Reference Number: 22037363
Request ID:16-96080
Date First Offered11/02/2015
Title:Family Planning Data and Billing System Maintenance

Agency Reference Number:16-039a / 16-96080
Agency:DPH - Public Health
Purchasing Agency:DPH - Public Health
Purchasing Agency SPO:Denise Hudson

Status: Closed


Description and Specifications:
The Illinois Department of Public Health (DPH) is giving notice of intent to award a contract as a sole economically feasible source to Ahlers & Associates.

The U.S. Department of Health and Human Services’ (DHHS’) Office of Population Affairs (OPA) oversees the Title X program. OPA funds a network of nearly 4,200 family planning centers which serve about 4.5 million clients a year. Services are provided through state, county, and local health departments; community health centers; Planned Parenthood centers; and hospital-based, school-based, faith-based, and other private non-profits.

The State of Illinois is the recipient of a $3,754,000 Title X program grant award from DHHS which covers year one of a three year project period. The family planning services provided to more than 80,000 residents under the Title X grant may be offered by the State as grantee directly, and/or by delegate agencies operating under the umbrella of the State. However, the State is accountable for the quality, cost, accessibility, acceptability, reporting, and performance of the grant-funded activities provided by the delegate agencies.

The State of Illinois uses a combined model whereby the State manages selected aspects of the Program and has funded 33 delegate agencies that have authority to assist in the establishment and operation of voluntary family planning projects throughout the State on the State’s behalf resulting in approximately 16,000 client visits per month. The Title X-funded projects offer a broad range of acceptable and effective FDA medically approved contraceptive methods and related services on a voluntary and confidential basis. Title X services include the delivery of related preventive health services, including patient education and counseling; cervical and breast cancer screening; sexually transmitted disease (STD) and human immunodeficiency virus (HIV) prevention education, testing, and referral; and pregnancy diagnosis and counseling.

DHHS mandates that the State and each delegate agency to maintain a financial management system that meets Federal standards, as applicable, as well as any other requirements imposed by the Notice of Award, and which complies with Federal standards that will support effective control and accountability of funds. In addition, documentation and records of all income and expenditures must be maintained as required.

Finance and reporting requirements set forth by DHHS state that grantees must have program data reporting systems which accurately collect and organize data for program reporting and which support management decision making and act in accordance with other reporting requirements as required by DHHS. As the grantee, the State must demonstrate continued institutional, managerial, and financial capacity (including funds sufficient to pay the non-Federal share of the project cost) to ensure proper planning, management, and completion of the project as described in the award as well as the ability to reconcile reports, ensuring that disbursements equal obligations and drawdowns.

As part of the State’s and delegate agencies’ responsibilities in the administration of the Program, annual reports of family planning service delivery projects authorized and funded under Title X of the Public Health Service Act must be provided. The submission of the Family Planning Annual Report (FPAR) is required of all Title X family planning service grantees and delegate agencies for purposes of monitoring and reporting program performance.

To facilitate the collection of financial and programmatic data, the State must have an automated reporting system with sufficient flexibility to adapt to fluctuations in client service volumes, the addition of new service providers, and changes in reporting requirements. The system must be able to capture, summarize and generate reports based on the following input elements: demographic data (e.g., client race, age, sex, federal poverty level status, client English language proficiency, etc.) , service data (e.g., STD/HIV educational sessions, comprehensive physical exams, compliance with State chlamydia/gonorrhea screening criteria, contraceptive supplies dispensed), cervical cancer screening activities, clincal breast exams, payment methods, unduplicated counts, unduplicated services to males (categorize by age and contraceptive options), births averted, purpose of visit and clients by zip codes.

Foremost, the system must be able to transmit the data from the 33 delegate agencies that operate from 67 clinic sites to the State via a central repository such that the Client Visit Record (CVR) data can be edited and processed into a series of deadline-specific monthly, quarterly, semi-annual and annual reports. With those transmissions, the system must be capable of matching CVRs submitted by the delegate agencies with the list of clients eligible for Medicaid reimbursement on the date of service and reject any submissions that are the responsibility of the Illinois Department of Health and Family Services. The purpose is to maintain current standards for services that meets federal data reporting requirements, provides for program monitoring and maintaining a mechanism to document use of delegate agency grant funds awarded (fee-for-service). Monitoring of the Illinois Family Planning Program requires the collection of a broad range of data to demonstrate compliance with the federal grant objectives and provide for performance evaluation of each delegate agency.

The services procured under this contract will also need to enable the Illinois Family Planning Program to meet the requirements of the Family Planning Annual Report 2.0 (FPAR2.0) as mandated by Title X through DHHS Office of Population Affairs (OPA) to begin 2018. FPAR 2.0 requires the development of a web-based interface that collects data directly from the program affiliates, strips identifying patient information, and delivers the de-identified data directly by electronic notification to the OPA health information exchange.

A hearing is scheduled for 2:00 p.m. on 12/2/2015 at the Stratton Office Building, 401 S. Spring St., Room 511, Springfield, IL 62706. Call in information for those unable to attend in person 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 notice contact. Request for a public hearing by an interested party or written comments shall be made by Friday 11/20/2015 at 5:00 p.m. to:

Diana Boshell
712 Stratton Office Building
401 S. Spring Street
Springfield, Il 62706
Phone: 217-558-2231
Fax: 217-558-1399

The hearing will be cancelled unless an interested party submits written comments or makes a written request for public hearing by Friday, 11/20/2015 at 5:00 p.m. to the notice contact listed above.

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 awarding of a sole source contract. The purpose of the hearing will be to receive information from the public as to whether contract award by Sole Source is appropriate and in accordance with the Illinois Procurement Code. Formal rules of evidence will not apply. Hearings 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. After consideration of the testimony, the Chief Procurement Officer may approve the purchasing agency’s request to contract by the sole source procurement method.

Key Information

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

Notice Expiration Date:12/21/2015
Sole Source Only Justification:Ahlers & Associates currently supports the program data and billing system and has since 1992.
This is a continued need. Title X Federal data requirements mandate that a program monitoring mechanism be in place.
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:$132,000.00 (Total Dollar Value Only/Includes Any Renewal Options)
Estimated/Actual Value Description:actual
Length of Initial Term:18
Contract Begin Date:01/01/2016
Contract End Date:06/30/2017
Renewal Terms:0


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

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 %
Ahlers & Associates $132,000.000%0%

Notice Contact
Name: Diana Boshell
Street Address:401 S. Spring Street
712 Wm G. Stratton Building
Zip Code:62706
Phone: 217-558-2231
Fax Number:217-558-1399

Class Code

Class Codes:


NIGP Commodity/Service Code:918 29 Computer Software Consulting
918 71 IT Consulting


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