Subject: AGREEMENT FOR DATABASE
Adoption of a resolution authorizing the Director of General Services to:
1. Execute an agreement for the acquisition of an integrated departmental database software program with Housing & Development Software, Inc., at a total cost of $141,800.00 including tax, installation, integration, data conversion, and training, and;
2. Execute change orders in an amount not to exceed $50,000 for unanticipated requirements which may arise during the installation and integration of the various software modules.
BACKGROUND
The Housing Department has requested the purchase of an integrated departmental database software program. The Department’s organizational structure consists of six groups that focus on new construction, housing rehabilitation, loan monitoring, management and analysis, homeless services and policy and program development. Each group has a database that was developed either in house or customized for their use. These databases are not integrated and cannot be upgraded. The Department currently inputs the majority of its information manually from documents. Some of the database records are created by one division and added to and completed by other divisions. Data needs to be accessed and uploaded via a shared on-line connection.
Database modules are needed for Asset Management, Bond Financed Projects, Cash Flow reporting, and the appropriate linkages to the City’s Financial Management System (FMS) must be developed. The Department is in need of a fully integrated departmental database software application that is off-the-shelf and requires as little customization as possible to provide decision support information, fulfill numerous reporting requirements and to track operational performance measures.
A Request for Quotation (RFQ) was utilized for this procurement. The RFQ was faxed to seven (7) vendors on May 11, 2001. Quotations were due on May 18, 2001 and are listed below:
Quote 8% Sales Tax Non-Taxable Total
Housing & Development $62,500.00 $5,000.00 $74,300.00 $141,800.00
Software/Ft. Lauderdale, FL
The Mitas Group/McKinney, TX 131,903.00 11,192.24 169,450.00 320,545.24*
Yardi Systems/Santa Barbara 482,500.00 38,600.00 768,000.00 1,289,100.00**
* The quotation from The Mitas Group was very comprehensive and met the Department’s needs. However, the cost was prohibitive.
** The software offered by Yardi Systems, Inc. is a custom software application, not off-the-shelf, and requires a great deal of custom programming. The software licensing is also considerably higher than the other two vendors.
Housing & Development Software, Inc. offers a software application which provides the Housing Department with the products, service and technology to meet their needs, and is the most advantageous quotation for the City.
This Request for Quotation was placed on the City of San José web site.
This memorandum has been coordinated with the City Attorney’s Office, the Budget Office, the Information Technology Department and the Housing Department.
BUDGET DOCUMENT
Fund: Low/Moderate Housing Fund - 443
Amount: $1,711,670
Document: 2000-01 Adopted Operating Budget, pg. 501
FRANCIS B. MCVEY
Acting Director of General Services