Texas Department of Housing and Community Affairs

REQUEST FOR OFFER (RFO)

Multifamily Management System

332-RFO26-1007

Release Date

June 1, 2026

Table of Contents

1. Introduction

2. Background

3. Current System

3.1. Application Intake

3.2. Review, Scoring, Eligibility, and Threshold determination

3.3. Underwriting

3.4. Asset management and Compliance monitoring

4. Summary of Requested Services

4.1. Solution Key Functions

5. Scope

6. Tasks and Required Project Deliverables

7. Optional Task and Project Deliverable

8. Requirements

8.1. Respondent experience

8.2. Functional and Technical requirements

9. Delivery Schedule

9.1. Major Milestone Tables

9.2. Optional Deliverables Milestone Table

10. Pricing

10.1. Pricing for Required Deliverables

10.2. Pricing for Optional Deliverables

10.3. Total Price

10.4. Pricing for Option Years

11. Reports and Meetings

12. Period of Performance

13. Invoices

14. Department/Vendor-Furnished Equipment and Workspace

15. Vendor Response

15.1. General Organization of Offer Contents

16. Schedule of Events and Response Guidelines:

16.1. Question and Answers:

16.2. Point of Contact:

17. Response Evaluation Criteria

17.1. Evaluation Process

17.2. Selection Criteria

18. Attachments

EXHIBIT A TERMS AND CONDITIONS

EXHIBIT B EXECUTION OF OFFER AND AFFIRMATION CLAUSES

EXHIBIT C VETHUB SUBCONTRACTING PLAN

EXHIBIT D NONDISCLOSURE AGREEMENT

EXHIBIT E CERTIFICATION REGARDING PUBLIC NATURE OF THE PROPOSAL

EXHIBIT F VENDOR REFERENCE QUESTIONAIRE

EXHIBIT G ISPA………………………………………………………………………………………….33

Texas Department of Housing and Community Affairs (TDHCA) Page 4 of 33 Multifamily System RFO

1. Introduction

The Texas Department of Housing and Community Affairs (TDHCA) is seeking a qualified vendor to modernize its multifamily program operations by replacing outdated manual processes with a comprehensive, web-based solution. This initiative aims to streamline workflows, improve operational efficiency, and enhance the overall user experience. The desired solution should include an intuitive client-facing interface, real-time status tracking, and the flexibility to incorporate rule and policy updates with minimal disruption. Key components include a robust document management system, efficient record-keeping capabilities, and a workflow module to manage and monitor application progression from submission through completion. The agency also monitors awarded developments through the end of the affordability period. TDHCA is looking to partner with a vendor that has demonstrated expertise in multifamily housing programs and administration, and can deliver a scalable, forward-looking platform. The solution should address current operational challenges while remaining adaptable to future enhancements without requiring significant system overhauls.

2. Background

The Division of Multifamily Finance administers Competitive (9%) Housing Tax Credits and Multifamily Direct Loan programs, while the Division of Multifamily Bonds oversees Non-Competitive (4%) Housing Tax Credits and Multifamily Mortgage Revenue Bonds. Collectively, these programs support the development, preservation, and financing of affordable multifamily housing. In recent years, these initiatives have experienced significant growth, driven by increased federal funding, a broader range of funding sources, and greater complexity in real estate transactions. This expansion has highlighted the need for enhanced process automation, clearly defined and standardized workflows, and the integration of currently disparate systems used across divisions into a unified, cohesive platform.

In addition to program financing and development activities, TDHCA maintains ongoing responsibility for monitoring and enforcing program requirements over the full lifecycle of funded properties. This responsibility is carried out primarily through Asset Management and Compliance functions, which ensure continued adherence to program rules throughout the affordability period. Both functions are highly documentation-intensive and require coordination across internal divisions as well as external stakeholders. As program complexity has increased, so has the need for improved tracking, centralized data access, and streamlined workflows to support timely and accurate compliance oversight.

TDHCA’s current multifamily management system relies on outdated Excel- and file-based processes. While it has evolved over time to meet departmental needs, it no longer provides the performance, scalability, or flexibility required to support the rapid growth in funding and increasingly dynamic workload demands. To address these limitations, TDHCA is pursuing a comprehensive modernization of its multifamily system. This effort is intended to significantly improve operational efficiency, streamline processes, and equip staff with the tools needed to effectively administer programs that are critical to advancing safe, stable, and affordable housing across Texas.

3. Current System

Prospective applicants currently submit applications through a Multifamily Uniform Application. This application is governed by federal funding requirements, Internal Revenue Service (IRS) regulations, Texas state statutes, TDHCA rules, and the provisions outlined in the Qualified Allocation Plan (QAP). TDHCA updates and publishes this Excel-based application annually.

Applicants are required to submit the completed Excel application along with a PDF version and supporting documentation, such as market studies and environmental reports. Multiple divisions rely on the data contained within the Excel application for subsequent processing and analysis. However, there is no centralized database or automated workflow connecting these divisions, resulting in siloed processes and manual data handling.

