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File #: 25-1298    Version: 1
Type: Agenda Item Status: Consent Calendar
File created: 7/15/2025 In control: Board of Supervisors
On agenda: 8/26/2025 Final action:
Title: Health and Human Services Agency (HHSA) recommending the Board, acting as the Board of Commissioners of the El Dorado County Public Housing Authority (PHA): 1) Make findings that the provision of software licensing and support services provided by HAPPY Software, LLC, an MRI Software LLC company (MRI), are in the public's best interest and that there are specialty skills, qualifications, and equipment not expressly identified in County classifications involved in the performance of the work in accordance with El Dorado County Ordinance Code, Chapter 3.13.030(B); 2) Approve and authorize the Chair to sign Amendment II to Agreement 4868 with MRI to increase the maximum obligation by $69,921.05, for a new maximum obligation of $213,007.05, and extend the term of the Agreement by an additional two years, for a revised term of September 1, 2020, through August 31, 2027; 3) Authorize the Purchasing Agent to execute amendments relating to Agreement 4868, contingent upon approval by County Cou...
Attachments: 1. A - Amendment II to Agreement 4868, 2. B - Counsel Approval of Amendment II to Agreement 4868, 3. C - Fully Executed Agreement 4868, 4. D - Fully Executed Amendment I to Agreement 4868
Related files: 23-1277, 20-0595, 17-0631
Date Ver.Action ByActionResultAction DetailsMeeting DetailsVideo
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Title

Health and Human Services Agency (HHSA) recommending the Board, acting as the Board of Commissioners of the El Dorado County Public Housing Authority (PHA):

1) Make findings that the provision of software licensing and support services provided by HAPPY Software, LLC, an MRI Software LLC company (MRI), are in the public's best interest and that there are specialty skills, qualifications, and equipment not expressly identified in County classifications involved in the performance of the work in accordance with El Dorado County Ordinance Code, Chapter 3.13.030(B);

2) Approve and authorize the Chair to sign Amendment II to Agreement 4868 with MRI to increase the maximum obligation by $69,921.05, for a new maximum obligation of $213,007.05, and extend the term of the Agreement by an additional two years, for a revised term of September 1, 2020, through August 31, 2027;

3) Authorize the Purchasing Agent to execute amendments relating to Agreement 4868, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement; and

4) Authorize the HHSA Director, or the Chief Assistant Director, to execute programmatic, administrative, and fiscal documents relating to Agreement 4868.

 

FUNDING: 100% PHA federal funds.

Body

DISCUSSION / BACKGROUND:

EDC PHA requires housing management software to administer the Housing Choice Voucher (HCV) program (formerly known as Section 8 housing), and other housing vouchers for veterans, families and special populations. The United States Department of Housing and Urban Development (HUD) provides specifications for the software and only a limited number of vendors provide software in accordance with these specifications. Since 2009, EDC PHA has used MRI’s Housing Assistance Payments Program Yearly (HAPPY) software to maintain compliance with HUD regulations and provide services to clients receiving housing subsidies in El Dorado County.

 

MRI’s HAPPY software supports critical functions for the administration of EDC PHA, including facilitating rental payments, tenant and landlord records management, voucher issuance and tracking, Housing Assistance Payment (HAP) calculations and disbursements, annual and interim reexaminations, portability management, vital document storage, and audit tracking. EDC PHA initially selected this product in 2009, and after reviewing alternative vendors in 2017, and as recommended by County Information Technologies (IT) Department, chose to continue services through MRI. Subsequently, the Board authorized Agreement 458-S1710 to upgrade software and migrate existing data to MRI’s new cloud-hosted system on June 27, 2017 (Legistar file 17-0631).

 

On September 1, 2020, the Board approved Agreement 4868 with MRI for the provision of software licensing and support to manage client information, appointments, renewals, and reporting for EDC PHA, for the term of September 1, 2020, through August 31, 2025, with a maximum contractual obligation of $133,086 (Legistar file 20-0595). Amendment I was approved by the Board on August 29, 2023, adding three additional user licenses and training and increasing the not-to-exceed amount by $10,000, for a new maximum contractual obligation of $143,086 (Legistar file 23-1277).

 

This proposed Amendment II to Agreement 4868 extends the term of the Agreement by an additional two years, for a new term expiration date of August 31, 2027, and increases the maximum obligation by $69,921.05 to cover this term extension, for a new maximum obligation of $213,007.05. Additionally, this Amendment updates County and MRI contact information. HHSA is recommending the Board approve this Amendment II to allow EDC PHA to continue utilizing software that supports PHA operations and meets HUD specifications for housing management platforms.

 

In accordance with Board of Supervisors Procurement Policy C-17, amended Agreement 4868 is exempt from competitive bidding, per Section 3.5, Specific Exemptions and Written Findings of Fact, as it is for the continued provision of proprietary software.

 

ALTERNATIVES:

Should the Board decline to approve this recommendation, EDC PHA would be unable to access the suite of software services provided by MRI after the Agreement’s existing termination date of August 31, 2025, and would therefore be out of compliance with HUD, affecting the County’s ability to operate the PHA and serve low-income households receiving vouchers through the HCV program.

 

PRIOR BOARD ACTION:

1) 06/27/17, 17-0631, HHSA Happy Software Agreement 458-S1710

2) 09/01/20, 20-0595, HHSA Agmt 4868 HAPPY Software, MRI

3) 08/29/23, 23-1277, HHSA #4868-A1 MRI, inc. HAPPY Software

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT:

Approved by County Counsel, Human Resources, IT, and Risk Management. The Auditor Controller was notified of this Amendment in accordance with Policy B-12.

 

CAO RECOMMENDATION:

Approve as recommended.

 

FINANCIAL IMPACT:

There is no Net County Cost associated with this agenda item. Sufficient appropriations were included in the Fiscal Year 2025-26 Budget and will be included in future budgets for the term of the Agreement.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

Clerk of the Board to obtain signature of Chair on one original Amendment II to Agreement 4868.

 

STRATEGIC PLAN COMPONENT:

N/A

 

CONTACT

Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency