Montgomery County RFP 25-65 Department of Health and Human Services Office of Housing and Community Development & Office of Performance & Planning Homeless Management Information System (HMIS) and Data Consultant Introduction Montgomery County is located approximately twenty miles west of Center City Philadelphia, PA. Governed by a three-member Board of Commissioners, the County government is a large diverse organization whose mission is to provide quality services in an efficient and cost-effective manner.

Montgomery County, with nearly 861,000 residents, is the third most populated county in the Commonwealth of Pennsylvania. Some of the services the county government provides its citizens include health and human services, a highly regarded community college, an outstanding park and historic site system, and a judiciary recognized as one of the Commonwealth’s finest.

The Montgomery County Department of Health and Human Services (HHS) offers a full continuum of services to ensure the health, safety and well-being of county residents. The Department serves children, families, young adults, adults and older adults through its offices which include: Children and Youth, Community Connections, Drug and Alcohol, Early Learning Resource Centers, Housing and Community Development, Mental Health/Developmental Disabilities/Early Intervention, Public Health, Senior Services, behavioral health managed care services, and Veterans Services. Strategic Offices for the Department support dissemination of important health information and quality and compliance. HHS is fully integrated to provide seamless, coordinated care delivery all focused on enhancing the health and well-being of the residents of Montgomery County.

The Montgomery County HHS Office of Housing and Community Development (OHCD) administers the Your Way Home Public-Private Partnership, which was founded in 2014. This initiative brings together a diverse group of partners, including county agencies, nonprofit organizations, philanthropic foundations, property owners, faith-based groups, advocates for the homeless, individuals with lived experience, and other community stakeholders. All share the common goal of eliminating and preventing homelessness in Montgomery County. Your Way Home unites funders, service providers, property owners, and community partners to enhance housing stability, economic security, and health for those at risk of or experiencing homelessness.

The Your Way Home PA-504 Continuum of Care (CoC) Governing Board, comprised of elected representatives including funders, service providers, community partners, advocates, and people with lived experience, is responsible for ensuring that the CoC implements any and all plans, goals, activities, or actions steps reported to the United States Department of Housing and Urban Development through the CoC funding application and/or through any other reporting mechanism. It is also the responsibility of the Governing Board to approve the methodology of the Point-In-Time Count of persons experiencing homelessness. The CoC Governing Board also acts as the local Emergency Food and Shelter Program (EFSP) Board. For more information, please visit www.yourwayhome.org.

Scope of Work The County of Montgomery is seeking proposals from highly experienced Consultants to provide comprehensive advising, training, and technical assistance (TA) in support of the County’s Homeless Management Information System (HMIS) and overall data management strategy for the Continuum of Care (CoC). The consultant will play a key role in supporting the County’s capacity to collect, manage, analyze, and report high-quality data on homelessness in compliance with federal, state, and local regulations.

This engagement will focus on enhancing the effectiveness of HMIS implementation, improving data quality and system performance, and ensuring timely and accurate reporting to HUD and other entities. The consultant will provide tailored support and direct assistance to the County, including training, problem-solving, and technical guidance related to data collection, reporting requirements (e.g., SPMs, PIT/HIC, LSA, APRs), and compliance with HUD’s HMIS Data Standards and CoC Program requirements. The consultant shall comply with all applicable policies and procedures established by the County and the Your Way Home initiative, as well as all relevant laws, contractual obligations, rules, and regulations.

Additionally, the consultant will help ensure the County remains responsive to emerging data needs, maintains strong system oversight, and leverages HMIS data to inform planning, performance evaluation, and funding efforts. This contract is for the provision of HMIS and data advising services, focusing on:

· Ongoing technical assistance and problem-solving

· HUD-required reporting and submissions

· Local data capacity-building efforts

· Support for CoC planning and performance monitoring

· Training and system performance improvement The selected consultant will work in close partnership with OHCD staff, HMIS leads, and homeless service providers to address evolving needs, enhance data quality, improve system performance, and ensure compliance with relevant standards and regulations. At a minimum, the consultant must be available during the County’s standard business hours, Monday through Friday, 8:00 AM to 5:00 PM. The County anticipates requiring up to 10 hours of support per week, with additional availability as needed for time-sensitive or urgent matters.

