OhioMHAS Projects for Assistance in Transition for Homelessness and Homeless Management Information Systems (HMIS) Consultant

Agency: State Government of Ohio
State: Ohio
Type of Government: State & Local
NAICS Category:
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Mar 12, 2025
Due Date: Mar 26, 2025
Solicitation No: SRC0000028769
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Description

Solicitation ID: SRC0000028769
Solicitation Name: OhioMHAS Projects for Assistance in Transition for Homelessness and Homeless Management Information Systems (HMIS) Consultant
Original Begin Date: 3/12/2025 12:00:00 AM
Begin Date: 3/12/2025 12:00:00 AM
End Date: 3/26/2025 2:00:00 PM
Inquiry End Date: 3/24/2025 2:00:00 PM
Commodity: Project management
MBE Set Aside: MBE Set Aside
Agency: DMH104209 FINANCIAL MGMT - HCM ONLY JRST11
Solicitation Status: Open for Bidding
Solicitation Type: Request For Proposal (RFP) (Double Envelope)

Solicitation General Information
In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response
Solicitation ID
SRC0000028769
Solicitation Name
OhioMHAS Projects for Assistance in Transition for Homelessness and Homeless Management Information Systems (HMIS) Consultant
RFx Type
Request For Proposal (RFP) (Double Envelope)
Lot #
1
Solicitation Status
Open for Bidding
Round #
1
MBE Set Aside
Begin Date
3/12/2025 12:00:00 AM (EST)
Amendment?
End Date
3/26/2025 2:00:00 PM (EST)
Inquiry End Date
3/24/2025 2:00:00 PM
Summary
  1. MISSION & GUIDING PRINCIPLES
The mission of the Ohio Department of Mental Health and Addiction Services (OhioMHAS) is to provide statewide leadership of a high-quality mental health and addiction prevention, treatment and recovery system that is effective and valued by all Ohioans. OhioMHAS strives to be a national leader in implementing a comprehensive, accessible, and quality-focused system of addiction and mental health care and wellness for all Ohio citizens.
  1. PURPOSE
The Ohio Department of Mental Health and Addiction Services ( Ohio MHAS) is seeking proposals from qualified contractors to provide Homeless Management Information System (HMIS) technical assistance and training to the Projects for Assistance in Transition from Homelessness (PATH) providers to improve the quality, efficiency, and outcomes of services for people experiencing homelessness.  The objectives for this project are: 1) To ensure effective use of HMIS; 2) Compliance with regulatory requirements; 3) Improve Data Quality; 4) Enhance coordination with the Continuum of Care (CoC); and 5) Improve Outcomes.
  1. BACKGROUND
In 2014, the Department of Housing and Urban Development (HUD) required the use of HMIS for all PATH programs. The implementation of HMIS for PATH programs allowed for more standardized and comprehensive data collection across services providers, contributing to a more effective and streamlined approach to addressing homelessness.  In Ohio, the CoC is the local planning body that coordinates homeless services and one of its key resposibilities is oversight of the implementation and management of HMIS.  There are nine CoC’s in Ohio each of them have separate HMIS systems and separate HMIS vedors.  Because there is not centralized oversight of HMIS data, this can cause inconsistent data reporting across the state.  In addition, some of the CoC’s support the HMIS PATH Data Standards and some do not causing data quality issues.
  1. SCOPE OF WORK AND DELIVERABLES
The PATH Project Director is looking to hire a contractor to assist PATH providers with their HMIS data entry, assist with resolving warnings and errors in their reports and enhance coordination with the CoC. The contractor will fulfill the following deliverables:

1) Conduct needs assessment and submit report including a timeline to address each deliverable.  The contractor should conduct meetings with PATH providers, Behavioral Health Boards, CoC HMIS Administrators, and the State PATH Contact (SPC) to understand the individual needs of each provider.

2) Develop a training plan tailored for each PATH provider.  This should include both initial and ongoing training needs.

3) Provide technical assistance and training to each PATH provider based on the individual training plan.

4) Ensure consistent reporting and increased data quality for all PATH providers.

5) Work with CoC HMIS Administrators to provide training and technical assistance to ensure they are following the PATH data standards
  1. MINIMUM QUALIFICATIONS OF CONTRACTOR
The ideal candidate will have experience consulting with a statewide PATH program on the specific deliverables outlined in Section IV.
Contractor shall not be subject to an “unresolved” finding for recovery under Section 9.24 of Ohio Revised Code.
Process
  1. Evaluation Process

OhioMHAS’s evaluation process of responses submitted to this request may consist of up to four distinct phases:
  1. OhioMHAS’s initial review of all proposals for timely submission;
  2. An evaluation committee review of the proposals for defects and scoring;
  3. OhioMHAS’s request for more information (clarifications, interviews, presentations, and/or demonstrations); and,
  4. Negotiations or best offer requests.

At its sole discretion, OhioMHAS will determine whether phases three and/or four are necessary under this RFP, reserving for itself the ability to eliminate or add phases three or four at any time during the evaluation process. OhioMHAS may add or remove sub-phases to phases 2 through 4 at any time if MHAS believes doing so will improve the evaluation process.
  1. Proposal Evaluation Criteria

In the proposal evaluation phase, OhioMHAS staff or reviewers selected by OhioMHAS (the committee) will rate the proposals submitted in response to this RFP based on the following criteria and weight assigned to each criterion.
Evaluation Criteria Weight Rating Extended Score
Proposal includes cover sheet, funding amount requested, and a brief abstract. 5
Proposal contains a detailed description of the activities to be conducted by the consultant to complete the requested scope of work. 20
Proposal describes the consultant’s qualifications to conduct the identified scope of work activities. 20
Proposal provides examples of previous work similar to the scope of work requested.  Examples include a demonstrated understanding of PATH reporting requirements and providing HMIS technical assistance and working w 20
Three references included who can speak to the experience of the consultant in conducting projects of similar scope. 20
Detailed timeline is reasonable and demonstrates that they can meet the target date of completion. 10
Detailed budget and budget narrative included with no errors. 5
Total: ____/500










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