HomeMy WebLinkAboutMINUTES - 08062013 - HA C.03RECOMMENDATIONS
APPROVE and AUTHORIZE the Executive Director of the Housing Authority of the County of Contra Costa
(HACCC), or his designee, to execute a contract amendment with Nan McKay and Associates, Inc. (NMA), to
increase the payment limit by $24,118 to a new payment limit of $111,124 to provide additional file review services
for the Housing Choice Voucher Department's file conversion project through September 30, 2013.
BACKGROUND
As part of HACCC's efforts to streamline workflow and improve performance in the Housing Choice Voucher
program, staff are preparing program files for conversion to an electronic document management system. The current
phase of this process involves the manual review of all documents in approximately 6,800 files, the purging of all old
or extraneous documents in these files, the consolidation of the East County files into one folder (because file space
was not adequate in HACCC's Antioch voucher offices, elements of the case file were sometimes broken into
working files that were kept on-site while the main
Action of Board On: 08/06/2013 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:Candace Andersen, District II
Supervisor
Mary N. Piepho, District III
Supervisor
Karen Mitchoff, District IV
Supervisor
Federal D. Glover, District V
Supervisor
ABSENT:John Gioia, District I
Supervisor
Geneva Green, Tenant Seat
Contact: 925-957-8028
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the
Board of Supervisors on the date shown.
ATTESTED: August 6, 2013
Joseph Villarreal, Executive Director
By: June McHuen, Deputy
cc:
C.3
To:Contra Costa County Housing Authority Board of Commissioners
From:Joseph Villarreal, Housing Authority
Date:August 6, 2013
Contra
Costa
County
Subject:Nan McKay Contract Extension
BACKGROUND (CONT'D)
file was kept at the central voucher office in Martinez), the filing of all documents that were unfiled and the
bar-coding of all voucher files.
In order to accelerate this process, HACCC has utilized overtime among permanent staff and has also hired a small
group of project employees to work on this project daily. Additionally, HACCC entered into a contract with NMA to
help with this project by providing onsite assistance and oversight of the process, working with staff to establish
updated file management procedures and implementation of the bar-coding, developing written procedures, staff
training and also by providing external quality control of file content.
The proposed extension of the contract with NMA is needed to finish processing the tenant files. The original contract
with NMA was entered into on September 27, 2012 and will expire on August 10, 2013.
FISCAL IMPACT
HACCC has an existing contract with NMA for the Housing Choice Voucher Department's file conversion project in
an amount not to exceed $87,006. The proposed amendment will increase the contract payment limit by $24,118, to a
new limit of $111,124. Funding for this contract comes from Housing Choice Voucher administrative fees and is
included in HACCC's current budget.
CONSEQUENCE OF NEGATIVE ACTION
If the Board of Commissioners does not approve this contract, the voucher program file conversion project will slow
down significantly and external quality control of files will cease. This would hamper efforts to improve the program.