Requirements Proposals must demonstrate the ability to provide all services outlined in the Scope of Work General Firm Information Please provide a brief overview of your firm, including, but not limited to, the following details: the names of the principal(s) in the firm, the contact information (name, phone number, and email address) for a representative authorized to discuss your proposal, and the addresses of all your firm’s offices. Additionally, please include the total number of employees working at your firm.

Experience and Resources Describe your firm’s capabilities and experience, particularly as they relate to the Scope of Work for this project. Highlight your firm’s capacity to carry out the tasks outlined and include information about the number of successful projects. Applicants are also encouraged to describe their hands-on experience with HUD-compliant HMIS platforms (e.g., Bitfocus Clarity, Apricot), and any involvement in planning, coordinating, or supporting PIT Counts. Additionally, applicants should highlight their analytical skills, ability to interpret performance metrics, and experience communicating data insights to both technical and non-technical stakeholders.

Provide a list of the principals and associates from your firm who will be involved in providing services to the Montgomery County Office of Housing and Community Development (OHCD) and the PA-504 CoC/EFSP Governing Board. Include appropriate background information for each individual, outlining their roles and responsibilities in this project.

Applicants should have advanced proficiency in Microsoft Excel and experience using data visualization tools and data extraction tools. The consultant must be capable of producing clear, professional reports and presentations suitable for publication. Proposals should also address the consultant’s ability to maintain secure data practices in compliance with HIPAA and HUD HMIS privacy standards, including the ability to sign data use agreements or MOUs. Strong project management skills are required, including the ability to meet deadlines, maintain documentation, and collaborate using tools like Microsoft Teams.

Additionally:

Identify any potential conflicts of interest that may arise from your firm’s business activities or ventures, including the involvement of any firm associates, employees, or subcontractors who may hold positions on the board of directors of any organization likely to interact with the PA-504 CoC/EFSP Governing Board. If there are no such conflicts, kindly include a statement to that effect.

Disclosure Requirement:

Applicants must disclose whether they have ever been terminated from a contract for performance-related or other issues, and whether they are currently under suspension, debarment, or investigation by any governmental or funding agency. Applicants must also disclose any unresolved Findings Failure to disclose such information may result in disqualification from consideration.

Please provide a detailed list of three (3) references from organizations or agencies for which you have completed similar work. Each reference should include a contact name, email address, phone number, and a brief description of the services provided. Letters of reference are strongly encouraged and will be given preference.

Fee Structure Please submit a cost proposal for the Scope of Work described in this request.

Provide an itemized breakdown of your billing rates and hourly costs, listing key personnel and their corresponding hourly rates. If applicable, include any reimbursable expenses or services beyond the described Scope of Work.

Other The County values consultants who approach this work with empathy, respect for all individuals, and a strong understanding of the impact of homelessness on different populations. Please describe how your professional experience has informed your understanding of the complex social and economic factors that contribute to homelessness.

Metrics and/or Outcomes Ongoing Technical Assistance and Problem-Solving

· Outcome: Provide timely support and resolve HMIS data and system issues.

· Measurement: Resolve at least 95% of reported issues within 48 hours.

HUD-Required Reporting and Submissions

· Outcome: Ensure timely and accurate submission of all HUD-required reports.

· Measurement: Achieve 100% on-time submission with fewer than 2% data quality errors or compliance flags per reporting cycle.

Local Data Capacity-Building Efforts

· Outcome: Increase user proficiency through training and technical assistance.

· Measurement: Deliver at least 90% of planned training sessions annually, with demonstrated proficiency gains.

Support for Planning and Performance Monitoring

· Outcome: Provide accurate and timely data analysis to support planning and decision-making.

· Measurement: Complete 100% of requested analyses on schedule Training and System Performance Improvement

· Outcome: Improve data quality, completeness, and system workflows across HMIS programs.

· Measurement: Maintain data completeness and accuracy rates at or above 95%.

Legal and Regulatory Updates:

· Outcome: Timely alerting of updates on laws, regulations, and policies related to grant funding.

· Measurement: Number of regulatory updates communicated to the team within 48 hours of release (target: 100% of critical updates communicated on time).

Secure Database Management:

· Outcome: Proper maintenance of a secure database for all activities under the Scope or Work.

