9048_AttA_Solution Requirements Matrix.xlsx
XLSX spreadsheet 66 KB Posted
- Solicitation number
- S-91400-00013635
- Issued by
- Oregon
About this file
This document is a Solution Requirements Matrix for a HUD Contract Administration Software Request for Proposal (RFP #S-91400-00013635), prepared by a state or local government agency. The comprehensive spreadsheet details extensive system requirements across multiple functional areas including general system capabilities, Management and Occupancy Review (MOR) processes, Housing Assistance Payment (HAP) and tenant certifications, special claims, tenant complaints, property data management, reporting, system settings, contract renewals, rent adjustments, ACH payments, fee calculations, and system integrations. The requirements are categorized as either Necessary (N) or Desired (D), with detailed specifications for each requirement, such as the need to print HUD forms, import existing data, comply with federal regulations, support workflow configurations, and enable various tracking and reporting functionalities.
The requirements matrix indicates a complex software procurement aimed at replacing an existing contract administration system with a more robust solution that can handle intricate HUD-related processes. The system must integrate with HUD's iMAX and TRACS systems, support various fee calculations including Basic Fees and task-specific percentages, manage property and tenant data, process HAP payments, track special claims, handle tenant complaints, and generate comprehensive reports. Key technical requirements include compatibility with Microsoft Windows, mobile and desktop support, ADA and 508 compliance, and the ability to configure workflows, import/export data, and provide audit tracking. The solution seeks to streamline contract administration processes for HUD-assisted properties while ensuring regulatory compliance and operational efficiency.
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Other files
| File | Type | Posted |
|---|---|---|
| 9048_AttC_Administrative Proposal Form.docx | DOCX document | |
| 9048_AttD_Technical Proposal Response Template.pdf | ||
| 9048_AttE_Cost Proposal.xlsx | XLSX spreadsheet | |
| 9048_A1_HUD RFP.pdf | ||
| 9048_Notice of Competitive Range.pdf | ||
| 9048_AttB_Sample Contract.docx | DOCX document | |
| 9048_Notice of Intent to Award.pdf | ||
| RFQ Generator~1.docx | DOCX document | |
| 9048_RFP_HUD Contract Admin Software.pdf | ||
| 9048_HUD RFP_FAQ_v3.docx | DOCX document |
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Text version
Cover Page
RFP Attachment A Solution Requirements Matrix
HUD Contract Administration Software
RFP # S-91400-00013635
Contents:
This document contains the Solution requirements in a spreadsheet format for inclusion within the HUD Contract Administration RFP.
Instructions for Requirements For each requirement, Proposer must provide a response indicating how it will be satisfied. Evaluators will score these responses based on the RFP Evaluation Criteria (see RFP Section 4.10.3). Proposers are encouraged to provide links and/or attachments to showcase the explanation of how the Proposer's sytem meets the requirement.
Disclaimer: The requirement IDs may not be in sequential order. Requirement IDs are used as internal reference numbers. Any apparently missing requirements are omitted intentionally.
Index Index
| Page Name | Topic Code |
| General | GN |
| MOR | MR |
| HAP / Tenant Certifications | HT |
| Special Claims | SC |
| Tenant Complaints | TC |
| Property Data | PD |
| System Settings | CA |
| Contract Renewals | CR |
| Rent Adjustments | RA |
| ACH | AH |
| Fees | FE |
| Integrations | IN |
General
| Requirement | ||||
| # | Short Name | Statement of Need | Necessary or Desired (N/D) | Please explain how the solution meets this need. |
| GN01 | General | System must have ability to print all reports, vouchers and tenant certifications in user-friendly, editable Word, Excel and PDF formats. Forms included but not limited to: |
1. HUD-50059
2. HUD-9834
3. HUD-52671A
4. HUD-52671B
5. HUD-52671C
6. HUD-52671D
7. HUD-92458
| 8. HUD-52670 | N | |||
| GN02 | General | System must allow for the import of existing data from agency's current system of record for HUD Contract Administration. | N | |
| GN03 | General | System will be updated to keep processes and documentation in compliance with federal, state, or local regulations, laws, and programs, as applicable. For example, in the event that HUD regulations change, the software will be updated to meet HUD requirements or transition to state requirements. | N | |
| GN04 | General | System should allow future-dated due dates to be input and allow those dates to be used to notify staff when due dates are approaching. This should be configurable and available on all task types. | D | |
| GN05 | General | System should include workflows that include but may not be limited to features like: |
