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sr-112211-3bCity Council Meeting: November 22, 2011 Agenda Item: 3B To: Mayor and City Council From: Barbara Stinchfield, Community and Cultural Services Director Jory Wolf, Chief Information Officer, Information Systems Subject: Modification of Agreement Related to the Homeless Management Information System (HMIS) Recommended Action Staff recommends that the City Council: 1. Authorize the City Manager to negotiate and execute a contract modification to increase the purchasing authorization in the existing Software License and Maintenance Agreement with Bowman Systems, LLC, a Louisiana -based company, from $214,030 to $308,790, for a total increase of $94,760; and 2. Appropriate the budget increases as outlined in the Financial Impacts & Budget Actions section of this report. Executive Summary The modification to Software License and Maintenance Agreement No. 8903 (CCS) with Bowman Systems, LLC includes additional system support, on -site training and upgrade costs. The upgrade of the City's current internet -based case management and database system 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. Implemented in September 2009, the new Homeless Management Information System (HMIS), ServicePoint, has not only provided for better data collection, analysis and program planning and evaluation, but also brings the City in compliance with federal data standards. With the additional appropriation of $40,000 of General Fund from department wide savings in FY 2010 -11, this request for modification is within the scope of funds approved for this project in the Adopted FY 2011 -2012 City Budget. Background In 1995, the City of Santa Monica installed a computerized network for homeless service agencies to track client demographics, services and outcomes. 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 1 Information System (HMIS) compliant with U.S. Department of Housing and Urban Development (HUD) data standards. The purchase of an updated HMIS is also an element of the Citys Rctior7 P €sn to Address_ Homelessness inSants_Monica adopted by the City Council in February 2008. As part of the Adopted FY 2007-08 City Budget, 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 Authority [Contract 8857 (CCS) and subsequent renewal grants] provides resources in support of staffing. On PJ arch 25 2008 . Council authorized an agreement with Bowman Systems, LLC to _. provide software licensing and data hosting of an HMIS compliant with HUD standards allowing for better data collection, analysis and program evaluation and planning. .On Heber' ary 24, 20109, Council approved the modification of the agreement with Bowman Systems, LLC, to cover costs for data migration and integration. While these costs had been anticipated at the time the original contract was executed, the pricing and scope of work could not be determined until the system was designed and implemented. The contract was amended again on September 2P, 2009. A vacancy in the HMIS System Administrator position necessitated the modification to the agreement with Bowman Systems, LLC, adding $20,000 to cover Bowman's costs for providing on -site training and day -to -day project oversight until a replacement was hired. Also in September 2009, the City implemented the new HMIS, ServicePoint, in accordance with the agreement with Bowman Systems, LLC. Over the course of a year, use of ServicePoint expanded to 155 users in 180 programs across eight homeless 2 service providers. ServicePoint is now the single data warehouse for homeless services provided in Santa Monica including data on the City's key initiatives: Service Registry, Homeless Community Court and Project Homecoming, which were previously collected in separate systems Discussion The requested contract modification and additional expenditures are necessary to keep pace with the growing use of ServicePoint. Agencies and users have now been on the system for two years and the City has moved past the implementation phase. As agencies see the benefits of using ServicePoint, many of them have requested to add non -City funded programs to the system. To support service providers in better data management, improve data collection and analysis, and foster regional collaboration, 10 programs and 10 users were added along with a licensing and maintenance cost - sharing formula based on the number of program participants that meet Santa Monica's priority population. It is important for the City to have access to these non -City funded programs and services in order to achieve a holistic view of services being provided within the City, including who is accessing services, where they come from and how the City's service infrastructure is integrated into the larger regional system of care. This data is critical in establishing the City's capacity for services, as well as to inform and influence regional policies regarding resource allocation and local responsibility. However, the addition of programs also brings new sets of data that must be extracted for non -City reporting, which requires additional programming and technical support from the vendor. The requested modification would ensure that the system has the capacity to continue to build a single data warehouse and meet growing data collection and analysis needs. Additionally, the changes will allow advanced training to administrators and users that will enhance their ability to interface with the system, build in additional data migration 3 support to improve the City's participation in the regional HMIS network, and provide more comprehensive reporting tools. Financial Impacts & Budget Actions The contract modification to be awarded to Bowman Systems, LLC is $94,760, for a new total of $308,790. Funds in the amount of $54,760 are in the adopted FY2011 -13 budget. Award of the modification requires an additional appropriation of $40,000 to account 012628.544390 75211 W. Prepared by: Al Dave, Software Systems Manager Setareh Yavari, Administrator Approved: Barbara Stinchfield Director Community and Cultural Services Approved: nformation Officer stion Systems 0 Forwarded to Council: Rod Gould City Manager Reference Amended Contract No. 8903 (CCS).