part I and part II DCFS B-47270.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number 26-418DCFS-PROCU-B-47270

Requesting Agency/University Department of Children and Family Services

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

Department/Bureau/Section: Strategy and Performance

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

Project Title: Immersion Site/Expanding CFTM and QSR Training

Vendor: Child Welfare Policy and Practice Group (CWG)

Provide a description of the supplies or services required:

Under this contract, consultants from the Child Welfare Policy and Practice Group will work with the Department Senior Leadership, Legal, the Division of Quality Assurance and ACR, the BH Executive Administrator's Office, and the Office or Research and Child Well-Being to implement qualitative Child and Family Team Meetings (per the CWPPG proprietary Model) and other interventions as requested per the BH Superseding Implementation Plan

(SIP).

Value: Estimated Value of Initial Term, this Change Order or Amendment: 580,500

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

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)

Services provided by CWPPG are required by PRIOR COURT ORDER AND CURRENT COMMITTMENTS MADE TO THE COURT AND PARTIES I

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

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Bulletin Reference Number 26-418DCFS-PROCU-B-47270

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 07/01/2024 06/30/2025 603,365 Court Order Immersion Sites Project - Training and Consulting 5412879055 Sole Source

2 07/01/2023 06/30/2024 325,000 Court Order Immersion Sites Project - Training and Consulting 5412879054 Sole Source

3 04/10/2022 06/30/2023 317,500 Court Order Immersion Sites Project - Training and Consulting 5412879053 Sole Source

4 07/01/2021 06/30/2022 364,820 Court Order Immersion Sites Project - Training and Consulting 5412879072 Sole Source

5 04/01/2020 04/09/2021 414,660 Court Order Immersion Sites Project - Training and Consulting 5412879031 Sole Source

6 04/10/2019 06/30/2020 490,720 Court Order Immersion Sites Project - Training and Consulting 5412879030 Sole Source

7 07/01/2017 06/30/2019 1,536,010 Court Order Immersion Sites Project - Training and Consulting 5412879038 Sole Source

8 07/01/2016 06/30/2017 80,000 Court Ordered Consulting and QSR Training - Original was $50,300, conducted CO to add $29,700

5412879037 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:

In 2016 DCFS was court ordered to retain Child Welfare Policy and Procedures Group (CWPPG) to assist with the B.H. case Implementation Plan. In 2023, DCFS was continued to be court-ordered to retain CWPPG to assist with the B.H. case Superceding Implementation Plan. This is a proprietary vendor that is court ordered by the B.H. Court Order. DCFS has made commitments to the Court about CWPPG's involvement in the SIP, which is supported by the federal Judge assigned to the case, the Special Master, the Expert Panel, and the Plaintiffs.

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Bulletin Reference Number 26-418DCFS-PROCU-B-47270

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 B.H. SIP Court Order provides that CWPPG will assist DCFS with the implementation of their proprietary CFTM Model of Practice in 6 partner teams, which lay the foundation for 6 other interventions being implemented as part of the SIP, and which are intended to allow the Department to meet it's 3 Exit Criteria related to Safety, Permanency and Well-Being. In addition, CWPPG is providing training, coaching , and consultation support to direct service caseworkers and supervisors in the 6 partner teams for cases that are eligible for a Well-Being Improvement Review and Linkage (WIRL). Meeting certain criteria for the population eligible for the WIRL is also an exit criteria for the B.H. SIP.

CPPWG will work collaboratively with University of Illinois Urbana-Champaign, Foster Care Utilization Review Program (UIUC-FCURP) with Chapin Hall, Quality Assurance (QA), and Administrative Case Review (ACR) Management to provide coaching, and implementation support for the revised ACR model (data from which is provided to B.H. to inform progress toward implementation of B.H. SIP interventions processes and validation activities. CWPPG will support the ACR managers and provide coaching for new ACR reviewers in their assigned regions and provide a feedback conference. CWPPG will continue to work with the ACR Managers and ACR reviewer sto ensure quality reviews. CWG will continue to support Agency Performance Monitoring & Execution (APME) managers for training and coaching observations and monitoring of CFTMs.

See attached Scope of Work Document for additional information.

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?

DCFS was ordered to retain CWPPG to assist with the B.H. case Implementation Plan and now the Superseding Implementation Plan.

DCFS must therefore provide reasonable compensation and pay reasonable expenses for this consultant. This is the seventh sole source and 1 small purchase with this vendor and the Department is having success with several B.H. interventions through this contract.

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:

On April 18, 2016, the Court granted DCFS’s unopposed motion to allow the engagement of CWPPG as a consultant. Thereafter, the parties and the court’s Expert Panel met repeatedly to discuss and negotiate the Implementation Plan for reforming DCFS. After hearings in July and September 2016, the Court ultimately entered the jointly proposed Implementation Plan on September 28, 2016.