1. Grouping tasks by where they are in the process (i.e. stations);
2. Notifying individuals and/or groups of tasks coming due;
3. Reporting capabilities based on station, task, item owner, or other criteria; and
4. Configurable and adjustable, such as if HUD regulations change from 30 days to 20 days on a certain process.
| Workflows should be available for multiple processes, such as management and occupancy review, contract renewal, etc. | D | |||
| GN06 | General | System must allow for copying and pasting data out of / into fields. | N | |
| GN07 | General | System must have, at minimum, basic field validation, such as phone numbers must be 10 digits long and all numbers, zip codes should be 5 or 9 numerical digits long, etcetera. | N | |
| GN09 | General | |||
| System must allow for the configuration of file upload fields to be associated with specific objects, pages, and fields. The following file types supported should include, but not be limited to: PDF, Excel, Word, .jpg. | D | |||
| GN10 | General | System should support auditability to track the changes made to records and who made the changes. | D | |
| GN11 | General | System should allow PDFs to be exported. | N | |
| GN12 | General | System should allow for a portal between Contract Administrators and property owners to facilitate communications, transfer documents, and provide property owners a view of their information in the system. | D | |
| GN13 | General | System should provide the ability to create and store email templates for any authorized employees to use. | D | |
| GN14 | General | System should provide the ability to create and store letter templates for any authorized employees to use. | D | |
| GN15 | General | System must be compatible with Microsoft supported version(s) of Windows operating systems. | N | |
| GN16 | General | System should have a separate test environment for users to test system and changes prior to going live. The test environment must remain consistent with the production environment. | D | |
| GN17 | General | System should support copying down the production environment into the test environment. | D | |
| GN18 | General | System should be implemented and configured to Oregon ADA standards. | D | |
| GN19 | General | System should meet 504 and 508 Compliance Standards. | D | |
| GN20 | General | System should be able to accommodate mobile and desktop users. | D |
MOR
| Requirement | ||||
| # | Short Name | Statement of Need | Necessary or Desired (N/D) | Please explain how the solution meets this need. |
| MR01 | MOR | System must allow users to enter information necessary to complete form HUD-9834. (https://www.hud.gov/sites/documents/9834.pdf) | N | |
| MR04 | MOR | System should have features to assist with developing and tracking an annual MOR work plan. | D | |
| MR06 | MOR | System must track key MOR tasks and dates for a property. The ability to add, update, and delete task/date information must be supported. | N | |
| MR08 | MOR | System should support the ability to suppress printing the MOR summary and report unless all required fields and sections have been filled out. | D | |
| MR11 | MOR | System must have settings that enable/disable certain questions on form HUD-9834 including: |
1) the ability to prevent data entry on questions intended for HUD staff.
| 2) hide questions that are intended for HUD staff only. | N | |||
| MR12 | MOR | System must support the ability to lock an MOR from further editing once it has been finalized. | N | |
| MR13 | MOR | System should provide the ability to automatically populate target completion dates for findings, but not observations. | N | |
| MR14 | MOR | System will track and store monthly MOR invoices. | D |
HAP + Tenant Certifications
| New number (letter/number combination) | Short Name | Statement of Need | Necessary or Desired (N/D) | Please explain how the solution meets this need. | |
| HT01 | HAP and Tenant Certifications | System must process incoming Housing Assistance Payment (HAP) requests and tenant certifications via iMAX. | N | ||
| HT02 | HAP and Tenant Certifications | System must verify the incoming HAP payment vouchers, tenant certifications and validate the information based on the HUD Monthly Activity Transmission (MAT) User guide. | N | ||
| HT03 | HAP and Tenant Certifications | System must review HAP requests for accuracy by comparing system data to the MAT30 and transmitted tenant data. | N | ||
| HT04 | HAP and Tenant Certifications | System must allow for the user to authorize the vouchers for payment. | N | ||
| HT05 | HAP and Tenant Certifications | ||||
| System must allow the electronic transmission of HAP payments and tenant certifications to TRACS via iMAX. | N | ||||
| HT06 | HAP and Tenant Certifications | System must electronically pull in and process transmitted MAT30 and tenant data, create an error/response file for each transmitted file received, and transmit messages back via iMAX. | N | ||
| HT07 | HAP and Tenant Certifications | System must download daily TRACS messages via iMAX. | N | ||
