Street Outreach Data Management System

The Vendor is required to provide street outreach data management system capable of supporting the operational, analytical, and compliance needs of the county’s outreach and engagement program.
- System functional requirements
1. Referral intake and dispatch management
• The system shall include a centralized intake and dispatch module designed to manage all outreach referrals received to the program.
• This component will serve as the primary mechanism for logging requests/referrals for street outreach response and coordinating field deployment.
• The system must support an intake process of referrals from multiple sources including but not limited to:
• County agencies/departments and board of supervisor offices
• Municipal governments
• Law enforcement agencies
• Community partners
• Healthcare providers
• General public
• The system must allow staff to record detailed referral information including location, urgency level, presenting concerns, and any known safety considerations.
• The dispatch element must enable program staff to:
• Assign outreach teams to field responses
• Monitor response times and engagement outcomes
• Track referral status from intake through a successful solution
• Maintain communication logs related to referral follow-up
• Provide status updates to referring partners
2. Geographic mapping and field operations support
• Real-time tracking of referral locations
• Identification and tracking of homeless encampments
• Visualization of service “hot spots” and outreach activity clusters
• Mapping of outreach team coverage including service planning areas, cities, zones
• Integration of community resource locations such as shelters, clinics, and service providers
• Routing and navigation tools for outreach teams
• Geographic tagging of outreach engagements and service delivery
3. Client engagement and case activity tracking
• Unique client identification numbers
• Demographic and engagement data collection fields
• Documentation of outreach contacts and engagement attempts
• Detailed case notes and narrative documentation
• Tracking of referrals offered and linkages completed
• Upload and storage of relevant documents
• Client engagement timelines
4. Shelter bed reservation and placement management
• Visibility into available beds by shelter provider and location
• Reservation workflows for outreach referrals from various referral parties
• Tracking of bed assignments and placement outcomes
• Communication tools for coordination with shelter operators
• Real-time updates to bed availability
5. Encampment and hotspot monitoring
• Mapping of encampment locations
• Estimated population counts
• Documentation of outreach visits to encampments
• Historical tracking of encampment activity
• Ability to generate reports on encampment trends over time
• Ability to upload pictures/reports
6. Reporting, data analytics, and performance monitoring
• Referral volume and response metrics
• Outreach contacts and engagement outcomes
• Services delivered, and referrals made
• Shelter placement statistics
• Housing placement outcomes
• Geographic trend analysis
• Encampment activity trends.