CPO signed part I and II SSJF B-52075 DPH.pdf

Sole Source Justification Form

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Bulletin Reference Number 26-482DPH-FINAN-B-52075

Requesting Agency/University Illinois Department of Public Health

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

Department/Bureau/Section: Illinois Department of Public Health/Office of Performance Management

Need Identified Date: Jan 15, 2026 Supply/Service Need By Date: Jul 1, 2026

Project Title: Electronic Grants Management System (EGrAMS) Hosting Maintenance and Configuration Support FY27

Vendor: HTC Global Services, Inc.

Provide a description of the supplies or services required:

IDPH, Office of Performance Management, Grants Management & Administration section centrally manages the grants management software (EGrAMS) for all grants issued by IDPH offices. IDPH requires the maintenance, license, and ongoing program configuration of the Electronic Grants Management System (EGrAMS). External sub-recipient grantees and seven internal IDPH granting offices to manage more than 3,500 grantees and 300 grant managers use EGrAMS. The service needs to continue until the State of Illinois has its internal Euna Grant powered by Amplifund system vetted to meet the Grant Accountability and Transparency Act (GATA) and Uniform Guidance located at 2 CFR 200 to all sub-recipients efficiently and consistently to ensure no loss of federal funding.

Value: Actual Value of Initial Term, this Change Order or Amendment: 540,300

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 Economically Feasible Source

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: Jul 1, 2026

Estimated Contract End Date: Jun 30, 2027

Number of Potential Renewals:

Length of Each Renewal in Months:

Total Value of All Renewals:

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)

Software License/Upgrade/Maintenance

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

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Bulletin Reference Number 26-482DPH-FINAN-B-52075

Requesting Agency/University Illinois Department of Public Health

Another justification that this purchase is only available from a sole source is because it is:

Loss of federal funding

Another justification that this purchase is only available from a sole source is because it is:

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, 2025 Jun 30, 2026 540,300 Maintenance, support, hosting/disaster recovery, and grant setup. 60100002N Sole Source

2 Jul 1, 2024 Jun 30, 2025 563,000 Maintenance, support, hosting/disaster recovery, and grant setup. 5010001M Sole Source

3 Jul 1, 2023 Jun 30, 2024 565,300 Maintenance, support, hosting/disaster recovery, and grant setup. 4010002L Sole Source

4 Jul 1, 2022 Jun 30, 2023 471,550 Maintenance, support, hosting/disaster recovery, and grant setup. 3010002K Sole Source

5 Jul 1, 2021 Jun 30, 2022 488,760 Maintenance, support, hosting/disaster recovery, and grant setup. 20100001J Sole Source

6 Jul 1, 2020 Jun 30, 2021 56,250 To increase grant setup support cap 10100001i-1 Amendment

7 Jul 1, 2020 Jun 30, 2021 177,760 Maintenance, support, hosting/disaster recovery, and grant setup. 10100001i Sole Source

8 Jul 1, 2019 Jun 30, 2020 234,010 Maintenance, support, hosting/disaster recovery, and grant setup. 00100001H Sole Source

9 Jul 1, 2018 Jun 30, 2019 177,760 Maintenance, support, hosting/disaster recovery, and grant setup. 90010001G Sole Source

10 Jul 1, 2017 Jun 30, 2018 177,760 Maintenance, support, hosting/disaster recovery, and grant setup. 330000001A Sole Source

