COA SSJF Part 1 - SPO Signed.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 7

Bulletin Reference Number PO20-002/ 20-418DCFS-PROCU-B-8863

Requesting Agency/University Department of Children and Family Services

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

Department/Bureau/Section: Quality Enhancement

Need Identified Date: May 1, 2019 Supply/Service Need By Date: Jul 1, 2019

Project Title: Agency Re-accreditation Services

Vendor: Council of Accreditation

Provide a description of the supplies or services required:

DCFS initiated the accreditation in 1996. Through it's agreement with Council of Accreditation, each individual DCFS office undergoes on-site peer visits with COA and the Department's Central Office divisions go through as well, culminating in the Department being accredited as a State Child Welfare Agency. The Department fist became accredited as a State Agency in June 2000 with all of it's offices having gone through their site visits between 1997 and 2000. DCFS has since had each of it/s individual offices undergo site visits and has consistently been reaccredited. IDCFS was only the 2nd state to become accredited and Illinois was the first state to be reaccredited. The Illinois Department of Children and Family Services is considered to be national leader in this area. The Council on Accreditation is the sole vendor who provides this service for the Child Welfare Agencies. The Department utilized the Council on Accreditation as a standard agreement for various lawsuits and to adhere to the BH Consent Decree. At one point, the department had 19 lawsuits that could not be qualified based on different interpretations of Services. COA was a mutual point of agreement to remedy the situation and has been the standards since that time.

Value: Actual Value of Initial Term, this Change Order or Amendment: 267,173

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, 2019

Estimated Contract End Date: Jun 30, 2020

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):

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Bulletin Reference Number PO20-002/ 20-418DCFS-PROCU-B-8863

Requesting Agency/University Department of Children and Family Services

Section IV - Sole Source Justification

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

Other: Proprietary to the Council on Accreditation as they are the only entity in the country to provide this type of accreditation for Child

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, 2018 Jun 30, 2019 112,173 Accreditation 1894599018 Sole Source

2 Jun 1, 2017 Jun 30, 2018 216,173 Accreditation 1894599017 Sole Source

3 Jul 1, 2016 Jun 30, 2017 400 Accreditation Small Purchase

4 Jul 1, 2015 Jun 30, 2016 400 Accreditation Small Purchase

5 Jul 1, 2014 Jun 30, 2015 81,973 Accreditation 1894599015 Sole Source

6 Jul 1, 2013 Jun 30, 2014 95,233 Accreditation 1894599014 Sole Source

7 Jul 1, 2012 Jun 30, 2013 72,998 Accreditation 1894599013 Sole Source

8 Jul 1, 2011 Jun 30, 2012 400 Accreditation Small Purchase

9 Jul 1, 2009 Jun 30, 2010 400 Accreditation Small Purchase

10 Jul 1, 2008 Jun 30, 2009 44,198 Accreditation 1894599019 Sole Source

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

FY08 = $154,060

FY07 = $98,635

FY06 = $97,635

FY05 = $16,900

FY04 = $82,600

Agency has been purchasing accreditation from this vendor since FY97. However, payments beyond FY04 are on microfiche and are not readily available.

The Dept. has and continues to utilize statewide accreditation as a means for achieving and maintaining high standards of practice. In addition the Dept. requires all contracted private agencies that deliver foster care and intact services to achieve and maintain accreditation. DCFS initiated the accreditation in 1996. Through it's agreement with COA, each individual DCFS office undergoes on-site peer visits with COA and the departments Central Office, divisions go through as well, culminating in the Department being accredited as a state child welfare agency. The Department first became accredited as a state agency in June 2000 with all of its offices having gone through their site visits between 1997 and 2000. IDCFS was only the 2nd state to become accredited and Illinois was the first state to be reaccredited. DCFS is considered to be a national leader in this arena. The Council on Accreditation is the sole vendor who provides this service for The Child Welfare agencies.