Their expertise has been recognized in the B.H. Superseding Implementation Plan, and they are critically embedded in the implementation of the interventions and in the 6 partner teams.

The CWPPG consultants and contractors are considered by the federal court and B.H. Expert Panel, and plaintiff attorneys to be experts in the field regarding the implementation of their Child and Family Team Meetings (CFTM) model. Educational credentials of CWPPG staff and their consultants are in accordance with the hiring requirements of the CWPPG . CWPPG represents and warrants that its consultants are fully knowledgeable in the models that they are teaching and providing coaching and are experienced in education of other professionals.

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

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

CWPPG was specifically named in the BH Implementation Plan court order. This is the seventh sole source training and consulting contract with this vendor. Commitments have been made to the Court that this vendor will continue to support DCFS and it's CWCAs to implement qualitative Child and Family Team Meetings (per the CWPPG proprietary Model) and other interventions as requested per the BH Superseding Implementation Plan (SIP). Any effort to change vendors at this point would severely disrupt the critical work that CWPPG is doing in support of the SIP interventions, and would jeopardize the time and monies spent building these programs and the youth in the Departments care.

6. Are there resellers or distributors?

Yes No N/A

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Bulletin Reference Number 26-418DCFS-PROCU-B-47270

Requesting Agency/University Department of Children and Family Services

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 Division of Quality Assurance and Office of Professional Development met with CWPPG numerous times to review their processes and materials and negotiate the best customized approach to fit Illinois 'needs based on the specific services outlined in the Amended and Revised B.H. Implementation Plan dated 9/28/16. At $150.00 per hour, or $1,200 per day the rates are very competitive and on the low end of consulting fees for Licensed specialty consultants as seen historically in other Department Contracts. The cost per hour/per day is saying the same in FY25. CWPPG has kept the price the same for a few years. DCFS is requesting that CWPPG do more in person trainings. The travel cost has gone up. See attached scope of work.

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:

The Proprietary vendor of the CFTM model that DCFS is committed to and is implementing statewide is still a service that has been committed to the court under the BH Consent Decree Superseding Implementation Plan. Department still has a need for support, consultation, instruction, and mentoring, along with creation of tools to support implementation and sustainability of the model.

With staff turnover, the Department still has more work to do to ensure successful implementation of the B.H. interventions, of which the CFTM is the foundation. Until such time as the Department is able to fully provide the required services internally without the need for oversight from CWPPG or until such time as the court order is amended to no longer require these services, the Department will have some need for CWPPG services.

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?

The Department will be out of compliance with the B.H. Consent Decree and subject to federal legal action and potentially subject to reduction in federal reimbursement.

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

CWPPG have been retained by numerous state and local jurisdictions to provide similar services and consultation. CWPPG have taken into account the customized need for the Department in conjunction with what has been ordered by the court in their pricing.

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Bulletin Reference Number 26-418DCFS-PROCU-B-47270

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 4/3/2025

Printed Name Jennifer Eblen Manning E-mail Address jennifer.eblen-manning@illinois.gov

Phone Number (708) 375-7315

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 william.blount-stephens@illinois.gov

Phone Number 217-557-3438 Date Apr 4, 2025

Printed Name Will Blount-Stephens

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-47270

Requesting Agency/University Department of Children and Family Services

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

Project Title Immersion Site/Expanding CFTM and QSR Training

Vendor Child Welfare Policy and Practice Group (CWG)

Initial Date of Procurement Bulletin Posting Apr 9, 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 23, 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

CPPWG will work collaboratively with University of Illinois Urbana-Champaign, Foster Care Utilization Review Program (UIUC-FCURP) with Chapin Hall, Quality Assurance (QA), and Administrative Case Review (ACR) Management to provide coaching, and implementation support for the revised ACR model (data from which is provided to B.H. to inform progress toward implementation of B.H. SIP interventions processes and validation activities. CWPPG will support the ACR managers and provide coaching for new ACR reviewers in their assigned regions and provide a feedback conference. CWPPG will continue to work with the ACR Managers and ACR reviewer sto ensure quality reviews. CWG will continue to support Agency Performance Monitoring & Execution (APME) managers for training and coaching observations and monitoring of CFTMs.

See attached Scope of Work Document for additional information.

The CWPPG consultants and contractors are considered by the federal court and B.H. Expert Panel, and plaintiff attorneys to be experts in the field regarding the implementation of their Child and Family Team Meetings (CFTM) model. Educational credentials of CWPPG staff and their consultants are in accordance with the hiring requirements of the CWPPG . CWPPG represents and warrants that its consultants are fully knowledgeable in the models that they are teaching and providing coaching and are experienced in education of other professionals.