COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

DATE:

January 23, 2004

BOARD MEETING DATE:

February 24, 2004

TO:

Honorable Board of Supervisors

FROM:

Maureen D. Borland, Director, Human Services Agency

Kathryn Ciamarro, Director of Automation

SUBJECT:

Second Amendment to an Agreement with Deloitte Consulting to Develop the Homeless Management Information System

Recommendation

Adopt a Resolution:

1.

Waiving the Request for Proposal process; and

2.

Authorizing the execution of a Second Amendment to the Agreement with Deloitte Consulting. The Second Amendment increases the amount of the Agreement by $375,000, for a total obligation of $1,844,005, and extends the term to December 1, 2004.

Background

In partnership with the Human Services Agency (HSA), Deloitte Consulting has successfully developed a centralized web-based Alcohol and Other Drug Services (AOD) application to manage its AOD clients and providers. The DAISY application was implemented in May 2003. A First Amendment was approved on June 24, 2003 to incorporate HIPAA legislation and to implement an open system infrastructure that enabled the application to be extended to allow automation of other programs and services within the HSA.

Discussion

This Second Amendment to the Deloitte Agreement is for the development of the Homeless Management Information System (HMIS).

In 2001, Congress directed the U.S. Department of Housing and Urban Development (HUD) to collect unduplicated data on the extent of homelessness at the local level. [H.R. Report 106-988; Senate Report 106-410]. Compliance with the Federal mandate to collect and report on homeless data is required by October 2004. The County coordinates the application for the federal McKinney Vento funding that supports the homeless shelter programs. All recipients of the federal funding are required to participate in the HMIS.

The HSA, in anticipation of the need to continuously provide more integrated, comprehensive client information for the purpose of strategic planning, purposely built an application (DAISY) that could be expanded to address additional business needs over time. The investment in the DAISY application provided the foundation on which to build additional capacity for the decentralized collecting and sharing of service provider and client information.

With approval of this Second Amendment, the County will meet its obligation to HUD in a cost-effective, efficient manner by leveraging the infrastructure put in place with the DAISY application. Additionally, the County will have developed an application that is flexible and scalable to allow easily for system enhancements and modifications.

To every extent possible, it is the intention of the HSA to internally develop the skill sets necessary to provide for future system development with the use of existing resources.

County Counsel has reviewed and approved this Second Amendment as to form. Risk Management has reviewed and approved Contractor's insurance for this Agreement. In addition, the Information Services Department (ISD) has reviewed and approved this Amendment.

Vision Alignment

The Agreement with Deloitte Consulting keeps the commitment of: Responsive, effective, collaborative government and goal number 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.

This Agreement is also aligned with goal number 21: "County employees understand, support and integrate the County vision and goals into the delivery of services". This Agreement contributes to this commitment and goal since Deloitte Consulting will assist the Human Services Agency in developing a system to track the homeless population of San Mateo County.

Fiscal Impact

This Amendment increases the Agreement amount by $375,000, for a total obligation of $1,844,005. The new term of the Agreement is November 1, 2002 to December 1, 2004. The Amendment amount of $375,000 was included in the HSA's Adopted Budget for FY 2003-04. Of this $375,000, $60,000 is funded with Community Development Block Grant (CDBG) revenue, and $315,000 will be cost-applied to other benefiting programs throughout the HSA. The Net County Cost is estimated at $94,500. An application to the Packard Foundation for $50,000 is currently being processed which, if awarded, will further reduce the Net County Cost.