B35683 Trauma Health part I and part II CPO signed.pdf

Sole Source Justification Form

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Bulletin Reference Number 24-418DCFS-PROCU-B-35683

Requesting Agency/University Illinois Department of Children and Family Services

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

Department/Bureau/Section: Clinical Practice

Need Identified Date: 02/01/2023 Supply/Service Need By Date: 07/01/2023

Project Title: Northwestern University Trauma/Behavioral Health Research and CANS Project

Vendor: Northwestern University Mental Health Services and Policy Program

Provide a description of the supplies or services required:

1. Technical Assistance for Child and Adolescent Needs and Strengths Implementations (CANS)

2. Technical Assistance for Empowering Therapeutic Practice (ETP)

3. Trauma Training and Consultation (TTC)

4. Technical Assistance for Residential Treatment and Performance Measures

(RT&PM)

5. Technical Assistance for Service Provider Administration (SPA)

6. Technical Assistance for the Intensive Placement Stabilization and Mobile Crisis Response (IPS&MCR)

7. Technical Assistance for the Office of Delinquency Prevention and Restorative Justice (ODPRJ)

8. Data Collection and Analysis (DCA)

9. Technical Assistance for Placement and Community Services (PACS)

10. Asthma Management Project (AMP)

11. Technical Assistance for Youth in the Psychiatric Hospital Beyond Medical Necessity (BMN)

12. Technical Assistance for FFPSA Prevention Services Implementation

(FFPSA)

13. Support of B.H. Consent Decree Initiatives (BH)

14. YouthCare Evaluation (YCE)

Value: Estimated Value of Initial Term, this Change Order or Amendment: 3,670,500

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

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Bulletin Reference Number 24-418DCFS-PROCU-B-35683

Requesting Agency/University Illinois Department of Children and Family Services

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: 07/01/2023

Estimated Contract End Date: 06/30/2024

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)

Northwestern is the only vendor with capacity, data, and experience necessary to perform research, analysis, reporting, and training for t

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

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 July 1, 2022 June 30, 2023 3,671,132 Trauma/Behavioral HealthCANS Project 0461569083 Sole Source

2 July 1, 2021 June 30, 2022 3,671,132.86 Trauma/Behavioral HealthCANS Project 0461569082 Sole Source

3 July 1, 2020 June 30, 2021 3,684,747.24 Trauma/Behavioral HealthCANS Project 0461569081 Sole Source

4 July 1, 2019 June 30, 2020 3,611,814.16 Trauma/Behavioral HealthCANS Project 0461569080 Sole Source

5 July 1, 2018 June 30, 2019 2,631,267.52 Trauma/Behavioral HealthCANS Project 0461569089 Sole Source

6 July 1, 2017 June 30, 2018 2,875,627.91 Trauma/Behavioral HealthCANS Project 0461569088 Sole Source

7 July 1, 2016 June 30, 2017 3,040,578 Trauma/Behavioral HealthCANS Project 0461569087 Exemption

8 July 1, 2015 June 30, 2016 2,988,534 Trauma/Behavioral HealthCANS Project 0461569086 Exemption

9 July 1, 2014 June 30, 2015 3,653,859 Trauma/Behavioral HealthCANS Project 0461569085 Exemption

10 July 1, 2013 June 30, 2014 3,040,578 Trauma/Behavioral HealthCANS Project 0461569084 Exemption

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

In light of the new GATA regulations, this contract has been determined to not qualify as a Grant, but the services are greatly needed and this is the only provider that can continue to provide the services which were created specifically for the Agency.

July 1, 2007 to June 30, 2008 $3,926,764.00 Trauma/Behavioral HealthCANS Project Contract #04651569078 - Sole Source

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Bulletin Reference Number 24-418DCFS-PROCU-B-35683

Requesting Agency/University Illinois Department of Children and Family Services

Section VI - Business Rationale

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

1) By continuing to utilize Northwestern University the Department is able to leverage the numerous systems and proprietary programs built over a decade of this contract and used by the 14 DCFS programs listed above without having to replicate the systems and severely disrupt the treatment and decision making data analysis, and reporting required by the program(s) involved.

2) Northwestern's MHSPP staffs unsurpassed mental health, trauma, training, and policy experience with the programs and subject matter are required to provide useful analysis, reporting, and training for DCFS and private agency staff to provide the most effective care for DCFS youth.

