Administrative
Report
H.5., File # 23-6514 Meeting Date: 8/8/2023
To: MAYOR AND CITY COUNCIL
From: CAMERON HARDING, COMMUNITY SERVICES DIRECTOR
TITLE
APPROVE AMENDMENTS TO THE AGREEMENT WITH HAPPY SOFTWARE, LLC, AN MRI
SOFTWARE LLC COMPANY (MRI), TO RESET THE TERM OF THE AGREEMENT AND INCLUDE CLOUD MIGRATION SERVICES FOR AN ANNUAL AMOUNT NOT TO EXCEED $31,096.60 AND THE TERM JULY 1, 2023 THROUGH AUGUST 31, 2028
EXECUTIVE SUMMARY
HAPPY Software, LLC, an MRI Software LLC Company (HAPPY Software) is a specialized computer program used by the Housing Authority, and approved by the U.S. Department of Housing and Urban Development (HUD), to collect and track data related to the Section 8 Housing Choice Voucher Program. The software and its technical support are necessary for the Housing Authority to administer the Section 8 Program in compliance with federal regulations. The proposed amendment will reset the 5-year term of the base agreement to July 1, 2023 through August 31, 2028 and add cloud services which will streamline operations and enable contactless processing of Section 8 applications, recertifications, and mobile inspections. The contract renewal and the additional purchase of cloud migration services will be funded using restricted Section 8 monies received from HUD. The annual cost of the of the software agreement is $31,096.60.
BACKGROUND
In May of 2003, the City Council approved a contract to purchase Section 8 Housing software authorized by HUD. This enabled the Housing Authority to administer the Section 8 program in compliance with federal regulations. The Housing Authority has been utilizing HAPPY Software since that time and periodically amends the contract to maintain service and annual maintenance support. The annual maintenance includes periodic software updates and support for City administration of the Section 8 program. Software updates are required when the federal government makes various changes to the Section 8 program rules. This Amendment to the HAPPY Software, Inc. contract includes the purchase of Cloud Hosting services which will help the Housing Authority streamline operations by offering more online and mobile functionality that will accelerate the processing of applications, recertification requests, and inspections.
COORDINATION
The City Attorney’s Office has approved this contract as to form. The Information Technology Department will install any software updates for use by the Housing Authority.
FISCAL IMPACT
The purchase of the additional software modules will be paid for with restricted Section 8 funding received from HUD. The annual cost of the software agreement is $31,096.60. The total cost of the agreement over the five-year term is $155,483.00.
H.5., File # 23-6514 Meeting Date: 8/8/2023
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - Order #3 Amendment #1 HAPPY Software, LLC, an MRI Software LLC Company · Agmt - Order #2 HAPPY Software, LLC, an MRI Software LLC Company, January 1, 2021 · Agmt - Order #1 HAPPY Software, LLC, an MRI Software LLC Company, May 5, 2020