Termination of Emphasys Housing Choice Voucher (HCV) SoftwareCity of Dubuque
City Council Meeting
Consent Items # 23.
Copyrighted
January 18, 2022
ITEM TITLE: Termination of Emphasys Housing Choice Voucher (HCV) Software
SUMMARY: City Manager recommending approval to issue a termination notice for
the Emphasys Software contract for the Housing Choice Voucher
Program as of March 1, 2023.
SUGGESTED
DISPOSITION:
ATTACHMENTS:
Description
RESOLUTION Authorizing the Director of Housing and Community
Development to execute a Termination Notice to Emphasys Software for
the City of Dubuque PHA Contract
Suggested Disposition: Receive and File; Adopt Resolution(s)
Emphasys HCV Software Termination-MVM Memo
Memo
Type
City Manager Memo
Staff Memo
Resolution Resolutions
THE CITY
DUOF
B TEE
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Termination of Emphasys Housing Choice Voucher Software
DATE: January 12, 2022
Dubuque
All -America City
IN
2007.2012.2013
2017*2019
The City of Dubuque Housing and Community Development Department currently
utilizes Emphasys Elite software to run the Housing Choice Voucher Program. On
October 1, 2021, the City of Dubuque Public Housing Authority released an emergent
Request for Proposals for new software to run the Housing Choice Voucher Program. A
new contract with MRI Inc for Happy Pro software was approved by the City Council in
December 2021. The City of Dubuque wishes to issue a termination notice for the
Emphasys Software contract as of March 1, 2023.
The new vendor software will begin implementation in late March 2022. Since the data
in the Emphasys system will need to remain accessible throughout implementation, the
Public Housing Authority is requesting to send a termination notice to Emphasys
Software, effective March 1, 2023. This timeframe will ensure that the new Happy Pro
software has the ability to be launched, data converted, and historical references
attained, providing a steady transition from the previous software to the new program.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
v
Mic ael C. Van Milligen
MCVM:jh
Attachment
CC' Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Alexis Steger, Housing and Community Development Director
THE CITY OF
Dub E
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Alexis Steger, Housing and Community Development Director
DATE: January 11, 2022
RE: Termination of Emphasys HCV Software
Dubuque
MI-AmeNu City
2007-2012.2013
2017*2019
INTRODUCTION
The City of Dubuque Housing & Community Development Department currently utilizes
Emphasys Elite software to run the Housing Choice Voucher (HCV) Program. On October 1,
2021, the City of Dubuque PHA released an emergent RFP for new software to run the HCV
Program. A new contract with MRI Inc for Happy Pro software was approved by the City
Council in December 2021. The City of Dubuque wishes to issue a termination notice for the
Emphasys Software contract as of 3/1/23.
BACKGROUND
The City of Dubuque PHA utilized the Emphasys software for the day-to-day operations of the
following HCV Programs:
• Section 8 Housing Choice Voucher Program (including Tenant Protection, Non -
Elderly Disabled, Homeowner, Family Unification, Veteran Affair Supportive
Housing, Project Based, Portable Vouchers) — 900 estimated leased units per
month.
• Moderate Rehabilitation — 14 Units.
• Shelter Plus Care Program — 15 units (case work contracted through another
community agency (CSEI)).
• Project -Based Vouchers — 17 units in Assisted Living Facility
• VASH — 12 vouchers to support homeless Veterans
• Family Unification Program Vouchers — 21 vouchers
The PHA has historically experienced many technical issues with the Emphasys software that
were unable to be resolved. These problems led to under -utilization of the software, undue
and unnecessary employee time commitments and overall inefficiencies within the HCV
Program. The City of Dubuque PHA released an emergent RFP to gain proposals seeking a
new vendor and software in order to fulfill the needs and regulations of the HCV Program. The
new vendor software will begin implementation in late March 2022. Since the data in the
Emphasys system will need to remain accessible throughout implementation, the PHA is
requesting to send a termination notice to Emphasys Software, effective March 1, 2023. This
Service People Integrity Responsibility Innovation Teamwork
timeframe will ensure that the new Happy Pro software has the ability to be launched, data
converted, and historical references attained, providing a steady transition from the previous
software to the new program.
RECOMMENDATION
I respectfully request approval to send a termination notice to Emphasys Software effective
March 1, 2023.
Service People Integrity Responsibility Innovation Teamwork
Prepared by Gina Hodgson, Assisted Housing Spvsr, 350 W 60 Street. #312 Dubuque IA 52001, (563) 690-6096
Return to Adrienne N. Breitfelder, City Clerk, 50 W. 1311 St., Dubuque, IA 52001, (563) 589-4100
RESOLUTION NO. 22-22
RESOLUTION AUTHORIZING THE DIRECTOR OF HOUSING AND COMMUNITY
DEVELOPMENT TO EXECUTE A TERMINATION NOTICE TO EMPHASYS
SOFTWARE FOR THE CITY OF DUBUQUE PHA CONTRACT
Whereas, the City of Dubuque PHA released an emergent RFP for new software
to run the HCV Program. A new contract with MRI Inc for Happy Pro software was
approved by the City Council in December 2021. The City of Dubuque wishes to issue
a termination notice for the Emphasys Software contract as of 3/1/23; and
Whereas, the City of Dubuque has entered into a yearly software contract with
Emphasys since 2011; and
Whereas, the City of Dubuque has experienced numerous technical issues and
unresolvable software glitches with Emphasys Software, and
Whereas, the City of Dubuque has entered into a contract for HCV Software with
MRI Inc for Happy Pro Software.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA THAT:
Section 1: That the Director of Housing and Community Development is hereby
authorized and directed to execute the termination notice to Emphasys effective
3/1 /2023.
Passed, approved, and adopted this 18th day of January 2022.
.z, i
. Cavanagh, Mayor
Attest:
Adrienne N. Breitfelder, City Clerk