Sole Source Justification Form

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Bulletin Reference Number 26-478HFS-CHSUP-B-49958

Requesting Agency/University Healthcare and Family Services

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

Department/Bureau/Section: Child Support Services

Need Identified Date: Jul 1, 2025 Supply/Service Need By Date: Jan 27, 2026

Project Title: Child Support Modernization Project Management Office

Vendor: Maximus

Provide a description of the supplies or services required:

HFS requires the continued services of a Consulting Vendor to advise on areas concerning the Project Management Office (PMO) for the Child Support Automation and Innovation for Modernization (CS AIM) project as well as assist with planning and transition activities as the state moves to a new statewide child support system (EPIC) and the S/4 HANA system upgrade.

The PMO vendor will continue to provide planning, management and coordination of activities across various stakeholder groups, systems end user groups, internal systems staff, implementation vendor(s), and any other parties required to successfully complete the system modernization. This sole economically feasible source contract would be for two years. The total value of this contract is estimated at $4,920,000.00.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 4,920,000

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

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Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: Jan 27, 2026

Estimated Contract End Date: Jan 26, 2028

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

If yes, provide a detailed justification including any economic benefit received for agreeing to a multi-year term:

The remainder of the CS AIM project will continue into late 2027, any delay(s) in executing the PMO contract would have an economic impact on the modernization project. The current sole source request extends through the end of the CS AIM project and into planning for the S/4 HANA upgrade, with Maximus guaranteeing rates through the end of the two year term. If the PMO contract was only awarded for a year, another sole source would be necessary to complete the modernization process and a Vendor could impose costly increases because at that point, they would be the only one who could finish up the modernization project. Entering into a 2 year PMO contract will maintain continuity and management of defect remediation, warranty work and SAP S/4 HANA upgrade planning to continue through the life of the contract without interruption.

The State lacks adequate staff to develop processes and procedures to monitor the Design, Development and Implementation (DDI) contract deliverables for the EPIC implementation, S/4 HANA system upgrade, and the maintenance and operations Vendor contract.

Maximus has been providing critical support to the state on these work streams since 2017. The lack of staffing at the State with experience in implementation, operationalization, monitoring and transitioning additional contracts necessary to move from CS AIM to EPIC and S/4 HANA upgrade is limited. CSS anticipates an upcoming RFP for PMO services as required. As an independent, expert vendor and familiarity with the current needs of CS AIM, Maximus is uniquely qualified to assist HFS and DoIT.

It is important to maintain continuity of the management team through federal certification. The current implementation date of the EPIC system is tentative for June of 2026, with federal certification planned for spring of 2027. Failure to achieve federal certification on time could place the State at risk of losing approximately 66% in Federal Financial Participation (FFP) funding, estimated at approximately $42 million annually.

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)

Critical Changes to the Existing Contract are Necessary and Best Accomplished by the Contract Holder

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

Another justification that this purchase is only available from a sole source is because it is:

Critical Needs Remain from Current Contract Which Only This Vendor Can Provide

Another justification that this purchase is only available from a sole source is because it is:

Potential Loss of Federal Financial Participation Funds at 66%

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Requesting Agency/University Healthcare and Family Services

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 01/27/2017 1/26/2021 8,362,480

Establish and Manage Child Support Modernization Project Management Office 2016-55-10 RFP

2 01/27/2017 01/27/2021 0

Modify the terms relating to resources and service performance location.

Remove the limitation of the number of staff and the number of consultant types. Modify location to approximately 70% on-site and approximately 30% off-site for service locations.

2016-55-10 Amendment

3 01/27/2021 01/26/2026 12,815,100 Only Renewal of Contract 2016-55-10 Renewal

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:

The State requires the continued services of the PMO vendor, MAXIMUS, to provide project support, technical support, SAP technical assistance, reporting and documentation support, and assistance in the planning and management processes for the Maintenance and Operations phase of the project.

