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