part I and part II DCFS B-47175.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 7

Bulletin Reference Number 26-418DCFS-PROCU-B-47175

Requesting Agency/University Department of Children and Family Services

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

Department/Bureau/Section: Operations - Child Protection

Need Identified Date: 02/01/2025 Supply/Service Need By Date: 07/01/2025

Project Title: Safety Assessment Family Evaluation (SAFE) Model

Vendor: Action 4 Child Protection - A Not-For-Profit Organization

Provide a description of the supplies or services required:

The Department of Children and Family Services (DCFS) is procuring a more robust comprehensive safety decision-making model and intervention framework tool. Implementation, training, and technical support is also required.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 5,600,430

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 Source

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: 07/01/2025

Estimated Contract End Date: 06/30/2026

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

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)

Items are Copyrighted or Patented and the Items are Only Available from the 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:

See attachment for measurable non-financial success outcomes.

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

See second attachment from ACF Children's Bureau for more information and other tools/models that were considered.

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Bulletin Reference Number 26-418DCFS-PROCU-B-47175

Requesting Agency/University Department of Children 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 Jul 1, 2024 Jun 30, 2025 5,203,770 SAFE Model 3079969015 Sole Source

2 05/01/2023 06/30/2024 4,220,480 SAFE Model 3079969014 Sole Source

3 05/01/2022 06/30/2023 2,960,231 SAFE Model 3079969012 Sole Source

4 Sole Source

5 Sole Source

6 Sole Source

7 Small Purchase

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 current model, CERAP, has been in use since 1996, and came into existence upon the passing of Senate Bill 1357, which became PA 88-614 in response to increased maltreatment of children in Illinois. PA 88-614 required DCFS to form a multi-disciplinary task force to develop and implement a child endangerment risk assessment protocol. The task force wrote CERAP based on another state’s form, and DCFS has modified and maintained it since.

DCFS is charged with ensuring the safety of Illinois youth. DCFS needs of a comprehensive safety decision-making model and intervention framework (tool) to help facilitate that goal. Risk and safety assessment decision making tools do not replace clinical judgment, rather they supplement solid practices utilizing a combination of approaches and tools. According to the U.S. Department of Health and Human Services Children's Bureau, the Capacity Building Center for State, implementation is critical, case workers must be adequately trained and supervised to ensure fidelity to the model.

The Department needs to continue the full implementation model from intake to case closure that can be used throughout the life of the case, along with implementation support, training and technical assistance. This assessment process incorporates gathering information related to family behaviors, conditions, and circumstances across six domains including: the Extent of Maltreatment, the Surrounding Circumstances of the Maltreatment, Child Functioning, Adult Functioning, General Parenting Practices, and Disciplinary Practices. The SAFE Model provides the framework to make a safety determination utilizing the interplay between the threats of danger and the things that might mitigate the threats of danger. The required specifications are for the Tool are to guide the CPSW to gather sufficient and relevant information to make an informed decision about whether a child is safe or unsafe.

DCFS is in the middle of the model that determines whether each child in the home is safe or unsafe due to impending danger by automatically generates a safety determination based on the investigator’s selections. The tool provides a concrete and systematic approach to critical thinking and decision making. It does not require long narratives to be written by the investigator, rather it guides the child protection worker’s assessment and decision-making through the same Decision Process Flow every time. This is an ongoing service until the SAFE Model has been fully installed and end users have been trained.

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Bulletin Reference Number 26-418DCFS-PROCU-B-47175

Requesting Agency/University Department of Children and Family Services

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

The vendor will continue to provide a model/tool to help staff improve decision making and ultimately safety outcomes for Illinois youth. The tool/model must be able to be used from referral to case closure, used to assess safety for all types of maltreatment, and must be continually updated to reflect current research and field practice. The tool/model must be grounded in research and proven effective by use in other states and jurisdictions, be easy to use, produce practical results, and measure what it is intended to measure.

Perhaps most importantly, the tool/model must provide consistent assessments/conclusions across users and work similarly with diverse families throughout Illinois.

This tool will reduce maltreatment because it will provide clear direction for front line staff in making the correct decision about the safety of a child.

