general services division request for proposals (rfp ......tracking system that shall allow the rent...

Finance Department General Services Division

2180 Milvia Street, Berkeley, CA 94704 Tel: 510.981.7320 TDD: 510.981.6903 Fax: 510.981.7390 Email: [email protected] Website: http://www.ci.berkeley.ca.us/finance

REQUEST FOR PROPOSALS (RFP) Specification No. 19-11322-C

FOR RENT TRACKING SYSTEM

PROPOSALS WILL NOT BE OPENED AND READ PUBLICLY Dear Proposer: The City of Berkeley is soliciting written proposals from qualified firms or individuals to Implement, Operate and Maintain a Rent Tracking System for the City of Berkeley Rent Board. As a Request for Proposals (RFP), this is not an invitation to bid, and although cost is very important, other factors will be taken into consideration. The project scope, content of proposal, and vendor selection process are summarized in the RFP (attached). Proposals must be received no later than 2:00 p.m., on Thursday, September 12, 2019. All responses must be in a sealed envelope and have “Rent Tracking System” and “Specification No. 19-11322-C” clearly marked on the outermost mailing envelope. Please submit one (1) original and six (6) unbound copies of the proposal as follows:

Mail or Hand Deliver To: City of Berkeley

Finance Department/General Services Division 2180 Milvia Street, 3rd Floor

Berkeley, CA 94704

Proposals will not be accepted after the date and time stated above. Incomplete proposals that do not conform to the requirements specified herein will not be considered. Issuance of the RFP does not obligate the City to award a contract, nor is the City liable for any costs incurred by the proposer in the preparation and submittal of proposals for the subject work. The City retains the right to award all or parts of this contract to several bidders, to not select any bidders, and/or to re-solicit proposals. The act of submitting a proposal is a declaration that the proposer has read the RFP and understands all the requirements and conditions. The City will conduct a non-mandatory pre-proposal conference that will be held at 1:00 p.m. PST, Monday, August 19, 2019, in the Law Library, at 2125 Milvia Street, Berkeley, CA 94704. While the pre-proposal conference is not mandatory, attendance is an essential part of good faith efforts. For proposers outside the Bay Area, remote attendance may be pre-arranged by emailing Lief Bursell ([email protected]) by 2:00 p.m. PST, Wednesday, August 14. For questions concerning the anticipated work, or scope of the project, please contact Lief Bursell, Associate Management Analyst, via email at [email protected] no later than 4:00 p.m. PST, Monday, August 26, 2019. Questions must be submitted via email only. Attendees are cautioned to rely only on written information provided in the RFP when preparing proposal responses. Answers to questions will not be provided by telephone or email. Rather, answers to all questions or any addenda will be posted on the City of Berkeley’s site at http://www.cityofberkeley.info/ContentDisplay.aspx?id=7128. It is the vendor’s responsibility to check this site. For general questions concerning the submittal process, contact purchasing at 510-981-7320.

mailto:[email protected]

http://www.cityofberkeley.info/ContentDisplay.aspx?id=7128

City of Berkeley Specification No. 19-11322-C of 58 Rent Tracking System Release Date 08/08/19

I. SUMMARY

The Berkeley Rent Stabilization Board is seeking information and cost proposals for a NEW RENT TRACKING SYSTEM that shall allow the Rent Board to track and manage properties, tenancies, and rental history and to perform other business functions to fulfill the Berkeley Rent Stabilization Ordinance. The agency is looking for a turnkey solution that is cost-effective to operate and maintain and that can be easily modified to support any future changes to business processes or to the Rent Stabilization Ordinance.

II. PROGRAM OVERVIEW

The Rent Stabilization and Eviction for Good Cause Ordinance (Berkeley Municipal Code Chapter 13.76) has four primary components: registration of rental units, rent control, eviction protection, and a tenant’s right to annual interest on the security deposit. These elements are described in more detail below. 1. Registration of rental units (B.M.C. Section 13.76.080): All property owners must annually register

eligible rental units with the Berkeley Rent Stabilization Board. Property owners pay an annual registration fee by July 1 of each year. Penalties on late registration payments are assessed at 100% starting on July 2 of each year, and are assessed at 100% again every six months. Owners of newly registered rental units must complete an Initial Registration Statement, which includes each unit’s base rent and included housing services. Starting January 1, 1999, owners must record all new tenancies with a Vacancy Registration (VR) form, which includes the current rent, the number of occupants, and housing services (Regulation 1013 (K)).

Within 60 days of a property’s status change from covered to exempt, or vice versa, property owners must complete an Amended Registration Statement (Regulation 803) and pay prorated registration fees. Property owners may pass through a part of the registration fee to long-term tenants who have occupied their units since before 1999. The allowable pass-through is determined on an annual basis by the Board. Failure to properly register a unit can result in the following consequences for property owners:

• Owners may be unable to evict tenants (B.M.C. Section 13.76.130 C) • Owners may be ineligible to receive the Annual General Adjustment (Regulation 1100) • Owners may be assessed late payment penalties (B.M.C. section 13.76.080 F) • Tenants in a covered unit may petition the Board for authorization to withhold rent until the

unit is registered • A landlord petition for an individual rent increase will not be accepted until the affected

property has been properly registered for 30 days (Regulation 1206) 2. Rent control (B.M.C. Section 13.76.110): All Berkeley residential units covered by rent control are

subject to a lawful rent ceiling, the maximum amount that a property owner can charge for a particular rental unit, including all associated housing services included when that rent was established and the base occupancy level established at the start of the tenancy. Any changes in services or allowed occupancy may result in a change in the lawful rent through the petition process, described in more detail below. Rent can only be increased by the Annual General Adjustment (AGA) authorized by the Rent Stabilization Board each year (65 percent of the change in the Consumer Price Index for the metropolitan area), or through Individual Rent Adjustments (IRA) granted by the Board through the hearing petition process. The Rent Board establishes and publishes the AGA by October 31 of each year, to begin on January 1 of the following year (B.M.C. Section 13.76.110). In order to take the AGA, a property owner must ensure that: (1) their property is properly registered; (2) the rent charged is not more than the lawful rent ceiling; and (3) the unit has no serious repair problems or code violations. If eligible for the AGA, owners must provide tenants with a minimum of 30 days’ written


notice of the AGA increase. Landlords may not take the AGA until a full calendar year has passed since the initial rent for a tenancy was set. For example, tenancies that began in 2015 will not be subject to the AGA until January 1, 2017.

3. Eviction protection (B.M.C. Section 13.76.130): Although evictions are primarily governed by state

law, property owners must follow additional requirements outlined in the Ordinance to lawfully evict their tenants. Specifically, property owners must:

a. Register their units with the Rent Board (B.M.C. Sections 13.76.130 B, C and D), as discussed in more detail above;

b. Be in compliance with the implied warranty of habitability (California Civil Code 1941.1): The unit must be safe and habitable, with waterproofing and weather protection; plumbing or gas facilities in good working order; hot and cold water; heating and electrical lighting; and clean building and grounds in good repair, free from debris, rodents, and vermin; and

c. Specify one or more of the twelve good causes for eviction, outlined in the Ordinance. A common misconception is that the expiration of a lease or the sale of property constitutes good cause; neither is considered a good cause for eviction. 4. Security deposit (B.M.C. Section 13.76.070): The Ordinance requires property owners to return the

interest on a tenant’s security deposit by December 31 of each year. If the annual interest has not been received by the tenant by January 10, the tenant is entitled to provide written notice to the property owner that they deduct an amount equal to 10% of the deposit as a penalty.

Applicability of the Four Components of the Rent Stabilization and Eviction for Good Cause Ordinance Fully Covered Units Most housing units are fully covered by all four of the above elements of the Ordinance. These include: (1) multi-unit properties built before 1980; (2) single-family homes where a tenant has lived continuously since December 31, 1995; and (3) rooming houses, in which five or more rooms are rented out individually. Partially Exempt Units Some rental units in Berkeley are subject to eviction protections, and property owners must return the interest on the security deposit to tenants, but the units are not subject to rent control, and the property owner does not register the units. These partially exempt units include:

• Rental units owned by the Berkeley Housing Authority • Federally subsidized units, including Section 8 and Shelter Plus Care • Units constructed after 1980 • Units owned by nonprofit organizations • Single-family residences first covered by rent control on or after January 1, 1996 • Single-family residences re-rented on or after January 1, 1996 • Treatment/recovery homes

Completely Exempt Units The following units are exempt from all elements of the Ordinance:

• A “golden duplex,” which refers to a two-unit property in which: (1) one of the units was owner-occupied on December 31, 1979 and (2) one of the units is currently owner-occupied. “Owner-occupied” means the property owner must be at least a 50% owner of record and must maintain the property as their primary residence.

• Units where tenants share kitchen or bath facilities with a property owner, who owns at least 50% of the property and maintains their principal residence there;


• Nonprofit cooperatives; • Hotels in which the stay is less than 14 consecutive days; • Dormitories and other student housing that is owned by a university; and • Rental units in a hospital, skilled nursing facility, health facility, or assisted living facility.

The Petition Process The petition process is one element of the active enforcement approach of the City’s rent control program. It is available to property owners and tenants of units fully covered by the Ordinance. The most common types of petitions are described in more detail below.

1. Tenant Petition for Individual Rent Adjustment (IRA) (“T” petition): A tenant seeks to reduce the rent ceiling, usually based on a reduction in space or services, or a reduction in the maximum occupancy.

2. Landlord Petition for Individual Rent Adjustment (IRA) (“L” petition): A landlord seeks to increase the rent ceiling, generally due to an increase in space or services or an increase in the maximum occupancy.

3. Petition for Rent Withholding for Failure to Register (“RWN” petition): A tenant seeks to compel the landlord to register the rental units.

4. Petition Appealing Certificate of Permissible Rent Level (“C” petition): A landlord or tenant disagrees with the rent ceilings certified by the Rent Board.

5. Petition to Determine Exempt Status of Rental Unit (“E” petition): A landlord files this petition to challenge the Rent Board’s determination that a unit is not exempt from rent control.

6. Petition for Determination of Occupancy Status (“D” petition): A landlord files this petition to determine if the tenant uses the unit as his or her primary residence.

III. BACKGROUND

The Rent Board currently uses a web-based rent tracking system that was developed using a WebMethods platform. The system utilizes Microsoft SQL Server as its database and has capabilities to extend and integrate with other internal applications and tools. The staff also use a tool called Property Finder to look up information about properties and units, including services offered and rental and tenancy history. Counselors use a case management tool called RTS2 to record case logs and other counseling-related information. The system can also produce canned reports that the team uses to understand and analyze operational data and derive various key performance indicators.

1. Drivers & Needs

The systems used by the Rent Board to track tenancy and rental information have evolved over the years. The initial system started with an Informix database that was later migrated to a more mature web-based solution. Some parts of the system were built outside of the rent tracking system and others were built by different teams leading to a disparate mix of tools and technologies. The technology selected at the time isn’t currently widely used, which increases maintenance costs and the risk of improper system support. Some of these tools have also reached their end of life in terms of the technology they were built upon.

At the same time, technology has changed rapidly. Cloud-based options have matured and are widely used to develop Customer Relationship Management (CRM) and data tracking solutions. The Rent Board has therefore decided to procure a new consolidated rent tracking system (“New System”) built with a modern, mature, widely used platform that is cost-effective to develop and maintain and is flexible to enhance in order to meet future needs of the agency.


2. Goals & Objectives

The New System shall be a cost-effective and fully integrated property and rent tracking system that can be utilized as one comprehensive tool by Rent Board staff to manage all its business functions. The New System shall seamlessly integrate with online payments and provide easy access for staff members to the related property documents using a document management system. Processes and data that are currently tracked using auxiliary tools and databases shall be consolidated into the New System. The New System shall be configurable and expandable in order to support changes to business processes and data being collected and tracked.

IV. EXPECTED SYSTEM OVERVIEW

The New System shall allow Rent Board staff to track and manage properties and their associated rent and tenancy information. The New System shall be fully integrated to provide a consolidated system with billing, document management, user management, and automated business process workflow capabilities. The New System shall draw information from a single source of data or database, irrespective of its being used by the internal users (Rent Board staff) or the external users (landlords and tenants). The New System shall bring in all the historical data and user information from the current system into its database. The Rent Board will retire its current system and any other auxiliary tools that are currently being used. At a high level, the New System shall have the below listed capabilities:

● User and Access Management – The New System shall allow Rent Board staff to create and manage

users. Additionally, the New System shall allow Rent Board staff to control access to data and features based on user type and role.

● Business Process Management & Electronic Forms – The New System shall allow Rent Board staff to

create workflows for the different agency business processes, including registration, waivers, hearings, counseling, and evictions.

● On-site and Online Payment Collection – The New System shall allow collecting annual fees and

penalties that are assessed on a unit. The New System shall allow recording check, cash, debit and credit card payments made on-site. The New System shall allow users to make payments online, using a third-party payment processor, selected by the Rent Board. The Rent Board will consider an alternate payment processor, recommended by the Contractor, assuming the processing fee and rate structure are acceptable to the Rent Board. The online payment module shall support e-checks and debit and credit cards for all major banks. The third-party payment processor must meet all PCI DSS compliance requirements

● Payment Reconciliation – The New System shall allow Rent Board staff to reconcile payments

collected both on-site and online and match them with property IDs in the New System.

● Document Management – The New System shall allow both internal and external users to upload documents for the unit, property and user in the New System. The New System shall integrate with a document management system that can track document versions, document history, and allow metadata management, search, and collaboration.

● Search – The New System shall allow Rent Board staff to easily and quickly look up information.

Users shall be able to search for property information by address, APN, and owner name. Users shall be able to search for owner contact information.

● Dashboard and Reporting – The New System shall have a built-in dashboard and reports to inform

Rent Board staff about the current operational state and key performance indicators (KPIs).


● Web-based & Mobile-responsive – The New System shall be web-based and mobile responsive and shall function on all major smartphones and tablets.

● ADA & Section 508 Compliance – All user interfaces shall be at minimum WCAG 2.0 compliant.

● Cloud-Hosted – The New System shall be hosted in cloud using either PaaS, IaaS, or SaaS type cloud

services.

● Public Portal – The New System shall provide an online portal to external users. The portal will be used by landlords and agents to view and update information about their rental units, submit vacancy registration forms, update unit status and tenancy information, file for exemptions, and submit mediation requests and petitions. The portal shall allow external users to view unit details within each property, outstanding registration fees and penalties, and their current maximum allowable rent. Using the portal, users shall be able to pay the annual fee and any outstanding fees and penalties.

The Rent Board assumes that this procurement will be executed in multiple phases:

● Phase I will consist of New System implementation, during which the Contractor will develop and configure the New System.

● Phase II will consist of acceptance of the New System, during which the Contractor will demonstrate that all the requirements listed in Exhibit A and any new requirements identified during the implementation phase are successfully met.

● Phase III will consist of operation and maintenance of the New System, during which the Contractor will be responsible for ensuring that the New System is always operational and functions without any issues or errors.

● Phase IV will consist of end-of-life support and transition services.

V. PROPOSER MINIMUM QUALIFICATIONS

Proposals must demonstrate that the firm or team submitting the proposal (“proposer”) meets the following minimum qualifications to be eligible for consideration for this project.

The proposer must have a minimum of 3 years of experience in development, deployment, operations, and maintenance of rent tracking systems or systems similar in nature with comparable functions.

The proposer must have a minimum of 3 years of experience in developing solutions using the platform/tool being proposed.

The proposer must have worked on at least 3 projects in which it provided similar solutions and services within the last 5 years.

The proposer must demonstrate thorough knowledge of and experience in mapping business processes to system requirements and developing them into functional systems.

The proposer must demonstrate successful experience in migrating data from old systems to new systems.

VI. SCOPE & TERMS OF SERVICES

1. Scope of Services The high-level requirements for the New System are provided in Exhibit A, Rent Tracking System - Functional and System Requirements. The firm selected to enter into a contract (“Contractor”) will be expected to perform all work necessary to deliver the New System. The Contractor will be responsible for


demonstrating that each of the requirements listed in Exhibit A will be successfully fulfilled by the proposed New System.

The below section outlines the specific scope areas and the deliverables for each of them.

Element I: Project Management The Contractor shall provide a weekly progress report to the agency during the implementation period. The status report shall include the following information:

● A summary of key tasks completed during the week. ● A summary of the design, development, and deployment activities that occurred during the week.

During the operations and maintenance (O&M) period, the Contractor shall provide monthly status reports. The status report shall include the following information:

● A summary of the O&M activities that occurred during the month. ● A summary of SYSTEM errors and the status of their resolution.

