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sr-092209-1gc7® ~;tyo, City Council Report Santa Monica City Council Meeting: September 22, 2009 Agenda Item: 1-G To: Mayor and City Council From: Barbara Stinchfield, Community and Cultural Services Director Subject: Modification of Agreements Related to the Homeless Management Information System (HMIs) Recommended Action Staff recommends that the City Council approve the modification of two agreements related to the implementation of a Homeless Management Information System for a total increase of $35,000: 1) Modification to Software License and Maintenance Agreement No. 8903 (CCs) with Bowman Systems, LLC to .include additional system administration support costs from an amount-not to exceed $149,270 in the first year to an amount not to exceed $169,270 in the first year; and 2) Modification to Professional Services Agreement No. 8407 (CCs) with Chris Fonner to administer the ClientTrack data management system for the City from an amount not to exceed $78,100 to an amount not to exceed $93,100 for the period of November 1, 2007 through October 31, 2009. Executive Summary The upgrade of the City's current computerized network for homeless service agencies was recommended in the Urban Institute Report, and is part of the City's Action Plan to Address Homelessness in Santa Monica adopted by City Council in February 2008. A new Homeless Management Information System (HMIs) will bring the City into timely compliance- with Federal data standards and will provide for better collection, analysis and use of data in program planning and evaluation. Modification to the Bowman Systems, LLC is needed for additional on-site training and system administration support. Modification to the Chris Fonner contract is needed for additional support related to data migration and validation and transition to the new system. The requested modifications are within the scope of funds approved for this project in the Adopted FY 2009-10 City Budget. The'new HMIs, SenricePoint, was launched earlier this month. 1 Background In 1995, the City of Santa Monica installed 'a computerized network for homeless service agencies to track client demographics, services and outcomes. The network, which links 19 programs and 85 workstations in 7 agencies, is supported by a technical computer support services consultant, Chris Fonner. In 2006, the Urban Institute conducted an evaluation of Santa Monica's homeless continuum of care and recommended the purchase of an updated Homeless Management Information System (HMIs) compliant with U.S. Department of Housing and Urban Development (HUD) standards. The purchase of an updated HMIs is also an element of the City's Action Plan to Address Homelessness in Santa Monica adopted by the City Council in February 2008. On March 25, 2008, after an extensive needs assessment and selection process, the City Council authorized the negotiation and execution of an agreement with Bowman Systems, LLC, to provide software licensing and data hosting of an HMIs compliant with HUD standards, and allowing for better collection, analysis and use of data in program evaluation and planning. On February 24, 2009, the City Council approved the modification of agreements with Bowman Systems, LLC, Canavan Associates and Chris Fonner. Modification to the agreement with Bowman Systems, LLC was necessary to cover costs for data migration and integration that were anticipated at the time the original contract was executed, but which could not be determined before work on the project began. Modification to the agreements with Canavan Associates and Chris Fanner was necessary due to changes to the scope of work and project timeline. The agreement with Canavan Associates terminated on June 30, 2009, with $16,678 unspent for this contract. As part of the Adopted FY 2007-08 City Budget, City Council approved first-year startup costs associated with the implementation of a new HMIs in the amount of $322,604 and 2 ongoing funding for this project in the amount of $71,804. A Federal Supportive Housing Program (SHP) grant awarded through the Los Angeles Homeless Services Authority [Contract 8857 (CCS) and subsequent renewal grants] will provide additional resources toward this project. The modifications requested at this time are within the scope of the adopted project budget. Discussion Bowman Systems, LLC During the past six months, Bowman Systems has provided extensive support to the HMIS System Administrator, a City staff position that is responsible for day-to-day project oversight of the new HMIS, ServicePoint. Additional training and system administration support is now needed due to a .vacancy in the HMIS System Administrator position. Bowman would provide off-site staffing to support City staff until a replacement HMIS System Administrator is hired. The cost for the system administration support and on-site training for the HMIS System Administrator and service-provider agency staff is $20,000. Chris Former Changes in the project timeline require continued use of the current system, ClientTrack, and the services of the computer technical support consultant, Chris Former, through. October 31, 2009. Since its implementation in 2001, the ClientTrack software has been customized substantially, and Mr. Fonner's familiarity with the changes have been crucial for the data migration and validation process. Although the new HMIS has now been implemented, agencies will continue to access ClientTrack over the next two months, and additional data will be migrated and validated, making extension of his contract advantageous. To ensure continued support of ClientTrack, and additional support with the migration and validation of legacy data into the new HMIS, it is necessary to add additional funds in the amount of $15,000 to his existing contract. 3 Financial Impacts & Budget Actions Homeless Management Information System-related funds were included as part of the City's Adopted FY 2009-10 Budget. Additional funds for the modification of the existing contracts with Bowman Systems, LLC and Chris Fonner are available in account 012628.544390 75211 W. Prepared by: Susan Lai, Human Services Administrator roved: Forwarded to Council: Director, Community and Cultural Services 4 Reference Amendments Contract Nos. 8407 (CCS) and 8903 (CCS).