SR 04-26-2016 3F
City Council
Report
City Council Meeting: April 26, 2016
Agenda Item: 3.F
To: Mayor and City Council
From: Karen Ginsberg, Director, Community & Cultural Services, Human Services
Subject: Contract Modification to Add Funds for Homeless Management Information
System Support
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a second modification to professional services agreement #2948 in the amount
of $175,000 with Alexandria Consulting, a Florida-based company, to continue
Homeless Management Information System (HMIS) administration, technical support
and a data needs assessment through June 30, 2017. This will result in a three-year
amended agreement, with one remaining one-year option to renew, with a new total
amount not to exceed $409,925 over a four-year period with future year funding
contingent on Council budget approval.
Executive Summary
The U.S. Department of Housing and Urban Development (HUD) requires all programs
that receive HUD homeless funding to collect participant data using an approved
Homeless Ma
requires knowledgeable personnel to manage the system, provide technical support to
users and create custom reports. Since November 2014, these activities have been
carried out by a consulting firm, Alexandria Consulting, selected through a competitive
bid process. Staff recommends continuing this relationship, and is requesting Council
authorization to exercise the first of two one-year options to renew, as well as add
additional funding to the contract not-to-exceed amount in order to cover current and
potential future activities should the City choose to exercise the one remaining one-
year option to renew.
Background
In order for the City to comply with HUD requirements, Community and Cultural
Services (CCS), in partnership with the Information Systems Department, implemented
the ServicePoint HMIS software system in 2008. The HMIS collects HUD-required data
elements such as demographic information, household configuration, income history,
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health information, and housing status. In addition, the system is configured to store and
track participant enrollment in programs, case planning goals, outcomes, referrals and
service utilization. HMIS provides a holistic profile of each individua
all participating programs in a centralized system which allows for both client-specific
and aggregate reporting across program, agency and system levels. Currently, the
grams operated by
six City-funded non-profits.
CCS issued a Request for Proposals in August 2014 to secure a contractor to provide
HMIS technical support, data integration and conduct a data needs assessment for the
division. In November 2014, Alexandria Consulting was awarded professional
agreement #2948 in the amount of $79,925 through June 30, 2015 to provide technical
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. On May 27, 2015 (Attachment
A), Council authorized a first modification to the agreement to continue this partnership
through FY15-16, with additional funds comprised of $80,000 for an additional year of
technical support and $75,000 for the implementation of data assessment activities for a
new total amount not to exceed $234,925, with two one-year renewal options. Staff is
requesting authorization to fund the two one-year renewal options in this report.
Discussion
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. They have performed their duties to expectation, at a cost that is appropriate for
the level of work provided. During this period, Alexandria was asked to perform
additional technical assistance work on behalf of non-homeless HSGP funded
programs, including Youth Resource Team and Hospitality Training Academy,
developing customized intake, assessments and reports within HMIS and providing
specialized training for the new system users. These additional services, while within
the scope of the original contract, are projected to result in an additional cost of $15,000
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for this contract year. In addition, HSD wishes to extend their relationship with
Alexandria to continue to provide the direct technical assistance for HMIS, which would
require an additional $80,000 annually for up to two years. This would result in a
modification of $175,000 for a new not to exceed amount of $409,925. Exercising the
first one-year option to renew would allow continuity for projects that are already in
progress that will continue into FY16-17, such as the integration of data with the Los
Angeles Homeless Services Authority, and provide stability for HMIS users.
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
-line bidding site in accordance with the City Charter and
Municipal Code provisions. The on-line system notified 776 registered vendors of the
opportunity, including 526 vendors registered to the City of Santa Monica and an
additional 250 vendors registered under other communities. Of those notified, 49
downloaded the RFP. Four proposals were received. One was deemed to be a conflict
reviewed by staff from HSD and ISD, as well as by HMIS agency administrators from
key non-profit agencies. Proposals were reviewed for technical competence,
qualification/expertise, staffing capacity, and cost effectiveness. Alexandria Consulting
was selected based on its its
extensive and intimate knowledge of HUD data standards and data integration
requirements across multiple HMIS products, and the cost effectiveness of its proposal.
Financial Impacts and Budget Actions
The agreement modification to be awarded to Alexandria Consulting is $175,000 for an
amended agreement total not to exceed $409,925. Funds are available in the FY2015-
16 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.
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Prepared By:
Margaret Willis, Administrator
Approved Forwarded to Council
Attachments:
A. May 27, 2015 Staff Report (Web Link)
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Reference:
Amended
Agreement
No.
10068(CCS)