3) The data collected by Northwestern over the many years of this contract is required for the best possible analysis and reporting to DCFS staff and will be used as a teaching tool to encourage ongoing monitoring of outcomes to facilitate case planning and decision making.

4) Northwestern has created a state-of-the-art web-based training program to provide numerous different trainings to DCFS staff and private agency staff required for their certifications or day-to-day job functions to ensure the best care for DCFS youth.

This procurement is required to provide research, reporting, training, data collection and analysis, and other services to the Department directly affecting placement of children in it care. Fourteen programs are directly supported by the Northwestern University Mental Health Services and Policy Program. Please see detailed scope for each program attached to this document.

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

This procurement is required to provide research, reporting, training, data collection and analysis, and other services to the Department directly affecting placement of children in it care. Fourteen programs are directly supported by the Northwestern University Feinberg School of Medicine; Department. of Psychiatry Sciences Mental Health Services and Policy Program. Please see detailed scope for each program attached to this document.

1. Technical Assistance for Child and Adolescent Needs and Strengths Implementations (CANS)

2. Technical Assistance for Empowering Therapeutic Practice (ETP)

3. Trauma Training and Consultation (TTC)

4. Technical Assistance for Residential Treatment and Performance Measures (RT&PM)

5. Technical Assistance for Service Provider Administration (SPA)

6. Technical Assistance for the Intensive Placement Stabilization and Mobile Crisis Response (IPS&MCR)

7. Technical Assistance for the Office of Delinquency Prevention and Restorative Justice (ODPRJ)

8. Data Collection and Analysis (DCA)

9. Technical Assistance for Placement and Community Services (PACS)

10. Asthma Management Project (AMP)

11. Technical Assistance for Youth in the Psychiatric Hospital Beyond Medical Necessity (BMN)

12. Technical Assistance for FFPSA Prevention Services Implementation (FFPSA)

13. Support of B.H. Consent Decree Initiatives (BH)

14. YouthCare Evaluation (YCE)

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Bulletin Reference Number 24-418DCFS-PROCU-B-35683

Requesting Agency/University Illinois Department of Children and Family Services

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?

Northwestern University's Dr. John Lyons is the developer of the Child and Adolescent Needs and Strengths (CANS) assessment instrument. Northwestern has acted as the Statewide Administer of the CANS program for many years. CANS is nationally recognized as the leading tool in assessing the behavioral health needs and strengths of children and youth and the emergent systems at time of crisis decision making. Northwestern has created and managed a state-of-the-art web-based training and loading capacity for DCFS and other departments in Illinois, as well as, for child welfare departments in other states. Partnering with DCFS, the transition to CANS

2.0 is underway and will unify the assessment work and assist with the implementation of Illinois Medicaid CANS. Northwestern MHSPP built the trauma practice and credentialing program for DCFS and any change of vendors would severely hamper this program and require additional state funds to rebuild it. The Department is not charged for use of Northwestern's license for the ArcGIS software and Northwestern is able to create detailed geographical maps, overlays and gap analysis for the GIS Program that the Department is unable to replicate and at a reduced cost to the Department. Northwestern has created numerous residential treatment and performance-based contracting analysis and standards for the Department that are indicative of their unique expertise and would be difficult and costly to the state for another vendor to replicate. Northwestern created the new Service Provider Identification and Exploration Resource (SPIDER) Database in coordination with DCFS OITS staff and Clinical Practice staff and is uniquely qualified to continue providing support for this multi-faceted program, any change would severely hamper this critical new tool. Northwestern has enhanced and provides a program administrator and subject matter expert for the Intensive Placement Stabilization Program and provides training to the Department and private agency staff that would be difficult and costly for another vendor to reproduce. The Dually Involved Youth and Human Trafficking program was created by Northwestern in partnership with the Department and the program is critical to the work with the identified high-risk populations and would be difficult and costly for another vendor to reproduce and a change would be disruptive to the program and Department. Northwestern's work with placement and service delivery enables them to provide matching services for DCFS youth for the Placement and Community services program more cost effectively than DCFS staff and other potential vendors. Well-being among Youth with Special Healthcare needs is a research project currently in phase two that is expected to be completed before the end of the current calendar year and any disruption in this program would be detrimental to the program and costly for the state to reproduce. Northwestern's Jennifer Marett is a subject matter expert who has been working on the Adoption Preservation Training, Coaching and Fidelity Monitoring program and the SASS program since 2015 and is uniquely qualified to provide work on these programs, any change would be disruptive to the programs and recipients of the training, and would be costly and time consuming for another vendor to replicate. Northwestern is a integral partner with the Department to support program development and implementation for the B.H Consent Decree, and is uniquely qualified to continue their work on a critical consent decree. Failure to meet the terms of the consent decree would be very costly to the state and potentially harm vulnerable youth in care.

