City and County of San Francisco Human Services Agency

City and County of San Francisco Human Services Agency

Summary of Questions and Answers

RFP #690 Housing and Homeless Data Solution: Homeless Management Information System (HMIS)

Pre-Bid Conference on May 5, 2016 @ 9:00 AM

Written Questions on or before May 12, 2016 @ 12:00 PM

Pre-Bid Conference Human Services Agency Representatives:

Annyse Acevedo, Contract Manager

Megan Owens Faught, Program Manager

Stephen Adviento, Program Manager

1.  Question: Do you have a list of systems you would like the integrations to? What are the systems you would like integrations to that exist today?
Answer: Yes, please see the HH Data Solution – HMIS System Integration Matrix

2.  Question: Do you have examples of current documents or a demo scenario? Current documents used that speak to the process.
Answer: Yes, please see the HH Data Solution – HMIS System Integration Matrix and the sample documents.

3.  Question: Do you have any documentation of the process flows?
Answer: There is some limited documentation of process flows. There are several key processes that are not documented. You can see a brief summary of the Single Adult Continuum of Care Coordinated Entry permanent supportive housing placement system documented online at: https://sfgov.org/lhcb/sites/sfgov.org.lhcb/files/San%20Francisco%20Coordinated%20Entry%20Update%20April%201.pdf

4.  Question: Are there training materials for the Client Intake, Housing inspections, Billing/invoicing, Client Exit that are mentioned in the Core Functions section of the Technical Qualifications?
Answer: Please see the example materials.

5.  Question: Is there already a fingerprint imaging organization you work with or a particular hardware? If not, would you like suggestions on deployment?
Answer: We currently do use finger imaging in one system. The CHANGES system which is used for single adult emergency shelter reservations and check ins at reservation centers, drop in centers and emergency shelters in San Francisco. For more information on that system, please review the HH Data Solution – HMIS System Integration Matrix. The CHANGES system will either need to integrate in real time with the HMIS system, or the shelter reservation and check in operations conducted in CHANGES will need to be replaced by the HMIS system.

6.  Question: Is this the same for RFID?
Answer: We do not currently use RFID.

7.  Question: What is the number of total users and concurrent users that you will be looking for?

Answer: There are approximately 300 users in the system but we anticipate that the current number of users will grow as we intend for the system to be expanded and used on a citywide level.

8.  Question: Are the users all equivalent in role and functionality or are some just doorkeepers and others just administrators?
Answer: The majority of the users are the basic level staff users. There are approximately 10% that have site administrator type level access.

9.  Question: If the site administrators make up 10% of users and are normally in the office, how would the other 90% use this system? In the field?
Answer: The 10% of site administrators are mainly in the office serving as another level of administration. The rest are mainly case managers, property managers – basic users. One of our goals for this system is to implement a coordinated entry protocol citywide for homeless services so we anticipate that will expand the number of users and we also anticipate that it will result in multiple distinctions amongst staff type. For example, in order to integrate Coordinated Entry Prioritization specific user types like housing matchers who assess household priority and eligibility and housing providers who enter housing vacancies into the system will need to be created. These user types may or may not mirror exactly the roles in the HomeLink system now. For more information on HomeLink see the HH Data Solution – HMIS System Integration Matrix. The CHANGES system will either need to integrate in real time with the HMIS system, the shelter, or this article: https://www.palantir.com/2015/01/housing-homeless-veterans-with-palantir-homelink/

10.  Question: For the Technical Qualification regarding the system being mobile-responsive, your compliance documentation of electronic signatures, is that for inspections only or do you work with other organizations for compliance? Such as, if there is an electrician’s guild or an elevator company? Do you have your own certificates or are you working in coordination with others?
Answer: We do not anticipate that this is for inspections only. We anticipate that frequently property managers or homeless clients in partnership with staff, will be signing client documents including possibly program agreements, street outreach assessments, or leases. We do not anticipate there will be a significant amount of interface with third-party vendors.

11.  Question: Are you planning to leverage Docusign for e-signature on your forms?
Answer: We would be interested in seeing that in proposals.

