Copy of Copy of Copy of PO25-040 Q and A Title IV 250430.2.xlsx

XLSX spreadsheet 15 KB Posted

Attached to
PO25-040 DCFS Title IV Assistance TP
Solicitation number
25-418DCFS-PROCU-B-43215
Issued by
Illinois

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The document is a Questions and Answers (Q&A) spreadsheet for Procurement Opportunity PO25-040 issued by the Illinois Department of Children and Family Services (DCFS), related to a Title IV-E Assistance contract. The procurement seeks a contractor to provide comprehensive documentation support for foster care eligibility determinations, with vendors expected to process approximately 3,000 existing "in-process" determinations and manage around 600 new determinations monthly. Performance expectations include completing 20% of files within 14 days, 80% within 40 days, and 100% within 60 days. The contract is structured as a 10-year agreement, with a bid submission deadline of April 17, 2025, and a non-mandatory pre-bid conference scheduled for April 3, 2025, via Webex.

The contract includes a 5% Business Enterprise Program (BEP) goal targeting businesses owned by minorities, women, and persons with disabilities, with an aspirational 30% diverse business participation target. The pricing structure encompasses 41,825 total annual hours across various staffing roles, with hourly rates varying by position and an additional $20,000 annual allowance for court transcript fees. Funding will be supported through federal-state reimbursement mechanisms, with vendor performance directly impacting the department's ability to claim federal financial participation. Vendors must be registered in the Illinois Small Business Set-Aside Program, comply with domestic product procurement policies, and pay a $15 administrative fee for contracts exceeding $1,000. The contractor will have access to multiple state information systems, including DCFS court tracking and Department of Human Services databases, and must adhere to strict confidentiality requirements and background check protocols.

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Other files

File Type Posted
DCFS Supplemental Disclosures and COI 230406~13.docx DOCX document
PO25-040 Title IV Invitation for Bid 25.03.11.docx DOCX document
PO25-040 Title IV IFB Q and A 25.4.16~2.xlsx XLSX spreadsheet
PO25-040 Title IV Court Tracking Process - Attachment A.pdf PDF
PO25-040 Title IV Pre-Bid Meeting Information~1.docx DOCX document
PO25-040 TITLE IV ipg active registered vendor disclosure formerly forms b.docx DOCX document
PO25-040 Title IV IFB CO2.docx DOCX document
PO25-040 Title IV Running Clearances Overview - Attachment B.pdf PDF
PO25-040 Title IV IFB Instruction~2.docx DOCX document
po25-040 Title IV vendor disclosure formerly forms a.docx DOCX document
invitation-for-bid-offer-to-the-state-of-illinois-v-25-3-2-24-25.pdf PDF
PO25-040 Title IV IFB Instruction~3.docx DOCX document
DOIT Stand Terms and Conditions~1.pdf PDF
U-Plan V.25.1~3.pdf PDF
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Sheet1

Title IV
Open Market Bid 25-418DCFS-PROCU-B-43215
DCFS Reference# PO25-040
Questions Received by Due Date of 05/1/2025 5:00PM CST
ID#
1Question:In order to properly scope out maintenance and development support of DCFS' Court Tracking and Clearance Tracking systems, vendors will require much more detail around the hosting environment and application code.

Please confirm that the scope of these systems is limited to the operational scope of this RFP (i.e., there are no other departments or use cases of this system).

1. Will there be any State users or external users of this system?

2. If so please provide a monthly count of each type of user that will access the system.

3. If there are external users of the system (other than the selected vendor) what type of technical support must be offered (Call Center Help Desk, ticket systems, webchat, etc.).

Answer:Please see section 1.2.14 of the IFB.
2Question:How are the Court Tracking and Clearance Tracking systems currently supported? By the incumbent or by an external technical partner?

1. If by an external technical partner please provide contact details.

2. If solution is maintained by an existing external technical partner why is maintenance and development being moved under this contract?

3. How many technical staff from the technical vendor are currently assigned to support this product? Please detail roles (Developer, DBA, Cloud Admin, etc.)

4. Are these servers used for any other programs or environments?

5. Please confirm if unlimited (Admin) access will be given to the awarded vendor to all server environments, systems, and sub systems that support the functionality of the DCFS Court Tracking and DCFS Clearance tracking systems.

Answer:See Section 1.1.1-1.1.4. of the IFB.
3Question:Please provide a detailed list of the Azure hosting environment:

1. What MS Azure services are being utilized? Provide all Server details such as storage, memory, and other configuration details for each individual server utilized in hosting this application.

2. Is the MS Azure account held by the State or the incumbent?

i. Is this hosting expected to be transferred to the new vendor including costs for the monthly hosting environment?

Answer:This information will be provided to the awarded bidder.
4Question:Please provide details around the applications

1. What type of code are the systems written in (.Net, Java, etc.).

2. Can bidders review the application code?

3. Can DCFS provide any documentation around the system (data dictionary, system manuals, etc.)

Answer:This information will be provided to the awarded bidder.
5Question:Please provide details around expected modifications to system.

1. How many changes are expected per year?

2. Can DCFS provide the details of the expected changes to the system during this contract term?

Answer:DCFS can not predict the amount of Federal changes that might be required, as well as DCFS/State Government IT expectations that might require updates.
6Question:What format do transcripts come in? Will this require imaging/OCR or will it all be digital copies?
Answer:See Sectoin 1.2.7. of the IFB.
7Question:Are all listed systems web portals or some other kind of platform?
Answer:Web-based applications
8Question:Will the State please provide context or clarification regarding the Legal Support Position?
Answer:See section 1.4.2.1. of the IFB.
9Question:Since the vendor will be using the State’s systems, will the State please provide context or clarification regarding the need for IT professionals?
Answer:See section 1.4.4.2. of the IFB.
10Question:Support for Permanency Hearings is referenced as a required responsibility. However, there do not appear to be any specific positions or full-time equivalents (FTEs) allocated to perform this function on the Pricing Tab in BibBuy. Please clarify whether this responsibility is intended to be covered by existing staff assigned to other duties, or if the expectation is to allocate dedicated personnel for this function.
Answer:The Clearance Specialist or Equivalent captures both of those positions needed for the project.
11Question:Are you allowed to provide different rates for the numerous Clearance Specialists positions?
Answer:Yes, you can enter the amount per each line item.
12Question:What is the intent and expected utilization of the 7 part time Clearance Specialists positions having 3,200 hours each, for 10 years?
Answer:There are no part-time positions for this contract. All positions listed are dedicated full-time employees. Please see updated hours covering the 10 year term.
13Question:Does the Bidder have to provide an hourly rate for all positions listed? Can "No Charge" be selected?
Answer:Vendor must provide an hourly rate in the line items in Bidbuy.
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