Section VI - Business Rationale

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Bulletin Reference Number PO20-002/ 20-418DCFS-PROCU-B-8863

Requesting Agency/University Department of Children and Family Services

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

Accreditation has improved the agency policies and practices as the accreditation process ensures that policy and practice are consistent with only the highest best practice standards. Accreditation for DCFS has improved the agency's standing with it's stakeholders and with the general public. Improved casework practices within the Department have contributed to improved outcomes for the children and families serviced by the Department. This results in children spending less time in care and in financial savings to the Department. Being accredited ensures that Department's policy and case practices are consistent with nationally recognized best practice standards. It ensures consistency in practice and services to children and families from office to office across the state with improved case practice comes improved outcomes for the children and families served. Being accreditated insures that Dept. policy and case practices are consistent with nationally recognized best practice standards. It insures consistency in practice and services to children and families from office-to-office across the state and with improved case practice come improved outcomes for the children and families served.

DCFS is considered a leader at a national level in the area of accreditation, having been only the 2nd state to become accredited through COA and the first state to be successfully reaccredited. The benefits of having gone through the accreditation process cannot be overstated as it first involved a comprehensive top-to-bottom analysis of agency policy and practices. Several policies have been updated and new ones developed in an effort to meet the high standards exemplified in the Council's standards. Agency practices have had to keep up with the improved policies. The Department's commitment to having each office undergo individual on-site reviews by COA have also insured that casework practice is impacted not only at a broad systematic level but at the individual caseworker level as well. This has resulted in an improved standing with Dept. stakeholders including staff, foster and adoptive parents, community providers as well as the general public.

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

The specifications required that a number of peer reviewers from outside of the state come to facilitate the review process. These entails the travel and expenses for those reviewers during their stay to complete the review. The flat rate covers all costs and expenses of the Site Visit, including, but not limited to, travel, hotel, meals and incidentals. A minimum of two (2) Peer Reviewers for two (2) days will be assigned to review Central , Cook, Southern and Northern Region. Below are the scheduled accreditation related fees:

FY20:

7/01/2019-6/30/2020 Re-accreditation Fee: $122,173.00 Site Visit Fees(Central Office): 28,000.00 Site Visit Fees(Northern Region): 28,000.00 Maintenance of Accreditation Fee: 3,000.00 Site Visit Fees(Southern Region): 30,000.00 Site Visit Fees(Cook Region): 56,000.00 Total $267,173.00

The included Re-accreditation Fee represents payment 3 of 3 or 33% of the total re-accreditation fee that will cover all expenses for COA staff to provide ongoing technical assistance by phone, desk reviews, and all materials and resources in ILDCFS’ implementation of COA’s Standards for Public Agencies for a period of five (5) years. All travel is subject to the Governor's Travel Control Board regulations.

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?

The Council on Accreditation is the sole vendor nationwide that accredits Child Welfare Agencies in three program areas: Child Protection Services, Foster and Kinship Care, and Adoption. This vendor is the only provider of this service and therefore have been used by the agency consistently in the past. Sometimes this is done as a small purchase (in an off year if site visits are not required) or in renewal years such as this one when the cost is higher it has been procured as a sole source.

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Bulletin Reference Number PO20-002/ 20-418DCFS-PROCU-B-8863

Requesting Agency/University Department of Children and Family Services

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:

Being accredited by COA has contributed to an atmosphere with the Department that supports the principal of best practice standards of child welfare. Being able to successfully meet these high standards required staff to perform their job related duties in a manner that insures children and families receive timely and comprehensive needs assessments that families are actively engaged in their own case planning and that appropriate and timely services are provided to facilitate positive outcomes to those serviced. This has contributed to improved reunification and adoption rates throughout the state which results in savings for the Department. A decision not to continue to support statewide accreditation for DCFS would potentially deliver a message to its clients, foster/adoptive parents, staff, community providers, and to the public that it does not value adherence to nationally recognized standards of best practice in child welfare. Gains made over the past several years, which have yielded improved outcomes for children and families served by the Department would be lost.

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?

COA is the only source in the country offering accreditation to Child Welfare Agencies.

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?

