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Identification

Reference Number: 22041675
Request ID:18-0109203
Date First Offered11/29/2017
Title:DCFS Sole Source - Operational Performance & Outcome Enhancement

Agency Reference Number:18-0155
Agency:CFS - Children and Family Services
Purchasing Agency:CFS - Children and Family Services
Purchasing Agency SPO:Sharon Clanton

Status: Closed

Overview

Description and Specifications:
DCFS is seeking a 1 year Sole Source contract for ICARE from Mindshare Technology in order to allow them to continue hosting the current operational performance and outcome dashboards and reports. This procurement fulfills a legal commitment made in the Implementation Plan entered by the court on 9/28/16 in the B.H. v Walker case. The court ordered Implementation Plan specifically provides that "[w]hile internal positions are being established and filled, there will be some transitional activity including a contract with Mindshare . ." and "Mindshare will provide a dashboard view of DCFS key outcomes in real time. Mindshare will provide dashboards for each level of staff from caseworker to Director." The dashboards will include the Child and Family Service Review measures and additional dashboards. Amended and Revised Implementation Plan in B.H. v. Walker, pl. 50

A HEARING IS SCHEDULED FOR:
Date and Time: Wednesday, December 20, 2017 at 2:00 p.m.
Location: 511 Stratton Office Building, 401 S. Spring St., Springfield, IL 62706

Call-in information for those unable to attend will be provided upon request.

Interested parties wishing to request a hearing, or submit comments, must do so in writing and submit their request to the contact person listed below.

Request for a public hearing by an interested party, or submission of written comments, must be made by Friday, December 15, 2017 at 5:00 p.m. to:

Dianne Richman
712 Stratton Office Building
401 S. Spring Street
Springfield, Il 62706
E-mail: Dianne.richman@illinois.gov
Phone: 217-558-6897
Fax: 217-558-1399

A Sole Source contract will be awarded on that date and the hearing will be cancelled, unless an interested party submits a written request for a public hearing by Friday, December 15, 2017 at 5:00 p.m.

If a public hearing is requested, the purchasing agency shall present testimony justifying the procurement method. Any interested party may present testimony for or against the sole source determination as described in this notice. The purpose of the hearing will be to receive information from the public as to whether award by sole source is appropriate and in accordance with the Illinois Procurement Code. Formal rules of evidence will not apply. Hearing may be recorded in order to aid in the production of minutes. Parties may submit written comments in lieu of attending the hearing. Written comments will be afforded the same weight as oral comments received at hearing.

A sole source contract, where a hearing was requested by an interested party, may be awarded after the hearing is conducted with the written approval of the Chief Procurement Officer.

Key Information

Notice Type:Sole Source
Notice Stage:
Hearing Notice of Decision Upheld

Published:12/06/2017
Notice Expiration Date:01/02/2018
Sole Source Only Justification:This procurement fulfills a legal commitment made in the Implementation Plan entered by the court on 9/28/16 in the B.H. v Walker case. The court ordered Implementation Plan specifically provides that "[w]hile internal positions are being established and filled, there will be some transitional activity including a contract with MindShare . ." and "MindShare will provide a dashboard view of DCFS key outcomes in real time. MindShare will provide dashboards for each level of staff from caseworker to Director." The dashboards will include the Child and Family Service Review measures and additional dashboards. Amended and Revised Implementation Plan in B.H. v. Walker, pl. 50

In 1988 the American Civil Liberties Union (ACLU) filed a lawsuit against the Illinois Department of Children and Family Services (DCFS). The BH Consent Decree was ordered by the Federal Court in 1991. In 2009 the ACLU protected DCFS from hundreds of millions in budget cuts. In 2012 and 2014 ACLU again alleged violation of the Consent Decree.

On April 10, 2015, Judge Jorge L. Alonso of the United States District Court for the Northern District of Illinois Eastern Division appointed a panel of four experts to assist the Court and the parties under the B.H. vs. Sheldon Consent Decree in determining how to improve the placements and services provided by the Illinois Department of Children and Family Services.

On July 23, 2015 Judge Jorge Alonso received the report from the appointed Expert Panel. The report provides initial recommendations for reforms to improve the safety, family permanence, and social emotional well-being of children in the care and custody of the Department. Among the findings were several mentions of the lack of data availability and the need to implement a results oriented data system that allows for immediate access to data and provides for monitoring of agency success, the Panel’s report specifically states the Department is data rich but analysis poor. In the recommendation section of this report the Panel makes 6 distinct recommendations with supporting detail for compliance, Recommendation #2 and Recommendation #6 require us to put in place an interim solution for Operational Dash Boards and Reports.

In response to Decree Expert Panel Recommendations in the B.H. case, DCFS entered into a 2 year sole economically feasible contract (Contract #5469579016) with Mindshare Technology to provide Hosted Child Welfare Specific Operational Dash Boards and Reports on 2/8/2016. This contract is valued at 750K, billed annually at 375K, and has an end date of 1/7/2018. The Department intends to seek a new Sole Source Contract for 1 additional year to allow a smooth transition to Power BI. Power BI Licensing and Services have been purchased to be the permanent Data Analytic and Dashboard Platform. However, there is not sufficient time to be able to fully implement this solution prior to the current contract's end date. For this reason, DCFS has requested that the new contract be billed monthly and that it contain the standard 30 day cancellation terms which will allow DCFS flexibility once the internal capacity is in place without a loss of data availability.

Failure to comply with the terms of the court-ordered Implementation Plan could subject DCFS to adverse consequences, including a court finding that DCFS is in violation of court order. Currently, child data is spread across several disparate systems and without Mindshare or a replacement system reports are pulled from each and then manually complied. This is not an ideal way to produce information; it is neither timely nor accurate. The Mindshare dashboards are essential to assess DCFS progress with the terms of the B.H. Implementation Plan as well as the overall B.H. Consent Decree and are also essential in assessing DCFS in real time what is happening in the field. The dashboards in real time are the only current way for DCFS to avoid facing future litigation and adverse court findings due to of compliance with court orders.
Accordance with Admin Rule:< Compatibility of equipment, accessory, parts, or service is paramount consideration

Professional & Artistic:No
Small Business Set-Aside:No

Does this solicitation contain a BEP or DBE requirement?:No

Does this solicitation contain a Veteran requirement?:No

Relevant Category:IT

Total Amount of Award:$300,000.00 (Total Dollar Value Only/Includes Any Renewal Options)
Estimated/Actual Value Description:
Length of Initial Term:12
Contract Begin Date:01/08/2018
Contract End Date:01/07/2019
Renewal Terms:0 No renewals

Bidder(s)


Number of Responding Bidders:1
Number of Unsuccessful Bidders:0
Total Number Awarded:0

Listing of All Bidders/Offerors Considered But Not Selected:
Source Selection:N/A

Vendor(s) Selected for Award
Vendor NameAmount of Award BEP Goal % DBE Goal %
Mindshare Consulting Group$300,000.000%0%

Notice Contact
Name: H. Eugene Gansz
Street Address:406 E Monroe, Station 470
City:Springfield
State:IL
Zip Code:62701
Phone: 217-557-5842
Fax Number:217-557-0635
EMail Address:gene.e.gansx@illinois.gov

Class Code

Class Codes:

NIGP Code

NIGP Commodity/Service Code:208 00 COMPUTER SOFTWARE FOR MICROCOMPUTERS - All
209 00 COMPUTER SOFTWARE FOR MINI AND MAINFRAME - All
920 00 DATA PROCESSING; COMPUTER; PROGRAMMING; - All


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