Bid Detail

17-057 - Services: Homeless Management Data Warehousing and Analysis

The Springfield Office of Housing and Neighborhood Services, action through the City’s Office of Procurement, is seeking qualified vendors interested in providing a data warehousing solution for the City of Springfield.

INTRODUCTION

The City of Springfield is the Unified Funding Agency and the Homeless Management Information System (HMIS) Lead for the Springfield-Hampden County Continuum of Care (CoC) in Hampden County Massachusetts.

HMIS is a local information technology system used to collect client-level data and data on the provision of housing and services to homeless individuals and families and persons at risk of homelessness. The 2009 HEARTH Act requires that communities to have an HMIS with the capacity to collect unduplicated counts of individuals and families experiencing homelessness. Using HMIS, a community should be able to collect information from projects serving homeless families and individuals to use as part of their needs analyses and to establish funding priorities. The HEARTH Act also codifies into law certain data collection requirements integral to HMIS.

Each CoC selects its HMIS software solution, and selects a local entity to manage the HMIS. The Springfield-Hampden County CoC has selected Social Solutions, Inc. Efforts to Outcomes (ETO) as its HMIS software solution, and the City of Springfield Office of Housing as the HMIS Lead to operate and maintain the HMIS.

Within the Springfield-Hampden County CoC, 20 agencies with 60 programs provide data to HMIS. Most provide it directly into the CoC’s HMIS. Some providers are required to input data into an HMIS operated by the state of Massachusetts; the state also uses Social Solutions, Inc. ETO product.

Each instance of ETO is a separate database. The CoC is seeking a solution to its need to combine data from the two databases in order to undertake data analysis, data mining, and required reporting on the data.

There are a few providers in the CoC which use other systems to collect HMIS data. The other systems include Octopia, eHana (an electronic medical record system which has been set up to comply with the 2014 HUD HMIS Data Standards), and Empowered Case Management (ECM).

Receiving Bid Documents

To receive a copy of the submission package, interested proposers should contact:
Lauren Stabilo, Chief Procurement Officer via email at lstabilo@springfieldcityhall.com , or call 413.787.6284.

HOMELESS DATA INTEGRATION AND ANALYSIS

SCOPE OF SERVICES

The City of Springfield is seeking a solution which allows it to combine data from the two instances of Social Solutions ETO, as well as other HMIS data that is maintained in the correct format, into a combined data set which can be de-duplicated, and over which analytic reports can be run. The optimal solution will enable the City to run reports over the data set itself, instead of requiring the City to request custom reports on an ongoing basis.

The City requires a solution that is capable of producing the following reports:
• Annual Homelessness Assessment Report (AHAR)
• CoC Annual Performance Report (APR)
• Emergency Solutions Grant (ESG) Consolidated Annual Performance and Evaluation Report (CAPER)
• Housing Inventory Chart (HIC)
• Point in Time (PIT) Project Level Report
• Missing Data Report
• CoC System Performance Measures

All bids submitted in response to this IFB must meet the City’s need and objectives:

• Interface with the existing management database as well as other HMIS systems

• Provide cost effective solution would total price accomplishes the requirements outlined in this bid.

• Vendor’s ability to provide ongoing support and services, vendor references and financial position, personnel, etc.

• Demonstrates knowledge and success in implementing and maintaining integrated data warehousing creation system.

• Upon request, provides a demonstration of the proposed software components and reporting features

• Provides access to the proposed software in a test environment upon request for evaluation prior execution of contract.

• Proposed services meet the objectives of the City of Springfield.

In addition, the City seeks a vendor with capacity to create custom reports that may be run over the data by City staff.

TERM

The City will enter into a contract with the selected vendor around the period of November 1, 2016 through June 30, 2017. The contract has the option(s) to be renewed for two full year periods beginning July 1 and continuing through June 30, for fiscal years beginning in 2017 and 2018.

ADDITIONAL INFORMATION

Individual instances of HMIS must comply with standards set by the U.S. Department of Housing and Urban Development (HUD). This agency’s most recent guidance for HMIS vendors is set out in the HMIS Data Standards – Data Dictionary (August 2016), available at https://www.hudexchange.info/resources/documents/HMIS-Data-Dictionary.pdf.

QUALITY REQUIREMENTS

To be considered for this opportunity, a vendor must meet the following minimal qualifications:

1. A minimum of five years’ experience with HMIS.
2. The ability to begin providing the required services as of November 1, 2016.
3. Current capacity to provide the required reports.

A responsive bidder is a vendor who has submitted a bid, which conforms in respects to the Invitation for Bid. A responsible bidder is s vendor who has the capability to perform fully with the contract requirements and the integrity and reliability, which assure good faith performance.

The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. No questions will be answered unless received by the Chief Procurement Officer at least 7 days prior to the expiration of the time set for submitting bids or proposals. The Chief Procurement Officer reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.

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