The Accreditation fee is based on the Departments budget set by the General Assembly. See Attached: Narrative and Cost Breakdown for a full breakdown of cost. DCFS considers the price reasonable when considering the cost of potential lawsuits and possible non-compliance with the BH Consent Decree, potential loss of federal funds, and loss of public confidence. The re-accreditation fee is calculated using a sliding scale based on the Department's legislated budget minus pass through funds. The following are categorized as pass through funds: (a) pass through funds associated with foster care payments; (b) pass through funds associated with subsidized adoption payments; (c) emergency assistance to clients; and (d) pass through funds to contract providers. Re-accreditation is one continuos process, failure to complete the process will result in losing accreditation, potential lawsuits and possible non-compliance with the BH Consent Decree, potential loss of federal funds, and loss of public confidence. One contract should be utilized to complete the entire process, instead of potentially jeopardizing the re-accreditation process, years of employee hours, and already expended State funds. Failure to complete the process will result in the agency having to start the process over at potentially increased cost to the State and forfeiting money already expended.

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:

In order for the Department to maintain its accreditation, the agency must go through the re-accreditation process every 3 years and submit annual Maintenance of Accreditation (MOA) reports. Small cost are incurred each year during the three year period for evaluation of the MOA reports. The re-accreditation process entails each region completing a self-study and having site-visits completed, which spans a 4 year period. The majority of the cost of accreditation is during the four year re-accreditation process years. Unless the Department allows the accreditation to lapse, the agency will continuously need future purchases from this vendor.

In FY20, the Department will prepare and submit self studies for Central Office, Northern Region and Southern Region and undergo site visits at Central Office and Northern Region.

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Bulletin Reference Number PO20-002/ 20-418DCFS-PROCU-B-8863

Requesting Agency/University Department of Children and Family Services

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 decision not to continue to support statewide accreditation for DCFS would potentially deliver a message to it's clients (Foster/ Adoptive Parents, staff, community providers and to the public), that it does not value adherence to nationally recognized standards to best practice in Child Welfare. Gains made over the past several years, which have yielded improved outcomes for children and families served by the Department would be lost. Potential lawsuits and possible non-compliance with the BH Consent /Decree, loss of public confidence in our ability to deliver consistent, quality care to our clientele and to adhere to best practice standards. COA is the only known vendor who provides accreditation to Child Welfare Agencies. While not all states are accredited, the Department initially sought accreditation and has maintained its accreditation for the aforementioned reasons. COA does accreditation for other states in the Child Welfare Field, Kentucky Cabinet for Health and Family Services, Missouri Department of Social Services, Tennessee Department of Children's Services, have all been accredited. Failure to award this sole source will mean the Department forfeits the prior two years installment payments for re-accreditation and would lose our accreditation.

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

The Department utilized the Council on Accreditation as a standard agreement for various lawsuits and to adhere to the BH Consent Decree. At one point, the department had 19 lawsuits that could not be qualified based on different interpretations of Services. COA was a mutual point of agreement to remedy the situation and has been the standards since that time.

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Bulletin Reference Number PO20-002/ 20-418DCFS-PROCU-B-8863

Requesting Agency/University 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 Jun 18, 2019

Printed Name Mary Nam E-mail Address mary.nam@illinois.gov

Phone Number 3128145575

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 van.p.austin@illinois.gov

Phone Number 217-558-0011 Date Jun 19, 2019

Printed Name Van Austin

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 217-993-1719 Date Jun 19, 2019

Printed Name Jennifer Klein E-mail Address jennifer.klein@illinois.gov

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Bulletin Reference Number PO20-002/ 20-418DCFS-PROCU-B-8863

Requesting Agency/University Department of Children and Family Services

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

Section III - CPO Approval and Signature Required 9.0.0.2.20101008.1.734229

COA preparation, New 9th Edition COA Training, Regional COA on site visit will span the FY19,20,21.

