256080 RFP v1.pdf

Salem Housing Authority

Housing/Tenant Management and Accounting Software

Solution

RFP NUMBER: 256080

CLOSING DATE: June 12, 2026 AT 4:00 PM (LOCAL TIME)

Page 1 Request for Proposal

REQUEST FOR PROPOSALS (RFP) NUMBER: 256080

Salem Housing Authority

Housing / Tenant Management and Accounting Software Solution

INTRODUCTION

The City of Salem, hereinafter referred to as “City”, is seeking proposals from qualified proposers providing Software Solutions that meet the tenant management and accounting needs of the Salem

Housing Authority (SHA). The selected Software Solution shall enable SHA to effectively and efficiently run all aspects of housing and tenant management and accounting functions. The

Solution must conform to all requirements of project-based accounting, budgeting, and management, and to all requirements of the United States Housing and Urban Development (HUD)

(Section 8, Public Housing, Moderate Rehabilitation programs), State of Oregon Housing and

Community Services (OHCS) (including Low Income Housing Tax Credits [LIHTC] and local programs), and Generally Accepted Accounting Principles (GAAP).

Proposals will be received until, but not after 4:00 PM (local time), June 12, 2026.

Completed proposals must arrive electronically via Equity Hub’s Bid Locker at https://bidlocker.us/a/salem_or/BidLocker. The City will not accept proposals submitted in any other manner.

NO LATE PROPOSALS WILL BE ACCEPTED.

Your proposal must be uploaded prior to the Closing Date and Time. The City strongly recommends that you give yourself sufficient time and at least ONE (1) day before the closing date and time to begin the uploading process and to finalize your submission. The City accepts no responsibility for non-receipt and/or delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause. Each Proposal is instantly sealed and will only be visible to the City after the closing date and time. Uploading large documents may take significant time, depending on the size of the file(s) and your internet connection speed. You will receive an email confirmation receipt once you finalize your submission.

Supported web browsers: Chrome, Firefox, Safari, and Vivaldi.

Need Help?

Please contact Equity Hub at help@equityhub.us or (267) 225-1407 for technical questions related to your submission.

The Vendor Guide for Bid Locker can be found at Vendor Guide for Bid Locker.

Prospective proposers may obtain these solicitation documents by registering on the OregonBuys website and downloading them. Proposers shall consult the OregonBuys system regularly until closing date and time to avoid missing any notices. To register on OregonBuys go to https://oregonbuys.gov. The City shall advertise all Addenda on OregonBuys. Prospective proposers are solely responsible for checking OregonBuys to determine whether or not any

Addenda have been issued. RFP documents will not be mailed to prospective proposers.

https://bidlocker.us/a/salem_or/BidLocker mailto:help@equityhub.us https://bidlocker.us/files/Vendor%20Guide%20-%20Bid%20Locker%20Base.pdf https://oregonbuys.gov/bso/view/login/login.xhtml https://oregonbuys.gov/bso/view/login/login.xhtml https://oregonbuys.gov/bso/view/login/login.xhtml https://oregonbuys.gov/ https://oregonbuys.gov/bso/view/login/login.xhtml

Page 2 Request for Proposal

Any objections to or comments upon the RFP specifications must be submitted in writing to the office of the Contracts and Procurement Manager, by email sself@cityofsalem.net.

They must be received no later than May 29, 2026 at 5:00 PM (local time).

Proposals received will be held confidential until a recommendation for award has been approved by the Department Director. Thereafter, all Proposals will be available for public inspection by submitting a Public Records Request through the City Recorders Office Public Records Request |

Salem, Oregon (cityofsalem.net).

The City will be the sole judge in determining award of Agreement and reserves the right to reject all Proposals.

Human Rights: It is the express policy of the City that no person shall be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity on the grounds of race, religion, color, national origin, sex, marital status, familial status or domestic partnership, age, mental or physical disability, sexual orientation, gender identity or source of income as provided by Salem Revised Code Chapter 97, Title VI of the Civil Rights Act of 1964, and other federal nondiscrimination laws. The City’s complete Title

VI Plan may be viewed at Equity & Accessibility | Salem, Oregon (cityofsalem.net). Proposer agrees to comply with all applicable requirements of federal, state, and local civil rights and rehabilitation statutes, rules, and regulations if awarded an agreement by the City.

Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations, either by competitive bidding or negotiation made by the successful proposer for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the successful proposer of the successful proposer’s obligations under this Agreement and the Salem Revised Code Chapter

97, Title VI of the Civil Rights Act of 1964 and other federal nondiscrimination laws.

The City is an Equal Employment Opportunity employer.

Questions regarding the City’s RFP process may be addressed to Shawna Self, CPPB, Contracts and Procurement Manager, who may be reached at (503) 588-6445 or by email at sself@cityofsalem.net during City business hours.

The City operates and maintains Americans with Disabilities Act compliant facilities.

Reasonable accommodations are available upon request.