Applicants use a web-based or electronic filing portal to submit pre-applications and full applications for various programs, along with required supporting documents. TDHCA assigns a numbering system to organize, store, and track submitted

Texas Department of Housing and Community Affairs (TDHCA) Page 5 of 33 applications.

3.1. Application Intake

TDHCA administers the following multifamily programs:

• Competitive (9%) Housing Tax Credits (HTC)

• Non-Competitive (4%) HTC’s

• Multifamily Mortgage Revenue Bonds

• Multifamily Direct Loans (MDL’s) originated by the Department and funded through:

o HOME Investment Partnerships Program (HOME) o National Housing Trust Fund (NHTF)

The Multifamily Uniform Application is issued annually in Excel format based on QAP requirements. Applicants complete the spreadsheet and generate a corresponding PDF version. Both formats must be submitted to TDHCA.

The Department regularly publishes application logs and PDF submissions for transparency and public access. Internally, multiple divisions extract and use data from the Excel application at different stages of the review process.

As part of deficiency review cycles, TDHCA may request additional documentation or revisions from applicants. In many cases, applicants submit updates only in PDF format rather than providing an updated Excel file. These PDF revisions are manually incorporated into the application record as it progresses through various divisions. This practice can result in inconsistencies, as different teams may rely on outdated data if updates are not uniformly captured or synchronized across all formats.

A copy of the latest Excel-based Multifamily Uniform Application is attached to this RFO, for reference. See Attachment A.

3.2. Review, Scoring, Eligibility, and Threshold determination

Following submission, applications are reviewed based on program-specific requirements. Certain programs require applications to be scored using predefined criteria to determine award eligibility, while others involve threshold-based reviews to confirm compliance with eligibility standards and minimum requirements.

3.3. Underwriting

After initial review, applications are transferred to the underwriting team via email. The underwriting team manually logs applications into an Excel-based pipeline to track their status. Relevant data is extracted from hidden tabs within the Multifamily Uniform Application and imported into a separate Excel underwriting template. Underwriters must then manually reconcile this data with any updates submitted in PDF format throughout the review process. The underwriting team may also request additional information from applicants and conducts comparative analyses of costs and operating expenses using large datasets, all of which are gathered and processed manually.

Once underwriting is completed, each application undergoes two levels of managerial review. Final underwriting reports are then published on the Department’s website for public access and sent to applicants via email, along with an appeal form. Applicants may either accept the findings or submit an appeal. The underwriting process is iterative and may involve multiple revisions due to updated application data or feedback from other divisions.

A copy of the current Excel-based REA Pipeline and the Underwriting template are included as Attachment B and C, respectively.

The overall underwriting process can be summarized as below:

Texas Department of Housing and Community Affairs (TDHCA) Page 6 of 33

3.4. Asset management and Compliance monitoring

Following award decisions, responsibility shifts to post-award oversight functions. Currently, there is no formalized or centralized method for transferring awarded project information to the Asset Management Division. The Asset Management Division oversees funded multifamily developments to ensure ongoing financial stability, operational performance, and compliance with program requirements. Responsibilities include enforcing regulatory documents to minimize exposure to the Agency and ensure long term financial viability of the development. The division also identifies risks in underperforming properties and supports the long-term preservation of affordable housing.

A key function within Asset Management is cost certification, which represents the final step in allocating tax credits upon project completion. Property owners submit comprehensive documentation packages in both Excel and PDF formats. Staff review these submissions and perform underwriting analysis to issue IRS Form 8609, which formally allocates tax credits.

This process requires staff to manually input and reconcile data from the original application and underwriting stages into Excel-based review tools, comparing initial projections with final as-built figures. Data submitted by owners is also manually integrated into internal spreadsheets.

Another critical activity is the preparation of the Land Use Restriction Agreement (LURA) for tax credit properties. Each year, a standardized Word template is approved by the Legal Division. Asset Management staff populate this template using data from the original application and other sources.

The Compliance Division is responsible for ensuring that funded properties adhere to all applicable state and federal regulations through ongoing monitoring, reporting reviews, and enforcement actions. A central component of compliance oversight is the Physical Inspections function. Inspections begin during construction and continue throughout the compliance period. These include final construction inspections prior to funding completion and recurring inspections— typically at least once every three years—conducted in accordance with standards such as NSPIRE.

Inspectors evaluate construction quality, site conditions, and individual units to ensure properties are safe, habitable, and properly maintained. They identify deficiencies, require corrective actions within defined timelines, and oversee third-party inspection contractors. Through these activities, the Compliance Division ensures that properties remain in good condition, Application transferred from Program Area

Deal added to REA Pipeline & Assigned to an Underwriter

Underwriter reviews application and sends Request for Information (RFI) to Applicant if needed

Underwriter receives RFI response, reviews, incorporates any updates into the report, or follows back up with Applicant for additional clarification

Underwriter submits report to Manager for 1st review

Manager reviews and sends comments back to Underwriter for follow-up if needed

Underwriter finalizes report and submits for final review

Final Supervisory review completed and report sent for posting by Underwriter UW report published to web

Texas Department of Housing and Community Affairs (TDHCA) Page 7 of 33 meet regulatory requirements, and continue to effectively serve residents.

