Homeless Management Information System (HMIS) and Data Consultant

Montgomery County, Pennsylvania, through its Department of Health and Human Services and the Your Way Home PA-504 Continuum of Care Governing Board, is issuing a Request for Proposal seeking an experienced consultant to provide comprehensive advising, training, and technical assistance for the County's Homeless Management Information System (HMIS) and data management strategy. The primary deliverables and objectives include ongoing technical assistance and problem-solving, HUD-required reporting submissions (including Strategic Planning Metrics, Point-in-Time Count/Housing Inventory Count, Longitudinal System Analysis, and Annual Performance Reports), local data capacity-building efforts, support for CoC planning and performance monitoring, and training for system performance improvement. The consultant must demonstrate advanced proficiency in Microsoft Excel, experience with HUD-compliant HMIS platforms such as Bitfocus Clarity or Apricot, involvement in PIT Count planning and coordination, strong analytical and data visualization skills, and must approach the work with empathy and respect for individuals experiencing homelessness. The consultant must be available during standard business hours (Monday through Friday, 8:00 AM to 5:00 PM) and capable of providing up to 10 hours of support per week with additional availability for urgent matters. The initial contract period is one year with options to renew for four additional one-year terms, up to a maximum of five years, contingent upon satisfactory performance, fund availability, and demonstrated geographic need. Proposals must be submitted electronically through the Bonfire Portal by January 28, 2026, and must include a technical proposal (maximum 20 pages excluding title page and attachments), a separate cost proposal with itemized billing rates and hourly costs for key personnel, a current W-9, and a completed Appendix A document. Proposals must include three references from organizations for which similar work has been completed, with preference given to proposals that include reference letters.

This procurement carries no explicit set-aside designations for disadvantaged enterprises, though the RFP documents incorporate federal grant compliance requirements applicable to federally-funded contracts, including nondiscrimination, equal employment opportunity, and sexual harassment prevention policies. Applicants must disclose potential conflicts of interest, board memberships with organizations likely to interact with the PA-504 CoC/Governing Board, prior contract terminations for performance-related issues, and any current suspension, debarment, or investigation by governmental or funding agencies. The consultant must comply with HIPAA and HUD HMIS privacy standards and demonstrate understanding of complex social and economic factors contributing to homelessness. No incumbent vendor information or existing HMIS platform preference is specified beyond the identified HUD-compliant systems (Bitfocus Clarity or Apricot), which the consultant must integrate with and support. While no specific budget range is disclosed in the available documents, the contract structure allows for itemized hourly billing rates and reimbursable expenses as negotiated between the County and selected consultant, with compensation contingent upon satisfactory performance and available funding. The County retains the right to terminate the contract with 30 days' notice for lack of performance or compliance and governs the contract under Pennsylvania law and Montgomery County Court jurisdiction.