Shawna Self, CPPB, Manager

Contracts and Procurement

FIRST DATE OF SOLICITATION: May 11, 2026

REQUEST FOR PROPOSAL NUMBER: 256080

REQUEST FOR PROPOSAL CLOSING: June 12, 2026 at 4:00 PM (Local Time) mailto:sself@cityofsalem.net https://www.cityofsalem.net/government/public-records-request https://www.cityofsalem.net/government/public-records-request https://www.cityofsalem.net/government/equity-accessibility

Page 3 Request for Proposal

RFP #256080

Salem Housing Authority (SHA)

Housing/Tenant Management and Accounting Software Solution

The City of Salem (“City”) is a municipal corporation serving a community with a population of approximately 177,600. It is the capital of the State of Oregon and the county seat of Marion

County. The City has a Council-Manager form of government with an elected mayor and council.

The City has approximately 1,300 employees and nine operating departments (listed below).

City Manager Legal

Community Services Community Planning and Development

Enterprise Services Police

Fire Public Works

Finance

SECTION 1: BACKGROUND

The Salem Housing Authority (SHA) was established in 1969 and serves approximately 9,000 residents in Salem and Keizer, Oregon with safe and affordable housing. SHA administers multiple housing and program types, including:

Section 8 Housing Choice Vouchers, including

Mainstream, Non-Elderly Disabled, VASH, Tenant Protection, Project-Based Vouchers

3,400

Public Housing Units 107

HUD Project-Based Rental Assistance Units 260

HUD 202/8 Units 50

LIHTC, HOME, CDBG, Risk Share Units (mix of income-restricted, market rate, and special purpose units)

Total: 4,055

*Note that the Project-Based Voucher units included here have rental assistance provided by the

Section 8 Project-Based Voucher program and the units are owned and managed by SHA.

Additional units that fall into this dual-management category are currently in development.

Unsubsidized income-restricted housing units within SHA’s jurisdiction are funded with a combination of Low Income Housing Tax Credits (LIHTC), Risk Share Program, Local Innovation and Fast Track (LIFT) Rental Program, and HOME funding awarded by the City of Salem. Other state and local programs may be utilized in future developments.

SHA currently uses Elite, administered by Emphasys Software, for housing management and accounting and is hosted by Emphasys in Microsoft Azure. Back-up is provided by Emphasys

Software. All workstations are Windows 11 with Office 365, using Edge and Chrome browsers.

SHA has primarily iPhones and iPads for mobile devices.

Page 4 Request for Proposal

SHA desires to replace its current software application with a robust modern software solution to meet its housing/tenant management and accounting needs, as described in Section 2.

Proposals are sought from qualified contractors providing software solutions that meet SHA’s housing/tenant management and accounting needs as described in this RFP. SHA intends to award a contract to the Proposer who submits the highest-ranked proposal.

The term of the contract will be for one (1) year from the go-live date of the Software Solution.

SHA reserves the right to award separate contracts for the following sections, proposers may submit a proposal for one or more of the sections listed below, however, the Software Solution must allow for integration for the other sections:

1) Property Management

2) Section 8 Vouchers

3) Accounting

The following documents are hereby incorporated in this RFP:

1) General Conditions for Non-Construction Contracts, Section II

2) Instructions to Offerors Non-Construction

SECTION 2: SCOPE OF REQUESTED SERVICES

The Software Solution shall be capable of providing, at a minimum, the following functionality:

Section/ID Function Description Vendor Comments

Section 1.

Property

Manangement

Reporting and

Supervisor

Oversight

Provides functional rent rolls displaying tenant rent, HAP, and contract rent in a single report

Provides user-configurable reporting across rent, occupancy, vacancy, subsidy, and operational performance

Produces clean, structured

Excel exports that require no manual reformatting

Includes real-time dashboards for operational, Page 5 Request for Proposal compliance, and rent collection tracking

Includes supervisor tools to monitor KPIs including occupancy, rent delinquency, Annual

Recertification status, workflow completion, and compliance risk

Allows drill-down from dashboards to tenant, unit, and transaction-level detail

Allows users to save custom report views, filters, and templates

Includes global search across tenants, units, transactions, and documents

Integrated

Financial

Management &

Accuracy

Synchronizes tenant ledgers and general ledger in real time

Provides immediate visibility into charges, receipts, and balances

Eliminates reliance on batch posting or manual financial reconciliation

Allows comparison of HCV and Multifamily data to identify HAP discrepancies

Includes structured UAP

(Utility Allowance

Payment) management with pre-rent roll review and

Page 6 Request for Proposal approval, tracking, and reconciliation

Includes automated subsidy reconciliation and validation controls

Supports property-level budgeting and variance tracking

Supports segmentation of receivables (tenant rent, subsidy, damages, miscellaneous charges)

Supports delinquency tracking with configurable thresholds and automated actions

Tracks repayment agreements and payment plans

Tracks NSF payments, reversals, and reapplication of funds

Includes daily cash balancing and deposit tracking functionality

Tenant Ledgers

Provides clear, chronological, user-friendly tenant ledgers suitable for staff, tenants, and legal use

Displays full rent breakdown including contract rent, tenant portion, subsidy, fees, and adjustments

Page 7 Request for Proposal

Applies payments without reliance on pre-payment structures

Provides tenant-accessible ledger view through resident portal

Document

Correspondence

Ability for staff to create, edit, and manage document and correspondence templates without IT support

