Contract and Amendment Procedures

A. Executive Ethics Commission (EEC) Contract Agreements

The Illinois Department of Human Services (IDHS) EEC contains standard contract language used for all IDHS agreements. This language surrounds the custom contract exhibits per contract type for each Division.

To provide services under the contract, there must be a fully executed two-party signed agreement between IDHS-DRS and the Provider

Annually, in January/February budget meetings are held to determine program funding levels for the next fiscal year subject to the availability of an approved state appropriation. The IDHS-DRS Contract Advisor will communicate the funding level and the links to the outlined contract exhibits.

Once the contract is published, the Provider downloads, signs, and returns the required documents to Office of Contract Administration (OCA) at DHS.OCA.SignaturePages@illinois.gov and to Transition and Community Rehabilitation Services (TCRS) at DHS.CommunityResources@illinois.gov.

B. Pricing Section Changes

The pricing section of the two-party signed contract must be followed. Please reference Section 2: Pricing of the contract boilerplate, specifically sub section Maximum Amount states, in summary, … payments under this contract shall not exceed (amount inserted is the value of the two-party signed contract) without a formal agreement. This means services provided beyond the pricing section without prior written approval will not be paid.

Any need for an Amendment or Modification to the pricing section of the contract should be communicated to your IDHS-DRS Contract Advisor prior to exceeding this amount. This does not guarantee approval of request, it must follow the process detailed below.

1. Amendments - Are required to increase or decrease the total value of the contract, or to change the scope of service and/or deliverables of a contract. Amendments are effective on the date of the signed amendment from the IDHS Secretary and IDHS-DRS Director, unless otherwise specified.

All amendments MUST be requested prior to April 1st.

After an Amendment is submitted by the Contract Advisor, it is reviewed for approvals by TCRS, IDHS-DRS Bureau Chief, and IDHS-DRS Director. It is then submitted to the Division's Bureau of Support Services for procurement and funding approval, IDHS Executive Staff, and then is submitted to the Office of Contract Administration (OCA) for final approvals and publishing in the Community Service Agreement Tracking System (CSA). This process can take up to, and in excess, of six weeks.

2. Modifications - Modifications do not alter the total value of the two-party signed contract. Movement of customers to be served in the pricing section up to the current value is allowed. This allows for better utilization of the current funds. A Modification Request Worksheet completed by the Provider will be required to initiate this process. These changes are strictly prohibited without prior written approval from the IDHS-DRS TCRS Manager.

Modifications MUST be requested on or before June 30th.

After a Modification is submitted by the IDHS-DRS Contract Advisor, it is reviewed for approvals by TCRS, and then submitted to the Division's Bureau of Support Services for payment information. Written approval from the Division is required prior to implementation.

Amendment and Modification Due Dates

Document	What Is It?	Who Gets It?	When Is It Due?
Amendment	Needed to change the total value of the contract.	IDHS-DRS Contract Advisor will complete after working with Provider	Prior to April 1st.
Modification	Allows for the movement of the number of customers served within the pricing section. This allows funding within the contract to be more fully utilized. The total value of the contract does not change. This change is not reflected on CSA.	Provider completes the form and submits to IDHS-DRS Contract Advisor.	On or before June 30th.