Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Claire Cunningham, Director, Human Services Agency
Subject: Second Amendment to the Agreement with Bitfocus, Inc.
RECOMMENDATION:
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Adopt a resolution authorizing a second amendment to the agreement with Bitfocus, Inc., to provide Clarity Human Services Homeless Management Information System Services by adding $748,851 for a revised total obligation amount not to exceed $1,569,376 and to extend the term of the agreement through June 30, 2028.
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BACKGROUND:
On April 15, 2022, Human Services Agency (HSA) released a Request for Proposals for a Homeless Management Information System (HMIS) and Bitfocus, Inc., was selected to continue to provide these services. After obtaining Board approval on June 13, 2023, by Resolution No. 079750, the County entered into an agreement with Bitfocus, Inc., to provide Clarity Homeless Management Information System Services (HMIS) system services for the term of July 1, 2023, to June 30, 2026, for a total obligation amount not to exceed $639,987.
On June 25, 2024, by Resolution No. 080520, the agreement with Bitfocus, Inc., was amended to add $180,538 in funds for a revised total amount not to exceed $820,525.
Bitfocus, Inc., provides access to and technological support of Clarity. Clarity is used by the HSA and homeless service providers to meet the United States Department of Housing and Urban Development (HUD) requirements related to the HMIS data and reporting. Additionally, Clarity is used by the Core Service Agencies to collect information and track services provided.
DISCUSSION:
This proposed amendment would add $748,851 in funds for a revised total amount not to exceed $1,569,376 and extend the term of the agreement through June 30, 2028 for the continuation of HMIS services, as required by HUD, with sufficient funding for the extended term.
Bitfocus, Inc., will continue to provide the Clarity system, to include user licenses, compliance with HUD, tools to support all required HUD reporting, data analysis tools, and a training site for homeless service provider staff to learn how to use the system.
The amendment and resolution have been reviewed and approved by the County Attorney as to form.
The resolution contains the County’s standard provisions allowing amendment of the County’s fiscal obligations by a maximum of $25,000 (in the aggregate).
PERFORMANCE MEASURES:
|
Measure |
FY 2025-26 Estimate |
FY 2026-27 Target |
FY 2027-28 Target |
|
Customer Satisfaction |
86.4% of respondents rate system good or better |
80% of respondents rate system good or better |
80% of respondents rate system good or better |
|
System availability |
99.98% |
99.9% |
99.9% |
COMMUNITY IMPACT
Clarity contributes to a higher level of services to vulnerable County residents by increasing the County and provider’s abilities to collect, analyze and report on information regarding services, trends, and outcomes.
FISCAL IMPACT:
This amendment increases the obligation amount by $748,851 for a new total obligation amount not to exceed $1,569,376. The amendment will be funded with HUD Unsheltered HMIS grant funds, Measure K sales and use tax revenue funds, and HHAP funds. There is no Net County Cost associated with this Agreement.