DVA 20170410 Sole Source Justification Form B20563 final.pdf

Sole Source Justification Form

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Bulletin Reference Number B20563

Requesting Agency/University Illinois Department of Veterans' Affairs

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

Department/Bureau/Section: Fiscal- Central Office- Programs

Need Identified Date: Nov 1, 2019 Supply/Service Need By Date: Feb 1/2021

Project Title: Illinois Warrior Assistance Program

Vendor: Illinois Joining Forces

Provide a description of the supplies or services required: Link veterans' to services under current IWAP statute

Value: Not to Exceed Value of Initial Term, this Change Order or Amendment: 250,000

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: New Sole Economically Feasible Source

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: Feb 1, 2021

Estimated Contract End Date: Jan 30, 2022

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)

Compatibility of Equipment, Accessories, Replacement Parts or Service

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

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Bulletin Reference Number B20563

Requesting Agency/University Illinois Department of Veterans' Affairs

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 Jan 1 2009 Jan 1 2019 250,000 Service Veterans' under IWAP Statute RFP

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:

Illinois Joining Forces (IJF)has an established, state-wide network of credentialed behavioral health providers to provide screening, assessment, referral, care coordination, counseling, psychotherapy, prescriptions for behavioral health medications, legal and financial counseling and other support services for veterans suffering from mild traumatic brain injury (TBI), post-traumatic stress disorder (PTSD) and related behavioral health disorders. IJF will provide a 24/7 toll-free resource and referral line with access to behavioral health clinicians for eligible veterans and their family members. A key component of this 24/7 toll-free phone line is the IJF's capability to provide telephonic TBI and PTSD screening for eligible veterans, as well as online outreach communication capabilities. IJF will maintain a comprehensive website owned by IDVA, including a web chat feature 24-hour live service seven days a week, that provides clinical consultations to potential clients and communicates the benefits of the program. IJF will demonstrate their commitment to providing superior service to the Agency, veterans and veterans’ family members. Illinois Joining Forces is capable of developing and administering the Illinois Warrior Assistance Program (IWAP).

IJF will provide referral, care coordination, counseling, psychotherapy, and, where appropriate, facilitate prescription coverage for behavioral health medications, legal and financial counseling and other support services for eligible veterans and their family members who are seeking counseling related to their military service and associated transitional challenges. They are able to demonstrate knowledge of experience with veterans’ issues. The focus is on veterans returning from Iraq and Afghanistan and their families, although assistance to veterans of other conflicts is also available through IWAP as statutorily defined in 20 ILCS 2805/8.

If the Agency fails to provide these services they will be in breach of statute

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Bulletin Reference Number B20563

Requesting Agency/University Illinois Department of Veterans' Affairs

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

1. Offeror must have a stable network of qualified behavioral health providers, by provider type, across all of the geographic areas of Illinois and provide a map that illustrates this detail. Offeror will include copy of map in proposal. This network will meet or exceed the credentialing standards promulgated by the National Committee for Quality Assurance for Managed Behavioral Healthcare Organizations (www.ncqa.org).

2. Offeror must provide a detailed staffing plan that includes a listing and description of the individuals that will be assigned to the program including current resumes, educational backgrounds, and previous work experience in order to successfully administer all contractual requirements. Include a copy of the staffing plan as an attachment to the proposal. Staffing plan must include a project manager with a minimum of 5 years’ experience in referral-based program coordination, to coordinate services for IWAP. Members of this team shall have authority to make decisions for expeditious resolution of identified problems, have direct telephone access, and shall be expected to meet as needed with representatives of the State to discuss service issues and resolve problems.

3. Offeror shall act in accordance with its clinical protocols to ensure the safety of the caller. Offeror shall provide the State with copies of all protocols for review Annually and must be included in the proposal. The protocols must include the process for handling emergency and potentially suicidal callers.

4. Offeror must provide proof at time of proposal of receiving pre-approval by the U.S. Department of Veterans’ Affairs as an Accredited Service Organization Representative or Claims Agent via https://www.benefits.va.gov/vso/index.asp and https://www.va.gov/ogc/ accreditation.asp to offer services as referenced in 20 ILCS 2805/8.

5.Offeror must provide information regarding available training resources on military and veteran culture and needs to providers to which it refers veterans/families, which must be of similar standard to those furnished by the Veteran Cultural Competency Training Program (https://www.mirecc.va.gov/visn2/vetcct.asp) and provide to IDVA for review and approval prior to usage.

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?

Illinois Joining Forces already works in conjunction with IDVA to provide critical services to veterans. Since starting the solicitation process in early 2020 no companies bid on the RFP. When the most recent RFP were posted IDVA did not receive any bids, IDVA then posted two RFI's with no intent to award. After reviewing the information provided and the inability to provide the services that the Agency needed, the agency determined that working in conjunction with IJF on these services may be the most cost efficient and consistent way to provide these services to veterans'.

