B-54381 Nursing Home Monitor 2 EPS.pdf

EMERGENCY PURCHASE STATEMENT

Page 1 of 4State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement v.26.1

Emergency Purchases are conducted pursuant to 30 ILCS 500/20-30 and 44 Ill. Adm. Code 1.2030.

Zip: 38401State:ILCity:ColumbiaAddress: PO Box 654

Vendor: Certisurv, LLC

Zip: 62761State: ILCity:SpringfieldAddress: 535 W Jefferson St.

Division: Office of Healthcare RegulationAgency: Department of Public Health

Emergency Purchase Details BidBuy Reference #: B- 54381

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

Involving threat to public health or public safety

Provide a description and reasons for needing this emergency purchase:

The Illinois Department of Public Health needs to procure contracted clinical monitoring and survey services to address a sudden and significant increase in monitoring requirements and complaint surveys for long term care facilities, Intermediate Care Facilities for Individuals with Intellectual Disabilities identified as high risk to resident health, safety, and welfare and Specialized Mental Health Rehabilitation Facilities (SMHRF). The current surge in monitoring requirements includes both ongoing monitoring needs and a significant increase in complaint and incident investigations within the Intermediate Care Facilities for Individuals with Intellectual Disabilities program and Specialized Mental Health Rehabilitation Facilities, further exceeding internal staffing capacity. This has led to significant backlogs and made the State out of compliance with federal regulations. The Agency could not address the increased workload through existing staffing resources within the timeframe necessary to protect resident health and safety.

Provide the conditions and circumstances that led to the need for this emergency purchase:

The Illinois Department of Public Health Bureau of Long Term Care is currently understaffed by approximately 21 surveyors, with each newly hired surveyor taking an estimated 2 years to become fully onboarded and self-managed. At the same time, the Agency is also processing 446 pending complaints against care facilities, 80% of which are considered past due. A higher than normal portion of these complaints include multiple allegations and require additional monitoring. These conditions put the Agency out of compliance of both state and federal regulations. A failure to adequately complete surveying and monitoring activities of the affected care facilities also threatens the health and safety of Illinois residents.

Given current Agency staffing, the anticipated survey hours needed to bring facilities into compliance, and available vendor staffing, it is currently estimated that 512 working days will be sufficient to alleviate the emergency conditions. These work days will be divided between 320 working days for SMHRF Complaint Surveys and 192 working days for ICF/IID Surveys. An anticipated 8 vendor staff members will complete these workdays, working on average 5 days per week through the 90 day term.

An extension request for a prior emergency contract was unsuccessful as the Agency was not able to complete the required documentation within the required amount of time. Additional unforeseen delays and limitations prevented the Agency from fully utilizing the scope of services in the prior emergency contract.

Reason for selection of this particular vendor:

Due to the volume, geographic distribution, and immediacy of these requirements, the Agency evaluated vendors based on their ability to rapidly scale operations, provide sufficient qualified clinical personnel, and initiate services without delay. The Agency reviewed available vendors with experience in long term care monitoring and clinical oversight services.

Through a recent, prior emergency contract, the Agency determined that the selected vendor was able to meet the full scope of required services, including the level of staffing and operational capacity necessary to support concurrent statewide deployment. The magnitude and urgency of the requirement did not allow sufficient time to conduct broader outreach, Page 2 of 4State of Illinois Chief Procurement Office for General Services

Vendor: Certisurv, LLC

Zip: 62761State: ILCity:SpringfieldAddress: 535 W Jefferson St.

Division: Office of Healthcare RegulationAgency: Department of Public Health segment the work for multiple awards, or establish subcontracting arrangements with Business Enterprise Program certified vendors without delaying critical monitoring services and increasing risk to resident health and safety.

Furthermore, the selected vendor requires specialized training from the State to comply with unique conditions and regulatory requirements within the State of Illinois. Having recently participated in another emergency contract to address this need, the chosen vendor already has the required background and resume work without delay whereas another vendor would require multiple weeks of onboarding and training, further contributing to the existing emergency conditions.

Description of supplies or services to be provided:

The vendor shall provide qualified Health Facility Surveillance Nurses, Developmental Disabilities surveyors, and associated clinical professionals to support immediate deployment. Services shall include both monitoring of high-risk facilities and completion of overdue complaint and incident surveys within the ICF IID program and SMHRF program. Monitoring and survey activities shall be initiated based on Agency identified risk indicators, including but not limited to high level deficiencies, complaint backlogs, incident investigations, quality of care concerns, licensure actions, or other conditions requiring intervention.

