PO25-040 DCFS Title IV Assistance TP

The Illinois Department of Children and Family Services (DCFS) is seeking a contractor to provide comprehensive Title IV-E assistance services through Procurement Opportunity PO25-040, focusing on documentation support for foster care eligibility determinations. The selected vendor will be responsible for processing approximately 3,000 existing "in-process" determinations and managing approximately 600 new determinations monthly, with performance expectations of completing 20% of files within 14 days, 80% within 40 days, and 100% within 60 days. Key deliverables include gathering supporting documentation, entering information into DCFS court tracking systems, obtaining court orders and petitions, running clearances, and providing ongoing support for foster care, prevention, and permanency program eligibility determinations. The contractor will have access to multiple state information systems, including DCFS court tracking, Department of Human Services, and other state databases, and must comply with strict confidentiality requirements and background check protocols. The procurement is structured as a 10-year contract with a comprehensive set of responsibilities involving systematic documentation review, judicial finding evaluation, and federal compliance tracking. The bid submission deadline is April 17, 2025, with a non-mandatory pre-bid conference scheduled for April 3, 2025, at 11:30 AM CST via Webex, where bidders can ask questions about responsiveness and solicitation requirements.

The procurement includes a 5% Business Enterprise Program (BEP) goal, specifically targeting businesses owned by minorities, women, and persons with disabilities, with an aspirational overall state contract goal of 30% diverse business participation. Vendors must submit a comprehensive Utilization Plan demonstrating either full goal achievement through self-performance or subcontracting, or provide documentation of good faith efforts to meet diversity requirements. The contract's annual pricing structure encompasses 41,825 total hours across various staffing roles, with hourly rates varying by position and an additional $20,000 annual allowance for court transcript fees. Funding for the contract will be supported through federal-state reimbursement mechanisms, with the vendor's performance directly impacting the department's ability to claim federal financial participation. Potential bidders must be registered in the Illinois Small Business Set-Aside Program, comply with domestic product procurement policies, and be prepared to pay a $15 administrative fee for contracts exceeding $1,000. All vendors must complete detailed vendor disclosure forms, including conflicts of interest documentation, and certify compliance with state ethical and legal standards. The contract is designed to support critical child welfare documentation processes, with successful vendors playing a crucial role in managing eligibility determinations for children entering foster care.