Built-in correspondence tools for notices, verifications, and standard letters

Centralized document storage tied to tenant records with repository of documents sent, user name, and date/time

Full audit trail and version history of documents, certifications, and record changes for compliance and legal defensibility

Supports direct integration with external document platforms (e.g., tenant-facing systems similar to

Tenant Tech)

Allows documents to flow bi-directionally between the platform and the property management system, including generation, Page 8 Request for Proposal delivery, completion, and automatic storage within tenant records without manual intervention

Waiting List &

Leasing

Management

Manages full applicant lifecycle from application through lease-up

Supports bulk applicant status updates

Provides auditable waiting list draws including timestamp and ranking

Allows clean export of waiting list data to Excel

Manages multiple waiting lists across properties and programs

Tracks leasing pipeline status from applicant to move-in

Supports offer management including acceptance tracking and expiration timelines

Maintenance, Inspections, &

Work Order

Manages full inspection lifecycle including annual, move-in, move-out, and preventive inspections

Page 9 Request for Proposal

Provides mobile functionality for inspections and work orders with real-time updates

Allows work orders to be opened, updated, assigned, and closed from the field

Allows tenants to submit work orders through an online portal

Supports photo upload within inspections, work orders, and notes

Includes standardized inspection templates and deficiency tracking

Automatically generates work orders from inspection results

Tracks parts, labor, and materials within work orders

Tracks unit turns and vacancy status with timelines and reason codes

Supports vendor assignment to work orders

Process Tenant Charges for work orders, and billing.

Resident, Applicant &

Communication

Tools

• Provides online portals for

Page 10 Request for Proposal applicants and tenants

Allows electronic submission of applications and documents

Supports mass communication via email and SMS/text

Tracks all communications within tenant records

Reduces reliance on physical mail through electronic notices

Supports online payments with real-time posting to tenant ledgers

Supports resident self-service recertification workflows

Provides multi-language communication capability

Compliance &

Certification

Functionality

Integrates with EIV, TRACS, and state compliance systems

Supports integrated coordination between voucher (HCV) and property management functions for tenants utilizing vouchers in SHA-owned or managed units, including shared tenant records, synchronized rent and HAP calculations, and

Page 11 Request for Proposal consistency across certifications and compliance tracking

Supports automatic proration of rent, subsidy, and charges for all partial-month scenarios (including move-ins, move-outs, transfers, and mid-month changes) without manual calculation

Generates and allows review of 50059, 50058, and TIC prior to move-in on applicant side

Calculates rent, subsidy, and utility allowances accurately at applicant stage

Supports effective-dated

GRCs (gross rent changes) with automatic recalculation of tenant rent, subsidy, and utility allowances, including proper application to ledgers, certifications, and full historical tracking

Performs automated asset income calculations

Prevents incorrect rent charges through validation controls

Maintains accurate rent and subsidy calculations at all stages

Provides access to upfront income and asset

Page 12 Request for Proposal verification data (e.g., EIV or equivalent integrations)

Supports configurable workflows for Annual

Recertifications, interims, move-ins, and move-outs

Includes task tracking, automated reminders, and role-based dashboards

Includes centralized compliance calendar with alerts and escalation for overdue items

Supports multi-program compliance (PBRA, LIHTC, HOME, PBV, PH) within a single tenant record

Tracks verification attempts and compliance with verification hierarchy

Provides audit-ready file structure with required document checklists

Includes pre-built compliance reports for audits, MORs, and reviews

Maintains full historical certification and compliance records

Integration options to bring in subsidy payments into ledger and certification.

Leasing, Occupancy &

Unit

Page 13 Request for Proposal

Supports unit-level configuration including subsidy type, rent structure, Tracks vacancy reasons with standardized categories

Tracks unit turn times and performance metrics

Provides visibility into leasing pipeline and occupancy status

Supports occupancy standards and unit eligibility tracking

Section 2.Voucher

Programs

Tracking tools for recerts from start to finish (so that we don’t have to have excel trackers for everything)

Reporting &

Supervisor

Oversight

Provides functional payment history showing when HAP payments have been returned as well all in the same place. Easily be able to see what has been paid or received from the landlord.

Real-time dashboards for operational and compliance tracking.

Page 14 Request for Proposal

Includes supervisor tools to monitor KPI’s including annual recertification status, inspection status, and workflow completion.

Landlord/Owner set up and changes

User friendly process for setting up landlords and payments. Computer generated tracking of when changes were made and my whom.

Some way to easily see how payments were made and if

Direct Deposit, ability to see the last 4 of the account number to confirm to landlords where payments were made.

Landlord portal for landlords to check up on their payments/inspections, etc.

Inspections

One inspection number from start to finish for each initiated inspection (initial, reinspections, to abatement)

Mobile app for completing inspections in the field with sync capability in the field

Page 15 Request for Proposal

Ability to add pictures to history for the inspection

Integrated letters in the system that will list “failed items” and “pass w/comment” items without having to manually type them.

Document

Correspondence

**Ability for staff to create, edit, and manage document and correspondence templates without IT support – be able to see the letter before printing and edit as necessary.

