Homeless Management Information System (HMIS) and Data Consultant

Montgomery County, Pennsylvania, is soliciting proposals for a comprehensive technical assistance consultant to support its Homeless Management Information System (HMIS) and broader data management strategy for the Continuum of Care. The consultant will be responsible for enhancing HMIS implementation, ensuring high-quality data collection and reporting, and maintaining compliance with federal, state, and local regulations, including HUD’s HMIS Data Standards and CoC Program requirements. Key responsibilities include providing training, troubleshooting, and guidance on critical reporting obligations such as SPMs, PIT/HIC, LSA, and APRs, as well as conducting ongoing data quality monitoring and responding to time-sensitive ad-hoc requests. The consultant must demonstrate expertise in secure data practices aligned with HIPAA and HUD privacy standards, produce professional reports and presentations, and comply with all County policies and the Your Way Home initiative. The contract has an initial one-year term with the potential for four additional one-year renewals, totaling up to five years, contingent on satisfactory performance, funding availability, and demonstrated need. The annual cost is capped at $35,500, with a maximum potential contract value of $177,500 if all renewal options are exercised. Proposals must be submitted electronically via the Bonfire Portal by June 25, 2026, and must consist of separate Technical and Cost Proposals, each adhering to a 20-page limit excluding title pages and required attachments. Required submissions include an organizational chart, job descriptions, a detailed cost proposal with hourly rates and itemized expenses, audit reports from the previous fiscal year, current W-9, and completion of the County’s Appendix A and Responsible Contractor forms. A Business Associate Agreement and/or Data Sharing Agreement may be required post-award, and the awardee must provide a Certificate of Insurance listing the County as a policyholder. All activities are subject to OMB Uniform Guidance, including procurement, reporting, and audit requirements, and must comply with federal civil rights laws, ADA, and Title VI mandates for language access and nondiscrimination. Contractor liability is capped at the greater of $250,000 or the contract value, and the County retains the right to terminate the contract, offset payments for delinquent obligations, and inspect deliverables prior to acceptance. Payment will be made within 30 days of invoice approval by the Controller, contingent upon documentation of actual labor and operating expenses, and must be submitted for undisputed, fully compliant project expenditures.