sole source determination_YEHP HMIS Data Support final.pdf

SOLE-SOURCE DETERMINATION MEMO

FOR SUPPLIES AND SERVICES

Date: February 21, 2025 Sole source number: S-10000-00012891

To: Kirk N. Rhoades, Designated Procurement Officer ODHS Office of Contracts & Procurement

Requestor: Matt Rasmussen Agency/division: ODHS Self-Sufficiency Programs, herein after referred to as

“Agency” Program/office: Youth Experiencing Homelessness Program (YEHP) Contract specialist: Anna Chascin

Agency Sole source rule: Sole source authority:

DHS OAR 125-247-0275 OAR 125-246-0170(2)

DAS Delegation 649-11, as amended

OHA OAR 137-047-0275 ORS 413.033

Estimated total contract value: NTE $210,000 9 months for initial analysis/consulting

Description of goods or services:

ODHS YEHP is seeking a contract with ICF Incorporated, a contractor with skilled expertise and hands-on support with Homeless Management Information System (HMIS) administration and data quality and familiar with related Oregon standards, processes and systems. Services being sought includes:

• Conduct a Data Quality Assessment of YEHP HMIS data collection, extraction, integration and reporting. The assessment must include:

o An analysis of current data quality issues and how to identify and communicate those data quality issues with providers.

o Design of a custom ad-hoc Data Quality HMIS Report to be generated at the provider and/or Continuum of Care (CoC) level.

• Produce a written Data Quality Plan, drawing on HMIS expertise and existing knowledge of Oregon CoC and Oregon Housing and Community Services (OHCS) HMIS administration practices, that outlines:

o Roles of involved parties in resolving current data quality issues identified via the Data Quality Assessment and Data Quality Report.

o Recommended methods and tools for achieving and maintaining data quality, in alignment with existing HUD Data Standards and OHCS and CoC data quality practices.

o Recommended communication methods/tools required to support data quality and HMIS administration needs, in alignment with existing CoC and OHCS practices.

• Drawing on HMIS expertise, provide up to 20 hours of virtual Training and Technical Assistance to YEHP staff, YEHP grantee organizations and/or Continuums of Care pertaining to the findings of the Data Quality Assessment and Data Quality Report, and implementation of YEHP Data Quality Plan recommendations,

1. Background: This sole source justification applies to the purchase of:

Skilled Oregon-specific expertise and hands on support with HMIS administration for YEHP, including written deliverables that support the program to achieve and maintain data quality.

ODHS Youth Experiencing Homelessness Program (YEHP) collects data from its grantees about state-funded services provided to youth experiencing homelessness, which is reported to CoCs and/or OHCS in their respective HMIS databases. The raw data is extracted from these source systems by CSV file and exported to Oregon Department of Human Services (ODHS) where it is stored and used to feed a YEHP HMIS Data Dashboard. The Data Dashboard is then used by YEHP program staff to understand and inform others, including agency leadership, Legislators, the Governor’s office, and funders about the program’s reach and impact.

Use of HMIS to collect and track information and homelessness services is an expectation of Governor Tina Kotek and the use of data collected therein is essential to understanding the impact of state-funded homelessness programs. Under Governor Kotek’s Executive Order 23-02 and the related legislative investment HB 2019 (2023), a significant investment was made in YEHP services to address youth homelessness.

Accurate reporting on program services and impact is an express expectation of the Governor and the state Legislature that approved this investment. In addition, under Governor Kotek’s direction, the Oregon Interagency Council on Homelessness established a Homelessness Response Framework which highlights the importance of “consistent data collection, storage, and analysis for state programs serving people experiencing or at risk of homelessness to improve data quality and reporting reliability related to homelessness outcomes, including establishing a coordinated data https://www.oregon.gov/ohcs/Documents/Funding%20Breakdown%20for%20EO%2023-02%20Early%20Investment%2020230314.pdf https://www.oregon.gov/gov/policies/pages/interagency-council-on-homelessness.aspx infrastructure to deliver on outcome reporting, tracking and coordinated data analysis.”

Competent collection and reporting of HMIS data is a key tenet of this goal.

Due to the complexity of HMIS administration and lack of internal subject-matter expertise, YEHP has experienced ongoing challenges with HMIS data quality and reporting. ODHS YEHP is seeking a contractor to work with ODHS, OHCS, CoC and YEHP grantee staff in identifying the source(s) of these data quality issues and provide hands-on support with resolving them to achieve and sustain satisfactory data quality.

2. Prospective contractor/vendor:

Legal entity name: ICF Incorporated DBA: [Type DBA name, if applicable] Address: 1902 Reston Metro Plaza Reston, VA Contact person: Michael Thomas Phone: 703-225-5859 Email: michael.thomas@icf.com

Protests are due by 8:00 AM within seven calendar days after the first date the notice is posted on OregonBuys. Protests must be sent via mail, fax, email, or hand carried to the following address: Protests via telephone will not be accepted.

Oregon Department of Human Services Office of Contracts and Procurement ATTN: Kirsten Udani Address: 500 Summer St NE, Salem, OR Phone: 503-798-2469 Fax: 503-378-4324 Email: Kirsten.udani@odhsoha.oregon.gov

Agency reserves the right to purchase additional goods, services to include on-call maintenance, preventative maintenance, repair, or training.

3. Written findings of fact (market research):

The findings below must include factual information supporting the determination that meet the sole source requirement in statute.

Pursuant to ORS 279B.075, Agency must conduct market research that supports the assertion that there is only one source that can provide the goods or services. Market research includes utilization of the internet, trade journals, agency vendor lists, professional organizations, studies, catalogs/industrial periodicals, vendor sources, yellow pages, etc.

For information technology contracts, any ownership or proprietary issues should be fully addressed with written documentation to support facts.

Agency must select at least one of the findings and prepare the determination as it specifically relates to the good or service being procured. More than one finding can be addressed. The findings are as follows:

Pursuant to ORS 279B.075 (2)(a): Provide findings supporting the determination that the efficient utilization of existing goods requires the acquisition of compatible goods or services from only one source.

or Pursuant to ORS 279B.075 (2)(b): Provide findings supporting the determination that the goods or services required for the exchange of software or data with other public or private agencies are available from only one source.

or Pursuant to ORS 279B.075 (2)(c): Provide findings supporting the determination that the goods or services are for use in a pilot or an experimental project.

or

Pursuant to ORS 279B.075 (2)(d): Any other findings that support the conclusion that the goods or services are available from only one source.

Selected contractor, ICF Incorporated, holds an existing contract with Oregon Housing and Community Services (OHCS #7249) to provide a substantially similar suite of services. Based on their contracted work with OHCS, ICF has the proven expertise necessary to perform this work and has also established the necessary knowledge of Oregon-specific HMIS administration practices. Via being awarded funding to complete similar work in Oregon with Oregon Housing and Community Services through the 2023 Governor’s Emergency Executive Order and House Bill as noted in Section 3.

At present, no other vendor is contracted to provide this type of technical HMIS support to OHCS or any other Oregon state agency, and therefore no other vendor has the established expertise necessary to successfully perform this work.

APPROVED:

By:

Signed by DPO electronically via OregonBuys Kirk N. Rhoades or acting DPO