Human Services Division - About Us / Contact Info

Response: City of Santa Monica is not providing a Microsoft Word version of the RFP, but Vendors can select text in a PDF file format and paste it into a Microsoft Word document. All forms requiring completion are available in MS Word format here.

2. Question: Given that you already have licenses for DSI’s Client Track, why are you not making arrangements to upgrade and use their hosting services?

Response: City of Santa Monica is undertaking a comprehensive study of the functionality and design of a new Homeless Management Information System (HMIS) to replace the existing HMIS. The City wants to assess a variety of HMIS products to determine which one will best meet the current needs of the Santa Monica continuum.

3. Questions: Desired Goals for Selecting New HMIS Provider has one statement we need clarification on, Ability to track all services system wide including ability to identify 'bottlenecks' in service delivery. Can we get further clarification on what is meant by 'bottlenecks‘, maybe a sample business use case?

Response: By bottlenecks, the City of Santa Monica means it needs to be able to identify when/if demand outpaces services available. For example, if there is a lengthy wait list at one organization and no, or a reduced, wait at another providing same or similar services, having access to this information allows providers to make appropriate referrals and allows planners information re: service duplication, gaps, and service delivery design.

Also, the City desires to identify points in the case management process when the gap between need and demand creates impediments to client progress. For example, the ability to measure the time between the application and receipt of a particular benefit can help pinpoint areas for technical assistance and/or changes in policy and procedures.

4. Question: Your RFP states that one of your goals is the “ability to track all services provided system wide, including ability to identify ‘bottlenecks’ in service delivery.”

Are we correct in assuming that you want an overview of all services provided within your system/community, their capacities [i.e. maximum openings], and participation levels for varied periods or points-in-time? If not would you please elaborate this goal.

Response: Yes, this is correct. Additionally, by bottlenecks, City of Santa Monica means it needs to be able to identify when/if demand outpaces services available. For example, if there is a lengthy wait list at one organization and no, or a reduced, wait at another providing same or similar services, having access to this information allows providers to make appropriate referrals and allows planners information re: service duplication, gaps, and service delivery design.

5. Question: How many other data systems are there among the participating agencies that will share HMIS data?

Response: The HMIS Steering Committee will determine which systems currently in use at agencies will be incorporated into the new HMIS. Of the systems selected, most will require a one-time migration of data into the new HMIS, replacing the legacy system. The HMIS and Vendor selected should possess the capacity and commitment to incorporate agency based legacy systems (i.e. capture same data and replace legacy systems or map and transmit required data on a regular basis to and from HMIS to reduce double/triple data entry) as needed.

Reference: Integration of Data Systems [RFP Pages 3 and 5, Sections 2.5 and 3.1].

6. Question: Your RFP states that one of your goals is the “ability to interface with other local and regional data systems” and provide a “documented plan with costs for data sharing with other data systems in use at particular agencies and/or LAHSA.”

To provide a cost bid and timetable to meet this requirement, we need concrete information about the databases that you intent to integrate, and your desired method of integration. Key questions include:

c) What are the characteristics of each database [i.e. number of fields, number of data tables, number non Y/N pull-down
fields in the database]?

e) Are the technical staff in charge of these databases willing and able to assist the process of integration?

f) How often do you wish to integrate these data [real-time, hourly, daily, weekly, monthly, annually]?

h) Do you wish to migrate all or only parts of these databases? If only parts, what fields and tables do you wish to
migrate?

Response: The specific answers for each of these questions will be provided during contract negotiations. However, the City of Santa Monica is seeking an extensible, repeatable process that can be applied when circumstances require the integration of a database. Any information that vendors can supply that will allow the city to understand how they price, execute, and support both one time and regular data integrations will be useful.

7. Question: If this information is not readily available, it is possible to specify our response to this requirement during contract negotiations?

Response: Each question included in the RFP is an element the city will use in determining the best HMIS. Vendors that choose to be non-responsive to any question do so at their own risk.

8. Question: Your RFP states that one of your goals is “reduced data entry using the minimum possible number of client tracking and billing systems per agency [i.e. MediCal billing systems].”

Are we correct in interpreting this requirement as a desire to find a system that can simultaneously handle the business and compliance requirements of multiple programs [i.e. HUD Homeless Assistance, Section 8, MediCal, CSBG, First-5, WIA Homeless Program]; and track clients as they participate sequentially or simultaneously in multiple programs?