The State lacks adequate staff to develop processes and procedures to monitor contract deliverables for the EPIC implementation, S/4 HANA system upgrade, and maintenance and operations Vendor contract. Maximus has been providing critical support to the state on these work streams since 2017.

The State requires the continued services of Maximus to provide Project Management Office (PMO) services to the Child Support Modernization team to assist in the continuity of the Child Support Automation and Modernization project as it continues it's long, complex process. The new child support system, EPIC, is anticipated to become federally certified in spring of 2027. The financial component of the SAP based system, SAP ECC, is set to sunset in December 2029 and will no longer be supported by SAP. This was not known to the Agency when the decision was made to replace the legacy child support system (mainframe and COBAL based) called KIDS. SAP is requiring an upgrade to ECC's successor called S/4HANA. This upgrade will be a similar in size and scope to the current development and implementation of the new child support system, EPIC. The PMO's assistance in determining requirements and planning for the next phase of the child support modernization along with their knowledge the project, CSS program, SAP, and the new system is essential.

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

The PMO vendor will continue to provide planning, management and coordination of activities across various stakeholder groups,staff augmentation and consultation of various project process such as conversion, testing, implementation. SAP expertise needed. Provide transition support to Maintenance and Operations (M & O) as required to successfully complete the system modernization:

• Project management- The vendor shall continue to provide management for the CSM PMO Organization: The Vendor shall manage the project office for the term of this contract and report to the state project management team. The office consists of approximately 10-12 staff provided by the vendor with a mix of Project Manager, Technical analyst, Functional analysts, Subject Matter Experts, Scheduler and Support Staff that will vary based on immediate project need.

• Federal documentation-Development of Federally Required Documentation: The Vendor team will develop and update advanced planning and implementation documents, self-assessments, cost allocation reports, progress reports, and other documentation as may be required by the federal Office of Child Support Enforcement (OCSE) to ensure Illinois' receipt of Federal Financial Participation (FFP).

• Assistance in drafting documentation related to Child Support Modernization including but not limited to policies, processes, procedures and procurements.

• Assist CSS and DoIT in determining the technical specifications of SAP requirements for the S/4 HANA upgrade for EPIC to be utilized by the implementation Vendor.

• Staff augmentation for conversion – The vendor shall provide technical analysts and programmers to carry out project tasks associated with conversion. A new position of Senior Technical Advisor is being added to this contract. This position will have extensive SAP technical experience to assist HFS in determining requirements for the required SAP S/4 HANA upgrade.

• OCM and Business Process change identification and implementation (Implementation considerations) – The vendor shall continue to assist the Agency in carrying out project tasks relating to organizational change management (OCM) as well as other identified business process changes necessary to implement the new child support system. These business change tasks do not fall under DDI.

• Upgrade (S/4 HANA) planning- SAP is requiring an upgrade to ECC's successor called S/4HANA. This upgrade will be a similar in size and scope to the current development and implementation of the new child support system, EPIC. The vendor’s assistance in determining requirements for the next phase of the child support modernization project is essential.

CSS anticipates a competitively bid RFP for a new PMO Vendor at the end of this Contract for the next phase of the EPIC system upgrade.

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Requesting Agency/University Healthcare and Family Services

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?

Maximus has served as the PMO since the contract award in 2017 and has consistently delivered acceptable services under the Contract. Maximus has built expertise over years of work on CS AIM and SAP that no other vendor possesses. Maximus' deep institutional knowledge, ongoing engagement, and familiarity with the complex operational, technical, and regulatory environments across HFS, DoIT, and OCSE uniquely positions them to continue providing uninterrupted PMO services.

