Questions and Answers-B-53178.docx
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- Attached to
- DHS IFB Enhanced Audit Services
- Solicitation number
- 27-444DHS-CONTO-B-53178
- Issued by
- Illinois
About this file
This document comprises Questions and Answers for Illinois Department of Human Services (IDHS) Invitation for Bid (IFB) B-53178 for Enhanced Audit Services to support the Office of the Executive Inspector General (OEIG). The vendor will conduct enhanced monitoring and compliance testing of OEIG-identified grant recipients, reviewing supporting documentation for distributions made between 2022 and 2026 and performing testing to verify expenditure allowability under contract agreements, 2 CFR 200 (Uniform Guidance), and applicable statutory requirements. IDHS anticipates conducting 10 to 15 grant recipient reviews annually, totaling 30 to 45 reviews over the initial three-year contract term running from January 1, 2027, through December 31, 2029, with one renewal option extending through December 31, 2032. Testing for each individual review is estimated not to exceed 60 hours. Grant recipients may be reviewed from across Illinois, and vendor travel may be required across the entire state; however, most work will be performed remotely. Reviews will be assigned throughout the contract period as needed, with concentrated periods of activity anticipated. The vendor will have 90 to 120 days after data collection to complete testing and submit final reports. Communications with grant recipients will occur directly from the selected vendor, and only IDHS staff will be available to address grant requirement and program-specific questions. Questions were due by July 21, 2026, with bids due July 28, 2026.
IDHS will provide the selected vendor with the DHS Fiscal Administrative Review (FAR) Process and Procedures Manual, existing compliance checklists, sample reports or workpapers from previous monitoring engagements, and a report template or preferred reporting format. A mandatory Business Enterprise Program (BEP) participation goal of 4% of total contract value applies; failure to submit a compliant BEP Utilization Plan renders the bid non-responsive. Baker Tilly is the current vendor providing these services under the temporary sole source contract B-53311, which is a continuation until an award is made for solicitation B-53178. Since these Enhanced Audit Services represent a new initiative beginning April 2026, IDHS has limited historical data; the state estimates the need for 3 to 4 staff (2 auditors, 1 manager, 1 senior manager) and anticipates potentially covering all 275+ IDHS grant programs. Pricing is firm, with transportation and lodging costs included in the all-inclusive hourly rate. Required insurance includes General Commercial Liability of $1,000,000 per occurrence with $2,000,000 annual aggregate, Auto Liability of $1,000,000, and Worker's Compensation Insurance as required by law. The vendor must maintain books and records for three years from final payment or contract completion, or five years if Federal funds are used. Bid prices must remain firm for 90 days from opening. Evaluation prioritizes the lowest priced responsive and responsible bidder. No bid bond or performance bond is required, and no budget amount was specified.
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DHS IFB Enhanced Audit Services B-53178 Questions and Answers
1. Can the State provide the anticipated number of grant recipient reviews expected annually and over the initial contract term?
A: Annually, it could be as many as 10 to 15 grantees and 30 to 45 over the initial contract term.
2. For a typical grant recipient review, can the State provide the average, a. Number of grant agreements, b. Number of reimbursement requests, c. Number of expenditure transactions expected to be tested.
A: At this point we really don’t have enough Enhanced Audit Services performed to give any analysis.
3. Can the State provide historical or estimated ranges for the size and complexity of grant recipient reviews (e.g., smallest, average, and largest engagements)?
A: See above. This is a new initiative that began April 2026.
4. Will reviews be assigned throughout the contract period as needed? Does the State anticipate periods of concentrated activity?
A: Yes. Yes.
5. Beyond the two-week document submission period provided to grant recipients, are there expected turnaround times for the vendor to complete testing and submit the final report?
A: Between 90 to 120 days after the collection of all data
6. Will the awarded vendor receive: a. The DHS Fiscal Administrative Review (FAR) Process and Procedures Manual; b. Existing compliance checklists; c. Sample reports or workpapers from previous enhanced monitoring engagements?
A. a) Yes, b) Yes c) Yes.
7. Will the State provide a report template or preferred reporting format for documenting observations, exceptions, and unsupported expenditures?
A: Yes
8. Will vendor communications with grant recipients occur directly, or must all communications be coordinated through DHS?
A: Yes, communications will be directly from the selected vendor.
9. Will OEIG and DHS personnel be available throughout engagements to address questions related to grant requirements or program-specific issues?
A: Only IDHS staff
10. Is travel expected and if so, can the State provide the anticipated geographic distribution of grant recipients throughout Illinois?
A. Yes it may be required, travel could be across the entire State of Illinois, At this point we really don’t have enough Enhanced Audit Services performed to give any analysis.
11. Should vendors anticipate receiving multiple grant recipient reviews simultaneously? If so, what is the anticipated maximum number of concurrent engagements?
A: Yes, that is possible, but since this is a new initiative, this is unknown at this time.
12. Should vendors review every expenditure transaction associated with each reimbursement request, or will sampling methodologies be acceptable under certain circumstances?
A: In most reviews each reimbursement request will be reviewed, in some reviews sampling may apply.
13. Beyond the final report, are there any required interim deliverables, status reports, or periodic meetings during each engagement?
A: Periodic meetings during each engagement.
14. Is DHS currently using a vendor to complete these services? If so, can DHS please name the vendor currently contracted?
A: Yes. Baker Tilly
15. Beyond the required BidBuy attachments and pricing, is DHS expecting any additional narrative or technical proposal as part of the bid response?
A: No.
16. A sole source opportunity was recently released for Enhanced Audit Services under Bid Solicitation number 27-444DHS-CONTO-B-53311. Is this opportunity related to B-53178?
A: Yes, an Emergency Notice was posted in April 2026 and ended on 7/13/26 for these services. B-53311 is a continuation of these services until an award is made for the current solicitation B-53178.
17. What is the Agency's anticipated budget for these services?
A: Not relevant. Please provide your lowest acceptable quote.
18. How many total positions is the Illinois Department of Human Services (IDHS) looking to staff for this project?
A: These Enhanced Audit Services are a new initiative within IDHS, we would estimate the need for 3 to 4 staff (2 auditors, 1 manager, 1 senior manager)
19. Will all grant recipients be reviewed within the contract's base period of performance?
A: Yes they will, these Enhanced Audit Services could be looking at both active and prior year grant awards.
20. Which grant programs will be included in the review?
A: These Enhanced Audit Services would have the possibility of covering all IDHS grant programs.
21. How many grant programs does the Illinois Department of Human Services (IDHS) currently oversee?
A: Over 275 programs.
22. If similar services have been procured in the past, could the Agency elaborate on the average number of hours required per review?
A. Yes similar services are currently procured temporarily, but since these Enhanced Audit Services are a new initiative within IDHS it is difficult to give an average number of hours since this can vary by the number of awards a grantee has and the complexity of those grant awards
23. What percentage of this project will be performed remotely versus on site?
A: Most if not all work will be performed remotely, but there is the possibility of the need to travel.
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