Deliverable # Deliverable Frequency

I-A Weekly Status Report Weekly (During Implementation) I-B Monthly Status Report Monthly (During O&M)

Element II: System Implementation The system implementation shall provide for and include the design of the offered New System, including identification of the workflows and integration approach with the other system, as appropriate. This may include business process models/flowcharts, database design, message sets, network diagram, user interface design, and user interaction design. The system design and development shall specifically take into account the migration of data from the current system. The Contractor shall create detailed requirements for each of the process areas and seek approval from Rent Board staff before implementation. The Rent Board anticipates the system implementation to be a collaborative process where Rent Board staff are actively participating in the design of user and business flows. For all user interfaces/screens, the Contractor shall provide at least two design alternatives and accept feedback from Rent Board staff. The Contractor shall implement the user interfaces after they have been approved by the agency. The Contractor shall implement the New System based on the approved system design. During implementation, the Contractor shall set up a review environment where Rent Board staff can review and provide feedback and approvals as the New System is being developed. The Contractor shall follow an agile development methodology. During implementation, the Contractor shall initiate the development of the following plans, manuals and guides, initial versions of which shall be provided to the Rent Board for review:

● Administration Manual ● Operations and Maintenance Manual ● Training Plan ● Acceptance Test Plan ● Disaster Recovery Plan


Note that although final versions of these documents are to be delivered to the Rent Board during this phase, they are living documents that may be updated during the operations phase as feature changes occur.

The Administration Manual shall contain a description of all the processes and procedures necessary to ensure continued administration of the New System by Rent Board staff once the New System has been delivered to the Rent Board.

The Contractor shall generate and maintain an Operations and Maintenance Manual for the life of the contract. The manual shall document all the standard operating procedures (SOPs) necessary to ensure operation of the New System once it has been delivered to the Rent Board.

The Training Plan shall include specific training activities, identify training resources, and include a training schedule for the New System. The Training Plan shall be structured to provide initial training to approximately 10 staff designated by the Rent Board, and this training shall occur on the New System prior to cutover from the old system. Depending on the number of staff to be trained, the Contractor may organize the training into multiple sessions, and each training session shall be presented at least twice to allow staff to attend a session in case of scheduling conflicts.

The User Acceptance Test Plan (UATP) shall document the test procedures, test inputs, and expected results that are needed to verify the functional requirements in the approved and finalized functional requirements document.

The Disaster Recovery Plan (DRP) shall address all activities that are to be performed to ensure continued operation of each of the dissemination services under disaster failure conditions. Disasters shall include natural and human-made disasters including acts of terrorism.

Deliverable # Deliverable Frequency II -A Detailed Requirements

Document One draft and one final version.

II -B System Design Document One draft and one final version.

II-C UI/UX wireframes One draft and one final version.

II-D UI/UX Design One draft and one final version.

II-E Review environment As requested. II-F UATP Document One draft and one final one version.

II-G System installation to production

Once, after approved by Rent Board in Review environment. Updated as required.

II-H Administration Manual

One draft and one final version.

II-I Operations and Maintenance Manual

One draft and one final version.

II-J Training Plan One draft and one final version.

II-K Acceptance Test Plan One draft and one final version.

II-L Disaster Recovery Plan One draft and one final version.


Element III: System Integration, Test, and Verification The Contractor shall do all the work necessary to fully integrate, test, and verify that the New System is fully functional for acceptance testing. Acceptance tests shall be performed by the Contractor in accordance with the approved acceptance test plan and witnessed by the Rent Board. The Contractor shall demonstrate to the Rent Board’s satisfaction that all New System requirements have been met. The Rent Board may at its sole discretion deem a test result unsatisfactory if the test fails to meet its objective as documented in the acceptance test plan or if the test results in an unsatisfactory experience for the user. The Contractor shall fix all issues that result in an unsatisfactory acceptance test and conduct the test again at Contractor’s expense as many times as necessary until it satisfies the Rent Board. Failure to complete all acceptance tests in a reasonable time may result in liquidated damages by the Rent Board in accordance with the contract. The Contractor shall document and certify the result of acceptance testing in a System Verification Report (SVR) document that shall be submitted to the Rent Board within 10 business days after the successful completion of acceptance testing.

Deliverable # Deliverable Frequency III-A Acceptance testing

As scheduled and approved by Rent Board.

III-B System Verification Report document

10 business days after acceptance testing.

Element IV: Training The Contractor shall provide all of the training necessary to operate, maintain, and support the New System. The Contractor shall deliver all training materials used in the training to the Rent Board when all planned training is completed.

Deliverable # Deliverable Frequency IV-A Deliver Training As scheduled and approved

by Rent Board. IV-B Training Materials

Upon completion of training.

Element V: Operational Readiness Review Upon completion of installation, testing, and acceptance, the Contractor shall facilitate an Operational Readiness Review (ORR) to ensure that the New System is ready for release to internal staff and the public and that the Contractor is ready to assume primary responsibility for the operation and maintenance of the New System. The Contractor shall certify as part of the ORR that all requirements have been validated, all personnel have been trained, all hardware and software are in full operational condition, and all external interfaces are fully operational. Any items that are deemed not ready by Rent Board staff for operational release shall be migrated backward for rework and retesting, and the ORR shall be repeated.


Deliverable # Deliverable Frequency V-A Operational Readiness Review

Per the schedule approved by Rent Board.

Element VI: Transition and Cutover Once the New System has been installed and training has been completed, the Contractor shall execute the transition plan and prepare for cutover to the New System. The Contractor shall conduct the transition activities in the transition plan and provide a Post Transition Report to the Rent Board certifying successful transition and cutover.

Deliverable # Deliverable Frequency VI-A Post Transition Report

Within 10 business days from the completion of transition activities per the schedule approved by Rent Board.

VI-B Fully functional and operational production ready New System

Per the schedule approved by Rent Board.

Element VII: System Operations and Maintenance Upon acceptance and deployment of the New System, the Contractor shall continuously and comprehensively operate, maintain, and provide continuous improvements to the System for the term of the contract or until such time that the Rent Board notifies the Contractor in writing that the service is no longer needed and can be deactivated or put in a state where operation and maintenance is not required. The Contractor shall continuously monitor the performance of the overall System and include performance statistics in the monthly Project Status Report on the performance of the System. The Contractor shall work with the Rent Board to identify and implement new or amended metrics and KPIs for monitoring service performance. Based on performance monitoring, availability of new technologies, and any other factors that can improve the performance of the System, the Contractor shall proactively make recommendations to the Rent Board on such enhancements that can be made to improve the System. The Contractor shall proactively manage System capacity to accommodate operational needs and make operational and/or System changes if existing capacity is insufficient. Operations shall be segmented into two main categories: 1) Operation and Maintenance; and 2) Continuous Improvement and Ongoing Development. Operation and Maintenance The Contractor shall be responsible for any and all actions and activity required to operate and maintain the System. The Contractor shall include the operation and maintenance activities outlined below to ensure continuous and optimum operation and performance of the System.

● Proactive and timely application of software upgrades, replacements, and/or modernizations; ● Communications network and systems management, upgrades, replacements, and/or

modernizations; ● Data interface/integration management; troubleshooting and repair; ● Customer/user comment based investigations, corrective actions and reports; ● Required systems and network maintenance, troubleshooting, and repair;


● Documentation management; ● QA/QC of the overall system; ● Performance monitoring; ● Periodic testing and verification of system performance and configuration management. ● Bug fixes; ● Routine preventative maintenance; ● Respond to critical issues per the service-level requirements; and ● Monitor feedback and make adjustments as necessary.

The Contractor shall ensure that all operational procedures are documented in the Operations Manual.

Deliverable # Deliverable Frequency VII-A System report

Monthly. Included in the Project Status Report.

Continuous Improvement and Ongoing Development The Rent Board anticipates that there will be opportunities and requirements to make improvements and/or develop new services/functionality to either the deployed New System or to design, develop and deploy new services. This section provides the requirements to enable the Rent Board and the Contractor to engage in activities to support improvement and development actions outside of Operations and Maintenance. The services provided pursuant to this section shall be provided on a Time and Material basis upon direction from and approval by the Rent Board. Improvements and/or new development can be proposed by either the Rent Board or the Contractor and initiated upon the acceptance of the Rent Board. Regardless of which party initiated the action, the Contractor shall provide, within 5 business days or as directed by the Rent Board, a complete proposal documenting the level of effort required to perform the action and the appropriate justification thereof. The Contractor shall make every effort to ensure that any improvements or development actions are not covered pursuant to Operations and Maintenance of the System and at no time shall the Rent Board authorize funding for actions that are clearly covered by the Operation and Maintenance of the System section. Element VIII: End-of-Life Support The System End-of-Life (EOL) will be initiated by the Rent Board to transition from the New System to another system, or to shut the New System down and end the life cycle process. The New System shall be considered to be at EOL at the end of the contract period of performance. The objective is to ensure that all hardware, software, data, procedures, and documentation are packaged and transitioned in an orderly manner, making it possible to seamlessly transition to another system or to reinstall and bring the services back to an operational status, if necessary, and to retain all data records in accordance with the Rent Board’s data retention policies. The Contractor shall perform the following tasks:

● Prepare a disposition plan. The plan shall include all activities necessary to ensure the System is properly transitioned, a schedule, and roles/responsibilities, including Rent Board roles and responsibilities.

● Archive or transfer data. ● Archive or transfer software. ● Archive documentation. ● Archive or transfer hardware, if any. ● Shut down or transition the system. ● Prepare a post shutdown or transition report certifying that all transition activities were completed

and the service has been properly transitioned.


Deliverable # Deliverable Frequency VIII-A Disposition Plan No later than 30 days prior to the

EOL date as approved by the Rent Board.

VIII-B Transition Report Within 5 business days after the EOL date.

VIII-C Transitioned Software, Hardware, Documentation and Data.

At the EOL date.

2. Term of the contract

The initial term of the contract(s) will be five (5) years and begin on or about November 18, 2019, and end on November 30, 2024. The Rent Board reserves the unilateral right to extend the contracts for two (2) additional twelve-month, (1) year periods for a total of seven (7) years provided the Contractor satisfactorily meets the City’s needs. The Rent Board reserves the right to terminate the contract at any point based on either termination for convenience or default, as explained below.

3. Ownership of System/Code/Database and other relevant material

When this contract is terminated, Contractor agrees to return to the Rent Board the system in a fully operational state, including all code, documents, and other written or graphic material, however produced, that it developed or received from the Rent Board, its Contractors, or agents, in connection with the performance of its services under this contract. Contractor grants the Rent Board a royalty-free, exclusive and irrevocable license to reproduce, publish, use and to authorize others to do so, all original computer programs, writings, sound recordings, pictorial reproductions, diagrams, charts, computations, drawings, and other works of similar nature produced in the course of the performance of this contract. Contractor shall not share or publish any such material without the prior written agreement of the Rent Board. With the prior written approval of the Rent Board’s Executive Director, the Contractor may use its work for reference and as documentation of its experience and capabilities.

4. Termination for Convenience

The Rent Board may, by written notice to the Contractor, terminate this contract in whole or in part at any time, for the Rent Board's convenience. Upon receipt of such notice, the Contractor shall: (a) immediately discontinue all services affected (unless the notice directs otherwise), and (b) deliver to the Rent Board all system, data, reports, summaries, and such other information and material as may have been prepared or developed by the Contractor or its Subcontractors in performing this Contract, whether completed or in process. Termination of this Contract shall be as of the date of receipt by the Contractor of such notice.

Contractor shall submit a final invoice within 60 days of termination, which shall include work completed prior to the effective date of termination and other costs reasonably incurred by the Contractor to implement the termination. The Rent Board shall review and determine the reasonableness of the charges included in the termination invoice.

The Contractor shall not be entitled to anticipatory or consequential damages as a result of any termination under this section. Payment to the Contractor in accordance with this section shall constitute the Contractor's exclusive remedy for any termination hereunder.

5. Termination for Default

The Rent Board may, by written notice to the Contractor, terminate this contract in whole or in part at any time because of the failure of the Contractor to fulfill its contractual obligations. This termination


shall be deemed as a Termination for Default. Upon receipt of such notice, the Contractor shall: (a) immediately discontinue all services affected (unless the notice directs otherwise), and (b) deliver to the Rent Board all system, data, reports, summaries, and such other information and material as may have been prepared or developed by the Contractor or its Subcontractors in performing this contract, whether completed or in process. Termination of this contract shall be as of the date of receipt by the Contractor of such notice.

The Rent Board may take over the work, and complete the work by Contractor otherwise. In such case, the Contractor shall be liable to the Rent Board for any reasonable costs or damages occasioned to the Rent Board thereby. The expense of completing the work, or any other costs or damages otherwise resulting from failure of the Contractor to fulfill its obligations, will be charged to the Contractor and will be deducted by the Rent Board out of such payments as may be due or may at any time thereafter become due to the Rent Board. If such costs and expenses are in excess of the sum which otherwise would have been payable to the Contractor, then the Contractor shall promptly pay the amount of such excess to the Rent Board upon notice of the excess so due.

If, after the notice of termination for failure to fulfill contract obligations, it is determined that the Contractor has not so failed, the termination shall be deemed to have been effected for the convenience of the Rent Board.

If in the Rent Board’s reasonable judgment a default can be cured, the Rent Board may issue a Cure Notice to the Contractor. If the Contractor fails to cure the default within five (5) days, or commence and complete the cure in accordance with such additional time limits as may be described in the Cure Notice, the Rent Board may terminate for default.

The Contractor shall not be entitled to anticipatory or consequential damages as a result of any termination under this Article. Payment to the Contractor in accordance with this Article shall constitute the Contractor's exclusive remedy for any termination hereunder.

VII. SUBMISSION REQUIREMENT

Proposals must be signed in ink and include a statement that the person or persons signing the proposal is/are authorized to authorize and submit the proposal on behalf of the proposer. Page limits, where specified, are for single-sided print. All body text must be in 12 pt. font. Proposers must use named tabs/section dividers with letter and section name to organize the proposal. Proposers are encouraged to print double-sided copies to save paper.

Proposal content and completeness are paramount. Clarity is essential and will be considered in assessing the proposer’s capabilities. The proposal should be concise and to the point.

The proposal shall be limited to 70 pages, exclusive of resumes, sample documentation, certifications, and cost proposal; front and back covers, and the table of contents are not counted toward the page limit. If the number of pages is exceeded, the Rent Board reserves the right not to evaluate those additional pages.

Proposers must provide the information listed below. Any material deviation from these requirements may be cause for rejection of the proposal, as determined in the Rent Board’s sole discretion.

Each proposal must include the following:

A. Transmittal Letter (2 pages maximum)

Proposals must include a transmittal letter signed by an official authorized to solicit business and enter into contracts for the firm and containing the name and telephone number of a contact person, if different from the signatory. Indicate whether there are any conflicts of interest, actual or apparent, that would limit the


proposer’s ability to provide the requested services, and describe the plan for mitigating such conflicts. Acknowledge the receipt of this RFP and any addendum to the RFP. Indicate that the proposal is a firm offer to enter into a contract to perform work related to this RFP for a period of 180 days from the due date for proposals or from the best and final offer (BAFO), if applicable.

B. Title Page (1 page maximum)

Proposals must include a title page that includes the RFP subject, the name of the proposer’s firm, local address, telephone number, name of contact person, contact person’s email address, and the date.

C. Table of Contents

Proposals must include a table of contents that includes a clear identification of the material by section and page number.

D. Overview and Summary (5 pages maximum)

This section should clearly convey the proposer’s understanding of the nature of the work and the general approach to be taken, and identify any specific considerations. It should include, but not be limited to, the following:

1. A summary of proposed approach, platform, and solution being proposed, including how it addresses the current challenges being faced by the Rent Board; and

2. The assumptions made in selecting the approach.

E. Work Plan (40 pages maximum)

This section should present a work plan for the tasks described in the Scope of Work. The proposed work plan should:

1. Discuss how the proposer will perform the identified tasks. Identify the deliverables and propose a schedule. The proposal should discuss the tasks in sufficient detail to demonstrate a clear understanding of the project and component tasks. The proposal may include additional tasks or sub-tasks the proposer believes are necessary to accomplish the project goals. The schedule should show the expected sequence of tasks, subtasks, and milestones.

2. Provide a staffing plan for each task. Provide an organizational chart that shows roles and responsibilities of key personnel and the reporting structure, including reporting and communication relationships between the Rent Board, proposer staff, and Subcontractors, if any.

3. Describe the approach to managing resources and maintaining quality results. Include a description of the role of any Subcontractors, their specific responsibilities, and how their work will be supervised to maintain quality results.

4. Identify and explain any problem areas and/or potential obstacles (such as maintaining schedule, budget overruns, feasibility, etc.) to successful completion of the Scope of Work. Discuss methods, formal and informal, that you will use to track and resolve these problems/obstacles during the project.

While the proposed work plan should address all Scope of Work tasks and the above items, the Rent Board is also particularly interested in how the proposer will address the following:


Element I: Project Management

Describe the procedures and processes that you will use to do project planning, project administration, project coordination and management. Discuss the benefits of your approach and how that will impact the outcomes of the project.

Element II: System Implementation

Describe the timeline to design, build, test, and implement the components of the New System and how you will deliver the New System within this timeline. Explain your staffing levels during the development of the New System as well as during continued ongoing support for the project. Provide examples of relevant past experience as it relates to your approach.