1. Critical changes to the existing contract are necessary and best accomplished by the contract holder: Maximus' familiarity with HFS and DoIT systems and work processes on the project makes them the only vendor qualified to continue PMO services. Additionally, Maximus has the experience and expertise with the state’s highly customized SAP Child Support System solution and CSS operations that will utilize the SAP software. These 2 factors are crucial to the success and timeliness of the EPIC systems implementation. he system will be utilized by over a thousand child support professionals throughout the state, providing services to over 500,000 Illinois families and process close to a billion dollars a year in child support payments. Continuing to utilize Maximus' PMO services provides:

a. No need to bring new vendor up to speed with the CS AIM project - saving time and budget in requirements gathering

b. Maintain continuity & institutional knowledge - this mitigates risks and 're-inventing the wheel"

c. Lessons learned and best practices - importance of a stable PMO and proper preparation (clear requirements, critical technical background/knowledge) in handing off one phase of the project to another.

2. Critical needs remain from current contract which only this vendor can provide: The CS AIM project is still active and will not be concluded until federal certification has occurred (anticipated 2027). The services provided by the current PMO contract are necessary through federal certification. After several years of Maximus work, Maximus familiarity with EPIC and these work streams makes them uniquely qualified to continue as EPIC PMO Vendor. Maximus is familiar with the current project processes and procedures for managing the risk, issues, change control, action item, document management, etc. They have extensive insight as to the workings of the Illinois KIDS system, ancillary systems and interfaces. Maximus has institutional knowledge on State program requirements, history of system performance concerns, roles of each of the State agencies and involved staff. Their development of the current deliverables under the EPIC contract, subsequent documentation and artifacts, and familiarity with the EPIC SharePoint site make them uniquely qualified to continue in this role.

3. Potential loss of Federal Financial Participation: The State cannot afford the delays or risks associated with on-boarding a new vendor at this stage of the project. The RFP process, from development through contract execution, would take a minimum of twelve (12) to eighteen (18) months. Additionally, a new vendor would require at least four (4) to six (6) months for knowledge transfer to understand the intricacies of the CS AIM project, the EPIC system, and coordination across HFS/CSS, DoIT, and OCSE, as well as with other interdependent initiatives such as DDI (Design, Development, and Implementation), Training, Quality Assurance (Q/A), and Independent Verification and Validation (IV&V). At a minimum, this would mean a 16-24 month work stoppage before being able to bring a new Vendor up to speed. Transitioning to a new vendor would result in significant delays to the CS AIM and EPIC projects, potentially jeopardizing the planned federal certification of EPIC in 2027. Failure to achieve federal certification on time could place the State at risk of losing approximately 66% in Federal Financial Participation (FFP) funding, estimated at approximately $42 million annually.

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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:

To perform this work, any new vendors would need to demonstrate extensive knowledge and experience with:

1) Child Support systems in other states.

2) Child Support Federal Certification requirements, Illinois Child Support policy, system vendor contracting, federal financing, Child Support APDU development, etc.

3) Illinois' KIDS system, Ancillary systems and interfaces, State program requirements, history of system performance concerns, roles of each of the State agencies and involved staff.

4) The current project processes and procedures for managing the risk, issues, change control, action item, document management, etc.

5) Skills such as strong analytics, clear writing, code development, familiarity with conversion processes and procedures, testing etc.

6) Deliverables of the current EPIC contract, the subsequent documentation and artifacts, and familiarity with the EPIC SharePoint site.

After several years of Maximus work, Maximus familiarity with EPIC and these work streams makes them uniquely qualified to continue as EPIC PMO Vendor. Any other vendor would require 4-6 months to learn the system and become familiar with all relevant parties at the three agencies and each of the current projects. The State cannot afford the delay that would be required to procure a new vendor to perform these services and bring the new team up to speed on all the intricacies of EPIC.

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

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5a. If no, why weren't alternatives evaluated?

The Illinois Department of Healthcare and Family Services (HFS) conducted a formal Request for Proposal (RFP) in 2016 to procure Project Management Office (PMO) services for the Child Support (CS) AIM modernization initiative. Following a comprehensive review and evaluation of the four (4) offers received, Maximus, US Services, Inc. (Maximus) was selected as the most responsive and responsible vendor. It is important to note that Maximus also proposed the lowest rates among the Offerors evaluated for pricing. Maximus has served as the PMO since the contract award in 2017 and has consistently delivered services without any increases to their contracted rates, as such, they are requesting a minimal increase of 6% through this Sole Source contract.