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

330000001A 7/1/2016- 6/30/2017 Maintenance, support, hosting/disaster recovery, and grant setup. 330000001A 7/1/2016-6/30/2017 Maintenance, support, hosting/disaster recovery, and grant setup 330000001A 2/11/2016-6/30/2016 To increase grant setup support cap; 33000001A 7/1/2015-6/30/2016 for $123,760 for maintenance, support, hosting/disaster recovery, and grant setup done by a renewal; 33000001A 1/16/2015-6/30/2015 for $20,000.00 to increase grant setup support cap done by an amendment; 3000001A 7/1/2014-6/30/2015 for $163,760.00 for maintenance, support, hosting/disaster recovery, and grant setup done by a renewal; 33000001A 3/6/2014-6/30/2014 for $40,000.00 to increase grant setup support cap done by an amendment; 33000001A 7/1/2013-6/30/2014 for $123,760.00 to maintenance, support, hosting/disaster recovery, and grant setup done by a renewal; 33000001A 12/31/2012-6/30/2013 for $170,480.00 for Initial configuration and setup, system integration, data migration, piloting, training, maintenance and support, hosting/disaster recovery, and grant setup done through a competitive RFP. Services include software hosting, maintenance, licensing, system upgrades, configuration support for grant programs, and technical support necessary to maintain uninterrupted grant management operations for IDPH.

Section VI - Business Rationale

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Bulletin Reference Number 26-482DPH-FINAN-B-52075

Requesting Agency/University Illinois Department of Public Health

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

IDPH will transition to the state-mandated grants management system when the required statewide functionality has been implemented and made available for IDPH use, but in the meantime, it is economically feasible to continue with HTC Global versus the cost of converting to a new vendor at this stage of the process.

IDPH needs maintenance, enhancement, and licenses for EGrAMS from HTC Global to support our grants management operations.

IDPH awards approximately 2,000 grants annually to thousands of grantees. IDPH needs a GATA-compliant electronic grants management system that allows us to post solicitations and review applications, review proposed budgets, issue grant agreements, and receive periodic reports from grantees. This process has been automated since 2013 and resulted in providing grant opportunities to a broader audience, faster processing of applications and grants, and a vehicle to communicate requirements and other changes based on the implementation of the Grant Accountability and Transparency Act (GATA) and Uniform Guidance located at 2 CFR 200 to all sub-recipients efficiently and in a consistent format.

The required services also include operational transition and data migration support necessary to facilitate eventual migration from the existing EGrAMS environment to the Statewide Euna Grants powered by AmpliFund system. Services include assistance related to the EGrAMS data model, migration related support activities, continuity of historical grant records, and maintenance of the existing operational environment during statewide transition planning

This procurement represents a continuation of the existing EGrAMS system required to maintain grant lifecycle operations until the State of Illinois completes implementation of the statewide Euna Grants system powered by AmpliFund.

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Bulletin Reference Number 26-482DPH-FINAN-B-52075

Requesting Agency/University Illinois Department of Public Health

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

Configuration Support Services A. The configuration services include set up of the required program in the IDPH Test / UAT environment, make any refinements are required or based on the User Acceptance Testing and moved to configuration to the production environment.

B. HTC will provide configuration and enhancement services on an as-needed basis. For the purpose of a new contract, a budgetary provisional estimate of hours is provided for the fiscal year FY- 2027. HTC will bill IDPH for the hours spent for configuration support services at the end of each month. Configuration support services are available from Monday to Friday (excluding State recognized holidays) between 8:00 am – 5:00 pm Central Time.

C. Provide any assistance to IDPH and/or AmpliFund in answering any queries related to the EGrAMS data model to facilitate data migration to the AmpliFund system.

D. The term of the Configuration Support Services contract for FY 2027 will be starting July 1st, 2026 through June 30th 2027.

E. HTC will identify and provide a Single Point of Contact (SPOC) for the respective state departments to report all errors in configuration, User Acceptance changes. The SPOC will coordinate with the appropriate HTC project team member to analyze the issue and provide a remedy / resolution. HTC will make all necessary efforts to correct or provide working solutions for issues that are reported by state personnel.

F. HTC will provide over the phone help-desk support from 8:00 am through 5:00 pm Central time on all state business days to resolve any issues with any configuration or setup. The maximum response time requirement will be 4 hours from the time the issue has been notified.