A list of detailed Post-award activities are listed on the TDHCA website at this location: https://www.tdhca.texas.gov/post-award-activities-manual.

4. Summary of Requested Services

The Successful Respondent shall provide services as described in this section and in compliance with all requirements of this RFO and the Contract. Any deviations from these specific requirements must be approved by the Department and the Successful Respondent in writing that specifically refers to the requirement and the reason for approval of the deviation.

The Department will consider approving written requests for such deviations if the Department determines, in its sole discretion, that such deviations are consistent with applicable law and in the best interests of the Department. Further, any decrease in the level of services must be accompanied by a decrease in approved fees. All services must be provided at a highly competitive fee level, i.e., at a fee level that will provide the best value to the Department when all evaluation criteria are considered. The Department reserves the right, in its sole discretion, to enter into preliminary negotiations with more than one of the top Respondents. The Department may choose to award this solicitation to more than one Respondent.

The Successful Respondent must be qualified and able to provide all of the services required by the Department.

TDHCA seeks to procure a comprehensive, configurable solution to support the full lifecycle of its multifamily programs.

The intent is to replace existing fragmented, manual, and Excel-based processes with a unified, modern, web-based platform that improves efficiency, data integrity, and user experience. TDHCA is seeking a qualified vendor to implement or configure a solution that, at a minimum, includes the following functional modules:

• Application Intake: Provide a streamlined, user-friendly interface for account creation, profile management, and program application submission. The system should simplify data entry, improve applicant experience, and support efficient intake of Multifamily Uniform Applications. The system must be able to implement deadlines for application submission and deficiency responses.

• Underwriting: Enhance underwriting capabilities through standardized templates and integration with internal and external data sources. Information submitted through the original application, including any updates or corrections provided in response to deficiency requests, should automatically populate and update the underwriting template to improve efficiency, accuracy, and consistency throughout the underwriting process.

• Asset Management: Modernize post-award functions by supporting reporting, document management, system integrations, and automated workflows for activities such as loan servicing, modifications, and ongoing portfolio monitoring. Replace existing Microsoft Access-based tracking tools with a centralized system capability for managing, assigning, and tracking ongoing asset management work activities.

• Compliance: Compliment and have an active interface with Compliance Management and Tracking System (CMTS). Replace manual processes with integrated tools that support inspection preparation, automated unit selection and testing, real-time tracking of findings, and coordination of inspection-related activities, including travel.

• Document Management: Deliver a centralized repository for document collection, storage, version control, processing, and distribution, supporting the full document lifecycle while optimizing file size for reporting and archival purposes.

• Workflow Management: Enable configurable workflows to support the assignment, tracking, transfer, and status management of applications and related activities across all stages and teams.

The scope of this initiative includes full implementation of the proposed solution, with continuity of existing critical functionality while improving and standardizing business processes across all modules. The system must provide a modern external user interface that supports application submission and enables applicants to view real-time status updates.

https://www.tdhca.texas.gov/post-award-activities-manual https://www.tdhca.texas.gov/post-award-activities-manual

Texas Department of Housing and Community Affairs (TDHCA) Page 8 of 33

Additionally, the solution should allow TDHCA to efficiently incorporate annual rule changes into the Multifamily Uniform Application with minimal technical effort.

The proposed solution must integrate document management and workflow capabilities across modules to ensure seamless data flow and operational visibility. It should support underwriting through robust data integration and improve staff efficiency by making relevant data readily accessible for analysis and decision-making.

For Asset Management and Compliance functions, the system must provide a unified platform to monitor and manage post-award activities, ensuring that compliance staff and inspectors have access to complete and current information within the context of each development.

Given TDHCA’s obligation to meet stringent federal and state timelines for multifamily program implementation, the proposed solution must provide the following capabilities:

• Enable rapid implementation with an accelerated path to go-live.

• Minimize risks associated with manual processes while ensuring greater system reliability.

• Offer a high degree of configurability to accommodate changes in federal and state statutes and program requirements.

• Provide centralized data and document management to support a single source of truth.

• Deliver an intuitive and user-friendly experience for both internal and external stakeholders.

• Support compliance and audit readiness through robust tracking, reporting, and controls.

Due to the criticality and high-profile nature of TDHCA’s multifamily programs, the agency requires a vendor with established experience supporting other Housing Finance Agencies (HFAs). The proposed solution must demonstrate the ability to meet, or be configured to meet, applicable regulatory requirements, including Section 42 of the Internal Revenue Code (LIHTC), 24 CFR Part 92 (HOME), and 24 CFR Part 93 (NHTF).