Currently, the new child support system, known as EPIC, is on track for federal certification in Spring 2027. Maximus' deep institutional knowledge, ongoing engagement, and familiarity with the complex operational, technical, and regulatory environments across HFS, the Department of Innovation & Technology (DoIT), and the federal Office of Child Support Enforcement (OCSE) uniquely position them to continue providing uninterrupted PMO services.

A new competitive procurement is not feasible at this time for the following reasons:

Procurement Timeline: The RFP process, from development through contract execution, would take a minimum of twelve (12) to eighteen (18) months.

Knowledge Transfer Requirements: A new vendor would require at least four (4) to six (6) months for knowledge transfer to understand the intricacies of the CS AIM project, the EPIC system, and coordination across HFS/CSS, DoIT, and OCSE, as well as with other interdependent initiatives such as DDI (Design, Development, and Implementation), Training, Quality Assurance (Q/A), and Independent Verification and Validation (IV&V).

Risk of Delays and Certification Failure: Transitioning to a new vendor would result in significant delays to the CS AIM and EPIC projects, potentially jeopardizing the planned federal certification of EPIC in 2027.

Financial Risk: Failure to achieve federal certification on time could place the State at risk of losing approximately 66% in Federal Financial Participation (FFP) funding, estimated at approximately $420 million annually.

Given these critical risks and the importance of maintaining continuity on this federally significant project, Maximus remains the only qualified vendor capable of providing the required PMO services without disrupting progress or jeopardizing federal funding. The State cannot afford the delays or risks associated with onboarding a new vendor at this stage of the project.

6. Are there resellers or distributors?

Yes No N/A

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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?

The current PMO services were competitively procured through a formal Request for Proposal (RFP) process. This ensured that the most responsive and responsible vendor was selected based on a combination of technical capabilities and pricing, guaranteeing a fair rate in line with market standards at that time (2016). The competitive nature of the RFP process allowed the Agency to evaluate offers, ensuring that the awarded vendor provided the best value for the services required.

The PMO Vendor has requested a minimal cost increase for their positional hourly rates, including the addition of a new role related to the SAP planning framework, to bring their rates into alignment with current market rates. The contract costs include an estimated 32,047 support hours to be used by the PMO for continued project management and technical assistance on both the EPIC project and SAP upgrade. The final contracted rates in the last renewal and proposed increases are as follows:

Current Rate Proposed Rate Est. Total Hours Sr. Technical Analyst (STA) $228.19 5444 Project Manager $172.02 $182.34 3712 Technical Analyst (TA) $130.46 $138.29 5877 Business Analyst (BA) $128.93 $136.67 9589 Support Staff (Blended) $102.75 $118.19 7424

HFS reviewed several recently awarded RFP's and a JPMC within our own Agency to assist in the determination of receipt of fair pricing.

Following are a just a few of the contracts which consist of the same/similar services: Deloittte Consulting LLP $203.00/hour blended rate for DDI for the Child Support System, Conduent State & Local Solutions, LLC $176.98/hour blended rate for Technical Assistance with DDI Vendor; Health Management Associates, Inc. $325.00/hour rate for Health Care Transformation Consulting; Guidehouse, Inc.

$255.00/hour rate for Health Care Transformation Consulting; Gartner, Inc. $223.00 blended rate for PBMS procurement support; and Meyers & Stauffer, $170.00/ hour blended rate for Rate Methodologies.

The STA role is a new addition to address the increased technical complexity of the SAP based statewide child support system and to provide specialized oversight of SAP technical requirements. The rate of $228.19/hour was benchmarked against comparable senior-level technical consulting rates in the State’s recent procurements.

The requested 6% increase is reasonable in light of the passage of time since the original RFP (2016) and within the range charged by other State Vendors providing similar services.

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?

