Emergency Purchase Statement B-54665 Final.pdf

EMERGENCY PURCHASE STATEMENT

Page 1 of 3State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement v.26.1

Emergency Purchases are conducted pursuant to 30 ILCS 500/20-30 and 44 Ill. Adm. Code 1.2030.

Zip: 62704State:ILCity:SpringfieldAddress: 3435 Liberty Drive

Vendor: Illinois Association of Community Action Agencies

Zip: 62704State: ILCity:SpringfieldAddress: 1011 S. 2nd Street

Division: Office of Community AssistanceAgency: Dept. of Commerce & Economic Opportunity

Emergency Purchase Details BidBuy Reference #: B- 54665

Emergency Condition (select the appropriate option from the drop-down menu below):

To prevent or minimize serious disruption in critical State services that affect health, safety, or collection of substantial State revenues

Provide a description and reasons for needing this emergency purchase:

The Federal Department of Health and Human Services mandates outreach activities, education, and training and technical assistance funding across the state to support the Illinois Home Weatherization Assistance Program (IHWAP), the Percentage of Income Payment (PIPP) program, the Low Income Home Energy Assistance Program (LIHEAP), and the Community Services Block Grant (CSBG) program. This emergency purchase is required to maintain the statewide data, compliance, and ROMA infrastructure that Illinois Community Action Agencies (CAAs) rely on to assess community needs, plan anti-poverty strategies, document compliance with CSBG Organizational Standards, and measure program outcomes.

Provide the conditions and circumstances that led to the need for this emergency purchase:

The current contract (P-86749) with the Illinois Association of Community Action Agencies (IACAA) ended10-22-2026. The Agency's attempt to procure via Sole Source resulted in denial and the need to perform a competitive solicitation. The Agency has R-338174 in place to procure and competitively solicited vendor as soon as possible.

This emergency exists because the Agency can't have a loss of services and is required to remain in compliance with Federal Department of Health and Human Services mandates.

Reason for selection of this particular vendor:

Illinois Association of Community Action Agencies (IACAA) for the emergency purchase because they are the current provider of the statewide data, compliance, training, and ROMA infrastructure services. They possess the established systems, technical knowledge, historical data necessary to ensure uninterrupted support to Illinois Community Action Agencies and DCEO.

Transitioning to a new vendor at this time would cause service interruptions, data access failures, delays in compliance, and gaps in required training. Because the vendor already maintains the Illinois Data Hub, manages the statewide resource hub, administers training systems, and provides ROMA-certified support, they are uniquely positioned to continue these services immediately and without disruption. Their ongoing involvement is essential to maintaining compliance with CSBG requirements and ensuring continuity of critical statewide functions.

Description of supplies or services to be provided:

Maintain the statewide data, compliance, and ROMA infrastructure that Illinois CAAs use to assess community needs, plan anti-poverty strategies, document the CSBG Organizational Standards, and measure results. Including:

1.1 Illinois Data Hub Maintenance. IACAA will maintain the Illinois Data Hub, an enterprise-level data platform that supplies CAAs with current poverty, demographic, housing, health, and economic data for the Community Needs Assessment, grant applications, and results reporting. The Data Hub supplies the data CAAs need for the Assessment phase of the ROMA cycle, identifying the causes and conditions of poverty in each service area.

90-day deliverables:

◦ Continuous Data Hub access and platform support for all Illinois CAAs and DCEO.

◦ User support for CAA staff completing CNA data collection.

Page 2 of 3State of Illinois Chief Procurement Office for General Services

Vendor: Illinois Association of Community Action Agencies

Zip: 62704State: ILCity:SpringfieldAddress: 1011 S. 2nd Street

Division: Office of Community AssistanceAgency: Dept. of Commerce & Economic Opportunity

◦ One Data Hub orientation for CAA staff.

1.2 Organizational Standards, CNA and CAP Support, and Resource Hub. IACAA will deliver tailored technical assistance to help CAAs meet and document the CSBG Organizational Standards in IM 138, support use of the statewide CNA and Community Action Plan templates, and maintain the online resource hub that houses standards guidance, templates, sample documentation, and learning resources. The templates and TA link the CNA (Assessment) to an outcome-based, anti-poverty Community Action Plan (Planning), as Standard 4.2 requires, and build in the results measures agencies report later.

