Memorandum
Date: November 17, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Todd Metcalf, M.P.A.
Behavioral Health Services Director
Subject: (a) Waive the formal bidding process pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods or services; and (b) Approve Agreement between the County of Lake and Social Service Data Solutions, Inc. DBA Decipher HMIS and Impact Homelessness Project for the Coordination of Activities involved in the Compliance with the Lake County Continuum of Care Homeless Management Integration Software for Fiscal Year 2020-21 for a contract maximum of $54,300.00 and authorize the Board Chair to sign the Agreement.
Executive Summary: Attached for your review is the Agreement between the County of Lake and Social Service Data Solutions for the Coordination of Activities involved in the Compliance with the Lake County Continuum of Care Homeless Management Integration Software for Fiscal Year 2020-21. LCBHS is the lead administrative agency for the Lake County Continuum of Care (CoC). One of the federal requirements of CoCs is to have a Housing Management Information Systems (HMIS), which therefore falls under the responsibility of LCBHS. In order to have our HMIS system running effectively, LCBHS requires the expertise of a consulting firm that specializes in HMIS, including customizing the setup to our community, training our community agencies in how to use it, and training our administrator in how to maintain the system and provide the required reporting to HUD and for grant compliance.
If not budgeted, fill in the blanks below only:
Estimated Cost: $54,300.00 Amount Budgeted: $54,300.00 Additional Requested: $0 Future Annual Cost: TBD
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☒ Well-being of Residents ☐ Public Safety ☐ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested? 38.2
How long has Agreement been in place? New this year
When was purchase last rebid? N/A
Reason for request to waive bid? Unique Nature of Goods/Services
Recommended Action: (a) Waive the formal bidding process pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods or services; and (b) Approve Agreement between the County of Lake and Social Service Data Solutions, Inc. DBA Decipher HMIS and Impact Homelessness Project for the Coordination of Activities involved in the Compliance with the Lake County Continuum of Care Homeless Management Integration Software for Fiscal Year 2020-21 for a contract maximum of $54,300.00 and authorize the Board Chair to sign the Agreement.