B-538519 Illinois Association of Community Action Agencies -IACAA- Sole Source Justification Form SPO signed.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 7

Bulletin Reference Number B-53819

Requesting Agency/University Department of Commerce and Economic Opportunity

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

Department/Bureau/Section: Office of Community Assistance

Need Identified Date: 08/05/2026 Supply/Service Need By Date: 10/23/2026

Project Title: Illinois Association of Community Action Agencies Training Assistance--IACAA

Vendor: Illinois Association of Community Action Agencies (IACAA)

Provide a description of the supplies or services required:

The U.S. Department of Health and Human Services (federal funding source) requires its awardees including the IL Department of Commerce and Economic Opportunity (DCEO) Office of Community Assistance (OCA) to provide statewide outreach activities, education and training and technical assistance funding to support the Illinois Home Weatherization Assistance Program (IHWAP), the Percentage of Income Payment (PIPP) program, Low Income Home Energy Assistance Program (LIHEAP), and the Community Services Block Grant (CSBG) program. Additionally, the 1998 CSBG Reauthorization Act codified Results Oriented Management and Accountability (ROMA) implementation for reporting CSBG network outcomes as a statutory prerequisite to receive federal CSBG funds. The Illinois Association of Community Action Agencies (IACAA) is the only ROMA-certified trainer in the State of Illinois: Federal grantor requires a ROMA-certified Vendor. The Illinois Association of Community Action Agencies is the only ROMA-certified vendor in IL (no out of state expenditures).

IACAA will be responsible for state reports, network convening, needs assessment, ROMA training, and training and technical assistance for the Community Action Agencies (CAAs) throughout the State.

See attached SOW.

Value: Not to Exceed Value of Initial Term, this Change Order or Amendment: 579,400

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

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)

Other: Fed grant requires a ROMA certified Vendor. This Vendor is the only certified one in IL (no out of state expenditures)

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

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Bulletin Reference Number B-53819

Requesting Agency/University Department of Commerce and Economic Opportunity

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 Oct 23, 2025 Oct 22, 2026 579,400 Outreach Activities, training and technical assistance to support DCEO- OCA partners

P-86749 Sole Source

2 Oct 26, 2024 Oct 22, 2025 579,400 Outreach Activities, training and technical assistance to support DCEO- OCA partners

P72127 Sole Source

3 Oct 26, 2023 Oct 25, 2024 553,075 Outreach Activities, training and technical assistance to support DCEO- OCA partners

P-57770 Sole Source

4 Sep 23, 2022 Sep 22, 2023 523,000 Outreach Activities, training and technical assistance to support DCEO- OCA partners

P-41513 Sole Source

5 Sep 21, 2021 Aug 30, 2022 425,000 Outreach Activities, training and technical assistance to support DCEO- OCA partners

P-29262 Sole Source

6 Jul 15, 2020 Jul 14, 2021 368,800 Outreach Activities, training and technical assistance to support DCEO- OCA partners

P-18477 Sole Source

7 Apr 1, 2019 Mar 30, 2020 271,800 Outreach Activities, training and technical assistance to support DCEO- OCA partners

P-8869 Sole Source

8 Jan 2, 2018 Jan 2, 2019 380,000 Outreach Activities, training and technical assistance to support DCEO- OCA partners

18-105 Sole Source

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

Section VI - Business Rationale

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Bulletin Reference Number B-53819

Requesting Agency/University Department of Commerce and Economic Opportunity

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

The U.S. Department of Health and Human Services (HHS), the federal funding source, requires its awardees including the IL Department of Commerce and Economic Opportunity (DCEO) Office of Community Assistance (OCA) to provide statewide outreach activities and training and technical assistance funding to support the the Illinois Home Weatherization Assistance Program (IHWAP), the Percentage of Income Payment (PIPP) program, Low Income Home Energy Assistance Program (LIHEAP), and the Community Services Block Grant (CSBG) program.