12.  Question: How will the single contract approach work if there are license agreements that are separate? How would you expect that to be handled?
Answer: We welcome single contractors, we also welcome partnerships and subcontractor agreements. Our process is first selecting the most appropriate and then negotiating the best cost allocation plan. For example, the most appropriate bidder may propose a new subcontract with a third party and we may be able to find savings for the City by leveraging an existing partnership.

13.  Question: Is there any progress with the community design prioritization system?
Answer: This is mostly in progress. We have two Coordinated Entry prioritization systems that are up and running now that we are looking to integrate into the system. The first system is for single adults who did not serve in the US military – these are coordinated entry systems with community design prioritization for placement. The other system that was developed is for single adults who did serve in the US military. In that process we are prioritizing all chronically homeless veterans.

14.  Question: Will the Vulnerability Index Service Prioritization and Decision Making Assessment Tool (VI-SPDAT) be integrated/ imported into this new system?
Answer: Yes, we would like the VI-SPDAT data, which is currently hosted in the Palantir HomeLink system to be imported into the new system and then we would like the San Francisco instances of HomeLink to be retired.

15.  Question: How many systems will be combining in this RFP?
Answer: We want to combine approximately 14 systems into this database at the start of the contract. For more information, please see: HH Data Solution – HMIS System Integration Matrix. Long term we hope to make this the single comprehensive homeless data system in San Francisco, and so we anticipate that there will be future data integration as well.

16.  Question: Can we have a list of systems that will go into this database?
Answer: Yes, see HH Data Solution – HMIS System Integration Matrix

17.  Question: Are you planning to build out or contract out for a specific project management to help with technical integration of this new system?
Answer: Yes, the City of County of San Francisco plans to release a new unique Request for Proposals for third party system administration, this is scheduled to be issued in early June 2016.

18.  Question: Could you explain the governance structure, the program management structure and any other established factors to ensure the success of the project?
Answer: The San Francisco Local Homeless Coordinating Board (LHCB) is the Continuum of Care governing body in San Francisco. As such, the LHCB is responsible for designating the HMIS lead agency and for oversight and advice related to HMIS. The LHCB has designated the San Francisco Human Services Agency as the lead agency for the San Francisco HMIS—in the future, that function will likely transfer to the soon to be formed San Francisco Department of Homelessness and Supportive Housing.

The day to day management of the San Francisco HMIS is the responsibility of the designated department. Also, the Local Homeless Coordinating Board continues to provide guidance and oversight, including the discussion and ratification of privacy policies and written standards. The management of the HMIS system and the launch of the new system are managed by the designated city department. The co-lead staff members for the implementation are Megan Owens Faught, Continuum of Care Veteran Program Manager and Stephen Adviento, SF HMIS Program Manager. Support for the implementation project is also provided by HomeBase and the Center for Common Concerns, a technical assistance firm retained by the City and County of San Francisco to support the transition effort.

19.  Question: San Francisco and Marin County are actually utilizing OasisInsight - the leading client intake and reporting solution for food banks and their partner agencies to manage SNAP outreach, agency monthly feeding reports, referrals, etc. Will this be one of the systems that you wanted the new HMIS system to be able to coordinate with?
Answer: No, that system will not be coordinated with HMIS.

20.  Question: During the bidders conference it was stated that the number of users is 300. Could you please also let us know how many agencies use the system?
Answer: Approximately 45 agencies and/or collaborative projects currently use the system.

21.  Question: Will there be a database conversion?
Answer: Yes, migration of all necessary data from the existing legacy system into the new database will be a critical part of the initial configuration, setup and deployment. We will look to the vendor to assist us with all data conversion needed for that migration. The current systems include Efforts to Outcomes Social Solutions HMIS System, and two instances of Palantir Technologies HomeLink.

22.  Question: Number of projects you have?
Answer: There are approximately 240 projects currently in the system.

23.  Question: Would you like any interfaces? If so, to what systems? What are the formats (csv, xml, excel, etc.)? Will they be uni-directional or bi-directional?
Answer: Please see the HH Data Solution – HMIS System Integration Matrix for more information about the systems that may interface with the database. While most systems will be integrated into the new system and retired, some may be interfaces with the new system. In those cases, the interface will be bi-directional. All formats are ideal to allow for flexibility.