Failure to continue Maximus' work would leave child support processing in a vulnerable condition as state staff cannot take on current Maximus' project management tasks. This would result in an end or significant delay to critical system improvement projects that are especially needed as the state procures an Upgrade Implementation Vendor and Maintenance and Operations System Vendor.

Consequences of not continuing Maximus services would include:

1) Delays in EPIC upgrade, making the automation process less accurate and accessible, causing processing delays.

2) State staff would be unprepared developing requirements and vendor performance processes required for the CS AIM upgrade implementation and maintenance and operation. Maximus has been instrumental in developing documents, researching best practices in other states, and consulting on developing, implementing, and monitoring vendor requirements.

3) Maximus will not be available to offer time and dollar-saving suggestions and ensure business needs are met as part of the project as they have done in the past.

4) Assistance with addressing audit and federal compliance issues is critical to avoid federal financial penalties. Illinois’ federal partners at OCSS provide approximately $42,000,000.00 per year (avg. FY25 & FY26) in matching dollars for the child support system.

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

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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 Oct 22, 2025

Printed Name Sean Rosenthal E-mail Address Sean.Rosenthal@Illinois.gov

Phone Number 2175563601

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 Monique.N.Wantland@illinois.gov

Phone Number 217.557.5777 Date Nov 3, 2025

Printed Name Monique Wantland

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 11.4.25

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

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Bulletin Reference Number 26-478HFS-CHSUP-B-49958

Requesting Agency/University Healthcare and Family Services

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

Project Title Sole Source Project Management Office for Child Support Automation and Innovation for Modernization

Vendor Maximus Health Services, Inc.

Initial Date of Procurement Bulletin Posting 11/5/2025

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 217.622.1857

Printed Name Ellen H. Daley Date

CPO E-mail ellen.h.daley@illinois.gov

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 ellen.h.daley@illinois.gov

The State lacks adequate staff to develop processes and procedures to monitor the Design, Development and Implementation (DDI) contract deliverables for the EPIC implementation, S/4 HANA system upgrade, and the maintenance and operations Vendor contract. Maximus has been providing critical support to the state on these work streams since 2017. The lack of staffing at the State with experience in implementation, operationalization, monitoring and transitioning additional contracts necessary to move from CS AIM to EPIC and S/4 HANA upgrade is limited. CSS anticipates an upcoming RFP for PMO services as required. As an independent, expert vendor and familiarity with the current needs of CS AIM, Maximus is uniquely qualified to assist HFS and DoIT.

It is important to maintain continuity of the management team through federal certification. The current implementation date of the EPIC system is tentative for June of 2026, with federal certification planned for spring of 2027. Failure to achieve federal certification on time could place the State at risk of losing approximately 66% in Federal Financial Participation (FFP) funding, estimated at approximately $42 million annually.

The State lacks adequate staff to develop processes and procedures to monitor contract deliverables for the EPIC implementation, S/4 HANA system upgrade, and maintenance and operations Vendor contract. Maximus has been providing critical support to the state on these work streams since 2017.

The State requires the continued services of Maximus to provide Project Management Office (PMO) services to the Child Support Modernization team to assist in the continuity of the Child Support Automation and Modernization project as it continues it's long, complex process. The new child support system, EPIC, is anticipated to become federally certified in spring of 2027. The financial component of the SAP based system, SAP ECC, is set to sunset in December 2029 and will no longer be supported by SAP. This was not known to the Agency when the decision was made to replace the legacy child support system (mainframe and COBAL based) called KIDS. SAP is requiring an upgrade to ECC's successor called S/4HANA. This upgrade will be a similar in size and scope to the current development and implementation of the new child support system, EPIC. The PMO's assistance in determining requirements and planning for the next phase of the child support modernization along with their knowledge the project, CSS program, SAP, and the new system is essential.

