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REQUEST FOR HOUSING <br />AUTHORITY ACTION <br />MEETING DATE: <br />OCTOBER 2, 2018 <br />TITLE: <br />APPROVE AN AGREEMENT WITH <br />YARDI SYSTEMS, INC. FOR HOUSING <br />AUTHORITY SOFTWARE <br />{STRATEGIC PLAN NO. 4, 1} <br />_=�A_ A, <br />EXECUTIVE DIRECTOR <br />RECOMMENDED ACTION <br />RECORDING SECRETARY USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />CONTINUED TO <br />Authorize the Housing Authority Executive Director to execute an agreement with Yardi Systems, <br />Inc. in an amount not to exceed $60,000 for a one-year term beginning October 2, 2018 through <br />September 30, 2019, subject to non -substantive changes approved by the Executive Director <br />and Authority General Counsel. <br />DISCUSSION <br />For over fifteen years, the Housing Authority has used software provided by Yardi Systems, Inc. <br />for the administration of the Housing Choice Voucher Program due to their specialized software. <br />This software is critical to the operation of the Authority and its obligation to electronically transfer <br />data to the U.S. Department of Housing and Urban Development (HUD). The Authority approved <br />an agreement in September 2002 with Yardi Systems, Inc. for its Housing Choice Voucher <br />Program management software. This system tracks all program information on thousands of <br />applicants, tenants, and owners served by the program; schedules and maintains records on all <br />Housing Quality Standards inspections; performs income and payment calculations; and creates <br />and transmits all HUD -required reports. Various other housing authories use Yardi Systems, Inc. <br />The annual license includes system upgrades, software updates, all pertinent user manuals, staff <br />training, applicant, owner and on-line application portals and forty-five hours of technical <br />assistance. The proposed one-year term agreement would begin on September 04, 2018 <br />(Exhibit 1). <br />The Housing Authority's original voucher management software program was developed by Nan <br />McKay, Inc., which in 2002 sold its program to Yardi Systems, Inc. Over the years, the software <br />provided by Yardi Systems, Inc. has been customized to effectively serve the Housing Authority's <br />requirements. In addition, the Housing Authority has recently upgraded to Yardi 7s, the latest <br />version of the software. The Housing Authority successfully transferred all active vendors and <br />applicants to the new Housing Cafe portal, which is required and supported by the Yardi 7s <br />software version. <br />3-1 <br />