DCFS PO21-091 SSJF - Signed Part 1.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number B-16816

Requesting Agency/University IL Dept. of Children and Family Services

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

Department/Bureau/Section: DCFS Office of Innovation & Technology

Need Identified Date: 08/04/2020 Supply/Service Need By Date: Sep 1, 2020

Project Title: CCWIS Related RFP Drafting Services - Convert Small Purchase to Sole Source

Vendor: MABERRY CONSULTING & EVALUATION SERVICES

Provide a description of the supplies or services required: CCWIS Related RFP DRAFTING SERVICES

Value: Not to Exceed Value of Initial Term, this Change Order or Amendment: 30,000

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: One-Time Amendment or Change Order

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: Sep 1, 2020

Estimated Contract End Date: 01/15/2021

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)

Critical Changes to the Existing Contract are Necessary and Best Accomplished by the Contract Holder

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

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

Compatibility of Equipment, Accessories, Replacement Parts or Service

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

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Bulletin Reference Number B-16816

Requesting Agency/University IL Dept. of Children and Family Services

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 01/16/2020 01/15/2021 101,790 RFP Drafting Services PO20-047A Small Purchase

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

Section VI - Business Rationale

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

Maberry Consultanting has been assisting of developing requirements, defining scope, and drafting three specialized Request for Proposals (RFP) to solicit an Organizational Change Management (OCM) and Business Process Redesign (BPR) vendor, and an Independent Verification and Validation (IV&V) vendor, and a Project Management Office vendor for the upcoming implementation project that will replace our child welfare system. This engagement will requires a Professional Writer. The services are to be conducted primarily at the DCFS office in Springfield, IL for the purposes of working with stakeholders and project management to define and document the scope, develop evaluation criteria and scoring model, and producing the following RFP solicitations in their entirety for review and approval by the agency.

The Administration for Children and Families (ACF) has announced the Comprehensive Child Welfare Information System (CCWIS) final rule, which replaces the previous Statewide and Tribal Automated Child Welfare Information System (S/TACWIS) regulations. With CCWIS, Illinois has the opportunity to take advantage of leading technology capabilities to improve data and implement solutions specifically designed to enhance the efficiency and effectiveness of our program practices. This allows us the flexibility to tailor our information technology needs more closely to our unique program requirements.

In support of this effort, the Department has drafted the CCWIS System Integrator and Modules Implementation RFP. This is the first of three CCWIS related RFP’s. The state intends to establish a not to exceed contract for business analyst and professional writing services to complete the three following RFP’s:

1. Organizational Change Management and Business Process Redesign (OCM/BPR)

2. Independent Verification and Validation (IV&V)

3. Project Management Office (PMO)

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Bulletin Reference Number B-16816

Requesting Agency/University IL Dept. of Children and Family Services

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

DCFS needs to add an additional 150 hours to the contract to finish writing the OCM/BPR and PMO RFPs for CCWIS procurement. The OCM/BPR is approximately 75% complete and the PMO RFP is not yet started. The scope includes but is not limited the following:

a) Shall perform highly complex and specialized research on all state and federal requirements of CCWIS system implementation, specifically regarding OCM/BPR and IV&V.

b) Shall have advanced working knowledge of OCM/BPR and IV&V related to CCWIS or SACWIS system implementation projects, and all state and federal requirements.

c) Establish and develop detailed information on OCM/BPR and IV&V issues, including but not limited to: cost structures used to pay these vendors, federal regulations, business rules, and performance monitoring.

d) Study findings from other states that could be adapted to Illinois CCWIS Implementation relating to OCM/BPR and IV&V. Agency will provide contacts for other states.

e) Engage with stakeholders and a contracted Business Analyst (BA) to define and document requirements.

f) Engage with stakeholders and BA to clarify, define and document scope, specifically related to OCM/BPR and IV&V.

g) Review the DCFS CCWIS System Integrator and Modules RFP for OCM/BPR and IV&V scope and responsibilities described with the RFP for inclusion in the RFPs for the OCM/BPR, IV&V, and PMO vendors.

h) Drafting the solicitations for the upcoming RFPs for the CCWIS OCM/BPR vendor, IV&V vendor, and PMO vendor including but not limited to:

a. Description, Vendor Qualifications, Personnel Requirements, Evaluation Criteria, Goals, Services and Supplies, Milestones and Deliverables, and Reporting and Monitoring Criteria.

i) Vendor will be responsible for producing three RFP solicitations in their entirety, including any required attachments, for review and approval by the agency.

j) Vendor will be responsible for ensuring both RFPs are approved by ACF, and the CPO-GS, through a formal review process and is required to correct the documents as required by either approving entity, or until the Department releases the vendor from this obligation.

k) Vendor shall provide their own computer equipment including but not limited to an internet connection and video conferencing.