For respondents proposing a custom-developed solution, the offering must be a mature, configurable platform with a proven track record of successful implementations at other HFAs, and it must be purpose-built to support the end-to-end lifecycle of the LIHTC program and other multifamily funding programs.

In summary, TDHCA intends to procure a modern, integrated solution that transforms the administration of its multifamily programs by replacing outdated processes with a cohesive, efficient, and user-centric platform.

4.1. Solution Key Functions

The awarded Respondent shall implement a Multifamily System that provides, at a minimum, the following core capabilities for TDHCA:

i) A simple, intuitive, web-based portal enabling applicants to apply for multifamily programs using the Multifamily Uniform Application, submit required documentation, and track application status in real time.

ii) A secure applicant portal that allows users to view and manage their submitted applications, authorize other users to access application information as appropriate, and enable third parties to submit required documentation through the portal.

iii) A flexible application framework that allows TDHCA to efficiently incorporate annual rule changes and update required application data elements with minimal technical effort.

iv) A centralized, unified data repository serving as the authoritative source of application and program data across all multifamily divisions.

v) A robust document management system with version control, audit tracking, and structured document lifecycle management, and the ability to capture document changes and publish updated versions for public visibility.

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vi) An integrated workflow management capability supporting assignment, routing, monitoring, and approval of tasks and applications across divisions.

vii) The ability to route applications and related data seamlessly between divisions while preserving context and ensuring continuity of information.

viii) Access to historical application data to reduce redundant data entry, improve accuracy, and enhance staff productivity.

ix) Enhanced electronic communication and notification tools to support internal coordination among TDHCA staff and external communication with applicants and stakeholders.

x) Configurable reporting functionality to meet the operational and compliance reporting needs of multiple multifamily program areas.

xi) Integration capabilities with existing multifamily systems and external interfaces to ensure continuity of current processes and minimize disruption to established workflows.

5. Scope

TDHCA seeks to procure a modern Multifamily System that consolidates multiple program functions into a single, integrated platform. The objective is to equip the multifamily division with a streamlined, efficient, and user-friendly system to better deliver services to its stakeholders while improving data integrity, transparency, and operational performance.

The proposed system shall, at a minimum, include the following functional modules:

• Application Intake o Account Management o Multifamily Application Processing

• Underwriting

• Asset Management

• Compliance

• Document Management

• Workflow Management

The scope of this procurement encompasses all existing functionality currently supported by TDHCA systems and business processes, unless specific components are intentionally eliminated during the Design phase. The selected solution must support a comprehensive transition from legacy processes to the new platform.

Specifically, the Scope of Work includes:

• Configuration and/or customization of the system, including full lifecycle activities such as testing, training, implementation, and ongoing support.

• Development and implementation of any required integration or bridging solutions necessary to ensure continuity of operations for modules or systems not immediately replaced.

• Delivery of complete and up-to-date documentation, including but not limited to requirements, system design, configuration details, data architecture, testing artifacts, training materials, implementation plans, and post-go-live support documentation.

• Ongoing maintenance and support of both existing and newly introduced functionalities resulting from the implementation of the new system.

The resulting solution should enable TDHCA to transition from fragmented and manual processes to a cohesive, scalable, and sustainable system that supports current needs and future program growth.

Texas Department of Housing and Community Affairs (TDHCA) Page 10 of 33

6. Tasks and Required Project Deliverables

The following section outlines the key tasks associated with the project, along with the corresponding deliverables. These deliverables will serve as the basis for invoicing milestones. If a Respondent proposes an alternative invoicing schedule or structure, it must be clearly defined in their response. The selected Respondent will be required to finalize and negotiate the invoicing structure with TDHCA prior to contract execution. TDHCA will not consider negotiations related to sub-deliverables once the Contract has been executed.

For each deliverable identified in this section, Respondents must provide the following, in addition to addressing the specific requirements and deliverables:

• Clearly indicate acceptance of all listed activities and work products or identify and describe any proposed exceptions or modifications.

• Describe the proposed approach for developing each deliverable, including the Respondent’s understanding of the objectives and the methodology for successful completion.

• Identify any additional modules and/or functionalities included in the Respondent’s current solution offering.

• Highlight any modules or capabilities not included within the current scope that could be incorporated as part of future enhancements with minimal impact to the implemented system.

• Describe any value-added services, benefits, or deliverables not explicitly required in this RFO that the Respondent is willing to include within the proposal at no additional cost to the State.

Training services shall be provided by the selected Respondent for both internal TDHCA staff and external system users.

The Respondent shall be responsible for developing and delivering a comprehensive, role-based training program designed to support successful adoption and effective use of the new system. The Respondent shall also provide guidance and support throughout the transition process to ensure users are adequately prepared to operate within the new system environment and that organizational change impacts are minimized.

The selected Respondent is expected to transition to a “Maintenance and Support” phase following go live. The period from go-live through August 31, 2027, will be designated as “Maintenance and Support for Year 1.”

All deliverables submitted by the awarded Respondent will be subject to review and approval by applicable State and Federal authorities prior to final acceptance and payment.

