DEPARTMENT Real Estate Services AGENDA NO. 5a
MEETING DATE June 13, 2023
Last updated: 05.03.2023
AGENDA ITEM
Public Utilities Commission
City and County of San Francisco
Calendar: Consent Calendar
Contract/Project Manager: Rosanna Russell
Approve Amendment No. 3 to Contract No. BPUC13000025 , Software as a Service Agreement
Summary of
Proposed
Commission Action:
Approve Amendment No. 3 to Contract No. BPUC13000025,
Software as a Service Agreement, with Yardi Systems, Inc., to increase the Contract amount by $175,000 for a new total Contract amount of $515,290, and retroactively extend the Contract duration by five years, for a total Contract term of 15 years, subject to approval by the Board of Supervisors.
Background: On February 26, 2013, pursuant to the delegation authority granted by Resolution No. 09-0017, the General Manager executed Contract No.
BPUC13000025, Software as a Service Agreement, with Y ardi Systems, Inc., in an amount not -to-exceed $128,550 and with a duration of three years.
The Contract was issued on a sole source basis due to the unique nature of the lease revenue administration and asset management services that the San Francisco Public Utilities Commission (SFPUC) needs. At the time of the procurement, Yardi Systems, Inc. was one of three United States companies that provided such lease revenue administration services and the only company providing the functionality that the SFPUC required.
Scope of Contract: The Contract work consists of providing the SFPUC with the use of Yardi Systems, Inc. ’s proprietary Voyager real property and asset management software program and data hosting services in conjunction with an associated database. The software and database facilitate the SFPUC’s administration
of incoming revenue and key dates for
hundreds of leases and licenses.
Modifications to the
Contract:
Proposed Amendment No. 3: Staff is seeking Commission approval to increase the Contract amount by $175,000, and retroactively extend the Contract by five years , to provide for continued software subscription services , for a new not -to-exceed Contract amount of $515,290 and a new Contract term of 15 years. This Amendment will be retroactive to April 24, 2023, to match the end date of the term in Agenda Title: BPUC13000025
Commission Meeting Date: June 13, 2023
Amendment No. 2. The proposed Amendment will avoid the disruption of the administration of approximately $13 million in lease revenue.
Amendment No. 1: Effective April 24, 2016, the SFPUC modified the Contract to increase the Contract amount by $99,904 for a total Contract amount of $228,454 and extended the Contract duration by three years for a total Contract duration of six years.
Amendment No. 2: Effective December 1, 2018, the SFPUC modified the Contract to increase the Contract amount by $111,835 for a total Contract amount of $340,289 and extended the Contract duration by four years for a total Contract term of 10 years. The term under this Amendment expired on April 24, 2023.
Funding and Costs: Funding Source: Funds for this Contract have been allocated from the Real Estate Services Division’s operating budget.
Original Not-to-Exceed Amount: $ 128,550
Total Modifications to Date (Nos. 1 and 2): $211,740
Proposed Amendment No. 3: $175,000
Total Not-To-Exceed Contract Amount: $515,290
Schedule: Original Duration: three years
Amendment Nos. 1 and 2 Duration: six years and 51 weeks Proposed Amendment No. 3 Duration: five years
Total Duration: 15 years
Environmental
Review:
Approval of this amendment does not constitute a “project” under the California Environmental Quality Act Guidelines s ection 15378(a) because work under this contract would not result in a physical change in the environment.
Local Business
Enterprise
Participation and
Non-Discrimination
In Contracting:
This Contract does not have a Local Business Enterprise sub - consulting participation requirement.
PUBLIC UTILITIES COMMISSION
City and County of San Francisco
RESOLUTION NO.
W
HEREAS, The San Francisco Public Utilities Commission (SFPUC) requires the continuous services of Yardi System, Inc.’s proprietary Voyager real property and asset management software program and data hosting service s, in conjunction with an associated database, to facilitate the SFPUC’s administration of incoming revenue and key dates for hundreds of SFPUC leases and licenses; and
WHEREAS, On February 26, 2013, pursuant to the authority granted by Resolution No. 09-0017, the General Manager executed Contract No. BPUC13000025, Software as a Service Agreement, with an amount not -to-exceed $128,550, and with a term of three years, with Yardi Systems, Inc. (Yardi); and
W
HEREAS, On April 24, 2016, the SFPUC executed Amendment No. 1, increasing the Contract amount by $99,904 and extending the Contract duration by three years for a total Contract amount of $228,454 and total Contract duration of six years; and WHEREAS, On December 1, 2018, the SFPUC executed Amendment No. 2, increasing the Contract amount by $111,835 and extending the Contract duration by four years for a tota l Contract amount of $340,290 and total Contract duration of nine years and 51 weeks; and WHEREAS, Staff requests approval of Amendment No. 3 to increase the contract by $175,000, and retroactively extend the Contract term by five years, commencing on April 24, 2023, to provide for continued software subscription services, increasing the total not-to-exceed contract amount to $ 515,290 and extending the total contract duration to 15 years; and WHEREAS, There is no Local Business Enterprise subcontractor participation requirement for this Contract; and
WHEREAS, Approval of this amendment does not constitute a “project” under the California Environmental Quality Act Guidelines s ection 15378(a) because work under this contract would not result in a physical change in the environment; now, therefore, be it RESOLVED, That this Commission hereby approves Amendment No. 3 to Contract No.
BPUC13000025, Software as a Ser vice Agreement with Yardi Systems, Inc., to increase the Contract amount by $175,000 and retroactively extend the Contract duration by five years, commencing on April 24, 2023, for a total not-t o-exceed Contract amount of $ 515,290 and a total Contract term of 15 years, subject to the Board of Supervisors approval under Charter Section 9.118.
I hereby certify that the foregoing resolution was adopted by the Public Utilities Commission at its meeting of June 13, 2023
Secretary, Public Utilities Commission