August 19, 2025
Economic Development
Richmond Housing Authority (RHA)
DATE: August 19, 2025
TO: Chair Martinez and Members of the Board of
Commissioners of the Richmond Housing Authority
(RHA)
FROM:
Nannette Beacham, Director of Economic Development
Antoinette Terrell, RHA Executive Director
Gregory Palomino, Administrative Assistant
Subject:
Approval of a Sole-Source License Agreement with Yardi
Systems, Inc. for Housing Management Software
FINANCIAL IMPACT: The proposed three-year not to exceed cost is $60,000 for a license agreement with Yardi Systems, Inc. The
first-year cost is included in the Fiscal Year (FY) 2025-26 budget. The agreement will be funded through the U.S.
Housing and Urban Development annual allocation of
Operating Subsidy and rent from Public Housing
residents.
FY 2025-26 (Account String: 44545191-400209) $20,000
FY 2026-27 (Account String: 44545191-400209) $20,000
FY 2027-28 (Account String: 44545191-400209) $20,000
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
The RHA is requesting that the Board of Commissioners
approve a license agreement with Yardi Systems, Inc for to its property management software. This software is
essential for managing the Low-Income Public Housing
Program, ensuring compliance with HUD regulations, and
maintaining operational efficiency.
AGENDA
REPORT
August 19, 2025
RECOMMENDED ACTION:
ADOPT a resolution approving a three-year sole-source
license agreement with Yardi Systems, Inc. to provide the computer software required to administer the Low-
Income Housing Program in an amount not to exceed
$60,000 ending June 30, 2028 - Richmond Housing
Authority (Antoinette Terrell/Gregory Palomino 510-621- 1361).
DISCUSSION:
Since May 2011, the Richmond Housing Authority (RHA) has utilized Yardi Systems, Inc. software for managing its public housing program (Attachment 1). The system integrates federally mandated compliance functions, accounting, and property management into a single platform. It enables RHA staff to conduct initial and annual income certifications, generate required HUD compliance reports, and manage tenant accounts and work orders efficiently.
Transitioning to a different software provider at this time would present several challenges (Attachments 2 and 3). Migrating historical tenant, financial, and compliance data carries the risk of data loss, corruption, or incompatibility, which could jeopardize compliance and operational efficiency. Additionally, a system change would likely disrupt essential services, leading to a temporary slowdown in staff productivity and delays in tenant support. City staff retraining would also be necessary, requiring significant time and resources to ensure proficiency with a new platform.
Given these considerations, City staff recommends the Board of Commissioners adopt a resolution approving a three-year sole source license agreement with Yardi Systems, Inc. to maintain continuity, compliance, and efficiency in administering the Low-Income Public Housing Program (Attachment 4).
DOCUMENTS ATTACHED:
Attachment 1 – Yardi Software License Agreement
Attachment 2 – Sole Source Justification
Attachment 3 – IT Authorization
Attachment 4 – Resolution