Describe/discuss in detail the firm’s approach/ability to meet the requirements of the Scope of Work by addressing the following:

1. Describe and discuss a work plan for ensuring that services and project requirements will be met.

2. Discuss approach and strategy for designing and developing the New System.

3. Proposed work breakdown structure, schedule, and plan to deliver each task in this Scope of Work in sufficient detail to demonstrate a complete understanding of each task and sub-task.

4. Organizational chart defining key roles and responsibilities.

5. The responses to the high-level requirements in Exhibit A.

Describe how your solution utilizing COTS, SaaS, PaaS, IaaS, or open source systems will achieve the requirements. Describe the timeline to migrate the data from the existing system. Describe how you will perform business process mapping to detail requirements and the UI/UX of the New System.

Element III: System Integration, Test, and Verification

Describe your approach to testing and verification. Provide examples of relevant past experience as it relates to your approach.

Element IV: Training

Describe your approach for user and system training. Provide examples of relevant past experience as it relates to your approach.

Element V: Operational Readiness Review

Describe your approach for ensuring operational readiness. Provide examples of relevant past experience as it relates to your approach.

Element VI: Transition and Cutover

Describe your approach for transition from current system to new system. Provide examples of relevant past experience as it relates to your approach.


Element VII: System Operations and Maintenance

Discuss your approach for operating and maintaining the new system. Describe how you will perform routine, preventive maintenance, troubleshoot and fix bugs, and address system failures. Discuss how you will proactively fix problems uncovered during performance monitoring, and monitor and respond to and recover from hardware and software outages. Provide details on how you will back up the system data, archive the backup, and make fixes to the system in order to maintain continued operation and to ensure the system meets the functional requirements. Discuss how you will proactively manage system capacity and redundancy issues (for example, system availability, peaking problems, loading problems) to accommodate operational needs.

Please describe your support approach and how you will meet the requested service-level agreements (SLAs).

Element VIII: End-of-Life Support

Describe your approach for providing end-of-life support as specified in the Scope of Work. Please specifically describe your role and responsibilities in migrating data and information from your system to the subsequent system. In the event the Rent Board decides to decommission the system, provide details how data and information will be archived. Provide examples of relevant past experience as it relates to your approach.

F. Qualification and References (20 pages maximum, excluding resumes and sample documentation)

Describe the firms on the team (including the prime Contractor, Subcontractors, and/or joint venture partners), including location of offices and headquarters, number of employees, number of years in business, number of years the firm has been profitable, and areas of business. Describe the roles of the Subcontractors, their specific responsibilities, and how their work will be supervised and coordinated. Describe where the firms on the team have worked together before, if applicable.

Describe the proposed team’s qualifications to meet or exceed the requirements set forth in Exhibit A, Proposer Minimum Qualifications. Identify the personnel, including Subcontractors’ personnel, whose expertise or experience addresses each of the specified needs. Describe how the firms that compose the proposer team will distribute the work and deliver the system. Proposers are welcome to identify and provide examples of any other qualifications they feel are critical to the successful completion of the Scope of Work.

1. Identify key personnel (including Subcontractor personnel) and briefly discuss individual qualifications to perform each task. Key personnel resumes should be provided in an appendix and should not exceed two pages each. Identify which staff will be local and which will be based outside of the San Francisco Bay Area.

2. Provide a succinct description (one page maximum per project) of up to five previous projects similar to the Scope of Work, indicating the project title, duration, your firm’s role, the total project budget and your firm’s portion, sponsoring agency and sponsor project manager, the contractual relationship with the sponsoring agency, and roles played by individuals proposed for this project. Include the name of the agency for which the work was performed, year performed, name of the contact person and their telephone number.

3. Describe relevant experience in providing a similar solution for government or large private sector companies. The proposal shall cite the type of services offered and solutions provided to these customers.

4. Provide samples of documentation of past software development experience, including at least one each of the following: Business Process Maps, System Requirements, Software Design, and User Acceptance Test plan. The samples must have been prepared by key members of the proposer’s team


and should identify the authors. Only one copy of each sample is required, and the samples will be returned (upon prior request only) after proposals evaluation is completed. The samples will be considered in evaluating firm and staff expertise and experience, and written presentation effectiveness.

5. Provide directions to access systems and reports developed by your team in a test environment. If system access cannot be provided, please provide screen captures from the system.

6. Provide a list of references (including references for Subcontractors) and their contact information. References should be California cities or other public sector entities. Provide the designated person's name, title, organization, address, and telephone number, and the project(s) that were completed under that client’s direction.

G. Cost Proposal (TO BE SUBMITTED IN A SEPARATE SEALED ENVELOPE)

Cost Proposal Firm Fixed Price • The proposer’s cost proposal must include a completed and signed pricing form (provided as a

separate spreadsheet), covering the entire Scope of Work. • The fixed hourly labor rates identified on the form shall include all applicable direct labor costs,

labor surcharges (e.g. taxes, insurance, fringe benefits), and indirect costs (e.g. overhead, administrative expense and profit).

The proposal shall include individual pricing for all services.

H. Contract Terminations (excluded from page count)

If your organization has had a contract terminated in the last five (5) years, describe such incident. Termination for default is defined as notice to stop performance due to the vendor’s non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the vendor, or (b) litigated and such litigation determined that the vendor was in default.

Submit full details of the terms for default including the other party’s name, address, and phone number. Present the vendor’s position on the matter. The Rent Board will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of the past experience. If the firm has not experienced any such termination for default or early termination in the past five (5) years, so indicate.

I. Financial Standing (excluded from page count)

Provide a general description of the firm’s financial situation and identify any conditions or circumstances that may impede your ability to complete the project (for example, bankruptcy, pending litigation, planned office closures, impending merger, and potential labor disputes). Either an audited financial statement or a Dun & Bradstreet or similar report shall be included with your proposal. The statement should clearly identify the financial position of your business entity, as well as that of the overall company structure. The date of this statement should cover a period of at least three (3) years and should be dated no more than twelve (12) months prior to the date of the proposal submission.


VIII. SELECTION CRITERIA

Any proposals resulting from this RFP will be evaluated according to the following criteria and associated weights. Sub-criteria are equally weighted.

1. Proposed Platform/Solution ……… 20%

The Rent Board will evaluate the proposed platform/solution with regard to:

• Flexibility in enhancing, operating, and maintaining the system – After implementation, in order to self-operate the system, the Rent Board prefers a solution that can be cost-effectively enhanced and supported by hiring staff or Contractors in the San Francisco Bay Area. The proposed system shall not require a specialized skillset that will be difficult to find in the labor market; and

• Maturity of proposed platform – The Rent Board prefers a system/platform that is sought after, stable and widely used in the industry for developing solutions similar to what the Rent Board desires.

2. Work Plan Approach and Schedule ............ 20 %

The Rent Board will evaluate the proposer’s work plan approach and schedule. The proposer’s responses shall include answers to the following, keeping in mind the Scope of Work for the project:

• Describe the proposed management and oversight approach to this Statement of Work (SOW), and demonstrate how this SOW will be implemented;

• Describe and discuss a work plan for ensuring that services and project requirements will be met. Discuss the approach and strategy for designing, developing, operating, and maintaining the system and websites and migrating the data from the old to the new system;

• Proposed work breakdown structure, schedule and plan to deliver each task in this SOW in sufficient detail to demonstrate a complete understanding of each task and sub-task;

• Time commitment of Project Manager and other key personnel reflected by the percentage of each individual’s work time;

• Organizational chart defining key roles and responsibilities; and • The responses to the high-level requirements in Exhibit A.

3. Experience, Qualification, Past Performance, and References ……… 30%

The proposer shall describe past projects of similar nature (relating to the SOW) in order to demonstrate they possess the experience and qualifications to successfully complete this project. Describe experience with and/or provide the following:

• Experience of Project Manager (with at least three years) similar project experience developing, designing, deploying, operating, and maintaining rent tracking system or similar projects;

• Experience of Project Manager and key personnel on similar projects within the last three years, including experience in rent tracking systems;

• Proposer shall have a designated project manager within the San Francisco Bay Area; • Submit a resume (two pages maximum) for each individual on the team; • Education, credentials, and expertise of Project Manager and other key personnel in the technical

areas covered in this procurement’s Statement of Work, including: designing, building, testing, verifying, validating, and deploying rent tracking systems or applications on a similar project; and

• Track record of successful completion of similar projects on time and within budget. Proposer must submit sample work products of Business Process Mapping, System Design Document, High Level Requirements, O&M Plans, and SOW.


4. Cost Proposal …… 30%

The proposed total cost will be scored using the following formula:

Lowest cost proposed --------------------------- X 30 Firm’s proposed cost

A selection panel of Rent Board/City staff and subject matter experts representative of each Scope of Service will be convened for selection purposes. The panel will evaluate each proposal against the requirements stated herein. A select number of respondents will be invited to present use case demonstrations and, at the City’s discretion, submit a BAFO. The selection panel will reevaluate these respondents based on additional information gained during the demos using the above criteria. The recommendation of award will be made to the respondent whose proposal represents the best overall value and fit to the Rent Board, cost and other factors considered.

IX. PAYMENT

Invoices: Invoices must be fully itemized, and provide sufficient information for approving payment and audit. Invoices must be accompanied by receipt for services in order for payment to be processed. Mail invoices to the Project Manager and reference the contract number.

City of Berkeley

Accounts Payable PO Box 700 Berkeley, CA 94701 ATTN: Lief Bursell

Payments: The Rent Board will make payment to the vendor within 30 days of receipt of a correct and complete invoice.

X. CITY REQUIREMENTS

A. Non-Discrimination Requirements:

Ordinance No. 5876-N.S. codified in B.M.C. Chapter 13.26 states that, for contracts worth more than $3,000 bids for supplies or bids or proposals for services shall include a completed Workforce Composition Form. Businesses with fewer than five employees are exempt from submitting this form. (See B.M.C. 13.26.030)

Under B.M.C. section 13.26.060, the City/Rent Board may require any bidder or vendor it believes may have discriminated to submit a Non-Discrimination Program. The Contract Compliance Officer will make this determination. This applies to all contracts and all consultants (Contractors). Berkeley Municipal Code section 13.26.070 requires that all contracts with the City contain a non-discrimination clause, in which the Contractor agrees not to discriminate and allows the City access to records necessary to monitor compliance. This section also applies to all contracts and all consultants. Bidders must submit the attached Non-Discrimination Disclosure Form with their proposal.

B. Nuclear Free Berkeley Disclosure Form:

Berkeley Municipal Code section 12.90.070 prohibits the City from granting contracts to companies that knowingly engage in work for nuclear weapons. This contracting prohibition may be waived if the City


Council determines that no reasonable alternative exists to doing business with a company that engages in nuclear weapons work. If your company engages in work for nuclear weapons, explain on the Disclosure Form the nature of such work. Bidders must submit the attached Nuclear Free Disclosure Form with their proposal.

C. Oppressive States:

The City of Berkeley prohibits granting of contracts to firms that knowingly provide personal services to specified countries. This contracting prohibition may be waived if the City Council determines that no reasonable alternative exists to doing business with a company that is covered by City Council Resolution No. 59,853-N.S. If your company or any subsidiary is covered, explain on the Disclosure Form the nature of such work. Bidders must submit the attached Oppressive States Disclosure Form with their proposal.

D. Conflict of Interest:

In the sole judgment of the City, any and all proposals are subject to disqualification on the basis of a conflict of interest. The City may not contract with a vendor if the vendor or an employee, officer or director of the proposer's firm, or any immediate family member of the preceding, has served as an elected official, employee, board or commission member of the City who influences the making of the contract or has a direct or indirect interest in the contract. Furthermore, the City may not contract with any vendor whose income, investment, or real property interest may be affected by the contract. The City, at its sole option, may disqualify any proposal on the basis of such a conflict of interest. Please identify any person associated with the firm who has a potential conflict of interest.

E. Berkeley Living Wage Ordinance: Chapter 13.27 of the Berkeley Municipal Code requires that Contractors offer all eligible employees with City mandated minimum compensation during the term of any contract that may be awarded by the City. If the Contractor is not currently subject to the Living Wage Ordinance, cumulative contracts with the City within a one-year period may subject Contractor to the requirements under B.M.C. Chapter 13.27. A certification of compliance with this ordinance will be required upon execution of a contract. The Living Wage rate is currently $14.97 (if medical benefits are provided) or $17.45 (if medical benefits are not provided). The Living Wage rate is adjusted automatically effective June 30th of each year commensurate with the corresponding increase in the Consumer Price Index published in April of each year. If the Living Wage rate is adjusted during the term of your agreement, you must pay the new adjusted rate to all eligible employees, regardless of what the rate was when the contract was executed.

F. Berkeley Equal Benefits Ordinance:

Chapter 13.29 of the Berkeley Municipal Code requires that Contractors offer domestic partners the same access to benefits that are available to spouses. A certification of compliance with this ordinance will be required upon execution of a contract.

G. Statement of Economic Interest:

The City’s Conflict of Interest Code designates “consultants” as a category of persons who must complete Form 700, Statement of Economic Interest, at the beginning of the contract period and again at the termination of the contract. The selected Contractor will be required to complete the Form 700 before work may begin.


XI. OTHER REQUIREMENTS

A. Insurance

The selected Contractor will be required to maintain general liability insurance in the minimum amount of $2,000,000, automobile liability insurance in the minimum amount of $1,000,000 and a professional liability insurance policy in the amount of $2,000,000 to cover any claims arising out of the performance of the contract. The general liability and automobile insurance must name the City, its officers, agents, volunteers and employees as additional insureds.

B. Worker’s Compensation Insurance:

A selected Contractor who employs any person shall maintain workers' compensation insurance in accordance with state requirements. Sole proprietors with no employees are not required to carry Worker’s Compensation Insurance.

C. Business License

Virtually every Contractor that does business with the City must obtain a City business license as mandated by B.M.C. Ch. 9.04. The business license requirement applies whether or not the Contractor has an office within the City limits. However, a "casual" or "isolated" business transaction (B.M.C. section 9.04.010) does not subject the Contractor to the license tax. Warehousing businesses and charitable organizations are the only entities specifically exempted in the code from the license requirement (see B.M.C. sections, 9.04.295 and 9.04.300). Nonprofit organizations are granted partial exemptions (see B.M.C. section 9.04.305). Persons who, by reason of physical infirmity, unavoidable misfortune, or unavoidable poverty, may be granted an exemption of one annual free license at the discretion of the Director of Finance. (See B.M.C. sections 9.04.290). Vendor must apply for a City business license and show proof of application to Purchasing Manager within seven days of being selected as intended Contractor.

The Customer Service Division of the Finance Department located at 1947 Center Street, Berkeley, CA 94704, issues business licenses. Contractors should contact this division for questions and/or information on obtaining a City business license, in person, or by calling 510-981-7200.

D. Recycled Paper

All reports to the City shall be on recycled paper that contains at least 50% recycled product when such paper is available at a cost of not greater than ten percent more than the cost of virgin paper, and when such paper is available at the time it is required. If recycled paper is not available the Contractor shall use white paper. Written reports or studies shall be printed on both sides of the page whenever practical.

E. State Prevailing Wage:

Certain labor categories under this project may be subject to prevailing wages as identified in the State of California Labor Code commencing in Section 1770 et. seq. These labor categories, when employed for any “work performed during the design and preconstruction phases of construction including, but not limited to, inspection and land surveying work,” constitute a “Public Work” within the definition of Section 1720(a)(1) of the California Labor Code requiring payment of prevailing wages. Wage information is available through the California Division of Industrial Relations web site at: http://www.dir.ca.gov/OPRL/statistics_and_databases.html

http://www.dir.ca.gov/OPRL/statistics_and_databases.html


XII. SCHEDULE (dates are subject to change)

❑ Issue RFP to Potential Bidders Thursday, August 8, 2019

❑ Remote Attendance Request Due 2:00 p.m. PST, Wednesday, August 14, 2019

❑ Non-mandatory Pre-Proposal Meeting 1:00 p.m. PST, Monday, August 19, 2019

❑ Questions Due 4:00 p.m. PST, Monday, August 26, 2019

❑ Proposals Due from Potential Bidders 2:00 p.m. PST, Thursday, September 12, 2019

❑ Interviews/Demos Week of September 30, 2019

❑ Request for BAFO (at City’s discretion) Week of October 7, 2019

❑ Complete Selection Process Week of October 14, 2019

❑ Award of Contract Week of October 21, 2019

❑ Sign and Process Contract Week of October 28, 2019

❑ Notice to Proceed Week of October 28, 2019 Thank you for your interest in working with the City of Berkeley for this service. We look forward to receiving your proposal.


