The vendor required to provide homeless management information system (HMIS) platform capable of supporting all HUD-mandated data collection, management, and reporting requirements, integrating all legacy data, and interfacing with the continuum of care (COC’s) “show the way” software and SimTech solutions data dashboards.
- General tasks
• The design, implementation and support of an HMIS system for the county COC,
• Training, supporting and working with private, nonprofit, and public homeless service providers; and
• The execution of data conversion and migration to new application, data validation and quality assurance.
• The system must support merging two existing coordinated entry (CE) programs while preserving all historical data, assessment records, referral history and prioritization lists.
• The vendor must provide technical guidance and staff support during the CE merge process and the CE workflow must accommodate multiple access points, assessment types and prioritization logic.
- Regulatory compliance
• Vendor and product ongoing timely compliance with all relevant housing and urban development (HUD) required data collection structures and reporting modules;
• The provision and support of software that facilitates the full and accurate collection of all HUD-mandated data elements;
• Future modifications to the software to ensure ongoing compliance of the latest HUD data standards, HMIS regulations and national best practices.
- Security and privacy
• Providing a system that includes security functions to ensure protection of client confidentiality. Security features.
• User authentication (no concurrent access)
• Virus protection with auto-update
• Servers that include data encryption and transmission encryption
• Public access and location controls
• Backup and data disaster recovery
• System monitoring
• Secure disposal
• Automated monitoring and audit trail
• Ability to define and amend user access levels to client information and
• Access restrictions based on user role and permissions are enforced consistently throughout the software solution including reporting, data sharing and export features.
• System shall comply with HUD HMIS data standards and those of the city
- Core functionality
• An intuitive, easy to understand and efficient workflow that minimizes the burden on front end users
• A user interface that is easy to navigate and provides consistent page views
• Capacity for document generation—readable, printable blank forms and completed forms
• The system must support electronic service plans including individual service plans (ISPS), goal setting and tracking and case notes (where all services must be reportable at project, agency and COC levels.
• Document upload storage-for consent forms, verifications, rental agreements, stabilization plans, etc.
• Built-in measures to prevent data entry mistakes and back-end reporting to identify data entry errors and guide data cleanup for users
• Software with case management tools for recording case notes, follow up, query on no contact within number of days
• A referral system and referral tracking
• Robust deduplication measures to identify and prevent duplicate client entries, and
• Matching functionality to deduplicate records across agencies (not dependent upon data sharing).
• Vendor must provide staff support for:
o Setup of new projects
o Setup of project activities and services
o Adjustment or modification of workflows
o Contracted support hours for data entry error resolution, anomaly investigation, user support for data entry issues and ongoing system configuration assistance with guaranteed ticket response times.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: February 4, 2026
