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

ID: 21250124154600 • State: Pennsylvania
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Description

As the HMIS Lead for the Philadelphia Continuum of Care, OHS is looking for a system that will require a minimum of customization and will better accommodate its data collection requirements. A hosted, web-based software solution based on current industry standard coding languages and architecture for the frontend, backend, and database development platforms is preferred. The successful Respondent will have a focus on system migration which should include data profiling, conversion routines, test scenarios and reporting, and data migration validation. Through the HMIS, data on homelessness is collected and reported including counts, use of services and effectiveness of local homeless assistance. The HMIS also enables OHS to participate more fully with other City of Philadelphia Health and Human Services departments to identify areas where we can collectively improve coordinating efforts to better help our most vulnerable citizens. In addition, through the HMIS, OHS will be able to comply with data reporting requirements of other federal partners such as the Veterans' Administration and Runaway Homeless Youth. The contact person for this RFP is Diana.H.Rivera@phila.gov. Please email all questions by the due date so they can be posted here. This RFP has been extended to Tues. 5/27/25 5 pm Phila.,PA local time.
Background
The Office of Homeless Services (OHS) in Philadelphia is the lead agency for the city's homeless response system. OHS aims to make homelessness rare, brief, and non-recurring. They are seeking proposals for a web-based Software-as-a-Service (SaaS) solution for their Homeless Management Information System (HMIS). The goal is to implement a system that complies with HUD HMIS Data and Technical Standards while leveraging modern technology to enhance data collection and reporting on homelessness in Philadelphia.

Work Details
The selected vendor will provide a hosted, web-based software solution that requires minimal customization. Key components include:
- Compliance with HUD and Federal Partner expectations for data collection and HMIS system functionality.
- Support for key workflows such as Coordinated Entry, Homelessness Prevention, Shelter Operations, Permanent Housing Program Operations, Provision of Supportive Services, CoC Administration, and Non-HMIS Projects.
- Robust user management features including troubleshooting capabilities, bulk record updates, data correction functionalities, user license management, and tracking of user access.
- Secure data exchange capabilities with external systems.
- Comprehensive security measures including disaster recovery plans and enhanced security for sensitive information like social security numbers.
- Well-organized documentation that is regularly updated to reflect system changes.
- Post-deployment service level requirements ensuring 99% system uptime and timely notifications of planned downtimes.
- System migration services including data profiling, conversion routines, test scenarios, reporting, and validation.

Period of Performance
The contract is expected to commence on January 1, 2026. Proposals are due by May 23, 2025.

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

Bidder Requirements
Vendors must comply with the City’s Antidiscrimination Policy regarding participation by Minority Business Enterprises (MBE), Woman Business Enterprises (WBE), and Disabled Business Enterprises (DSBE). Applicants must disclose any campaign contributions made to local Philadelphia elected officials as per Chapter 17-1400 of The Philadelphia Code. Additionally, vendors must submit proposals electronically through eContract Philly.
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Overview

Agency
24 - Office of Homeless Services Logo Philadelphia Office of Homeless Services [PA]
Opportunity Type
Request for Proposals
Opportunity ID
21250124154600
Version
1
Response Deadline
May 27, 2025 Past Due
Date Posted
April 21, 2025
Est. Value Range
Experimental
$500,000 - $2,000,000 (AI estimate)
Agency Distribution
High
Source
Open
On 4/21/25 24 - Office of Homeless Services in Pennsylvania issued Request for Proposals HMIS Software Solution & System Migration Services for Enhanced Data Collection and Reporting with ID 21250124154600 due 5/27/25.

Contacts

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Documents

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

Classifications

Opportunity Classification
Professional Services
NAICS
561320 - Temporary Help Services
513210 - Software Publishers
541930 - Translation and Interpretation Services

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