SR 02-12-2019 3F
City Council
Report
City Council Meeting: February 12, 2019
Agenda Item: 3.F
1 of 4
To: Mayor and City Council
From: Andy Agle, Director, Housing and Economic Development, Housing Division
Subject: Affordable Housing Compliance Monitoring Software System
Recommended Action
Staff recommends that the City Council:
1. Award RFP #179 to Main Street Computing, a New York-based company, for the
development of an Affordable Housing Compliance Monitoring software system
and annual software maintenance and support;
2. Authorize the City Manager to negotiate and execute an agreement with Main
Street Computing in an amount not to exceed $94,950 for one year, with four
additional one-year maintenance and support renewal options in the amount of
$18,200 annually on the same terms and conditions, for a total amount not to
exceed $167,750 over a five-year period, with future funding contingent on
Council budget approval.
Summary
On July 3, 2018, the City issued a Request for Proposals (RFP) for affordable housing
compliance-monitoring software to improve and streamline reporting, data collection
and analysis, and monitoring of affordable housing agreements. The proposed software
would allow staff to more efficiently analyze data and monitor the increasing number of
affordable properties for compliance with affordability covenants while allowing owner
reporting and uploading of supporting documents through a secure, cloud-based, user-
friendly, online portal. Following a thorough review and evaluation process, staff
recommends the selection of Main Street Computing to provide software design,
installation, and maintenance services. Main Street Computing has demonstrated
technical ability and experience working with government entities over the past ten
years. The total cost of the proposed services for a five-year term is $167,750.
Discussion
Staff monitors the occupancy of 1,090 affordable apartments in 137 properties
developed under various inclusionary housing programs. Property owners are required
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to annually submit tenant income and asset documentation to certify that occupying
households qualify for the affordable apartments. Documentation includes bank
statements, pay stubs, tax forms, investment statements, benefit statements, and proof
of any other income or assets. The purchase of the proposed software would enable
property owners to securely upload tenant information and supporting documents for
each affordable apartment, facilitating staff review of compliance.
Additionally, the City has made approximately 150 loans to nonprofit organizations to
acquire and rehabilitate or construct over 2,500 affordable apartments. The loans were
underwritten with various federal, state, and local funds, with varying affordability
covenants. Each borrower is required to annually submit audited financial statements,
reserve accounts bank statements, occupancy reports, operating expense statements,
certifications of compliance, and proposed budgets for City approval. The proposed
monitoring software would track specifics of each affordability covenant and allow
borrowers to securely upload required documents.
Currently, monitoring functions are performed manually utilizing a Microsoft Office
program which lacks adequate security and reporting functions. The purchase of the
new affordable housing compliance monitoring software would automate and streamline
data collection and compliance evaluation while keeping confidential information secure.
The software would also track income and rent limits for each affordable apartment,
simplifying tenant referrals from the City’s affordable housing waiting list.
Consultant Selection
Request for Proposals Bid Summary Data
RFP
Posting
Date
RFP
Posted On
RFP Advertised In
(Per City Charter &
Municipal Code)
Number of
Vendors
Downloaded
Number of
Submittals
Received
Date
Proposals
Received
7/3/2018 City Online
Bidding
Site
Santa Monica
Daily Press
35 3 7/23/2018
RFPs Received Selection Criteria
3 of 4
Vendor 1 Baber Technical
Consulting
Municipal Code: SMMC
2.24.073
Vendor 2 Main Street
Consulting
Evaluation Criteria: References and
Experience, Technical and Functional
Requirements, Cost of Services, and Cost
Control. Vendor 3 PXL Bros, LLC dba
PXL
Justification to Award
A selection panel of Housing and Economic Development Department and
Information Systems Department staff evaluated the proposals based on:
1) Knowledge and prior experience; 2) Demonstrated ability to fulfill the various
technical and functional requirements listed in the RFP; and 3) Price for the entire
turn-key system, including all licensing, software, implementation services and if
applicable, hosting costs. Main Street Consulting demonstrated technical ability and
past experience to fulfill the requirements of the RFP , at the lowest cost. Main Street
Computing demonstrated experience working with government agencies and
nonprofit organizations such as the U.S. Centers for Medicare and Medicaid and
Legal Services of Northern Virginia building software systems that require high levels
of information security, and an ability to configure an existing software platform for
City purposes while keeping costs to a minimum.
Financial Impacts and Budget Actions
Staff seeks authority to award an agreement with Main Street Computing for the
development of an Affordable Housing Compliance Monitoring Software and annual
software maintenance and support.
Agreement Request
Request Amount FY 2018-19 Budget
Account #
Total Contract Amount
$167,750 S0116001.689000 $167,750
4 of 4
Prepared By: Lucie Loach, Housing Authority Administrator
Approved
Forwarded to Council
Attachments:
A. OAKS INITIATIVE FORM - Main Street Computing
B. Written Comments
CITY OF SANTA MONICA
OAKS INITI ATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,
OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as
the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and
information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s
text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection. It
prohibits a public off icial from receiving, and a person or entity from conferring, specified
personal benef its or campaign advantages from a person or entity after the official votes,
or otherwise takes official action, to award a “public benefit” to that person or entity. The
prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa
Monica shall provide the names of trustees, directors, partners, and officers, and names
of persons with more than a 10% equity, participation or revenue interest. An exception
exists f or persons serving in those capacities as volunteers, without compensation, for
organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the
Internal Revenue Code. However, this exception does not apply if the organization is a
political committee or controls political committees. Examples of a “public benefit” include
public contracts to provide goods or services worth more than $25,000 or a land use
approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an
entity, rather than an individual person, the information includes the name of every person
who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent
interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks
Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This
inf ormation must be updated and supplied every 12 months.
CITY OF SANTA MONICA
OAKS INITI ATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benef its include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5. Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-
month period; or
7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
1
Thania Montoya
From:The SEO Doctors <theseodoctors@gmail.com>
Sent:Monday, February 11, 2019 8:35 PM
To:Clerk Mailbox
Subject:Council 2/12/19 - Item 3F
Follow Up Flag:Follow up
Flag Status:Flagged
Affordable housing compliance software.
I agree with this, but think we should hire a local company if possible, based on merit
Korie Schmidt
(310)600-2278
TheSEODoctors@gmail.com
Item 3-F
02/12/2019
1 of 1 Item 3-F
02/12/2019
REFERENCE:
Agreement No. 10805
(CCS)