90-day deliverables:

◦ Individualized Organizational Standards TA to CAAs on request or DCEO referral.

◦ Updated CNA and CAP template guidance posted to the resource hub.

◦ Continuous resource hub maintenance and content updates.

◦ Update Organizational Standards resource page to provide CAAs with information on how to exceed expectations when complying with Organizational Standards.

1.3 Annual Training Compliance Delivery and Tracking. IACAA will deliver, track, and document required annual trainings for the network of Community Action Agencies and the other Local Administering Agencies (C/LAAs), including Anti-Harassment (aligned with Illinois Department of Human Rights standards), IT and PII/Data Protection, and Fraud, Waste, Abuse, and Ethics, differentiated for employee and supervisor roles when required. IACAA tracks completion by agency and uses the results to target follow-up, applying the Evaluation phase to training compliance.

90-day deliverables:

◦ Required trainings available on demand to all C/LAA staff.

◦ Completion status report by agency delivered to DCEO at the end of the term.

◦ Follow-up outreach to agencies with incomplete trainings.

1.4 ROMA Training and Implementation Support by IACAA ROMA Trainers. IACAA's nationally certified ROMA Trainers will train CAA staff, leadership, and board members in the ROMA cycle, the Community Action Theory of Change, the National Performance Indicators, outcome-based planning, and the use of data for continuous improvement. IACAA ROMA Trainers will also consult with individual CAAs implementing the full ROMA cycle across the CNA, CAP, and strategic plan. Standard 4.3 allows ROMA or a comparable system. ROMA is the system built for Community Action and aligned with the CSBG Annual Report, so agencies trained in ROMA plan and measure results in the same structure the State and federal government use.

IACAA's ROMA Trainers provide the ROMA-certified trainer services agencies document under Standard 4.3.

90-day deliverables:

◦ ROMA-certified trainer consultation to individual CAAs on request..

Emergency procurements shall be made with as much competition as is practicable under the circumstances, and agencies shall utilize best efforts to include contractors certified under the Business Enterprise Program in its emergency procurement process. 30 ILCS 500/20-30(a).

Describe the actions taken by the agency to make the emergency purchase with as much competition as is practicable under the circumstances:

Historically these services were procured as a sole source, however the most recent sole source was denied and the Agency is actively working on a competitive solicitation.

Page 3 of 3State of Illinois Chief Procurement Office for General Services

Vendor: Illinois Association of Community Action Agencies

Zip: 62704State: ILCity:SpringfieldAddress: 1011 S. 2nd Street

Division: Office of Community AssistanceAgency: Dept. of Commerce & Economic Opportunity

List the actions taken by the agency that constitute its best efforts to include contractors certified under the Business Enterprise Program in this emergency purchase:

Is there an active State contract available for the required supplies or services? Yes No

This emergency contract was awarded on the earliest of these dates: (choose one) the State agency communicated to the vendor to start work publication on the Bulletin identified the selected vendor the contract was signed by both parties

Amount ($) of this expenditure is: 140,000.00 Amount is Actual or Estimated*: Estimated

*Pursuant to 44 Ill. Admin. 1.2030 (f)(5), if Estimated is indicated, an Emergency Final Cost form will be submitted by the State agency and published by the State Purchasing Officer no later than the tenth day of the succeeding month. If Actual is chosen and the total cost differs from the amount on this statement, an Emergency Final Cost form must be submitted and published within the same timeframe.

Select the type of funding to be used: Federal Funds State Appropriated Funds State Grant Funds Other

Signature This emergency purchase was made with as much competition as is practicable under the circumstances. Best efforts were utilized to include contractors certified under the Business Enterprise Program in the process.

I am authorized to make this emergency purchase, and I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

Agency Signature: Title: Agency Procurement Officer

Printed Name: Rick Rogers Date: Oct 23, 2026

State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.26.1 Page of

EMERGENCY PURCHASE STATEMENT

Page of State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement v.26.1 Emergency Purchases are conducted pursuant to 30 ILCS 500/20-30 and 44 Ill. Adm. Code 1.2030.

Emergency Purchase Details Emergency Condition (select the appropriate option from the drop-down menu below):

Provide a description and reasons for needing this emergency purchase:

Provide the conditions and circumstances that led to the need for this emergency purchase:

Reason for selection of this particular vendor:

Description of supplies or services to be provided:

Emergency procurements shall be made with as much competition as is practicable under the circumstances, and agencies shall utilize best efforts to include contractors certified under the Business Enterprise Program in its emergency procurement process. 30 ILCS 500/20-30(a).