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:

Northwestern's MHSPP staff and program experience, data collection and analysis capabilities, reporting capabilities, training capabilities, research capabilities and more than a decade long history of providing these services to the Department for the programs above. The Department has spent more than 45 million dollars with this vendor since 2007 to create and enhance the fundamental components and capabilities for these programs in an effort to provide the best possible outcome for DCFS youth. The Illinois programs in which Northwestern participates serve more than 5,500 youth annually.

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?

By continuing to use Northwestern University's MHSPP the Department is able to continue to leverage the more than one decade long effort and approximately 45 million dollars already expended to build and maintain the fundamental components, methods, and trainings used by the fourteen programs listed above in an effort to provide the best possible outcome for DCFS youth.

6. Are there resellers or distributors?

Yes No N/A

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Bulletin Reference Number 24-418DCFS-PROCU-B-35683

Requesting Agency/University Illinois Department of Children and Family Services

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?

The Department has spent over 45 million dollars over a decade of experience with this vendor on this contract building the fundamental components for the multiple projects listed above. Several years of which were under a grant agreement which requires a detailed breakdown of both direct and indirect labor cost which makes up the majority of this contract. All additional expenditures are required to be broken out under a grant agreement and are audited on a annual basis. The Department estimates a change in vendors would cost a proportionate equivalent amount of money to redevelop and an estimated 36-72 month transition time.

In FY19 the agency conducted a thorough review of this contract and consolidated, eliminated or brought in-house numerous programs previously provided under this contract. Last year the agency spent more than 300 employee hours reviewing the individual programs represented on this contract to determine if there was a more cost effective solution or other vendors capable of providing the same or better services. The agency reviewed the past history with this vendor, the cost and viability to replicate these programs through a competitive bid, and found there no other vendors with the requisite experience and expertise. Given the money spent building these programs a new vendor would be cost prohibitive, disruptive to the services provided, would not be able to replicate the services provided by this vendor. This year the agency negotiated with the vendor extensively on the budget and staffing requirements to complete the scope of work, and were able to reduce the University's proposed budget is a little less in FY24 than in FY23. We are satisfied the proposed budget is the best price for the scope of work the agency receives.

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

Yes No

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

Yes, this provider has records with DCFS for years, so at this time no other provider in the state has the experience, expertise, capacity or ability to perform the services required under this contract at a comparable price. Any change would result in a loss of services for DCFS staff, private agency staff and DCFS youth and would require a new vendor recreate and reproduce over a decade of data and methodology already created by Northwestern at a tremendous cost to the state.

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?

The Department has spent over 45 million dollars over a decade of experience with this vendor on this contract building the fundamental components for the multiple projects listed above. Several years of which were under a grant agreement which requires a detailed breakdown of both direct and indirect labor cost which makes up the majority of this contract. All additional expenditures are required to be broken out under a grant agreement and are audited on a annual basis. The Department estimates a change in vendors would cost a proportionate equivalent amount of money to redevelop and an estimated 36-72 month transition time.

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

This sole source allows the Department to avoid being non-compliant with the terms of the BH Consent Decree. Northwestern created the CANS system and numerous proprietary training programs, reports, and trauma methodology.

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Bulletin Reference Number 24-418DCFS-PROCU-B-35683

Requesting Agency/University Illinois Department of Children and Family Services

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 Mar 22, 2023

Printed Name Keith Polan E-mail Address keith.e.polan@illinois.gov

Phone Number 3125207757

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 william.blount-stephens@illinois.gov

Phone Number 2175580011 Date Mar 23, 2023

Printed Name Will Blount-Stephens

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 217-299-5563 Date

Printed Name Gina Jacaway E-mail Address gina.jacaway@illinois.gov

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Bulletin Reference Number 24-418DCFS-PROCU-B-35683

Requesting Agency/University Illinois Department of Children and Family Services

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

Project Title Northwestern University Trauma/Behavioral Health Research and CANS Project