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 current RFP drafting is on-going and to switch vendors in the middle of drafting the RFPs would be detrimental to the review and require starting over and forgoing the efforts and cost already expended. Drafting of the IV&V RFP is complete, the OCM/BPR RFP is 75% complete, and the PMO RFP has not been started. All CCWIS RFPs are interrelated and share documents and requirements from one to the other, and build on each other to provide a holistic approach to the project. To require a new vendor to pick up the information now would severely delay the finalization of the RFPs.

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:

The vendor is in the middle of writing three interconnected RFPs, and has completed over 500 hours of research, documentation, and requirements gathering with the Department and Contracted BA. The lessons learned drafting the first two RFPs and requirements gathering that cross over and directly relate to requirements in all CCWIS related RFPs will take a new vendor dozens if not hundreds of hours to "catch up". To change vendors now will require a new vendor to basically start over and understand not only the PMO RFP, but the other three related RFPs in their entirety, including all applicable State and federal regulations, the interconnected requirements of the four CCWIS RFPs, the Department's requirement gathering efforts, including nearly 100 hours of collaboration with the Contracted BA, and the unique aspects and operations of the Department. Additionally, this will delay the release of the PMO RFP and potentially the OCM/BPR RFP which could delay the entire CCWIS project as all vendor must have executed contracts and begin billable work in a specific sequence to ensure they are able to complete all required "as is" pre-work by the time the primary contract for the CCWIS System Integrator, which is intended to be the last Contract awarded begins billable work. To change vendors now will require the Department to forego the hundreds of hours spent on the above efforts with this vendor and spend dozens or potentially hundreds of hours getting a new vendor up to speed. If we're unable to finish the OCM/BPR RFP efforts with the remaining funds available in the original Small Purchase award the Department will also forgo a portion of the $101,790.00 spent on the OCM/BPR efforts to-date which will have to be finished or potentially redone with a new vendor.

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

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Bulletin Reference Number B-16816

Requesting Agency/University IL Dept. of Children and Family Services

5a. If no, why weren't alternatives evaluated?

Due to the unique features outlined above, it will take a new vendor dozens if not hundreds of hours to "catch up" and get comfortable to draft the PMO RFP and potentially finish or redo the OCM/BPR RFP further delaying the CCWIS Program. The CCWIS Program is already more than one year behind schedule. The Department, end users, youth, clients, private agency partners that will use the new system cannot afford any more unnecessary delays. Every day CCWIS is not started and operational the Department misses out on a higher rate of federal reimbursement. The Department's current SACWIS system is not federally certified and therefore is reimbursed at a much lower level than the new CCWIS system is. The Department anticipates a increase from our current approximately 17% reimbursement rate up to a 50% reimbursement rate for approved CCWIS related expenses. CCWIS delays are costing the State millions of dollars each year in missed opportunity for higher reimbursement. Additionally CCWIS is expected to provide better and more useful information which is expected to increase the Department's Title IV reimbursement. And most importantly, CCWIS is expected to provide more timely and actionable information which is expected to provide better outcomes for youth.

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?

This request for additional funds is based on the vendor's hourly rate of $135 per hour and includes a 10% discount for early payment.

This vendor was selected based on a competitive request for quote less than 8 months ago. It is highly unlikely the market conditions have drastically changed for these highly specialized skills in the last 8 months. Additionally, this vendor is a certified Small Business Set-Aside (SBSA)vendor, and a certified Business Enterprise Program (BEP) vendor. Taking into account the vendor's highly specialized knowledge and experience which have been greatly increased during the more than 500 hours of working with the Department over the last 8 months, the Department is as satisfied today with their pricing as we were 8 months ago when the vendor was awarded the original Small Purchase Contract. Additionally, the Department wishes to respect the State's Procurement Preference programs and continue the Contract with this SBSA and BEP vendor until the original scope is completed.

