FY26 DHS SS DRS EVV System

The Illinois Department of Human Services, Division of Rehabilitation Services (DRS), is issuing a sole source procurement notice for continuation of electronic timekeeping system services through a one-year contract beginning July 1, 2026, and ending June 30, 2027. The Electronic Visit Verification (EVV) system is required to support the Home Services Program (HSP), a Medicaid Waiver Program serving over 44,000 individual providers throughout Illinois. The system enables providers to record visit start and end times via telephone, with data securely transmitted to the vendor for real-time exchange with DHS systems to calculate provider payments and create payroll records. Key deliverables include maintaining the existing EVV infrastructure, processing daily transactions from the DHS WebCM case management system, managing visit approvals and payroll exports occurring twice monthly, and providing technical support during a 12-month implementation period for a new EVV system. The contract requires the vendor to support the continuation of existing business rules, maintain a parallel User Acceptance Testing environment, and ensure compliance with state and federal law, including the Illinois SMART Act and the 21st Century CURES Act. The procurement was posted on March 24, 2026, with a due date of April 9, 2026; interested parties must submit written comments or request a public hearing by 4:00 p.m. on April 4, 2026, to avoid cancellation of the hearing scheduled for April 9, 2026, at 2:00 p.m. via WebEx.

This is a sole source procurement with no set-aside designations for disadvantaged enterprises, as the justification is based on copyright and patent protections specific to the existing Sandata Technologies system that was originally developed through competitive bidding with customized business rules and data interfaces. The incumbent vendor is Sandata Technologies LLC, whose current EVV system was finalized in September 2017 and has been serving the DRS Home Services Program with integration to the Illinois DHS WebCM case management system for data exchange and payroll processing. The contract value is estimated at $3,000,000, comprising usage-based costs of $2,400,000, technical implementation costs of $310,890, datawarehouse fees of $226,260, and yearly maintenance fees of $62,850, representing a $350,000 increase from the previous fiscal year due to anticipated growth and contingency funding for transmitting 13 years of historical EVV data. The contract is funded entirely through State Funds, and approval is critical to ensure the state can timely and accurately pay over 35,000 HSP providers in FY25 (which processed over $960 million in payments) and maintain compliance with applicable laws and collective bargaining agreements.