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SR-11-13-2012-3D 101-003-04-09City Council Meeting: November 13, 2012 Agenda Item: 3— D To: Mayor and City Council From: Karen Ginsberg, Director of Community and Cultural Services 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 authorize the City Manager to negotiate and execute a first modification to the existing Software License and Maintenance Agreement No. 8903 -A (CCS) in the amount of $146,760 with Bowman Systems, LLC, a Louisiana -based company, to provide maintenance, licensing, and data integration services. This will result in a three year and six month agreement for the period of December 10, 2011 through June 30, 2015, in the amount of $241,520. Executive Summary The Software License and Maintenance Agreement No. 8903 -A (CCS) contract term is currently for a one -year period, which expires on December 31, 2012. This modification would extend the agreement for an additional two years and six months through June 30, 2015, for a total contract period of three years and six months. This modification would cover data integration, inclusion of additional programs, maintenance, and licensing from January 1, 2013 through June 30, 2015. The modification would increase the contract by $146,760, to cover existing licensing and maintenance fees and one- time data migration projects of $44,760 for the six -month period of January 1, 2013 through June 30, 2013, and $51,000 each year for FY 2013 -14 and FY 2014 -15 to cover projected increases in licensing and maintenance fees. 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 Information System (HMIS) compliant with U.S. Department of Housing and Urban 1 Development (HUD) data 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. In December 2007, the City released the Request for Proposals (RFP) to provide HMIS software licensing and data hosting. The RFP was sent to 24 vendors, posted on one national HMIS job board, and advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions. Seven proposals were submitted in response to the RFP, and Bowman Systems, LLC, was selected based on price; the quality of the software product; the ability, capacity, and skill of the vendor to provide the HMIS software; the character, integrity, reputation, judgment, training, experience, and efficiency of the vendor; and the vendor's client base of over 120 HMIS customers nationwide, including "best practice" agencies. On March 25, 2008, Council authorized an agreement with Bowman Systems, LLC, in the amount of $120,770 with two additional one year renewal options in the amount of $44,760 per year to implement HMIS and 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 February 24, 2009, Council approved the modification of the agreement with Bowman Systems, LLC, in the amount of $28,500 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. In September 2009, the City implemented the new HMIS, ServicePoint, and added key City initiatives into HMIS: Service Registry, Homeless Community Court, and Project Homecoming. Council approved the modification of the agreement with Bowman Systems, LLC, in the amount of $20,000 on September 22, 2009 to cover costs for on- 2 site training and day -to -day project oversight due to a vacancy in the HMIS System Administrator position. On November 22, 2011, Council approved the modification of the agreement with Bowman Systems, LLC, in the amount of $94,760, which includes $44,760 for the first renewal option, to cover costs associated with maintenance, licensing, data integration, and the expansion of ServicePoint to include over 190 programs and 178 users. Due to delays in negotiating the contract with Bowman Systems, LLC, Agreement No. 8903 (CCS) expired on December 9, 2011. The City entered into the Software License and Maintenance Agreement No, 8903 -A (CCS) on May 15, 2012, for the period of December 10, 2011 through December 31, 2012. The aggregate total amount to Bowman Systems for the development, implementation, and maintenance and licensing services over a three -year period is $308,790. Discussion The requested contract modification and additional funds are necessary to continue the maintenance, licensing, data integration, and expansion of ServicePoint beyond the current one -year contract term for an additional two years and six months through June 30, 2015. Approval of this modification would first align the contract term with that of the City's budget cycle for FY 2012 -13. Thereafter, the proposed contract term would continue into the following two fiscal years, July 1, 2013 through June 30, 2015, and would be subject to budgetary approval by City Council. The recurring maintenance and service costs are predictable moving forward now that the HMIS implementation is complete. ServicePoint is now in its third year of operations, and agencies continue to add programs to the system. The increased use of ServicePoint benefits the City by presenting a holistic view of services being provided within the City. This data is critical 3 in establishing the City's capacity for services as well as to inform and influence regional policies regarding resource allocation and local responsibility. In addition, recently enacted federal regulations require increased participation of programs and performance outcomes tracking in HMIS. The modification would allow the City's continued participation in the local and regional HMIS network and provide more comprehensive reporting tools. Financial Impacts & Budget Actions The contract modification to be awarded to Bowman Systems, LLC, is $146,760, for a contract total of $241,520. Funds in the amount of $44,760 are available in the FY 2012 -13 budget in the Human Services Division. The contract will be charged to account 012628.544390. Budget authority for subsequent years will be requested in each budget cycle for Council approval. Future funding is contingent upon Council approval. Prepared by: Katie Maeng, Administrative Analyst Approved: Karen Ginsberg II Director U Community and Cultural Approved: o W f C lief formation Officer nformation Systems Forwarded to Council: =- o� Rod &Ould City Manager 12 Reference Amended Contract No. 8903 (CCS).