Emergency-purchase-extension-approval CPO signed 11.18.24.pdf

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.25.2 Page 1 of 3

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: 53224State: WICity: MilwaukeeAddress: 11100 West Liberty Drive

Vendor: DentaQuest of Illinois, LLC d/b/a DentaQuest

Zip: 62704State: IL City: Springfield Address: 201 South Grand Avenue East

Requesting Agency: HFS - Health and Family Services Division: Medical Programs

Extension Justification BidBuy Reference #: 25-478HFS-MEDPR-B-45435

Amount of original contract: $ 12,044,400

Actual or Estimated: Estimated

Original BidBuy Reference #: 23-478HFS-MEDPR-B-53273

Original Emergency Term Start Date: Jul 1, 2023 Original Emergency Term End Date: Sep 28, 2023

Expected Extension Start Date: Jan 1, 2025 Expected Extension End Date: Dec 31, 2025

Amount of extension contract: $ 53,000,000 Actual or Estimated: Estimated

Is there BEP participation on this contract? If yes, please detail

5% BEP Goal should apply to the PMPM Fee only

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

BidBuy Reference # Amount Start Date End Date

24-478HFS-DIREC-B-38882 108,399,600 Sep 29, 2023 Jun 30, 2024

24-478HFS-DIREC-B-43368 11,000,000 Jun 10, 2024 Jun 30, 2024

24-478HFS_DIREC-B-42413 24,000,000 Jul 1, 2024 Dec 31, 2024

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

The Dental Program for Fee-for-Service (23-478HFS-DIREC-B-26285) was initially published on 03/30/2022 and canceled on 12/01/2022, with an amendment announcing the intent to rebid. The rebid, titled Dental Program for Fee-for-Service Customers (REBID RFP 23-478HFS-DIREC-B-35003), was published on 02/22/2023 but later canceled on 04/02/2024 due to 44 ILCS 1.2040 (b)(1)(e), as the solicitation failed to consider all factors significant to the State. This cancellation announced a forthcoming rebid. As a result of the need to rebid, the agency declared an emergency.

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

The scope of work for this emergency contract pertains to the Dental Program within the Illinois Medical Assistance Program (MAP) for customers receiving services on a fee-for-service (FFS) basis. The vendor’s responsibilities under this contract include ensuring that customers receive necessary covered dental services, referring them to dental providers who accept FFS patients, Emergency Purchase Extension Approval v.25.2 Page 2 of 3

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: 53224State: WICity: MilwaukeeAddress: 11100 West Liberty Drive

Vendor: DentaQuest of Illinois, LLC d/b/a DentaQuest

Zip: 62704State: IL City: Springfield Address: 201 South Grand Avenue East

Requesting Agency: HFS - Health and Family Services Division: Medical Programs and assisting with appointment scheduling. Additionally, the vendor is required to monitor access to care, promote increased participation in Early and Periodic Screening, Diagnostic, and Treatment (EPSDT) services for oral health, and facilitate transportation referrals for dental appointments. The vendor must also be prepared to manage any potential transition requirements to a new provider, ensuring seamless continuity of services during the transition period.The vendor will serve as the prior approval agent, manage education and outreach initiatives, and handle appeals related to dental services.

Furthermore, the vendor must adjudicate MAP claims efficiently and ensure that customers' claims are processed accurately and in a timely manner. As part of its provider support, the vendor must assist with provider enrollment, manage provider appeals, and conduct outreach services aimed at improving provider engagement and participation.The vendor’s role in managing both customer and provider needs, along with the ability to handle a potential transition to a new provider, is critical to ensuring the uninterrupted delivery of dental services during this emergency contract period.

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:

The canceled solicitation failed to consider all factors significant to the State. This led to a reassessment and realignment of the RFP to reflect the the Agency objectives. In addition, the Agency had key administrative changes, including the transition of the procurement lead, the agency procurement officer, and the appointment of a new Director. The extension is necessary to allow adequate time to draft the solicitation, post, evaluate, and award. Additionally, transitioning to a new vendor, if selected, will require a minimum of 180 business days to cover critical tasks such as system integrations, staff onboarding, training, claims roll-off, and ensuring seamless service alignment. Extending the emergency contract will prevent and minimize serious disruption in critical State services that affect health and safety.

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

Yes No Please detail:

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

HFS is currently drafting a Request for Proposal (RFP) and anticipate the RFP to be posted FY25 Quarter 2.

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

Yes No Status: in development

Emergency Purchase Extension Approval v.25.2 Page 3 of 3

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: 53224State: WICity: MilwaukeeAddress: 11100 West Liberty Drive

Vendor: DentaQuest of Illinois, LLC d/b/a DentaQuest

Zip: 62704State: IL City: Springfield Address: 201 South Grand Avenue East

Requesting Agency: HFS - Health and Family Services Division: Medical Programs

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

If this procurement is not approved, HFS would run the risk of no longer being in compliance with federal law. Without a dental administrator to process claims, perform customer outreach, and maintain provider relations, HFS would be unable to offer the EPSDT dental services that are required under federal law. This contract is critical to enable the Department to maintain standards and controls regarding dental services

BidBuy Reference #: 25-478HFS-MEDPR-B-45435

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: Nov 7, 2024

SPO Signature

SPO Signature: Date: 11/12/2024

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:

The term of this emergency extension contract shall terminate on July 1, 2025.

CPO Signature: Date: Nov 18, 2024

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. 25.2

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.25.2 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