Describe the actions taken by the agency to make the emergency purchase with as much competition as is practicable under the circumstances:

List the actions taken by the agency that constitute its best efforts to include contractors certified under the Business Enterprise Program in this emergency purchase:

Is there an active State contract available for the required supplies or services?

If Yes is checked above, explain why the existing contract does not meet the need:

This emergency contract was awarded on the earliest of these dates: (choose one) *Pursuant to 44 Ill. Admin. 1.2030 (f)(5), if Estimated is indicated, an Emergency Final Cost form will be submitted by the State agency and published by the State Purchasing Officer no later than the tenth day of the succeeding month. If Actual is chosen and the total cost differs from the amount on this statement, an Emergency Final Cost form must be submitted and published within the same timeframe.

Select the type of funding to be used:

Signature This emergency purchase was made with as much competition as is practicable under the circumstances. Best efforts were utilized to include contractors certified under the Business Enterprise Program in the process.

I am authorized to make this emergency purchase, and I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

11.0.0.20130303.1.892433.887364

This emergency exists because the Agency can't have a loss of services and is required to remain in compliance with Federal Department of Health and Human Services mandates.

1.1 Illinois Data Hub Maintenance. IACAA will maintain the Illinois Data Hub, an enterprise-level data platform that supplies CAAs with current poverty, demographic, housing, health, and economic data for the Community Needs Assessment, grant applications, and results reporting. The Data Hub supplies the data CAAs need for the Assessment phase of the ROMA cycle, identifying the causes and conditions of poverty in each service area.

90-day deliverables:

◦ Continuous Data Hub access and platform support for all Illinois CAAs and DCEO.

◦ User support for CAA staff completing CNA data collection.

◦ One Data Hub orientation for CAA staff.

1.2 Organizational Standards, CNA and CAP Support, and Resource Hub. IACAA will deliver tailored technical assistance to help CAAs meet and document the CSBG Organizational Standards in IM 138, support use of the statewide CNA and Community Action Plan templates, and maintain the online resource hub that houses standards guidance, templates, sample documentation, and learning resources. The templates and TA link the CNA (Assessment) to an outcome-based, anti-poverty Community Action Plan (Planning), as Standard 4.2 requires, and build in the results measures agencies report later.

90-day deliverables:

◦ Individualized Organizational Standards TA to CAAs on request or DCEO referral.

◦ Updated CNA and CAP template guidance posted to the resource hub.

◦ Continuous resource hub maintenance and content updates.

◦ Update Organizational Standards resource page to provide CAAs with information on how to exceed expectations when complying with Organizational Standards.

1.3 Annual Training Compliance Delivery and Tracking. IACAA will deliver, track, and document required annual trainings for the network of Community Action Agencies and the other Local Administering Agencies (C/LAAs), including Anti-Harassment (aligned with Illinois Department of Human Rights standards), IT and PII/Data Protection, and Fraud, Waste, Abuse, and Ethics, differentiated for employee and supervisor roles when required. IACAA tracks completion by agency and uses the results to target follow-up, applying the Evaluation phase to training compliance.

90-day deliverables:

◦ Required trainings available on demand to all C/LAA staff.

◦ Completion status report by agency delivered to DCEO at the end of the term.

◦ Follow-up outreach to agencies with incomplete trainings.

1.4 ROMA Training and Implementation Support by IACAA ROMA Trainers. IACAA's nationally certified ROMA Trainers will train CAA staff, leadership, and board members in the ROMA cycle, the Community Action Theory of Change, the National Performance Indicators, outcome-based planning, and the use of data for continuous improvement. IACAA ROMA Trainers will also consult with individual CAAs implementing the full ROMA cycle across the CNA, CAP, and strategic plan. Standard 4.3 allows ROMA or a comparable system. ROMA is the system built for Community Action and aligned with the CSBG Annual Report, so agencies trained in ROMA plan and measure results in the same structure the State and federal government use. IACAA's ROMA Trainers provide the ROMA-certified trainer services agencies document under Standard 4.3.

90-day deliverables:

◦ ROMA-certified trainer consultation to individual CAAs on request..