REVIEW THE RFP
The final version of the HMIS software RFP is now available to be viewed here: HMIS Software RFP
We welcome and encourage your input! If you have any questions related to the RFP process, please contact John Ward (john.ward@icalliances.org).
FINALIST DEMOS (ECCOVIA AND BITFOCUS)
Sign up to participate in reviewing and scoring our finalists by filling out this form: Vendor Demos Sign-Up
BitFocus: Tuesday, October 31, 9:30 AM-11:00 AM
Eccovia: Friday, November 3, 11:00 AM-12:30 PM
Read proposals from the two finalists: BitFocus | Eccovia
Common Questions and Answers
WHY ARE WE RELEASING A SOFTWARE RFP?
There are a number of vendors that provide HMIS platforms. As part of our due diligence, we are charged with doing a periodic software review. This RFP is a further extension of that process.
Through this process we seek a high-performing HMIS that offers features and functionality beyond baseline requirements, in service of the client and user experience. An effective HMIS is intuitive for end users, complimenting, and supporting their day-to-day frontline work. It also minimizes the necessity of duplicate data entry into other database systems, which is a common practice in Minnesota. We believe an HMIS that is easy-to-use and relevant for users facilitates quality data, which, in turn, enables better decision-making at the system level to prevent and end homelessness.
WHAT DOES A SOFTWARE RFP CONTAIN?
The software RFP outlines the technical features and requirements that we need to ensure a compliant, adaptable, effective, and equitable HMIS platform.
It also outlines the process for vendor submission and review process for those submissions.
WAS THERE COMMUNITY INVOLVEMENT IN THE CREATION OF THE SOFTWARE RFP?
Absolutely! Community feedback was a critical part of the process as outlined in the graphic below.
WHAT HAPPENS NEXT?
On July 17th, the Governing Board voted to release the RFP to vendors. Vendors had until August 31 to submit a proposal. Next up will be the review period of those proposals.
Here are the phases of the review process:
1. Threshold Review: Does the vendor’s submission meet the minimum requirements? (Completed by ICA Project Staff)
2. Full Review: This will be scored by ICA staff and a select group of invited community partners.
3. Finalist Review: Done in concert with finalists demonstrations, any community partners will be able to score during this phase.
The following timeline provides an up-to-date overview of what is coming next and when.
WHO DECIDES IF WE MAKE A SOFTWARE SWITCH?
The Minnesota HMIS Governing Board will make the final decision regarding any change in software or software vendor. Their decision will be informed by community feedback throughout the review and selection process.
ONCE FINALISTS ARE CHOSEN, HOW CAN I GET INVOLVED IN THE REVIEW PROCESS?
We are early on in the process. Once finalists are selected, they will be invited to demonstrate their software as well as provide a demo site for hands-on testing. We will provide more details on how to be a part of that as we get closer to that time.
WILL I LOSE MY DATA?
Should a vendor change occur, a full migration plan will be implemented to ensure data is retained across systems.
IF A NEW SOFTWARE PLATFORM IS SELECTED, WILL I GET TRAINING?
Yes! MN ICA’s User Training team will be working to guarantee that any changes to the software will have clear and appropriate training as that software is available.
DO WE HAVE TO SWITCH SOFTWARE PLATFORMS?
This software RFP is part of our regular software review process to ensure that we have the best available tools for our community and the people that community supports. After a thorough review of the proposals, the Minnesota HMIS Governing Board will determine if a software change is needed and which software vendor will best meet the community’s needs.
WILL MY USER FEES GO UP?
There are no changes to user license fees at this time. Those fees are established by the HMIS Governing Board in consideration of the overall budget. If we transition to a new platform, the board will work with ICA leadership to set the future cost of user licenses with the understanding that license costs are important to our community.