Additionally, the 1998 CSBG Reauthorization Act codified Results Oriented Management and Accountability (ROMA) implementation for reporting CSBG network outcomes as a statutory prerequisite to receive federal CSBG funds. The Illinois Association of Community Action Agencies (IACAA) is the only ROMA-certified trainer in the State of Illinois. Accordingly, IACAA will be responsible for state reports, network convening, needs assessment, ROMA training, and training and technical assistance for the Community Action Agencies (CAAs). Pursuant to HHS Information Memorandum 151 circulated in 2017, the nationwide CAA network of state associations has been an integral component of the CSBG structure to administer and support services designed to eliminate the causes and conditions of poverty in the U.S.

IACAA provides a series of webinars, trainings, and network round tables to discuss policy and emerging issues within the CSBG CAA network and also for the greater CSBG, LIHEAP, PIPP, and IHWAP programs These trainings are designed to ensure that the network stays abreast of emerging topics at the national, state, and local levels. These trainings cover a wide variety of topics ranging from sexual harassment, racial equity, and Diversity, Equity and Inclusion plus ongoing training and support of use of fiscal software to lessen the probability of fiscal non-compliance within the DCEO OCA programs. In addition, these trainings and round tables focus on DCEO's grantees compliance with the Federal CSBG Organizational Standards requirements.

IACAA also provides training for the network to ensure that the State remains in compliance and has the necessary capacity to successfully implement the Results Oriented Management and Accountability (ROMA) system as required under federal law while also providing support to the State's network of Certified Community Action Professionals.

IACAA stays abreast of the data and technology needs of the CSBG network providing ongoing support to research and identify ever-changing needs for a Statewide data collection system and a data hub to ensure that the CAA network has access to essential data necessary for the facilitation of completing a comprehensive needs assessment of services to be provided locally.

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

As required under the federal CSBG Act, recipients of CSBG funds like the State of Illinois are required to utilize ROMA in the assessment, planning, implementation and evaluation phases of the CSBG program. In addition, a key CSBG requirement is compliance with the Organizational Standards set by HHS.

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?

Pursuant to federal law, Results Oriented Management and Accountability (ROMA) implementation is required by states. The 1998 CSBG Reauthorization Act codified ROMA implementation for reporting CSBG network outcomes as a statutory prerequisite to receive federal CSBG funds. ROMA trainers can operate only in the states where they are certified. IACAA is the only ROMA-certified trainer in the State of Illinois.

All CAAs that provide LIHEAP, PIPP, IHWAP, and CSBG funding are members of IACAA. Therefore, IACAA is currently providing support and assistance to the CAA network. IACAA is the only Illinois organization that holds the credentials to conduct ROMA trainings within the State. IACAA has also been a key training provider for the IHWAP, PIPP, and LIHEAP programs since their inceptions. It would not be economically feasible to utilize another vendor to gain the proper credentials and experience to provide the trainings for the CAA network.

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Bulletin Reference Number B-53819

Requesting Agency/University Department of Commerce and Economic Opportunity

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:

IACAA is the only ROMA-certified trainer in the State of Illinois to meet the federal CSBG requirement as set forth by law. With IACAA as the federally designated ROMA trainer, Illinois is able to be in compliance with the CSBG statutory prerequisite to receive federal CSBG funds. Furthermore, IACAA is the sole entity who can provide this training to the CAA network as ROMA trainers can only operate in the states where certified.

Additionally, IACAA has been the sole Illinois entity to successfully perform the administrative, support, training, technical assistance and reporting of the DCEO OCA outreach activities since its establishment. The CSBG Act requires "eligible entities" to conduct local community assessments prioritizing the causes and conditions of poverty in their locale to be addressed directly and specifically. For many years, IACAA and DCEO have worked together in this niche capacity to carry out the CSBG mission in the State of Illinois and IACAA is actively involved with the CAA network on a national, state and local level. Therefore, IACCA’s institutional knowledge and experience in the field of Community Action makes it best and uniquely equipped to continue providing direct service and professional development to advance the CSBG mission.

IACAA has previously provided these services as a grant. Due to the Grant Accountability & Transparency Act (GATA), DCEO is now required to procure these services via a contract.