The re-accreditation process will occurs over the course of 4 years. Beginning in June 2017, the Department began working on the regional Maintenance of Accreditation Reports that were completed and submitted to COA in December 2017. In 2018, the Department will be making various adjustments to procedures and practices to incorporate changes from the newly established 9th edition COA standards that the Department will be reaccredited with. In 2019, the Department will need to prepare and submit self studies for Central Office, Northern Region and Southern Region and undergo site visits at Central Office and Northern Region. In 2020, The Department will prepare and submit self studies for Central and Cook Regions and undergo site visits in Southern, Central and Cook Regions.

FY07 = $98,635

FY06 = $97,635

FY05 = $16,900

FY04 = $82,600

Agency has been purchasing accreditation from this vendor since FY97. However, payments beyond FY04 are on microfiche and are not readily available.

The Dept. has and continues to utilize statewide accreditation as a means for achieving and maintaining high standards of practice. In addition the Dept. requires all contracted private agencies that deliver foster care and intact services to achieve and maintain accreditation. DCFS initiated the accreditation in 1996. Through it's agreement with COA, each individual DCFS office undergoes on-site peer visits with COA and the departments Central Office, divisions go through as well, culminating in the Department being accredited as a state child welfare agency. The Department first became accredited as a state agency in June 2000 with all of its offices having gone through their site visits between 1997 and 2000. IDCFS was only the 2nd state to become accredited and Illinois was the first state to be reaccredited. DCFS is considered to be a national leader in this arena. The Council on Accreditation is the sole vendor who provides this service for The Child Welfare agencies.

Q1Answer: Accreditation has improved the agency policies and practices as the accreditation process ensures that policy and practice are consistent with only the highest best practice standards. Accreditation for DCFS has improved the agency's standing with it's stakeholders and with the general public. Improved casework practices within the Department have contributed to improved outcomes for the children and families serviced by the Department. This results in children spending less time in care and in financial savings to the Department. Being accredited ensures that Department's policy and case practices are consistent with nationally recognized best practice standards. It ensures consistency in practice and services to children and families from office to office across the state with improved case practice comes improved outcomes for the children and families served. Being accreditated insures that Dept. policy and case practices are consistent with nationally recognized best practice standards. It insures consistency in practice and services to children and families from office-to-office across the state and with improved case practice come improved outcomes for the children and families served.

DCFS is considered a leader at a national level in the area of accreditation, having been only the 2nd state to become accredited through COA and the first state to be successfully reaccredited. The benefits of having gone through the accreditation process cannot be overstated as it first involved a comprehensive top-to-bottom analysis of agency policy and practices. Several policies have been updated and new ones developed in an effort to meet the high standards exemplified in the Council's standards. Agency practices have had to keep up with the improved policies. The Department's commitment to having each office undergo individual on-site reviews by COA have also insured that casework practice is impacted not only at a broad systematic level but at the individual caseworker level as well. This has resulted in an improved standing with Dept. stakeholders including staff, foster and adoptive parents, community providers as well as the general public.

Q2Answer: The specifications required that a number of peer reviewers from outside of the state come to facilitate the review process. These entails the travel and expenses for those reviewers during their stay to complete the review. The flat rate covers all costs and expenses of the Site Visit, including, but not limited to, travel, hotel, meals and incidentals. A minimum of two (2) Peer Reviewers for two (2) days will be assigned to review Central , Cook, Southern and Northern Region. Below are the scheduled accreditation related fees:

FY20:

7/01/2019-6/30/2020 Re-accreditation Fee: $122,173.00 Site Visit Fees(Central Office): 28,000.00 Site Visit Fees(Northern Region): 28,000.00 Maintenance of Accreditation Fee: 3,000.00 Site Visit Fees(Southern Region): 30,000.00 Site Visit Fees(Cook Region): 56,000.00 Total $267,173.00

The included Re-accreditation Fee represents payment 3 of 3 or 33% of the total re-accreditation fee that will cover all expenses for COA staff to provide ongoing technical assistance by phone, desk reviews, and all materials and resources in ILDCFS’ implementation of COA’s Standards for Public Agencies for a period of five (5) years. All travel is subject to the Governor's Travel Control Board regulations.

In FY20, the Department will prepare and submit self studies for Central Office, Northern Region and Southern Region and undergo site visits at Central Office and Northern Region.