Title
Client Services Portal System Integration (Ordinance S-48878)
Description
Request to authorize the City Manager, or his designee, to enter into an agreement with VisionLink, Inc. to provide a customer service portal system integration for the Human Services Department case management system in an amount not to exceed $626,747 for a five-year period, with two five-year options to extend at the discretion of the City Manager, or his designee. Further request to authorize the City Controller to disburse all funds related to this item. There is no impact to the General Fund. Funding for this system is available through the City's allocation of the American Rescue Plan Act (ARPA) funding received from the federal government and is under the City Operations category, as well as additional funding within the Human Services Department's Fiscal Year 2026-27 budget.
...Report
Summary
The Human Services Department coordinates services for individuals and families who are unable to meet their basic needs. Programs are funded by various federal, state and city grants and are designed to provide a comprehensive array of services to individuals meeting program eligibility requirements. The client services portal is a cloud-based source system where residents can apply for emergency rental and utility assistance on behalf of themselves and/or household members. The system manages financial assistance requests, client questionnaires, supporting documentation, and communication with caseworkers.
Procurement Information
On Jan. 12, 2022, RFP-22-CSSD-54 was issued in accordance with Administrative Regulation 3.10 for Competitive Sealed Proposals. Eight offers were received on Feb. 21, 2022. Seven offers were determined to be responsive and responsible to the solicitation requirements. One offer was found non-responsive and removed from award consideration.
A Best and Final Offer (BAFO) invitation was issued to all eligible vendors informing them of the project budget and requesting their best overall cost. One offer was deemed non-responsible due to an over budget response to the BAFO and was removed from award consideration.
The six remaining offers were scored on the following criteria with an overall available point value of 1,000.
Criteria and Possible Points:
- Requirements Implemented on a Robust, Source and Managed Platform - 400 possible points;
- Proven Methodology - 200 possible points;
- Organization Experience and Capacity - 200 possible points; and
- Overall Cost - 200 possible points.
The scores were as follows:
- Autocene, Inc. - 575 points;
- DLT Solutions - 257 points;
- Empyra, Inc. - 435 points;
- Intellectx, Inc. - 482 points;
- Kinetech Cloud, Inc. - 480 points; and
- VisionLink, Inc. - 529 points
It is the consensus of the evaluation panel to recommend a contract award to VisionLink, Inc.
Contract Term
The contract term shall begin on or about Aug. 1, 2022, and will end on June 30, 2027, with two five-year options to extend, which may be exercised at the discretion of the City Manager or designee.
Financial Impact
Expenditures shall not exceed $626,747 over the life of the contract. Funding for this system is available through the City's allocation of the American Rescue Plan Act (ARPA) funding received from the federal government and is under the City Operations category. The final six months of the contract will be paid using a different funding within the Human Services Department's FY 2026-27 budget.
Concurrence/Previous Council Action
This item is a part of the City's ARPA Strategic Plan, City Operations category, which was approved at the City's Policy Council meeting held on June 8, 2021.
Department
Responsible Department
This item is submitted by Deputy City Manager Gina Montes and the Human Services Department.