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:

Illinois Joining Forces (IJF) is able to arrange for individual behavioral health services to the veteran population, as well as the tracking of benefit administration for all eligible individuals based on the benefits outlined below. Ensure that any eligible individuals are able to be seen within 10 days of calling for a referral, telephonic screening of all individuals who call the 24/7 toll-free phone line and the capability to provide telephonic TBI and PTSD screening for eligible veterans, screenings that include a minimum of 10 questions that provide detail on current symptoms and provides information about possible events leading up to need for screening.

IJF provides marketing outreach and engagement protocols to identify and engage veterans that would benefit from IWAP benefits and services but are not calling the IWAP toll-free line.

IJF has the resaources and referral database of community supports that are sensitive to issues facing returning veterans, such as substance abuse, assistance with housing concerns, loss of employment, marital issues and suicide.

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

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Bulletin Reference Number B20563

Requesting Agency/University Illinois Department of Veterans' Affairs

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

The vendors that responded to the RFI's were only able to provide portion of the services.

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:

Other vendors were uanable to meet all of the rservices requested. While some could provide that call center, they could not provide the website. Some vendors were able to provide the website but not the screenings and/or the 24/7 call center.

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).

When we put the RFP out to bid in December allvendors who qualified under the NIGP codes were solicited and notified of the solicitation. None responded. We rebid this a few more times and after not receiving any bids, IDVA put out 4 RFI's over the last few months. The RFIs revealed that the services needed were specialized and not widely available.

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?

All funding associated with IWAP program are specifically appropriated for IWAP annually.

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?

The focus is on veterans returning from Iraq and Afghanistan and their families, although assistance to veterans of other conflicts is also available through IWAP as statutorily defined in 20 ILCS 2805/8. These services are critical to the health, life and safety of our veterans.

Going out to bid on this again would further delay necessary services for veterans as defined in statute.

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

These services are required through IWAP as statutorily defined in 20 ILCS 2805/8.

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Bulletin Reference Number B20563

Requesting Agency/University Illinois Department of Veterans' Affairs

Section VII

Requesting Department Representative

Requesting Department Signature Required

I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed.

Date Mar 1, 2021

Printed Name Amanda Gray E-mail Address amanda.gray@illinois.gov

Phone Number 217-782-7467

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 michele.l.kuntz@illinois.gov

Phone Number 217-785-7813 Date 3/2/2021

Printed Name Michele Kuntz

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 3/3/2021

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

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Bulletin Reference Number B20563

Requesting Agency/University Illinois Department of Veterans' Affairs

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

IJF will provide referral, care coordination, counseling, psychotherapy, and, where appropriate, facilitate prescription coverage for behavioral health medications, legal and financial counseling and other support services for eligible veterans and their family members who are seeking counseling related to their military service and associated transitional challenges. They are able to demonstrate knowledge of experience with veterans’ issues. The focus is on veterans returning from Iraq and Afghanistan and their families, although assistance to veterans of other conflicts is also available through IWAP as statutorily defined in 20 ILCS 2805/8.

If the Agency fails to provide these services they will be in breach of statute Q2Answer: 1. Offeror must have a stable network of qualified behavioral health providers, by provider type, across all of the geographic areas of Illinois and provide a map that illustrates this detail. Offeror will include copy of map in proposal. This network will meet or exceed the credentialing standards promulgated by the National Committee for Quality Assurance for Managed Behavioral Healthcare Organizations (www.ncqa.org).

2. Offeror must provide a detailed staffing plan that includes a listing and description of the individuals that will be assigned to the program including current resumes, educational backgrounds, and previous work experience in order to successfully administer all contractual requirements. Include a copy of the staffing plan as an attachment to the proposal. Staffing plan must include a project manager with a minimum of 5 years’ experience in referral-based program coordination, to coordinate services for IWAP. Members of this team shall have authority to make decisions for expeditious resolution of identified problems, have direct telephone access, and shall be expected to meet as needed with representatives of the State to discuss service issues and resolve problems.

3. Offeror shall act in accordance with its clinical protocols to ensure the safety of the caller. Offeror shall provide the State with copies of all protocols for review Annually and must be included in the proposal. The protocols must include the process for handling emergency and potentially suicidal callers.

4. Offeror must provide proof at time of proposal of receiving pre-approval by the U.S. Department of Veterans’ Affairs as an Accredited Service Organization Representative or Claims Agent via https://www.benefits.va.gov/vso/index.asp and https://www.va.gov/ogc/accreditation.asp to offer services as referenced in 20 ILCS 2805/8.

5.Offeror must provide information regarding available training resources on military and veteran culture and needs to providers to which it refers veterans/families, which must be of similar standard to those furnished by the Veteran Cultural Competency Training Program (https://www.mirecc.va.gov/visn2/vetcct.asp) and provide to IDVA for review and approval prior to usage.

IJF provides marketing outreach and engagement protocols to identify and engage veterans that would benefit from IWAP benefits and services but are not calling the IWAP toll-free line.

IJF has the resaources and referral database of community supports that are sensitive to issues facing returning veterans, such as substance abuse, assistance with housing concerns, loss of employment, marital issues and suicide.