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?

ROMA training is required by the CSBG Act and included in the CSBG Terms and Conditions (https://www.acf.hhs.gov/sites/default/files/ documents/ocs/csbg_assurances.pdf). IACAA is the only ROMA-certified trainer in the State of Illinois that can meet the federal CSBG legal requirement. Assurance #14 states “To participate, by October 1, 2001, and ensure that all-eligible entities in the State participate in the Results Oriented Management and Accountability (ROMA) System [’678E(a)(1)].” ROMA trainers can only operate in the states where certified. Accordingly, there are no other alternatives to consider as IACAA is the sole entity who can provide this training to the CAA network.

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?

Over a period of many months, DCEO OCA and IACAA negotiated each and every component of the SOW to ensure that the best quality services would be delivered at a competitive rate in line with the market value for each. There were multiple rounds of detailed discussions with senior staff and leadership from both DCEO and IACAA before each item was finalized to ensure that it was priced fairly and reasonably with similarly situated entities for similar services.

The cost for IACAA is significantly offset by the level of efficiency, networking, training and support: all Community Action Agencies that provide Low Income Home Energy Assistance Program (LIHEAP), Illinois Home Weatherization Assistance Program (IHWAP), and Community Services Block Grant (CSBG) funding are members of IACAA.

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?

If this sole source is not approved, the State is at great risk to be out of compliance in many key aspects of the federal CSBG award which will likely result in disallowed costs for the State of Illinois. This is primarily because DCEO OCA will not be able to meet the legal ROMA requirement prescribed under Assurance #14 in the CSBG statute and Terms and Conditions which requires “[t]o participate, by October 1, 2001, and ensure that all-eligible entities in the State participate in the Results Oriented Management and Accountability (ROMA) System [’678E(a)(1)]” but also there are detailed training and technical assistance requirements outlined by HHS to be administered by a State CAA Association which is IACAA in Illinois. There is no other qualified entity to provide all of the required services to the CAA network. Without the IACAA partnership to assist the CAAs, there is a potential loss of federal funds due to inefficient services to clients who have relied on IACAA for many years.

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Bulletin Reference Number B-53819

Requesting Agency/University Department of Commerce and Economic Opportunity

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

The procurement helps to fulfill the requirement of OCA to assist the network agencies through services and professional development. IACAA’s extensive breadth of knowledge and experience with the CAA network is invaluable for the development of these activities.

The agency's mission statement is as follows: To raise Illinois' profile as a global business destination and nexus of innovation; and to provide a foundation for the economic prosperity of all Illinoisans, through coordination of business recruitment and retention, provision of essential capital to small businesses, investment in infrastructure and job training for a 21st century economy, and administration of state and federal grant programs. To diverge from this partnership with DCEO after years of collaboration would pose great risk and burden to the State of Illinois and the CAAs from an audit and compliance perspective, potentially resulting in disallowed costs to the State of Illinois.

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Bulletin Reference Number B-53819

Requesting Agency/University Department of Commerce and Economic Opportunity

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 Aug 24, 2026

Printed Name Elizabeth Fuiten E-mail Address Elizabeth.Fuiten@illinois.gov

Phone Number 217-786-1795

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 Rick.e.Rogers@illinois.gov

Phone Number 217-524-8148 Date Aug 24, 2026

Printed Name Rick Rogers

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 217-720-7077 Date Aug 24, 2026

Printed Name Abigail Bailey E-mail Address Abigail.K.Bailey@Illinois.gov

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Bulletin Reference Number B-53819

Requesting Agency/University Department of Commerce and Economic Opportunity

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

Project Title

Vendor

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

Printed Name Date

CPO E-mail

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

IACAA will be responsible for state reports, network convening, needs assessment, ROMA training, and training and technical assistance for the Community Action Agencies (CAAs) throughout the State.

See attached SOW.