All verifications and letters for clients and landlords accessible within the system that will auto-populate specific client data.

Built-in correspondence tools for notices, verifications, and standard letters

Tracks leasing pipeline status from applicant to move-in

Supports offer management including acceptance

Page 16 Request for Proposal tracking and expiration timelines

Page 17 Request for Proposal

Reports

Bigger fonts

Translation abilities:

Spanish, Russian, Chuukese

Clear move process – not having to put people on hold

Compliance &

Certification

Functionality

Supports automatic proration of rent, subsidy, and charges for all partial-month scenarios (including move-ins, move-outs, transfers, and mid-month changes) without manual calculation

Calculates rent, subsidy, accurately at applicant stage

Performs automated asset income calculations

Includes task tracking, automated reminders, and role-based dashboards

Tracks verification attempts and compliance with verification hierarchy

Provides audit-ready file structure with required document checklists

Page 18 Request for Proposal

Maintains full historical certification and compliance records

Includes pre-built compliance reports for audits, and reviews

FSS

Escrow credit sheet attached to the Coordinator

Automatic notes for actions that are done

Centralized document storage tied to tenant records with repository of documents sent, user name, and date/time

System generated auto capturing, time stamped changes/actions made in the system (i.e. any changes like updating status changes, LL changes, change of address, etc)

Database for verifications –

3rd party storage of names/addresses

ROI information easily accessible

Efficient batch printing

Certifications

Easy identification of

Housing Specialist caseload and easy tracking of recerts

Page 19 Request for Proposal

Less steps to complete a certification or to see information about clients

Main home page for client data – shows the most current cert/action with effective date, type of action, next AR

Be able to see ALL income at one place

Prior to 50058 submission, ability to correct an action without having to delete and start over.

User friendly dashboard to see client information that includes landlord information on the same page

Ability to have a Tenant portal to complete certification paperwork and submit it to their Housing

Specialist – be able to submit documents. Ability for color document submission.

Auto reminders sent to phone for appointments

Waitlist

Ability to make mass changes to applicant status and track it with electronic notes.

Tenant portal requests come in for us to update – does

Page 20 Request for Proposal not change information on our side without our knowledge

Manages full applicant lifecycle from application through lease-up

Supports bulk applicant status updates

Provides auditable waiting list draws including timestamp and ranking

Allows clean export of waiting list data to Excel

Manages multiple waiting lists across properties and programs

Place for COP to be attached to the client file

Section 3.

Accounting general ledger accounting ability to import data into general ledger budget creation and tracking accounts payable (AP) accounts receivable (AR) for tenants and non-tenant accounts invoicing for tenant and non-tenant accounts receipts related to HUD housing programs

AP/AR integrations to work order system

Purchase Order (PO) system

AP/AR integrations to purchase order system

Page 21 Request for Proposal

PO and Work Order integrations fixed assets tracking, dual program integration for clients with Housing

Choice Voucher (Section 8) who reside in an owned property payment plan tracking

GL

Balance Sheets, Income

Statements show XYZ

A/P code a single disbursement across multiple bank accounts.

1099s

Easy Workflow that includes step by step tasks from W9 input/vendor setup to 1099 preview and printing and easy corrections.

1099s

Ability to flag vendors requiring 1099s

Finance

Ability to set up reminders for reporting deadlines by fund

AP

Ability to upload payments in a tabular format from

Excel with the GL, Invoice, Vendor, and Bank data.

Ability to copy a prior payment batch as a template for a new batch

Batching workflow with easy steps that autopopulate an AP batch based on invoices due, ability to hold vendor pmts, preview report of payments to be processed

(with type of pmt checks, ACH and vendor type -

URP, Vendor, LLs, section

8); manager approval before payments can be iniated.

Page 22 Request for Proposal

Batching workflow

Manager approval before payments can be iniated.

Able to send a vendor individual checks for items on a payment

Being able to set up a vendor with different payment types to be used to pay for different purposes

(AP or S8).

AR

Property set up should limit certain activity to create controls and reduce rework/waste, e.g. which properties are section 8, can offer URPs, FSS, receive

HAP pmts, etc.

Daily and monthly reports of cash transactions

Tenant reports should all contain tenant name, status, property name, unit # without guesswork.

Adjustments "linked" to a

Original adjusted number so that tenant ledger can be

'collapsed' and 'net' only reflected for tenant view--not all the detailed adjustment

Lifecycle workflow from move in lease signing to SD billing/collections, rent charges, adjustments, payments, cert adj to refunds, moveouts.

HAP payment integrations between HCV and tenant ledger

Ability to post and track tenant payment agreements and payments able to post multiple tenant payments

Page 23 Request for Proposal tenant ledgers distinguishing between adjustments and actual cash

Bank

Ability to adjust prior bank reconciliations for in-transit transactions-after rec is completed (with approval by mgmt/not requester)

Ability to revise entries in a bank reconciliation before completing it.

All bank recs need an approver separate from preparer

Ability to import budgets into the system from an

Excel file.

Ability to set up a unique set of accounts and financial reports for each fund.