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 this $30,000 change order, or increase in award is not approved, the CCWIS Program will be further unnecessarily delayed by the amount of time it will take to draft, receive approval, post, review, award, execute, and get a new vendor up to speed. Further delays will increase the already too high cost to the State in missed opportunity for higher federal reimbursement for approved CCWIS related expenses and untold more in continued reduced Title IV reimbursement. Most importantly, the greatest cost will be paid by the Department's youth in care by depriving DCFS case workers, biological and foster parents, and private agency partners with a new tool that is expected to provide better and more actionable information which is expected to lead to better outcomes for the youth of Illinois.

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

The Department believes this change is germane to the original Contract, was not foreseeable at the time of award, and is the State's best interest.

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Bulletin Reference Number B-16816

Requesting Agency/University IL Dept. 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

Printed Name James Daugherty E-mail Address James.Daugherty@illinois.gov

Phone Number 217-558-5066

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 Aug 19, 2020

Printed Name Van P. 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 Aug 19, 2020

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

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Bulletin Reference Number B-16816

Requesting Agency/University IL Dept. 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 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

The Administration for Children and Families (ACF) has announced the Comprehensive Child Welfare Information System (CCWIS) final rule, which replaces the previous Statewide and Tribal Automated Child Welfare Information System (S/TACWIS) regulations. With CCWIS, Illinois has the opportunity to take advantage of leading technology capabilities to improve data and implement solutions specifically designed to enhance the efficiency and effectiveness of our program practices. This allows us the flexibility to tailor our information technology needs more closely to our unique program requirements.

In support of this effort, the Department has drafted the CCWIS System Integrator and Modules Implementation RFP. This is the first of three CCWIS related RFP’s. The state intends to establish a not to exceed contract for business analyst and professional writing services to complete the three following RFP’s:

1. Organizational Change Management and Business Process Redesign (OCM/BPR)

2. Independent Verification and Validation (IV&V)

3. Project Management Office (PMO) Q2Answer: DCFS needs to add an additional 150 hours to the contract to finish writing the OCM/BPR and PMO RFPs for CCWIS procurement. The OCM/BPR is approximately 75% complete and the PMO RFP is not yet started. The scope includes but is not limited the following:

a) Shall perform highly complex and specialized research on all state and federal requirements of CCWIS system implementation, specifically regarding OCM/BPR and IV&V.

b) Shall have advanced working knowledge of OCM/BPR and IV&V related to CCWIS or SACWIS system implementation projects, and all state and federal requirements.

c) Establish and develop detailed information on OCM/BPR and IV&V issues, including but not limited to: cost structures used to pay these vendors, federal regulations, business rules, and performance monitoring.

d) Study findings from other states that could be adapted to Illinois CCWIS Implementation relating to OCM/BPR and IV&V. Agency will provide contacts for other states.

e) Engage with stakeholders and a contracted Business Analyst (BA) to define and document requirements.

f) Engage with stakeholders and BA to clarify, define and document scope, specifically related to OCM/BPR and IV&V.

g) Review the DCFS CCWIS System Integrator and Modules RFP for OCM/BPR and IV&V scope and responsibilities described with the RFP for inclusion in the RFPs for the OCM/BPR, IV&V, and PMO vendors.

h) Drafting the solicitations for the upcoming RFPs for the CCWIS OCM/BPR vendor, IV&V vendor, and PMO vendor including but not limited to:

a. Description, Vendor Qualifications, Personnel Requirements, Evaluation Criteria, Goals, Services and Supplies, Milestones and Deliverables, and Reporting and Monitoring Criteria.

i) Vendor will be responsible for producing three RFP solicitations in their entirety, including any required attachments, for review and approval by the agency.

j) Vendor will be responsible for ensuring both RFPs are approved by ACF, and the CPO-GS, through a formal review process and is required to correct the documents as required by either approving entity, or until the Department releases the vendor from this obligation.

k) Vendor shall provide their own computer equipment including but not limited to an internet connection and video conferencing.