Exhibit A – High-Level Functional Requirements The proposed New System shall clearly meet all of the following requirements. Note, this is not intended to be complete or final and shall be considered as high-level system requirements for the New System. General Requirements GR-1. The Contractor shall host the System using facilities, equipment, software, services, and systems provided by and that are owned by or are under the direct control of the Contractor. GR-2. The proposed System shall be built using widely used and modern technology stack. GR-3. All personally identifiable information (PII) obtained by the Contractor as part of operating the System shall be protected by the Contractor from unauthorized use and disclosure. This includes, but is not limited to, the secure transport, transmission, and storage of PII. Examples of PII include name, address, phone or fax number, date of birth, or email address. Contractor agrees to properly secure and maintain any computer systems (hardware and software applications) or electronic media that it will use in the performance of this agreement. The system shall allow masking of PII data when data is exported or reported out of the system. GR-4. The Contractor shall ensure that the System is always in full compliance with PCI DSS requirements. The Contractor will be required to provide a Self-Assessment Questionnaire (SAQ) and an Attestation of Compliance (AOC) Form annually. The Contractor will also be required to conduct a quarterly network scan by an Approved Scan Vendor (ASV) (if applicable). GR-5. The proposed system shall adhere to best practices in cybersecurity. The Contractor shall readily install critical application patches. Critical information such as passwords must always be encrypted, both during storage and transmission. System access to agency functions shall be restricted to the Rent Board office network. External users shall be able to access public functions over the internet only via secured connections. GR-6. The Contractor shall ensure that the system is available 24X7, with System uptime SLA of 99.99%, calculated outside of maintenance window. The routine system maintenance window shall be between 10 p.m. and 2 a.m., Saturday/Sunday, Pacific Standard Time. The Contractor can apply patches, perform bug fixes, and perform other routine maintenance tasks during this maintenance window. The Contractor shall seek approval from the Rent Board before performing system maintenance. A request shall be submitted by Wednesday, outlining the change being made, the reason for the change, and the level of impact and risk associated with the change. GR-7. The Contractor shall perform all project-related discussions and meetings, in Pacific Standard Time Zone, during normal business hours, 8 a.m. to 5 p.m., Monday-Friday. GR-8. The proposed System shall allow exporting of partial and complete data into comma separated files and database exports, on a need basis by Rent Board staff. Functional Requirements The functional requirements are broken down by different functional areas/modules. User Roles and Access FR-UR-1. The system shall allow Rent Board staff to configure user roles and access privileges. Below are some of the roles and access permissions. A detailed list will be developed during the system implementation.

• Registration Specialist • Supervisor • Counseling Specialist


• Hearing Examiner • Legal • Investigator • Administrator • Director

FR-UR-2. The system shall allow Rent Board staff to create new users under these roles and grant access permissions. FR-UR-3. The system shall allow Rent Board staff to block user accounts and add or remove access privileges both at the user role and user level. FR-UR-4. The system shall retain information associated with users that are no longer active in the system. Manage Unit and Property Information FR-UP-1. The system shall allow Rent Board staff to add and update property and unit information. Rent Board staff can add a property as part of the initial registration process or as a stand-alone data entry task. FR-UP-2. The property management screen at minimum shall allow entering/updating the below listed attributes:

• Tract • Subdivision • Assessor’s Parcel Number (APN) • Number of units • Details about compliance • Type of building • Owner information • Owner representative information • Additional owner information & their ownership percentages • Agent information

FR-UP-3. The system shall allow adding and updating units within a property. A unit can be added as part of the initial registration process or as a stand-alone data entry task. FR-UP-4. The unit management screen at minimum shall allow entering/updating the below listed attributes:

• Number of bedrooms • Unit type • Unit status • Unit smoking prohibition • Services available • Unit secondary address • Details about compliance

FR-UP-5. The system shall create an audit trail any time a change is made to property or unit information. The audit trail shall be easily accessible to designated agency users. FR-UP-6. The system shall allow Rent Board staff to track and manage Condo Conversion and Parcel Splits. FR-UP-7. The system shall allow Rent Board staff to deny Annual General Adjustments (AGA) based on a set of predefined conditions.


FR-UP-8. The system shall allow configuring notifications that are sent to supervisors when system generated fee and payment calculations are overridden by Rent Board staff. Manage Owner and Owner Representative Information FR-O-1. The system shall allow Rent Board staff to add and update owner information for a property. FR-O-2. The system shall maintain a historical record of ownership information for a property and internal users should be able to look it up. FR-O-3. The owner management screen at minimum shall allow Rent Board staff to enter/update below listed attributes:

• First name • Last name • Middle name • Suffix • Address • Primary email address • Secondary email address • Fax • Phone number • Owner type (LLC, trust, and individual) • Bill receipt preference (email or mail)

FR-O-4. The system shall generate a unique owner code identifier for every owner in the system. FR-O-5. The system shall allow Rent Board staff to look up owner information, including properties owned and ownership percentages by billing code. FR-O-6. The system shall create an audit trail any time a change is made to property or unit information. The audit trail shall be easily accessible to agency users. Manage Agent Information FR-A-1. The system shall allow Rent Board staff to add and update agent information for a property. FR-A-2. The system shall maintain a historical record of agent information for a property and internal users should be able to look it up. FR-A-3. The agent management screen at minimum shall allow Rent Board staff to enter/update below listed attributes:

• Agency name • Representative first name • Representative last name • Representative middle name • Suffix • Address • Email • Fax • Phone number – with extension • Preferred mode of contact • Bill receipt preference (email or mail)


FR-A-4. The system shall generate a unique agent code identifier for every agent in the system. FR-A-5. The system shall create an audit trail any time a change is made to agent information. The audit trail shall be easily accessible to Rent Board users. Manage Tenant Information FR-T-1. The system shall allow Rent Board staff to add and update tenant information for a unit. FR-T-2. The Tenant Management screen shall allow Rent Board staff to enter/update below listed attributes:

• First Name • Last Name • Middle Name • Phone Number • Primary Email Address

FR-T-3. The system shall check if the tenant is already listed as part of a tenancy on an existing rental unit. Manage Registration Process The system shall allow registering units and properties that are covered under the Ordinance. A unit is considered as registered if the current year fees and penalties have been paid in full. A unit is allowed an annual general adjustment (AGA) increase only after it has been lawfully registered with the Rent Board and is in full compliance. A registration process can be initiated in the below listed ways:

• Filing an Initial Registration Statement (IRS) application • Filing a Vacancy Registration (VR) form • Filing an Amended Registration Statement (ARS) application • Filing a Change in Unit Status application

The system shall allow managing the above listed application processes. FR-IRS-1. The system shall allow registration staff to enter an IRS application into the system. FR-IRS-2. As part of processing an IRS application, the system shall allow registration staff to enter details related to:

• Property • Unit and unit status • Ownership (up to 7) and management • Rental history • Tenancy history • Housing services

Please refer to the online IRS form for complete detail on information that shall be collected (https://www.cityofberkeley.info/uploadedFiles/Rent_Stabilization_Board/Level_3_-_General/Initial%20Registration%20Form%202017%20November.pdf) FR-IRS-3. The system shall allow registration staff to look up property and unit information from existing records before creating a new property or unit, while entering information.

https://www.cityofberkeley.info/uploadedFiles/Rent_Stabilization_Board/Level_3_-_General/Initial%20Registration%20Form%202017%20November.pdf

https://www.cityofberkeley.info/uploadedFiles/Rent_Stabilization_Board/Level_3_-_General/Initial%20Registration%20Form%202017%20November.pdf


FR-IRS-4. The system shall prevent registration staff from creating duplicate property or unit information and deliver warning message. FR-IRS-5. The system shall allow registration staff to look up owner information from existing records before creating a new owner or agent, while entering information. FR-IRS-6. The system shall prevent registration staff from creating duplicate owner and agent information. FR-IRS-7. Based on the information entered by registration staff, the system shall calculate outstanding fees and penalties owed on the property. FR-IRS-8. The system shall allow uploading an application and other documents to the document management system as part of processing an IRS application. FR-IRS-9. The system shall allow registration staff to start, pause, and resume processing an IRS application, thereby not requiring the staff to start over if the application cannot be processed all at once. FR-IRS-10. The system shall allow registration staff and supervisors to assign pending IRS applications to other staff members. FR-IRS-11. The system shall allow registration staff to initiate a VR application process if after processing of an IRS application a VR application needs to be completed. FR-IRS-12. The system shall allow creating an exemption verification process (EVP) if an exemption is claimed during the IRS process. FR-VR-1. The system shall allow registration staff to enter a VR application into the system. FR-VR-2. As part of processing VR application, the system shall allow registration staff to enter details related to:

• Unit • Ownership and management • Current tenancy information • Prior tenancy information • Housing services • Smoking prohibition

Please refer to online VR form for complete details on information that shall be collected (https://www.cityofberkeley.info/uploadedFiles/Rent_Stabilization_Board/Forms/VR%202015_fillable.pdf) FR-VR-3. The system shall allow registration staff to look up property and unit information from existing records before creating a new property or unit, while entering information. FR-VR-4. The system shall prevent registration staff from creating duplicate property information. FR-VR-5. The system shall have the ability to check for conflicting information when a VR is entered in the system. For example, when the stated date of a new tenancy is prior to the ending of the previous tenancy. FR-VR-6. The system shall allow registration staff to look up owner information from existing records before creating a new owner or agent, while entering information. FR-VR-7. The system shall prevent registration staff from creating duplicate owner and agent information.

https://www.cityofberkeley.info/uploadedFiles/Rent_Stabilization_Board/Forms/VR%202015_fillable.pdf


FR-VR-8. Based on the information entered by registration staff, the system shall calculate outstanding fees and penalties owed on the property. FR-VR-9. The system shall allow uploading documents to the document management system as part of processing a VR application. FR-VR-10. The system shall allow registration staff to start, stop and resume the processing of a VR application, thereby not requiring the staff to start over if the application cannot be processed all at once. FR-VR-11. The system shall allow registration staff and supervisors to assign pending VR applications to other staff members. FR-VR-12. The system shall stop any outstanding Exemption Verification Process for a unit if a VR application has been successfully completed. FR-VR-13. The system shall automatically report tenancy update to both tenant and owner based on the information provided in the VR application. FR-ARS-1. The system shall allow registration staff to process an Amended Registration Statement (ARS) application. FR-ARS-2. As part of processing an ARS application, the system shall allow registration staff to amend details related to

• Ownership • Mailing and billing contact • Unit status and claim exemptions

Please refer to online ARS form for complete details on information that shall be collected (https://www.cityofberkeley.info/Rent_Stabilization_Board/Forms/Amended_Registration_Statement_Form_Current.aspx ) FR-ARS-3. The system shall allow registration staff to look up owner information from existing records before creating a new owner or agent, while entering information. FR-ARS-4. The system shall prevent registration staff from creating duplicate owner and agent information. FR-ARS-5. Based on the information entered by registration staff, the system shall calculate outstanding fees and penalties owed on the property. FR-ARS-6. The system shall allow registration staff to generate a bill and enter a payment. FR-ARS-7. The system shall allow uploading documents to document management system as part of processing an ARS application. FR-ARS-8. The system shall allow registration staff to start, stop and resume processing of an ARS application, thereby not requiring the staff to start over if the application cannot be processed all at once. FR-ARS-9. The system shall allow registration staff and supervisors, to assign pending ARS applications to other staff members. FR-ARS-10. The system shall allow registration staff to initiate a VR application process if, after processing of ARS application, a VR application needs to be completed.

https://www.cityofberkeley.info/Rent_Stabilization_Board/Forms/Amended_Registration_Statement_Form_Current.aspx

https://www.cityofberkeley.info/Rent_Stabilization_Board/Forms/Amended_Registration_Statement_Form_Current.aspx


FR-ARS-11. The system shall allow creating an exemption verification process (EVP) if an exemption is claimed during the ARS process. FR-USC-1. The system shall allow registration staff to update unit status. FR-USC-2. Based on the information entered by registration staff, the system shall calculate outstanding fees and penalties owed on the property. FR-USC-3. The system shall allow uploading documents to document management system as part of processing a Unit Status (US) change application. FR-USC-4. The system shall allow creating an exemption verification process (EVP) if an exemption is claimed during the US change process. FR-RP-1. The system shall allow updating tenancy information without requiring a formal VR application. FR-RP-2. The system shall allow updating unit status information without requiring a formal unit status change application. FR-RP-3. Any time tenancy or unit status updates are made, the system shall automatically calculate fees and penalties and/or start the exemption verification process (EVP). FR-RP-4. The system shall maintain an audit trail any time a change in unit status, tenancy, ownership or address occurs as a result of any of the above listed process. The audit trail shall be easily accessible to agency users. Base Rent/Annual General Adjustment/Compliance FR-BAC-1. The system shall track rent histories for all units in RENTED status. The system shall maintain rent histories established/regulated as below: For units with a tenancy start date after January 1, 1996: The owner sets the initial rent at market for a new tenant. For the first two calendar years of the tenancy, no rent increases are allowed. The rent may be increased every January 1 thereafter pursuant to the Annual General Adjustment (AGA) approved by the Berkeley Rent Board. Owners may record the initial rent for a new tenancy by filing a Vacancy Registration (VR) Form, which can be submitted with a paper form or online. Paper forms are entered into system by staff; online VR submissions update the database automatically. The system shall generate two rent validation reports for each VR that is filed; one report that can be sent to the landlord and one that can be sent to the tenant. The rent validation reports shall summarize the following information (samples attached):

1. Unit address/designation 2. Tenancy start date 3. Initial Rent 4. Number of Occupants 5. Services included with rent

For units with a tenancy start date prior to January 1, 1996: Rents are based on amounts charged in 1980, and AGAs are granted annually (see further requirements for granting AGAs below). FR-BAC-2. System shall be able to update the rent ceilings of all eligible units by the AGA amount in a mass process on January 1 of each year. AGAs are granted as a percentage of the current rent ceiling (e.g. 2.5%). All units in a RENTED status that are in compliance may be eligible for the AGA annually on January 1.


FR-BAC-3. The system shall grant AGA ONLY for the following units:

1. The unit is on a property that is in compliance with annual registration fee requirements – i.e., there is no positive balance, either in fees or penalties, on the accounts receivable on January 1.

2. No new tenancy began in the unit during the previous calendar year. For example, when running AGAs on January 1, 2020, the system must automatically deny AGAs for ALL units that had a Vacancy Adjustment (VR filed/initial rent set in any other way) occurring on any date in 2019.

3. The unit has not had its AGAs restricted through a petition/ hearings decision 4. The unit has not had its AGAs restricted for any other reason.

FR-BAC-4. The system when granting AGAs shall automatically block all AGAs for units where a vacancy rent adjustment occurred in the previous calendar year. FR-BAC-5. The system shall block the AGA for all properties with a non-zero balance on the property’s accounts receivable on January 1 of each year and for all properties in a Non-Compliant status from a Petition Decision. FR-BAC-6. In addition to this, Rent Board staff shall be able to manually change individual units to a “non-compliant” status pursuant to a hearing decision so that the AGA will not be granted for that unit even if the unit meets the first two criteria. When a unit comes into compliance with the hearings decision, Rent Board staff shall be able to switch the unit back to “compliant” status so that AGAs will be granted in the future (but ONLY when the unit is also meeting the first two criteria). FR-BAC-7. If an AGA is denied for the 2nd or 3rd reasons (positive AR balance or denial due to petition), the system shall offer a description in the rent ceiling history why the AGA was denied. If denied due to a hearing, the petition number should be provided. No description is necessary when the AGA was denied because a new tenancy started in the previous calendar year (there are about 5,000 of these per year). FR-BAC-8. The system shall allow Rent Board staff to restore AGAs that were denied for positive AR balance or due to petition upon resolution of either matter. FR-BAC-9. The system shall automatically recalculate the overall rent ceiling when AGAs are restored. The Rent Board staff must be able to identify the effective date of restoration of AGA. For example, if an AGA was denied on January 1 to all units due to positive AR balance on January 1, but the account is resolved on April 15, then the AGA must be able to be restored for all units with an effective date of April 15. Fees, Penalties & Waivers FR-FPW-1. Annually in April/May on a per-unit basis; each account shall be assessed as follows: Annual Fee x Number of Units in RENTED Status = TOTAL DUE. (Fee is determined annually in either April or May by the Rent Board.) The annual fee is due July 1 or the first business day thereafter. All accounts with a non-zero fee balance on the day after the annual registration deadline are subject to a 100% penalty of the fee balance. All accounts with a non-zero fee balance on the following January 1 are assessed an additional 100% penalty on any outstanding fee balance. An additional 100% penalty is then assessed thereafter every July 2 and January 1 as long as a fee balance remains on the account. FR-FPW-2. The system shall be able to assess fees and penalties mid-year, on a per-unit basis when a unit status changes from EXEMPT to RENTED status, as below: FR-FPW-3. When a unit status changes from an exempt status to RENTED, the system shall calculate registration fees and penalties (when applicable) based on the date of the status change. In this case, registration fees are determined on a monthly prorated fee basis, starting from the date the unit changes status through June 30, which is the end of the fiscal year. Prorated fees are based on the annual fee that was due the previous July 1. If more than


60 days have passed since the status change, a 100% penalty is due on the prorated fee amount. If a unit was rented on the first of a month, then that month is included in the monthly proration calculation. If the unit was rented on any day after the first of the month, then that month is NOT included in the monthly proration calculation. If more than 60 days have passed AND July 1 has also passed, then the system must accurately calculate the prorated fee from the previous year, the appropriate penalties, the annual July 1 fee, appropriate penalties, and so on. The system must be able to accurately calculate fees/penalties going back to June 1980 (when the Ordinance went into effect). FR-FPW-4. Special case: Mid-year, long-term: If a unit status changes from exempt to RENTED and the unit status change date dates back three or more registration years, then the system must have the option to either calculate fees/penalties as described above, OR to automatically calculate a fee/penalty balance in the following way: Regardless of unit status change date, the system must limit the fees to the current year’s annual registration fee and the two previous years’ annual registration fees; the system must limit penalties to only two per registration period. The Rent Board staff shall have the ability to selectively apply the fee calculation from either of these options. FR-FPW-5. The system shall accurately reflect all the outstanding fees and penalties in the Accounts Receivable Journal. FR-FPW-6. The system shall allow Rent Board staff to manage the penalty waiver process. At present, the Rent Board approves waivers in two different processes, 1) Automatically through 60-day administrative waiver process, 2) Manually through Board-approved waiver process. FR-FPW-7. For Automatic 60-Day Administrative Waivers, the system shall assess the waiver during receipt-generation process for late payment (until August 30th) of annual fees due July 1. An automatic waiver is only applicable if the payment is made by August 30th of the same year (within 60 days of the July 1st due date), and all other balances due are paid within that time. FR-FPW-8. The system shall calculate 60-Day Administrative Waiver amount based on the landlord’s payment history for the property in accordance with the following schedule:

• For the first late payment within the prior six years: 100% of penalties waived; • For the second late payment within the prior six years: 90% of penalties waived; • For the third late payment within the prior six years: 75% of penalties waived; • For the fourth late payment within the prior six years: 55% of penalties waived; • For the fifth late payment within the prior six years: 30% of penalties waived; • For the sixth late payment within the prior six years: waiver denied.