# Stage Tasks Deliverables

1 Project Initiation and Governance

• Conduct a formal project kickoff with TDHCA stakeholders.

• Establish project governance, including roles, responsibilities, and escalation procedures.

• Define communication protocols, reporting cadence, and stakeholder engagement strategy.

• Develop and maintain a detailed project schedule with milestones and dependencies.

• Project Charter

• Project Management Plan

(PMP)

• Communication Plan

• Detailed Project Schedule

2 Requirements Validation and Business Process Alignment

• Review, validate, and refine business, functional, and technical requirements across all divisions.

• Conduct stakeholder workshops to confirm workflows for Application Intake, Underwriting, Asset Management, and Compliance.

• Identify gaps between current processes and proposed solution capabilities.

• Requirements Traceability Matrix

(RTM)

• Gap Analysis and Fit/Gap Report

• Requirements Validation Sign-off

Texas Department of Housing and Community Affairs (TDHCA) Page 11 of 33

# Stage Tasks Deliverables

• Recommend process improvements and standardization opportunities.

3 Solution Design and Architecture

• Define overall system architecture, including modules, integrations, and data flows.

• Design data model and centralized data repository structure.

• Configure application framework to support Multifamily Uniform Application and annual updates.

• Design role-based access, security model, and audit controls.

• Solution Design Document

• System Architecture Diagram

• Security and Access Control Design

4 System Configuration, Development, and Integration

• Configure core modules including Application Intake, Document Management, Workflow, Underwriting, Asset Management, and Compliance.

• Develop required customizations and enhancements, as approved by TDHCA.

• Build and configure workflows, business rules, and notifications.

• Develop and implement integrations with internal systems and external interfaces.

• Configure document management features including versioning, indexing, and retention policies.

• Configured System Components

• Integration Design and Interface Specifications

• Workflow Configuration Documentation

• Technical Configuration Documentation

5 Data Migration and Data Management

• Develop a data migration strategy for legacy Excel files, PDFs, and other data sources.

• Cleanse, map, and transform legacy data into the new system.

• Execute data migration and validate data accuracy and completeness.

• Establish data governance and data quality controls.

• Data Migration Plan

• Data Mapping and

Transformation Documentation

• Data Validation and Reconciliation Reports

• Data Governance Framework

6 Testing and Quality Assurance

• Develop and execute comprehensive testing strategy, including user acceptance testing (UAT)

• Support TDHCA in developing test scenarios.

• Track, manage, and resolve defects.

• Ensure system meets performance, security, and usability requirements.

• Test Strategy, Test Plan, and Test Cases

• User Acceptance Testing (UAT) Sign-off

7 Training and Change Management

• Develop and deliver training programs for TDHCA staff and external users.

• Provide role-based training materials and user guides.

• Support change management activities to ensure successful adoption.

• Conduct training sessions, workshops, and knowledge transfer.

• Training Plan and Schedule

• User Manuals and Training Materials

• Recorded Training Sessions (if applicable)

• Operational Procedures Manual

Texas Department of Housing and Community Affairs (TDHCA) Page 12 of 33

# Stage Tasks Deliverables

• Change Management Plan

8 Deployment and Go-Live Support

• Develop and execute a deployment and cutover strategy.

• Support system go-live, including coordination with stakeholders.

• Provide support during initial stabilization period.

• Monitor system performance and resolve post-go-live issues.

• Deployment and Cutover Plan

• Go-Live Checklist and Readiness Assessment

• Post-Go-Live Support Plan

• Issue Tracking and Resolution Reports

9 Ongoing Maintenance and Support for Year 1

• Provide ongoing system maintenance, updates, and technical support.

• Ensure system availability, performance, and security compliance.

• Service Level Agreement

(SLA)

• Maintenance and Support Plan

7. Optional Task and Project Deliverable

Respondents may, at their discretion, submit a proposal for the Optional Task and associated Project Deliverable described in this section. TDHCA’s evaluation of responses will be based solely on the Tasks and Required Project Deliverables outlined in Section 6 and will not include consideration of any optional items. Respondents will not be penalized for electing not to propose on the Optional Task and Project Deliverable.

Following the selection of one (1) Respondent for contract negotiations, TDHCA will determine whether to include the Optional Task and Project Deliverable (if proposed) based on the total proposed cost, the pricing specific to the optional deliverable, the Respondent’s qualifications relevant to that deliverable, and the availability of funding. If TDHCA determines that the Optional Task and Project Deliverable exceeds budget constraints or is not cost-effective, TDHCA reserves the right to defer the scope and pursue it under a separate procurement at a later date.

For each deliverable identified in this section, Respondents must provide the following:

• Clearly indicate acceptance of all listed activities and work products or identify and describe any proposed exceptions or modifications. Any proposed changes must be clearly mapped to the corresponding deliverables, activities, and work products identified in the RFO.

• Describe the proposed approach for developing each deliverable, including the Respondent’s understanding of the objectives and the methodology for successful completion.

