Homeless Services Data Management Software

The City of San Bernardino, through its Finance Department, is soliciting proposals under RFP F-27-1062 for a secure, centralized, cloud-based data management system to modernize its homeless services programs. The system is intended to replace fragmented tracking processes with a unified platform supporting street outreach, encampment response, and the SB Hope Campus Navigation Center. Key functional requirements include intake, triage, and dispatch of outreach requests, real-time geographic mapping, client engagement, service tracking, shelter bed coordination, and interagency referral management. The platform must be scalable for geographically dispersed field teams and multiple partner agencies while ensuring compliance with federal, state, and local reporting requirements and strict privacy protections. Proposals must be submitted electronically via PlanetBids in PDF format by November 3, 2026, at 3:00 PM. The City will select a vendor based on demonstrated competence and professional qualifications, utilizing a combination of proposal reviews, in-person presentations, and independent research. Critical pass/fail criteria include proper licensing in California, absence of conflicts of interest, adherence to the agreement template, and a clean litigation history for the past five years. Required submittals include a Certification of Proposal, Vendor Quote Form, Acknowledgement of Insurance Requirements, Certificate of Insurance, and applicable licenses. The contract includes specific legal and operational mandates, such as compliance with California Labor Code prevailing wages and DIR registration for contracts exceeding 25,000 dollars. The selected provider must provide a first-year implementation schedule and will be subject to a 24-month warranty period following successful user acceptance testing at City sites. The City maintains the right to inspect all related financial records for four years following final payment. Primary contact for this solicitation is Jennifer Broadnax of the Purchasing Division.