Additionally, the 1998 CSBG Reauthorization Act codified Results Oriented Management and Accountability (ROMA) implementation for reporting CSBG network outcomes as a statutory prerequisite to receive federal CSBG funds. The Illinois Association of Community Action Agencies (IACAA) is the only ROMA-certified trainer in the State of Illinois. Accordingly, IACAA will be responsible for state reports, network convening, needs assessment, ROMA training, and training and technical assistance for the Community Action Agencies (CAAs). Pursuant to HHS Information Memorandum 151 circulated in 2017, the nationwide CAA network of state associations has been an integral component of the CSBG structure to administer and support services designed to eliminate the causes and conditions of poverty in the U.S.

IACAA provides a series of webinars, trainings, and network round tables to discuss policy and emerging issues within the CSBG CAA network and also for the greater CSBG, LIHEAP, PIPP, and IHWAP programs These trainings are designed to ensure that the network stays abreast of emerging topics at the national, state, and local levels. These trainings cover a wide variety of topics ranging from sexual harassment, racial equity, and Diversity, Equity and Inclusion plus ongoing training and support of use of fiscal software to lessen the probability of fiscal non-compliance within the DCEO OCA programs. In addition, these trainings and round tables focus on DCEO's grantees compliance with the Federal CSBG Organizational Standards requirements.

IACAA also provides training for the network to ensure that the State remains in compliance and has the necessary capacity to successfully implement the Results Oriented Management and Accountability (ROMA) system as required under federal law while also providing support to the State's network of Certified Community Action Professionals.

IACAA stays abreast of the data and technology needs of the CSBG network providing ongoing support to research and identify ever-changing needs for a Statewide data collection system and a data hub to ensure that the CAA network has access to essential data necessary for the facilitation of completing a comprehensive needs assessment of services to be provided locally.

All CAAs that provide LIHEAP, PIPP, IHWAP, and CSBG funding are members of IACAA. Therefore, IACAA is currently providing support and assistance to the CAA network. IACAA is the only Illinois organization that holds the credentials to conduct ROMA trainings within the State. IACAA has also been a key training provider for the IHWAP, PIPP, and LIHEAP programs since their inceptions. It would not be economically feasible to utilize another vendor to gain the proper credentials and experience to provide the trainings for the CAA network.

Q4Answer: IACAA is the only ROMA-certified trainer in the State of Illinois to meet the federal CSBG requirement as set forth by law. With IACAA as the federally designated ROMA trainer, Illinois is able to be in compliance with the CSBG statutory prerequisite to receive federal CSBG funds. Furthermore, IACAA is the sole entity who can provide this training to the CAA network as ROMA trainers can only operate in the states where certified.

Additionally, IACAA has been the sole Illinois entity to successfully perform the administrative, support, training, technical assistance and reporting of the DCEO OCA outreach activities since its establishment. The CSBG Act requires "eligible entities" to conduct local community assessments prioritizing the causes and conditions of poverty in their locale to be addressed directly and specifically. For many years, IACAA and DCEO have worked together in this niche capacity to carry out the CSBG mission in the State of Illinois and IACAA is actively involved with the CAA network on a national, state and local level. Therefore, IACCA’s institutional knowledge and experience in the field of Community Action makes it best and uniquely equipped to continue providing direct service and professional development to advance the CSBG mission.

IACAA has previously provided these services as a grant. Due to the Grant Accountability & Transparency Act (GATA), DCEO is now required to procure these services via a contract.

The cost for IACAA is significantly offset by the level of efficiency, networking, training and support: all Community Action Agencies that provide Low Income Home Energy Assistance Program (LIHEAP), Illinois Home Weatherization Assistance Program (IHWAP), and Community Services Block Grant (CSBG) funding are members of IACAA.

The agency's mission statement is as follows: To raise Illinois' profile as a global business destination and nexus of innovation; and to provide a foundation for the economic prosperity of all Illinoisans, through coordination of business recruitment and retention, provision of essential capital to small businesses, investment in infrastructure and job training for a 21st century economy, and administration of state and federal grant programs. To diverge from this partnership with DCEO after years of collaboration would pose great risk and burden to the State of Illinois and the CAAs from an audit and compliance perspective, potentially resulting in disallowed costs to the State of Illinois.