Hosting, Maintenance and Support Services

A. HTC will provide annual software maintenance services for EGrAMS® software.

The term ‘Maintenance’ refers to generic patches including upgrades to the software due to .NET framework changes or MS-SQL server version changes, new functionality released by HTC on a periodic basis. Maintenance covers distribution of the new releases at no additional cost to organizations implementing EGrAMS and under an active maintenance agreement.

B. HTC will provide a minimum of 10 hours of Technical Support on a monthly basis as part of the Maintenance & Support for the Illinois Department of Public Health. The term ‘Technical Support’ covers Level 2 support for IDPH staff which includes help in performing certain tasks, setting up additional access, and any clarifications. Hours in excess of 10 hours will be billed at an hourly rate of $125.00. Technical Support hours not utilized in the month cannot be carried over to subsequent months. Technical support is available from Monday to Friday (excluding State recognized holidays) between 8:00 am – 5:00 pm Central Time.

C. The term of the Hosting, Maintenance & Support contract for FY 2027 will be starting July 1st, 2026 through June 30th 2027.

D. HTC will identify and provide a Single Point of Contact (SPOC) for the respective state departments to report all system malfunctions – software, hardware or unknown. The SPOC will coordinate with the appropriate HTC project team member to analyze the issue and provide a remedy / resolution. HTC will make all necessary efforts to correct or provide working solutions for issues that are reported by state personnel and that can be verified as errors with the EGrAMS system.

E. HTC will communicate new releases and implementation enhancements to the state identified

SPOC.

F. HTC will provide over the phone help-desk support from 8:00 am through 5:00 pm Central time on all state business days. The maximum response time requirement will be 4 hours from the time the issue has been notified.

HTC will also provide operational and technical support necessary to maintain continuity of the existing EGrAMS environment and support transition readiness activities associated with the future migration to the Statewide Euna Grants system powered by AmpliFund, including assistance with data model clarification, interface review, historical data support, and transition related technical coordination activities.

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Bulletin Reference Number 26-482DPH-FINAN-B-52075

Requesting Agency/University Illinois Department of Public Health

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?

EGrAMS is a software used to implement the Grant Accountability and Transparency Act (GATA) and Uniform Guidance located at 2 CFR 200, allowing IDPH to comply with Federal Grant requirements. In maintaining this software solution, IDPH must maintain an active Grant software until the Statewide Grant software (Amplifund) is ready for IDPH use. If IDPH were to have to use a competitive bid for this service, a new vendor would have to tailor its solution. The initial implementation cost and vetting of new software programs would exceed the short time the agency would need a grant management system before the agency is required to move to the state system Euna Grants powered by Amplifund. EGrAMS is not available through resellers.

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:

EGrAMS houses thirteen years of historical grant data for IDPH. This extensive data repository provides invaluable insights and continuity for IDPH's grant management operations, enhancing decision-making and accountability.

IDPH determined that introducing another vendor at this time for a short period would not only make it difficult to migrate data twice in a short period but would also cost the agency many personal-hours and the possibility of losing essential data from the excessive transfers. The temporary switch could potentially disrupt grant lifecycle operations, delay grant processing activities, and negatively impact administration of federally funded grant programs. All our grant's data exists in EGrAMS with HTC Global. HTC Global is the sole provider of licenses and maintenance for its product, and there are no resellers of EGrAMS. IDPH has made a significant investment (over 3,000,000 since 2013) in this system; this substantial financial commitment underscores the importance and value that IDPH places on the system for managing its grant data effectively.

5. Has the Agency or University considered alternative supplies or services to satisfy their need? Yes No

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Bulletin Reference Number 26-482DPH-FINAN-B-52075

Requesting Agency/University Illinois Department of Public Health

5a. If yes, name the alternative vendors whose supplies or services were evaluated:

AIMS, ECivis

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:

The Agency conducted market research in late fall 2025, including November 2025, consistent with 30 ILCS 500/20-25 to identify available grant management solutions capable of supporting Illinois Department of Public Health requirements.

The Agency identified AIMS and eCivis as alternative vendors. Two additional vendors were reviewed and removed from consideration during market research after determining their solutions do not meet the Agency’s operational and statutory requirements for grant management. As a result, pricing was not pursued for those vendors.

