To: BOARD OF SUPERVISORS
From: Social Services
Meeting Date: September 24, 2024
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Department Contact: |
Rachel Ebel-Elliott |
Phone: |
707-463-7836 |
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Department Contact: |
Megan Van Sant |
Phone: |
707-463-7733 |
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Item Type: Consent Agenda |
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Time Allocated for Item: N/A |
Agenda Title:
title
Approval of Retroactive Fourth Amendment to Agreement No. BOS-20-116 (Seventh Amendment to Agreement No. PA-18-351, SS-19-063) with WellSky Corporation, in the Amount of $54,325, for a New Total of $340,160, to Provide Subscription Services for the Homeless Management Information System, Effective July 1, 2019, through a New End Date of June 30, 2025 (Previous End Date: June 30, 2024)
End
Recommended Action/Motion:
recommendation
Approve retroactive fourth amendment to Agreement No. BOS-20-116 (seventh amendment to Agreement No. PA-18-351, SS-19-063) with WellSky Corporation, in the amount of $54,325, for a new total of $340,160, to provide subscription services for the Homeless Management Information System, effective July 1, 2019, through a new end date of June 30, 2025 (previous end date: June 30, 2024); authorize the Social Services Director or designee to sign any future amendments that do not increase the maximum amount; and authorize Chair to sign same.
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Previous Board/Board Committee Actions:
July 1, 2019, Purchasing Agent approval of Agreement No. PA-18-351, SS-19-063.
March 25, 2020, Purchasing Agent approval of First Amendment No. PA-18-351-A1, SS-19-063-A1.
August 4, 2020, Item 4(h), BOS approval of Second Amendment No. BOS 20-116.
June 22, 2021, Item 4(ak), BOS approval of Third Amendment No. BOS 20-116-A2.
June 21, 2022, Item 3(al), BOS approval of Fourth Amendment No. BOS 20-116-A3.
August 3, 2023, Department Head approval of Fifth Amendment No. SS-19-063-A5
October 17, 2023, Item 3w), BOS approval of Sixth Amendment No. BOS-20-116-A4.
Summary of Request:
WellSky Corporation (WellSky) hosts the Mendocino County Homeless Services Continuum of Care’s (MCHSCoC) Homeless Management Information System (HMIS) software. HMIS software, which is used by local homeless service providers for data collection, is required by 24 CFR Part 583, the federal regulation that establishes operational and funding requirements for the Continuum of Care program. Without an HMIS, the MCHSCoC and local homeless services providers within Mendocino County would be ineligible for mainstream federal and state homeless funding.
Effective July 1, 2019, the Mendocino County Purchasing Agent (PA) approved Agreement No. PA-18-351, SS-19-063 in the amount of $32,055, for a one-year subscription to WellSky’s Cloud Services software, through June 30, 2020. This subscription included Community Services (ServicePoint) user licenses, reporting user premium ad-hoc, and reporting user basic report viewer. Services under Agreement No. PA-18-351, SS-19-063 also included system trainings, implementation project management, software maintenance, software enhancement, customer support, software hosting, and reporting.
On March 25, 2020, the PA approved first Amendment No. PA-18-351-A1, SS-19-063-A1, increasing the total amount by $16,380 for a new total of $48,435, in order to add professional services to include one-time data importing services for “HUD CSV”, “VI-SPDAT”, and “FVI-SPDAT” data, and to add user fees for Tier I software maintenance, enhancement and client support, hosting and basic reporting.
On August 4, 2020, the Mendocino County Board of Supervisors (BOS) approved second Amendment No. BOS- 20-116-A1, increasing the total amount by $66,087.50 for a new total of $114,522.50, in order to extend the subscription another year, through June 30, 2021, with the addition of professional services to include implementation services consulting, data services payloads and customizations.
On June 22, 2021, the BOS approved third Amendment No. BOS- 20-116-A2, increasing the total amount by $66,087.50 for a new total of $180,610, in order to extend the subscription another year, through June 30, 2022, and to perform additional system improvements as needed.
On June 21, 2022, the BOS approved fourth Amendment No. BOS- 20-116-A3, increasing the total amount by $48,425 for a new total of $229,035, in order to extend the subscription another year, through June 30, 2023, and to perform additional system improvements as needed.
On August 3, 2023, the Social Services Department Head approved fifth Amendment No. SS-19-063-A5, updating Mendocino County’s name from “Mendocino County Health and Human Services Agency” to “Mendocino County Department of Social Services”.
On October 17, 2023, the BOS approved sixth Amendment No. BOS-20-116-A4, increasing the total amount by $56,800 for a new total of $285,835, in order to extend the subscription another year, through June 30, 2024, and to perform additional system improvements as needed.
The proposed seventh Amendment to Agreement No. PA-18-351, SS-19-063 (fourth Amendment to Agreement No. BOS-20-116) with WellSky, increases the total amount by $54,325 for a new total of $340,160, in order to renew subscription services (i.e. cloud services) for Fiscal Year 2024-2025, with a new end date of June 30, 2025, enabling continued use of the software, and system improvements as needed for maintenance. This agreement began prior to implementation of new contracting processes and requirements that prompted additional review that extended the approval process, causing this agreement to be retroactive.
Alternative Action/Motion:
Return to staff for alternative handling.
Strategic Plan Priority Designation: A Safe and Healthy County
Supervisorial District: All
Vote Requirement: Majority
Supplemental Information Available Online At: <https://mendocinococ.org/homeless-management-information-system-hmis>
Fiscal Details:
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source of funding: Social Services/Adult and Aging Services: $40,000; Social Services/BU 0446/Org Code VRH14/Homeless Housing, Assistance and Prevention (HHAP) Grant No. 22-HHAP-10041: $14,325 |
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current f/y cost: $54,325 for Amendment 7 ($340,160 for the full term of the Agreement) |
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budget clarification: N/A |
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annual recurring cost: N/A |
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budgeted in current f/y (if no, please describe): Yes |
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revenue agreement: No |
AGREEMENT/RESOLUTION/ORDINANCE APPROVED BY COUNTY COUNSEL: Yes
CEO Liaison: Steve Dunnicliff, Deputy CEO
CEO Review: Yes
CEO Comments:
FOR COB USE ONLY
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Executed By: Atlas Pearson, Senior Deputy Clerk |
Final Status: Approved |
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Date: September 24, 2024 |
Executed Item Type: Agreement |
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Number: 20-116-A5 |
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