Ability to see potential effect of pending journal entries on account balances before posting them.

Approval workflow-route journals to an approver for internal controls and reduced risk of errors;

preparer can't post their own entries.

The system only uses one date per journal entry

Ability to copy a prior journal entry as a template for a new journal entry

Ability to copy and paste comments when entering

JV's

Ability for assigned accountants to edit any journal entry prior to posting them in the GL.

Page 24 Request for Proposal

Ability to import journal entries into the system from an Excel file.

Ability to tab to the next field in a journal entry by pressing the "Tab" key.

System controls require funds to balance in a journal entry prior to posting.

Ability to attach backup documentation to an entry

Ability to interface bank deposits from bank accounts at Key Bank, Banner Bank and US Bank.

ability to upload payment files from PayLease with system controls ensure that amounts loaded to the GL tie to the batch total.

System controls to ensure that any HAP deposits tie to the actual bank deposit.

Ability to import financial report formats into the system via Excel file

Memorized transaction and report list by User and/or by

Fund

Ability to easily copy GL accounts from one fund to create a set of accounts for a new fund

Notes section by fund that could include a checklist and/or important aspects of that particular fund

Have a "dashboard" for each user that shows only the funds assigned to that user

Balance Sheets, Income

Statements

Ability to run financial reports for multiple funds and multiple months.

Page 25 Request for Proposal

System controls to detect or prevent any newly created

GL accounts from being omitted on financial reports for each fund.

Ability to easily drill into details of an account balance preferably by double clicking on it.

Ability to run a General

Ledger report by fund or by multiple/single accounts that has a workable downloaded format in Excel

Ability to easily run any report by fund and/or by user

Ability to easily reverse accrual entries

Any batches from PM or

Section 8 modules that interface to the GL must be able to post as a batch total.

Any setup options pertaining to batches interfacing into the GL must be entirely accessible within one menu per module.

GL, AP & PM

Ability to easily export any system report into Excel with data in a tabular format.

Timeline for software implementation shall not exceed 12 months after contract execution.

SECTION 3: PROPOSAL SUBMITTAL REQUIREMENTS

Organization of the Proposal

Proposers must organize and present their proposal materials in the same order as presented below, and include page numbers. Proposals received without following this format, or received after the deadline and stated place of delivery, may be rejected as non-responsive.

Page 26 Request for Proposal

A. Cover Letter: A cover letter indicating the proposer’s understanding and compliance of the services as specified in the Section 2, Scope of Requested Services, to be performed and the approach to provide these services to meet the needs of the City.

Signatory of this letter shall be authorized to contractually bind you to a contract with the City. The cover letter must include:

o Number of years in business;

o Which Software Solution section you are proposing;

o Number of years providing the proposed Software;

o Number of customers currently using the Software Solution being proposed in the

RFP;

o Number of housing authorities similar in size to SHA (total number of units and

Housing Choice Vouchers combined are within 500 of SHA total) using proposed

Software solution or in the process of implementation; and o Current number of employees, including a count of employees providing customer support for the products proposed, and the number of employees developing and enhancing the Software solution being proposed.

B. Company Profile

1) Financial Stability: Approximate annual revenue received each year for the last three years from annual license and support fees paid by customers using the proposed Software Solution. Number of new customers for whom proposer has implemented the Software Solution in the past 24 months, and the approximate revenue received from these new customers. Number of new customers acquired in the past 12 months that are in the process of implementation but not yet using the Software in a live environment. Include details of any financial audit findings, and their resolution, within the firm’s three last fiscal years (if none, please indicate as such).

2) Organization Structure: Brief summary of your organization, structure, and size. Specifically include a brief description of your available in-house areas of expertise. Indicate which of your staff will be assigned to this project, including, at a minimum:

• Project Manager who shall be responsible for the proposer’s work related to this RFP and for communications with the SHA Point of Contact during implementation.

• Staff who will perform the following functions: 1) data conversion, 2)

Software solution configuration, 3) implementation, 4) technical support and training during user acceptance testing, and 4) and any other key persons and their roles.

3) Qualifications of Firm’s Staff: Provide resume(s) with qualifications and experience of the individual(s) proposed as Project Manager and Data

Configuration and Data Conversion/Migration staff. Provide the average number of years of experience held by technical support staff expected to provide ongoing support of the proposed solution.

Page 27 Request for Proposal

4) References: A list of clients with telephone numbers that may be contacted for three to five customer sites.

i. At least two of these must have converted to the Software being proposed by your firm within the last five years.

ii. At least one must be similar in size to SHA (total units and Housing

Choice Vouchers are within 500 of SHA’s total, as listed in Section 1 of this RFP).

iii. At least one must have converted to the Software from Elite.

C. Security:

1) Describe all methods that will be used to secure data while in rest and while in transit. This should include any client-side security requirements, in addition to specific encryption techniques and protocols in place for server-side and client-side storage, transmission and operations. If certain security features are optional or customizable, describe in what ways those are implemented and any customizable options.

2) Describe all security methods for authentication, authorization, and accountability for all users. This should include at least any multi-factor authentication options available, what level of permissions granularity, and what level of logging is available for logons and user actions.

