Agenda Item No: L.1
AGENDA REPORT
DATE: October 21, 2025
TO: Fairfield Housing Authority Chair and Commissioners
FROM: David Gassaway, Executive Director
SUBJECT: Resolution HA2025-04 HD Approving Additional Funding to the OutsourceIT Housing Quality Inspection Contract
Authorizing the Executive Director to Approve an Additional $135,000 and to Execute Amendment No. 1 with Outsource IT for Housing Quality Standard Services to the Fairfield Housing Authority
Funding Source: $135,000; Housing Authority Administrative Fund
Contact: Tanya Tran, (707) 428-7391
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
The U.S. Department of Housing and Urban Development (HUD) requires the Fairfield Housing Authority (FHA) to complete Housing Quality Standards (HQS) inspections of potential units before executing a Housing Assistance Payment (HAP) contract. The inspection must be completed at least annually for housing programs that the FHA administers, such as the Housing Choice Vouche r (HCV) Program. To meet HUD’s inspection requirements, FHA utilizes the vendor, OutsourceIT, to manage all inspection-related responsibilities. The Housing Authority has procured OutsourceIT and utilized its services over the last two years.
DISCUSSION
HUD requires all Housing Authorities to conduct HQS assessments of all HCV -supported units in a timely and accurate manner. To this end, FHA contracted with OutsourceIT in 2023 and desires to add additional funds to the contract to cover contract costs until May 2028. Staff requests that FHA be approved to add additional funds to the existing inspection contract for an amount of $135,000 to be added to the OutsourceI T contract budget to complete the HUD -required inspections. After this amendment, the new total contract amount to provide the critical inspection services will increase to $195,000 over the contract term until May 2028.
FINANCIAL IMPACT
The FHA’s request for an additional $135,000 to be added to the OutsourceIT contract will allow the FHA to complete inspection requirements that secure over $10,000,000 in rental assistance funding from HUD. The contract funds will be paid from the Housing Authority Administrative Fund (Fund 151).
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
If the Chair and Commissioners choose not to move forward with this item, the longevity of the HCV program could be jeopardized and risk critical rental assistance subsidies to many vulnerable people in the City of Fairfield. FHA will not be able to comply with HQS Inspections and risk losing over $10,000,000 in rental assistance funding from HUD that helps secure safe, sanitary , and quality housing for low-income households in Fairfield.
COORDINATED WITH
N/A
STAFF CONTACT
Tanya Tran, Housing Division Manager
(707) 428-7391
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: Proposed Amendment
Attachment 4: Original Services Contract