The system shall allow Rent Board staff to change the percentage and time periods of this waiver schedule. FR-FPW-9. When entering a payment for a fee + partial penalty received between July 2 and August 30, system shall provide automatic adjustment of accounts receivable as described above, assuming the owner has paid the entire fee plus the correct penalty percentage. FR-FPW-10. The system shall allow Rent Board staff to create a non 60-Day Administrative waiver request for a property that can be reviewed and approved by the Rent Board. FR-FPW-11. The waiver request case for Rent Board shall have the below information:

• Waiver Number (System Generated) • Property Address • Transfer Date • # of Units on Property


• # of Units Exempt • Owner • Waiver Filed by • Other Berkeley Property Owned • Late Payment/Penalty History – Includes Registration Year, Units Registered Late, Registration Fees

Paid, Date Fees Paid Penalties Charged, Penalties Forgiven, Penalties Due, and TOTALS of the three Penalties columns

• Summary of Payment History • Reason for Penalties • Summary of Late Payments – Includes Registration Year, Units Registered Late, Registration Fees

Paid, Date Fees Paid Penalties Charged, Penalties Forgiven, Penalties Due, and TOTALS of the three Penalties columns

• Grounds Under Regulation 884B • Good Cause Claimed by Owner • Recommendation • Staff Analysis

FR-FPW-12. The system shall aggregate data from the case into a PDF form that can be included in the Board agenda packet. Please refer to the attached sample. FR-FPW-13. The system shall allow Rent Board staff to manually update accounts receivable depending on the amount approved/waived by the Berkeley Rent Board. Rent Journal FR-RJ-1. The system shall allow to view rent journal for a unit, maintained in chronological order. FR-RJ-2. A rent journal entry shall capture below listed information:

• Rent Effective Date • Description/Reason for Adjustment • Adjustment Amount • Adjustment Type • Temporary or Non-temporary Adjustment • Adjustment Granted Date • Adjustment stop date • Total Rent • Entry Type – Auto or Manual

FR-RJ-3. The system shall allow staff to add a new rent journal entry. Billing, Payment, & Deposit FR-BP-1. The system shall allow Rent Board staff to generate property bills for the Annual billing. Annual billing is generated for a) all owners of properties with at least one unit in RENTED status AND 2) all owners of properties whose accounts have a non-zero balance. FR-BP-2. The system shall allow Rent Board staff to generate property bills for the July Penalty billing. The July Penalty billing is generated for ALL owners with a non-zero balance as of the date following the registration deadline (after penalty charges have been placed on accounts with a non-zero fee balance). Bills in the July penalty batch should include an offer of 60-day waiver for accounts where a July penalty was assessed on the current year fee, as well as a reduced total balance due if the bill is paid by August 30. The calculations for the 60-day offer


should be made as described in FR-FPW-7 and FR-FPW-8. See attached samples of July penalty billing statement with offers of 60-day waiver offers (offers vary depending on account payment history). FR-BP-3. The system shall allow Rent Board staff to generate property bills for the January Penalty billing. 2) January Penalty billing is generated for ALL owners with a non-zero balance (after January penalty charges have been placed on accounts that have a non-zero fee balance). FR-BP-4. The system shall allow Rent Board staff to batch generate all the three types of bills: Annual, July Penalty, and January Penalty. FR-BP-5. The system shall generate all three bills with properties’ accompanying Unit Status Forms. FR-BP-6. The system shall generate the bills in PDF format, with details regarding Current Fees, Previous Fees, Penalties, and Credits. Please refer to the sample bill generated by the current system. FR-BP-7. The system shall allow Rent Board staff to generate property bills for individual owners and/or for individual properties on an as-needed basis, usually after a charge has been placed on the account, but also just to give an owner a bill to reflect the current balance on the account. On-demand bills should have the option to include a Unit Status Form. FR-BP-8. The system shall maintain an Account Receivable for each property that will track all the fees, penalties, past dues amounts assessed and payments received in chronological order. FR-BP-9. The system shall allow Rent Board staff to create and change the layout and content of the bills by moving and adding fields to the bill template. FR-BP-10. The system shall store the property bills in the document management system. FR-BP-11. For annual and on-demand batch billing, the system shall allow Rent Board staff to print and email bills in batches. FR-BP-12. The system shall have the ability to automatically send payment reminders to users at configured intervals. FR-BP-13. The system shall track all the revisions made to a bill that was generated for a property. Only bills that are marked as final shall appear in Account Receivable entry. FR-BP-14. The system shall allow Rent Board staff to track the status of property bills after a bill has been generated. FR-BP-15. The system shall allow Rent Board staff to record various categories of payments. For example, Fee payments and “Other” types of payment that are applied to the accounts receivables help the Registration Unit track registration compliance. “Other” payments are not applied to accounts receivables. These include miscellaneous fees, relocation payments, and other payments. FR-BP-16. The system shall allow recording payments collected by Rent Board staff in the office to Account Receivables. Rent Board staff manually collect check, cash, and credit card payments in the office. FR-BP-17. The system shall allow external users to make payments related to fees online using the public portal. The payments collected shall be reflected in Account Receivables. FR-BP-18. For payments collected manually or via public portal, the system must record below details:

• Mode payment was received (in person, by U.S. mail, or e-payment)


• Date received • Method of payment (i.e., cash, credit card, check, e-check, e-credit card or e-debit card) • Type of payment (Fee or “Other,” – Note: Only “FEE” payments are applied to Registration Accounts

Receivable) • Amount of payment • Person/entity submitting payment (i.e., owner or agent, must autofill from database) • Description of payment • When payment is recorded from public portal, application of payment to one of four or five fields in

the specified order: 1) Current fee, 2) Prior Fee, 3) Penalties, 4) Unallocated (i.e., credit), 5) Judgment. • When payment is recorded manually, user shall be allowed to override the order of payment applied.

FR-BP-19. The system shall correctly record payments to appropriate budget/accounting code and sub codes. FR-BP-20. The system shall reflect the payment under Account Receivable if the type of payment is “FEE”. FR-BP-21. The system shall list all the payments collected for a property in chronological order. Rent Board staff shall be able to see all the details related to a payment that was recorded. FR-BP-22. Upon recording a payment, the system shall assign a receipt number and generate a paper receipt that captures the following information:

• Property address • Date received • Method of payment (i.e., cash, credit card, check, e-check, e-credit card or e-debit card) • Amount of payment • Person/entity making payment (i.e., owner or agent) • Description of payment • Receipt number

FR-BP-23. The system shall allow Rent Board staff to 1) choose to generate/not generate a receipt, 2) designate the number of receipt copies to generate, and 3) reprint a receipt in the future if necessary. FR-BP-24. The system shall allow users to make payments using all major credit and debit cards and e-checks on the public portal. FR-BP-25. The system shall be integrated with the Rent Board’s current payment processor. The Rent Board will consider an alternate payment processor if a lower processing fees and rate structure can be negotiated with the payment processor. FR-BP-26. The system shall allow Rent Board staff to configure billing accounts for different types of payments using various budget codes provided by the Finance Department. FR-BP-27. The system shall generate reports that summarize payment receipts. The report must include the following fields:

• Property address • Date received • Method of payment (i.e., cash, credit card, check, e-check, e-credit card or e-debit card) • Amount of payment • Person/entity making payment (i.e., owner or agent)


• Description of payment • Receipt number

FR-BP-28. The system shall allow user to query the report by any and all of the fields named above. When querying by date, the user shall be able to describe a date range. The report shall offer totals for all quantifiable fields. FR-BP-29. The system shall allow staff to adjust individual payments if a data entry error has been performed (i.e., amount on check differs from amount on receipt, or any other data has been entered incorrectly that would not allow accountant to reconcile receipts with actual payments). FR-BP-30. The system shall notify supervisors when a data entry error is made by Rent Board staff. Error conditions will be identified during implementation of the system. FR-BP-31. The system shall allow staff to assign a Deposit Number (issued by the City of Berkeley’s Finance System) to deposited groups of payments. Once a group of payment has been deposited with Finance System, no additional edits to individual payments shall be allowed. Exemption Verification Process FR-EVP-1. The system shall allow the Rent Board to verify certain exemption types such as unit Not Available for Rent, Owner-Use or Rent-Free. FR-EVP-2. The system shall list all the units that have been claimed as exempt. Rent Board staff shall be able to create an exemption verification case for one or many units at a time. FR-EVP-3. As part of the verification process, the system shall allow Rent Board staff to generate multiple notice letters and a final denial letter to the property owner. FR-EVP-4. As part of the verification process, the system shall allow Rent Board staff to define time to respond for the notice letters issued to owners. FR-EVP-5. The system shall allow registration staff to add comments, approve or deny a case, change who the case is assigned to, or move on to the next letter at any point during the process. FR-EVP-6. The system shall also allow registration staff to export the open exemption cases to an Excel spreadsheet to manually verify the exemptions and then upload the spreadsheet to the system after all units have been checked to make all the changes to the system at one time. FR-EVP-7. The system shall allow Rent Board staff to customize the template and content of the notice and denial letters generated by the system. FR-EVP-8. The system shall auto-generate the following information in the letter:

• A unique case # such as ‘EVP2019-00001’ • Type of exemption claimed • Unit Mailing Address • Unit Address for the Subject

FR-EVP-9. The system shall allow Rent Board staff to create reminders for the number of days before a subsequent notice letter must be sent out. The exemption case shall reappear in the list of open exemption verification cases after the timer has expired.


FR-EVP-10. Upon successful verification of exemption, the system shall allow registration staff to set a reminder that will trigger reverification of the unit at a set time increment. The exemption case shall reappear in the list of open exemption verification cases after the reminder has expired. The system shall allow registration staff to manually pull cases back to their lists at any point during the process. FR-EVP-11. The system shall allow reassigning an exemption case to another Rent Board staff. FR-EVP-12. The system shall provide access to all active/open exemption verification cases in a tabular view. FR-EVP-13. The system shall automatically close an exemption verification case when either a vacancy registration form or a unit status form has been processed for the associated unit. FR-EVP-14. The system shall allow registration staff to deny the exemption claim and set the date that the unit was re-rented through a unit status change or deny the exemption claim and remove it completely through a delete unit status change. The system shall allow registration staff to add registration fees and penalties to be calculated by the system with the ability to edit as needed. Eviction Process FR-EV-1. The system shall allow Rent Board staff to track and manage eviction cases. FR-EV-2. The system shall allow Rent Board staff to locate a unit within the database when creating a new eviction case in the system. FR-EV-3. The system shall allow Rent Board staff to add property and unit information to the system while creating an eviction case if the unit is not registered and covered under rent ordinance. FR-EV-4. The system shall allow Rent Board staff to add tenant information to the system while creating an eviction case if the unit is not registered and covered under rent ordinance. FR-EV-5. The system shall allow the Rent Board staff to create different types of evictions. The complete list of types will be provided during implementation of the system. FR-EV-6. The system shall allow the Rent Board staff to record relocation payments that are collected and paid in relation to certain eviction types such as owner move-in (OMI) and Ellis Act. FR-EV-7. The system shall allow the Rent Board staff to record administrative fee payments that are collected under Ellis Act-type eviction cases. FR-EV-8. The system shall allow the Rent Board staff to generate letters in response to Eviction Notices for both owners and tenants. FR-EV-9. The system shall allow the Rent Board staff to generate letters in response to Notices to Pay or Quit for both owners and tenants. The letter template shall be configurable. FR-EV-10. The system shall have the ability to assign evictions cases to a staff attorney for review. FR-EV-11. The system shall have the ability to upload all documents related to an eviction case to the document management system. FR-EV-12. The system shall allow Rent Board staff to set and change the status of an eviction case and enter various outcomes.


FR-EV-13. The system shall list all the eviction cases for a unit/property under the unit/property detail screen. Petitions & Hearing Process FR-PH-1. The system shall allow Rent Board staff to administer the petition process. Filing a petition with the Rent Board is a way to change a rent ceiling, or to obtain a determination regarding a rental unit's exempt status or a landlord's eligibility to set an initial rent. There are seven categories of petitions. FR-PH-2. The system shall allow Rent Board staff to create a petition case related to a unit in the system and move it to different stages of the process such as Petition Initiation, Pre-hearing and Appeals. FR-PH-3. The system shall allow the petition process to move forward for a property that has not yet been registered. FR-PH-4. After a petition case is created, Rent Board staff shall be able to upload the petition document and supporting document that was provided by the petitioner. FR-PH-5. The system shall allow Rent Board staff to reassign a case to other staff members. FR-PH-6. The system shall allow Rent Board staff to record a petition filing fee for certain types of petitions. FR-PH-7. The system shall allow a hearing examiner to generate a response form to the opposing party that includes a notice of the right to object to the petition, a list of the possible objections, and a notice that a failure to object within 20 days of the date the notice is mailed may constitute a waiver of the respondent's right to object. FR-PH-8. The system shall allow Rent Board staff to add and update the list of possible objections. FR-PH-9. The system shall allow Rent Board staff to update the content and layout of the response form. FR-PH-10. The system shall allow a hearing examiner to set up reminders for the objection period expiration. FR-PH-11. After the response form is filed, the system shall allow the hearing examiner to schedule a hearing and generate letters to notify each party by mail of the time and date. FR-PH-12. The system shall allow Rent Board staff to record pre-hearing decisions and agreement documents on a case if the parties reach an agreement. FR-PH-13. The system shall allow Rent Board staff to upload all the documents related to a hearing such as evidence, proof of service, subpoenas, and recordings from hearing sessions. FR-PH-14. The system shall allow Rent Board staff to make changes to AGA, Rent Ceilings, and Rent Journal for a unit as part of hearing decisions. FR-PH-15. The system shall allow Rent Board staff to correct a vacancy registration as part of hearing decisions. FR-PH-16. The system shall allow Rent Board staff to record decisions on a case without hearing if 1) no objections are filed, 2) the petitioner does not request a hearing, or 3) the hearing examiner determines that a decision can be rendered without the need for live testimony. FR-PH-17. The system shall allow Rent Board staff to start an appeal if either parties are not satisfied by the hearing examiner's decision. One may appeal the Decision of the Hearing Examiner within 30 days of the date it was received.


FR-PH-18. The system shall allow Rent Board staff to upload all the relevant documents to the case when it’s under an Appeal. FR-PH-19. The system shall allow Rent Board staff to create a recommendation package which can be provided to the Board to review the Appeal. FR-PH-20. The system shall allow Rent Board staff to record a decision to affirm, modify, reverse, or remand the hearing examiner's decision based on the outcome of the Appeal. FR-PH-21. The system shall provide the flexibility to reconfigure/alter the hearing process in future if a change is desired. FR-PH-22. The system shall allow Rent Board staff to reconfigure/alter document types that shall be collected during the entire process. FR-PH-23. The system shall allow Rent Board staff to record notes, comments and outcomes at every stage of the hearing process and clearly identify if a change to AGA or Rent Journal was made. FR-PH-24. The system shall allow Rent Board staff to manually change individual units to a “non-compliant” status pursuant to a hearing decision so that the AGA will not be granted. FR-PH-25. The system shall allow Rent Board staff to consolidate and de-consolidate petition cases in order to allow certain petition cases to be processed together. This feature should allow Rent Board staff to:

• Associate and disassociate petition cases. • Identify one of the associated petition cases as a master case. • Allow updating attributes with associated cases in bulk, by entering data on the master case. • User shall be able to update data on an individual case. • Rent board staff shall be able to de-associate and process these cases separately.