The tool must include and be able to guide the case worker to gather sufficient and relevant information to make an informed decision about whether a child is safe or unsafe. It must guide their decision-making process by:

• assess the need for an urgent response,

• review the 6 domains of family functioning,

• identification of whether there is a threat of danger,

• assessment of each parent/caregiver protective capacity to control any threat of danger,

• assess impending threats to guide staff to establish a in-home or out-of-home safety plan, and

• upon reunification confirm safety threats have been eliminated,

• upon case closure, assess family functioning and support network, to determine safety.

In continuation of implementation of the tool/model DCFS must require extensive technical assistance from the developer/purveyor to install the program and move it from initial (pilot) to full implementation. This will include training all staff, creating new forms, training materials for each phase of the model implementation, intervention manuals, integrating all changes into existing DCFS policies and procedures, adapting the model to fit within our IT system.

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?

The SAFE Model by Action 4 Child Protection is credited as the first comprehensive safety decision-making model. The model is copyrighted and currently implemented in 45 jurisdictions and territories nationwide. The model uses a standard tool to assess threats of danger, caregiver protective capacities, and a child's unique vulnerability. The assessment distinguishes between present and impending danger, providing guidance about a child's risk and safety at first contact and through the course of the investigation.

No other vendor can write, implement, or provide training for the copy-righted consensus based model that possesses the required characteristics outlined above. Action 4 Child Protection (The Safe Model) has the proven expertise and history of implementation since they have already done this in 45 jurisdictions and territories.

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:

No other vendor can write, implement, or provide training for the copy-righted consensus based model that possesses the required characteristics outlined above.

The goal is to make the correct safety decision about a youth's safety thereby reducing maltreatment. The CERAP checklist oversimplifies this complex decision. Time, or other non-maltreatment related considerations should not be part of the selection decision. See attachment for more information on non-financial success outcomes of the SAFE Model. Ideally, this reduce maltreatment because it will provide clear direction for front line staff in making the correct decision about the safety of a child.

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

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Bulletin Reference Number 26-418DCFS-PROCU-B-47175

Requesting Agency/University Department of Children and Family Services

5a. If yes, name the alternative vendors whose supplies or services were evaluated:

A similar model, the Structure Decision Making Developed (National Council on Crime and Delinquency - Children's Research Center) and Safe@Home. While one of the most widely used models, it is similar to DCFS current model CERAP, and requires extensive clinical judgement, a mix of other tools, and a different assessment for each decision point throughout a case. This model does not fit DCFS strengths and weaknesses.

This framework is monumental undertaking for DCFS. This will require current policies and practices to be updated along with forms.

The fundamental changes will require all staff to be trained on the framework, forms, and policy and procedures in order for this framework to work for DCFS. This framework will better assist DCFS to reduce maltreatment and help make the correct decision about the safety of a child or children.

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:

DCFS and Chapin Hall reviewed several other models, including other consensus and teaming models, but found the other models to be too similar to DCFS' current model which only provides a simple checklist which oversimplifies the complex decision and does not follow the youth through from intake to case closure. Other models typically require additional tools and competencies to ensure their effectiveness throughout the case process. The comprehensive nature of the SAFE Model was determined to be the most robust and best fit for DCFS. SDM includes a checklist approach to the consideration of the impending danger threats, this is very similar to the current tool used by DCFS and does not provide the interplay of the additional assessment components.

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).

The University of Chicago, Chapin Hall, under Contract by DCFS, conducted an independent review to examine the implementation and effectiveness of DCFS current assessment, the Child Endangerment Risk Assessment Protocol (CERAP) tool for safety decision-making and identify any best-practice alternatives as applicable. Chapin Hall examined the tool, mapped the business processes prescribed by the policy, investigated current implementation practices through focus groups, interviews, and case reviews, reviewed trends in CERAP use over time, and identified best practice exemplars in front-end safety assessment. Overall, this review found that the CERAP tool falls short of best practice in the following key ways:

1) It documents the factors that influenced safety determinations but does not provide guidance in making the safety determination.

2) It is implemented with considerable variation with respect to mitigating factors, safety threats, and safety plans.

3) It does not encourage consideration of contextual and environmental factors that are important to a determination based on the total case circumstances.

6. Are there resellers or distributors?

Yes No N/A

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?

