A G E N D A JOINT MEETING: GLENDALE CITY COUNCIL AND GLENDALE HOUSING AUTHORITY

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1 A G E N D A JOINT MEETING: GLENDALE CITY COUNCIL AND GLENDALE HOUSING AUTHORITY COUNCIL CHAMBER, City Hall 613 E. Broadway, 2 nd Floor Glendale, CA Welcome to the joint meeting of the Glendale City Council and the Glendale Housing Authority. Meetings are broadcast live on cable channel 6 (GTV6) and rebroadcast throughout the week. Call (818) for program schedules. DVDs of the proceedings are available for purchase in the City Clerk s Office. Meetings are also archived on the City Website for viewing anytime at TURN OFF CELLULAR PHONES AND PAGERS WHILE INSIDE THE COUNCIL CHAMBER. In compliance with the Americans with Disabilities Act (ADA) of 1990, auxiliary hearing aids, sign language translation, and Braille transcripts are available upon request. Assisted listening devices are available same-day upon request. At least 48 hours (or two business days) notice is required for requests regarding sign language translation and Braille transcription services. All documents related to open session items on this agenda that are received less than 72 hours prior to this meeting, and are public records, will be available for review in the Office of the City Clerk, 613 E. Broadway, RM 110, Glendale, CA If you have any question about matters on the agenda, or requests for assistance, please contact the office of the City Clerk at (818) during regular business hours. OCTOBER 17, 2017 ROLL CALL - 3:00 p.m. - Report of the City Clerk of the City Council and Housing Authority, re: Posting of Agenda. The Agenda for the October 17, 2017 joint public meeting of the City Council and Housing Authority was posted on Friday, October 13, 2017 on the bulletin board Outside City Hall. A JOINT PUBLIC MEETING of the City Council and Housing Authority is hereby called to meet at 3:00 p.m. on Tuesday, October 17, 2017, in the City Council Chamber, City Hall, 613 E. Broadway, 2 nd Floor, Glendale, CA to consider the following item(s) of business, to wit; 1. Interim Chief Information Officer and Director of Community Development, re: Implementation of Housing Authority Adopted Budget Amendment for a Professional Services Agreement (PSA) with Emphasys Software in Support of the Section 8 Housing Choice Voucher Program (Section 8) a. City Council Motion Approving Amendment for PSA to Extend the Term for One Year; and Approve a Change to the Scope of Service to Implement an Owner Portal and Mobile Housing Inspections System; and Increase the Total Contract Amount by $45,200 for a New Contract Amount of $94,816 ADJOURNMENT - For the City Council - For the Housing Authority Ardashes Kassakhian, City Clerk ACKNOWLEDGMENT OF SERVICE Members of the public may address the City Council and the Housing Authority regarding any item in this notice. Service of the above Call for Joint Public Meeting of the City Council and Housing Authority at the time and place above designated is hereby acknowledged, and the Notice required by Government Code Section is hereby waived: Hour: a.m./p.m., this day of, 20. By Title: City Council/Housing Authority Member 1 TYPED 10/10/2017 1:05 PM SP CC

2 CITY OF GLENDALE, CALIFORNIA REPORT TO THE: Joint k8l City Council k8l Housing Authority k8l Successor Agency D Oversight Board D October 17, 2017 AGENDA ITEM Report: Implementation of Housing Authority Adopted Budget With Regards to an Amendment to a Professional Services Agreement With Emphasys Software in Support of the Section 8 Housing Choice Voucher Program (Section 8). 1. City Council Motion Approving Amendment to Professional Services Agreement with Emphasys Software to: a. Extend the Term of the Service Agreement for One Year; and b. Approve a Change to the Scope of Services to Implement an Owner Portal and Mobile Housing Inspections System; and c. Increase the Total Contract Amount by $45,200 for a New Contract Amount of $94,816. COUNCIL ACTION Public Hearing D Ordinance D Approved for <aj /1, 2,0/] Consent Calendar D Action Item k8l Report Only D calendar ADMINISTRATIVE ACTION Submitted by: Jason Bradford, Interim Chief Information Officer Philip Lanzafame, Director of Community Development Prepared by: Anne Bockenkamp, Principal Housing Coordinator Peter Zovak, Acting Assistant Director of Community Development Nick Nie, Housing Systems Analyst Approved by: Scott Ochoa, City Manager and Executive Director Reviewed by: Michael J. Garcia, City Attorney Robert P. Elliot, Director of Finance Mk 1 I I