| HT08 | HAP and Tenant Certifications | ||||
| System must send all vouchers that are approved, even expired contracts. System needs to be able to make payments throughout the month (out of cycle payments). | N | ||||
| HT09 | HAP and Tenant Certifications | System must allow manual overrides to ensure that approved contract rent and utility allowance changes are reflected on the proper HAP request. | N | ||
| HT10 | HAP and Tenant Certifications | System must have the ability to allow for special circumstances and temporary programs, such as the CARES program during the covid pandemic. | N | ||
| HT11 | HAP and Tenant Certifications | System must allow 202 offsets / mortgage payments and other deductions from the voucher payment. | N | ||
| HT12 | HAP and Tenant Certifications | System must allow manual updates to 202 Offset amounts / mortgage payments on the voucher. | N | ||
| HT14 | HAP and Tenant Certifications | System must track rent schedules, keep a history of the rent amount and the associated tenant. | N | ||
| HT15 | HAP and Tenant Certifications | System must have a process for monitoring and flagging over-housed tenants. | N | ||
| HT17 | HAP and Tenant Certifications | System must provide the ability to add a new tenant certification records. The ability to add a tenant certifications should apply to all MAT record types (MAT10, MAT15, MAT40, MAT65, MAT70). | N | ||
| HT18 | HAP and Tenant Certifications | System must provide the ability to delete a tenant certification. The ability to delete a tenant certification should apply to all MAT record types (MAT 10, MAT 15, MAT40 , MAT65, MAT 70). | N | ||
| HT19 | HAP and Tenant Certifications | System must provide the ability to modify the tenant 'certification type' on the tenant certification record. | N | ||
| HT20 | HAP and Tenant Certifications | System must provide the ability to inactivate a tenant certification. | N | ||
| HT21 | HAP and Tenant Certifications | System must provide the ability to reset a tenant certification record to become the active record. | N | ||
| HT22 | HAP and Tenant Certifications | System must provide the ability to resend corrected MAT records to TRACS. | N | ||
| HT23 | HAP and Tenant Certifications | System must provide the ability to create a MAT31 record in order to delete the HAP payment for a property in TRACS. | N | ||
| HT24 | HAP and Tenant Certifications | System must provide the ability to update the HAP voucher with unit type, number of units, and subsidy type. | N | ||
| HT25 | HAP and Tenant Certifications | System must provide the ability to update the information on a HAP payment record for an individual tenant. | N | ||
| HT26 | HAP and Tenant Certifications | System must provide the ability to update, add, and delete the amount of a 'Miscellaneous accounting request' on the HAP payment record for a property. | N | ||
| HT27 | HAP and Tenant Certifications | System should provide the ability update the amount of a 'Repayment agreement amount' on the HAP payment record for a property. | D | ||
| HT28 | HAP and Tenant Certifications | System must have the ability to store current and historical rates (passbook rate, asset limitations, elderly/disabled family deductions) and use the appropriate rate (based on HUD requirements). | N | ||
| HT29 | HAP and Tenant Certifications | System must send TRACS messages back to Owners/Agents via iMAX. | N | ||
| HT30 | HAP and Tenant Certifications | System should provide the ability to track repayment agreements and payments collected. | D | ||
| HT31 | HAP and Tenant Certifications | System must be able to process Section 811 HAPs and tenant certifications. | N |
Special Claims
| Requirement | ||||
| # | Short Name | Statement of Need | Necessary or Desired (N/D) | Please explain how the solution meets this need. |
| SC01 | Special Claims | System must provide a user interface to enter special claims for unpaid rent/damages. The interface must map and store information contained on form HUD-52671-A. | N | |
| SC02 | Special Claims | System must provide a user interface to enter special claims for vacancies during rent-up. The interface must map and store information contained on form HUD-52671-B. | N | |
| SC03 | Special Claims | System must provide a user interface to enter special claims for regular vacancies. The interface must map and store information contained on form HUD-52671-C. | N | |
| SC04 | Special Claims | System must provide a user interface to enter special claims for debt service. The interface must map and store information contained on form HUD-52671-D. | N | |
| SC05 | Special Claims | System must generate special claims numbers in the correct HUD format, with the first five digits being the contact administrator ID (typically two letters followed by three numbers), and a total of 14 characters long. | N | |
| SC06 | Special Claims | System must hold the special claim amount and corresponding special claims number for use in processing and in auditable tracking. | N | |