Mediation Process FR-MP-1. The system shall allow Rent Board staff to administer the Mediation process. Mediation differs from the Rent Board's petition process; the petition process is more formal and is limited in scope to matters such as the legality of rents charged or problems with the rental unit's condition. Typical issues or problems that can be addressed in mediation include, but are not limited to:

• Habitability Issues • Security Deposit Disputes • Noise Complaints • Rent Ceiling Disputes • Move-Out Agreements • Lease Issues • Relocation for Repairs

FR-MP-2. The system shall allow Rent Board staff to create a mediation case against a unit in the system and move it to different stages of process such as requested, assigned, in mediation, closure, and re-open. FR-MP-3. After a mediation case is created, Rent Board staff shall be able to upload documents and supporting document that was provided by the requested and any settlement agreement that was reached. FR-MP-4. The system shall allow Rent Board staff to select multiple issues involved, create case notes, reminders, and select reasons why a case was closed.


Collection Process FR-CP-1. The system shall allow Rent Board staff to start a collection case for all properties with outstanding fees and penalties. A collection case goes through multiple stages. An initial collection attempt is made by Rent Board staff to bring the property in compliance. This is followed by suing the property owner if the attempt to collect fails, which is followed by the Rent Board placing a lien against the owner. FR-CP-2. The system shall allow Rent Board staff to record various details related to collection attempts that are conducted for a property with delinquent fees and penalties. The system shall allow Rent Board staff to:

• Log notes from phone conversation for each collection case by property. • Send and log email that was sent to the property owner or agent. • Create letter(s) that can be sent to the property owner and their agent, if they have one selected.

FR-CP-3. For properties that become compliant by settling their account, the system shall allow Rent Board staff to take them off of the list of collection cases. FR-CP-4. For properties that remain non-compliant, the system shall allow moving the case to the next stage, where the status of the case can be updated to court case and a type of case selected: Superior Court or Small Claims. Superior court cases are for properties that are over $5,000 in outstanding fees and/or penalties and Small Claims Court cases are for properties with outstanding fees and penalties under $5,000. FR-CP-5. The case management screen will, at minimum, allow entering/updating below attributes:

• Case Number • Defendant Name (System Lookup, when applicable) • Defendant Address (System Lookup, when applicable) • Second Defendant Name (System Lookup, when applicable) • Second Defendant Address (System Lookup, when applicable) • Lawsuit Amount • Proof of Service Status • Court Date and Time • Court Department • Status of Case:

Filed No Service Court Date Set / No service Court Date Set / Served by Sheriff Court Date Set / Served by Process Server Court Date Set / Served by Proxy Service Settled + Amount Waived Settled + Unit Exempt Paid all fees and penalties + lawsuit dismissed with prejudice Partially paid and entered into payment plan + lawsuit dismissed without prejudice Paid fees and filed waiver + lawsuit dismissed without prejudice Lawsuit Won + Court Fees Lawsuit Lost Lien + Date of Lien Acknowledgement of Judgement Filed + Lien Removed

• Notes • Documents • Amount


FR-CP-6. The system shall allow creating multiple cases on a property and shall list all the past cases on the property view with below details:

• Case Number • Defendant Name • Lien amount • Date of lien

FR-CP-7. The system shall allow a Rent Board staff to set configure reminders for properties with liens to remind staff to renew liens within certain years. Counseling FR-C-1. The system shall allow Housing Counselors to create cases related to issues reported by property owners, tenants, and other clients. These issues range from the Annual General Adjustment (AGA) and rent increases to harassment, eviction, and habitability. The complete list of issue types will be provided during implementation of the system. FR-C-2. The case management system should allow customers to sign-in electronically via an iPad, or PC computer station, in order to pre-populate case management with customer information. The sign-in information shall appear immediately on Counselors screen to help start the counselling session. FR-C-3. The case management screen shall allow Rent Board staff to easily locate a client’s information, such as contact and property information from the database, and function to minimize the amount of data entry required by Rent Board staff. FR-C-4. The case management screen shall allow the capturing of the below listed information:

• Case-Added By (Auto Populated) • Case-Updated By (Auto Populated) • Date and Time Case was Created • Case Status (open/closed) • Client Type (tenant, landlord, attorney, advocate, etc.) • Property Address • Client Phone Number, primary and secondary • Client Email • Issue Type • Description of information/guidance provided by Housing Counselor • Interaction Information (Interaction Type, Length of interaction, Translator Type etc.) • Future Follow-Up Actions (Call, Email, Referral to City or Community Agency)

FR-C-5. The system shall allow Housing Counselors to create call logs for an existing case and to create aggregate reports with below listed information.

• Case-Added By (Auto Populated) • Case-Updated By (Auto Populated) • Date and Time case was created • Client name • Client type (tenant, landlord, attorney, advocate, etc.) • Property address • Issue Type


• Description of information/guidance provided by Housing Counselor • Call Information (Interaction Type, Length of call, Translator Type etc.) • Future Follow-Up Actions (Call, Email, Referral to City or Community Agency, etc.) • In addition, the system shall allow Housing Counselors to create custom reports.

FR-C-6. The system shall allow Rent Board staff to add and remove issue types to the case management screen. FR-C-7. The system shall allow the logging of emails, calls, and counter visits. FR-C-8. The system will allow the PIU Manager to create cases based on email counseling questions that go to the [email protected] email account, and to assign them to individual counselors. FR-C-9. The system shall include an email function to allow for follow-up or response emails to clients. The system will maintain a record of emails that are associated with a particular case. FR-C-10. The system shall have an incident reporting feature that associates with clients (landlords, tenants, agents etc.) and allows for incident note entry (separate from case notes) and the selection of internal flags (see internal flag system). These flags will display whenever staff look up a property or unit associated with a client with an incident. Examples of incident related flags are:

• Client seen by appointment only • Client can be seen by x staff person only • Refer client to manager • See incident report • The flags should have space so staff can add additional comments (e.g.: Flag type: Client seen by

appointment only. Note: Call manager immediately if they arrive without an appointment.) A complete list of flags will be provided during implementation of the system. Notices and Letters FR-NL-1. For all units in a RENTED status, system shall generate notices of Apparent Lawful Rent Ceiling both in batch and on-demand processes. Please refer to sample ALRC notices in the sample folder. FR-NL-2. The notices shall be easily saved to a format that will allow for electronic delivery, although the batch notices are sent via U.S. mail. FR-NL-3. System shall batch generate Tenant and Owner ALRC notices for all units in RENTED status. FR-NL-4. Each Tenant notice should summarize the current tenancy information for each individual unit in RENTED status in a one-page document. The document should summarize the most recent tenant’s address and unit designation, move-in date, occupancy, services included with the rent, and the unit’s current rent ceiling. The document should include an “as of” date. The tenant’s name and unit address should be placed on the document in such a way that it can be used as a mailing address when the document is tri-folded and placed in a window envelope (see attached sample). As there are approximately 19,700 units in RENTED status, the batch tenant ALRC will comprise about 19,700 pages. FR-NL-5. System shall generate batch notices for all properties that have at least one unit in RENTED status. Each notice should summarize the current tenancy information ONLY for units in RENTED status on each property. The document should summarize for each unit the most recent tenant’s address and unit designation, move-in date, occupancy, services included with the rent, and the unit’s current rent ceiling (see attached sample). The document should include an “as of” date. Because properties have varying numbers of units, these notices will range in size from one to ten pages. Billing contact name and address should be placed on the first page so that it can be used as



a mailing address when tri-folded and placed in a window envelope (see attached sample). Notices should be bundled in such a way that staff can easily send multiple notices to owners and agents who are responsible for multiple properties. FR-NL-6. System shall be able to generate either one of the above tenant or owner ALRC notices BY ADDRESS for an individual property or individual unit. User should be able to indicate if the generated notice is a “corrected” notice or not (individual notices are often generated after staff has been asked to make a change to tenancy information). Public Portal FR-PP-1. The system shall allow landlord and agents to register for a username and password to login into the public portal. FR-PP-2. The system shall follow best practices for an online user based system such as security questions and answers for account recovery, password recovery and enforcing strong password etc. FR-PP-3. The registration process shall use property and billing code and email information to identify and validate a user. FR-PP-4. The system shall allow authorized users to login to the public portal to view all their properties, any outstanding balances on properties, unit status (rented or exempt) and all of the tenancy details for current tenancies. FR-PP-5. The system shall allow authorized users to register a new tenancy for “Rented” status properties using the public portal. FR-PP-6. The system shall allow authorized users to update the unit status from exempt to rented, rented to exempt, and change the exempt reason using the public portal. FR-PP-7. The system shall allow authorized users to view each property’s balance (inclusive of fees, penalties, and waivers), and select the properties to make a payment using the public portal. FR-PP-8. The system shall present a clear breakdown of all the fees and penalties for a property, when user is attempting to make a payment using the public portal. FR-PP-9. The system shall present the processing fees associated with payment to the user, when a user is attempting to make a payment using the public portal. FR-PP-10. The system shall allow authorized users to update online account profile for the public portal. FR-PP-11. The system shall allow Rent Board staff to view new Login ID requests and setup new user accounts for the public portal. FR-PP-12. The system shall allow Rent Board staff to manage user accounts for the public portal. FR-PP-13. The system shall integrate seamlessly with the payment processor, providing an integrated connected flow for the user when making payment. FR-PP-14. The system shall allow Rent Board staff to post informational messages to the public portal in certain predefined sections of the website.


FR-PP-15. The system shall post information on unit address, status, tenancy start date, rent ceiling, housing services, # bedrooms, and #occupants to the Rent Board’s “My Rent Ceiling” webpage: https://www.cityofberkeley.info/RentBoardUnitSearch.aspx. The system shall mask the status of subsidized units by changing their status to “(~) MISC - Exempt”. Automated and Manual System Flags FR-F-1. The system shall automatically create flags on properties, units, owners, agents or tenants based on certain predefined rules. For example, a recent change in ownership (within the last 6 months) should be flagged by the system and a message should appear when Rent Board staff views that property. Likewise a demolition application, Owner Move-in Eviction or Ellis Act shall result in automatic flagging the property. FR-F-2. The system shall allow to manually create flags on properties, units, owners, agents or tenants based on certain predefined rules. For example, Rent Board staff shall be able to create flag “Client must make an appointment with x staff person” on the property. The system shall allow flags to be set with no expiration or have a set duration after which the flag is removed. Integration with Other Systems FR-I-1. The system shall provide secured APIs that will allow other external systems to integrate with the solution. For example, to service Public Record Act (PRA) requests, the solution shall expose APIs to produce a PRA report. Common types of requests received are:

• By property address • By type of unit (e.g. all information related to golden duplexes) • By petition #

The APIs will be used by the City of Berkeley’s PRA system. FR-I-2. The system shall integrate with City’s GIS Parcel Layer to validate a Property address when a new Property is added. FR-I-3. The system shall have the ability to automatically create cases and any relevant data entries from information sent to designated emails. Reporting and Dashboards FR-RD-1. The system shall provide a dashboard that will capture the current operational state of the Rent Board. This operational dashboard shall include:

• Total number of active cases in the system, by case type such as registration, exemption verification, counseling, petitions, collections, etc. in a given period.

• Total number of cases assigned to each member of the registration unit in a given period. • Number of cases open and pending a first action by case type in a given period. • Number of cases closed and verified in a given period. • Average resolution time by case type in a given period.

FR-RD-2. The system shall provide a property and unit dashboard for the registration team that shall include:

• Total number of units in compliance in a given period. • Total number of units in various types of status in a given period. • Total number of units in exemption verification process in a given period. • Total number of units involved in evictions in a given period.

https://www.cityofberkeley.info/RentBoardUnitSearch.aspx


FR-RD-3. The system shall provide a dashboard for the registration team that shall include: • Total number of VRs filed in a given period.• Total number of unit status changes performed in a given period.

FR-RD-4. The system shall provide a financial dashboard that shall include: • Total Payments collected, by payment type in a given period.• Total Payments (collected & outstanding) by fee type in a given period.

FR-RD-5. The system shall provide a Hearing Examiner/Mediator dashboard that shall include: • Total Petitions filed, by petition type in a given period.• Total Petitions filed by outcomes in a given period.• Average resolution time for petition cases.• Total Mediations requested, by mediation issue(s) in a given period.• Total Mediations filed by issue(s) and outcomes in a given period.• Average resolution time for mediation cases by reasons for closing.

FR-RD-6. The system should provide a PIU Manager Dashboard that shall include: • Data on number and response time for counseling questions that go to agency-wide

“[email protected]” email address.• Data on the number of open cases by all counselors (option to limit by date range).• Number of recent cases (default last 5 full business days) by all housing counselors.• Ability to select individual counselors.• Number of recent cases by type (Select past week, month, quarter, or year).• Highlight most frequent types of cases.• Daily, weekly, and monthly client activity to counselors (calls, emails, appointments).

FR-RD-7. The system should provide a Housing Counselor dashboard for each housing counselor that supervisors can view:

• Number open cases for housing counselor.• Number of recent cases (default to last 5 business days).• Number of cases by issue (Select past week, month, quarter, or year).• List of currently assigned email cases from [email protected]

FR-RD-8. The system shall produce reports that are exportable to csv, excel, and pdf. The system shall produce the following reports:

• Data by unit, current data. For internal staff use.• Data by unit, current data. For use by the public. This report masks the status of subsidized units and

changes their status to MISC. This report also excludes tenant names.• All rented units report as of selected date. This report produces data for all units with a “rented” status as of

the entered data, and the rest of the unit data must reflect what was true on the entered date.• New Tenancy by Date. User must give a date range and report produces unit by unit data for tenancies that

began within that date range. If a particular unit has multiple tenancies within the entered date range theyshould all be included in the report.

• Evictions Report. The system should produce a report of all evictions entered in the system.• Owner Contact Info Report. This report should produce name, mailing address, email, and phone number

of each owner with at least one unit with a rented status.• Tenant Contact Info Report. This report should produce name, mailing address, email, and phone number

of each tenant of a unit with a rented status.



• Billing Contact Report. This report should produce name, mailing address, email, and phone number ofeach owner or agent that is the designated billing contact for all properties with at least one unit in a rentedstatus.

• Rental Income Report. This report generates a calendar year estimate of rental income (based on themonthly rent ceiling) of all properties with at least one rented unit at any time during the selected year.

FR-RD-9. The system shall provide the ability to explore the data and create custom reports and dashboards from data in the database/tables.

Buyout Agreements

FR-BA-1. The system shall comply with the Berkeley Tenant Buyout Ordinance by maintaining data of certain information from tenant buyout agreements and generating a report of that data for public availability. To do this, the system should provide for: 1) data entry for agreements; 2) uploading of agreements; and 3) automatic report generation. Data entry and document uploading would be tracked in a task-based process flow, with report generation upon request.

Registration Fee Pass-throughs

FR-RP-1. The system shall provide a task-based process flow for generating tenant notices when landlords submit rent increase notices that include a registration fee pass-through. To do this, the system should provide for: 1) data entry of rent increase notices with pass-throughs; 2) uploading of said notices; 3) generation of tenant notices (for mailing). Report generation functionality should be included.

Performance and Service Levels Requirements

The Contractor shall maintain the performance and service levels summarized in the following table. Failure to maintain the required performance and service levels may result in the listed penalties if not previously approved by the Director of the Rent Board.

Req. ID Requirement Comment Penalty PSR-1. System Launch must be

completed on time based on the agreed-upon schedule with the Rent Board.

As the current system is costly to operate and maintain, delays in implementing new system will result in the Rent Board incurring continued cost in operating the old system.

$2500 for each week the new System Launch is delayed. The total penalized amount will be deducted from the initial payment.

PSR-2. The minimum monthly uptime percentage for each dissemination service shall be 99.99%

See the Section on “Availability” in this document.

<99.99% - 5% of monthly Services invoice <99.9% - 10% of monthly Services invoice < 99% - 25% of monthly Services invoice

PSR-3. The websites both internal and external shall be able to support an average page load time of 3 seconds.

Performance shall be measured in a test environment with a dedicated connection of at least 10 Mbps between the browser and the web server.

Should there be a violation of this performance requirement, it shall be treated as a critical issue.

PSR-4. The Public Portal shall be able to support unlimited named users, 1000 concurrent user sessions, 20 simultaneous transactions,

Should there be a violation of this performance requirement, it shall be treated as a critical issue.


with a response time of 3 seconds or less for any page.