AIMS and eCivis were determined to be unacceptable based on the following:

• The solutions do not include the existing customization currently configured within EGrAMS to support Illinois Department of Public Health grant structure, workflows, and reporting requirements developed since 2013.

• Both solutions would require full system configuration, data migration, and integration to align with Illinois Department of Public Health operational requirements and compliance with the Grant Accountability and Transparency Act and 2 CFR 200.

• Neither vendor can provide continuity of existing operations without full implementation, including migration of historical grant data and active grant processes.

• Implementation timelines associated with either solution would not support continuity of Fiscal Year 2027 grant lifecycle operations.

Additionally, transitioning to either alternative would result in duplicative implementation efforts due to the State of Illinois developing the statewide Euna Grants system powered by AmpliFund, which the Agency is required to adopt once available.

Although alternative grants management platforms exist within the marketplace, implementation of an alternative platform for a temporary operational period prior to required statewide migration to the Statewide Euna Grants powered by AmpliFund system was determined not economically feasible. Transition to a temporary replacement system would require duplicative implementation efforts, additional configuration and migration activities, retraining of users, redevelopment of existing workflows and reporting structures, and increased operational disruption risks immediately prior to statewide migration activities.The Agency did not conduct formal vendor pricing solicitations or negotiated pricing exercises with alternative vendors because the Agency determined implementation of a temporary replacement platform prior to required statewide migration would not be economically feasible

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).

The Agency conducted market research in late fall 2025, including November 2025, consistent with 30 ILCS 500/20-25 to identify available grant management solutions within the marketplace.

The evaluation consisted of identifying vendors and reviewing publicly available information, including vendor websites and published system capabilities, to determine general alignment with Illinois Department of Public Health operational requirements.

The evaluation was limited to determining the availability of alternative solutions within the market. The Agency did not conduct testing, demonstrations for comparative evaluation, or any ranking of vendors, as those activities are reserved for a competitive procurement process.

The Agency also considered the feasibility of conducting a competitive procurement and determined that a competitive solicitation would require procurement, implementation, and transition timelines that would not support Fiscal Year 2027 operations and would result in duplicative effort given the pending statewide solution.

6. Are there resellers or distributors?

Yes No N/A

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Bulletin Reference Number 26-482DPH-FINAN-B-52075

Requesting Agency/University Illinois Department of Public Health

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 Agency reviewed the proposed FY27 EGrAMS pricing together with publicly available pricing information and implementation cost considerations associated with alternative grants management platforms identified during market research conducted pursuant to 30

ILCS 500/20-25.

The FY27 EGrAMS proposed cost of $540,300 consists of the following operational components:

• Hosting and Maintenance Services: $114,000 annually

• Hosting Disaster Recovery Services: $13,800 annually

• Configuration Services Support: 1,500 estimated hours at $125 per hour totaling $187,500

• Interface support for the Federal Subaward Reporting System (FSRS): 300 estimated hours at $125 per hour totaling $37,500

• PROVIDE interface support activities: 500 estimated hours at $125 per hour totaling $62,500

• Tracking Incoming Grants support activities: 400 estimated hours at $125 per hour totaling $50,000

• Audit support activities: 40 estimated hours at $125 per hour totaling $5,000

• Assistance to IDPH and AmpliFund regarding EGrAMS data model clarification and migration support activities: 300 estimated hours at $125 per hour totaling $37,500

• Tracking and KPI support activities: 260 estimated hours at $125 per hour totaling $32,500

These costs support continued operation of the current EGrAMS environment, including hosting, maintenance, operational support, configuration support, interface support, reporting support, audit support, and transition related support activities associated with the future migration to the Statewide Euna Grants system powered by AmpliFund.