Would you please elaborate on this goal and its importance, and/or correct our assumptions as appropriate.

Response: The City of Santa Monica is seeking to reduce the number of times a client must be manually entered into a data system. Each HMIS will be evaluated, in part, on the number of systems it can make redundant. Some factors that contribute to this are ease of data element addition, ease of custom reporting, ease of interface change. There are many additional factors and an individual firm’s ability to identify and respond to them will be part of measuring the competence of each firm.

9. Question: Your RFP states that one of your goals is the “ability to track outcomes, regardless of program entry/exit status.”

Are we correct in assuming that you wish to measure and report outcomes whether or your collect HUD’s “Program-Level” intake and exit data, or for periods between intake and exit?

Would you please elaborate, and hopefully provide examples, of how you wish to track outcomes [i.e. locally defined outcome measures for individual or groups, achievement of client-specific goals, achievement of HUD and other outcome goals].

Response: In addition to tracking client data via the standard HUD APR and AHAR, the ability to track other specific outcomes at the continuum, organizational, and/or program levels facilitates the identification of which services, or interventions, are most effective. For example, how many people or what percentage completed GED classes or obtained a GED; how many or what percentage completed job search classes and/or what type of job did they obtain (hourly wage, benefits); how many or what percentage were asked to leave a program(s) for non-compliance (comparatively high non-compliance rates may reflect program rigidity for example); how many or what percentage gained and maintained sobriety for x amount of time; how many or what percentage attended or completed counseling or groups. The City of Santa Monica wishes to measure and report outcome achievement at time of program exit and during periods that fall between intake and exit, e.g., at the end of a contract term.

10. Question: Your list of required services appears to stress the need for more than the normal amount of implementation support, particularly concerning system integrations and interfaces, data conversions and report development.

Given the information presented in your RFP and responses to our questions, we can approximate the time and resource commitments required to meet your needs. However, it is almost always the case that the “devil is in the details”. Will it be acceptable to present best estimates of your service needs, subject to confirmation during the contract phase?

11. Question: One of the deliverables specified in your RFP is the “full transfer and validation of all data elements selected by the HMIS Steering Committee from old system to new system.”

To provide a cost bid and timetable to meet this requirement, we need concrete information about your legacy databases. Key questions are:

a) What are the characteristics of your legacy database [i.e. number of fields, number of data tables, number non Y/N pull-
down fields in the database]?

c) Are the technical staff in charge of this databases willing and able to assist the migration process?

d) Do you wish to migrate all or only parts of your legacy data? If only parts, what fields and tables do you wish to
migrate?

If this information is not readily available, it is possible to specify our response to this requirement during contract negotiations?

a) The database includes almost all of the HUD universal data elements, many of the HUD program data elements, non-
HUD required elements related to housing, employment, client goals, service units, and progress notes.

b) No, but current System Administrator will be available to provide documentation regarding data elements selected for
migration.

d) This will be determined based on each agency’s preference and the needs of the HMIS Steering Committee.

12. Question: One of the deliverables specified in your RFP is to “launch of new HMIS with ability to run …. All old HMIS reports that are available as of March 1, 2008 … [sample of reports currently available are provided in Exhibit H].”

With the exception of the APR and SAHAR, are examples of all required reports provided in Exhibit H? If not, can examples be provided?

Response: The Steering Committee will determine the reports that will be required during the implementation phase. Exhibit H is a sampling of some of the required reports and does not include an example of all the reports in the HMIS. The examples provided, however, reflect the key reports required to operate the programs within the City of Santa Monica system of care.

13. Question: One of the deliverables specified in your RFP is implementation “of additional reports required to meet agency and system-level reporting requirements, as established in Development and Implementation Plan.”

We’re a bit puzzled on how to respond to this requirement. If the reports specified in the Development and Implementation Plan are those specified in Exhibit H or agreed upon during contract negotiations, there is not issue. However, if this requirement is more open ended, we would have to propose a set number of hours for reports or a “work-order” process for adapting to emerging needs. Please advise.

Response: The Steering Committee will determine the reports that will be required during the implementation phase and post contract negotiations. Exhibit H is a sampling of some of the required reports and does not include an example of all the reports in the HMIS. In addition to current reports, new reports will be requested. If the new reports are variations on the existing ones and do not require new analysis of data definitions, the expectation is that no additional cost would be incurred.

14. Question: One of the deliverables specified in your RFP is the “addition of twelve [12] new programs to the HMIS.” Does “programs” refer to different organizations, sites or units within organizations [i.e. emergency shelter, substance abuse program, transitional housing]?