DCFS is in the middle of implementing SAFE model. To fully implementation of the SAFE model will take several years. The project is ahead of schedule. The current timeline at this point looks to be complete around calendar year 2028. The cost increased in FY25 due to more on-site days for installation for initial assessment, protective capacity family assessment, and protective capacity progress assessment of the SAFE model. The implementation is done in phases with all the different Departments of DCFS. DCFS did a review of several states that implementation of the SAFE model. The State of Florida implemented the SAFE model conduct analysis from referral until case closure. This is similar to the same SAFE model that IL-DCFS is wanting to implement. The tool will cost more up front with all the infrastructure, developing new forms, policy and practices that align with DCFS rules and laws. The vendor has had the same prices since 2011. After the Statewide implementation there are no on-going cost or subscriptions required for SAFE model.

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Bulletin Reference Number 26-418DCFS-PROCU-B-47175

Requesting Agency/University Department of Children and Family Services

8. Will this purchase obligate the State to this vendor for future purchases such as maintenance, licensing or continuing need?

Yes No

8a. If yes, please provide details regarding future obligations and/or needs:

Continued implementation, training, and technical support until DCFS has fully implemented the model statewide and is able to take over policies and procedures and updates for it's use. Depending upon the implementation process and time it could take up to 3-5 years each project is different depending upon the size of the agency.

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?

While there is not a current financial impact, the feds just started allowing independent submissions that were due for Family First reimbursement review. DCFS has started the implementation and would lose all the funds that have been paid. Plus, this would put more children in danger or even die if we don't have the most up to date scoring tool. As indicated above, this model and tool should be well researched and chosen without regard for traditional measurable outcomes of procurements under the Code. Instead, a medically informed evidence based monitoring of a reduction in maltreatment should drive the selection of a model/tool.

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

If approved, the SAFE Model and all related implementation, training, and technical assistance costs should be reimbursable under

FFPSA.

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Bulletin Reference Number 26-418DCFS-PROCU-B-47175

Requesting Agency/University Department of Children and Family Services

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 Apr 2, 2025

Printed Name Glenda L. Lashley E-mail Address Glenda.L.Lashley@Illinois.gov

Phone Number 773.636.2530

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 Devin.McQuillan2@illinois.gov

Phone Number 217-558-0011 Date Apr 16, 2025

Printed Name Devin McQuillan

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 217-836-2376 Date

Printed Name Amy James-Meurs E-mail Address amy.james-meurs@illinois.gov

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Bulletin Reference Number 26-418DCFS-PROCU-B-47175

Requesting Agency/University Department of Children and Family Services

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

Project Title Safety Assessment Family Evaluation (SAFE) Model

Vendor Action 4 Child Protection - A Not-For-Profit Organization

Initial Date of Procurement Bulletin Posting Apr 16, 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 Apr 30, 2025

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

DCFS is charged with ensuring the safety of Illinois youth. DCFS needs of a comprehensive safety decision-making model and intervention framework (tool) to help facilitate that goal. Risk and safety assessment decision making tools do not replace clinical judgment, rather they supplement solid practices utilizing a combination of approaches and tools. According to the U.S. Department of Health and Human Services Children's Bureau, the Capacity Building Center for State, implementation is critical, case workers must be adequately trained and supervised to ensure fidelity to the model.

The Department needs to continue the full implementation model from intake to case closure that can be used throughout the life of the case, along with implementation support, training and technical assistance. This assessment process incorporates gathering information related to family behaviors, conditions, and circumstances across six domains including: the Extent of Maltreatment, the Surrounding Circumstances of the Maltreatment, Child Functioning, Adult Functioning, General Parenting Practices, and Disciplinary Practices. The SAFE Model provides the framework to make a safety determination utilizing the interplay between the threats of danger and the things that might mitigate the threats of danger. The required specifications are for the Tool are to guide the CPSW to gather sufficient and relevant information to make an informed decision about whether a child is safe or unsafe.

DCFS is in the middle of the model that determines whether each child in the home is safe or unsafe due to impending danger by automatically generates a safety determination based on the investigator’s selections. The tool provides a concrete and systematic approach to critical thinking and decision making. It does not require long narratives to be written by the investigator, rather it guides the child protection worker’s assessment and decision-making through the same Decision Process Flow every time. This is an ongoing service until the SAFE Model has been fully installed and end users have been trained.

