HMIS Software Solution & System Migration Services for Enhanced Data Collection and Reporting

Background
The Office of Homeless Services (OHS) in Philadelphia is seeking proposals for a web-based Software-as-a-Service (SaaS) solution for the Homeless Management Information System (HMIS). The goal is to enhance data collection and reporting capabilities to better serve the city's homeless population. The current HMIS has been operational since 2018 and is crucial for understanding and improving homelessness reduction efforts. The system must comply with HUD HMIS Data and Technical Standards, ensuring it meets both current and future requirements.

Work Details
The selected vendor will provide a hosted, web-based software solution that requires minimal customization. Key functionalities include compliance with HUD standards, optimal user experience across various workflows (e.g., Coordinated Entry, Shelter operations), robust user management features, secure data exchange capabilities, comprehensive documentation, and a disaster recovery plan.

The vendor must also accommodate system conversion involving data profiling, migration routines, test scenarios, and validation.

Period of Performance
The contract is expected to commence on January 1, 2026, following the selection process which includes proposal reviews from May 27 to May 30, 2025.

Place of Performance
The services will be performed in Philadelphia, Pennsylvania.

Bidder Requirements
Applicants must comply with Chapter 17-1400 of The Philadelphia Code regarding campaign contributions. They are encouraged to engage Minority/Woman/Disabled-Owned Business Enterprises (M/W/DSBEs) in their proposals. A fixed price proposal is required that includes all costs associated with the project. Applicants must also provide evidence of their qualifications and experience in similar projects.