HomeMy WebLinkAboutMINUTES - 03122002 - HA1 The proposedmanagement information system will provide data to support timely decision-making as the
Housing'Authority moves to a new operational and organizational model,
On June 1, 2001 a Request for Proposal (RFP) was published and sent to various prospective
vendors. Proposals were received by the August 3, 2041 deadline from four vendors: EMPHASYS
Computer Systems; PHAS'(Modem Software Technology); YARDI Systems, Incorporated; and, Signature
Systems. Upon review of the four proposals by staff, all vendors were selected to present their software
packages at one-day demonstrations. The demonstrations were held from September 25 through
October'13, 2001. Upon completion of the demonstrations the Housing Authority visited various public
housing authorities that were utilizing the various vendor software. Site visits'included the Housing
Authorities located in the Cities of Richmond, Portland, Oregon, and the Counties of Santa Clara and San
Joaquin'. Based upon the proposals, demonstrations and site visits the staff recommends YARDI
Systems, Inc. to fulfill the requirements of the RFP and the Housing Authority.
YARDI'Systems, Inc. is a,'privately held, minority-owned, international company with more than
204 employees. They are headquartered in Santa Barbara, CA., with regional offices in San Diego, New
York City, Boston, Chicago, Dallas, Ft. 'Lauderdale and Atlanta 'Staff recommends YARDI Systems, Inc.
for the following reasons
• YARDI is a Windows, browser based system with great future capability and very user friendly.
• YARD] has the most reliable''financial module demonstrating a very sound project-based accounting
system with user friendly financial statements and reports.
• Totally integrated housing authority program modules to financial modules:
• Management modules provide very extensive Management Analysis reports.
• Training System online.
The actual cost for the fully integrated management information system including implementation,`
limited data conversion and training is approximately $250,000. Additional Housing'Authority costs for
new computer equipment and upgrades ($150,000) upgrading communication lines between offices
($44,000), and, other miscellaneous costs ($10,000). The total cost to the Housing Authority for a
completely integrated management information system will be approximately $460,000.
1V. CONSEQUENCES OF NEGATIVE ACTION:'
Should the Board of Commissioners elect not to authorize the Executive Director to enter into an
agreement with YARDI, the Housing Authority will continue to operate with the existing antiquated
software programs to fulfill'its contractual obligations with HUD. The current system is very cumbersome
and staff intensive since it reliant upon manual processes to integrate and assimilate information to
ensure compliance with Housing'Authority regulations in the delivery of program services to participants
and HUD reporting requirements.