Q2Answer:

The vendor will continue to provide a model/tool to help staff improve decision making and ultimately safety outcomes for Illinois youth. The tool/model must be able to be used from referral to case closure, used to assess safety for all types of maltreatment, and must be continually updated to reflect current research and field practice. The tool/model must be grounded in research and proven effective by use in other states and jurisdictions, be easy to use, produce practical results, and measure what it is intended to measure. Perhaps most importantly, the tool/model must provide consistent assessments/conclusions across users and work similarly with diverse families throughout Illinois.

This tool will reduce maltreatment because it will provide clear direction for front line staff in making the correct decision about the safety of a child.

The tool must include and be able to guide the case worker to gather sufficient and relevant information to make an informed decision about whether a child is safe or unsafe. It must guide their decision-making process by:

• assess the need for an urgent response,

• review the 6 domains of family functioning,

• identification of whether there is a threat of danger,

• assessment of each parent/caregiver protective capacity to control any threat of danger,

• assess impending threats to guide staff to establish a in-home or out-of-home safety plan, and

• upon reunification confirm safety threats have been eliminated,

• upon case closure, assess family functioning and support network, to determine safety.

In continuation of implementation of the tool/model DCFS must require extensive technical assistance from the developer/purveyor to install the program and move it from initial (pilot) to full implementation. This will include training all staff, creating new forms, training materials for each phase of the model implementation, intervention manuals, integrating all changes into existing DCFS policies and procedures, adapting the model to fit within our IT system.

Q3Answer: The SAFE Model by Action 4 Child Protection is credited as the first comprehensive safety decision-making model. The model is copyrighted and currently implemented in 45 jurisdictions and territories nationwide. The model uses a standard tool to assess threats of danger, caregiver protective capacities, and a child's unique vulnerability. The assessment distinguishes between present and impending danger, providing guidance about a child's risk and safety at first contact and through the course of the investigation.

No other vendor can write, implement, or provide training for the copy-righted consensus based model that possesses the required characteristics outlined above. Action 4 Child Protection (The Safe Model) has the proven expertise and history of implementation since they have already done this in 45 jurisdictions and territories.

Q4Answer: No other vendor can write, implement, or provide training for the copy-righted consensus based model that possesses the required characteristics outlined above.

The goal is to make the correct safety decision about a youth's safety thereby reducing maltreatment. The CERAP checklist oversimplifies this complex decision. Time, or other non-maltreatment related considerations should not be part of the selection decision. See attachment for more information on non-financial success outcomes of the SAFE Model. Ideally, this reduce maltreatment because it will provide clear direction for front line staff in making the correct decision about the safety of a child.

A similar model, the Structure Decision Making Developed (National Council on Crime and Delinquency - Children's Research Center) and Safe@Home. While one of the most widely used models, it is similar to DCFS current model CERAP, and requires extensive clinical judgement, a mix of other tools, and a different assessment for each decision point throughout a case. This model does not fit DCFS strengths and weaknesses.

This framework is monumental undertaking for DCFS. This will require current policies and practices to be updated along with forms. The fundamental changes will require all staff to be trained on the framework, forms, and policy and procedures in order for this framework to work for DCFS. This framework will better assist DCFS to reduce maltreatment and help make the correct decision about the safety of a child or children.

Q5aAnswer: DCFS and Chapin Hall reviewed several other models, including other consensus and teaming models, but found the other models to be too similar to DCFS' current model which only provides a simple checklist which oversimplifies the complex decision and does not follow the youth through from intake to case closure. Other models typically require additional tools and competencies to ensure their effectiveness throughout the case process. The comprehensive nature of the SAFE Model was determined to be the most robust and best fit for DCFS.

A similar model, the Structure Decision Making Developed (National Council on Crime and Delinquency - Children's Research Center). While one of the most widely used models, it is similar to DCFS current model CERAP, and requires extensive clinical judgement, a mix of other tools, and a different assessment for each decision point throughout a case. This model does not fit DCFS strengths and weaknesses.

This new framework is monumental undertaking for DCFS. This will require current policies and practices to be updated along with forms. The fundamental changes will require all staff to be trained on the new framework, forms, and policy and procedures in order for this framework to work for DCFS. This framework will better assist DCFS to reduce maltreatment and help make the correct decision about the safety of a child or children.

1) It documents the factors that influenced safety determinations but does not provide guidance in making the safety determination.

2) It is implemented with considerable variation with respect to mitigating factors, safety threats, and safety plans.

3) It does not encourage consideration of contextual and environmental factors that are important to a determination based on the total case circumstances.