Q2Answer: The PMO vendor will continue to provide planning, management and coordination of activities across various stakeholder groups,staff augmentation and consultation of various project process such as conversion, testing, implementation. SAP expertise needed. Provide transition support to Maintenance and Operations (M & O) as required to successfully complete the system modernization:

• Project management- The vendor shall continue to provide management for the CSM PMO Organization: The Vendor shall manage the project office for the term of this contract and report to the state project management team. The office consists of approximately 10-12 staff provided by the vendor with a mix of Project Manager, Technical analyst, Functional analysts, Subject Matter Experts, Scheduler and Support Staff that will vary based on immediate project need.

• Federal documentation-Development of Federally Required Documentation: The Vendor team will develop and update advanced planning and implementation documents, self-assessments, cost allocation reports, progress reports, and other documentation as may be required by the federal Office of Child Support Enforcement (OCSE) to ensure Illinois' receipt of Federal Financial Participation (FFP).

• Assistance in drafting documentation related to Child Support Modernization including but not limited to policies, processes, procedures and procurements.

• Assist CSS and DoIT in determining the technical specifications of SAP requirements for the S/4 HANA upgrade for EPIC to be utilized by the implementation Vendor.

• Staff augmentation for conversion – The vendor shall provide technical analysts and programmers to carry out project tasks associated with conversion. A new position of Senior Technical Advisor is being added to this contract. This position will have extensive SAP technical experience to assist HFS in determining requirements for the required SAP S/4 HANA upgrade.

• OCM and Business Process change identification and implementation (Implementation considerations) – The vendor shall continue to assist the Agency in carrying out project tasks relating to organizational change management (OCM) as well as other identified business process changes necessary to implement the new child support system. These business change tasks do not fall under DDI.

• Upgrade (S/4 HANA) planning- SAP is requiring an upgrade to ECC's successor called S/4HANA. This upgrade will be a similar in size and scope to the current development and implementation of the new child support system, EPIC. The vendor’s assistance in determining requirements for the next phase of the child support modernization project is essential.

CSS anticipates a competitively bid RFP for a new PMO Vendor at the end of this Contract for the next phase of the EPIC system upgrade.

Q3Answer: Maximus has served as the PMO since the contract award in 2017 and has consistently delivered acceptable services under the Contract. Maximus has built expertise over years of work on CS AIM and SAP that no other vendor possesses. Maximus' deep institutional knowledge, ongoing engagement, and familiarity with the complex operational, technical, and regulatory environments across HFS, DoIT, and OCSE uniquely positions them to continue providing uninterrupted PMO services.

1. Critical changes to the existing contract are necessary and best accomplished by the contract holder: Maximus' familiarity with HFS and DoIT systems and work processes on the project makes them the only vendor qualified to continue PMO services. Additionally, Maximus has the experience and expertise with the state’s highly customized SAP Child Support System solution and CSS operations that will utilize the SAP software. These 2 factors are crucial to the success and timeliness of the EPIC systems implementation. he system will be utilized by over a thousand child support professionals throughout the state, providing services to over 500,000 Illinois families and process close to a billion dollars a year in child support payments. Continuing to utilize Maximus' PMO services provides:

a. No need to bring new vendor up to speed with the CS AIM project - saving time and budget in requirements gathering

b. Maintain continuity & institutional knowledge - this mitigates risks and 're-inventing the wheel"

c. Lessons learned and best practices - importance of a stable PMO and proper preparation (clear requirements, critical technical background/knowledge) in handing off one phase of the project to another.

2. Critical needs remain from current contract which only this vendor can provide: The CS AIM project is still active and will not be concluded until federal certification has occurred (anticipated 2027). The services provided by the current PMO contract are necessary through federal certification. After several years of Maximus work, Maximus familiarity with EPIC and these work streams makes them uniquely qualified to continue as EPIC PMO Vendor. Maximus is familiar with the current project processes and procedures for managing the risk, issues, change control, action item, document management, etc. They have extensive insight as to the workings of the Illinois KIDS system, ancillary systems and interfaces. Maximus has institutional knowledge on State program requirements, history of system performance concerns, roles of each of the State agencies and involved staff. Their development of the current deliverables under the EPIC contract, subsequent documentation and artifacts, and familiarity with the EPIC SharePoint site make them uniquely qualified to continue in this role.

