256080 Supplement Letter 2.pdf

This is a Supplemental Information Letter issued by the City of Salem Finance Department, Contracts & Procurement Division, regarding Request for Proposals No. 256080 for a Housing/Tenant Management and Accounting Software Solution on behalf of the Salem Housing Authority. The RFP closing date has been extended from June 12, 2026, at 4:00 PM local time to June 26, 2026, at 4:00 PM local time. The solicitation seeks an integrated software solution to replace the current Elite system and support 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, serving approximately 9,000 residents across 4,055 housing units. The software must integrate with HUD systems (EIV and TRACS), comply with Generally Accepted Accounting Principles, and include comprehensive data migration, training, technical support, and ongoing maintenance. The contract term extends one year from software go-live with four optional one-year renewal periods, and implementation must not exceed 12 months following contract execution with an anticipated Notice to Proceed in August 2026.

The RFP permits separate contract awards for Property Management, Section 8 Vouchers, and Accounting modules and employs a two-phase evaluation process allocating 335 points for proposal requirements and 50 points for product demonstrations and customer reference checks. Proposals must be submitted electronically through Equity Hub's Bid Locker by the revised deadline. 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. Vendors must provide annual renewal costs for continued use and support for a minimum of one year with pricing proposals for an additional four years. No specific budget ranges or award values are disclosed in the RFP documentation, and no set-aside designations or restrictions on organization types are specified.