Response: “Program” refers to a unit within an agency (e.g. emergency shelter, transitional housing, substance abuse program, etc.).

15. Question: Your RFP requires, “that information would be entered only once into the system. Modules within the system should be integrated in real-time with each other such that batch processes are not required to transfer information from one area of the system to another unless that is the preference of City of Santa Monica.”

In the case of real-time access to cross-organizational data [i.e. data entered by users in other organizations], are we correct that this requirement is subject to your communities agreements and policies concerning data sharing?

If not please elaborate and advise.

Response: Yes, cross-organizational data sharing is contingent on local policies and agreements that take into consideration confidentiality and organizational culture. Data sharing agreements will be completed prior to the implementation, but the system must be responsive when these agreements change. Real-time exchange of information is needed across the continuum and should be automated.

16. Question: Your RFP requires that “reports are expected to be provided to the City of Santa Monica at no extra cost, as part of the software deployment.”

With the exception of the APR and SAHAR, are examples of all required reports provided in Exhibit H? If not, can examples be provided?

17. Question: Your RFP requires that “the license costs should minimally be quoted for enterprise licensing.”

Please specify your definition and expectations concerning “enterprise licensing” with as much detail as possible.

Response: Enterprise licensing is a volume license that is not user, seat or site based. If an enterprise licensing solution is available, the Vendor is expected to propose a license that meets the minimum requirements of the RFP.

18. Question: Your RFP requires that “both the end-user and technical training will be performed on-site through implementation and be performed by the vendor.”

We can accommodate your requirement for “onsite” delivery of all training. However, this would entail a higher cost for our “technical training”. In most cases our technical training is provided at our California based offices to a number of different customers. This reduces costs to our customers, provides direct access deeper array of staff and expertise, and cultivates working relations among our customers.

Response: While a few key lead staff may be available for extensive and technical training off-site, the training would be expected to be catered to the needs of the local implementation (and any proposals suggesting this must include hours/days required for this level of training). The preference is for vendor-provided training within the community and at all levels of system use, at least initially, to increase the standardization element of training.

19. Question: Your RFP states that “The City anticipates licensing and maintaining ownership for all of the necessary hardware [excluding servers for hosting HMIS application and database], software, other technologies and overall technical environment that is necessary to support the requirements defined within this RFP.”

Given your requirements for hosting/ASP services, your standard infrastructure requirements will be limited to workstations with a leading browser connected to the internet with acceptable bandwidth. Our contracts explicitly state that you own your data and that you can request copies at any time. Is this what you intend?

Response: Correct, the selected vendor would own the servers for HMIS application and database, along with hardware and software firewalls at the hosting site. In contrast, The City would license and maintain ownership of technologies, including workstations, required to operate the HMIS at the local level. The City also maintains sole ownership of all data collected by, and stored on, the HMIS servers.

20. Question: Can we obtain a listing and brief descriptions of the twelve (12) new programs to be added to the HMIS by 09/01/2008?

Response: The twelve programs represent supportive service only, emergency and transitional housing programs that belong to agencies already on the Santa Monica HMIS. The addition would add approximately 30 emergency beds and 120 transitional beds.

21. Question: Is there a specified export file format to be provided from the legacy system for use and analysis by vendors? Will the file provided be accompanied by a sufficient data dictionary for use in the migration process?

Response: Data can be exported into an MS Excel document. All tables will be accompanied by a data dictionary to be developed by the current system administrator at the time of export.

22. Question: Can the City provide an estimate of the number of additional seats it might purchase, including the number that might be added because of the 12 new programs?

Response: The City of Santa Monica is estimating an additional 50 users for both programs already on the system and the additional 12 new programs.

23. Question: Your RFP’s Functional Requirements, require that “system provides workflow functionality, automating business processes within the system. This workflow includes routing based on roles defined in the system and assigned to each user and rules determining how a process is handled.”

We are not sure about what you mean by “routing” and “rules determining how the process is handled”. Would you please provide elaboration and examples.

Response: Automated business processes specific to routing based on roles includes the routing of information at the field or screen level based on user defined roles and agreed upon access levels (graduated levels of access). For example, an intake worker may have access only to demographic and bed assignment information whereas as a case manager may have access to both of these as well as case notes and health information; a supervisor may have access to all information collected on clients by her/his staff and a manager may have access to all client information as well as reporting capabilities and other administrative functions. Routing based on roles can also delineate what actions a user can take once granted access, such as read only, edit, add new information, and print. Routing should occur at the back end and the technical description of how the information is shared or closed based on organization, program, and user role are the rules determining how the process is handled.

Reference: Multiple Simultaneous Screens [RFP Page 14, Section 4.2, Item a18].

24. Question: Your RFP’s Functional Requirements, require “multiple screens can be open simultaneously by the same user.”

Would you be kind enough to elaborate this requirement, hopefully with an example.

Response: The functionality requirement of allowing users to have several screens open at once refers to the ability to minimize, maximize, and cascade various windows at once. An example of the usefulness is one may not want to completely close out of one screen while doing case notes or data entry as information on a second and/or third screen may contain relevant information to the task at hand. Furthermore, human error may increase if one is required to close a screen before fully accomplishing a task.

25. Question: Your RFP’s Functional Requirements, require “system inquiry screens offering filtering ability to search based on any known value.”

Are you talking about reports, queries and data management tools; filters on “scroll lists” of records; or something else? Please advise.

Response: The filtering ability to search capabilities on any known value refers to the “client look-up” function to identify if a client record is already on file before adding a new one to the system.

26. Question: Your RFP’s Functional Requirements, require “Outreach management.”

Response: Outreach management refers to the ability to track services provided, or attempted, during outreach and the method and response to outreach. For example, was outreach providing food, medical, psychiatric, referrals, or other assistance? Was outreach conducted on foot in an encampment by a team of two, during rounds at a large soup kitchen by a mobile outreach team, during extreme weather events in efforts to shelter people? Was the person being outreached to, responsive and if so how? Was a referral made and if a follow-up contact is made does the person indicate referral followed-up on? On the administrative side, how many hours of client interactions versus staff travel and administrative time are logged? How many actual versus attempted interactions occur? How many clients upon intake into a homeless service provider organization reference “outreach” as source of referral.

27. Question: Your RFP’s Functional Requirements, require “all City of Santa Monica’s program and multi-program reports such as SHP, CCM, SIP, HCC, RDA, etc. that are currently automated reports in HMIS. These reports include # and % of clients served broken down by demographics, types of services provided and client goals reached.”

If examples of these reports are provided in Exhibit H, would you please designated the specific example[s]. If examples are not provided in Exhibit H, would you please provide examples of print-outs.

Response: All reports in Exhibit H are samples of currently automated reports in the Santa Monica HMIS. Many of the reports shown have the capability to provide aggregated, unduplicated report data about clients enrolled in these multi-program/multi-agency programs, regardless of the agency at which the client was enrolled. The requirement to which the question is referring is that any of the reports provided by the system have the ability to aggregate/unduplicate data across multiple agencies/programs, rather than about the creation of any specific report. The full list of automated reports will be provided during the implementation phase.

28. Question: Your RFP’s Functional Requirements, require “auto-reports of service units and cost of services provided [including auto-report of Shelter Plus Care Match].”

If an example of this report is provided in Exhibit H, would you please designated the specific example. If an example is not provided in Exhibit H, would you please provide an example print-out.

29. Question: Your RFP’s Functional Requirements, require “system evaluation auto-reports.”

Response: The Functional Requirement Page 27, Section 4.2 Item D15 refers to “System Evaluation Auto-Report” and is designated as a desired function referring to the ability to automatically generate system-wide evaluation reports across programs and agencies. This requirement is that any of the reports provided by the system have the ability to aggregate/unduplicate data across all agencies/programs in the system (“system evaluation”), rather than about the creation of any specific report.

30. Question: Section 6.3 calls for Statement of Qualifications and Experience that includes the Vendor Questionnaire and Resumes/CVs, but it does not state a page limit for this section as the others do. Is there a page limit?

31. Question: Section 6.7 calls for the implementation plan and indicates section 3.1 tasks and services, and all subsections. Does that mean sections 3.2 through 3.12 must be responded to and included in the Statement of Work/Implementation Plan?

Response: Yes. Sections 3.2 through 3.12 should be responded to and included in the Statement of Work.

32. Question: Assuming an example data set from the legacy system is not provided until the initial vendor selection is made, will the City find it acceptable to only provide an estimated cost (TBD upon contract) for the "data conversion plan."

Response: An example data set from the legacy system will be provided during contract negotiation. Any information that vendors can supply that will allow the City to understand how they price and execute the data conversion plan will be useful.