Emergency Purchase Statement Revenue Enhancement Project~3.pdf

Please wait...

If this message is not eventually replaced by the proper contents of the document, your PDF viewer may not be able to display this type of document.

You can upgrade to the latest version of Adobe Reader for Windows®, Mac, or Linux® by visiting http://www.adobe.com/go/reader_download.

For more assistance with Adobe Reader visit http://www.adobe.com/go/acrreader.

Windows is either a registered trademark or a trademark of Microsoft Corporation in the United States and/or other countries. Mac is a trademark of Apple Inc., registered in the United States and other countries. Linux is the registered trademark of Linus Torvalds in the U.S. and other countries.

EMERGENCY PURCHASE STATEMENT

State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.25.2 Page of

EMERGENCY PURCHASE STATEMENT

Page of State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.25.2 Emergency Purchase Details Emergency Category (select the appropriate option from the drop-down menu below):

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).

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 existing State contract available for the required supplies or services?

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

Actual or Estimated*:

*Estimated end date and cost will be reported later.

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

has integrated processes with the state's needs, ensuring smooth and efficient operations.

Title IV-E work is ongoing and would never have an "official project completion" date. Illinois DCFS requires assistance with ensuring compliance on its Title IV-E claiming and other key services involved within this contract.

DSN staff are responsible for preparing the actual federal quarterly Title IV-E claims for Foster Care, Adoption Assistance, Guaardianship Assistance, and Prevention Services Grant Program. The SFY 2026 projection for this claiming is $399.8 Million. In addition, DSN also prepares the quarterly TANF claim which brings in $68.8 Million annually to DCFS. Currently, no one in DCFS has the knowledge to prepare and submit those claims. In addition to the quarterly claims, DSN assist in the calendar year end claim reports for Title IV-B subpart 1 and subpart 2, Chafee Independent Living and Chafee Education and Training vouchers (Approximately $30 million reported on).

DSN also reviews all Adoption Assistance and Guardianship Assistance subsidy agreements prior to the finalization of the adoption or guardianship in Court. DSN has detected consistently detected 25% or higher error rates that would make the subsidy case ineligible for as long as that subsidy case remained open (approximately 15 years); and DSN makes sure those errors are corrected prior to finalization of the subsidy agreement in Court (once finalized, no changes can be made). This function preserves tens of millions in Adoption and Guardship IV-E subsidy claims.

DSN also provides audit assistance: Audit Liaison for both Federal Title IV-E Foster Care Eligibility Audits and the Annual Statewide Single Audit conducted by KPMG. For both of those audits, DSN staff pull all case files and review for accuracy and completeness. Where case files are missing information, DSN will seek alternative sources to complete the file such as court orders or court transcripts. For the KPMG Single Audit, they also respond to all claiming questions, funneling the responses through the DCFS Audit Liaison.

The quote from the vendor was determined to be fair and reasonable and in accordance with current industry standards for services. When factoring in a limited contract with no guarantee of continuation of services with this vendor as a new contract will be solicited by Request for Proposal (RFP), and the current rate of inflation which is at a high rate, the negotiated price is fair and reasonable. The real crisis if this vendor is gone (without any planning for how to cover what they do for claiming, ahead of time) is that if the DSN Revenue Enhancement contract is allowed to lapse DCFS would be at a high risk of not having sufficient dollars in the 220 Children’s Services Fund to cover necessary services for children and their families served by DCFS. The inability to claim would lead to the inability to draw down cash from the US Treasury which would equate to the inability to pay for services.

ExplanationSuppliesServices: The Illinois Department of Children and Family Services is declaring an emergency contract need due to the connection between I.T. systems and federal claiming. DCFS requires maintenance and development of complex application system software and databases supporting federal program eligibility and claiming. The Department requires continuing I.T. application software services to develop, enhance, and support the computer systems which support these initiatives, and to parallel the policy changes and enhancements necessary to further these programs. To meet this need, the Department requires professional services for the maintenance and support of these related systems.

The Vendor must be prepared to adapt existing federal claiming programs as the Department transitions to new systems.

The vendor must also support systems, applications and programs associated with federal claiming. This includes maintenance and development of complex applications system software and databases.

The Vendor must provide support of Related IT Application Systems – Web and Mainframe.

The Vendor must prepare, maintain, and improve DCFS’ quarterly Title IV-E reimbursement claiming and identify potential unclaimed but allowable costs that can be claimed and capture all potential sources of revenue.

The Vendor must continue the efforts in maintaining Emergency Assistance as part of the State’s Maintenance of Effort, assist DCFS in compliance with Title IV-E claiming and the overall area of administrative claiming.

The Vendor must keep the Public Assistance Cost Allocation Plan (PACAP) current updating as required for legislative changes, changes in policy, procedures or operational needs.

The Vendor must provide technical support of Federal claiming related IT application systems: they are the Federal Financial Participation (MARS FFP) Applications, the Emergency Assistance Claiming Systems, the Medical Assistance System, Managed Care and associated inter-agency coordination, Child Support Interface, the Home of Relative System/Certified Homes, the Trust Accounting System, the Subsidy Tracking System, CWCA Packet Tracking System, Clearance Tracking System, the Court Tracking System, the Title IV-E and Title IV-B Claim Development System (CARS).These application systems are very complex and requires a vendor with strong programming skills required to support these systems, but also understand the intricacies involved with the policy requirements.

The Vendor must provide contractual assistance to DCFS' continued efforts related to Home of Relative Licensing Initiative & Certified Homes.

The Vendor must perform first level FFP review on all adoption and guardianship subsidies moving towards finalization. Review focuses on AA’s & SG’s meeting State and Federal requirements related to DCFS policy and Federal Title IV-E regulations. This population is around 2,000 adoption files and 400 guardianships per fiscal year. And maintain the Subsidy Tracking System including the CWCA Tracking System.

The Vendor must provide technical assistance for the on-going Adoption & Subsidized Guardianship (SG) cases that require advanced review of State/Federal laws and policies.

The Vendor must provide support in preparing, reviewing, and analyzing case and supportive documentation for federal and state audits as well as providing on-site assistance during the actual audits pertaining to Foster Care, Adoption, or Guardianships, preparing materials for review by auditors, identifying areas "at risk" and assisting the state in the development of defenses for cases, including interpretation of state policies and practices.

The Vendor must assist DCFS in preparation of federal on-site review and participate as support staff/reviewers during the review.

The Vendor must work with DCFS to monitor and report the timeliness of permanency.

Consultants will provide ongoing assistance to CAPU, EDU, Technical Support Unit, Child Support, Licensing and Background Check Unit, Contract analysis for claiming, APME, Subsidy Support Unit, joint development with DCFS OITS / DoIT MARS / CYCIS IT staff, Youthcare, HFS and DHS Staff, DCFS Legal Staff, Budget and Finance Staff and Operations as it relates to federal program eligibility and/or claiming.