HomeMy WebLinkAbout04 AGMT - YARDI ANN RENEWAL 2012-09-04REQUEST FOR HOUSING
AUTHORITY ACTION
MEETING DATE:
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RECORDING SECRETARY USE ONLY:
SEPTEMBER 4, 2012
TITLE
ANNUAL LICENSE RENEWAL FOR
YARDI SYSTEMS, INC.
APPROVED
^ As Recommended
^ As Amended
CONTINUED TO
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EXEC ~ I DIRECTOR
RECOMMENDED ACTION
Authorize the Executive Director to execute an agreement for the licensing renewal and for
services or enhancements to the software with Yardi Systems, lnc. in an amount not to exceed
$60,000 for cone-year term, subject to non-substantive changes approved by the Executive
Director and Authority General Counsel.
COMMUNITY REDEVELOPMENT AND HOUSING COMMISSION RECOMMENDATION
At its regular meeting of August 21, 2012, by a vote of 7:0, the Community Redevelopment and
Housing Commission recommended that the Housing Authority authorize the Executive Director to
execute an agreement for the licensing renewal and for services or enhancements to the software
with Yardi Systems, Inc. in an amount not to exceed $60,000 for aone-year term, subject to non-
substantive changes approved by the Executive Director and Authority General Counsel.
DISCUSSION
For many years, the Housing Authority (Authority) has used specialized software in the
administration of the Housing Choice Voucher program. This software is critical to the operation of
the A~~thnrity anr~ its nhlinatinn to plartrnnir_ally tran~fPr data to the (1 S DPnartment of HniMinn
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and Urban Development (HUD). The Authority 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 applicants, tenants, and owners, schedules and maintains
records on all Housing Quality Standards inspections, performs income and payment calculations,
and creates and transmits HUD-required reports. The annual license fee, which includes system
upgrades, software updates, all pertinent user manuals, staff training, and thirty-seven hours of
technical assistance, is due for October 1, 2012, through September 30, 2013. During this term,
Yardi Systems will also be adding a portal to process online applications.
Yardi Systems Renewal
September 4, 2012
Page 2
There are three nationally recognized providers of voucher management programs, including
Yardi, for housing authorities of a size similar to the Santa Ana Housing Authority. While all are
web-based applications, the user interface, workflow, and data exchange processes to support
payment check creation differ. It is cost-prohibitive to change vendors and retrain staff, re-enter
data, and customize new software to support the City's internal control requirements. The Housing
Authority's original housing program management software was developed by Nan McKay, Inc.,
which in 2002 sold its program to Yardi Systems, Inc., and over the years has been customized to
serve the Housing Authority's requirements. The Yardi system is recognized as an industry
standard, chosen by Los Angeles County, Chicago, Portland, Sacramento, and other large public
housing authorities.
FISCAL IMPACT
Funds are available in the Housing Authority Other Contractual Services account (no. 14018760-
62300).
APPROVED AS TO FUNDS AND ACCOUNTS:
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Shelly Landry-Bayle ;v
Housing Manager ~i
Community Development Agency
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Francisco Gutierrez
Executive Director
Finance & Management Services Agency
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PREPARED BY: Linda Foster
Exhibit 1. Agreement