SR-10-27-2015-3B 101-003-04-09
City Council
Report
City Council Regular Meeting: October 27, 2015
Agenda Item: 3.B
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To: Mayor and City Council
From: Karen Ginsberg, Director, Community & Cultural Services
Jory Wolf, Chief Information Officer
Subject: Software License and Maintenance Services Agreement for Homeless
Management Information System (HMIS)
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a fourth modification to
Software License and Maintenance Agreement No. 8903-A (CCS) with Bowman
Systems, LLC in the amount of $25,000 for software licensing and data hosting of a
homeless management information system , resulting in a three year agreement for a
total amount not to exceed $266,520.
2. Authorize the City Manager to negotiate and execute a new contract with
Bowman Systems, LLC, a Louisiana-based company, for software licensing and
data hosting of a homeless management information system for a period of three
years in an amount not to exceed $240,000 (including 10% contingency), with two
additional one year renewal options in an amount not to exceed $160 ,000 (including
10% contingency), for a total amount not to exceed $400,000 over a five -year
period. This is a sole source contract with future years funding contingent upon
Council budget approval.
Executive Summary
Since 2008, Bowman Systems, LLC has been providing software, hosting, licensing,
custom programming, and training for the City’s Homeless Management Information
System. The current Software License and Maintenance Agreement No. 8903 -A (CCS)
contract term will expire on December 31, 2015. The addition of $25,000 to the
agreement will maintain services and complete scheduled upgrades through the end of
the current contract period. A new contract is being negotiated to update the terms and
conditions of continued use of Bowman System’s product , ServicePoint, for data
integration, custom programming, inclusion of additional programs, maintenance, and
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licensing for the period of January 1, 2016 through December 31, 2018, with two one -
year options to renew.
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
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 a 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 (Attachment A), Council authorized an agreement with Bowman
Systems, LLC. Agreement #8903 was executed on December 10, 2008, 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 (Attachment B), Council approved the modification of the
Agreement 8903 with Bowman Systems, LLC, in the amount of $28,500 to cover costs
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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 (Attachment C), 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-site training and day-to-day project oversight due to a vacancy in the HMIS
System Administrator position.
On November 22, 2011 (Attachment D), 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. On November 13, 2012 (Attachment E), Council authorized a contract
modification. The contract modification was executed on December 31, 2012, which
extended the term through June 30, 2015 for a total not to exceed amount of $241,520.
In June 2015, a second modification was executed to extend the term through
September 30, 2015. In August 2015, a third modification was executed to extend the
term through December 31, 2015, to allow sufficient time to negotiate with the vendor.
The current modification will add $25,000 to provide on -going system maintenance and
custom programming to complete a system upgrade implemented earlier this year.
Since 2008, the system has grown from 155 users to nearly 250 users today. The
aggregate total amount paid to Bowman Systems for the development, implementation,
maintenance and licensing services through September 30, 2015, has been
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$457,258.16.
Discussion
ServicePoint is a data management software that stores data for human services
programs. It is used to collect a variety of demographic, social, financial, behavioral,
health and housing history about each individual and household served by participating
social service programs. ServicePoint also stores information on specific services
provided, case notes and outcomes. The collected data be used in dozens of pre-
programmed reports as well as for customized reports. This centralized data is shared
across all ServicePoint participating agencies, providing users a holistic view of an
individual’s history, needs, accomplishments and challenges, regardless of which
agency they visit over time. Analyzing the data in ServicePoint offers a “map” of a
participant’s service history, and can be aggregated to identify emerging needs, gaps in
services and effective programs.
ServicePoint is in its seventh 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
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. In addition, the successful importing of data
from the City’s HMIS into the Los Angeles Con tinuum of Care regional HMIS has
enhanced the City’s participation in regional planning efforts.
Staff is currently in the process of conducting a data needs assessment that
encompasses all Human Services Grants Program (HSGP) grantee agencies, as well
as youth development programs operated by the City. The assessment may
recommend additional build-outs of HMIS to include other special populations, or
include ways to consolidate existing data sources into HMIS or a central data
warehouse. Staff expect that HMIS will continue to expand and add new users and
programs over the next contract period. A small contingency is included in the proposed
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not-to-exceed amount, however, significant expansion of HMIS may require additional
contract modifications and additional investment.
Vendor Selection
Section 2.24.080 (d) of the Municipal Code allows for exception to the competitive
process when competition does not exist because only one vendor possesses the
unique ability or capability to meet the particular requirements of the solicitation, such as
a good or service that is otherwise only available from the one provider. Staff
recommends Bowman Systems, LLC to provide homeless management information
system (HMIS) software and maintenance on a sole source basis. Bowman Systems is
the proprietary owner of ServicePoint, the software system selected by the City through
competitive bid in 2007. Continued use of the ServicePoint system is paramount to the
City’s ability to manage City-funded homeless programs, monitor program outcomes
and track the usage of key services by participants. While other software systems exist,
changing vendors would require significant investments of time and resources to select
a new system, transfer tens of thousands of participant records, train 250 users on a
new system and recreate dozens of currently automated reports. ServicePoint is highly
regarded by agency users and is preferred by local agencies over the Los Angeles
Continuum of Care HMIS software. A change of systems is neither recommended nor
desired by local agencies or City staff.
Financial Impacts & Budget Actions
The contract modification to be awarded to Bowman Systems, LLC is $2 5,000, for an
amended contract total not to exceed $26 6,520. Funds are available in the FY 2015-16
budget in the Human Services Division and will be charged to account 012628.544390.
The new contract to be negotiated with Bowman Systems, LLC, is not to exceed
$80,000 annually, for a not to exceed amount of $240,000 for a three -year period with
two additional one-year renewal options for a total not to exceed of $400,000. Funds in
the amount of $40,000 are available in the FY 2015 -16 budget in the Human Services
Division. The contract will be charged to account 012628.544390.
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Budget authority for subsequent years will be requested in each budget cycle for
Council approval. Future funding is contingent upon Council approval.
Prepared By: Margaret Willis, Administrator
Approved
Forwarded to Council
Attachments:
A. March 25, 2008 Staff Report (Web Link)
B. February 24, 2009 Staff Report (Web Link)
C. September 22, 2009 Staff Report (Web Link)
D. November 22, 2011 Staff Report (Web Link)
E. November 13, 2012 Staff Report (Web Link)
Reference:
Modified Agreement No. 8093
(CCS)
&
Contract No. 10205
(CCS)