Broward County Commission Regular Meeting
Director's Name: Tara Williams
Department: Human Services Division: Administration
Information
Requested Action
title
MOTION TO APPROVE Fourth Amendment to the Agreement between Broward County and WellSky Corporation for Homeless Management Information Systems (HMIS) Software License, Maintenance, and Support, Contract No. A0905401G2_1, for the Housing Options, Solutions, and Support Division (HOSS-D), to extend the contract for up to three additional one-year renewal periods, and to increase the total not-to-exceed contract amount by $390,000; and authorize the Mayor and Clerk to execute the same.
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Why Action is Necessary
In accordance with Section 21.53(a) of the Broward County Administrative Code, a County contract shall not exceed five years in duration without the express approval of the Broward County Board of County Commissioners (“Commission”).
What Action Accomplishes
Provides for a contract extension and additional funding for the continuation of support to Broward County’s existing Homeless Management Information Systems (“HMIS”) solution.
Goal Related Icon(s)
☒County Commission
☐Go Green
☐MAP Broward
Previous Action Taken
None
Summary Explanation/Background
THE HUMAN SERVICES DEPARTMENT RECOMMENDS APPROVAL OF THE ABOVE MOTIONS.
This action supports the Commission’s value of “building partnerships and working collaboratively with others to meet shared objectives,” and the goal of “delivering accessible human services that holistically address the whole person collaboratively and compassionately.”
Broward County Human Services Department (“HSD”) is composed of several divisions that provide numerous services to the residents of Broward County through innovative and integrated health and human services programs in collaboration with public and private partners. The Housing Options, Solutions, and Supports Division is Broward County’s Homeless Continuum of Care (“HCoC”) lead agency responsible for programs, policies, community outreach, and interdepartmental collaboration for individuals and families experiencing, or at imminent risk of, homelessness in Broward County.
On May 7, 2013, (Item No. 25), the Commission approved an Agreement between Broward County and Bowman Systems LLC, to provide access to HMIS software, including upgrade services, support and maintenance services, and optional services, in the total not-to-exceed amount of $698,071, for an initial one-year term, and four one-year renewal options.
On June 5, 2018, (Item No. 10), the Commission approved the First Amendment, which adopted the name change from Bowman Systems, L.L.C. to Mediware Information Systems, Inc., added five additional one-year renewal terms and provided funding for the additional five years.
On December 10, 2019, (Item No. 7), the Commission approved the Second Amendment, which adopted the name change from Mediware Information Systems, Inc., to WellSky Corporation, and increased the not-to-exceed amount of the agreement.
On May 29, 2024, Amendment No. 3 was approved by the Purchasing Director which extended the agreement for one year with the not-to-exceed amount of $125,000/annually, with the intent that HSD would begin a Request for Proposal (RFP) process within that year. However, the RFP process did not occur. There are two primary factors which have attributed to the delayed RFP release. HUD has exponentially increased data standards since the inception of this solution in 2013. Additionally, the County’s RFP process has expanded to include independent County agency reviews and vetting of standards contained in the solicitation documentation. The Office of Evaluation and Planning staff has worked with representatives from internal county agencies, HUD, and HCoC to refine solicitation components to ensure that County and HUD requirements are adequately represented. Given the complexity of HUD’s data standards, reporting requirements for HCoC, and the required data quality review of 40+ service providers, the RFP solicitation packet approval process had to undergo a comprehensive and thorough review; it is anticipated to be finalized and released by June 2025.
The purpose of the Fourth Amendment to the Agreement is to allow for three additional one-year optional renewal terms with the not-to-exceed amount of $130,000/annually. This will allow sufficient time for the department to complete the procurement process, which includes vendor reviews and final selection, and sufficient time for new project implementation and migration from the existing solution if a new vendor is selected.
Source of Additional Information
Robin Floyd, Evaluation and Planning Administrator, Human Services Department 954-357-7895
Ricardo Moore, Information Systems Manager, Human Services Department 954-357-5882
Fiscal Impact
Fiscal Impact/Cost Summary
The Fourth Amendment includes a not-to-exceed amount of $390,000 for up to three (3) years. The associated costs for the solution are paid out of grant funding from the U.S. Department of Housing and Urban Development.