HomeMy WebLinkAboutMINUTES - 08052014 - C.27RECOMMENDATION(S):
APPROVE and AUTHORIZE the Conservation and Development Interim Director, or designee, to execute a contract
amendment with Compliance Services, LLC, to extend the term expiration from May 6, 2014 to May 5, 2015 and
increase the payment limit by $85,000 to a new payment limit of $645,000, to provide reporting and monitoring of
affordable housing properties.
FISCAL IMPACT:
Contract costs are covered by a combination of federal grant administrative funds (Community Development Block
Grant and HOME Investment Partnership program) and multi-family mortgage revenue bond administrative funds.
No General Funds are used.
BACKGROUND:
The County entered into a contract with Compliance Services, LLC (Compliance Services) on May 6, 2008. The
contract is subject to the terms of an underlying Master Software License & Hosting Agreement between Compliance
Services and the California Statewide Communities Development Authority. The County is a “Participating Public
Agency” under the master agreement.
The Compliance Services monitoring and reporting system enables developers and public agencies to manage
affordable housing records easily and efficiently. Real-time calculations and reports ensure compliance with federal,
state and local income and rent restrictions. The software currently monitors over 600 affordable housing properties,
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 08/05/2014 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYE:John Gioia, District I Supervisor
Candace Andersen, District II
Supervisor
Mary N. Piepho, District III
Supervisor
Karen Mitchoff, District IV
Supervisor
Federal D. Glover, District V
Supervisor
Contact: Kara Douglas -
674-7880
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 5, 2014
David Twa, County Administrator and Clerk of the Board of Supervisors
By: Chris Heck, Deputy
cc:
C.27
To:Board of Supervisors
From:John Kopchik, Interim Director, Conservation & Development Department
Date:August 5, 2014
Contra
Costa
County
Subject:Compliance Services Agreement
BACKGROUND: (CONT'D)
representing more than 65,000 units. At present, the County manages an affordable housing compliance portfolio of
84 multi-family properties - a number that will grow this year.
The contract had an initial term of five years. After the first five years, the agreement automatically renews each year,
unless either party gives a termination notice to the other party at least five days prior to the renewal date. When the
contract was approved by the Board of Supervisors in 2008, the payment limit was set at $475,000 to cover the initial
five-year term. In June 2013, the Board of Supervisors approved an increase in the payment limit of $85,000 to pay
for services rendered in the sixth year of the contract (May 6, 2013 through May 5, 2014).
Prior to implementing the web-based compliance system, the County devoted approximately 60 percent of a full time
Housing Technician position to multi-family compliance matters. Because the web-based compliance system has
made the process of completing federal and state monitoring reports much more efficient, the staffing requirement has
dropped to approximately 25 percent of a full time staff position. The value of the increase in efficiency will continue
to be realized as the County’s portfolio grows. Equally important, management staff now has access to compliance
data in a format that is readily available and easily subject to analysis.
Given the value of the software system and the absence of comparable products in the market, it is requested that the
payment limit be increased by $85,000, to a new payment limit of $645,000, to pay for anticipated costs over the
one-year period beginning May 6, 2014 and ending May 5, 2015. This increase in the payment limit reflects the base
licensing fee of $75,000 per year and an anticipated $10,000 to cover the cost of new projects.
CONSEQUENCE OF NEGATIVE ACTION:
If the renewal licensing fees are not approved, the County will not have access to the reporting and monitoring
program and additional staff will be required to oversee these matters.
CHILDREN'S IMPACT STATEMENT:
N/A