SSJF part I and part II DHS B-37220.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number 24-444DHS-MENTH-B-37220

Requesting Agency/University DHS/Department of Mental Health

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

Department/Bureau/Section: DHS/Department of Mental Health

Need Identified Date: 12/2022 Supply/Service Need By Date: 07/01/2023

Project Title: FY24 Crisis Intervention Training

Vendor: Crisis Prevention Institute (CPI)

Provide a description of the supplies or services required:

The Department of Mental Health (DMH) is establishing a contract with the Crisis Prevention Institute (CPI) for Nonviolent Crisis Intervention (NCI) and Advanced Physical Skills training at the following DMH facilities and Schools:

Alton, Chester, Choate, Elgin, Madden, McFarland, Read, IL School for the Visually impaired, and lL School for the Deaf and Hard of Hearing. The Nonviolent Crisis Intervention® training program is a behavior management system to provide intervention strategies to prevent, de-escalate, and safely respond to disruptive or assaultive behavior. This program provides staff with the cognitive and physical skills to safely recognize and respond to everyday crisis situations using the least restrictive intervention. This contract includes training, work manuals, and annual fees.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 225,000

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

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: Jul 1, 2023

Estimated Contract End Date: Jun 30, 2024

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

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Bulletin Reference Number 24-444DHS-MENTH-B-37220

Requesting Agency/University DHS/Department of Mental Health

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

If more than 10, or if other comments, explain:

In the past, each facility handled their own training and submitted contracts on an as needed basis. There have been numerous contracts submitted individually by each facility for CPI training since 1999. The Senior Procurement Officer has requested that Central Mental Health create and submit one contract for all facilities. The Crisis Prevention Institute (CPI) was selected by Central Mental Health in response to the Joint Commissions requirement that all psychiatric/behavioral health facilities must provide Non-violent Crisis Intervention (NCI) training to all staff with the goal of reducing the use of restraints and /or seclusion while also maintaining a safe environment of care. CPI was the only entity at the time who could provide all of the required trainings (a training plan using nonviolent techniques and emphasizing “non-violent, non-physical” techniques – especially the de-escalations techniques - prior to putting hands on an individual) to meet The Joint Commissions' Accreditation Standards for Mental Health Centers.

Section VI - Business Rationale

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

The Department of Mental Health (DMH) is establishing a contract with the Crisis Prevention Institute (CPI) for Nonviolent Crisis Intervention (NCI) Advanced Physical Skills training at the following DMH facilities: Alton, Chester, Choate, Read, Elgin, Madden and McFarland, IL School for the Visually impaired, and IL School for the Deaf and hard of Hearing. The Nonviolent Crisis Intervention® training program is a behavior management system that offers prevention and intervention approaches that provides staff with a framework for decision making and problem solving to prevent, de-escalate, and safely respond to disruptive or assaultive behavior.

NCI training complies with all current legislation, is evidence-based, and fully accredited. Per the Joint Commission, hospitals must use the least restrictive form of restraint or seclusion that protects the physical safety of the patient, staff, or others.

The Nonviolent Crisis Intervention® Foundation Course offers the optimal mix of concepts and skills to safely address many of the behaviors staff encounter in a behavioral health setting. In organizations that support persons who are likely to demonstrate higher risk behaviors, Nonviolent Crisis Intervention® Foundation offers Advanced Physical Skills training to provides more effective tools to help staff manage more complex situations. This certification also offers additional skills in risk assessment and problem solving, along with strategies for teaching advanced physical interventions to front-line staff.

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Bulletin Reference Number 24-444DHS-MENTH-B-37220

Requesting Agency/University DHS/Department of Mental Health

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

1. Instructor Certification: Staff from each facility are trained and certified as instructors in NCI. Once certified, each instructor returns to their respective facilities to train all staff across all three shifts. This training is for new instructors and includes 3 full days of training

2. Renewal Training: All certified trainers are required to complete renewal training every 2 years. This training is for staff who are already certified as instructors and required to take a 1 day re-fresher class.

3. Annual Fees: Each facility must pay an annual fee for each certified trainer.

4. Work books: Each certified trainer must train all staff at their respective facilities across all three shifts. Each staff receives a workbook as part of the training program.

DHS is currently working on a competitive procurement for these services. However DHS needs to continue receiving services from CPI during this process in order to continue to meet The Joint Commission accreditation requirements.

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?

In 1999, The Crisis Prevention Institute (CPI) was selected by Central Office Training staff as the best training program available for non-violent crisis intervention training (NCI) . The training was compliant with all current legislation, was evidence-based, and fully accredited. A task force was pulled together sometime around 2016 or 2017. Multiple Staff Development Coordinators were on the task force to weigh in. They evaluated a handful of competitive options, did a comparative analysis and settled on CPI still being the optimal choice for our settings. Currently, over 2,700 staff have been trained in CPI/NCI by their in-house certified trainers. Per policy, staff are not allowed to work with patients until they have completed the training.

