Social Solutions Global, Inc. Data
Management System
City of Oakland Department of Violence Prevention
Public Safety Committee Meeting
April 12, 2022
Resolution Title
Adopt A Resolution Authorizing The City Administrator To:
Waive the Local and Small Local Business Enterprise Program (L/SLBE) and the Competitive Bid Process and Award a Five-Year Contract From May 1, 2022 To June 30, 2027 With Social Solutions Global, Inc. For The Development Of A New Data Management System and Annual Licensing And Technical Assistance Fees For a Total Amount Not To Exceed Five Hundred Thirty-Three Thousand Fifty-Six Dollars ($533,056)
L/SLBE Waiver Request
The DVP requested an availability analysis from the Department of Workforce and Employment Standards (DWES).
The DWES identified 4 certified firms using the NAICS code of “518210 – Data Processing, Hosting, and Related Services,” but the identified firms did not respond to emails from the DWES inquiring about whether the firms could perform the requested services. The DWES determined that based on the lack of response from the 4 certified firms, the L/SLBE Program’s 50% requirement should be waived for this contract.
L/SLBE Waiver Request
Company Primary Services
TULUM Innovative
Engineering, Inc.
Wireless communications and electrical services
AEKO Consultant Internet infrastructure, data mining, data migration
Acumen Building
Enterprise, Inc.
Transportation, infrastructure management, and
technical communications
TJC and Associates,
Inc.
Electrical and structural design engineering
Additionally, the companies identified through the DWES’s availability analysis do not perform the services required by the DVP .
Waiver of Competitive Bid Process
The DVP is in the process of awarding program contracts to at least 40 organizations that will begin on July 1, 2022 (RFQ#267700), as well as a contract with a single vendor that will evaluate programs and services funded by Measure Z in FY22-23 and FY23-24 (RFQ#267688).
In order to properly onboard organizations that will be funded for the FY22-23 funding cycle and to ensure adequate data are collected for the required Measure Z evaluation, the DVP requires that data management system to be developed and operational by July 2022. A competitive bid process would not allow the DVP to meet this timeline.
The City of Oakland’s DVP currently uses Cityspan for its data management system, which it has used since 2006.
DVP Need
Cityspan is unable to perform the following functions pertaining to individual service delivery:
‒ Track outreach efforts with potential clients prior to enrollment, including date, method, and result of each contact ‒ Track multiple program enrollments for a single client ‒ Allow staff to make program or service referrals for clients to outside organizations and track referral acceptance
‒ Flag clients who are inactive and require follow-up
‒ Detect and resolve duplicate client entries
‒ Track client progress on individual life map goals
DVP Need
Cityspan is unable to perform the following functions pertaining to crisis response:
‒ Automatically notify staff of shooting and homicide incidents that require a response
‒ Track data on deployment, assessment, and response activities ‒ Allow for mobile data entry in the field
‒ Allow for communication within the system between members of the response team to coordinate activities
DVP Need
Cityspan is unable to perform the following functions pertaining to system and data management:
‒ Modify data system fields or functions (done by DVP staff) ‒ Download raw service delivery data at the client level rather than the provider level for internal analysis
‒ Flag and prompt the correction of missing or incomplete data ‒ Present up-to-date data to DVP staff and grantees through visually-appealing dashboards
‒ Allow for automated communication between other grantee data management systems & the DVP’s data management
system
DVP Need
Search for a New System
The DVP solicited quotes from 3 companies for the following services:
Development of data management system (One-time cost) Provision of ongoing licenses and technical assistance (Annual cost)
‒ Licenses for 150 users
‒ Initial user training
‒ Ongoing technical assistance and support for DVP staff and grantee staff
Search for a New System
Company Annual license
and technical
assistance fees
System
development
cost
Contingency
cost
5-year
contract
amount
Social Solutions
Global, Inc.
$90,411 $71,000 $10,000 $533,056
Salesforce $58,548 $173,700 $10,000 $476,440
Microsoft
Dynamics
$9,300 $1,053,000 $10,000 $1,109,500
The DVP selected Social Solutions Global, Inc. (Social Solutions) as its preferred data management vendor for the following reasons:
Social Solutions’ system was designed specifically for social service providers, including local governments and non-profits. Social Solutions provides the easiest-to-use and most visually appealing user interface.
Many similar agencies contract with Social Solutions, including:
Oakland Unified School District
City of Stockton’s Office of Violence Prevention
LA Mayor's Office of Gang Reduction and Youth Development 5 grantees currently funded by the DVP
DVP Selection: Social Solutions
The DVP selected Social Solutions over Salesforce for the following reasons:
The maintenance and administration of a Salesforce system requires very specialized training and would likely require the DVP to hire an additional staff person or contract with a Salesforce consultant on an ongoing basis.
The Salesforce interface was significantly more complicated to use for DVP staff.
Salesforce does not specialize in social services and local government.
DVP Selection: Social Solutions
5-Year Contract Budget
Fiscal year Description of fees Amount from
Measure Z
Amount from
general fund
Total amount
2022-2023 Custom system development $70,000 $1,000 $71,000 Annual licenses and
technical support
$0 $49,014 $49,014
2023-2024 Annual licenses and
technical support
$70,000 $28,028 $98,028
2024-2025* Annual licenses and
technical support
$70,000 $28,028 $98,028
2025-2026* Annual licenses and
technical support
$70,000 $30,969 $100,969
2026-2027* Annual licenses and
technical support
$70,000 $36,017 $106,017
TBD Contingency for system
development or licenses
$0 $10,000 $10,000
Total $350,000 $183,056 $533,056
*Funding allocations in these fiscal years are based on the assumption that Measure Z funding will be reauthorized.
If Measure Z is not reauthorized, the DVP will use grant funding or money from the General Purpose Fund instead.
Thank You
Photo by Derick Daily on Unsplash