sr-022409-1c~ tYof City Council Report
Santa bionita
City Council Meeting: February'24, 2009
To: Mayor and City Council
Agenda Item: 1 C
From: Barbara Stinchfield, Community and Cultural Services Director
Subject: Modification of Agreements Related to the Homeless Management
Information Systems (HMIs)
Recommended Action
Staff recommends that the City Council approve the modification of three agreements
related to the implementation of a Homeless Management Information System for a
total increase of $68,300:
1) Modification to Software License and Maintenance Agreement No. 8903 (CCs) with
Bowman Systems, LLC to include data migration and integration costs from an
amount not to exceed $120,770 in the first year to an amount not to exceed
$149,270 in the first year;
2) Modification to Professional Services Agreement No. 8825 (CCs) with Canavan
Associates to provide Consulting Services for the Selection and Implementation of a
Homeless Management Information System (HMIs) from an amount not to exceed
$81,402 to an amount not to exceed $107,902, and extending the term of the
Agreement through December 31, 2009;
3) 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 $64,800 to an amount not to exceed $78,100 for the period of
November 1, 2007 through June 30, 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 adopted by City Council in February 2008. Anew 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 software vendor's contract,
Bowman Systems LLC, to cover costs for data migration and integration were
anticipated at the time the original contract was executed. Modification to the Canavan
and Chris Fonner contracts is needed because of changes to the scope of work and
project timeline. All requested modifications are within the scope of funds approved for
this project in the Adopted FY 2008-09 City Budget. It is anticipated that the new HMIs
will "go live" in April 2009.
1
Background
In 1995, the City of Santa Monica installed a computerized network for. homeless
services 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 Former.
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 Action Plan to Address Homelessness in Santa Monica. adopted by
the City Council in February 2008.
Due to the complex nature and specialization of HMIs software, it was determined that
City staff would require expert guidance on the selection and implementation of a new
system. On September 25, 2007, City Council authorized the selection of Canavan
Associates to provide consulting services for the selection and. implementation of a new
HMIs.
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, migration, and integration
of an HMIs compliant with the U.S. Department of Housing and Urban Development
(HUD) standards, and allowing for better collection, analysis and use of data in program
evaluation and planning. It is anticipated that the new HMIs will "go live" in April 2009.
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
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
2
Authority (Contract #8857 (CCS) and subsequent renewal grants) will provide additional
resources toward this project. All of the modifications requested at this time are within
the scope of the adopted project budget.
Discussion
Bowman Systems, LLC
The requested modification to Bowman Systems' scope of work was anticipated at the
time the initial contract was approved. Bowman's scope of work calls for the migration
of legacy data from the City's current system, ClientTrack, and regular integration of
data with the Los Angeles Homeless Services Authority (LAHSA) as required under the
City's and service providers' funding agreements with LAHSA. Due to the complex
nature of these procedures, the associated costs could not be adequately determined
until Bowman reviewed information concerning the current HMIS and completed the
development of a data migration and integration plan, subsequent to execution of the
initial contract with Bowman. The additional costs for data migration and integration
have now been determined to be $28,500.
Canavan Associates
The requested modification to the consulting agreement with Canavan Associates
(Canavan) is necessary due to additional tasks related to complex and lengthy contract
negotiations with Bowman Systems, including substantial research and analysis to
support the City's negotiations; and research and development of adata-security audit
process not included in the original scope of work. These tasks and changes in the
project timeline also required increased participation by Canavan staff and time on site,
necessitating the extension of the Canavan contract for an additional six months,
through December 31, 2009, and additional funds in the amount of $26,500.
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
3
Former through June 30, 2009. Since its implementation in 2001, the ClientTrack
software has been- customized substantially, and Mr. Fonner's familiarity with the
changes, as well as the needs of the participating agencies, makes extension of his
contract advantageous. To ensure continued support of ClientTrack, and assistance
with the migration and validation of legacy data into the new HMIS, it is necessary to
add additional funds in the amount of $13,300 to his existing contract, which was last
modified in November 2007.
Financial Impacts & Budget Actions
All Homeless Management Information System-related funds were included as part of
the City's Adopted FY 2008-09 Budget. Additional funds for the modification of the
existing .contract with Bowman LLC, Canavan Associates, and Chris Former are
available in account 012628.544390.75211W.
Prepared by:
Josie Montoya, Administrative Analyst
Approved: Forwarded to Council:
/y, /l!
Barbara Stinchfield P. ont Ewell
Director, Community & Cultural Services City Manager
4
Reference Amended
Contract Nos. 8903 (CCS),
8825 (CCS), and 8407
(ccs)