8. Requirements

This section outlines the Respondent’s required qualifications and experience in delivering solutions comparable in scope and complexity to the requirements of this RFO. It also defines the functional and technical requirements for the proposed system.

8.1. Respondent experience

Due to the high-visibility and high-impact nature of TDHCA’s multifamily programs, it is essential that the proposed system be robust, reliable, and capable of supporting the operational and regulatory demands outlined in this RFO. TDHCA requires

Texas Department of Housing and Community Affairs (TDHCA) Page 13 of 33 that the Respondent demonstrate a minimum of five (5) years of experience providing and implementing solutions for Housing Finance Agencies (HFAs) or comparable public-sector housing organizations. The Respondent’s implementation team should also possess prior experience supporting affordable housing and multifamily program operations.

The Respondent must provide references for at least three (3) successfully completed implementations of similar scope and complexity performed within the last five (5) years for other HFAs or public-sector housing organizations.

If the Respondent proposes a custom-built platform, the proposal must demonstrate that the solution is configurable, secure, and built on a scalable architecture with documented security controls, disaster recovery procedures, backup capabilities, and high-availability features.

8.2. Functional and Technical requirements

This section outlines the functional and technical requirements for the proposed solution. A comprehensive, detailed list of requirements is provided in a separate attachment. These requirements are organized by program area to reflect the distinct business functions supported by the system, as well as cross-cutting capabilities such as workflow management and document management.

Program-specific requirements address the unique needs of each business area, including application intake, underwriting, asset management, compliance, and related operational functions. In addition, division-wide requirements define expectations for workflow automation, document management, reporting, system integration, and overall usability to ensure a cohesive and efficient solution.

Respondents are expected to review all requirements in the attachment and provide detailed responses that demonstrate how their proposed solution meets or exceeds the stated needs. Responses should clearly articulate system capabilities, configuration options, and any assumptions or dependencies associated with delivering the required functionality. Where applicable, Respondents should identify any gaps and propose alternative approaches or enhancements to achieve the intended outcomes.

See Attachment D for a detailed list of requirements.

9. Delivery Schedule

For each module the Respondent must provide estimated completion dates for Required Deliverables. Respondent must label the Major Milestone Tables with the application and system name(s) for each system included in their offer and use the same labels for the corresponding pricing tables in Pricing Cost Worksheet.

9.1. Major Milestone Tables

Respondent must provide estimated completion dates for Deliverables in the Major Milestones table below in addition to the proposed WBS and/or detailed IMS.

Number Task and Deliverable Description Estimated Completion

1 Project Initiation and Governance

2 Requirements Validation and Business Process Alignment

3 Solution Design and Architecture

4 System Configuration, Development, and Integration

Texas Department of Housing and Community Affairs (TDHCA) Page 14 of 33

Number Task and Deliverable Description Estimated Completion

5 Data Migration and Data Management

6 Testing and Quality Assurance

7 Training and Change Management

8 Deployment and Go-Live Support

9 Ongoing Maintenance and Support for Year 1

9.2. Optional Deliverables Milestone Table

Respondents may, at their discretion, include estimated milestone dates for each Optional Deliverable in the table below.

Where multiple deliverables are proposed, each must be listed individually along with its corresponding estimated completion date.

Number Task and Deliverable Description Estimated Completion

OD Optional Deliverables

10. Pricing

Respondent shall provide pricing for all required fixed-price deliverables identified in Section 6. Respondent may propose a reasonable number of sub-deliverables to allow for more frequent payment intervals. However, a deliverable will be considered complete only upon acceptance of all associated sub-deliverables. If a sub-deliverable necessitates revisions to a previously accepted sub-deliverable, such revisions shall be made at no additional cost to TDHCA and without the need for a Change Request.

If the Respondent elects to propose a total implementation cost without a detailed breakdown by deliverable, it will be understood that the proposed amount includes all deliverables identified in the solicitation. Any exceptions or deviations must be clearly stated in the response and are subject to TDHCA’s approval. In such cases, payment will be made upon successful delivery and acceptance of all required deliverables.

Respondent shall include all estimating worksheet(s) used to develop the proposed pricing to enable TDHCA to validate the Respondent’s understanding of the project scope. Any necessary adjustments may be addressed with finalist Respondents during the Best and Final Offer (BAFO) process.

Respondent should consider the time period of post go-live to August 31, 2027, as Year 1 for maintenance and support.

Respondent shall submit a separate yearly operating cost pricing sheet detailing all recurring costs associated with operating, maintaining, and supporting the proposed solution. This pricing must exclude one-time implementation costs and clearly identify all assumptions, pricing tiers, and any applicable usage limits.

Texas Department of Housing and Community Affairs (TDHCA) Page 15 of 33

10.1. Pricing for Required Deliverables

The Respondent must complete the pricing table provided below and include costs for all required deliverables. Pricing must reflect the full implementation of all required features and costs associated with Maintenance and Support for Year 1 only.

