CLOSED: Health Department Landlord Outreach Database

INTRODUCTION

The Philadelphia Department of Public Health’s Lead and Healthy Homes Program (LHHP) works to reduce childhood lead poisoning through a combination of prevention and remediation activities.  In order to prevent lead poisoning among children, LHHP educates landlords about the dangers of lead exposure and their obligations under various laws and regulations including the Philadelphia Lead Disclosure & Certification Law (“lead paint disclosure law”).  The lead paint disclosure law applies to landlords if their property was built before 1978 and any occupant is age six or under.  If these two conditions apply, landlords are required to get their properties certified as Lead Safe or Lead Free and send a tenant-signed copy of the certificate to LHHP.

OBJECTIVES

Build a database to track outreach to and correspondence with landlords subject to the lead paint disclosure law.  The database must be simultaneously accessible to multiple staff at LHHP and track several types of information including: landlord information, property information, child information, prevention activities (including landlord correspondence) and enforcement activities.  Phase 1 of the database can be hosted or on-premise, but landlord access as described in Phase 2 must be web-based.  Please see Exhibit A for proposed database components.

SCOPE OF WORK

Functionality Phase I: Build internal database

  1. Landlord, property and child information

Landlord and property information is based on manual exports from the Philadelphia Department of Licenses & Inspections’ (L&I’s) eClipse database, which maintains records on active and lapsed rental licenses for property units.  This data is cross-referenced against PDPH data on Philadelphia children and Office of Property Assessment (OPA) data on the age of Philadelphia buildings to generate the list of landlords subject to the Philadelphia Lead Paint Disclosure & Certification Law.  All data matching will be conducted outside the database; the final set of target properties and information related to those properties will then be uploaded to the database.

We intend to conduct data matching on a regular basis, perhaps quarterly or biannually, to capture new rental licenses and children moving to new property units.  As a result, we will need this database to not only accept a first upload of landlord, property and child information, but also periodic updates thereafter.  The database will need to be able to identify new versus redundant information, and discard any redundant information before completing the upload.  In addition, the database will need to capture changes in landlord, property and child information (e.g., change in property ownership, change in landlord contact information, new child ID(s) at a home or existing child ID(s) associated with a new property) and record those changes accordingly.  Please see Exhibit A for more detail on landlord and property information components of database.

  1. Prevention and enforcement activities

Prevention and enforcement activity data will be manually entered by LHHP staff to record outreach to landlords and information received back from landlords.  See Exhibit A for more detail on prevention and enforcement activity components of the database.  Note that some enforcement activities are still under development, so some fields in this section will need to be built flexibly to accommodate changes in the coming months.  Please address how you would handle these changes in your proposal.

  1. Database reporting

LHHP staff must be able to conduct queries as well as generate reports based on any combination of fields in the database.  Reports should be exportable into spreadsheet format or into a mail merge to facilitate landlord mailings.  In addition, the database should be capable of alerting internal users when a landlord: a) has not responded to a notification letter or Code Violation Notice (CVN) letter within a specified time period (likely 30 days), or b) has a Lead Safe certificate that will expire in the next 30 days.

Functionality Phase II: Enable external data submissions

  1. Landlord accounts to submit attestations / certificates

In the second phase of the database, PDPH will enable landlords to demonstrate compliance with the lead paint disclosure law using Internet data submissions.  This will require a web-based application connected to the landlord database, which allows landlords to:

  1. Create accounts for landlords that are linked to the database, to be verified using landlord information from L&I already stored in the internal database
  2. Indicate additional or preferred contact information, including mailing address, phone number and email address, if the information on file from L&I is out of date or not preferred
  3. Link their accounts to multiple property units, if property records show that landlords own multiple units at one address (associated with one L&I rental license number) or multiple units at multiple addresses (associated with one L&I rental license number per address)
  4. Attest that the lead paint disclosure law does not apply to them for a specific property unit, by allowing them to select a specific reason why they are exempt and accepting an electronic signature
  5. Upload copies of Lead Safe and Lead Free certificates, along with other relevant documentation (e.g., dust wipe sample reports), and identify the date on which the landlord received the Lead Safe certificate from a qualified expert. The database should then automatically calculate when the Lead Safe certificate expires (24 months from date received).

TASKS

  1. Develop detailed requirements analysis, including reporting requirements.
  2. Develop an internal database and enable web-based database submissions for phases 1 and 2, according to specs. Note that the solution must operate in-house under the current City of Philadelphia, Office of Innovation & Technology (OIT) infrastructure.
  3. Enhance internal and external database access with security features to protect the privacy of data, and implement administrative and user level security functionality
  4. Perform unit and system testing on the complete application
  5. Create system documentation
  6. Create user guide and training materials
  7. Maintain database on an ongoing basis (if hosted)

DELIVERABLES AND TIME FRAME [Note: Formatting corrected on 11/28/16]