The Agency also reviewed comparable publicly available information related to alternative grants management systems identified during market research, including ECivics and AIMS. The Agency determined that while recurring operational costs for comparable systems appeared generally similar to the current EGrAMS operational environment, implementation of a temporary replacement system would require additional initial software licensing, setup, configuration, migration, and customization costs estimated between approximately $150,000 and $200,000 in addition to recurring annual operational costs.

The Agency further determined that implementation of a temporary replacement platform would require redevelopment of interfaces, retraining of program and grantee personnel, recreation of grant workflows, additional operational transition activities, and duplicate migration efforts immediately prior to the required statewide transition to the Statewide Euna Grants system powered by AmpliFund.

Based upon review of the operational pricing components, estimated support hours, publicly available comparative information, historical operational costs, and the temporary operational period remaining prior to statewide migration, the Agency determined continuation of the existing EGrAMS environment represents the most economically feasible solution.

Based on this evaluation, IDPH has determined that the pricing proposed by HTC Global Services, Inc.. is fair, reasonable, and in the best interest of the State of Illinois, especially in light of the short-term needs and pending competitive procurement process scheduled for

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 the Sole Economically Feasible Source request is not approved, IDPH would incur substantial operational disruption and additional implementation costs associated with replacing the existing EGrAMS environment during the limited interim period prior to the required statewide migration to the Statewide Euna Grants system powered by AmpliFund. Additional impacts could include disruption to grant lifecycle operations, delays in grant processing activities, additional implementation and migration costs, redevelopment of interfaces and workflows, retraining of users, and increased operational risk associated with transitioning systems twice within a limited operational time frame.

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

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Bulletin Reference Number 26-482DPH-FINAN-B-52075

Requesting Agency/University Illinois Department of Public Health

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 5/20/2026

Printed Name Jacob Cisco E-mail Address Jacob.Cisco@Illinois.gov

Phone Number 447-743-8737

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 Mike.Caceres@illinois.gov

Phone Number 217-557-7905 Date May 20, 2026

Printed Name Mike Caceres

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 217-299-5883 Date 05/20/2026

Printed Name Rebecca Gossett E-mail Address rebecca.gossett@illinois.gov

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Bulletin Reference Number 26-482DPH-FINAN-B-52075

Requesting Agency/University Illinois Department of Public Health

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

Project Title Electronic Grants Management System (EGrAMS) Hosting Maintenance and Configuration Support FY27

Vendor HTC Global Services, Inc.

Initial Date of Procurement Bulletin Posting 05/20/2026

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 217-622-1857

Printed Name Ellen H. Daley Date Jun 3, 2026

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

IDPH needs maintenance, enhancement, and licenses for EGrAMS from HTC Global to support our grants management operations.

IDPH awards approximately 2,000 grants annually to thousands of grantees. IDPH needs a GATA-compliant electronic grants management system that allows us to post solicitations and review applications, review proposed budgets, issue grant agreements, and receive periodic reports from grantees. This process has been automated since 2013 and resulted in providing grant opportunities to a broader audience, faster processing of applications and grants, and a vehicle to communicate requirements and other changes based on the implementation of the Grant Accountability and Transparency Act (GATA) and Uniform Guidance located at 2 CFR 200 to all sub-recipients efficiently and in a consistent format.

The required services also include operational transition and data migration support necessary to facilitate eventual migration from the existing EGrAMS environment to the Statewide Euna Grants powered by AmpliFund system. Services include assistance related to the EGrAMS data model, migration related support activities, continuity of historical grant records, and maintenance of the existing operational environment during statewide transition planning

This procurement represents a continuation of the existing EGrAMS system required to maintain grant lifecycle operations until the State of Illinois completes implementation of the statewide Euna Grants system powered by AmpliFund.

Q2Answer: Configuration Support Services A. The configuration services include set up of the required program in the IDPH Test / UAT environment, make any refinements are required or based on the User Acceptance Testing and moved to configuration to the production environment.

