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Agreement with Yardi Systems, Inc. February 4, 2020 Page 2 Software Provider Cost for Services Em has s $152,223 MRI/Happy Software $114,590 PHA -Web $56,700 Yardi Software, Inc. $154,175 Following this RFP process, the Review Panel is recommending the Housing Authority to execute an agreement with Yardi Systems, Inc. to provide housing management software services beginning February 4, 2020 and expiring September 30, 2020 with provisions for two (2), one-year extensions. The total cost of the agreement over a three-year period is $180,000 in order to allow for requests for technical assistance that staff may need from Yardi. These types of requests involve customizations of the software, technical assistance for opening up the Waiting List, updates to the Landlord Portal, etc. For over eighteen years, the Housing Authority has used software provided by Yardi Systems, Inc, for the administration of the Housing Choice Voucher Program due to their specialized software. This software is essential to the operation of the Housing Authority and its obligation to electronically transfer data to the U.S. Department of Housing and Urban Development (HUD) on a regular basis and disburse funds. The Housing Authority originally approved an agreement in September 2002 with Yardi Systems, Inc. for its Housing Choice Voucher Program management software. This system tracks all program information on thousands of applicants, tenants, and owners served by the program; schedules and maintains records on all Housing Quality Standards inspections; performs income and payment calculations; and creates and transmits all HUD - required reports. Various other housing authories use Yardi Systems, Inc. across the country. In addition to the day-to-day use of the software, the annual license includes system upgrades, software updates, all pertinent user manuals, staff training, as well as the Authority's applicant, owner and tenant on-line portals. The Housing Authority's original voucher management software program was developed by Nan McKay, Inc., which was sold in 2002 to Yardi Systems, Inc. Over the years, the software provided by Yard! Systems, Inc. has been customized to effectively serve the Housing Authority's requirements and the needs of our applicants, tenants and owners. Staff is not recommending approval of the three lower cost proposals for two reasons. First, staff have received an outstanding quality of service from Yardi Systems, Inc. overthe last twenty years. The Housing Authority has remained with Yardi Systems for such a long period of time because staff have been very satisfied with their quality of service. It is a good product being used by housing authorities across the country. Second, there are large hidden costs not reflected in the other proposals for staff time and training to transition to a new housing management software. Specifically, the transition to a new software would entail at least a three-month process of training and cross -training eleven Housing Authority employees. This includes a week-long training of all eleven employees (40 hours x 11 employees) and two weeks of additional training and assistance for our three supervisory -level employees (80 hours x 3 employees). The total number of staff hours required would be approximately 680 hours. This does not include unanticipated costs for assistance from our Information Technology Department and Finance and Management Services 5-2