  1. Project Kick-off, project start
    1. Detailed requirements document
    2. Detailed report layouts
  2. Within 10 days of the start of the project
    1. Test ready application for Phase 1
  3. Within 20 days of the start of the project
    1. Production ready application for Phase 1 (including reports)
    2. Test ready application for Phase 2
  4. Within 30 days of the start of the project
    1. Production ready application for Phase 2
    2. Online availability of all system reports
  5. Within 40 days of the start of the project
    1. Completed production ready applications for both Phases 1 and 2
    2. Completed system reports
  6. Within 45 days of the start of the project
    1. System documentation including architectural diagram and data flow diagrams
    2. User guide / training document
  7. Ongoing basis (if system is hosted, rather than on-premise)
    1. Maintain database servers (Note: We expect a separate, annual fee for this service)

INSTRUCTIONS FOR SUBMISSION

Your proposal should include a short description of your qualifications, experience with similar projects, an overview of your firm or organization and a brief description of your solution. You may include high level architectural diagrams of the proposed solution and URLs for any online examples you may have.  In addition, we are not looking for a flat fee for this project, but rather a detailed breakdown reflecting: 1) an hourly rate and the number of hours associated with each required task, and other costs related to 2) subscriptions, 3) licensing or 4) cloud services if applicable.

Submissions should be sent to Natalie.Kotkin@phila.gov on or before Friday, December 9 at 5:00 pm EST.  Late submissions will not be considered. Please limit the size of the proposal document to a maximum of 12 pages.

QUESTIONS

Please post any questions as a comment below this solicitation on bigideasphl.com so that additional information provided in any Q&A will be available for all potential submitters to review. Any questions sent via email will be directed back to the comment section below the solicitation on bigideasphl.com.

 

Posted in CRM, Database Tagged with: , ,
20 comments on “CLOSED: Health Department Landlord Outreach Database
  1. Chris Alfano says:

    Do the “Within X days of the start of the project” items in the time frame list describe the items above them or below them?

    • NKotkin says:

      The “Within X days of the start of the project” categories refer to the items listed below them. For example, we expect that within 10 days of the start of the project, the successful applicant will have a test ready application for Phase 1 of the landlord database. Note that we have also corrected the formatting on the solicitation so that the deliverables and timeline are easier to read.

  2. Is a cloud solution a potential avenue? The above information didn’t specifically rule it out, but appears to favor an on-premise or hosted solution. Can you weigh in?

  3. NKotkin says:

    We received a question from a potential submitter who could not leave a comment. I have posted the question below, and will respond to it separately.

    Are you looking for a hosted or an internal solution? ( some of the language is conflicting )

    • NKotkin says:

      We are open to cloud-based, hosted or on-premise solutions. If you respond to this solicitation, please explain why the solution you propose is most effective for our needs.

  4. NKotkin says:

    We received a question from a potential submitter who could not leave a comment. I have posted the question below, and will respond to it separately.

    Will there be an OEO requirement for this project?

  5. Chris Alfano says:

    The objectives section states that “Phase 1 of the database can be hosted or on-premise”, but the tasks section states that “the solution must operate in-house under the current City of Philadelphia, Office of Innovation & Technology (OIT) infrastructure”

    If the solution must be hostable under “current OIT infrastructure”, what are the parameters of that? Would a solution deployable to any stock Ubuntu 16.04 virtual machine meet OIT’s requirements?

    • NKotkin says:

      Thank you for your question. To clarify, if the vendor proposes an on premise solution managed by the City, the City’s standard is Microsoft Windows. If the vendor proposes a SaaS solution, or one hosted and managed by the vendor, the City has no platform requirements.

  6. Chris Alfano says:

    What’s the approximate current number of records for each database?

    • NKotkin says:

      Thanks for your question. The health department has received about 1,600 Lead Safe and Lead Free certificates to date, but the landlord outreach database should be able to accommodate up to 50,000 total landlord records.

  7. Chris Alfano says:

    What are the current approximate number of records for each main data set?

    • NKotkin says:

      [Edited 12/9/16]
      Thanks for your question. We intend to conduct data matching across rental licenses, property characteristics and child demographics outside the database, and import information on only those properties that we believe are subject to the lead paint disclosure law. As noted previously, the database should be able to accommodate up to 50,000 total landlords records.

  8. Donald Dew says:

    How many people would need to access this database?

    Would the access rights be all the same, or are there different tiers of user (beyond a user and a system administrator)?

    • NKotkin says:

      Thanks for your question. Up to 10 people will need access to the database. As of now, we do not anticipate different user profiles beyond a general user and a system administrator.

  9. Donald Dew says:

    The timetable references “10 days from start…” etc. Are those business or calendar days? Would you welcome a faster deployment if possible?

    • NKotkin says:

      Thanks for your question. The solicitation refers to business days, but we are open to a faster deployment. If your deployment plan varies from what we outlined in the solicitation, please discuss why this alternative timeline is appropriate.

  10. Vanguard says:

    Would you be able to tell me if and when the Health Dept Landlord Outreach Database project will be awarded?
    thxs Bob

Leave a Reply