24.  Question: Please identify the compliance reports for the SAMHSA programs?
Answer: The new software should have the ability to generate standard PATH program reports from HMIS data of PATH funded projects required to participant in an HMIS. Please see links to the HMIS Data Standards Data Manual: https://www.hudexchange.info/resources/documents/HMIS-Data-Standards-Manual.pdf, and/or the HMIS Data Standards Data Dictionary: https://www.hudexchange.info/resources/documents/HMIS-Data-Dictionary.pdf for reference. The software must comply with all current data standards required of PATH projects in an HMIS system for both system interface and reporting.

The data must be aligned with the current data standards used in the data repository for PATH projects. Please see link(s) to PATH related resources and corresponding federal data repository resources for additional reference: https://www.hudexchange.info/resource/4446/path-program-hmis-manual/; and https://www.pathpdx.org/; or https://www.pathdps.org/account/login.

25.  Question: Please identify the compliance reports for the VA programs?
Answer: The new software should have the ability to generate standard Supportive Services for Veteran Families (SSVF) program VA data repository uploads from HMIS data of SSVF funded projects required to participant in an HMIS. Please see links to the HMIS Data Standards Data Manual: https://www.hudexchange.info/resources/documents/HMIS-Data-Standards-Manual.pdf, and/or the HMIS Data Standards Data Dictionary: https://www.hudexchange.info/resources/documents/HMIS-Data-Dictionary.pdf for reference. The software must comply with all current data standards required of SSVF projects in an HMIS system for both system interface and reporting.

Please see link(s) to SSVF related resources and corresponding federal data repository resources for additional references: https://www.hudexchange.info/resource/4450/va-programs-hmis-manual/, and https://www.va.gov/HOMELESS/ssvf/docs/VA_Data_Guide_FY2015_September_2014.pdf.

26.  Question: Can you provide examples of the Coordinated Entry reports needed?
Answer: The Coordinated Entry system will need to produce a CoC APR for Coordinated Entry program annually. Coordinated Entry has a variety of locally defined status, program performance and system performance reporting needs. Currently, the system for administering the Coordinated Entry system is the Palantir HomeLink system, which includes a reporting tool called “Slate” you can learn more about that system here: https://www.palantir.com/2015/01/housing-homeless-veterans-with-palantir-homelink/

27.  Question: Can you elaborate on the billing/invoicing functionality?
Answer: 1) Ability to generate monthly/quarterly/annual billing/invoicing of S+C Rental Assistance Subsidies paid/credited for all units in a project; and 2) Ability to reconcile S+C Rental Assistance subsidy expenditures, credits, discrepancies, proration (of new or terminated subsidies), etc.

28.  Question: Can you elaborate on the Housing Inspections functionality?
Answer: 1) Ability to record/update HQS unit conditions via phone/tablet application or interface for each unit or program participant; 2) Ability to generate a variety of correspondence/reports used to notify participants and/or landlords/property management of next inspection appointment, “Failed”/”No Show”/”Passed” Inspection w/summary of Failed or Passed Inspection items; and 3) Ability to generate an Inspection Drive Sheet (with logistical driving route plotted) for use/reference of the Inspector; and 4) Ability to generate a summary report of inspection related expenditures based on a variety of flexible query/search parameters (weekly, monthly, annually, per project(s), etc.).

29.  Question: Has a budget been identified for this project? If so, can you share that number?
Answer: Depending on the scale of integration of current systems listed on the HH Data Solution – HMIS System Integration Matrix and other systems in the community, the budget will vary. Based on market research, we hope to meet all basic expectations with an HMIS system that costs approximately $180,000 per year. Based on market research, we expect that if the City and County elects to seek a very specialized system with a large scope, the on-going costs could be significantly higher. We hope to cover the fundamental HMIS startup costs for $100,000 in system vendor costs the first year and less than $50,000 in customization and startup costs in year 2. Based on market research, we expect that if the City and County elects to seek a very specialized system with a large scope, the startup and customization costs could be significantly higher. The final budget and detailed scope will be negotiated with the selected vendor.

30.  Question: Please provide more information around data migration requirements like the volume of data, type of data, and format (excel, csv, or other formats), and any sample files.
Answer: Please see the HH Data Solution – HMIS System Integration Matrix for more information and the sample documents for more information. These files include client names and other sensitive information, so sample files and sample access to the system will not be provided for each system at this stage.