| SC07 | Special Claims | System must post special claims amounts and corresponding special claims numbers to the applicable vouchers for payment. | N |
Tenant Complaints
| Requirement | ||||
| # | Short Name | Statement of Need | Necessary or Desired (N/D) | Please explain how the solution meets this need. |
| TC01 | Tenant Complaints | System must allow users to enter life-threatening heath and safety complaints, track progress, enter follow up notes and resolution dates. | N | |
| TC02 | Tenant Complaints | System must allow users to enter non-life-threatening heath and safety complaints, track progress, enter follow up notes and resolution dates. | N | |
| TC03 | Tenant Complaints | System must allow users to enter general tenant complaints, track progress, enter follow up notes and resolution dates. | N | |
| TC05 | Tenant Complaints | System should have the ability to enter general tenant complaints and health and safety calls made anonymously by tenants. | D | |
| TC06 | Tenant Complaints | System must flag non-life threatening health and safety tenant complaints if they are not addressed at least every two weeks, until the issue is resolved. | N |
Property Data
| Requirement | ||||
| # | Short Name | Statement of Need | Necessary or Desired (N/D) | Please explain how the solution meets this need. |
| PD01 | Property Data | System must store and allow the adding and updating of general property information. | N | |
| PD02 | Property Data | System must maintain, track and edit contact information for specific roles associated with a property including but not limited to: |
1) Property owner
2) Designated owner
3) Management agent
4) Agent contact
5) HAP contact
6) Certification contact
7) Site contact
| 8) Project payee contact | N | ||
| PD04 | Property Data | System must store and allow the adding and updating information relevant to HUD including but not limited to: |
1) HUD regional office
2) Indicator to ignore rent schedule
3) Section 8 type (new construction, substantial rehab, loan management, property disposition)
4) HUD program type (Section 8, Section 236, moderate rehab)
5) Eligibility type (Pre 1981, Post 1981)
| 6) TRACS mailing ID | N | ||
| PD05 | Property Data | System must store and allow the adding and updating information related to the HAP contract including but not limited to: |
1) Units under contract
2) Contract amount
3) HAP contract start date
| 4) HAP contract expiration date | N | |||
| PD07 | Property Data | System must allow for the adding, updating and deleting of a rent schedule and allow the configuration of different rents depending on the number of bedrooms. | N | |
| PD09 | Property Data | System must allow for a rent schedule to be inactivated. | N | |
| PD10 | Property Data | System must allow for updates to the 202 Offset amount / mortgage payment on a property including but not limited to: |
1) Contract number
2) Offset start date
3) Offset end date
4) Offset amount
| 5) Description of offset | N | ||
| PD11 | Property Data | System must provide comprehensive information regarding each unit in a property including but not limited to: |
1) Unit number
2) Bedroom size
3) Flag to indicate if the unit is currently occupied
4) Income limit area
5) Section to add comment/notes about the unit
| All information should be editable. | N | |||
| PD12 | Property Data | System must allow a property to be designated within a fair market rent area. | N | |
| PD13 | Property Data | System must allow a property to be designated within an income limit area. | N | |
| PD14 | Property Data | System must apply gross rent changes for a property. | N |
Reporting
| Requirement | ||||
| # | Short Name | Statement of Need | Necessary or Desired (N/D) | Please explain how the solution meets this need. |
| RP01 | Reporting | System must have a full suite of pre-built reports available for use. | N | |
| RP02 | Reporting | System should allow for custom reporting. | D | |
| RP03 | Reporting | |||
| System must generate a summary report of MORs that have been completed over a time period selected by the user and report whether AQL was met. | N | |||
| RP04 | Reporting | System must generate a list of completed and in process rent adjustments during a specific period of time selected by the user and include whether AQL was met. | N | |
| RP48 | Reporting | System must generate a detailed report of completed and in process rent adjustments during a specific period of time selected by the user. Detailed report must include key dates such as owner request received, complete package, submitted to HUD for approval, approval received from HUD, etc. | N | |
| RP05 | Reporting | System must generate a detailed list of vouchers processed for each property over a time period selected by the user and report whether AQL was met. | N | |
| RP06 | Reporting | System must generate a list of life-threatening health and safety issues reported by property over a specific time period selected by the user. Report must show when properties were contacted, if contacted within 1 hour and the date issue was resolved. Report must be available at property level and portfolio level. | N | |
