standards. CACI must provide access for complete desk reviews, regular site visits, and full technical assistance for subcontracts. CACI will provide periodic financial status and progress reports. CACI will submit a) final financial status report; b) final progress report; c) property inventory report; and d) other documents required by the Criminal Justice Authority within 45 days from the expiration of the contract.

Version 7.01 Page 3 of 5

Bulletin Reference Number 23-546ICJIA-CJIA5-B-28939

Requesting Agency/University Illinois Criminal Justice Authority

3. Provide detail explaining the justification selected in Section IV to explain why the requested supplies or services are the only ones available that can satisfy the agency or university requirements?

No other organization can administer the funds that are awarded to CACI. CACI established guidelines that comply with federal and CJA policies. CACI established comprehensive service standards and requirements for service delivery and staffing credentials. Funds awarded to CACI are subcontracted to community centers that comply with federal VOCA and CJA requirements. CACI alone has an approved competitive process to distribute such funds across the state. No other organization would be able to work with CACI community centers to ensure proper grant distribution. CACI sets policies, procedures, and monitors the community centers for compliance as part of this contract.

4. What are the unique features of the supplies or services that are not available in any other product or by any other vendor? Provide specific quantifiable factors/qualifications:

CACI provides desk review, site visits and technical assistance, aligned with CJA and federal VOCA rules for the subcontracts. CACI issues approved competitive RFPs to local partner agencies and determines VOCA fund distribution based on merit with scoring, which have to meet VOCA standards. If CACI cannot provide subcontract oversight, CJA would not be able to properly monitor these grants because of staffing limitations. Lack of proper monitoring by CJA or CACI, established by monitoring rules from the Office of Victims of Crime and the Dept of Justice, would jeopardize Illinois' ability to receive grants on behalf of vital children's advocacy programs.

5. Has the Agency or University considered alternative supplies or services to satisfy their need? Yes No

5a. If no, why weren't alternatives evaluated?

This contract uses American Recovery Plan Act (ARPA) administration funds for the service of monitoring direct service grant funds, as a supplement to the VOCA funds, which Children's Advocacy Centers of Illinois (CACI) receives as a consequence of being the State's children's advocacy coalition, due to the VOCA standards developed for them. A competitive selection is not viable because CACI is the only Illinois State wide coalition for children's advocacy. CACI is the only agency that has local programs across the state to provide children's advocacy services to victims. Because CACI receives these grant funds, it's the only agency that can internally monitor such funds and the children's advocacy community centers that benefit.

6. Are there resellers or distributors?

Yes No N/A

7. What efforts were made to get the best possible price (i.e. did the agency/university negotiate) and how did you determine the price for this purchase is considered fair and reasonable?

Each agency was asked to submit a request for funding to monitor programs funded as lead entities in their area of expertise.

Administrative funding was limited to what was available. Contracts will be for a small percentage of that and at same time chose to fund activities that are required for monitoring. The amounts of the administrative contracts increased because the grant amounts increased by almost 400%. The increase required more grant management, administrative responsibility, and general work to monitor the grant. The price of $178k is broken down: Salary and Fringe Benefits=$97090, Fiscal Monitor=$65100, Travel=$4915, Postage= $390, Audit=$7300, Training=$730, Telecom=$1725, Office Supplies=$750

8. Will this purchase obligate the State to this vendor for future purchases such as maintenance, licensing or continuing need?

Yes No

9. What will be the financial or other impact to the State if this sole source is not approved and a competitive bid is required?

A competitive selection is not viable because CACI is the only Illinois State wide coalition source for children's advocacy. CACI receives the direct service grant funds and as such is the only organization that can monitor those funds. ARPA funds will be used as a supplement to the VOCA admin funds, which are used for the service of administering those direct service grant funds. If this sole source is not approved, federal funding will be lost. CJA would risk violating federal requirements on monitoring funds established by Federal Financial and VOCA guidelines. CJA staff limitations cannot ensure Federal compliance, but by contracting with CACI, those compliance requirements can be met. Without meeting those Federal monitoring requirements, CJA would lose federal funding.

10. Is there any additional information you would like to add to justify this sole source?

Version 7.01 Page 4 of 5

Bulletin Reference Number 23-546ICJIA-CJIA5-B-28939

Requesting Agency/University Illinois Criminal Justice Authority

Section VII

Requesting Department Representative

Requesting Department Signature Required

I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed.

Date May 2, 2022

Printed Name Ronnie J Reichgelt E-mail Address ronnie.reichgelt@illinois.gov

Phone Number 312-793-0835

State Agency Bureau/Division Head or University Purchasing Director Approval and Signature Required

I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed. (All prior form fields will lock once this e-signature is completed)

E-mail Address john.klaer@illinois.gov

Phone Number 312-793-8550 Date May 18, 2022

Printed Name John Klaer

Agency Bureau/Division Head or University Purchasing Director and Not a Designee

SPO Approval and Signature Required

I have reviewed and understand the contents of this Sole Source Justification and agree with the State Agency or University determination.

