Homeless Management Information System Software

The vendor is required to provide homeless management information systems (HMIS) software as a service (SaaS) to both meet all department continuum of care (COC) requirements and federal reporting and improve data workflows to support care coordination and coordinated entry efforts in the broader aim to prevent and end homelessness in county.
- HMIS software as a service (SaaS)
•    HMIS software in full compliance with department HMIS data standards and all federal partner expectations and requirements related to HMIS 
•    Enable secure data collection, reporting, and real-time or near-real-time access 
•    Support coordinated entry system (CES) workflows and care coordination 
•    Provide role-based access controls and configurable data sharing protocols 
•    Integrate modules seamlessly to avoid duplicative data entry and reduce manual processing 
•    Maintain support for all department -mandated reports and ensure compliance as requirements evolve
- Report development and customization
•    Develop and maintain canned reports required by department
•    Plan, prepare and coordinate with wake COC service providers and users to ensure timely delivery of reports with full technical documentation and audit capability 
•    Allow ad-hoc report generation with training and support for local HMIS admin staff at the COC lead agency 
•    Include tools for auditing user behavior and historical data changes 
•    Offer customization services with documentation and QA testing of modifications 
•    Disclose potential impacts of customizations on system upgrades in the proposal, including visibility and reporting impacts.
- System interfaces and integrations
•    Be in full compliance with department HMIS data standards and all federal partner expectations and requirements related to HMIS, including reporting. 
•    Support automated and manual import and export utilities with defined data specs and transaction receipts 
•    Enable seamless integration of internal modules, eliminating manual and batch processes 
•    Allow flexible client profile management and sharing configuration 
•    Include a description of required integration services and vendor experience with these implementations
•    Capacity for secure data exchange with external systems, such as healthcare providers and other participating COC agencies.
- Training and knowledge transfer
•    A comprehensive training plan across five areas:
o    End user training (including train-the-trainer methodology)
o    System administrator training
o    Standard report utilization
o    Custom report creation
o    Technical training (e.g., database schema, programming)
•    A training site, sandbox, or learning management system (LMS) for hands-on testing with a documented update schedule
- System documentation and support materials
•    Provide user manuals and on-screen help tools at deployment and during system updates
•    Option to provide learning management system (LMS)
•    Deliver technical documentation including:
o    Server and database design
o    Visibility and data sharing structures
o    Data dictionary with field definitions and relationships
o    Reporting architecture
o    Application and technical architecture
- Security and privacy
•    Provide sufficient security protocols with regards to securing website connections, authenticating server identities, maintaining data integrity between transmission, user inactivity time-outs, and user password updates
- Hosting and system infrastructure
•    Host the HMIS solution in a secure, scalable environment
•    Provide services including:
o    Regular, validated data backups
o    Software patches, upgrades, and system maintenance
o    Database monitoring and performance tuning
o    Department security compliance across all layers
o    Disaster recovery strategy
o    Reporting on server activity and service levels.

- Questions/Inquires Deadline: October 23, 2025