SPO Signed PO25-004 Training and Consulting SSJF signed by DCF30.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number 25-418DCFS-PROCU-B-42987

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: 02/01/2024 Supply/Service Need By Date: 07/01/2024

Project Title: Immersion Site/Expanding CFTM and QSR Training

Vendor: Child Welfare Policy and Practice Group (CWPPG)

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, the Office of Professional Development, and Immersion Site Directors to provide professional consultation on the implementation of the Core Practice Model through immersion sites. The Core Practice Model includes Quality Service Reviews (QSR), and the Child and Family Team Meetings (CFTM) training, coaching, and certification.

Quality Service Reviews (QSR) are a practice improvement approach using case reviews and interviews to assess current outcomes and system performance by gathering information directly from families, children and service team members. DCFS, with the assistance of the CWPPG, will utilize an Illinois specific review protocol for the examination of Family-Centered, Trauma-Informed, Strength-Based (FTS) Practice Model of practice that includes a model of supervision and the effective utilization of Child and Family Team meetings.

A major component of the Illinois Core Practice Model is the Child and Family Team Meeting (CFTM). The CFTM is the vehicle by which assessment, case planning and monitoring of permanency goals occurs with the family and with relevant stakeholders. DCFS has developed a CFTM training plan with CWPPG for staff in the immersion sites and the current Southern region expansion. DCFS has also developed a plan with CWPPG to train and develop DCFS and POS staff to become CFTM Master Coaches and Trainers to build the Department’s internal capacity and build sustainability for the practice.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 603,365

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

Version 7.01 Page 2 of 6

Bulletin Reference Number 25-418DCFS-PROCU-B-42987

Requesting Agency/University Department of Children and Family Services

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: 07/01/2024

Estimated Contract End Date: 06/30/2025

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 are required by Court Order, see Court Order attached, this is a proprietary training only offered by CWPPG.

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

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

2 07/01/2022 06/30/2023 317,500 Court Order Immersion Sites Project - Training and Consulting 5412879053 Sole Source

3 04/10/2021 06/30/2022 364,820 Court Order Immersion Sites Project - Training and Consulting 5412879052 Sole Source

4 07/01/2020 06/30/2021 414,660 Court Order Immersion Sites Project - Training and Consulting 5412879071 Sole Source

5 04/01/2017 04/09/2019 1,536,010 Court Order Immersion Sites Project - Training and Consulting 5412879037 Sole Source

6 04/10/2019 06/30/2020 490,720 Court Order Immersion Sites Project - Training and Consulting 5412879039 Sole Source

7 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

Version 7.01 Page 3 of 6

Bulletin Reference Number 25-418DCFS-PROCU-B-42987

Requesting Agency/University Department of Children and Family Services

1. Provide a detailed explanation of the need for the supplies or services:

DCFS was court ordered to retain Paul Vincent from CWPPG to assist with the B.H. case Implementation Plan. DCFS must therefore provide reasonable compensation and pay reasonable expenses for this consultant. Paul Vincent and his consultant group will be compensated for reasonable travel expenses, which are as strict and in some case more strict than the Governor's Travel Control Board rules, and fees for curriculum and instrument development, training, case reviews, interviews, coaching, attendance at change management meetings, and consultation.

Paul Vincent and his consultants are expected to confer with the parties, the B.H. Expert Panel, and conduct a review of the Department’s QSR and Child Family Team process, making recommendations if deficiencies are noted with regard to DCFS’s adherence to their recommended strategies in carrying out the matters contained in the Court-ordered Implementation Plan dated September 28, 2016. Please see Court Order attached.

Paul Vincent is no longer with CWPPG due to his retirement. This is a proprietary vendor that is court ordered by the B.H. Court Order.

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

The Court Order provides that CWPPG will assist DCFS with development of the curriculum, and implementation of the Core Practice training model and training logistics at immersion sites, as well as with the development and implementation of a Quality Service Review (QSR) process, along with mentoring and consultations. See attached Scope of Work Document for additional information. The coaching part will be required for CWPPG will work collaboratively with UIUC-FCURP will Chapin Hall, QE, and ACR Management to support the coaching plan and consult on revisions for case review guidelines interview processes and validation activities. CWPPG will support the ACR manager and provide coaching for new ACR reviewers in their assigned regions and provide a feedback conference. CWPPG will continue to work with the ACR Manager and ACR reviewer to ensure quality reviews.

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. DCFS must therefore provide reasonable compensation and pay reasonable expenses for this consultant. This is the sixth sole source and 1 small purchase with this vendor and the Department is building internal capacity to train in-house.

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.

In that Plan, the Court Order provides that CWPPG will assist DCFS with development of the curriculum, development and implementation of the Core Practice training model and training logistics at immersion sites, as well as with the development and implementation of a Quality Service Review (QSR) process.

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 immersion sites, Quality Service Review (QSR), and the Child and Family Team Meetings (CFTM) coaching and certification processes. 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.

The Quality Service Review instruments, process, and curriculum are sole source and are directly tied to the successful implementation of the Child and Family Team Meeting process which has been selected by the Department as a primary component of the IL Core Practice Model aim at improved the quality of engagement of children, youth, and families in the planning for and successful completion of services to improve the outcomes of safety, permanence, and wellbeing.

DCFS has substantially implemented Child and Family Team Meetings and QSR reviews in the Immersion Sites. DCFS has implemented two phases of the Core Practice Model. As the Core Practice Model rolls out to the balance of the state, we believe that case work practice will improve and that more children will achieve permanency and exit the child welfare system.

Version 7.01 Page 4 of 6

Bulletin Reference Number 25-418DCFS-PROCU-B-42987

Requesting Agency/University Department of Children and Family Services

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 by the court order. However, this is the seventh sole source and one small purchase for QSR and CFTM training and consulting with this vendor as ordered and the Department is building the internal capacity to perform the required training and reviews internally. This sole source is over $1.8M less than the original sole source highlighting the Departments success bringing these required services in-house.

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?

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.

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 Department currently has 3 workers trained in the model. The Proprietary vendor is still court ordered for the DCFS to obtain their services. Department still has a need for support, consultation, instruction, and mentoring. The SS will also assist in curriculum and CFT Model Customization from lessons learned. Along with creation of tools to support implementation and sustainability of a revised Core practice Model (Specifically CFTM). With staff turnover the Department still has more work to do to make sure our trainers are completely self-sustaining. 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. The cost per hour/per day is going up 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.

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. CWWPG have taken into account the customized need for the Department in conjunction with what has been ordered by the court in their pricing.

Version 7.01 Page 5 of 6

Bulletin Reference Number 25-418DCFS-PROCU-B-42987

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 May 8, 2024

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

Phone Number 708-338-6618

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 Tiffany.c.parnell2@illinois.gov

Phone Number 217-557-5842 Date 05/07/2024

Printed Name Tiffany Parnell

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

Version 7.01 Page 6 of 6

Bulletin Reference Number 25-418DCFS-PROCU-B-42987

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 (CWPPG)

Initial Date of Procurement Bulletin Posting

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 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

Quality Service Reviews (QSR) are a practice improvement approach using case reviews and interviews to assess current outcomes and system performance by gathering information directly from families, children and service team members. DCFS, with the assistance of the CWPPG, will utilize an Illinois specific review protocol for the examination of Family-Centered, Trauma-Informed, Strength-Based (FTS) Practice Model of practice that includes a model of supervision and the effective utilization of Child and Family Team meetings.

A major component of the Illinois Core Practice Model is the Child and Family Team Meeting (CFTM). The CFTM is the vehicle by which assessment, case planning and monitoring of permanency goals occurs with the family and with relevant stakeholders. DCFS has developed a CFTM training plan with CWPPG for staff in the immersion sites and the current Southern region expansion. DCFS has also developed a plan with CWPPG to train and develop DCFS and POS staff to become CFTM Master Coaches and Trainers to build the Department’s internal capacity and build sustainability for the practice.

Paul Vincent and his consultants are expected to confer with the parties, the B.H. Expert Panel, and conduct a review of the Department’s QSR and Child Family Team process, making recommendations if deficiencies are noted with regard to DCFS’s adherence to their recommended strategies in carrying out the matters contained in the Court-ordered Implementation Plan dated September 28, 2016. Please see Court Order attached.

Paul Vincent is no longer with CWPPG due to his retirement. This is a proprietary vendor that is court ordered by the B.H. Court Order.

In that Plan, the Court Order provides that CWPPG will assist DCFS with development of the curriculum, development and implementation of the Core Practice training model and training logistics at immersion sites, as well as with the development and implementation of a Quality Service Review (QSR) process.

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 immersion sites, Quality Service Review (QSR), and the Child and Family Team Meetings (CFTM) coaching and certification processes. 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.

The Quality Service Review instruments, process, and curriculum are sole source and are directly tied to the successful implementation of the Child and Family Team Meeting process which has been selected by the Department as a primary component of the IL Core Practice Model aim at improved the quality of engagement of children, youth, and families in the planning for and successful completion of services to improve the outcomes of safety, permanence, and wellbeing.

DCFS has substantially implemented Child and Family Team Meetings and QSR reviews in the Immersion Sites. DCFS has implemented two phases of the Core Practice Model. As the Core Practice Model rolls out to the balance of the state, we believe that case work practice will improve and that more children will achieve permanency and exit the child welfare system.