CPI has a copyrighted program which is recognized as an acceptable program by The Joint Commission. The Joint Commission's accreditation is required for the MH Centers to receive Medicare and Medicaid reimbursements. In addition, CPI is a certified program and failure to comply with The Joint Commission (TJC) standards would result in loss of certification and loss of federal funding.

The expense in retraining the entire division on a new program would be astronomical. Currently DHS does annual training that rolls along the calendar year allowing for the Centers to maintain up to date current staff. If required to switch at this time, it could prove impossible to get all required MH staff trained on the new program in order to meet The Joint Commission Standards, the MH code, etc.

Continuing to receive services from CPI would provide huge monetary and time savings to DHS.

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:

The Nonviolent Physical Crisis Intervention techniques are specific to CPI . This was designed for safety and allows a therapeutic rapport to be re-established with the individual who has lost control. CPI is the only vendor who provides specific training on physical interventions. The Nonviolent Crisis Intervention® Foundation Course offers a mix of concepts and skills to safely address many of the behaviors staff encounter. However, in organizations that support persons who are likely to demonstrate higher risk behaviors, Nonviolent Crisis Intervention® Foundation Course With Advanced Physical Skills provides more effective tools to help staff manage these complex situations. This certification and renewal option offers additional skills in risk assessment and problem solving, along with facilitation strategies for teaching advanced physical interventions to staff.

The goal of this training is to learn approaches for minimizing the use and duration of physical intervention like restraints and/or seclusion. CPI’s program is primarily non-physical, teaching de-escalation techniques to staff without reacting aggressively to patients.

This training is essential to DHS's mission and the individuals served.

CPI is also recognized as an acceptable program by The Joint Commission who accredits more than 22,000 U.S. health care organizations and programs. The Joint Commission's accreditation is required for the MH Centers to receive Medicare and Medicaid reimbursements.

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

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Bulletin Reference Number 24-444DHS-MENTH-B-37220

Requesting Agency/University DHS/Department of Mental Health

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

The task force who assessed and selected CPI no longer work for the State. A few options were reviewed for the purposes of this contract.

1. AIU8: School based and not appropriate for inpatient psychiatric hospitals

2. CEBC: California, Child Welfare program.

3. Relias – Community based and not appropriate for inpatient psychiatric hospitals.

4. CTRi- Crisis and Trauma Resource Institute is located in Canada and travel costs would be high. This vendor does provide zoom trainings but this is not ideal. In addition, they do no provide hands on physical restraints training. CPI does.

The Department has looked at alternatives several times over the years. For example, in the mid-2000’s there was another violence reduction push by the Agency. Alternatives to CPI were explored however DHS did not find any program that met the hospitals needs.

As recent as last year, alternative programs were reviewed but again, none were found that met our hospitals needs in the same way CPI does.

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:

Most training programs are either Community based, University based, and/or unique to a particular facility. CTRi (No 4 above) does not provide hands on physical training provided by CPI. This is an essential component of the training program needed in an inpatient psychiatric setting.

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).

CPI was evaluated in 1999 and re-evaluated in 2016 and again last year. CPI's program was selected as the best option for an inpatient psychiatric hospital setting as well as speciality school populations. Per State policy and per the Joint Commission, who has deemed status with the Centers for Medicaid & Medicare Services, non-violent intervention training is essential and required to maintain a safe environment of care. To retrain all certified trainers and then retrain over 2,700 employees across all 3 shifts with a new approach would be time and cost prohibitive. Over 60% of CPI's customers are non-profit and CPI offers a volume discount.

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?

Per the State-Wide Quality Manager, CPI was evaluated in 1999 and re-evaluated in 2016 by a group of State-Wide staff development specialists. Last year CPI's program was reviewed by MH supervisory staff for cost and quality of services provided. CPI's program was selected as the best option for an inpatient psychiatric hospital setting as well as speciality school populations.

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:

Training in this area is mandated and on-going. A contract is needed annually for each facility and/or speciality school to maintain a safe environment of care.

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 Agency is currently working on a new competitive procurement. The agency will need to ensure that all the trainings are still conducted during the competitive procurement process. During the transition process all CPI (n=40) instructors would have to be retrained. These instructors would have to re-train approximately 2,700 staff across nine (9) facilities across all three shifts.

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

No.

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Bulletin Reference Number 24-444DHS-MENTH-B-37220

Requesting Agency/University DHS/Department of Mental Health

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 5/30/2023

Printed Name Amy Toombs E-mail Address Amy.Toombs@Illinois.gov

Phone Number (708) 338-7230

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 Jean.Sandstrom@illinois.gov

Phone Number 217-557-9298 Date Jun 6, 2023

Printed Name

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 217-494-1351 Date

Printed Name E-mail Address adrienne.grover@illinois.gov

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Bulletin Reference Number 24-444DHS-MENTH-B-37220

Requesting Agency/University DHS/Department of Mental Health

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

Project Title FY24 Crisis Intervention Training

Vendor Crisis Prevention Institute (CPI)

Initial Date of Procurement Bulletin Posting 6/06/2023

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 217-558-2231

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

Intervention (NCI) Advanced Physical Skills training at the following DMH facilities: Alton, Chester, Choate, Read, Elgin, Madden and McFarland, IL School for the Visually impaired, and IL School for the Deaf and hard of Hearing. The Nonviolent Crisis Intervention® training program is a behavior management system that offers prevention and intervention approaches that provides staff with a framework for decision making and problem solving to prevent, de-escalate, and safely respond to disruptive or assaultive behavior. NCI training complies with all current legislation, is evidence-based, and fully accredited. Per the Joint Commission, hospitals must use the least restrictive form of restraint or seclusion that protects the physical safety of the patient, staff, or others.