Number Task and Deliverable Description Total for Task

1 Project Initiation and Governance

2 Requirements Validation and Business Process Alignment

3 Solution Design and Architecture

4 System Configuration, Development, and Integration

5 Data Migration and Data Management

6 Testing and Quality Assurance

7 Training and Change Management

8 Deployment and Go-Live Support

9 Ongoing Maintenance and Support for Year 1

Total Required Deliverable Price $

10.2. Pricing for Optional Deliverables

Pricing should include all deliverables required to implement the Optional Deliverables listed in the response. Each optional deliverable must be listed in the table below. Respondents may add additional rows, as needed, to provide a more detailed cost breakdown for any proposed optional features.

Number Deliverable Name Total for Task

OD # Optional Deliverables $

Total Optional Deliverable Price $

Texas Department of Housing and Community Affairs (TDHCA) Page 16 of 33

10.3. Total Price

Pricing must include all Required Project Deliverable and Optional Deliverable costs necessary to implement the new TDHCA Multifamily System solution.

Deliverables Price Fixed Price Fee

Total Required Deliverable Price $

Total Optional Deliverable Price $

Project Grand Total $

10.4. Pricing for Option Years

Pricing must account for all software maintenance, support, and hosting costs for any additional option years. Respondents shall complete the table below, as applicable.

Component Year 2 (FY 28) Year 3 (FY 29) Year 4 (FY 30) Year 5 (FY 31)

Software Licensing / Subscription Fees

Hosting / Infrastructure Costs

Maintenance & Support

Operations & Administration

Optional / Value-Added Services

Total Annual Operating Cost $ $ $ $

11. Reports and Meetings

i. The Vendor shall provide the Department’s Project Manager with written bi-weekly progress reports for the duration of the project. Reports are due by close of business on the designated day of every other week.

ii. Each progress report must summarize all work performed and completed during the preceding two-week period and outline planned activities for the upcoming two-week period.

iii. Progress reports must identify any issues encountered or outstanding, including a description of the cause and the resolution or proposed plan for resolution.

iv. The Vendor shall conduct bi-weekly status meetings with the Department’s Project Manager. Meetings will occur on a designated day each week, at a time and location specified by the Department’s Project Manager, unless otherwise revised.

Texas Department of Housing and Community Affairs (TDHCA) Page 17 of 33

12. Period of Performance

The project is anticipated to be executed and completed within FY 2026 through FY 2027. The period from go-live through August 31, 2027, will be designated as “Maintenance and Support for Year 1.” The Department is open to a range of implementation approaches.

13. Invoices

Successful Respondent shall submit an itemized invoice once deliverables have been accepted by the Department but no more than once a month. All invoices will be paid in accordance with the Texas Prompt Payment Act, Chapter 2251 of the Texas Government Code.

14. Department/Vendor-Furnished Equipment and Workspace

The Department will not be providing any equipment or workspace to the selected Respondent for this endeavor.

15. Vendor Response

TDHCA has an e-Procurement Portal that will accept submission of the electronic response to this solicitation. Submission Instructions are as follows: Respondent shall upload response content using the TDHCA e-Procurement Portal. The link is found at: https://tdhca-texas-gov.bonfirehub.com/portal/?tab=openOpportunities VENDOR REGISTRATION is required prior to submitting your response. Respondents must register in the e-Procurement Portal. Registration is free and easy!

You can vendor register through the Register button in the top right corner.

Vendor Registration will allow Respondents to submit their responses to this solicitation. When registering, have your Texas Vendor ID number, DUNS, and W-9 form ready. If the Texas ID number is unknown, enter the Federal Employer Identification Number. Respondents can modify their submissions until the Response Due Date in the e-Procurement Portal.

Emailed, or faxed Responses will not be considered. Interested Respondents are encouraged to register in advance and submit their intent to bid notification (if requested) on the e-Procurement Portal.

This article is helpful if assistance is needed when registering as a vendor: https://procurement-help.eunasolutions.com/hc/en-us/articles/48578098573587-Vendor-Registration

The TDHCA e-Procurement Portal is compatible with the following browsers: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Browser cookies and JavaScript must be enabled on the browser. Submission by other methods will not be accepted. Respondents should contact Bonfire at support.procurement@eunasolutions.com for technical submission questions or visit Bonfire’s help forum at this link: https://procurement-help.eunasolutions.com/hc/en-us Support through Bonfire or TDHCA is not guaranteed one hour prior to the submission due date. Interested Respondents are encouraged to begin the submission process one week before the bid due date. This allows time to troubleshoot any submission issues. All costs directly or indirectly related to the preparation of a response to this RFO shall be the sole responsibility of and shall be borne by the Respondent. It is the responsibility of the vendor to ensure proposals are submitted by the due date and time.