| RP24 | Reporting | System must generate a detailed report on life threatening health and safety issues reported over a specific time period selected by the user. Report must be available at property level and portfolio level. Details of the issues must include but not limited to: a description of the issue, follow up dates, notes and date issue was resolved. | N | |
| RP07 | Reporting | System must generate a list of the non-life threatening health and safety issues reported over a specific time period selected by the user. Report must show when properties were contacted, if it was within 2 business days and whether the issue was followed up every 2 weeks. Report must be available at property level and portfolio level. | N | |
| RP49 | Reporting | System must generate a detailed report on non-life threatening health and safety issues reported over a specific time period selected by the user. Report must be available at property level and portfolio level. Details of the issues must include but not be limited to: description of the issue, follow up dates, notes and date issue was resolved. | N | |
| RP12 | Reporting | System must generate a detailed report of general tenant issues reported over a specific period of time selected by the user. The report must include date and time calls, tenant name, unit number, follow up notes and date issue was resolved. Report must be available at property level and portfolio level. | N | |
| RP08 | Reporting | System must generate a report to show whether general reporting requirements per the HUD ACC are being met (i.e. monthly and annual HUD reports). Report must include monthly/annual report submission dates. | N | |
| RP09 | Reporting | System must generate a list of completed and in process contract renewals during a specific period of time selected by the user and include whether AQL was met. | N | |
| RP50 | Reporting | System must generate a detailed report of completed and in process contract renewals during a specific period of time selected by the user. Report must to include key dates such as owner request received, complete package, submitted to HUD for approval, approval received from HUD, etc. | N | |
| RP13 | Reporting | System must generate a report to compare the system data with the payment voucher data sent by the Owner Agent. | N | |
| RP22 | Reporting | System must generate a property specific report on unit vacancies for a property for a time period selected by the user. | N | |
| RP23 | Reporting | System must generate a report that details HAP payments for a property over a time period selected by the user. The report must include the following details: |
1) Contract number
2) Property ID
3) Property name
4) Unit and HAP breakdown
5) Tenant rent
6) Occupancy Date
| 7) Current certification | N | |||
| RP25 | Reporting | System must generate a property specific report to show the number of days between a move-out and move-in. This report should provide a detailed listing of the units that are vacancy and/or undergoing maintenance. | N | |
| RP26 | Reporting | System must generate a report a property specific report showing HAP units that were at or below the 30% income level at move-in or initial certification. The ability to select a custom date range for the report and for each property must be supported. | N | |
| RP27 | Reporting | System must generate a property specific report that lists the tenants that have moved into a property over a specified period of time determined by the user. | N | |
| RP28 | Reporting | System must generate a property specific report on the demographic profile of the residents based on a specified period of time determined by the user. | N | |
| RP29 | Reporting | System must generate a property specific report on tenants that have moved out over a specified period of time determined by the user. | N | |
| RP30 | Reporting | System must report property voucher activity over a period of time defined by the user. Report should include all relevant voucher dates. | N | |
| RP31 | Reporting | System must generate a report on special claims submitted for properties based on a date range selected by the user. | N | |
| RP32 | Reporting | System must provide a summary of the monthly voucher for a property. The report should include all information that happened on the HAP such as ACH date, closed date, processed date, payment details, certification information, TRACS paid information, TRACS voucher ID, etc. | N | |
| RP37 | Reporting | System must generate a report that lists the payments being made to property/payee. | N | |
| RP38 | Reporting | System must generate a report on any fatal errors identified when the information is submitted to TRACS. | N | |
| RP40 | Reporting | System will generate a reconciliation report that compares data submitted by a property owner with TRACS data to reduce errors and ensures data matches. | N | |
| RP43 | Reporting | System must generate a property specific report of tenants that have zero income or are paying the HUD minimum rent over a specified period of time determined by the user. | N | |
