Point-In-Time Count Data Analysis Consultant

Project Title
Point-In-Time Count Data Analysis Consultant

Invitation #
HOUSING

Bid Posting Date
12/10/2021 12:28 PM (PST)

Project Stage
Bidding

Bid Due Date
12/20/2021 5:00 PM (PST)

Response Format
Electronic

Project Type
Bid

Response Types
Line Items
General Attachment

Type of Award
Lump Sum

Categories
91800 - Consulting Services
91806 - Administrative Consulting
91812 - Analytical Studies And Surveys (Consulting)
91827 - Community Development Consulting
91863 - Housing Consulting
92000 - Data Processing, Computer, Programming, And Software Services


License Requirements
See insurance requirements attached

Department
Housing

Address

Pasadena, California

County
Los Angeles

Bid Valid

Liquidated Damages


Estimated Bid Value


Start/Delivery Date


Project Duration
Estimated 4 months

Pre-Bid Meeting Information

Pre-Bid Meeting
No

Online Q&A

Online Q&A
No

Contact Information

Contact Info
Diana Trejo, (626) 744-8306
dtrejo@cityofpasadena.net

Bids to


Owner's Agent


Description

Scope of Services
This Scope of Work is a general guide to the work the City expects to be performed and is not a complete listing of all services that may be required or desired. The description below outlines the key project elements and services the selected applicant will provide. The Point-in-Time Homeless Count will also include a Supplemental Youth Count which will include the enumeration and survey of unsheltered youth between the ages of 18-24. Services and tasks outlined in this posting shall be provided for the implementation of both the general Point-in-Time Homeless Count and the Supplemental Youth Count. Throughout the Scope of Work, the word “Count” is used to refer to both the general Point- in-Time Count and the Unique Youth Count. All data collected, all materials created, and all reports generated through this process will be the property of the Department of Housing.
Scope of Work
The City of Pasadena Department of Housing is seeking a qualified data consultant to assist with the analysis of unsheltered count data collected by volunteers and sheltered count data through the Homeless Management Information System (HMIS) for the 2022 Homeless Count. The activities outlined in the Scope of Work may be subject to change based on forthcoming guidance and tools from HUD regarding implications for how COVID-19 may impact the count. Working closely with City staff, specific tasks of the Point-In-Time Count Data Analysis consultant may include, but are not limited to:
1) Preparing and conducting analysis of unsheltered and sheltered Homeless Count data, including the creation of a unique identifier for deduplication, subpopulation estimates and demographic information based upon survey results and HMIS data.
2) Creating, updating and running any necessary reports using HMIS data for all emergency shelter and transitional housing programs in Pasadena.
3) Compiling and entering data into the Homelessness Data Exchange (HDX) system for submission to HUD.
4) Reviewing the existing unsheltered count survey tool and providing recommendations/technical support for any proposed changes or updates.
5) Conducting a comparative analysis using City of Pasadena Annual Community Survey data from the Census and data collected through the 2022 Homeless Count. A comparative analysis using data collected from the 2012 through the 2022 Homeless Counts may also be requested.
6) Creating, designing, and formatting the written report template, data tables and infographics for inclusion in the detailed Homeless Count report.
7) Writing a description of the methodology used for the Count and how the analysis of data was conducted for inclusion in the Homeless Count report.
8) Creating and designing the PowerPoint presentation that will be given to the City Council containing the results of the count and related findings.
9) Other PIT-Count data analysis tasks as assigned
The PIT Count will be conducted on the night of January 25, 2022. In addition to the tasks listed above, it is expected that the selected consultant will meet with City staff, either virtually or in person, on a regular basis mutually agreed upon between both parties to provide status updates and progress on key tasks/milestones.
Subject to the City’s approval, the contract awarded under this RFP may be amended in accordance with City requirements to include additional services by the contractor as-needed by the City and for services related to the scope of work described in this RFP. The scope and cost of as-needed services will be negotiated.

Other Details
Funding Source
The source of funding for these services will be state California Emergency Solutions and Housing grant funding.
Qualifications
The ideal consultant will have considerable experience with HUD guidance and the HMIS database, best practices around data analysis, and familiarity with emergency shelter and transitional housing programs that serve people experiencing homelessness.
Maximum Compensation
Full and complete compensation for the performance of services shall not exceed $24,999.
Submission Requirements
Responses and all related materials must be submitted to Planet Bids no later than December 20, 2021 at 5:00 p.m. Late submissions will not be considered and supplemental documents or revisions after the deadline will not be accepted.
Questions
Questions will only be accepted via email to DTrejo@cityofpasadena.net until 5:00 p.m. on December 15, 2021.
Selection Process
Proposals will be evaluated by a selection committee of up to three people with expertise in the service area. The City intends to evaluate the responses in accordance with the criteria itemized below:
a. Experience and Qualifications (20 points, 2 page maximum)
The respondent must clearly describe their ability and capacity to provide the services outlined in the Scope of Work. A successful response should demonstrate understanding of the consultant’s roles and responsibilities and should include prior experience conducting data analysis and related-tasks or other similar projects.

b. Organizational Capacity (15 points, 2 page maximum)
The respondent should outline the general approach that will be taken to carry out the specified scope of work and demonstrate the ability to effectively oversee and manage the responsibilities of the Point-in-Time Count Data Analysis consultant. Responses should highlight project management capacity and expertise, including the ability to adhere to deadlines, provide timely communication, and problem solve. Respondents should identify and describe the roles of any key staff members who will assist with the Scope of Work, if any.
c. Cost Proposal (15 points)
A successful proposal must contain a cost structure and cost estimate. The cost structure and cost estimate must describe the pricing structure from the beginning of the project until completion. The cost proposal should support the services proposed and reflect adequate allocation of resources. The project’s budget should be feasible, realistic, accurate, and cost effective. The respondent must explain the pricing structure for services, including hourly‐billing rates and hours needed to complete the project.
All proposals shall be in PDF files uploaded into Planet Bids. All proposals must be received in the system prior to the deadline. Proof of insurance is not required to be submitted with your proposal, but will be required prior to the City's award of the contract.

Notes
Overview and General Information
The City of Pasadena Department of Housing and the Pasadena Continuum of Care (Pasadena Partnership to End Homelessness) plan and implement the Point-in-Time (PIT) Homeless Count, which takes place during the last ten days of January, annually. The U.S. Department of Housing and Urban Development (HUD) requires that Continuums of Care across the nation conduct a Point-in-Time count of people experiencing unsheltered homelessness biennially; however, Pasadena has elected to conduct and report the findings of the unsheltered count on an annual basis in additional to the sheltered count. The results of the Homeless Count are one of many tools the Pasadena Partnership uses to inform strategic planning and resource allocation to implement programs and services that best meet the needs of individuals, families, and youth experiencing homelessness.

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