15.1. General Organization of Offer Contents

Offers must be organized as follows:

1. Transmittal Letter.

2. Executive Summary.

3. Table of Contents.

4. Respondent Identifying Information.

5. Proposed Subcontractor(s) Identifying Information.

6. Respondent Qualifications and Experience.

https://tdhca-texas-gov.bonfirehub.com/portal/?tab=openOpportunities https://procurement-help.eunasolutions.com/hc/en-us/articles/48578098573587-Vendor-Registration https://procurement-help.eunasolutions.com/hc/en-us/articles/48578098573587-Vendor-Registration mailto:support.procurement@eunasolutions.com https://procurement-help.eunasolutions.com/hc/en-us

Texas Department of Housing and Community Affairs (TDHCA) Page 18 of 33

7. Proposed Personnel.

8. Respondent Narrative and Preliminary Work Plan.

9. Proposed Fee.

A description of the information required for each of the items listed above is set forth below.

15.1.1 Transmittal Letter

Respondent must submit a transmittal letter that identifies the entity submitting the Offer and includes a commitment by that entity to provide the Services required by the Department. The transmittal letter must state that the Offer is valid for ninety (90) days from the deadline for delivery of Offers to the Department. Any Offer containing a term of less than ninety

(90) days for acceptance from this deadline will be rejected as non-responsive.

The transmittal letter must be signed by a person legally authorized to bind Respondent. Respondent also must indicate in its transmittal letter why it believes it is the most qualified to provide the requisite Services and why it believes its proposed services best meet the Department’s objectives and RFO requirements.

15.1.2 Executive Summary

Respondent must provide an executive summary of its Offer and a representation that the Offer addresses all of the requirements of this RFO. The executive summary must not exceed three (3) pages and must represent a full and concise summary of the contents of the Offer. Respondent must identify any Services that are provided beyond those specifically requested. If Respondent is providing Services that do not meet the specific requirements of this RFO but in the opinion of Respondent are equivalent or superior to those specifically requested, any such differences must be noted in the executive summary. Failure to provide the Services specifically required may result in disqualification of the Offer.

15.1.3 Table of Contents

Each Offer must be submitted with a table of contents that clearly identifies and denotes by page number each section of the Offer and the location of all enclosures of the Offer. The table of contents must follow the RFO structure as much as possible.

15.1.4 Respondent Identifying Information

Respondent must provide the following identifying information:

• name and address of business entity submitting the offer.

• names of all principals.

• type of business entity (e.g., corporation, partnership, etc.).

• state of incorporation or organization and principal place of business.

• name and location of Texas offices, other major offices, and other facilities that relate to Respondent’s performance under this RFO.

• name, address, business telephone number, cell phone number, email address, and fax number of Respondent’s principal contact person regarding the Contract.

• Respondent’s Federal Employer Identification Number (“FEIN” or “EIN”) and Texas Tax

Identification/Registration Number, if any.

• all affiliated companies and subsidiaries, or any joint ventures or other affiliations.

• full name and address for each member, partner, and employee of Respondent (and any subcontractors) who will perform Services.

• detail if Respondent, any predecessor of Respondent, or any member of Respondent been the subject of any disciplinary action by any regulatory Department or professional organization within the last five (5) years.

• detail of any firm ownership changes which have occurred in the last five (5) years, including changes pending.

• detail whether, within the last five years, Respondent, any predecessor of Respondent, or any member of

Respondent has been a party to any litigation directly or indirectly related to the conduct of Respondent’s business;

and

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• indicate whether Respondent, any predecessor of Respondent, or any member of Respondent is currently a party to litigation in process; if so, identify the parties, jurisdiction, case number, and subject matter.

15.1.5 VetHUB (Subcontracting Plan)

The State of Texas and the Department are committed to assisting Veteran Heroes United in Business (VetHUBs) through the procurement process. In accordance with Sections 2161.181 and 2161.182, Texas Government Code, each state agency shall make a good faith effort to increase the contract awards for the purchase of goods or services to VetHUBs based on rules adopted to implement the disparity study described by Section 2161.002(c), Texas Government Code. In accordance with Section 2161.252, Texas Government Code and 34 Texas Administrative Code §20.285, each state agency (including institutions of higher education) as defined by Section 2151.002, Texas Government Code that considers entering into a contract with an expected value of $100,000 or more shall, before the agency solicits bids, proposals, offers, or other applicable expressions of interest, determine whether subcontracting opportunities are probable under the contract. If subcontracting opportunities are probable, each state agency’s invitation for bids or other purchase solicitation documents for construction, professional services, other services, and commodities with an expected value of $100,000 or more shall state that probability and require a VetHUB Subcontracting Plan (HSP) and supporting documentation.

The VetHUB goals per 34 Texas Administrative Code §20.284 are: 3% for heavy construction other than building contracts;

3% for all building construction, including general contractors and operative builders contracts; 3% for all special trade construction contracts; 3% for professional services contracts; 5% for all other services contracts; and 10% for commodities contracts.

The Department has determined that this procurement falls under the following category:

Special Trade Construction ___ Professional Services Other Services X Commodities ___

The Department has determined that VetHUB subcontracting opportunities are probable and…