| RP44 | Reporting | System must generate a report on the tenant information submitted by the property to TRACS on the monthly HAP. Tenant information should include but not be limited to: unit number, name, certification type and assistance payment amount. | N | |
| RP46 | Reporting | System must generate a summary report on the monthly HAP payment information sent by property to TRACS. | N |
System Settings
| Requirement | ||||
| # | Short Name | Statement of Need | Necessary or Desired (N/D) | Please explain how the solution meets this need. |
| SY01 | System Settings | System should store Contract Administrator employee information for use in the system to enable activity tracking. Activity connected to the employee will not be deleted when the employee's system access is revoked or modified. | D | |
| SY02 | System Settings | System must provide the capability to assign Contract Administration staff to specific roles and tasks. | N | |
| SY03 | System Settings | System must allow for configuration of role privileges so that each role can have distinct rights to create, read, update, and delete data in various area of the system. | N | |
| SY04 | System Settings | System must have the ability to connect to the Contract Administrator's iMAX account. | ||
| The system must store and maintain general information regarding the Contract Administrator's iMAX account. | N | |||
| SY05 | System Settings | System must have the ability to connect to the Contract Administrator's TRACS account. | ||
| System must store and maintain general information regarding the Contract Administrator's TRACS account. | N | |||
| SY06 | System Settings | System must store and allow updates to bank account information for the Contract Administrator. This should include PBCA and Section 811 bank account information. | N | |
| SY07 | System Settings | System must store and allow updates to ACH information for the Contract Administrator. | N | |
| SY08 | System Settings | System must store general Contract Administrator information and allow updates, such as Agency name, address and fiscal year. | N | |
| SY09 | System Settings | System must store and allow updates to Contract Administrator ID. | N | |
| SY10 | System Settings | System must have a feature to auto terminate subsidy when annual recertification has not been completed within a specified period of time. Specified period of time must be adjustable. | N | |
| SY12 | System Settings | System must allow the CA to define the task duration for all IBPS tasks. | N | |
| SY13 | System Settings | System must provide the ability to define and update rules needed to calculate deadlines for a specific IBPS task. | N | |
| SY14 | System Settings | System must allow for the configuration (add/update) of the required IBPS tasks for a Contract Administrator. | N | |
| SY15 | System Settings | System must provide the ability to define and update specific geographic areas to be used in building an income limit schedule. | N | |
| SY16 | System Settings | System must have a method to store and update the income limit amounts. | N | |
| SY17 | System Settings | System must use the HUD API to automatically import and update income limits when the amounts are updated by HUD. (HUD API: https://www.huduser.gov/portal/dataset/fmr-api.html) | N | |
| SY18 | System Settings | System must provide the ability to configure and update an income limit schedule for a specific income limit area. Within a specific income limit area, the user should be able to configure an income schedule for each income limit type: |
1) Family size
2) Percentage of AMI (Area Median Income)
| 3) Income limit value | N | |||
| SY19 | System Settings | System must provide the ability to configure and update a list of the unit types for the properties that the Contract Administrator manages (studio, 1 bedroom, 2 bedroom, etc.). | N | |
| SY20 | System Settings | System must provide the ability to configure and update a list of Contract Administrator roles such as compliance officer, HAP specialist, etc. | N | |
| SY21 | System Settings | System should provide the ability to configure and update a list of documentation required for a MOR review. | D | |
| SY23 | System Settings | System must provide the ability to configure and update a list of counties and the state the counties are in. | N | |
| SY24 | System Settings | System must provide the ability to define and update a specific geographic area to be used for defining the fair market rents. | N | |
| SY25 | System Settings | System must provide the ability to configure and update the fair market rent values for a specific fair market rent area. Each configuration will include: |
1) Number of bedrooms in a unit
2) The fair market rent value for a unit with the number of bedrooms N
Contract Renewals
| Requirement | ||||
| # | Short Name | Statement of Need | Necessary or Desired (N/D) | Please explain how the solution meets this need. |
