Aging & Human Services seeks $431,000 contract for case and fund management system; department requests $111,000 from reserves

Johnson County Aging and Human Services (AHS) asked the board Tuesday to authorize a contract with Hoover Blanket Inc., doing business as Main Street Computing, for a case and fund management system for the Human Services Division at a cost not to exceed $431,000 over an initial three‑year term.

Tim Wolf, director of Aging and Human Services, said AHS’s existing system has been used for more than two decades and no longer meets evolving needs for case coordination, service tracking and payment management for programs such as utility assistance, rental assistance and the food pantry. Wolf said an initial RFI in 2023 guided an RFP issued in October 2024; staff evaluated proposals from 11 respondents, interviewed five finalists and recommended Main Street Computing based on functional fit, track record and training/support offerings.

Wolf said the total three‑year contract cost is estimated at $451,000 in negotiations but the request before the board is a contract not to exceed $431,000; the first‑year cost is $297,000, of which $186,000 was included in the FY25 budget. The department asked the board to reallocate $111,000 from general fund reserves to cover remaining year‑one costs; ongoing maintenance costs for years two and three (about $67,000 annually) were included in operating budgets.

If approved, Wolf said implementation would take about 12 months. He described the procurement as a multi‑year process that included DTI, purchasing and financial staff, and said staff negotiated costs with the selected vendor before requesting board authorization.

Commissioners asked for clearer briefing materials to show the changes from the original 2023 RFI estimates to the current cost request; Wolf and commissioners agreed to follow up and provide more detail at the business session.