SR-05-27-2015-3BCity Council Report
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City Council Special Meeting: May 27, 2015
Agenda Item: 3 -B
To: Mayor and City Council
From: Karen Ginsberg, Director of Community and Cultural Services
Subject: First Modification of Contract 2948 for Administration of the Homeless
Management information System
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to professional services agreement #2948 in the amount of
$155,000 with Alexandria Consulting, a Florida -based company, for Homeless
Management Information System (HMIS) administration, technical support and a data
needs assessment. This will result in a two -year amended agreement, with two one -
year options to renew, with a new total amount not to exceed $234,925, with future year
funding contingent on Council budget approval.
Executive Summary
In November 2014, Alexandria Consulting was awarded professional agreement #2948
in the amount of $79,925 to provide technical support and system administration for the
City's Homeless Management Information System (HMIS) as well as begin an
assessment of data needs for the Human Services Division (HSD). Since contract
execution, Alexandria has successfully completed several key projects and has
developed positive relationships with the City- funded agencies using HMIS. Staff
recommends the continuation of this partnership through an extension of contracted
technical support and implementation of data assessment activities through FY15 -16,
with two one -year renewal options.
Discussion
The U.S. Department of Housing and Urban Development (HUD) requires all HUD -
funded homeless programs to collect standardized data elements through the use of a
Homeless Management Information System (HMIS). In July 2014, HSD issued a
Request for Proposals to secure a contractor to provide HMIS technical support, data
integration and conduct a data needs assessment for the division.
Through a competitive bid process, Alexandria Consulting was selected to provide
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consulting services. While Alexandria's proposal included a full data assessment, the
City limited the contract to focus on the immediate needs of day -to -day system
administration and a pending data integration project, with partial funding to begin the
data needs assessment process. Since November, the Alexandria team has provided
responsive and accurate support to over 250 HMIS front -line users, agency
administrators and City staff to manage day -to -day HMIS activity. In addition, Alexandria
developed a multi -level training curriculum and work plan to accomplish a major system
upgrade in May 2015. During this time, Alexandria has also completed a successful
data migration project to integrate local HMIS data into the regional Continuum of Care
HMIS database. They have performed their duties to expectation, at a cost that is
appropriate for the level of work provided.
Based on the cost effectiveness and quality of service provided by Alexandria to date,
staff recommends extending their services beyond the initial contract expiration date of
June 30, 2015 for an additional one -year term, with two one -year options to renew. The
modification will allow Alexandria to continue the HMIS technical support, as well as
fully implement the data needs assessment project, providing recommendations for data
collection solutions for all Human Services Grants Program (HSGP) funded services.
This will bring consistency to data collection and improved outcomes tracking to all
HSGP programs, which has proven to be critical in the development of the City's
homeless initiatives. HSD staff has worked with Procurement staff to ensure that the
modification is within the initial competitive process scope of work, and does not create
a sole source.
Vendor /Consultant Selection
On August 25, 2014, the City issued a Request for Proposals (RFP) for HMIS technical
support, system administration and a data needs assessment for HSD. The RFP was
posted on the City's on -line bidding site in accordance with the City Charter and
Municipal Code provisions. The on -line system notified 250 external vendors, and 526
City of Santa Monica vendors of the opportunity, and 49 downloaded the RFP. By the
closing date of September 8, 2014, four proposals were received. One was deemed to
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be a conflict of interest by HSD and the City Attorney's Office. The three remaining
proposals were reviewed by staff from HSD and ISD, as well as by HMIS agency
administrators from key non - profit agencies and reviewed for technical competence,
qualification /expertise, staffing capacity, and cost effectiveness. Alexandria Consulting
was selected based on their specific expertise of the City's software (ServicePoint), their
extensive and intimate knowledge of HUD data standards and data integration
requirements across multiple HMIS products, and the cost effectiveness of their
proposal.
Financial Impacts and Budget Actions
The agreement modification to be awarded to Alexandria Consulting is $155,000 for an
amended agreement total not to exceed $234,925. Funds are available in the FY2014-
15 budget in the Community and Cultural Services Department. The agreement will be
charged to account 012628.544390. Future year funding is contingent on Council
budget approval.
Prepared By: Margaret Willis, Administrator
Approved Forwarded to Council
Karen Ginsberg, Director of ComtifN81Q095 Elaine M Polachek, Interim City Rli t®0@A 5
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Reference:
Agreement No. 10068
(CCS)