· Measurement: Number of instances of secure, accessible, and up-to-date documentation maintained (target: 100% of required documentation organized and secured).

Information Technology Ability to comply with Information Technology policies, requirements and software/hardware capabilities

Cost Proposal Completion of the County Budget Form and Narrative

Value Added Consideration Additional skills, value-added components

Contract Period with Option to Extend Initial 1-year contract period, with the option of four (4) additional 1-year renewals, for a maximum of five (5) years based upon, but not limited to satisfactory contractor performance, availability of funds and demonstrated geographic need, unless terminated sooner for lack of performance or compliance under this agreement with a 30-day notice to the provider. The County reserves the right to set new performance standards and budgets for each year the Agreement is renewed.

PROPOSAL SUBMITTAL

Submissions are made electronically through the Bonfire Portal.

Offeror must submit both a “Technical Proposal” (NO PRICING) and a “Cost Proposal” as separate documents as part of its Proposal package. In addition, a current W9 and completed Appendix “A” document must be uploaded.

QUESTIONS

All questions related to this Request for Proposal are to be submitted through the Bonfire Portal.

RFP Response Narrative Format Template

Introduction The format that follows is to be used in preparing your proposal in response to the RFP. The applicant’s operations, plans, capabilities, and prior experience are of primary interest to Montgomery County Department of Health and Human Services, Office of Office of Housing and Community Development. The completed proposal must follow the format shown and may not exceed 20 pages, excluding title page and requested attachments.

Title Page: showing RFP number, due date and time, proposer name, address, telephone number, contact person, email address, and EIN number.

Background Statement and Prior Experience

1. Provide a brief history of your firm, including benchmark dates and mission statement.

2. Explain how your mission aligns with the Scope of Work described in this RFP.

3. Describe prior experience providing similar services, including:

4. Number of successful CoC program applications submitted

5. Experience with HUD NOFO processes and FEMA EFSP compliance

6. List at least three references for similar work (include name, organization, phone, and email).

7. Identify any potential conflicts of interest. If none, state that explicitly.

Service Description

1. Understanding of tasks and responsibilities outlined in the RFP.

2. Full compliance with the Scope of Work.

3. Innovative and efficient methods to improve outcomes or address challenges.

4. Use of technology, tools, or novel approaches to enhance project execution.

5. Thorough description of how each task will be performed.

6. Project management approach, including timelines, roles, responsibilities, and staffing.

7. Detailed approach for coordinating CoC/EFSP activities.

8. Process for monitoring HUD/FEMA communications and updating stakeholders.

9. Strategy for using HMIS data for decision-making and reporting.

10. Meeting coordination plan (agenda setting, scheduling, documentation).

11. Approach to developing equitable policies and procedures.

Agency Organization Individual responsible for the contract, 2 authorized signers (including name, title, and email addresses), staff included under this contract if awarded by position title(s), administrative requirements, and if applicable staff hiring, training, and supervision practices.

1. Name, title, and email of the individual responsible for the contract.

2. Names, titles, and emails of two authorized signers.

3. List all staff who will work under this contract, including position titles and roles.

4. Describe hiring, training, and supervision practices for staff assigned to this project.

5. Provide an organizational chart (attach as an appendix if needed).

Communication, Fiscal, Cost Proposal/Budget, Invoicing, and Data Reporting Communication requirements, funding – budgets/cost proposal, invoicing requirements and reporting procedures (due dates), documentation (electronic or hard copy) and retention of records process to support invoices, and any system(s) compatibility requirements.

1. Describe your communication plan with OHCD and the Governing Board.

2. Provide a detailed cost proposal, including:

a. Itemized billing rates and hourly costs for key personnel

b. Any reimbursable expenses

c. Explain your invoicing process and timeline.

3. Describe your data reporting procedures, including:

a. Documentation format (electronic or hard copy)

b. Record retention practices

c. System compatibility for secure database management

4. Outline how you will ensure compliance with reporting deadlines and metrics.

List of Attachments to be Submitted

· Organizational chart

· Job descriptions pertinent to contract

· Budget or cost proposal

· Certificate of Insurance (if awarded contract a COI will need to be issued listing the specific office as a holder)

· License(s), certification(s) (if applicable)

· 3 Reference Letters

· Any other attachments you requested within the scope or response narrative

· Most recent audit report image1.png