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Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings pursuant to Section 3.13.030 (B) of the El Dorado County Ordinance Chapter 3.13, Contracting Out, that the Homeless Management Information System software and related services provided by Sacramento Steps Forward (SSF) requires specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work;
2) Approve and authorize the Chair to sign Agreement for Services 9898 with SSF, in the amount of $182,183.08, and for the term of three years from February 1, 2026, through January 31, 2029;
3) Authorize the Purchasing Agent to execute amendments relating to Agreement 9898, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement; and
4) Authorize the HHSA Director, or the Chief Assistant Director, to execute programmatic, administrative, and fiscal documents relating to Agreement 9898.
FUNDING: 5% Federal United States Department of Housing and Urban Development; 95% Housing and Homelessness Incentive Program funds awarded from Local Managed Care Plans.
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DISCUSSION / BACKGROUND:
Pursuant to the Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH) Act, HUD mandates HMIS participation by recipients of HUD funding through local Continuum of Care (CoC) programs. As the regional planning body that coordinates housing and services funding for homeless families and individuals, CoC programs utilize HMIS as an information technology system to collect client-level data, and other services data related to the provision of housing and services to homeless individuals and families, as well as persons at risk of homelessness. Each CoC is responsible for selecting an HMIS software solution that complies with HUD's data collection, management, and reporting standards.
The HMIS platform serves a critical function for the County’s local CoC, El Dorado Opportunity Knocks (EDOK), HHSA’s Housing and Homelessness Services (HHS) program, and El Dorado County’s homelessness/housing system of care. Since 2021, as the HMIS Lead Entity, HHSA has contracted out for the provision of HMIS software to comply with HUD requirements; however, there have been some limitations with the HMIS platform currently in place, as this system has resulted in reporting functionality and data quality issues. Over the past few years, it has been determined that HHSA should upgrade its HMIS software. In support of this goal, three local MCPs awarded the EDOK CoC with up to $200,000 in HHIP grant funds to implement a new HMIS platform that will enable more robust functionality, data sharing, and reporting improvements.
HHSA, as the Administrative Entity (AE) for the EDOK CoC, is charged with administering awarded CoC funding and facilitating contracts on EDOK CoC’s behalf. EDOK CoC’s board voted to allocate a portion of its HHIP funding award, coupled with its HUD HMIS grant award, to be expended on the proposed Agreement 9898 with SSF for use of its proprietary Clarity Human Services HMIS software platform, which was determined to be best-in-class. In accordance with Board Policy C-17, HHSA staff worked with the County’s Information Technologies (IT) Department to obtain their review and approval on the selection of SSF for this HMIS software contract. In accordance with Board of Supervisors Procurement Policy C-17, this agreement is exempt from competitive bidding, per Section 3.5, Specific Exemptions and Written Findings of Fact, as it is for the provision of proprietary software.
HHSA recommends the Board approve this agenda item to enable the provision of a new HMIS software platform in compliance with HUD requirements. HHSA anticipates this new HMIS platform offered by SSF will result in better data quality, improved reporting capabilities, and increased support for tracking homelessness and housing outcomes throughout El Dorado County.
ALTERNATIVES:
Should the Board decline to approve this recommendation, HHSA would lose the funding pledge from local MCPs to upgrade HMIS services and software. HHSA would continue to provide HMIS services through its existing contract, however may continue to experience data quality and reporting functionality issues.
PRIOR BOARD ACTION:
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
County Counsel, Human Resources, Information Technologies, and Risk Management.
The Auditor Controller was notified of this Agreement in accordance with Policy B-12.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no Net County Cost associated with this agenda item. Sufficient appropriations were included in the Fiscal Year 2025-26 Budget, and will be included in future budgets for the term of the Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS:
Clerk of the Board to obtain signature of Chair on one original Agreement for Services 9898.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT:
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency