Reference Number: 22036023
Request ID:15-90634
Date First Offered05/04/2015
Title:FY 2016 IT Support & Training for Comprehensive Care Coordination Units

Agency Reference Number:SAIS2016
Agency:AGE - Aging
Purchasing Agency:AGE - Aging
Purchasing Agency SPO:JOHN DEMIEN

Status: Closed


Description and Specifications:
The Illinois Department on Aging (IDoA) intends to enter into a sole economically feasible source contract with Shawnee Health Service and Development Corporation for upgrading and maintaining the IDoA Case Management Information System (CMIS) software.

CMIS allows for 58 Care Coordination Unit Support for Comprehensive Care Coordination Services and the Community Care Program. Without this service, the Department on Aging and Care Coordination Units would not be able to have accurate and up-to-date information regarding program and service participants. The CMIS system is vital to manage and maintain the quality of the program.

The Case Management component of the CMIS continues to provide agencies with a mechanism to distribute caseloads, track upcoming and outstanding activities, and monitor the timely completion of these activities. The system authorizes assessment and screening activities based on state requirements. Case Management enables agencies to measure processes in order to assure compliance and identify areas for quality improvement. Case Management activities are managed by maintaining care plans, inputting activities, and producing reports that provide Care Coordinators with a reminder of their clients’ contact needs in a given month.

Standard reports provide the Care Coordinator Supervisors, agency, and IDoA with data needed to monitor and evaluate Care Coordinators’ activities, Determination of Need scoring, and care plan development/utilization. These reports include current month assessment status, upcoming assessments, case management contact reports, and the ability to compare Care Coordinators’ activities across the agency and the state.

A hearing is scheduled for 2:00 PM on June 3, 2015 at the Stratton Office Building, 401 S. Spring St., Room 511, Springfield, IL 62706 and video conference at the Thompson Center, 100 W. Randolph, Suite 9-035, Chicago, IL 60601. 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, May 29, 2015 at 5:00 p.m. to:

Diana Boshell
712 Stratton Office Building
401 S. Spring Street
Springfield, Il 62706
Phone: 217-524-7020
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, May 29, 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:06/26/2015
Sole Source Only Justification:It is not economically or programmatically feasible to bid the contract. A new contractor would have to master the complexities of the Community Care Program and, at the same time, design, develop, and install enhanced software in 58 CCU locations. Any lag in generating the revisions/enhancements would result in the Department's inability to receive client data, pay CCUs and service providers, and maintain an audit trail for its contracts and reimbursement for delivered client services.

These services were procured as a sole econimcally feasible source last year. The company which developed this software has been a Care Coordination Unit for the Community Care Program for many years and has developed a comprehensive understanding of the way the program works. Any outside company bidding on this contract would have to learn the intracies of a complex billing system that was developed and updated continually by the in place Vendor. SHSDC provides guidance on how to develop and maintain the software and also provides technical support for the computer system and the Community Care Program.
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:$303,000.00 (Total Dollar Value Only/Includes Any Renewal Options)
Estimated/Actual Value Description:Estimated
Length of Initial Term:12
Contract Begin Date:07/01/2015
Contract End Date:06/30/2016
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 %
Shawnee Health Service Development Coporation$303,000.000%0%

Notice Contact
Name: Diana Boshell
Street Address:712 Stratton
401 S. Spring
Zip Code:62706
Phone: 217-524-7020
Fax Number:217-558-2164

Class Code

Class Codes:




To download file(s), click on filename(s) located below. Not all Notices will have files to download.

File Attachments: