Submitted By: James Haynes
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Presentation By: James Haynes
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Department: Community Development Services
STAFF RECOMMENDATION (Motion Ready):
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Approve three-year agreement with WellSky Corporation to purchase Homeless Management Information System software in the amount of $127,839
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence.
PROOF OF PUBLICATION:
Bid released to the public: 10/14/2021; Selection Committee meeting: 12/10/2021; Presentations: 01/13/2022 and 01/14/2022.
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BACKGROUND:
On February 4, 2020, the City of Ocala and Marion County entered into an interlocal agreement creating The Joint Office on Homelessness which became the Lead Agency for the local Continuum of Care (CoC) for FL-514. Per the interlocal agreement, the City of Ocala serves as the Homeless Management Information System (HMIS) lead. The Board of Governors of the CoC instructed the City to determine the best HMIS software suited to serve the homeless population and homeless service providers of Marion County.
On October 14, 2021, City Procurement issued RFP # CDS/210943 for HMIS software and five firms responded to the solicitation. A selection committee comprised of the CoC’s Data Committee and City Homeless Prevention staff scored the solicitations based on their written proposal and shortlisted four firms for presentations. The shortlisted firms were scored on their written proposals, demonstration of the software, and a question-and-answer session about the presentations and proposals. The scoring summary is shown below:
FINDINGS AND CONCLUSIONS:
WellSky Corporation received the highest average score in the evaluation process. Staff recommends approval to enter into a three-year contract that may be renewed for two, one-year periods. The County will reimburse the City for fees associated with initial software set-up, data migration, technical support, the first year’s annual software cost, and training for City staff and community service providers. The subsequent annual cost will be paid from the HUD HMIS grant.
FISCAL IMPACT:
Revenue Source:
001-331-000-000-09-33153 $ 127,839.00
Expense:
001-060-906-554-68-68010 $ 127,839.00
PROCUREMENT REVIEW:
The agreement has been reviewed and approved for compliance with the City’s procurement policy.
LEGAL REVIEW:
The contract will be reviewed and approved for form and legality by the City Attorney, Robert W. Batsel, Jr.
ALTERNATIVE:
Council may accept staff’s recommendation or provide further direction.