D. Approach to this Project:

1) Describe how the proposer intends to carry out the major activities of this project

(data conversion/migration, configuration, implementation, training, testing, go-live) in context with the Scope of Work. Provide a comprehensive management plan that the proposer will follow for successful implementation.

2) Provide a description of the proposer’s internal procedures and policies related to work quality, cost control, and security control measures to safeguard confidential information to which the contractor may be exposed.

3) Describe proposed support services, ongoing maintenance, configurations related to product availability, data back-up processes, recovery processes with estimated recovery time objectives and recovery point objectives or similar metrics, and the frequency in which bug fixes or enhancements are typically made available.

4) Complete spreadsheets indicating ability to comply with all requirements laid out in this project.

5) SHA expects existing/legacy housing managemnt database and/or IMS/PIC, TRACS, and Tenant Income Certification data to be migrated into the replacement solution. Please describe the general process that you will take to migrate the data, including expecations from client staff, number of data migrations, and data validation

6) Describe your approach to implementation, including communication with client, system configuration/customization, user acceptance testing, technical support provided during the project, and the production deployment/go-live process.

Page 28 Request for Proposal

7) Describe your approach to training client admin, technical, and end-user staff. In your answer provide the types of training material available, the structure and timeline of training, and the training the is available after go-live. Also include any additional pricing that may apply to training.

8) Describe your approach to technical support once your solution has been deployed into production. In your response, provide the levels of support available, the timelines for response based on issue criticality, and your approach to solution updates, including testing/validation of updates before they are applied to a production environment.

E. Mobilization: Specifically address your firm’s ability to mobilize to provide these services by an anticipated go-live date. Describe your ability to provide alternative, innovative, and cost-effective solutions. Provide the anticipated go-live date by your firm after contract execution.

F. Fee Proposal: Provide a fee estimate for the project which shall include: 1) the number of hours estimated to complete the project, hourly rates for staff, work tasks, and work items; and 2) renewal costs for ongoing use and support of the Software for a period of no less than one (1) year. Include pricing for annual renewals for an additional four (4) years.

G. Performance:

1) Fill out the chart in Section 2 and describe how your firm’s proposal will address each of these needs.

2) Describe how the proposal adds value to each of the primary business areas:

HUD Programs (Section 8 and Public Housing), Affordable Housing, Finance, Maintenance, Grants and/or Local/Special programs.

3) Include information on the lifecycle of data as it moves between modules and business areas from beginning to end through each module and area and any unique features that set your solution apart.

SECTION 4 PROPOSAL EVALUATION CRITERIA AND SELECTION PROCESS

4.1 Evaluation Criteria

A Proposal Selection Committee will be selected by the City to evaluate the proposals. The

Proposal Selection Committee will evaluate all complete proposals received by the closing date. Each of the criteria listed in Section 3 will be evaluated by the Committee for the purpose of ranking proposals based on how fully each proposal meets the requirements of the RFP.

Although cost of services is important, the City will not necessarily select the lowest cost proposal for the award. The City reserves the right to award a contract based on initial

Page 29 Request for Proposal proposal submittals or, at the sole discretion of the City, to conduct interviews with any or all of the proposers. Any interviews shall be held for the purpose of clarity of proposals and will not be scored. However, the Proposal Selection Committee members may use the interview process as an opportunity to adjust their original proposal scores to reflect any additional understanding of proposals that they derived from the interviews. In addition to submitted proposal information, the City reserves the right to use any information that it is aware of, independent of the submitted proposals, in determining consideration of contract award.

The City will not pay for any costs incurred by the proposer in responding to this RFP to include costs to the proposer to conduct interviews and presentations.

Note: Additional references may be sought out by the evaluation committee to include, but not limited to, City staff and other governmental agencies.

The proposal evaluation process will consist of two phases. In Phase I, the RFP committee will evaluate the proposals. The top scoring proposals will move on to the second phase.

Phase II will consist of proposer demonstrations and some combination of customer reference checks. SHA will provide proposer with a list of scenarios to be performed as part of the product demonstration. The RFP committee will score the demonstration based on the overall proposed product and how well the product performs under the SHA provided scenarios.

The City will not pay for any costs incurred by proposer in responding to this RFP to include costs to the proposer to conduct interviews and presentations.

The evaluation criteria to be used for this RFP are summarized below:

Phase I – Evaluation

Criteria

Maximum

Points

Section 3.A. Cover Letter Pass/Fail

Section 3.B. Company Profile Pass/Fail

Section 3.C. Security 5 points Excellent = 5

Good = 3-4

Basic = 1-2

Unacceptable = 0

Section 3.D. Approach to this project

40 points Per Item:

5 points = master’s the requirement and the task is completed beyond our expectations.

4 points per = exceeds the requirement and the task is completed very well.

3 points = meets the requirement to complete the task

2 points = does not meet the requirement but can be adapted to complete the task

1 point = does not meet the requirement but

Page 30 Request for Proposal provides a basis to manually complete the task

0 points = does not meet the requirement or provide a method for staff to complete the task

Section 3.E. Mobilization Pass/Fail Ability to meet the timeline described in this RFP.