PSR-5. The Contractor shall respond to a critical issue within 10 minutes and resolve the issue within one hour from the time it is detected by or reported to the Contractor.

A critical issue shall be one that results in a total or partial loss of ANY service available to the Rent Board Staff or the external users or the degradation of the level of service below what is generally acceptable for the service as it was tested and accepted by Rent Board, and the root cause of the issue is within the control of the Contractor.

5% of the monthly O&M invoice for each violation and an additional 1% for each 24 hours that the issue remains unresolved.

PSR-6. The Contractor shall resolve non-critical issues within two calendar days or on a schedule approved by Rent Board for each issue.

A non-critical issue shall be any issue that is not a critical issue as defined above and the root cause of the issue is within the control of the Contractor.

1% of the monthly O&M invoice for each violation and an additional 0.25% for each 24 hours that the issue remains unresolved.

Attachments: Attachment A Attachment B Attachment C Attachment D Attachment E Attachment F Attachment G Attachment H Attachment I Attachment J Attachment K Attachment L Attachment M Attachment N

• Check List of Required items for Submittal• Non-Discrimination/Workforce Composition Form• Nuclear Free Disclosure Form• Oppressive States Form• Living Wage Form• Equal Benefits Certification of Compliance• Right to Audit Form• Insurance Endorsement• July Bill Sample• July Penalty Bill Sample• Sample Billing Statement• Sample Tenant ALRC Notice• Sample Rent Validation Report – LL• Sample Rent Validation Report – Tenant• Sample Waiver Form Attachment O


ATTACHMENT A CHECKLIST

❑ Proposal as described under submittal (one (1) original and six (6) unbound copies).

❑ Costs proposal, by deliverables.

❑ The following forms, completed and signed in blue ink (attached): o Non-Discrimination/Workforce Composition Form Attachment B o Nuclear Free Disclosure Form Attachment C o Oppressive States Form Attachment D

o Living Wage Form Attachment E

o Equal Benefits Ordinance Certification of Compliance (EBO-1) Attachment F

ADDITIONAL SUBMITTALS REQUIRED FROM SELECTED VENDOR AFTER COUNCIL APPROVAL TO AWARD CONTRACT.

❑ Provide original-signed in blue ink Evidence of Insurance

o Auto o Liability o Worker’s Compensation

❑ Right to Audit Form Attachment G ❑ Commercial General & Automobile Liability Endorsement Form Attachment H ❑ Berkeley Business License

For informational purposes only: Sample of Personal Services Contract can be found on the City’s website on the current bid and proposal page at the top of the page.


NON-DISCRIMINATION/WORKFORCE COMPOSITION FORM FOR NON-CONSTRUCTION CONTRACTS To assist the City of Berkeley in implementing its Non-Discrimination policy, it is requested that you furnish information regarding your personnel as requested below and return it to the City Department handling your contract: Organization: _____________________________________________________________________________________ Address: _______________________________________________________________ Business Lic. #: ___________

Occupational Category: __________________________ (See reverse side for explanation of terms)

Total Employees

White Employees

Black Employees

Asian Employees

Hispanic Employees

Other Employees

Female Male Female Male Female Male Female Male Female Male Female Male

Official/Administrators

Professionals

Technicians

Protective Service Workers

Para-Professionals

Office/Clerical

Skilled Craft Workers

Service/Maintenance

Other (specify)

Totals: Is your business MBE/WBE/DBE certified? Yes _____ No _____ If yes, by what agency? _______________________ If yes, please specify: Male: _____ Female: _____ Indicate ethnic identifications: ___________________________ Do you have a Non-Discrimination policy? Yes: _____ No: _____ Signed: ________________________________________________________________ Date: __________________ Verified by: _____________________________________________________________ Date: __________________ City of Berkeley Contract Compliance Officer

Attachment B


Occupational Categories Officials and Administrators - Occupations in which employees set broad policies, exercise overall responsibility for execution of these policies, or provide specialized consultation on a regional, district or area basis. Includes: department heads, bureau chiefs, division chiefs, directors, deputy superintendents, unit supervisors and kindred workers. Professionals - Occupations that require specialized and theoretical knowledge that is usually acquired through college training or through work experience and other training that provides comparable knowledge. Includes: personnel and labor relations workers, social workers, doctors, psychologists, registered nurses, economists, dietitians, lawyers, systems analysts, accountants, engineers, employment and vocational rehabilitation counselors, teachers or instructors, and kindred workers. Technicians - Occupations that require a combination of basic scientific or technical knowledge and manual skill that can be obtained through specialized post-secondary school education or through equivalent on-the-job training. Includes: computer programmers and operators, technical illustrators, highway technicians, technicians (medical, dental, electronic, physical sciences) and kindred workers. Protective Service Workers - Occupations in which workers are entrusted with public safety, security and protection from destructive forces. Includes: police officers, fire fighters, guards, sheriffs, bailiffs, correctional officers, detectives, marshals, harbor patrol officers, and kindred workers. Para-Professionals - Occupations in which workers perform some of the duties of a professional or technician in a supportive role, which usually requires less formal training and/or experience normally required for professional or technical status. Such positions may fall within an identified pattern of a staff development and promotion under a "New Transporters" concept. Includes: library assistants, research assistants, medical aides, child support workers, police auxiliary, welfare service aides, recreation assistants, homemaker aides, home health aides, and kindred workers. Office and Clerical - Occupations in which workers are responsible for internal and external communication, recording and retrieval of data and/or information and other paperwork required in an office. Includes: bookkeepers, messengers, office machine operators, clerk-typists, stenographers, court transcribers, hearings reporters, statistical clerks, dispatchers, license distributors, payroll clerks, and kindred workers. Skilled Craft Workers - Occupations in which workers perform jobs which require special manual skill and a thorough and comprehensive knowledge of the processes involved in the work which is acquired through on-the-job training and experience or through apprenticeship or other formal training programs. Includes: mechanics and repairpersons, electricians, heavy equipment operators, stationary engineers, skilled machining occupations, carpenters, compositors and typesetters, and kindred workers. Service/Maintenance - Occupations in which workers perform duties which result in or contribute to the comfort, convenience, hygiene or safety of the general public or which contribute to the upkeep and care of buildings, facilities or grounds of public property. Workers in this group may operate machinery. Includes: chauffeurs, laundry and dry cleaning operatives, truck drivers, bus drivers, garage laborers, custodial personnel, gardeners and groundskeepers, refuse collectors, and construction laborers.


CITY OF BERKELEY Nuclear Free Zone Disclosure Form

I (we) certify that: 1. I am (we are) fully cognizant of any and all contracts held, products made or otherwise handled by

this business entity, and of any such that are anticipated to be entered into, produced or handled for the duration of its contract(s) with the City of Berkeley. (To this end, more than one individual may sign this disclosure form, if a description of which type of contracts each individual is cognizant is attached.)

2. I (we) understand that Section 12.90.070 of the Nuclear Free Berkeley Act (Berkeley Municipal

Code Ch. 12.90; Ordinance No. 5784-N.S.) prohibits the City of Berkeley from contracting with any person or business that knowingly engages in work for nuclear weapons.

3. I (we) understand the meaning of the following terms as set forth in Berkeley Municipal Code Section

12.90.130: "Work for nuclear weapons" is any work the purpose of which is the development, testing,

production, maintenance or storage of nuclear weapons or the components of nuclear weapons; or any secret or classified research or evaluation of nuclear weapons; or any operation, management or administration of such work.

"Nuclear weapon" is any device, the intended explosion of which results from the energy released

by reactions involving atomic nuclei, either fission or fusion or both. This definition of nuclear weapons includes the means of transporting, guiding, propelling or triggering the weapon if and only if such means is destroyed or rendered useless in the normal propelling, triggering, or detonation of the weapon.

"Component of a nuclear weapon" is any device, radioactive or non-radioactive, the primary intended

function of which is to contribute to the operation of a nuclear weapon (or be a part of a nuclear weapon).

4. Neither this business entity nor its parent nor any of its subsidiaries engages in work for nuclear

weapons or anticipates entering into such work for the duration of its contract(s) with the City of Berkeley.

Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Printed Name: ___________________________________Title:______________________________________ Signature: _______________________________________Date:_____________________________________ Business Entity: ___________________________________________________________________________ Contract Description/Specification No: Rent Tracking System/19-11322-C

Attachment C


CITY OF BERKELEY Oppressive States Compliance Statement

The undersigned, an authorized agent of__________________________________________________(hereafter "Vendor"), has had an opportunity to review the requirements of Berkeley City Council Resolution No. 59,853-N.S. (hereafter "Resolution"). Vendor understands and agrees that the City may choose with whom it will maintain business relations and may refrain from contracting with those Business Entities which maintain business relationships with morally repugnant regimes. Vendor understands the meaning of the following terms used in the Resolution: "Business Entity" means "any individual, firm, partnership, corporation, association or any other commercial organization, including parent-entities and wholly-owned subsidiaries" (to the extent that their operations are related to the purpose of the contract with the City). "Oppressive State" means: Tibet Autonomous Region and the Provinces of Ado, Kham and U-Tsang “Personal Services” means “the performance of any work or labor and shall also include acting as an independent Contractor or providing any consulting advice or assistance, or otherwise acting as an agent pursuant to a contractual relationship.” Contractor understands that it is not eligible to receive or retain a City contract if at the time the contract is executed, or at any time during the term of the contract it provides Personal Services to:

a. The governing regime in any Oppressive State. b. Any business or corporation organized under the authority of the governing regime of any Oppressive State. c. Any person for the express purpose of assisting in business operations or trading with any public or private entity

located in any Oppressive State. Vendor further understands and agrees that Vendor's failure to comply with the Resolution shall constitute a default of the contract and the City Manager may terminate the contract and bar Vendor from bidding on future contracts with the City for five (5) years from the effective date of the contract termination. The undersigned is familiar with, or has made a reasonable effort to become familiar with, Vendor's business structure and the geographic extent of its operations. By executing the Statement, Vendor certifies that it complies with the requirements of the Resolution and that if any time during the term of the contract it ceases to comply, Vendor will promptly notify the City Manager in writing. Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Printed Name: ___________________________________Title:________________________________________ Signature: _______________________________________ Date:_______________________________________ Business Entity: ______________________________________________________________________________ Contract Description/Specification No.: Rent Tracking System/19-11322-C I am unable to execute this Statement; however, Vendor is exempt under Section VII of the Resolution. I have attached a separate statement explaining the reason(s) Vendor cannot comply and the basis for any requested exemption. Signature: _______________________________________ Date:_______________________________________

Attachment D


CITY OF BERKELEY Living Wage Certification for Providers of Services

TO BE COMPLETED BY ALL PERSONS OR ENTITIES ENGAGING IN A CONTRACT FOR PERSONAL SERVICES WITH THE CITY OF BERKELEY. The Berkeley Municipal Code Chapter 13.27, Berkeley's Living Wage Ordinance (LWO), provides that Contractors who engage in a specified amount of business with the City (except where specifically exempted) under contracts which furnish services to or for the City in any twelve (12) month period of time shall comply with all provisions of this Ordinance. The LWO requires a City Contractor to provide City mandated minimum compensation to all eligible employees, as defined in the Ordinance. In order to determine whether this contract is subject to the terms of the LWO, please respond to the questions below. Please note that the LWO applies to those contracts where the Contractor has achieved a cumulative dollar contracting amount with the City. Therefore, even if the LWO is inapplicable to this contract, subsequent contracts may be subject to compliance with the LWO. Furthermore, the contract may become subject to the LWO if the status of the Contractor's employees change (i.e. additional employees are hired) so that Contractor falls within the scope of the Ordinance. Section I.

1. IF YOU ARE A FOR-PROFIT BUSINESS, PLEASE ANSWER THE FOLLOWING QUESTIONS

a. During the previous twelve (12) months, have you entered into contracts, including the present contract, bid, or proposal, with the City of Berkeley for a cumulative amount of $25,000.00 or more? YES ____ NO ____

If no, this contract is NOT subject to the requirements of the LWO, and you may continue to Section II. If yes, please continue to question 1(b). b. Do you have six (6) or more employees, including part-time and stipend workers? YES ____ NO ____ If you have answered, “YES” to questions 1(a) and 1(b) this contract IS subject to the LWO. If you responded "NO" to 1(b) this contract IS NOT subject to the LWO. Please continue to Section II. 2. IF YOU ARE A NONPROFIT BUSINESS, AS DEFINED BY SECTION 501(C) OF THE INTERNAL REVENUE CODE OF 1954, PLEASE ANSWER THE FOLLOWING QUESTIONS.

a. During the previous twelve (12) months, have you entered into contracts, including the present contract, bid or proposal, with the City of Berkeley for a cumulative amount of $100,000.00 or more? YES ____ NO ____

If no, this Contract is NOT subject to the requirements of the LWO, and you may continue to Section II. If yes, please continue to question 2(b). b. Do you have six (6) or more employees, including part-time and stipend workers? YES ____ NO ____ If you have answered, “YES” to questions 2(a) and 2(b) this contract IS subject to the LWO. If you responded "NO" to 2(b) this contract IS NOT subject to the LWO. Please continue to Section II. Section II Please read, complete, and sign the following: THIS CONTRACT IS SUBJECT TO THE LIVING WAGE ORDINANCE. ☐ THIS CONTRACT IS NOT SUBJECT TO THE LIVING WAGE ORDINANCE. ☐

Attachment E


The undersigned, on behalf of himself or herself individually and on behalf of his or her business or organization, hereby certifies that they are fully aware of Berkeley's Living Wage Ordinance, and the applicability of the Living Wage Ordinance, and the applicability of the subject contract, as determined herein. The undersigned further agrees to be bound by all of the terms of the Living Wage Ordinance, as mandated in the Berkeley Municipal Code, Chapter 13.27. If, at any time during the term of the contract, the answers to the questions posed herein change so that Contractor would be subject to the LWO, Contractor will promptly notify the City Manager in writing. Contractor further understands and agrees that the failure to comply with the LWO, this certification, or the terms of the Contract as it applies to the LWO, shall constitute a default of the Contract and the City Manager may terminate the contract and bar Contractor from future contracts with the City for five (5) years from the effective date of the Contract termination. If the Contractor is a for-profit business and the LWO is applicable to this contract, the Contractor must pay a living wage to all employees who spend 25% or more or their compensated time engaged in work directly related to the contract with the City. If the Contractor is a nonprofit business and the LWO is applicable to this contract, the Contractor must pay a living wage to all employees who spend 50% or more or their compensated time engaged in work directly related to the contract with the City. These statements are made under penalty of perjury under the laws of the state of California. Printed Name: ___________________________________Title:________________________________________ Signature: _______________________________________ Date:_______________________________________ Business Entity: ______________________________________________________________________________ Contract Description/Specification No: Rent Tracking System/19-11322-C Section III _____________________________________________________________________________________________

• * * FOR ADMINISTRATIVE USE ONLY -- PLEASE PRINT CLEARLY * * *

I have reviewed this Living Wage Certification form, in addition to verifying Contractor's total dollar amount contract commitments with the City in the past twelve (12) months, and determined that this Contract IS / IS NOT (circle one) subject to Berkeley's Living Wage Ordinance. _________________________________ _________________________________________ Department Name Department Representative

Attachment E Page 2


Form EBO-1 CITY OF BERKELEY

CERTIFICATION OF COMPLIANCE WITH EQUAL BENEFITS ORDINANCE If you are a Contractor, return this form to the originating department/project manager. If you are a vendor (supplier of goods), return this form to the Purchasing Division of the Finance Dept.

SECTION 1. Contractor/VENDOR INFORMATION

Name: Vendor No.: Address: City: State: ZIP: Contact Person: Telephone: E-mail Address: Fax No.:

SECTION 2. COMPLIANCE QUESTIONS A. The EBO is inapplicable to this contract because the Contractor/vendor has no employees.

☐ Yes ☐ No (If “Yes,” proceed to Section 5; if “No”, continue to the next question.) B. Does your company provide (or make available at the employees’ expense) any employee benefits? ☐ Yes ☐ N o

If “Yes,” continue to Question C. If “No,” proceed to Section 5. (The EBO is not applicable to you.)

C. Does your company provide (or make available at the employees’ expense) any benefits to

the spouse of an employee? ☐ Y es ☐ N o D. Does your company provide (or make available at the employees’ expense) any benefits to

the domestic partner of an employee? ☐ Y es ☐ N o If you answered “No” to both Questions C and D, proceed to Section 5. (The EBO is not applicable to this contract.) If you answered “Yes” to both Questions C and D, please continue to Question E. If you answered “Yes” to Question C and “No” to Question D, please continue to Section 3.

E. Are the benefits that are available to the spouse of an employee identical to the benefits that

are available to the domestic partner of the employee? ☐ Y es ☐ N o If you answered “Yes,” proceed to Section 4. (You are in compliance with the EBO.) If you answered “No,” continue to Section 3.