Vendor Northwestern University Mental Health Services and Policy Program

Initial Date of Procurement Bulletin Posting Mar 24, 2023

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 217-558-6897

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

2. Technical Assistance for Empowering Therapeutic Practice (ETP)

3. Trauma Training and Consultation (TTC)

4. Technical Assistance for Residential Treatment and Performance Measures (RT&PM)

5. Technical Assistance for Service Provider Administration (SPA)

6. Technical Assistance for the Intensive Placement Stabilization and Mobile Crisis Response (IPS&MCR)

7. Technical Assistance for the Office of Delinquency Prevention and Restorative Justice (ODPRJ)

8. Data Collection and Analysis (DCA)

9. Technical Assistance for Placement and Community Services (PACS)

10. Asthma Management Project (AMP)

11. Technical Assistance for Youth in the Psychiatric Hospital Beyond Medical Necessity (BMN)

12. Technical Assistance for FFPSA Prevention Services Implementation (FFPSA)

13. Support of B.H. Consent Decree Initiatives (BH)

14. YouthCare Evaluation (YCE)

July 1, 2007 to June 30, 2008 $3,926,764.00 Trauma/Behavioral HealthCANS Project Contract #04651569078 - Sole Source Q1Answer: 1) By continuing to utilize Northwestern University the Department is able to leverage the numerous systems and proprietary programs built over a decade of this contract and used by the 14 DCFS programs listed above without having to replicate the systems and severely disrupt the treatment and decision making data analysis, and reporting required by the program(s) involved.

2) Northwestern's MHSPP staffs unsurpassed mental health, trauma, training, and policy experience with the programs and subject matter are required to provide useful analysis, reporting, and training for DCFS and private agency staff to provide the most effective care for DCFS youth.

3) The data collected by Northwestern over the many years of this contract is required for the best possible analysis and reporting to DCFS staff and will be used as a teaching tool to encourage ongoing monitoring of outcomes to facilitate case planning and decision making.

4) Northwestern has created a state-of-the-art web-based training program to provide numerous different trainings to DCFS staff and private agency staff required for their certifications or day-to-day job functions to ensure the best care for DCFS youth.

This procurement is required to provide research, reporting, training, data collection and analysis, and other services to the Department directly affecting placement of children in it care. Fourteen programs are directly supported by the Northwestern University Mental Health Services and Policy Program. Please see detailed scope for each program attached to this document.

Q2Answer: This procurement is required to provide research, reporting, training, data collection and analysis, and other services to the Department directly affecting placement of children in it care. Fourteen programs are directly supported by the Northwestern University Feinberg School of Medicine; Department. of Psychiatry Sciences Mental Health Services and Policy Program. Please see detailed scope for each program attached to this document.

1. Technical Assistance for Child and Adolescent Needs and Strengths Implementations (CANS)

2. Technical Assistance for Empowering Therapeutic Practice (ETP)

3. Trauma Training and Consultation (TTC)

4. Technical Assistance for Residential Treatment and Performance Measures (RT&PM)

5. Technical Assistance for Service Provider Administration (SPA)

6. Technical Assistance for the Intensive Placement Stabilization and Mobile Crisis Response (IPS&MCR)

7. Technical Assistance for the Office of Delinquency Prevention and Restorative Justice (ODPRJ)

8. Data Collection and Analysis (DCA)

9. Technical Assistance for Placement and Community Services (PACS)

10. Asthma Management Project (AMP)

11. Technical Assistance for Youth in the Psychiatric Hospital Beyond Medical Necessity (BMN)

12. Technical Assistance for FFPSA Prevention Services Implementation (FFPSA)

13. Support of B.H. Consent Decree Initiatives (BH)

14. YouthCare Evaluation (YCE)

In FY19 the agency conducted a thorough review of this contract and consolidated, eliminated or brought in-house numerous programs previously provided under this contract. Last year the agency spent more than 300 employee hours reviewing the individual programs represented on this contract to determine if there was a more cost effective solution or other vendors capable of providing the same or better services. The agency reviewed the past history with this vendor, the cost and viability to replicate these programs through a competitive bid, and found there no other vendors with the requisite experience and expertise. Given the money spent building these programs a new vendor would be cost prohibitive, disruptive to the services provided, would not be able to replicate the services provided by this vendor. This year the agency negotiated with the vendor extensively on the budget and staffing requirements to complete the scope of work, and were able to reduce the University's proposed budget is a little less in FY24 than in FY23. We are satisfied the proposed budget is the best price for the scope of work the agency receives.