I have reviewed and understand the contents of this Sole Source Justification and do not agree with the State Agency or University determination. As a result, the State Agency or University must explore other sourcing methods to satisfy their need.

State Purchasing Officer Signature Phone Number 217-299-5883 Date 05/20/2022

Printed Name Rebecca Gossett E-mail Address rebecca.gossett@illinois.gov

Version 7.01 Page 5 of 5

Bulletin Reference Number 23-546ICJIA-CJIA5-B-28939

Requesting Agency/University Illinois Criminal Justice Authority

Sole Source Justification Form - Part II Section I - General Information

Project Title Children's Advocacy Centers of Illinois Grant Management Contract

Vendor Children's Advocacy Centers of Illinois (CACI)

Initial Date of Procurement Bulletin Posting

Was a Sole Source hearing held per 30 ILCS 500/20-25?

Yes - Complete Section II and III below (Section II will only be visible when this option is selected)

No - Section II not required, go to Section III below Section III - CPO Approval and Signature Required

Based on my review, I authorize the Agency/University to proceed in accordance with the published Notice referenced above.

Based upon my review, I authorize the Agency/University to proceed with the following Changes.

Based on my review, the Agency/University is not authorized to proceed with this sole source as presented and my recommendation is that it be cancelled.

Other

CPO Signature CPO Phone 217-558-2231

Printed Name Ellen H. Daley Date

CPO E-mail Ellen.H.Daley@illinois.gov

Version 7.01 Page of Sole Source Justification Form - Part I Section I - General Information Will this Sole Source amend a Professional or Artistic Services contract?

If yes, what was the original contract value?

*Sole Source may not be used for amendments for Professional or Artistic Services if the amendment would increase the value by more than 5% of the initial award or extend the term by more than 60 days.

Section II - Proposed Term If a Term Contract, does the term, including renewals, exceed 12 months?

If yes, provide a detailed justification including any economic benefit received for agreeing to a multi-year term:

Section III - Funding Source Select the type of funding to be used (Check all that apply):

Section IV - Sole Source Justification Are there secondary justification(s) for this sole source?

Section V - Purchase History Has the Agency or University Purchased these supplies or services in the past?

Term Term From Term To Value Description Contract Number Type Section VI - Business Rationale

1. Provide a detailed explanation of the need for the supplies or services:

2. Provide a list and describe in detail the specifications required to satisfy the need:

3. Provide detail explaining the justification selected in Section IV to explain why the requested supplies or services are the only ones available that can satisfy the agency or university requirements?

4. What are the unique features of the supplies or services that are not available in any other product or by any other vendor? Provide specific quantifiable factors/qualifications:

5. Has the Agency or University considered alternative supplies or services to satisfy their need?

5a. If yes, name the alternative vendors whose supplies or services were evaluated:

5b. If yes, what were the alternatives for each vendor and why were they unacceptable? Be specific with regard to features, characteristics, requirements, capabilities and compatibility:

5c. Explain how the market evaluation was conducted?

*This evaluation is to determine available options within a market. If the evaluation is to determine quality or best suited option, this is not the appropriate source selection. Under no circumstances shall the evaluation consist of testing alternative options. These activities must be conducted in a competitive transparent environment (i.e. IFB or RFP).

5a. If no, why weren't alternatives evaluated?

6. Are there resellers or distributors?

7. What efforts were made to get the best possible price (i.e. did the agency/university negotiate) and how did you determine the price for this purchase is considered fair and reasonable?

8. Will this purchase obligate the State to this vendor for future purchases such as maintenance, licensing or continuing need?

8a. If yes, please provide details regarding future obligations and/or needs:

9. What will be the financial or other impact to the State if this sole source is not approved and a competitive bid is required?

10. Is there any additional information you would like to add to justify this sole source?

Section VII Requesting Department Signature Required I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed.

State Agency Bureau/Division Head or University Purchasing Director Approval and Signature Required I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed. (All prior form fields will lock once this e-signature is completed) SPO Approval and Signature Required Sole Source Justification Form - Part II Section I - General Information Was a Sole Source hearing held per 30 ILCS 500/20-25?

Section II - Sole Source Hearing Details The State posted to the Illinois Procurement Bulletin a description of the State's need, the justification for the sole source decision, and information regarding the opportunity to submit comments and testify at a public hearing. Notice of the hearing was also posted outside of the hearing room 48 hours prior to the hearing.

The public hearing was conducted for the purpose of receiving testimony regarding the sole source determination. The Hearing Officer recommends the following:

The following relevant documents are attached:

Section III - CPO Approval and Signature Required 9.0.0.2.20101008.1.734229 Ellen.H.Daley@illinois.gov