Services to be provided include

• Conduct unannounced on site monitoring visits and complaint or incident investigations at long term care facilities and ICF IID facilities as directed by the Agency including evenings, overnight hours, and weekends

• Observe facility operations, including staff and resident interactions, to assess delivery of care and services

• Review facility and resident records to evaluate compliance with State and Federal requirements

• Complete overdue complaint and incident surveys within the ICF IID program and SMHRF program in accordance with applicable regulatory requirements

• Identify and document areas of noncompliance, decline, or improvement in facility performance

• Immediately notify the Agency of any conditions that pose a risk to resident health, safety, or welfare

• Communicate observations and concerns to facility designated representatives as appropriate

• Submit written monitoring and survey reports within 24 hours of each visit in a format acceptable to the Agency

• Provide ongoing monitoring and survey support based on Agency direction until stabilization of identified conditions

The vendor shall provide sufficient staffing and operational support to meet the increased volume of monitoring and survey activities, including the ability to deploy multiple teams simultaneously across various locations statewide during the 90-day emergency period for a combined of up to 512 work days. Work days will be broken down as such:

• SMHRF Complaint Surveys – 320 work days (5 HFSNs x 64 work days)

• ICF/IID Surveyors – 192 work days (3 HFSNs x 64 work days)

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).

Page 3 of 4State of Illinois Chief Procurement Office for General Services

Vendor: Certisurv, LLC

Zip: 62761State: ILCity:SpringfieldAddress: 535 W Jefferson St.

Division: Office of Healthcare RegulationAgency: Department of Public Health

Describe the actions taken by the agency to make the emergency purchase with as much competition as is practicable under the circumstances:

For the previous emergency contract, the Agency contracted vendors known to have recently contracted after open bidding to complete this kind of service. The chosen vendor offered pricing in line with known industry standards and was able to meet the full scope of the services required with sufficient staffing, skillsets, and geographic coverage. For this emergency, the vendor has agreed to honor their original pricing.

Given another recent emergency contract, this vendor already has the existing experience and training that would enable them to begin work faster than other vendors, should another vendor be presented as an option. This puts the vendor in a unique position to offer better value to the State and work more effectively to alleviate the current backlogs.

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 Agency determined that the selected vendor was able to meet the full scope of required services, including the level of staffing and operational capacity necessary to support concurrent statewide deployment. The magnitude and urgency of the requirement did not allow sufficient time to conduct broader outreach, segment the work for multiple awards, or establish subcontracting arrangements with Business Enterprise Program certified vendors without delaying critical monitoring services and increasing risk to resident health and safety.

Additionally, the Agency conducted a BEP goal setting exercise during the prior extension request attempt. The Commission on Equity and Inclusion found a 0% BEP goal was appropriate for that contract, meaning it would not be practical to require the vendor or Department to attempt to engage a BEP vendor. The scope of work and relevant NIGP code have not changed since then.

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

This emergency contract was awarded on the earliest of these dates: (choose one) the State agency communicated to the vendor to start work publication on the Bulletin identified the selected vendor the contract was signed by both parties

Amount ($) of this expenditure is: 1,536,000.00 Amount is Actual or Estimated*: Estimated

Page 4 of 4State of Illinois Chief Procurement Office for General Services

Vendor: Certisurv, LLC

Zip: 62761State: ILCity:SpringfieldAddress: 535 W Jefferson St.

Division: Office of Healthcare RegulationAgency: Department of Public Health

*Pursuant to 44 Ill. Admin. 1.2030 (f)(5), if Estimated is indicated, an Emergency Final Cost form will be submitted by the State agency and published by the State Purchasing Officer no later than the tenth day of the succeeding month. If Actual is chosen and the total cost differs from the amount on this statement, an Emergency Final Cost form must be submitted and published within the same timeframe.

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

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: Oct 19, 2026

State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.26.1 Page of

EMERGENCY PURCHASE STATEMENT

Page of State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement v.26.1 Emergency Purchases are conducted pursuant to 30 ILCS 500/20-30 and 44 Ill. Adm. Code 1.2030.

Emergency Purchase Details Emergency Condition (select the appropriate option from the drop-down menu below):

Provide a description and reasons for needing this emergency purchase:

Provide the conditions and circumstances that led to the need for this emergency purchase:

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).

Describe the actions taken by the agency to make the emergency purchase with as much competition as is practicable under the circumstances:

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 active State contract available for the required supplies or services?

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

This emergency contract was awarded on the earliest of these dates: (choose one) *Pursuant to 44 Ill. Admin. 1.2030 (f)(5), if Estimated is indicated, an Emergency Final Cost form will be submitted by the State agency and published by the State Purchasing Officer no later than the tenth day of the succeeding month. If Actual is chosen and the total cost differs from the amount on this statement, an Emergency Final Cost form must be submitted and published within the same timeframe.

