DEPARTMENT
Real Estate Services
AGENDA NO. 7a
MEETING DATE
September 24, 2024
AGENDA ITEM
Public Utilities Commission
City and County of San Francisco
Calendar: Consent Calendar
Contract/Project Manager: Rosanna Russell
Approve Amendment No. 4 to Contract No. CS-1101, Software as a Service Agreement
Summary of
Proposed
Commission Action:
Approve Amendment No. 4 to Contract No. CS-1101, Software as a Service Agreement, with Yardi Systems, Inc., to increase the c ontract amount by $210,649 for a new total contract amount of $725,938, and to add a tenant insurance compliance module to the contract’s software subscription services.
Background: The San Francisco Public Utilities Commission (SFPUC) manages hundreds of property leases and licenses and requires digital asset management services to facilitate its administration of incoming revenue and key dates for these properties . On February 26, 2013, pursuant to the authority granted by Resolution No. 09- 0017, the General Manager executed Contract No. CS-1101, Software as a Service Agreement (Contract), with Yardi Systems, Inc. (Yardi) with an amount not to exceed $128,550 and with a duration of three years.
The SFPUC issued the contract on a sole source basis due to the unique nature of the lease revenue administration and asset management services that the SFPUC needs. Yardi 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.
Yardi began last year to offer a tenant insurance compliance module.
Unless a tenant is self -insured, t he SFPUC collects three insurance certificates per lease (commercial general liability insurance, worker’s compensation insurance , and automobile liability insurance) for the almost 700 leases in the SFPUC’s landlord as tenant portfolio. The SFPUC collects these insurance certificates through Exigis , an insurance compliance software system
the SFPUC has procured
through the City’s Risk Management Office. Exigis is an appreciably more expensive system than Yardi and lacks Yardi’s fun ctionality. To decrease the SFPUC’s costs and increase its insurance compliance system functionality, staff desire to add the new Yardi tenant insurance compliance module to the Contract. The Exigis work order will expire at the end of the 2024 fiscal year.
Scope of Contract: The contract services provide the SFPUC with the use of Yardi’s proprietary Voyager real property and asset management software Agenda Title: CS-1101
Commission Meeting Date: September 24, 2024
program and data hosting services in conjunction with an associated database. The c ontract software and database facilitate the SFPUC’s administration of incoming revenue and key dates for hundreds of leases and licenses.
Modification to the
Contract:
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 c ontract 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 c ontract 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.
Amendment No. 3: Effective July 25, 2023, the SFPUC modified the contract to increase the contract amount by $175,000 for a total contract amount of $515,290
and extended the contract duration by
five years for a total contract term of 15 years.
Proposed Amendment No. 4: Staff seeks Commission authorization to add a tenant insurance compliance feature and increase the c ontract amount by $210,649, increasing the total not -to-exceed contract amount of the Contract to $ 725,938.
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: $ 128,550.00
Amendment No. 1: $99,904
Amendment No. 2: $111,835
Amendment No. 3: $175,000
Proposed Amendment No. 4: $210,649
Total Not-To-Exceed Contract Amount: $725,938
Schedule: Original Duration: three years
Amendment Nos. 1 Duration: three years
Amendment No. 2 Duration: four years
Amendment No. 3 Duration: five years
Proposed Amendment No. 4 Duration: no change
Total Duration: 15 years
Local Business
Enterprise
Participation and
This Contract does not have a Local Business Enterprise sub - consulting participation requirement.
Agenda Title: CS-1101
Commission Meeting Date: September 24, 2024
Non-Discrimination
In Contracting:
PUBLIC UTILITIES COMMISSION
City and County of San Francisco
RESOLUTION NO.
WHEREAS, The San Francisco Public Utilities Commission (SFPUC) requires the 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 awarded Contract No. CS-1101, Software as a Service Agreement, with Yardi Systems, Inc. (Yardi) with an amount not-to-exceed $128,550, and with a term of three years; and
WHEREAS, 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 total Contract amount of $340,290 and total Contract duration of nine years and 51 weeks; and
WHEREAS, On July 25, 2023, the SFPUC executed Amendment No. 3, increasing the Contract amount by $175,000 and extending the Contract duration by five years for a total Contract amount of $515,290 and total Contract duration of 15 years, to provide for continued software subscription services; and
WHEREAS, Staff requests approval of Amendment No. 4 to increase the contract by $210,649, to add a tenant insurance compliance module to the Contract’s software subscription services, increasing the total not-to-exceed contract amount to $ 725,938; and
WHEREAS, There is no Local Business Enterprise sub -consulting participation requirement for this Contract; and
WHEREAS, Funds for this Contract are available from the Real Estate Services Division’s operating budget; now, therefore, be it
RESOLVED, That this Commission hereby approves Amendment No. 4 to Contract No.
CS-1101, Software as a Service Agreement with Yardi, increasing the contract amount by $210,649, for a total not-to-exceed contract amount of $725,938, with no change in duration.
I hereby certify that the foregoing resolution was adopted by the Public Utilities Commission at its meeting of September 24, 2024.
Director of Commission Affairs
San Francisco Public Utilities Commission