COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Housing

 

DATE:

February 9, 2011

BOARD MEETING DATE:

February 15, 2011

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

 

TO:

Honorable Board of Supervisors, (sitting as the Board of Commissioners of the Housing Authority of County of San Mateo)

   

FROM:

Duane Bay, Director, Department of Housing

William Lowell, Executive Director, Housing Authority

SUBJECT:

Agreement with Yardi Systems, Inc. to provide a case management and financial reporting software system

 

RECOMMENDATION:

Adopt Resolution No. 2011-01 authorizing the:
1) Executive Director of the Housing Authority to execute an agreement between the
Housing Authority of the County of San Mateo (HACSM) and Yardi Systems, Inc. to provide a case management and financial reporting software system in the amount of $612,116 for the term February 15, 2011 through February 14, 2014 with two automatic one-year renewals extending the term through February 14, 2016.
2) Executive Director of the Housing Authority or his designee to execute contract amendments which modify the Housing Authority of the County of San Mateo (HACSM) maximum fiscal obligation by no more than $50,000 (in aggregate) and/or modify the contract services so long as the modified services are within the current or revised fiscal provisions.

 

BACKGROUND:

HACSM’s current software application, Emphasys Solutions, was installed more than ten years ago. The system is an inefficient DOS-based design that has increasingly fallen behind more recently developed systems in its ability to support housing authority operations. System reliability has decreased markedly as vendor support for the system has waned and system maintenance expenses have increased dramatically.

Moving to a new software application will enable HACSM to greatly increase efficiency, improve customer relations with services available via the internet and move the agency towards a paperless environment.

In April 2010, HACSM began exploring the replacement of its current software application, working closely with staff from ISD, a formal Request for Proposals (RFP) was issued on May 24, 2010.

DISCUSSION:

HACSM received five responses to its RFP and created an internal selection committee to review the proposals. Two of the five responses were deemed non-responsive to the criteria in the RFP. The selection committee reviewed the remaining proposals from Emphasys Solutions, Tenmast, Inc., and Yardi Systems, Inc. In August and September 2010, the vendors were invited to conduct on-site demonstrations of their products.

In addition, HACSM contacted other housing authorities that utilize the three proposed systems and acquired information that was useful in the decision-making process. As a result of the selection committee’s review and research, Yardi Systems, Inc. was selected.

HACSM will be transferring its current case management, property management, and financial reporting software functions to Yardi. Yardi will assist HACSM with planning, project management, design, and implementation of the product, as well as provide ongoing maintenance and support. As part of the agreement, Yardi will host the application environment. Hosting services are a cost-effective alternative to self-hosting in terms of equipment and staffing needs.

With the assistance of ISD, HACSM engaged in an extensive contract negotiation process with Yardi, which once executed, will allow HACSM and Yardi to establish a time line for data conversion, data cleanup, training, and full product implementation. We anticipate a “go live” date of October 1, 2011.

This contract supports the Shared Vision 2025 Livable Community goal by providing the department the tools to manage its information more efficiently. This will allow HACSM to provide a higher level of service to its participants, owners, and residents.

County Counsel has reviewed the contract and has approved the Resolution as to form.

 

FISCAL IMPACT:

There is no Net County Cost associated with this action. HACSM is funded 100% by the U.S. Department of Housing and Urban Development and the costs of this system will be fully paid through HACSM operating funds reserved for this purpose.

 

The $612,116 contract cost summary is as follows:

 

    $378,616 – projected five year software license and program hosting expense (assuming a 3% per annum COLA increase based on future CPI);

    $233,500 – one-time implementation, training and programming expenses.