SECTION 3. PROVISIONAL COMPLIANCE A. Contractor/vendor is not in compliance with the EBO now but will comply by the following date:

☐ By the first effective date after the first open enrollment process following the contract start date, not to

exceed two years, if the Contractor submits evidence of taking reasonable measures to comply with the EBO; or

☐ At such time that administrative steps can be taken to incorporate nondiscrimination in benefits in the

Contractor’s infrastructure, not to exceed three months; or ☐ Upon expiration of the Contractor’s current collective bargaining agreement(s).

To be completed by Contractor/Vendor


B. If you have taken all reasonable measures to comply with the EBO but are unable to do so, do you agree to provide employees with a cash equivalent?* ☐ Y es ☐ N o

* The cash equivalent is the amount of money your company pays for spousal benefits that are unavailable for domestic partners. SECTION 4. REQUIRED DOCUMENTATION At time of issuance of purchase order or contract award, you may be required by the City to provide documentation (copy of employee handbook, eligibility statement from your plans, insurance provider statements, etc.) to verify that you do not discriminate in the provision of benefits.

SECTION 5. CERTIFICATION I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that I am authorized to bind this entity contractually. By signing this certification, I further agree to comply with all additional obligations of the Equal Benefits Ordinance that are set forth in the Berkeley Municipal Code and in the terms of the contract or purchase order with the City. Executed this _______day of _________________, in the year __________, at __________________, ________ (City) (State) _____________________________________ ______________________________________ Name (please print) Signature _____________________________________ ______________________________________ Title Federal ID or Social Security Number

FOR CITY OF BERKELEY USE ONLY

☐ Non-Compliant (The City may not do business with this Contractor/vendor)

☐ One-Person Contractor/Vendor ☐ Full C om pliance ☐ R easonable M easures

☐ Provisional Compliance Category, Full Compliance by Date: _________________________________________

Staff Name(Sign and Print): _____________________________________Date: ____________ ________________

_____________________

Attachment F


CITY OF BERKELEY Right to Audit Form

The Contractor agrees that pursuant to Section 61 of the Berkeley City Charter, the City Auditor’s office may conduct an audit of Contractor’s financial, performance and compliance records maintained in connection with the operations and services performed under this contract. In the event of such audit, Contractor agrees to provide the Auditor with reasonable access to Contractor’s employees and make all such financial, performance and compliance records available to the Auditor’s office. City agrees to provide Contractor an opportunity to discuss and respond to/any findings before a final audit report is filed. Signed:______________________________________ Date:__________________ Print Name & Title:_______________________________________________________ Company:_______________________________________________________________ Contract Description/Specification No: Rent Tracking System/19-11322-C Please direct questions regarding this form to the Auditor's Office, at (510) 981-6750.

Attachment G


CITY OF BERKELEY Commercial General and Automobile Liability Endorsement

The attached Certificates of Insurance are hereby certified to be a part of the following policies having the following expiration dates: Policy No. Company Providing Policy Expir. Date _______________ __________________________ _________ _______________ __________________________ _________ _______________ __________________________ _________ _______________ __________________________ _________

The scope of the insurance afforded by the policies designated in the attached certificates is not less than that which is afforded by the Insurance Service Organization's or other "Standard Provisions" forms in use by the insurance company in the territory in which coverage is afforded. Such Policies provide for or are hereby amended to provide for the following: 1. The named insured is ________________________________________. 2. CITY OF BERKELEY ("City") is hereby included as an additional insured with respect to liability

arising out of the hazards or operations under or in connection with the following agreement: _______________________________________________________. The insurance provided applies as though separate policies are in effect for both the named insured

and City, but does not increase the limits of liability set forth in said policies. 3. The limits of liability under the policies are not less than those shown on the certificate to which

this endorsement is attached. 4. Cancellation or material reduction of this coverage will not be effective until thirty (30) days

following written notice to __________________________________, Department of ___________________________, Berkeley, CA.

5. This insurance is primary and insurer is not entitled to any contribution from insurance in effect for

City. The term "City" includes successors and assigns of City and the officers, employees, agents and

volunteers. _______________________________________ Insurance Company Date: _____________ By: ______________________________________ Signature of Underwriter's Authorized Representative Contract Description/Specification No: Rent Tracking System/19-11322-C

Attachment H

CITY OF BERKELEY Rent Stabilization Program 2125 Milvia Street, Berkeley, CA 94704 Phone: (510) 981-7368; Fax: (510) 981-4910

Registration Year Due Date

Exempt Units: Total Units:

Current Fees Previous Fees Penalties Credits Total Due

CITY OF BERKELEY Rent Stabilization Program

Billing Address


( Units/ Exempt)

# Units Pd For


City of Berkeley Rent Stabilization Ordinance requires owners of residential units that are rented or available for rent to pay an annual registration fee by July 1. A 100 % penalty will be assessed on the outstanding registration fee in July and every six months that it remains unpaid. Formerly exempt units must be registered within 60 days to avoid the assessment of penalties

This bill is PAST DUE. To qualify for the automatic waiver of penalties described below, the account must be fully reconciled by August 30th.

Billing Address

Amount Enclosed (Checks Only)

Property owners may pay the amount on this billing statement by mail with a check only. Make checks payable to the City of Berkeley. Do not mail cash or credit card information.*

If you wish to pay with a credit card you may do so in person at our office or online at: www.cityofberkeley.info/rent/

Billing code:

Billing code:

**Due to payment card industry requirements, the City of Berkeley no longer accepts _credit card information via U.S. mail. We apologize for any inconvenience.

BILLCODE

BILLCODE

07/01/2019 - 06/30/2020

07/01/2019 - 06/30/2020

1

PROPERTY ADDRESS

BILLING CONTACT ADDRESS

BILLING CITY, STATE, ZIP

08/30/2019

BILLING CONTACT NAME

1



PROPERTY ADDRESS5


5

08/30/2019

You owe $750 in penalties. If you pay by August 30th, 100% of your current year penalty will be waived. The total amount you owe if you pay by August 30th will be $750.This is your receipt; retain it for your records. -------------------------------------------------------------- Detach Here -------------------------------------------------------------

You owe $750 in penalties. If you pay by August 30th, 100% of your current year penalty will be waived. The total amount you owe if you pay by August 30th will be $750.

750.00 0.00 0.00750.00 1500.00

750.00 0.00 0.00750.00 1500.00

Attachment I

U N I T S T A T U S F O R M

Status CurrentUnit Last TenancyNo. Current Status Changed Started

----- ---------------- ----------- -------------

The 'Status Last Changed' indicates when the status of the unit last changed notnecessarily the beginning of the current tenancy. Please make corrections toinformation directly on this form. If you make changes, return this form withyour payment. If a unit listed here as exempt is now rented, a pro-ratedregistration fee is due. Please contact our Registration Unit at 510-981-7368(981-Rent) for calculation of additional amount due.

UNIT STATUS: 5 UNITS 1 EXEMPT

CHANGE OF ADDRESS:

_____________________________________

_____________________________________

_____________________________________

Phone: _____________________________

E-mail: _____________________________

UNIT # Rented orAvailable

10/15/2007 12/01/2013


07/01/2019 07/01/2019


05/20/2011 05/01/2011


12/15/2010 12/01/2013

Unit Address-------------------

UNIT ADDRESS

UNIT ADDRESS

UNIT ADDRESS

UNIT ADDRESS

UNIT ADDRESS UNIT # Owner Occupied 11/28/2005 05/31/1980

I declare under penalty of perjury that the information provided onthis form is true and correct to the best of my knowledge and belief.

Signed:_____________________________ Date:_______________________

Rent Stabilization Board

PROPERTY ADDRESS

07/10/2019


BILLING CONTACT ADDRESS BILLING CITY, STATE, ZIP

OWNER NAMEOWNER ADDRESSOWNER CITY, STATE, ZIP





This is your receipt; retain it for your records.

-------------------------------------------------------------- Detach Here -------------------------------------------------------------


Billing Address


( Units/ Exempt)

# Units Pd For



This bill is PAST DUE. To qualify for the automatic waiver of penalties described below, the account must be fully reconciled by August 30th.

Billing Address




Billing code:

Billing code:

**Due to payment card industry requirements, the City of Berkeley no longer accepts _credit card information via U.S. mail. We apologize for any inconvenience.

BILLCODE

BILLCODE

You owe $250.00 in penalties. If you pay by August 30th, 90% of your current year penalty will be waived.The total amount you owe if you pay by August 30th will be $275.00.

0.00

07/01/2019-06/30/2020

07/01/2019-06/30/2020

2

250.00

You owe $250.00 in penalties. If you pay by August 30th, 90% of your current year penalty will be waived.The total amount you owe if you pay by August 30th will be $275.00.

PROPERTY ADDRESS

0.00

250.00

08/30/2019


2

500.00

BILLING ADDRESS


PROPERTY ADDRESS

500.00

3

250.000.00

250.000.00

3

08/30/2019

BILLING CONTACT NAMEBILLING CONTACT ADDRESSBILLING CITY, STATE, ZIP

Attachment J





This is your receipt; retain it for your records.

-------------------------------------------------------------- Detach Here -------------------------------------------------------------


Billing Address


( Units/ Exempt)

Previous Fees Penalties Credits Total Due


This bill is due now. If payment is not made by date shown below a penalty will be assessed.

Billing Address

Billing code:

To pay your bill online visit: www.cityofberkeley.info/rent/

Billing code:




*Due to payment card industry requirements, the City of Berkeley no longer accepts creditcard information via U.S. mail. We apologize for any inconvenience.

# Units Paid For

Current Fees

BILLCODE

0.00

07/01/2019 - 06/30/2020

07/01/2019 - 06/30/2020

1

250.00

PROPERTY ADDRESS

0.00

250.00

07/01/2019

BILLCODE

1

250.00

PROPERTY ADDRESS

250.00

2

0.00




0.00

0.000.00

2

07/01/2019


Attachment K

U N I T S T A T U S F O R M

Status CurrentUnit Last Tenancy

Unit Address No. Current Status Changed Started

------------------- ----- ---------------- ----------- -------------

The 'Status Last Changed' indicates when the status of the unit last changed notnecessarily the beginning of the current tenancy. Please make corrections toinformation directly on this form. If you make changes, return this form withyour payment. If a unit listed here as exempt is now rented, a pro-ratedregistration fee is due. Please contact our Registration Unit at 510-981-7368(981-Rent) for calculation of additional amount due.

UNIT STATUS: 2 UNITS 1 EXEMPT

CHANGE OF ADDRESS:

_____________________________________

_____________________________________

_____________________________________

Phone: _____________________________


2331 8TH ST

05/13/2019

BILLING CONTACT NAME BILLING CONTACT ADDRESS BILLING CITY, STATE, ZIP

OWNER NAMEOWNER ADDRESSOWNER CITY, STATE, ZIP

E-mail: _____________________________

UNIT ADDRESS UNIT # Section 8 04/14/2010 08/22/2001

UNIT ADDRESS UNIT # Rented orAvailable

09/15/2017 08/01/2018

I declare under penalty of perjury that the information provided onthis form is true and correct to the best of my knowledge and belief.

Signed:_____________________________ Date:_______________________

--------------------------------------- Temps - If a '*' appears in this field, temporary rent adjustments are currently in effect.

****************** NOT A BINDING ** CERTIFICATION ** OF THE LAWFUL ** RENT CEILING ******************


NOTICE OF APPARENT LAWFUL RENT CEILINGAS OF 05/01/2019

Agent Code : AGENTCODEAGENT NAMEAGENT ADDRESSAGENT CITY, STATE, ZIP

TENANT NAMEUNIT ADDRESS #UNIT BERKELEY CA 94709

PROPERTY ADDRESS

Owner Code : OWNCODE Owner Address: OWNER NAME Agent Address:

OWNER ADDRESS OWNER CITY, STATE, ZIP

UnitNo

Regis-trationStatus

LawfulCeiling

Temps B/R OCC TenancyStart Date

ServicesIncluded

----- ------- ------- ----- --- --- ---------- ----------

Unit Address

--------------

UNIT ADDRESS UNIT # RENTED 888.91 0 04/03/1997 Gas,Electricity,Water,Storage,LaundryAccess,Garbage,Furnishings

2125 Milvia Street, Berkeley, California 94704TEL: (510) 981-7368 (981-RENT) TDD: (510) 981-6903 FAX: (510) 981-4910E-MAIL: [email protected] INTERNET: www.cityofberkeley.info/rent/

Attachment L

2125 Milvia Street, Berkeley, California 94704 TEL: (510) 981-7368 (981-RENT), TDD: (510) 981-6903, FAX: (510) 981-4910

EMAIL: [email protected], INTERNET: www.cityofberkeley.info/rent/

RENT VALIDATION REPORT

Re:

The information below reflects the tenancy registered online with the Berkeley Rent Board. This informationalso reflects what the Board’s records currently show as the rental unit's current registered status, lawful rentand services included in the rent paid by the tenant. Information contained in this report does not constitute abinding determination regarding the rent paid or services provided.

Tenancy Started Initial Rent $ Occupancy Services

If you feel any of this information is incorrect, please contact a Housing Counselor in our Public Information Unit as soon as possible. Our office hours are 9:00 a.m - 4:45 p.m. on Monday, Tuesday, Thursday and Friday; and noon - 6:30 p.m. on Wednesday.

07/01/2019

PRO#LOWER

07/02/2019

65000.00

Gas, Electricity, Water, Garbage, Parking, Laundry Access, Appliances


BILLING 7020 WESTMOORLAND DR BERKELEY, CA 94705


UNIT ADDRESS #UNIT DESIGNATION

Attachment M

2125 Milvia Street, Berkeley, California 94704 TEL: (510) 981-7368 (981-RENT), TDD: (510) 981-6903, FAX: (510) 981-4910

EMAIL: [email protected], INTERNET: www.cityofberkeley.info/rent/

RENT VALIDATION REPORT


Re:

The information below reflects the tenancy registered online with the Berkeley Rent Board. This informationalso reflects what the Board’s records currently show as the rental unit's current registered status, lawful rentand services included in the rent paid by the tenant. Information contained in this report does not constitute abinding determination regarding the rent paid or services provided.

Tenancy Started Initial Rent $ Occupancy Services

If you feel any of this information is incorrect, please contact a Housing Counselor in our Public Information Unit as soon as possible. Our office hours are: 9:00 a.m - 4:45 p.m. on Monday, Tuesday, Thursday and Friday; and noon - 6:30 p.m. on Wednesday.

UNIT

07/02/2019

07/01/2019

6

UNIT ADDRESS #UNIT DESIGNATIONBERKELEY, CA, UNIT ZIP

5000.00

Gas, Electricity, Water, Garbage, Parking, Laundry Access, Appliances

TENANT NAME

UNIT ADDRESS, #UNIT DESIGNATION

Attachment N

Late payment/penalty history: Space for text narrative

City Of BerkeleyRent Stabilization Board

Recommendation on Requested Waiver of Registration Penalties

Waiver No: Property address: PROPERTY ADDRESS Transfered: SALE DATE

# of Units: Exempt units (as of current date):

Owner(s): OWNER NAME Waiver filed by: FILER NAME

Other Berkeley rental property owned: LIST OF OTHER PROPERTIES ASSOCIATED WITH OWNER CODE

RegistrationDate or Year

Units requiringregistration at thattime

Registrationfees paid

Date feespaid

Penaltiescharged

Penaltiesforgiven

PenaltiesPaid

2017/2018 ALL $270.00 07/27/2017 271.00 203.00 68.002016/2017 ALL $234.00 07/21/2016 234.00 0.00 234.002014/2015 ALL $388.00 07/29/2014 388.00 291.00 97.00

Totals (penalties previously assessed) $893.00 $494.00 $399.00

Penalties Currently Under Consideration

Reason for Penalties: Space for narrative of penalty reason

RegistrationDate or Year

Unit(s) registeredlate at this time

Registrationfees paid

Date feespaid

Penaltiescharged

Penaltiesforgiven

PenaltiesDue

2018/2019 1 $210.00 01/11/2019 $210.00 $0.00 $210.00Totals $210.00 $0.00 $210.00

Grounds under Regulation 884(B): Space for good cause under Regulation 884B

Good cause claimed by owner: Space for text narrative.

Recommendation: Staff recommends waiving X% of the penalty, or $A, and imposing Y%, or $B.

Staff Analysis: Space for text narrative.

2125 Milvia Street, Berkeley, California 94704TEL: (510) 981-7368 (981-RENT), TDD: (510) 981-6903, FAX: (510) 981-4910E-MAIL: [email protected], INTERNET: www.cityofberkeley.info/rent/

Attachment O

apretto

Callout

Autogenerated by System

apretto

Sticky Note

Unmarked set by apretto

apretto

Callout

Lists number of units in RENTED status.

apretto

Callout

Lists number of units in non-RENTED status

apretto

Callout

Information comes from property's accounts receivables. See note above.

apretto

Callout

Information for each line comes from property's saccounts receivables history, autofilling penalty assessment date, penalty payment date, etc. Also auto-calculates totals.