The Nonviolent Crisis Intervention® Foundation Course offers the optimal mix of concepts and skills to safely address many of the behaviors staff encounter in a behavioral health setting. In organizations that support persons who are likely to demonstrate higher risk behaviors, Nonviolent Crisis Intervention® Foundation offers Advanced Physical Skills training to provides more effective tools to help staff manage more complex situations. This certification also offers additional skills in risk assessment and problem solving, along with strategies for teaching advanced physical interventions to front-line staff.

Q2Answer: 1. Instructor Certification: Staff from each facility are trained and certified as instructors in NCI. Once certified, each instructor returns to their respective facilities to train all staff across all three shifts. This training is for new instructors and includes 3 full days of training

2. Renewal Training: All certified trainers are required to complete renewal training every 2 years. This training is for staff who are already certified as instructors and required to take a 1 day re-fresher class.

3. Annual Fees: Each facility must pay an annual fee for each certified trainer.

4. Work books: Each certified trainer must train all staff at their respective facilities across all three shifts. Each staff receives a workbook as part of the training program.

DHS is currently working on a competitive procurement for these services. However DHS needs to continue receiving services from CPI during this process in order to continue to meet The Joint Commission accreditation requirements.

Q3Answer: In 1999, The Crisis Prevention Institute (CPI) was selected by Central Office Training staff as the best training program available for non-violent crisis intervention training (NCI) . The training was compliant with all current legislation, was evidence-based, and fully accredited. A task force was pulled together sometime around 2016 or 2017. Multiple Staff Development Coordinators were on the task force to weigh in. They evaluated a handful of competitive options, did a comparative analysis and settled on CPI still being the optimal choice for our settings. Currently, over 2,700 staff have been trained in CPI/NCI by their in-house certified trainers. Per policy, staff are not allowed to work with patients until they have completed the training.

CPI has a copyrighted program which is recognized as an acceptable program by The Joint Commission. The Joint Commission's accreditation is required for the MH Centers to receive Medicare and Medicaid reimbursements. In addition, CPI is a certified program and failure to comply with The Joint Commission (TJC) standards would result in loss of certification and loss of federal funding.

The expense in retraining the entire division on a new program would be astronomical. Currently DHS does annual training that rolls along the calendar year allowing for the Centers to maintain up to date current staff. If required to switch at this time, it could prove impossible to get all required MH staff trained on the new program in order to meet The Joint Commission Standards, the MH code, etc. Continuing to receive services from CPI would provide huge monetary and time savings to DHS.

Q4Answer: The Nonviolent Physical Crisis Intervention techniques are specific to CPI . This was designed for safety and allows a therapeutic rapport to be re-established with the individual who has lost control. CPI is the only vendor who provides specific training on physical interventions. The Nonviolent Crisis Intervention® Foundation Course offers a mix of concepts and skills to safely address many of the behaviors staff encounter. However, in organizations that support persons who are likely to demonstrate higher risk behaviors, Nonviolent Crisis Intervention® Foundation Course With Advanced Physical Skills provides more effective tools to help staff manage these complex situations. This certification and renewal option offers additional skills in risk assessment and problem solving, along with facilitation strategies for teaching advanced physical interventions to staff.

The goal of this training is to learn approaches for minimizing the use and duration of physical intervention like restraints and/or seclusion. CPI’s program is primarily non-physical, teaching de-escalation techniques to staff without reacting aggressively to patients. This training is essential to DHS's mission and the individuals served.

CPI is also recognized as an acceptable program by The Joint Commission who accredits more than 22,000 U.S. health care organizations and programs. The Joint Commission's accreditation is required for the MH Centers to receive Medicare and Medicaid reimbursements.

1. AIU8: School based and not appropriate for inpatient psychiatric hospitals

2. CEBC: California, Child Welfare program.

3. Relias – Community based and not appropriate for inpatient psychiatric hospitals.

4. CTRi- Crisis and Trauma Resource Institute is located in Canada and travel costs would be high. This vendor does provide zoom trainings but this is not ideal. In addition, they do no provide hands on physical restraints training. CPI does.

The Department has looked at alternatives several times over the years. For example, in the mid-2000’s there was another violence reduction push by the Agency. Alternatives to CPI were explored however DHS did not find any program that met the hospitals needs. As recent as last year, alternative programs were reviewed but again, none were found that met our hospitals needs in the same way CPI does.