Requested Action
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Requested approval of Cooperative Purchasing - Department of Community Development, City of Santa Monica, CA, in an amount not to exceed $248,019.51 with Pathways Community Network, dba Pathways MISI, to manage and provide assistance to the Fulton County’s GA 502 Continuum of Care’s (CoC) Homeless Management Information System (HMIS) data management administration and processes. This is 100% grant funded. The approval of this agenda item will also authorize the Chairman to execute any future documents related to this grant. (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)
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Requirement for Board Action
In accordance with Purchasing Code Section 102-420, contract modifications within the scope of the contract and necessary for contract completion of the contract, in the specifications, services, time of performance or terms and conditions of the contract shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Health and Human Services
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background
Scope of Work: The management of the HMIS is a HUD CoC requirement and Fulton County as the GA 502 Collaborative Applicant is mandated to fulfill the requirement.
Pathways MISI will lead the GA 502 CoC HMIS Integration, and system administration; and provide, (1) training to CoC members and non-members who provide services to the homeless population; (2) HMIS technical assistance to CoC members and non-members who provide services to the homeless population; (3) HMIS HUD reporting (Analysis and completion of APR: Annual Performance Report, System Performance Measures (SPM’s), Longitudinal System Analysis (LSA)
formerly known as the Annual Homeless Assessment Report (AHAR), the Point In Time (PIT) and Housing Inventory Count (HIC) and other designated reports); (4) coordination and the review and update of the Coordinated Entry (CE) Policy and Procedures; and, (5) other services that are critical to the management of the HMIS.
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, families, and persons at risk of homelessness. The management and work of HMIS is a specialized field and the County’s Human Resources recruitment efforts did not yield qualified candidates. Coupled with the recent resignation of the Database Specialist, the Homeless Division does not have a dedicated team to manage this required function.
Pathways MISI has the required experience and has worked with local/state (DeKalb County, Gwinnett County, City of Savannah) and national municipalities.
Community Impact: The Homeless Division has drafted a comprehensive homeless plan that includes the recommendation of the establishment of system-wide standards for county-funded homeless service providers. Pathways MISI will assist the Division with the roll-out and training of Fulton County Departments and nonprofits who provide services to the homeless on the use of the Coordinated Entry (CE) and Homeless Management Information Systems (HMIS) systems.
Department Recommendation: The Department of Community Development recommends approval.
Project Implications: The data specialist who performed some of the required HMIS functions, last day of work was January 29, 2020. And before the resignation, the Homeless Division and the Human Resources Department exhausted efforts to recruit an HMIS manager.
The Department of Community Development Homeless Division does not have adequate staffing to support the HMIS function of the GA-502 Fulton County Continuum of Care (CoC).
Community Issues/Concerns: N/A
Department Issues/Concerns: The Homeless Division is proposing to outsource the management of the HMIS to Pathways MSA for an initial contract with annual renewals up to three years to
History of BOC Agenda Item: This is a new request.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Not Applicable
Total Contract Value
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Original Approved Amount: |
$0.00 |
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Previous Adjustments: |
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This Request: |
$248,019.51 |
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TOTAL: |
$248,019.51 |
Grant Information Summary
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Amount Requested: |
$248,019.51 |
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Match Required: |
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In-Kind |
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Start Date: |
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Approval to Award |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
461-121-HS19-1160, Grants, Department of Community Development, Professional Services ($119, 402.30)
Funding Line 2:
461,121-HS21-1160, Grants, Department of Community Development, Professional Services ($119,402.30)
Funding Line 3:
461-121-CI19-1160, Grants, Department of Community Development, Professional Services ($9,214.91)
Funding Line 4:
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Funding Line 5:
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Key Contract Terms |
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Start Date: Effective upon the issuance of the NTP |
End Date: 11/30/2022 |
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Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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5/6/2020 |
5/5/2021 |