Federal Revenue Enhancement and Claiming Systems Support Services

The Illinois Department of Children and Family Services is requesting proposals for maintenance and development of complex application system software and databases supporting federal program eligibility and claiming operations under RFP PO27-149, with proposals due November 13, 2026. The procurement includes a Veteran-Owned Enterprise (VET) set-aside with a filed waiver request, indicating DCFS sought VET vendors but determined qualified vendors unavailable or unable to meet technical requirements; a Business Enterprise Program (BEP) waiver request is also on file. The Commitment to Diversity (C2D) evaluation factor represents 20% of the technical score and requires vendors to demonstrate measurable investments in Women, Minorities, and Persons with Disabilities businesses across six categories: BEP goal compliance, subcontracting with WMD firms, DEI spending as a percentage of prior calendar year gross revenue, hours dedicated to DEI initiatives, written DEI policies, and staffing diversity across governance and operational levels.

The scope encompasses maintenance and development of IT systems and databases directly connected to federal revenue claiming, including interfaces with the DCFS CYCIS and HealthWorks systems, DHS IES system, HFS, and managed care entities. The vendor must manage daily and quarterly data file exchanges using secure email and secure FTP, with processing timelines including current average match turnaround of 9.8 days and projected 14-day standard. Technical documentation includes the Technical Support Unit Manual (21 chapters covering medical card management, eligibility determinations, and case processing), Children's Accounts procedures (40 operational sections), and Educational procedures addressing federal Medicaid claiming related to foster care, adoption assistance, subsidized guardianship, and KINGAP beneficiaries.

The IT Standard Terms and Conditions (Version 26.1) govern the contract and require $1 million general commercial liability insurance per occurrence, compliance with NIST Special Publication 800-53 Revision 5 security standards, prevailing wage requirements, and three-year record retention (five years if federal funds apply). All work products become State property. All services must be performed in the contiguous United States unless otherwise approved in writing. Subcontractors with annual values of $100,000 or more must be disclosed with financial documentation. Domestic product preferences are available under the Illinois Procurement Code and must be clearly identified. A pre-bid conference is scheduled to address vendor questions and clarify project requirements, scope, and evaluation criteria.