JOBS: HMIS System Administrator RFP (Honolulu, HI)


Partners In Care - Homeless Management Information System (HMIS) Administrator
June 10, 2019

As Collaborative Applicant and fiscal agent of Partners in Care (PIC), Aloha United Way (AUW) is seeking an experienced contractor to support PIC in the Administration of the PIC HMIS system. The current HMIS solution is provided by Caseworthy.


Partners In Care is a collaboration of service providers, funders, government agencies, advocates and
other community stakeholders working together to address homelessness. PIC’s mission is to
eliminate homelessness through open and inclusive participation, and the coordination of integrated
responses. More information about PIC is available at

Priorities in 2019 include continuing strengthening and integrating the community’s Coordinated
Entry System; working with broad stakeholder groups in the development of a community-wide plan;
strengthening PIC’s infrastructure and governance; diversifying funding; improving public relations
and external communications; and maintaining compliance with HUD regulations. The selected
contractor will provide critical support to the PIC Board of Directors and Committees, the PIC
Executive Director and PIC Staff from July 1, 2019 to June 30, 2020.

In support of these objectives the contractor will:

• Provide expert-level system administration and technical assistance that reflects best practice in HMIS project management;
• Assure compliance with applicable HUD regulations with recommendations to improve and promote an intuitive, user-friendly HMIS system that addresses the day- to- day needs of providers and stakeholders; and,
• Produce high-quality resources, including e-courses, user guides, workflow diagrams, and informative tutorials, thereby enabling users to better understand and attain program- and system-level outcomes.

Scope of Services:

PROJECT MANAGEMENT: PIC’s HMIS implementation requires professional database expertise combined with knowledge of HUD rules, regulations and best practice in the field. To ensure the software meets PIC needs,the contractor will proactively engage with PIC and Caseworthy to follow a comprehensive Project Management Plan to guide the delivery of services, including communications, change management and quality assurance. Additionally, this proposal must include a standardized process for effectively introducing new agencies to HMIS.

LEAD AGENCY SUPPORT: The proposal should include a description of how the contractor will Assist PIC to operate in accordance with HUD's Notice Establishing Additional Requirements for a
Continuum of Care Centralized or Coordinated Assessment System (CPD-17-01) and Title 24 of the Code of Federal Regulations related to HMIS.

SYSTEM ADMINISTRATION: The contractor will provide expert-level, experienced system
administration. In particular, the HMIS administrator must have advanced knowledge of various software solutions. The contractor will manage the ongoing development, customization and maintenance of PIC software by utilizing the software's designer and form builder capabilities. The contractor manages acceptance testing between test and production sites. For day-to-day administration, the contractor manages user access, including account creation and deactivation, additional system access, prioritization lists and application controls.

REPORTING: The contractor will assist PIC in all project-level reports generated in HMIS, including the CoC, ESG, RHY and PATH APRs as well as the CoC-level reports including the LSA, SysPM, PIT and HIC. Throughout the year, the contractor will perform routine quality control measures such as client deduplication and missing data checks to ensure good data quality.

TECHNICAL ASSISTANCE: Contractor will assist PIC meet their data collection and reporting obligations. The contractor will provide a local help desk phone number and single email point-of-contact as well as webinar and video conference services. As requested, the contractor will offer high-quality resources, including but not limited to: user manuals; dashboards; and compliance facts sheets.

Budget and Timeline (subject to change):
Proposed total budget not to exceed $12,000
Quotations due Tuesday, June 25, 2019
Selection of consultant Tuesday, July 2, 2019

Consultants interested in submitting a quotation are asked to submit the following not later than
Tuesday, June 25, 2019:
● Proposed total budget
● Resume
● Description (2 pages max.) of qualifications, capability and relevant experience
● 2-3 client references, including contact information

Proposals should be submitted by email to Sharon Baillie at or Laura Thielen at

Further details of the contractor’s deliverables will be determined as part of the selection process. The
work may be completed remotely or in the PIC offices. The total estimated time is 120 hours, at
approximately 10 hours per month for the contract duration.

Funding to support this position comes from a HUD planning grant and is therefore subject to grant
specific eligible cost guidelines and general federal procurement guidelines.