Purchasing Technology Equipment for HMIS

1. Each SHP funded program participating in VESTA will be reimbursed up to $1200 for hardware, software and computer equipment costs associated with participation in the HMIS project. The agency must match the allocation by paying at least 25% ($400) of the costs for items which are to be reimbursed.

2. SHP funded agencies with multiple programs participating in the HMIS may receive reimbursements up to the number of programs times the $1200/per program allocation. Again, the agency must document paying 25% of the costs itself.

3. Each non-funded CoC agency participating in HMIS will receive one $1200 reimbursement, regardless of the number of programs participating.

4. Acceptable purchases:

a. Purchases must first meet minimum requirements for using VESTA; if the agency already has equipment meeting minimum requirements, the funds may be used for additional equipment designed to improve agency connectivity, security and equipment speed.

b. The agency must have equipment meeting the minimum system requirements for each end-user. The allocation may be spent on any expenses involved in bringing agency equipment up to the minimum requirements- purchasing a computer or software, adding memory, connecting the computer to an office network etc.

c. If the agency has the minimum required equipment, the allocation may be spent on installation or monthly fees for internet connectivity.

d. If the agency has the minimum required equipment, the allocation may be spent on any other item(s) from the list of recommended equipment designed to improve agency’s access to VESTA, security and use of data.

5. Agencies should pursue sound bidding, vendor checking and purchasing policies in keeping with their own agency internal purchasing policies. No pre approval by HFF is required.

6. After purchase, submit receipts with invoice to:

Mary Behle
The Partnership Center, Ltd.
2260 Park Ave, Ste. 402
Cincinnati, OH 45206

7. Invoices and receipts will be reviewed by the HMIS staff for compliance with the above standards; once approved the invoice will be forwarded to Health Foundation for payment.

8. Purchases may be made at any time within the initial period of implementation of the HMIS project (between May 2003 and December 2004) Receipts should be submitted within 2 months of purchase.

9. Agencies should submit receipts for the full amount at one time; however, if necessary, they may submit two requests, as long as each one exceeds $200. HFF will not process more than 2 requests per program.

> HMIS System Requirements