| DHS Client Visit Record (CVR) Family Planning Data & Billing System |
| Program Summary |
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| Description |
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Identification
| Reference Number: | 22015005 |
| Title: | DHS Client Visit Record (CVR) Family Planning Data & Billing System |
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| Agency Reference Number: | CHP09RFP005 (PBC 08-30350) |
| Agency: | DHS - Human Services |
| Purchasing Agency: | DHS - Human Services |
| Purchasing Agency SPO: | Curtis Thompson |
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| Status: | Published |
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Overview
| Description and Specifications: |
| The Illinois Department of Human Services is giving notice of intent to award a contract to Ahlers & Associates. The contract is related to their Illinois Family Planning Program Data and Billing System. The Illinois Family Planning Program provides medical care and education to help individuals of reproductive age choose the number and spacing of their children. Family Planning is comprehensive reproductive health care that includes a broad range of contraceptive methods with related counseling and education. Many family planning clinics also provide a wide range of health care services, including essential preventative health care. The Federal data reporting requirements provide for program monitoring and maintain a mechanism to document use of delegate agency grant funds awarded (fee-for-service). Monitoring of the Illinois 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. In addition to providing demographic data (e.g. users at or below the federal poverty level, users with limited English proficiency, users by age groups) the system also generates service data (e.g. STD/HIV education sessions, comprehensive physical exams, compliance with State chlamydia/gonorrhea screening criteria, contraceptive supplies dispensed). The Illinois Family Planning Program operates using a fee-for-service mechanism for agencies to earn their grant award funds, which requires an effective billing system with flexibility for periodic edits.
An annual report is required by the US Department of Health and Human Services, called the Family Planning Annual Report or FPAR. A large section of this report includes specific demographic data that documents service to the target populations of low-income individuals and adolescents. Other reporting sections identify service data, including contraceptive method by user, cancer screening (cervical, breast, and colorectal), STD screening and encounters by type of provider.
The vendor/contract provides for an automated data system which collects client and visit information from the delegate agencies and is responsible for transmission of the Client Visit Record from the delegate agencies to a central repository where the data is edited and processed into a series of reports for the delegate agencies and the state. The Illinois Family Planning Program provides comprehensive services to approximately 150,000 people through 54 delegate agencies that operate 114 clinic sites. The 54 delegate agencies generate 29,000 visits per month. |
Key Information
| Notice Type: | Sole Economically Feasible Source |
| Published: | 05/22/2008 |
| Notice Expiration Date: | 06/04/2008 |
| Sole Source Only Justification: | The Ahlers Family Planning Data and Billing System is marketed nation-wide. To date, 13 other states contract with Ahlers & Associates for services like those required by Illinois. The systems core reporting functions are based on the federal funding reporting guidelines and are the same for all states. Cost for processing and software changes necessitated by federal requirements are borne by all participating states, an arrangement that provides an economy of scale not afforded by other information processing vendors.
Because the level of Title X Family Planning is predicated on the number of clients served, it is a strategic imperative to maintain the continuity of the programs information system and to avoid any loss of client data. Creating a new system will disrupt data collection and processing. At a minimum, a new system would require extensive changes: revising the states fee-for-service billing procedures, training the delegate agencies, modifying delegate agency operations and information systems, and converting data from Ahlers to the new system. Reporting will cease while the department solicits a software developer through Illinois procurement process. All of these factors will have an adverse effect on service delivery and reporting of the number of clients served which then in turn would affect the amount of total federal funds received by Illinois.
Any challenge to this Notice must be submitted in writing within 14 days of the published date and to the person identified below. Late challenges will not be considered. Only a challenge with documentation which sufficiently demonstrates and proves a prospective vendors ability to meet all specifications and other requirements of the Agency making the award will be considered. The documentation must indicate a price equal to or lower than the amount shown in this Notice |
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| Accordance with Admin Rule: | Compatibility of equipment, accessory, parts, or service is paramount consideration |
| Professional & Artistic: | No |
| Small Business Set-Aside: | No |
| Relevant Category: | IT |
| Total Amount of Award: | $426,000.00 (Total Dollar Value Only/Includes Any Renewal Options) |
| Estimated/Actual Value Description: | Estimated.
Method of compensation The Contractor bills quarterly for data processing during the quarter. At the end of the fiscal year the Contractor submits a final bill for additional software reprogramming required for Program changes. |
| Length of Initial Term: | 12 |
| Contract Begin Date: | 07/01/2008 |
| Contract End Date: | 06/30/2009 |
| Renewal Terms: | 2 |
Bidder(s)
| Number of Responding Bidders: | 0 |
| Number of Unsuccessful Responsive Bidders: | 0 |
| Total Number Awarded: | 0 |
| Listing of All Bidders/Offerors Considered But Not Selected:
N/A |
Vendor(s) Selected for Award
Notice Contact
| Name: | Tiffany Power |
| Street Address: | 401 S Spring Street |
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| City: | Springfield |
| State: | IL |
| Zip Code: | 62706 |
| Phone: | 217-557-8250 |
| Fax Number: | 217-782-5187 |
| EMail Address: | tiffany.power@illinois.gov |
Class Code
| Class Codes: | | E110 EDP; Consulting Services
E130 EDP; Programming Services
E350 EDP; Software Maintenance
E610 EDP; Other |
Attachments
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