Emergency Extension - Nursing Home Monitor.pdf

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.24.2 Page 1 of 4

Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

Zip: 38401State: TNCity: ColumbiaAddress: PO Box 654

Vendor: CertiSurv, LLC

Zip: 62702State: ILCity: Springfield Address: 535 W Jefferson

Requesting Agency DPH - Public Health Division: Office Of Health Care Regulations

Extension Justification BidBuy Reference #: 25-482DPH-HLTHP-R-227939

Amount of original contract: $ 96,750

Actual or Estimated: Actual

Original BidBuy Reference #: 24-482DPH-HLTHC-P-67929

Original Emergency Term Start Date: 04/22/2024 Original Emergency Term End Date: 07/20/2024

Expected Extension Start Date: 07/19/2024 Expected Extension End Date: 01/20/2025

Amount of extension contract: $0 Actual or Estimated: Actual

Is there BEP participation on this contract? If no, explain why

IDPH's choice not to utilize a BEP vendor is due to this procurement being 100% federally funded, which does not require a BEP goal.

The agency does, however, intend to incorporate BEP into our long-term agreement.

Has this emergency contract been extended before? Please detail in the space below:

BidBuy Reference # Amount Start Date End Date

N/A $0.00

$0.00

$0.00

1. Provide detail about the events that led the agency to conduct an emergency procurement:

Due to IDPH's regulatory responsibility to public safety and nine long-term care facilities falling into financial distress with an immediate need for monitoring while the agency was developing an IFB to establish a monitoring contract. IDPH is responsible for ensuring that the safety and well-being of Illinois residents in these long-term care facilities are maintained and monitored. When the facilities fell into distress, IDPH felt there was a threat to public safety that needed to be addressed quicker than we could get the IFB developed.

2. What is the scope of work of the initial emergency contract? Please detail below:

See Below

Emergency Purchase Extension Approval v.24.2 Page 2 of 4

Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

Zip: 38401State: TNCity: ColumbiaAddress: PO Box 654

Vendor: CertiSurv, LLC

Zip: 62702State: ILCity: Springfield Address: 535 W Jefferson

Requesting Agency DPH - Public Health Division: Office Of Health Care Regulations

Provide a qualified nursing staff team of two to inspect long-term care facilities that have fallen into financial or physical distress to ensure the safety of its residents; the teams will;

• Note improvements with regulatory compliance.

• Verify continued compliance and maintenance with regulation.

• Observe facility staff providing care and services to residents.

• Review records and inform the facility designee of concerns.

• Intervene on behalf of the residents who are not receiving the necessary direct care services.

• Routinely meet with residents to discuss the services they are receiving.

• Advise residents about the services they are entitled to receive and

• Determine if the facility is failing to meet the direct care needs of residents.

3. Does this extension change the scope of work? Yes No If yes, please detail below:

4. Provide justification for extending the original emergency contract:

IDPH is responsible for ensuring the safety and well-being of residents of Illinois and that these long-term care facilities are maintained and monitored. Nine long-term care facilities fell into financial distress, and there was an immediate need for monitoring to ensure the safety of the residents and that the care provided still meets the regulatory requirements for long-term care facilities. Since IDPH is responsible for enforcing these standards, an independent agency must review the long-term care facilities for deficiencies. When the emergency started, there were nine long-term care facilities in distress. The vendor has worked diligently to rectify the situation and needs an additional six months to complete the initial surveys of the nine facilities.

5. Does this emergency contract correct or eliminate the emergency condition?

Yes No Please detail:

Emergency Purchase Extension Approval v.24.2 Page 3 of 4

Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

Zip: 38401State: TNCity: ColumbiaAddress: PO Box 654

Vendor: CertiSurv, LLC

Zip: 62702State: ILCity: Springfield Address: 535 W Jefferson

Requesting Agency DPH - Public Health Division: Office Of Health Care Regulations

The contract will eliminate the emergency situation for the 9 long term care facilities and ensure the safety of its residents.

6. Explain why the need cannot be met through a competitive procurement process.

The agency is developing a IFB to fill this need long term.

7. Is a competitive procurement in process to replace this emergency contract?

Yes No Status: in development

Agency is developing a draft IFB and is working to create the mandatory requirements.

8. What is the effect of a denial of this extension request?

The initial emergency will still exist. The contracted vendor could only complete surveys of some of the Facilities in the initial contract.

Residents in these facilities run the risk of improperly managed care facilities. If these facilities are inappropriately managed, the care of the residents could lead to further health issues or safety issues that IDPH would need to learn about and protect its residents.

Emergency Purchase Extension Approval v.24.2 Page 4 of 4

Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

Zip: 38401State: TNCity: ColumbiaAddress: PO Box 654

Vendor: CertiSurv, LLC

Zip: 62702State: ILCity: Springfield Address: 535 W Jefferson

Requesting Agency DPH - Public Health Division: Office Of Health Care Regulations

BidBuy Reference #: 25-482DPH-HLTHP-R-227939

Signatures below cannot be delegated.

APO Signature

I am requesting an extension of the requested emergency contract. I believe all statements herein are true and correct to the best of my knowledge.

APO Signature: Date: Jul 15, 2024

SPO Signature

SPO Signature: Date: 07/15/2024

CPO Signature Based on my review, I approve the Agency to proceed in accordance with the emergency contract extension detailed in this document.

Based upon my review, I approve the Agency to proceed with the following changes:

CPO Signature: Date:

Page of

Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v. 24.2

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.24.2 Page of Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

Extension Justification Actual or Estimated:

Has this emergency contract been extended before? Please detail in the space below:

BidBuy Reference # Amount Start Date End Date

1. Provide detail about the events that led the agency to conduct an emergency procurement:

2. What is the scope of work of the initial emergency contract? Please detail below:

3. Does this extension change the scope of work?

If yes, please detail below:

4. Provide justification for extending the original emergency contract:

5. Does this emergency contract correct or eliminate the emergency condition?

Please detail:

6. Explain why the need cannot be met through a competitive procurement process.

7. Is a competitive procurement in process to replace this emergency contract?

8. What is the effect of a denial of this extension request?

Signatures below cannot be delegated.

APO Signature I am requesting an extension of the requested emergency contract. I believe all statements herein are true and correct to the best of my knowledge.

SPO Signature CPO Signature 11.0.0.20130303.1.892433.887364

Provide a qualified nursing staff team of two to inspect long-term care facilities that have fallen into financial or physical distress to ensure the safety of its residents; the teams will;

• Note improvements with regulatory compliance.

• Verify continued compliance and maintenance with regulation.

• Observe facility staff providing care and services to residents.

• Review records and inform the facility designee of concerns.

• Intervene on behalf of the residents who are not receiving the necessary direct care services.

• Routinely meet with residents to discuss the services they are receiving.

• Advise residents about the services they are entitled to receive and

• Determine if the facility is failing to meet the direct care needs of residents.