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Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings in accordance with County Ordinance 3.13.030(B) that it is appropriate to contract with Bell Data Systems, Inc. for the provision of Homeless Management Information Systems software and related services, provided under Amendment I to Agreement 5585 because pursuant to 3.13.030(B) “Specialty skills and qualifications not expressly identified in classifications are involved in the performance of the work;"
2) Approve and authorize the Chair to sign Amendment I to Agreement for Services 5585 with Bell Data Systems, Inc., increasing the maximum obligation from $13,000 to $15,000, to add five additional licenses for the remainder of the initial term, with no change to the perpetual term of the Agreement or to the annual license fee increase of up to no more than five (5%) percent over the prior year; and
3) Authorize the HHSA Director, or Chief Fiscal Officer, to execute further documents relating to Agreement 5585 including amendments, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or change the term of the Agreement.
FUNDING: 100% U.S. Housing and Urban Development Grant.
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DISCUSSION / BACKGROUND:
Pursuant to the McKinney-Vento Homeless Assistance Act, the United States Department of Housing and Urban Development (HUD) mandates the use of a Homeless Management Information System (HMIS) 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, and the El Dorado Opportunity Knocks CoC (EDOK) has historically utilized Bell Data Systems, Inc. as their HMIS software provider. Given provider familiarity with the software, as well as the low-cost to utilizing the system and receiving technical assistance, EDOK chose to continue with the use of Bell Data Systems, Inc.
As the designated CoC Administrative Entity and HMIS lead, the Health and Human Services Agency (HHSA) assumes the responsibility to contract with Bell Data Systems Inc. for HMIS software licenses required to administer grant-funded Homeless Services in El Dorado County. In addition to software and licenses, Bell Data Systems, Inc. provides expert technical support and training to software users in order to comply with HUD requirements.
Amendment I is necessary to add five (5) additional Annual User Licenses for the remainder of the initial term, prorated for Amendment I and shall be billed at the full rate in the next subscription billing cycle. On June 28, 2022 (File ID: 22-0592), the Board approved the continuation of perpetual Agreement 5585 with Bell Data as part HHSA's annual request for continuation of contracts with a perpetual term. Agreement 5585 will auto renew on November 1, 2022, with the additional licenses as outlined in Amendment I within the Board-approved maximum amount of $16,000, as outlined in Legistar item 22-0592.
ALTERNATIVES:
Should the Board decline to approve Amendment I to Agreement 5585 with Bell Data Systems, the County and the CoC would be unable to issue additional HMIS licenses to federal and state-funded programs that are required as a condition of receiving funds. The CoC would be unable to meet HUD requirements of the HEARTH Act, enacted into law on May 20, 2009, which requires that all communities have an HMIS with the capacity to collect unduplicated counts of individuals and families experiencing homeless.
PRIOR BOARD ACTION:
08/24/21, Legistar item 21-1189 - Approval of Agreement 5585
06/28/22, Legistar item 22-0592 - Approval of FY 2022-23 Perpetual Agreements
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, and Risk Management.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
This Agreement for Services continues to be funded with HUD funding. Sufficient Funds have been allocated for these services in Fiscal Year 2022-23 and will continue to be allocated in future fiscal years for the duration of this Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain signature of Chair on one (1) original Amendment I to Agreement for Services 5585.
STRATEGIC PLAN COMPONENT:
County of El Dorado Strategic Plan Goal: Healthy Communities - Improved health, well-being and self-sufficiency of El Dorado County communities, residents, and visitors; Implement solutions to address and reduce homelessness in El Dorado County
CONTACT
Daniel Del Monte, Interim Director, Health and Human Services Agency