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File #: 2022-0573   
Type: Consent Calendar Item Status: Agenda Ready
File created: 5/6/2022 In control: Community Development Commission
On agenda: 6/13/2022 Final action:
Title: Renewal of Housing Authority Software Agreement
Department or Agency Name(s): Community Development Commission
Attachments: 1. Summary Report, 2. Attachment 1 - Original Agreement, 3. Attachment 2 - Amendment Number 2, 4. Attachment 3 - Master Agreement
Date Action ByActionResultAction DetailsMeeting DetailsVideo
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To: Sonoma County Board of Supervisors and Board of Commissioners of the Sonoma County Community Development Commission

Department or Agency Name(s): Community Development Commission

Staff Name and Phone Number: Martha Cheever, (707) 565-7521

Vote Requirement: Majority

Supervisorial District(s): Countywide

 

Title:

Title

Renewal of Housing Authority Software Agreement

End

 

Recommended Action:

Recommended action

Authorize the Interim Executive Director, or designee, to enter into Amendment Number 2 to an agreement with MRI Software, LLC for HousingPro Software for a term of three years for $268,273 with an option for two one-year renewals.

end

 

Executive Summary:

The Sonoma County Housing Authority (SCHA) has utilized MRI Software, LLC’s (MRI) HousingPro software platform since 2011.  This software enables SCHA staff to manage all of its various programs and waitlists while meeting US Department of Housing and Urban Development (HUD) requirements for digital data reporting.

On June 1, 2020, the Housing Authority’s Executive Director authorized the upgrade of the software.  The upgrade and all required staff training were implemented beginning in October, 2020.

Staff are requesting that the Executive Director, or designee, be authorized to sign Amendment Number 2 to the Order Document and Statement of Work effective June 1, 2022, for a total three-year cost of $268,273.  Staff are also requesting that the Executive Director, or designee, be authorized to extend the Order Document for two additional one-year terms for an amount not to exceed $100,000 per year.

 

Discussion:

The Sonoma County Housing Authority (SCHA) is required to report data digitally to the US Department of Housing and Urban Development (HUD).  To meet this requirement, the SCHA administers its rental assistance programs and reports to HUD through the use of a housing authority management software program provided by MRI Software, LLC.

SCHA has utilized MRI Software, LLC’s (MRI) HousingPro software platform since 2011.  This software enables SCHA staff to manage all of its various programs and waitlists while meeting US Department of Housing and Urban Development (HUD) requirements for digital data reporting.

In 2019, the County Information Systems Department (ISD) notified SCHA that ISD would no longer be able to support the existing software as it was utilizing an outdated technology platform.  This prompted SCHA and ISD to work together to identify the benefits of upgrading existing software or procuring a new software platform.  It was determined that upgrading existing software met the needs of SCHA and provided the benefit of enhanced technology.

Because the Housing Authority did not enter into a multi-year agreement for the software, we have been subject to an annual Consumer Price Index (CPI) increase as well as an annual service cost increase.  SCHA staff have negotiated with MRI, and the company has agreed to remove the CPI language and cap annual increases at 5.5% in exchange for a three-year service contract.

Staff are requesting that the Executive Director, or designee, be authorized to sign Amendment Number 2 to the Order Document and Statement of Work effective June 1, 2020 for a total three-year cost of $268,273.  Staff are also requesting that the Executive Director, or designee, be authorized to extend the Order Document for two additional one-year terms for an amount not to exceed $100,000 per year.

 

Strategic Plan:

N/A

 

Prior Board Actions:

12/06/2011: Board authorized the acquisition, installation, set up, and training for the Housing Authority Management software.

 

Fiscal Summary

 Expenditures

FY 21-22 Adopted

FY 22-23 Projected

FY 23-24 Projected

Budgeted Expenses

$84,682

$89,339

$94,252

Additional Appropriation Requested

 

 

 

Total Expenditures

$84,682

$89,339

$94,252

Funding Sources

 

 

 

General Fund/WA GF

 

 

 

State/Federal

$84,682

$35,000

$94,252

Fees/Other

 

 

 

Use of Fund Balance

 

$54,339

 

Contingencies

 

 

 

Total Sources

$84,682

$89,339

$94,252

 

Narrative Explanation of Fiscal Impacts:

The Housing Authority initially budgeted $35,000 for FY 2022/23.  The additional cost of $54,339 will be funded via use of fund balance.  Appropriations will be requested during the Q1 Consolidated Budget process.  Costs for Fiscal Year 2023/24 will be funded by the administration allocation amount provided by the Housing and Urban Development rental assistance programs.

 

Staffing Impacts:

 

 

 

Position Title (Payroll Classification)

Monthly Salary Range (A-I Step)

Additions (Number)

Deletions (Number)

 

 

 

 

 

 

 

 

 

 

 

 

 

Narrative Explanation of Staffing Impacts (If Required):

N/A

 

Attachments:

Attachment 1 - Original Order Document and Associated Change Orders

Attachment 2 - Amendment Number 2

Attachment 3 - Master Agreement

 

Related Items “On File” with the Clerk of the Board:

None