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

Given current Agency staffing, the anticipated survey hours needed to bring facilities into compliance, and available vendor staffing, it is currently estimated that 512 working days will be sufficient to alleviate the emergency conditions. These work days will be divided between 320 working days for SMHRF Complaint Surveys and 192 working days for ICF/IID Surveys. An anticipated 8 vendor staff members will complete these workdays, working on average 5 days per week through the 90 day term.

An extension request for a prior emergency contract was unsuccessful as the Agency was not able to complete the required documentation within the required amount of time. Additional unforeseen delays and limitations prevented the Agency from fully utilizing the scope of services in the prior emergency contract.

ExplanationForSelectingVendor: Due to the volume, geographic distribution, and immediacy of these requirements, the Agency evaluated vendors based on their ability to rapidly scale operations, provide sufficient qualified clinical personnel, and initiate services without delay. The Agency reviewed available vendors with experience in long term care monitoring and clinical oversight services.

Through a recent, prior emergency contract, the Agency determined that the selected vendor was able to meet the full scope of required services, including the level of staffing and operational capacity necessary to support concurrent statewide deployment. The magnitude and urgency of the requirement did not allow sufficient time to conduct broader outreach, segment the work for multiple awards, or establish subcontracting arrangements with Business Enterprise Program certified vendors without delaying critical monitoring services and increasing risk to resident health and safety.

Furthermore, the selected vendor requires specialized training from the State to comply with unique conditions and regulatory requirements within the State of Illinois. Having recently participated in another emergency contract to address this need, the chosen vendor already has the required background and resume work without delay whereas another vendor would require multiple weeks of onboarding and training, further contributing to the existing emergency conditions.

ExplanationSuppliesServices: The vendor shall provide qualified Health Facility Surveillance Nurses, Developmental Disabilities surveyors, and associated clinical professionals to support immediate deployment. Services shall include both monitoring of high-risk facilities and completion of overdue complaint and incident surveys within the ICF IID program and SMHRF program. Monitoring and survey activities shall be initiated based on Agency identified risk indicators, including but not limited to high level deficiencies, complaint backlogs, incident investigations, quality of care concerns, licensure actions, or other conditions requiring intervention.

Services to be provided include

• Conduct unannounced on site monitoring visits and complaint or incident investigations at long term care facilities and ICF IID facilities as directed by the Agency including evenings, overnight hours, and weekends

• Observe facility operations, including staff and resident interactions, to assess delivery of care and services

• Review facility and resident records to evaluate compliance with State and Federal requirements

• Complete overdue complaint and incident surveys within the ICF IID program and SMHRF program in accordance with applicable regulatory requirements

• Identify and document areas of noncompliance, decline, or improvement in facility performance

• Immediately notify the Agency of any conditions that pose a risk to resident health, safety, or welfare

• Communicate observations and concerns to facility designated representatives as appropriate

• Submit written monitoring and survey reports within 24 hours of each visit in a format acceptable to the Agency

• Provide ongoing monitoring and survey support based on Agency direction until stabilization of identified conditions

The vendor shall provide sufficient staffing and operational support to meet the increased volume of monitoring and survey activities, including the ability to deploy multiple teams simultaneously across various locations statewide during the 90-day emergency period for a combined of up to 512 work days. Work days will be broken down as such:

• SMHRF Complaint Surveys – 320 work days (5 HFSNs x 64 work days)

• ICF/IID Surveyors – 192 work days (3 HFSNs x 64 work days)

TextField3: For the previous emergency contract, the Agency contracted vendors known to have recently contracted after open bidding to complete this kind of service. The chosen vendor offered pricing in line with known industry standards and was able to meet the full scope of the services required with sufficient staffing, skillsets, and geographic coverage. For this emergency, the vendor has agreed to honor their original pricing.

Given another recent emergency contract, this vendor already has the existing experience and training that would enable them to begin work faster than other vendors, should another vendor be presented as an option. This puts the vendor in a unique position to offer better value to the State and work more effectively to alleviate the current backlogs.

TextField1: The Agency determined that the selected vendor was able to meet the full scope of required services, including the level of staffing and operational capacity necessary to support concurrent statewide deployment. The magnitude and urgency of the requirement did not allow sufficient time to conduct broader outreach, segment the work for multiple awards, or establish subcontracting arrangements with Business Enterprise Program certified vendors without delaying critical monitoring services and increasing risk to resident health and safety.

Additionally, the Agency conducted a BEP goal setting exercise during the prior extension request attempt. The Commission on Equity and Inclusion found a 0% BEP goal was appropriate for that contract, meaning it would not be practical to require the vendor or Department to attempt to engage a BEP vendor. The scope of work and relevant NIGP code have not changed since then.