HomeMy WebLinkAbout4 - ANNUAL LICENSE RENEWAL YARDI
REQUEST FOR HOUSING
AUTHORITY ACTION
MEETING DATE: RECORDING SECRETARY USE ONLY:
OCTOBER 6, 2015
TITLE
: APPROVED
ANNUAL LICENSE RENEWAL FOR As Recommended
As Amended
YARDI SYSTEMS, INC.
{STRATEGIC PLAN NO. 4, 1}
CONTINUED TO
EXECUTIVE DIRECTOR
RECOMMENDED ACTION
Authorize the Community Development Agency Executive Director to execute a revised agreement for
the annual license renewal of services of Housing Authority software with Yardi Systems, Inc. in an
amount not to exceed $60,000, for up to a one-year term, subject to non-substantive changes
approved by the Executive Director and the Housing Authority General Counsel.
COMMUNITY REDEVELOPMENT AND HOUSING COMMISSION RECOMMENDATION
At its regular meeting on July 8, 2015, by a vote of 4:0 (Sandoval absent), the Community
Redevelopment and Housing Commission recommended that the City Council approve the execution
of an agreement for the annual license renewal with Yardi Systems, Inc. in the amount of $60,000, for
up to a one-year term, subject to non-substantive changes approved by the Executive Director and
the Housing Authority General Counsel.
DISCUSSION
Since 2002, the Housing Authority has used specialized software for the administration of the
Housing Choice Voucher (HCV) Program. This software is critical to the administration of the HCV
Program and its obligation to electronically transfer data to the U.S. Department of Housing and
Urban Development (HUD). The Housing Authority approved an agreement in September 2002 with
Yardi Systems, Inc. for its Housing Choice Voucher Program management software. This software
tracks all program information on applicants, tenants, and owners; schedules and maintains records
on all housing inspections; performs tenant rent and housing assistance payment calculations per
tenant; and creates and transmits all HUD-required reports. The annual license fee includes system
upgrades, software updates, all pertinent user manuals, staff training, Applicant, Owner and Tenant
Portals and forty-five hours of technical assistance. The one-year term of the agreement begins on
October 1, 2015 (Exhibit 1).
Annual License Renewal for Yardi Systems, Inc.
October 6, 2015
Page 2
There are three nationally-recognized providers of HCV management software 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
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.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City’s efforts to meet Strategic Plan Goal #4 Fiscal Sustainability,
Objective #1 (Maintain a stable, efficient and transparent financial environment).
FISCAL IMPACT
Funds in the amount of $60,000 are available in the FY 2015-2016 Housing Authority Other
Contractual Services account (No. 14018760-62300).
APPROVED AS TO FUNDS AND ACCOUNTS:
____________________________ ___________________________________
Judson Brown Francisco Gutierrez
Housing Division Manager Executive Director
Community Development Agency Finance and Management Services Agency
JB/MZ/np
Exhibits: 1. Consultant Agreement