256080 Supplement Letter 1.pdf
PDF 152 KB Posted
- Solicitation number
- S-KS0043-00016922
- Issued by
- Marion County, Oregon
About this file
This is a Supplement Letter 1 to Request for Proposals No. 256080 issued by the City of Salem, Oregon, on behalf of the Salem Housing Authority (SHA), for a comprehensive housing and tenant management and accounting software solution. The procurement seeks to replace the current Elite system with integrated software supporting multiple housing programs, including Section 8 Housing Choice Vouchers, Public Housing, HUD Project-Based Rental Assistance, HUD 202/8 Units, and Low Income Housing Tax Credits (LIHTC), serving approximately 9,000 residents across 4,055 housing units. Key deliverables include software integration with HUD systems (EIV and TRACS), GAAP compliance, data migration from existing Elite and legacy systems, comprehensive training, technical support, and ongoing maintenance. The RFP permits separate contract awards for Property Management, Section 8 Vouchers, and Accounting modules, with implementation not to exceed 12 months following contract execution and an anticipated Notice to Proceed in August 2026. Proposals must be submitted electronically through Equity Hub's Bid Locker by June 12, 2026, at 4:00 PM local time. The contract term extends one year from software go-live with four optional one-year renewal periods.
The evaluation process employs a two-phase methodology: Phase I allocates 335 points across proposal requirements including cover letter, company profile, security measures, implementation approach, mobilization plan, fee proposal, and performance requirements, while Phase II awards 50 points for product demonstrations and customer reference checks, with pricing evaluated using the ratio method where the lowest-cost proposal receives maximum points. Successful proposers must carry commercial general liability insurance of at least $2 million, comply with Oregon wage and tax laws, maintain workers' compensation coverage, and adhere to nondiscrimination requirements. The RFP does not specify set-aside designations or restrictions on organization types. Annual renewal costs for continued use and support must be provided for a minimum of one year with pricing proposals for an additional four years; however, specific budget ranges or award values are not disclosed in the RFP documentation. The current contractor is SHA's existing Elite software vendor, which the solution must replace.
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Other files
| File | Type | Posted |
|---|---|---|
| 256080 RFP v1.pdf | ||
| 256080 Supplement Letter 2.pdf |
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Text version
CITY OF SALEM
FINANCE DEPARTMENT
CONTRACTS & PROCUREMENT DIVISION
SUPPLEMENTAL INFORMATION LETTER #1
June 2, 2026
RFP NO. 256080
FOR: Housing / Tenant Management and Accounting Software
Solution
CLOSING DATE: June 12, 2026 at 4:00 PM (LOCAL TIME)
The following are questions submitted by Proposers and answers from the City:
1. The RFP states at least two Elite conversions within the last five years are required. Will
SHA deem a proposal non-responsive if one reference is an Elite add-on replacement rather than a full HMS conversion?
Answer: No, as long as there are two instances of working with Elite based data we will consider it.
2. Please confirm the expected number of historical years of tenant, financial, and certification data to be migrated and whether SHA will supply data dictionaries or export scripts for Elite.
Answer:
a) We have at least 3 years of data that need to be migrated, and up to 7 in the financial aspects.
b) We do not have the expertise required to provide data dictionaries or export scripts but we can facilitate that worth through the vendor of Elite.
3. Beyond EIV/TRACS, what banking partners and payment gateways (e.g., Key Bank ACH, PayLease) must be integrated at go-live, and are APIs or file specs available?
Answer: KeyBank, Banner Bank, U.S. Bank are our banking partners. For Payment gateways we currently use PayLease from Zego, and are talking to Paymentus, one of those must be available at go-live or a comparable solution available for our evaluation. There are API and file specs available from those vendors directly.
4. What length and format (onsite vs virtual) does SHA anticipate for the scripted product demonstrations, and will vendors receive the scenarios in advance?
Answer: Scenarios will be provided in advance, we anticipate them to be virtual, but can facilitate onsite. We plan to set aside up to 2 hours for demonstration for the first round and may add additional scenarios and follow up demonstrations, if needed.
5. If SHA awards separate contracts for Property Management, Vouchers, and Accounting, will each contractor be allowed to subcontract other sections to ensure an integrated end-to-end solution?
Answer: Yes. The sub-contracted modules must be included in the package for all areas the contractor is seeking to respond to.
6. We saw that you included Microsoft 365 in your environment. Does SHA have a license for Microsoft SharePoint?
Answer: Yes, SHA has a SharePoint license.
7. Could you please advise if you have other software/systems for:
o fixed asset management
Answer: Yes o inventory management
Answer: No o construction management
Answer: No o other areas that support the housing operation
Answer: No
Shawna Self, CPPB
Purchasing Manager cc: File
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