3. Potential loss of Federal Financial Participation: The State cannot afford the delays or risks associated with on-boarding a new vendor at this stage of the project. The RFP process, from development through contract execution, would take a minimum of twelve (12) to eighteen (18) months. Additionally, a new vendor would require at least four (4) to six (6) months for knowledge transfer to understand the intricacies of the CS AIM project, the EPIC system, and coordination across HFS/CSS, DoIT, and OCSE, as well as with other interdependent initiatives such as DDI (Design, Development, and Implementation), Training, Quality Assurance (Q/A), and Independent Verification and Validation (IV&V). At a minimum, this would mean a 16-24 month work stoppage before being able to bring a new Vendor up to speed. Transitioning to a new vendor would result in significant delays to the CS AIM and EPIC projects, potentially jeopardizing the planned federal certification of EPIC in 2027. Failure to achieve federal certification on time could place the State at risk of losing approximately 66% in Federal Financial Participation (FFP) funding, estimated at approximately $42 million annually.

Q4Answer: To perform this work, any new vendors would need to demonstrate extensive knowledge and experience with:

1) Child Support systems in other states.

2) Child Support Federal Certification requirements, Illinois Child Support policy, system vendor contracting, federal financing, Child Support APDU development, etc.

3) Illinois' KIDS system, Ancillary systems and interfaces, State program requirements, history of system performance concerns, roles of each of the State agencies and involved staff.

4) The current project processes and procedures for managing the risk, issues, change control, action item, document management, etc.

5) Skills such as strong analytics, clear writing, code development, familiarity with conversion processes and procedures, testing etc.

6) Deliverables of the current EPIC contract, the subsequent documentation and artifacts, and familiarity with the EPIC SharePoint site.

After several years of Maximus work, Maximus familiarity with EPIC and these work streams makes them uniquely qualified to continue as EPIC PMO Vendor. Any other vendor would require 4-6 months to learn the system and become familiar with all relevant parties at the three agencies and each of the current projects. The State cannot afford the delay that would be required to procure a new vendor to perform these services and bring the new team up to speed on all the intricacies of EPIC.

Currently, the new child support system, known as EPIC, is on track for federal certification in Spring 2027. Maximus' deep institutional knowledge, ongoing engagement, and familiarity with the complex operational, technical, and regulatory environments across HFS, the Department of Innovation & Technology (DoIT), and the federal Office of Child Support Enforcement (OCSE) uniquely position them to continue providing uninterrupted PMO services.

A new competitive procurement is not feasible at this time for the following reasons:

Procurement Timeline: The RFP process, from development through contract execution, would take a minimum of twelve (12) to eighteen (18) months.

Knowledge Transfer Requirements: A new vendor would require at least four (4) to six (6) months for knowledge transfer to understand the intricacies of the CS AIM project, the EPIC system, and coordination across HFS/CSS, DoIT, and OCSE, as well as with other interdependent initiatives such as DDI (Design, Development, and Implementation), Training, Quality Assurance (Q/A), and Independent Verification and Validation (IV&V).

Risk of Delays and Certification Failure: Transitioning to a new vendor would result in significant delays to the CS AIM and EPIC projects, potentially jeopardizing the planned federal certification of EPIC in 2027.

Financial Risk: Failure to achieve federal certification on time could place the State at risk of losing approximately 66% in Federal Financial Participation (FFP) funding, estimated at approximately $420 million annually.

Given these critical risks and the importance of maintaining continuity on this federally significant project, Maximus remains the only qualified vendor capable of providing the required PMO services without disrupting progress or jeopardizing federal funding. The State cannot afford the delays or risks associated with onboarding a new vendor at this stage of the project.

Q5bAnswer:

The PMO Vendor has requested a minimal cost increase for their positional hourly rates, including the addition of a new role related to the SAP planning framework, to bring their rates into alignment with current market rates.