3 RECOMMENDATION Community Development staff recommends that the Glendale City Council approve a motion amending a Professional Services Agreement with Emphasys Software in support of the Section 8 Housing Choice Voucher Program. The source of funding for this contract is the Section 8 Adm in fund, a non-general fund, specifically for affordable housing administrative functions. Funding for this proposed amendment was previously approved in the Housing Authority's FY adopted budget. At this time, staff is requesting that the accompanying amendment to the Professional Services Agreement be approved. BACKGROUND/ANALYSIS The Housing Authority adopted Emphasys Software for its Section 8 Program operations in 2004 when it transferred from another software vendor. It followed an approximate 12 month software selection and implementation effort led by Housing and IS staff at that time. The effort was to identify a new software publisher that could better support Section 8 operations and staff. The criteria included identifying a vendor that would continue to be a viable presence in Section 8 over the long term with updated software and adequate support and training for ever changing HUD rules and regulations. Emphasys is and continues to be a well-respected, efficient, and effective software database for managing an approximate $32.4 million Section 8 program and the complex relationships between the property owner, the tenant, Housing Authority, and HUD. Emphasys has and continues to provide good customer service in its support to the City/Housing Authority over the years. Products and services include monthly payment programming to rental housing property owners, operational support for housing program management, financial tools to assist in managing multiple funding sources and executive reporting systems that keep key managers focused on overall agency performance. Beyond its software tools and product support, one of the strengths of Emphasys Software is that it has developed a strong relationship with HUD that allows it to work closely with HUD to integrate new or changing regulations and program components into its software system. Housing Authorities throughout the country use this particular software system, including local agencies such as Anaheim, Long Beach, San Diego County, and most importantly, the City of Los Angeles who is the largest port - out agency to Glendale with an approximate 1,400 HACLA port vouchers residing in Glendale - which makes monthly reconciliations with HACLA easier as it is the same system. The annual contract with Emphasys is for an ongoing annual site license and offsite support for use of the software. This amount totals $27,200 for this year. In addition, Housing staff is requesting a onetime change order to provide funds to pay for the migration of the entire Emphasys software to a new City server environment and implement two new tools that Housing staff has identified that would increase the efficiency and effectiveness of the Section 8 program. The entire process will require a one-time purchase of $18,000. This includes new added software and staff training. Once the programs are purchased, ongoing costs in future years will then be wrapped up in the annual site license. The first tool is an Owner Portal for Section 8. This web based interface would allow property owners to directly access their payment records, determine the status of pending payments, and use online, mobile and/or social media to communicate with the Housing Authority staff which should save time, paper, postage, and increase convenience to the owner. It is one more tool to make the Section 8 program competitive with market rate properties in the Glendale rental market. 2

4 The second tool is a Mobile Housing Inspections module that would permit data entry in the field via a computer tablet. This would reduce an inspector's time per unit and would reduce errors as currently paper inspections are translated into the Elite system on a daily basis for each unit inspected. Because of new Purchasing guidelines put in effect in 2016, this year's Emphasys Software PSA will be the first time approval by the City Council is needed. The PSA is administered by the IS Department. The addition of this year's contract amount to the two previous year totals will now take the PSA to an amount over $50,000, thus requiring approval by the City Council. Accordingly, staff is requesting approval of an amendment to extend the annual contract for one year, amend the scope of services to purchase an Owner's Portal and Mobile Housing Inspections Program, and increase the contract total. The contract amount of $94,816 includes the cumulative amount of $49,616 from the past two years plus this year's annual license fee of $27,200 and the new one-time fee of $18,000 for the server migration and tool upgrades and training. FISCAL IMPACT Cost of the one year FY Emphasys license and support contract is $27,200 and is included in the approved FY housing budget. The charge for the server migration and Owners Portal and the Mobile Housing Inspections modules and training will be a one-time cost of $18,000. There are sufficient funds in the approved FY Section 8 budget to cover this cost as well. For , the Emphasys Software costs would be charged as follows: Contractual Services, Section 8 Program Fund, Annual Service Fee - FY Budget (new) Contractual Services, Section 8 Program Fund, Server Migration/Tools- FY Budget /new) TOTAL FY Budget $27,200 $ $45,200 PRIOR YEARS TOTAL CONTRACT FY & FY Budget All Years $ $94,816 ALTERNATIVES Alternative 1: The City Council may approve the proposed amendment to the agreement with Emphasys Software. Alternative 2: The City Council may elect not to approve the proposed amendment to the agreement with Emphasys Software and instruct staff to investigate the feasibility, costs, and other resources required to transition from one Section 8 software system to another. Alternative 3: The City Council may elect to consider any other alternative not currently proposed by staff. 3

5 CAMPAIGN DISCLOSURE In accordance with the City Campaign Finance Ordinance No. 5744, the following are the names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than 10% interest in the company proposed for contract in this Agenda Item Report: Officers of Emphasys Computer Solutions, Inc. dba Emphasys Software: ',Fuff:Na me,c,f:'j :STitfe ~t::;.:.'/ ;:.J>'i:":.,.}: i':-, >,;:)~ ; :<-.. Busin ss'address. "' '"Citv,:: :Cfi...state<:,,'i,:, :, _,- \{~it~, :'Zib::'::'c' ' 9675 NW 117'" Ave Mike Byrne CEO/President Medley Florida Suite 305 Steve Chief Financial Officer Same as above. Richards John Director of Finance Same as above. Wilkins Subcontractors N/A Full Name Title Business Address Citv State Zio Chairnerson CEO/President Chief Oneratinn Officer Chief Financial Officer Board of Directors Ownership Interest in more than 10% in Emphasys Computer Solutions. Inc. dba Emphasys Software: N/A. FullNamec, -::.::.Title ' ". :.., 'J Business. Address V.. Cit \ EXHIBITS None. 4

6 MOTION Moved by Council Member seconded by Council Member that the City Manager, or his designee, is hereby authorized to execute an amendment to an existing professional services agreement (PSA) with Emphasys Software in support of the Section 8 Housing Choice Voucher Program. The amendment will amend the PSA to extend the term of the service agreement for one year; approve a change in the scope of services to implement an owner portal and mobile housing inspections system, and; increase the total contract amount by $45,2000 for a new contract amount of $94,816. The amendment shall be in a form approved by the City Attorney. Vote as follows: Ayes: Noes: Absent: Abstain: APPROVED AS TO FORM. ~~ CITYj&rORNEY. DATE / 1> /17/17,,ca2ooo,data,shared,FILES'1XlCFILES,FAcrFIND,amend FSA CDD!SD Emphasys Sec 8.doc 1 A