B. HTC will provide configuration and enhancement services on an as-needed basis. For the purpose of a new contract, a budgetary provisional estimate of hours is provided for the fiscal year FY- 2027. HTC will bill IDPH for the hours spent for configuration support services at the end of each month. Configuration support services are available from Monday to Friday (excluding State recognized holidays) between 8:00 am – 5:00 pm Central Time.

C. Provide any assistance to IDPH and/or AmpliFund in answering any queries related to the EGrAMS data model to facilitate data migration to the AmpliFund system.

D. The term of the Configuration Support Services contract for FY 2027 will be starting July 1st, 2026 through June 30th 2027.

E. HTC will identify and provide a Single Point of Contact (SPOC) for the respective state departments to report all errors in configuration, User Acceptance changes. The SPOC will coordinate with the appropriate HTC project team member to analyze the issue and provide a remedy / resolution. HTC will make all necessary efforts to correct or provide working solutions for issues that are reported by state personnel.

F. HTC will provide over the phone help-desk support from 8:00 am through 5:00 pm Central time on all state business days to resolve any issues with any configuration or setup. The maximum response time requirement will be 4 hours from the time the issue has been notified.

Hosting, Maintenance and Support Services

A. HTC will provide annual software maintenance services for EGrAMS® software.

The term ‘Maintenance’ refers to generic patches including upgrades to the software due to .NET framework changes or MS-SQL server version changes, new functionality released by HTC on a periodic basis. Maintenance covers distribution of the new releases at no additional cost to organizations implementing EGrAMS and under an active maintenance agreement.

B. HTC will provide a minimum of 10 hours of Technical Support on a monthly basis as part of the Maintenance & Support for the Illinois Department of Public Health. The term ‘Technical Support’ covers Level 2 support for IDPH staff which includes help in performing certain tasks, setting up additional access, and any clarifications. Hours in excess of 10 hours will be billed at an hourly rate of $125.00. Technical Support hours not utilized in the month cannot be carried over to subsequent months. Technical support is available from Monday to Friday (excluding State recognized holidays) between 8:00 am – 5:00 pm Central Time.

C. The term of the Hosting, Maintenance & Support contract for FY 2027 will be starting July 1st, 2026 through June 30th 2027.

D. HTC will identify and provide a Single Point of Contact (SPOC) for the respective state departments to report all system malfunctions – software, hardware or unknown. The SPOC will coordinate with the appropriate HTC project team member to analyze the issue and provide a remedy / resolution. HTC will make all necessary efforts to correct or provide working solutions for issues that are reported by state personnel and that can be verified as errors with the EGrAMS system.

E. HTC will communicate new releases and implementation enhancements to the state identified

SPOC.

F. HTC will provide over the phone help-desk support from 8:00 am through 5:00 pm Central time on all state business days. The maximum response time requirement will be 4 hours from the time the issue has been notified.

HTC will also provide operational and technical support necessary to maintain continuity of the existing EGrAMS environment and support transition readiness activities associated with the future migration to the Statewide Euna Grants system powered by AmpliFund, including assistance with data model clarification, interface review, historical data support, and transition related technical coordination activities.

IDPH determined that introducing another vendor at this time for a short period would not only make it difficult to migrate data twice in a short period but would also cost the agency many personal-hours and the possibility of losing essential data from the excessive transfers. The temporary switch could potentially disrupt grant lifecycle operations, delay grant processing activities, and negatively impact administration of federally funded grant programs. All our grant's data exists in EGrAMS with HTC Global. HTC Global is the sole provider of licenses and maintenance for its product, and there are no resellers of EGrAMS. IDPH has made a significant investment (over 3,000,000 since 2013) in this system; this substantial financial commitment underscores the importance and value that IDPH places on the system for managing its grant data effectively.

The Agency identified AIMS and eCivis as alternative vendors. Two additional vendors were reviewed and removed from consideration during market research after determining their solutions do not meet the Agency’s operational and statutory requirements for grant management. As a result, pricing was not pursued for those vendors.