Section 3.F. Fee Proposal 10 points Evaluation will be Ratio Method. With this method the proposal with the lowest total price in this section receives the maximum points allowed.

All other proposals receive a percentage of the points available based on their cost relationship to the lowest.

(Lowest cost/Cost evaluated) x Maximum available points = awarded points.

Example: The cost for the lowest proposal is

$50,000, the next lowest proposal is $100,000. A total of 10 points are available.

$50,000 gets the full 10 points

$50,000

$100,000= 0.5 x 10 = 5 points

Section 3.G.1. Performance requirements

235 points For each item:

5 points = masters the requirement and the task is completed beyond our expectations.

4 points = exceeds the requirement and the task is completed very well.

3 points = meets the requirement to complete the task

2 points = does not meet the requirement but can be adapted to complete the task

1 point = does not meet the requirement but provides a basis to manually complete the task

0 points = does not meet the requirement or provide a method for staff to complete the task

Section 3.G.2. Department specific value added

25 points Per Department:

5 points = Exceptional understanding of the department's needs.

4 points = Very good understanding of the

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3 points = Acceptable understanding of the

2 points = Basic understanding of department needs.

1 point = Unsatisfactory understanding of department needs.

0 points = No understanding of department needs.

Section 3.G.3. Integrations 20 points Excellent = 15-20 points

Good = 10-14 points

Basic = 5-9

Unacceptable = 0-4

Phase I Maximum 335 points

Phase II – Demonstration

Demonstration

• Quality and professionalism of presentation

• Scenarios – performance, quality, accuracy, ease of use, and effectiveness.

50 points Excellent = 41-50 points

Good = 31-40 points

Average = 21-30 points

Below Average = 11-20 points

Unacceptable = 0-10 points

Phase II Maximum 50 Points

4.2 Selection Process

A RFP Selection Committee will be appointed by the City to evaluate and rank all qualifying proposals received by the closing date. If no acceptable arrangements can be made, negotiations with the next highest ranked proposer will occur.

The successful proposer will be required to complete an Agreement in the form of a

Personal Services Agreement (sample included in Appendix A), which will incorporate this RFP and proposer’s response as a part of the Agreement.

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SECTION 5: INFORMATION AND INSTRUCTIONS TO PROPOSERS

This section contains administrative and procedural information and instructions for preparation and submittal of the proposal. Note: This RFP process offers several opportunities for prospective proposers to submit formal protests. Filing a protest with the

City requires submitting $500.00 with the formal written protest. Prospective proposers and proposers wishing to submit objections to or comments on RFP specifications of a non-protest nature, must submit them in writing to the office of the Contracts &

Procurement, by email sself@cityofsalem.net. They must be received no later than May 29, 2026, at 5:00 PM (local time). There is no fee for filing objections to or comments on RFP specifications of this non-protest nature.

5.1 Anticipated Schedule (subject to change)

May 11, 2026 ................................................................................. Begin RFP Solicitation

May 29, 2026 at 5:00 PM (local time) ................................. Questions/Clarifications Due

June 12, 2026 at 4:00 PM (local time) .................................................. RFP Closing Date

July 2026/August 2026 .......................................... Notice of Intent to Award Agreement

August 2026 ........................................................... Agreement Award (Anticipated Date)

August 2026 ........................................................................................... Notice to Proceed

5.2 Qualification Requirements

Each proposer shall respond to the proposal requirements as presented in Section 3, Proposal Submittal Requirements, of this RFP. Proposals received without the required information may be rejected as being non-responsive.

The City shall have the right to disqualify any proposal as a result of the information gathered in its research.

5.3 Pre-Proposal Interpretation of RFP and Requested Changes

Technical questions relating to the requirement and scope of services of this RFP and/or the RFP process should be directed in writing to the Contracts and Procurement Manager, Contracts and Procurement, by email: sself@cityofsalem.net.

Any clarification or interpretation of the proposal documents will be made only by written notification. The City is not responsible for any explanation, clarification, or interpretation given in any manner except by written notification.

Any person who contemplates submitting a proposal in response to this RFP and who wishes to have the City consider a change in any part of this RFP shall submit to the

Contracts and Procurement Manager of the City of Salem a written request for a change or substitution no later than 5:00 PM (local time), May 29, 2026. The request shall include the proposed change and the reason for the change. Protest against award based on the scope of services or other content of this RFP will not be considered after this time.

Changes to this RFP document shall only be by written addenda.

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A copy of any written clarification, interpretation and addendum will be posted on

OregonBuys.

5.4 Protest of Solicitation Document and the Procurement Process

A prospective proposer may protest the procurement process or the solicitation document for an Agreement. A prospective proposer must deliver a written protest to the Contracts and Procurement Manager (email: sself@cityofsalem.net) no later than 5:00 PM (local time), May 29, 2026. The prospective proposers shall indicate the reasons for the disagreement through a written protest and shall include a statement of the desired changes to the procurement process or the solicitation document that the prospective proposer believes will remedy the conditions upon which the prospective proposer based its protest.

The written protest must be submitted with a certified check or cashier's check in the amount of $500.00 to cover the costs of processing the protest. The check shall be submitted via USPS, UPS, or FedEx.

