RESOLUTION NO. _2011-01________

BOARD OF SUPERVISORS, COUNTY OF SAN MATEO, STATE OF CALIFORNIA, SITTING AS THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE COUNTY OF SAN MATEO, STATE OF CALIFORNIA

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RESOLUTION 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 ONE-YEAR RENEWALS EXTENDING THE TERM THROUGH FEBRUARY 14, 2016; AND
2) EXECUTIVE DIRECTOR OF THE HOUSING AUTHORITY OR HIS DESIGNEE TO EXECUTE CONTRACT AMENDMENTS WHICH MODIFY THE HOUSNIG AUTHORITY OF THE COUNTY OF SAN MATEO (HACSM) MAXIMUM FISCAL OBLIGATION BY NO MORE THAN $50,000 (IN AGGREGRATE) AND/OR MODIFY THE CONTRACT SERVICES SO LONG AS THE MODIFIED SERVICES ARE WITHIN THE CURRENT OR REVISED FISCAL PROVISIONS.

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RESOLVED, by the Board of Supervisors of the County of San Mateo, sitting as the Board of Commissioners of the Housing Authority of the County of San Mateo (HACSM), State of California, that

WHEREAS, HACSM’s current software application was installed more than ten years ago and is an inefficient DOS-based design that has increasingly fallen behind more recently developed systems in its ability to support housing authority operations; and

WHEREAS, 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; and

WHEREAS, in April 2010, HACSM began exploring the replacement of its current software application, working closely with staff from ISD; and

WHEREAS, HACSM issued a formal Request for Proposals (RFP) on May 24, 2010 and received five responses to the RFP; and

WHEREAS, HACSM created an internal selection committee to review the proposals and three potential vendors were invited to conduct on-site demonstrations of their products; and

WHEREAS, as a result of the selection committee’s review and research, Yardi Systems, Inc. was selected; and

WHEREAS, upon data conversion and clean-up, HACSM will be transferring its current case management, property management, and financial reporting software functions to Yardi Systems, Inc. and Yardi will host the application environment; and

NOW THEREFORE, IT IS HEREBY DETERMINED AND ORDERED that the Board of Commissioners of HACSM authorize 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 of February 15, 2011 through February 14, 2014 with two one-year renewals extending the term through February 14, 2016 ; and 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 aggregrate) and/or modify the contract services so long as the modified services are within the current or revised fiscal provisions.

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