AIMS and eCivis were determined to be unacceptable based on the following:

• The solutions do not include the existing customization currently configured within EGrAMS to support Illinois Department of Public Health grant structure, workflows, and reporting requirements developed since 2013.

• Both solutions would require full system configuration, data migration, and integration to align with Illinois Department of Public Health operational requirements and compliance with the Grant Accountability and Transparency Act and 2 CFR 200.

• Neither vendor can provide continuity of existing operations without full implementation, including migration of historical grant data and active grant processes.

• Implementation timelines associated with either solution would not support continuity of Fiscal Year 2027 grant lifecycle operations.

Additionally, transitioning to either alternative would result in duplicative implementation efforts due to the State of Illinois developing the statewide Euna Grants system powered by AmpliFund, which the Agency is required to adopt once available.

Although alternative grants management platforms exist within the marketplace, implementation of an alternative platform for a temporary operational period prior to required statewide migration to the Statewide Euna Grants powered by AmpliFund system was determined not economically feasible. Transition to a temporary replacement system would require duplicative implementation efforts, additional configuration and migration activities, retraining of users, redevelopment of existing workflows and reporting structures, and increased operational disruption risks immediately prior to statewide migration activities.The Agency did not conduct formal vendor pricing solicitations or negotiated pricing exercises with alternative vendors because the Agency determined implementation of a temporary replacement platform prior to required statewide migration would not be economically feasible Q5cAnswer: The Agency conducted market research in late fall 2025, including November 2025, consistent with 30 ILCS 500/20-25 to identify available grant management solutions within the marketplace.

The evaluation consisted of identifying vendors and reviewing publicly available information, including vendor websites and published system capabilities, to determine general alignment with Illinois Department of Public Health operational requirements.

The evaluation was limited to determining the availability of alternative solutions within the market. The Agency did not conduct testing, demonstrations for comparative evaluation, or any ranking of vendors, as those activities are reserved for a competitive procurement process.

The Agency also considered the feasibility of conducting a competitive procurement and determined that a competitive solicitation would require procurement, implementation, and transition timelines that would not support Fiscal Year 2027 operations and would result in duplicative effort given the pending statewide solution.

The FY27 EGrAMS proposed cost of $540,300 consists of the following operational components:

• Hosting and Maintenance Services: $114,000 annually

• Hosting Disaster Recovery Services: $13,800 annually

• Configuration Services Support: 1,500 estimated hours at $125 per hour totaling $187,500

• Interface support for the Federal Subaward Reporting System (FSRS): 300 estimated hours at $125 per hour totaling $37,500

• PROVIDE interface support activities: 500 estimated hours at $125 per hour totaling $62,500

• Tracking Incoming Grants support activities: 400 estimated hours at $125 per hour totaling $50,000

• Audit support activities: 40 estimated hours at $125 per hour totaling $5,000

• Assistance to IDPH and AmpliFund regarding EGrAMS data model clarification and migration support activities: 300 estimated hours at $125 per hour totaling $37,500

• Tracking and KPI support activities: 260 estimated hours at $125 per hour totaling $32,500

These costs support continued operation of the current EGrAMS environment, including hosting, maintenance, operational support, configuration support, interface support, reporting support, audit support, and transition related support activities associated with the future migration to the Statewide Euna Grants system powered by AmpliFund.

The Agency also reviewed comparable publicly available information related to alternative grants management systems identified during market research, including ECivics and AIMS. The Agency determined that while recurring operational costs for comparable systems appeared generally similar to the current EGrAMS operational environment, implementation of a temporary replacement system would require additional initial software licensing, setup, configuration, migration, and customization costs estimated between approximately $150,000 and $200,000 in addition to recurring annual operational costs.

The Agency further determined that implementation of a temporary replacement platform would require redevelopment of interfaces, retraining of program and grantee personnel, recreation of grant workflows, additional operational transition activities, and duplicate migration efforts immediately prior to the required statewide transition to the Statewide Euna Grants system powered by AmpliFund.

Based upon review of the operational pricing components, estimated support hours, publicly…