5.5 Execution of the Proposal

The proposal shall be executed in the name of the proposer followed by the signature of the officer authorized to sign for the printed or typewritten designation of the office held.

If the proposal is made by a partnership, it shall be executed in the name of the partnership followed by the signature of an authorized partner.

If the proposal is made by a Limited Liability Company (LLC), it shall be executed in the name of the LLC followed by the signature of the authorized member(s) or manager(s) authorized to sign for the LLC and the printed or typewritten designation of the office held in the LLC.

If the proposal is made by a corporation, it shall be executed in the name of the corporation followed by the signature of the officer authorized to sign for the corporation and the printed or typewritten designation of the office they hold in the corporation.

If the proposal is made by a joint venture, it shall be executed by each participant of the joint venture.

5.6 Submission of Proposal

Proposals will be received until, but not after 4:00 PM (local time), June 12, 2026.

Completed proposals must arrive electronically via Equity Hub’s Bid Locker at https://bidlocker.us/a/salem_or/BidLocker. The City will not accept proposals submitted in any other manner.

NO LATE PROPOSALS WILL BE ACCEPTED.

Your proposal must be uploaded prior to the Closing Date and Time. The City strongly recommends that you give yourself sufficient time and at least ONE (1) day before the closing date and time to begin the uploading process and to finalize your submission. The https://oregonbuys.gov/bso/view/login/login.xhtml https://bidlocker.us/a/salem_or/BidLocker

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City accepts no responsibility for non-receipt and/or delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause. Each

Proposal is instantly sealed and will only be visible to the City after the closing date and time. Uploading large documents may take significant time, depending on the size of the file(s) and your internet connection speed. You will receive an email confirmation receipt once you finalize your submission.

Supported web browsers: Chrome, Firefox, Safari, and Vivaldi.

Need Help?

Please contact Equity Hub at help@equityhub.us or 267-225-1407 for technical questions related to your submission.

The Vendor Guide for Bid Locker can be found at Vendor Guide for Bid Locker.

5.7 Response Date

Delivery in the manner stated herein and completeness of submittals as required by this

RFP shall be solely the responsibility of the proposer(s). Submission of proposals or additional information offered after the closing date and time shall not be accepted or considered.

5.8 Withdrawal of Proposal

Proposer(s) may withdraw their proposal, by written notice submitted on the proposer's letterhead, signed by the proposer's authorized representative, delivered to the Contracts and Procurement Office by email at contracts@cityofsalem.net. To be effective, the withdrawal must be received prior to closing date and time. The proposer shall mark a written request to withdraw its proposal as follows: “Proposal Withdrawal - RFP #256080.”

5.9 Notice to Proceed

The successful proposer(s) may be given ten (10) calendar days to execute the Agreement and return it to the City. Contractual work may not begin until the notice to proceed has been issued. The notice to proceed will be issued after execution of the Agreements by the

City. The notice to proceed will authorize commencement of the work based on the

Agreement.

5.10 Rights of City to Award or Reject Proposals

This RFP does not commit the City to award or enter into an Agreement. Under no circumstances will the City pay the costs incurred in the preparation of a response to this

RFP. The City reserves the right to:

• Accept or reject any or all proposals or any portion thereof received as a result of this

RFP.

• Negotiate with any proposer(s).

• Accept a proposal and subsequent offers for Agreement from other than the lowest cost proposed.

mailto:help@equityhub.us https://bidlocker.us/files/Vendor%20Guide%20-%20Bid%20Locker%20Base.pdf

Page 35 Request for Proposal

• Waive any immaterial defects and irregularities in proposals and to waive or modify any irregularities in proposals received, after prior notification to the proposer(s).

• In determining the most responsive proposer, take into consideration any or all information supplied by the proposer in the proposal and the City’s investigation into the experience of the proposer. In addition, the City may accept or reject proposals based on minor variations from the stated scope of services and when such action is deemed to be in the City’s best interest.

• Negotiate a final scope and price with the selected proposer that may differ in some respects from this RFP.

• To seek clarifications of each proposal.

• If proposer chooses to participate in negotiations, they may be asked to submit additional information, or other revisions to their proposal as may be required.

• Consider proposal modifications received at any time before the award is made, if such action is in the best interest of the City.

• To negotiate a final Agreement that is in the best interest of the City.

5.11 Contract Administrator

The Contract Administrator is Isaac Beke, Information Technology Coordinator. All questions relating to the RFP process should be directed in writing to Shawna Self, CPPB, Contracts and Procurement Manager, by email to: sself@cityofsalem.net.

5.12 Economy of Proposal Preparation

Proposals should be prepared simply and economically, by providing a straightforward, concise description of the proposer’s capabilities related to specified elements units or services. Proposals should not include any information not specifically identified or specified as a required response.

5.13 Addenda

In the event that it becomes necessary to revise any part of this RFP, an addendum will be posted on OregonBuys. Prospective proposers are solely responsible for checking

OregonBuys to determine whether or not any addenda have been issued. The City is not responsible for any explanation, clarification, interpretation, or approval made or given in any manner except by addenda.