| CR01 | Contract Renewals | System must provide a user interface to enter and track key contract renewal activity such as initial request received from owner, complete package, sent to HUD for approval, approval received from HUD, etc. | N | |
| CR02 | Contract Renewals | System should have the capability of sending notification alerts to property owners for contract renewal dates. | D | |
| CR17 | Contract Renewals | System should have a dashboard reporting on who needs reminder emails sent and when. | D |
Rent Adjustments
| Requirement | ||||
| # | Short Name | Statement of Need | Necessary or Desired (N/D) | Please explain how the solution meets this need. |
| RA01 | Rent Adjustments | System must provide a user interface to enter and track key rent adjustment activity such as initial request received from owner, complete package, sent to HUD for approval, approval received from HUD, etc. | N | |
| RA15 | Rent Adjustments | System should automatically generate email reminders to property owners when Agency adds or updates the contract effective dates. | D | |
| RA17 | Rent Adjustments | System should have a dashboard reporting on who needs reminder emails sent and when. | D |
ACH
| Requirement | ||||
| # | Short Name | Statement of Need | Necessary or Desired (N/D) | Please explain how the solution meets this need. |
| AH01 | ACH Payments | System must integrate with LOCCS to download cash receipts and link contract information with payee bank accounts. | N | |
| AH02 | ACH Payments | System must create an ACH file for payments, preferably in a format compatible with the Oregon State Treasury as well as in a standard NACHA format (National Automated Clearing House Association). | N | |
| AH03 | ACH Payments | System must maintain, track and allow editing of bank account information for payees. | N | |
| AH04 | ACH Payments | System must allow for secure and reliable storage of banking information, with disaster recovery options to ensure payee account information will not be lost or compromised. | N | |
| AH05 | ACH Payments | System must provide the ability to resend an ACH payment to an owner agent if there is an issue. | N |
Fees
| Requirement | ||||
| # | Short Name | Statement of Need | Necessary or Desired (N/D) | Please explain how the solution meets this need. |
| FE01 | Fee Calculation | System must include MOR fee calculations, currently $3,400 plus reimbursement of contingency expenses, such as hotel, mileage, per diem to be capped at $500 per MOR. | N | |
| FE02 | Fee Calculation | System must allow for MOR fees to be adjusted if the rate paid by HUD changes in the future. | N | |
| FE03 | Fee Calculation | The system will create an invoice for Management / Occupancy Reviews (MOR), to include the flat fee and allow for adding and itemizing contingency expenses. | N | |
| FE04 | Fee Calculation | The system will have a method to store the Fair Market Rent amounts so that each property reflects the correct Fair Market Rent amount as set by HUD. | N | |
| FE05 | Fee Calculation | The system will allow Fair Market Rent values to be updated when necessary. | N | |
| FE06 | Fee Calculation | The system will use the HUD API to automatically import and update Fair Market Rent when the amounts are updated by HUD. (HUD API: https://www.huduser.gov/portal/dataset/fmr-api.html) | N | |
| FE07 | Fee Calculation | The system must calculate the Basic Fee: |
- (2 bedroom FMR multiplied by 1.9%) multiplied by the number of HAP units for each HAP contract
| - Maximum Basic fee = sum of all Basic Fees | N | ||
| FE08 | Fee Calculation | The system must calculate the fees for the following tasks based on the percentages of the Maximum Basic Fee: |
1. rent adjustments are 21%
2. HAP processing is 32%
3. life-threatening health and safety issues is 5%
4. non-life-threatening health and safety issues is 11%
5. financial audit submissions are 2%
6. general reporting is 8%
7. contract renewals are 21%
| Percentages must be adjustable. | N | |||
| FE09 | Fee Calculation | The system should provide the ability to update the Basic Fee, Incentive Fee, and ACC contract year. | N | |
| FE17 | Fee Calculation | System must generate an invoice for IBPS tasks under the ACC. This should include, but not be limited to the following: rent adjustments, HAP vouchers, life-threatening health and safety issues, non-life-threatening health and safety issues, Contract Administrator's audit, contract renewals, general reporting requirements, and MORs. | N |
Integrations
| Requirement | ||||
| # | Short Name | Statement of Need | Necessary or Desired (N/D) | Please explain how the solution meets this need. |
| IN01 | Integration | The system must be able to integrate with HUD iMAX system. | N | |
| IN02 | Integration | The system must integrate with HUD TRACS system. | N | |
| IN04 | Integration | The system should integrate with Outlook. It should track who sent an email, what was sent, when it was sent. | D |
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File details come from the government source that posted it. Updated .