The URL can be used to link to this page

Home My WebLink About3 - YARDI AMENDMENTREQUEST FOR HOUSING AUTHORITY ACTION MEETING DATE: AUGUST 1, 2017 TITLE: AMENDMENT TO AGREEMENT WITH YARDI SYSTEMS, INC. {STRATEGIC PLAN NO. 49 1} EXECUTIVE DIRECTOR RECOMMENDED ACTION RECORDING SECRETARY USE ONLY: APPROVED ❑ As Recommended ❑ As Amended CONTINUED TO Authorize the Housing Authority Executive Director to execute an amendment to the agreement with Yardi Systems, Inc. in an amount not to exceed $60,000 for a one-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 on June 26, 2017, by a vote of 5:0 (D. De Leon absent), the Community Redevelopment and Housing Commission recommended that the Housing Authority authorize the Housing Authority Executive Director to execute an amendment to the agreement with Yardi Systems, Inc. in an amount not to exceed $60,000 for a one-year term, subject to non - substantive changes approved by the Executive Director and Authority General Counsel. DISCUSSION For over fourteen years, the Housing Authority (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 critical to the operation of the Authority and its obligation to electronically transfer data to the U.S. Department of Housing 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 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. The annual license includes system upgrades, software updates, all pertinent user manuals, staff training, applicant, owner and on-line application portals and forty-five hours of technical assistance. The one-year term for the amendment to the agreement would begin on August 1, 2017 (Exhibit 1). Amendment to Agreement with Yardi Systems, Inc. August 1, 2017 Page 2 The Housing Authority's original voucher management software program was developed by Nan McKay, Inc., which in 2002 sold its program to Yardi Systems, Inc. Over the years, the software provided by Yardi Systems, Inc. has been customized to effectively serve the Housing Authority's requirements. In addition, the Housing Authority is currently in the process of a significant upgrade to Yardi 7s, the latest version of the software, and is six months into the upgrade process. The Housing Authority successfully transferred all active vendors and applicants to the new Housing Cafe portal, which is required and supported by the Yardi 7s software version, and anticipates to complete the upgrade to Yardi 7s in August 2017. Staff recommends extending the agreement by one year to allow the successful transition to Yardi 7s and to conduct a Request for Proposals process. Staff will conduct a competitive procurement process following the Housing Authority's consideration of this amendment. A Request for Proposals will be released for a competitive selection process at least six months before the expiration of this amendment to the agreement with Yardi Systems, Inc. F 3 1 -1hpWAY U: UCT N IF BJ I W; 01 J64, k i I 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). Funds are available in the Housing Authority's Contract Services account (no. 14018760-62300). e000 ) Judson Trow"n Housing Division Manager Community Development Agency Exhibit 1. Amendment to Agreement iq�� III ; I An AFr'nci co Gutierrez ultfilk Exec,v6 Director Finance and Management Services Agency VIVNI"I" AMEN DM E NT'1`0 C0�N`S11TjTANT A(AZIA". ISING AUTHORIT Y B FAAN? E t4."'N- I I ft F H 0 U' OF TIJE 01"N". OF SANTA ANA A -Y i xN0 X-RD1 SYSTEMS, INC. THIS SECOND AMENDMENT TO AGREEMENT, is made and entered into on this day of August, 2017, by and between Yardi Systems, Inc., a California corporation (hereinafter "Consultant"), and the flousing Authority of the City of Santa Ana, a public body, corporate and politic (hereinafter "A.uthority"). 0 RECITALS. A. Authority and Consultant entered into Agreement No. 1516 -FIN -006, dated August 4, 2015, for a consultant having special skill and knowledge in the field of real property and asset management application software and related services ("said Agreement"'). B. 'I"t.ic parties subsequently entered into a First Amendment to that Agreement (1X61.7-1-1- 1 Z-4 002) on August 2, 2016, to increase the Compensation and to extend the Term of said Agreement. C. In accordance with the terms and conditions of said Agreement, the parties desire again to add additional funds to and extend the term of said. Agreement. N OW THERERE,, in consideration of the mutual and respective promi.ses. and SuL�Ject J O to the terms and conditions of said Agreement, except those amended in the aforementioned First Amendment to said Agreement, and except as herein modified, the parties agree as follows: 1. Section 21, COMPENSATION, shall be amended to add an additional sixty thousand dollars ($60,000.00) to said Agreement, stich that the total sum to be expended under said Agreement shall not exceed one hundred and eighty thousand dollars ($180,000.00) during the term of said Agreement, which includes the oriGinal ccs n-ipensation and additional compensation for the extended term. 2. Section 31 TERM, shall be amended to extend the date of termination of said Agreement for one (1) year until September 30, 2018. Additionally, y, this section shall be amended to allow the term of said Agreement to be extended upon a writing C-1 executed by the City Manager and the City Attorney. 3. Except as hereinabove modified in this Second Amendment, the terms of said Agreement and First Amendment shall remain in full force and effect. In the event of any conflict between the terms of this Second Amendment and the terms of said Agreement and First Amendment, the terms of this Second Amendment shall control. llI {Signatures on following page} Signature page — Second Amendment to Consultant Agreement with Mardi Systems, Inc. IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to Consultant Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Housing Authority Recording Secretary APPROVED AS TO FORM: SONIA RXARVALHO Author' v,&indal Counsel By: Ryan 0. H dg, Is Assistan , ours V RECOMMENDED FOR APPROVAL,, ROBERT CORTEZI Deputy City Manager 2 HOUSING AUTHORITY OF THE CITY OF SANTA ANA CYNTHIA J. KURTZ Interim City Manager YARDI SYSTEMS, -INC. Name: Title: Tax ID#