R3 Merit Based Review Coordination Project - Small Purchase Sole Source Conditions

The Illinois Criminal Justice Information Authority (ICJIA) is procuring coordination services for the R3 Merit Based Review Coordination Project through a small purchase with sole source conditions, with the National Criminal Justice Association (NCJA) identified as the vendor. The procurement seeks coordination and management services for the Cohort 4 R3 program merit-based review process, including recruitment and management of a minimum of 150 volunteer community reviewers, assignment of 5-6 applications per reviewer, conflict-of-interest identification and reassignments, coordination of reviewer meetings to discuss application strengths and weaknesses, and management of final score submissions in the Amplifund system. The merit review evaluation period spans from April 13 to May 8, 2026, with reviewers expected to complete assessments by April 30, 2026, and the overall project period running from March 16, 2026, through June 15, 2026, with recommendations presented to the ICJIA Board in June 2026. Key requirements include ensuring compliance with ICJIA's merit-based review policies and procedures, mandatory completion of ICJIA training on merit-based review procedures, Amplifund system operations, and anti-bias training by March 2026, and participation in an on-site training meeting with ICJIA project leads scheduled for March 30-April 2, 2026. The proposal due date is March 25, 2026, and the subsequent performance period for resulting R3 awards will extend from July 1, 2026, to June 30, 2027.

The procurement is designated as a sole source contract, which restricts open bidding and limits competition to the identified vendor without standard competitive selection processes. All vendors must comply with the State of Illinois Standard Terms and Conditions and certify compliance with comprehensive eligibility criteria established in the Standard Illinois Certifications document, including requirements related to educational loan defaults, criminal convictions, environmental violations, debarment status, tax compliance, drug-free workplace policies, and equal employment opportunity standards. Vendors must maintain general commercial liability insurance of $1,000,000 per occurrence with the State named as additionally insured and obtain prior written approval for any subcontractors. The total contract value is $99,999, with NCJA's requested payment structure consisting of a 25 percent retainer of $25,000 upon project initiation and the remaining balance of $74,999 due upon project completion. The contract is contingent upon appropriation of funds and subject to termination for cause or for convenience with thirty days' written notice under Illinois procurement regulations.