Title
Yardi Systems Software Maintenance and Support for Public Housing and Section 8 Programs (Ordinance S-44021)
Description
Request to authorize the City Manager, or his designee, to enter into a five-year agreement with Yardi Systems, Inc. (Yardi), to provide software maintenance and support for the VisualHOMES software application utilized by the Housing Department. Further request authorization for the City Controller to disburse funds related to this item over the life of the contract. The aggregate contract value shall not exceed $650,000 with estimated annual expenditures of $130,000, which will be paid for by the Department of Housing and Urban Development (HUD).
Report
Summary
VisualHOMES software is a proprietary program created by Yardi that is used by many Public Housing Authorities throughout the country, including the Housing Department. In 2008 and 2009, the Housing Department implemented the VisualHOMES system application at a cost of almost $1 million to replace a previously utilized system that was not current with business needs or compliant with U.S. Department of Housing and Urban Development (HUD) regulations and policies. The Housing Department relies heavily on VisualHOMES software to manage its Public Housing and Section 8 programs, provide customer services, and comply with HUD regulatory and policy requirements.
The current contract for VisualHOMES software maintenance expires on Oct. 31, 2017. The Housing Department recommends continuing use of VisualHOMES as the Department does not have the funding, resources, or necessary timeline to move to another system.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, competition was waived as a result of the "Special Circumstances Without Competition" Determination justifying the use of Yardi, who is the proprietary vendor. The Finance and Law departments have reviewed and approved this recommendation.
Contract Term
The initial term of this contract will be for two years, from Nov. 1, 2017 to Oct. 31, 2019. The Housing Department will have the option to extend the term up to three, one-year year extensions for a maximum contract term of five years.
Financial Impact
There is no impact to the General Fund. Funding is provided by HUD. The aggregate contract value shall not exceed $650,000 with estimated annual expenditures of $130,000.
Department
Responsible Department
This item is submitted by Deputy City Manager Deanna Jonovich and the Housing Department.