QA Addendum- Housing Locator final.docx

Q&A Addendum: Housing Locator Website RFP

1. Is full SOC certification required or can you have a letter of SOC certification in progress?

SOC certification can be in progress for the RFP, but SOC 2 report must be complete and delivered in a time that it can be reviewed before the contract starts.

2. Task or functionality for Case Managers?

Please see section F.1.11.

3. What role would you like a look in the field to play in the project? What is the feel or look you would like the website to have? “Fresh look”? What’s the priority of this?

Please refer to Section A.1 and A.2 in the RFP Document.

4. Is it possible to build a functional system like this in just a few weeks? Could an AI built website be acceptable?

Please see section F.3.17. Vendors will be asked to identify how AI is built into the system and; while it is possible to propose some components can be AI built, the whole system is not expected to be.

5. Expectation to contact other vendors. In case they want to partner with other vendors? How do vendors connect with other vendors for subcontracting?

Go to State of Illinois Commission on Equity and Inclusion at https://supplierdiversitymanagementportal.illinois.gov/home.aspx to search for certified BEP vendors. In the Certified Firms Directory, BEP certified vendors and their contact information.

6. Of all the key elements and functionality of the system (SOW), do you want them all launched and operational immediately, or by the end of the initial contract term? I.e. could we release features over time during the first two years?

We do not anticipate any elements of the website to be launched to the public until the end of the initial contract term.

7. Can IHDA provide an overview of the databases the system would be expected to integrate with?

The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

8. Can you specify what IHDA envisions the ongoing relationship between the Housing Locator and the City of Chicago’s tool to look like? For instance, do you expect any public facing listing integrations?

IHDA envisions ongoing communication with the City of Chicago for potential coordination with our housing locator tools including the possibility of integrating some public listings where both IHDA and the City of Chicago have funded the same buildings.

9. What are the tasks you intend for Case Managers to do using this system? Is it primarily assisting with listing search, or will it include additional functions?

Please see Section F.1.11.

10. For the waiting list system, are you intending for waitlists to be primarily maintained by property managers? Will other user types access or edit these lists?

Waitlists will be maintained primarily by Waitlist Managers and other user types will need access as mentioned in sections F.1.9, F.1.11, and F.1.12 of the RFP.

11. Current Architecture: What is the current application technology stack (frontend framework, backend platform, programming language)?

See response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

12. Current Architecture: What database technology is currently used (SQL Server, MySQL, PostgreSQL, etc.)?

See response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

13. Current Architecture: Is the system monolithic or microservices-based?

See response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

14. Hosting: Where is the current system hosted (cloud provider, on-prem, vendor data center)?

See response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

15. Hosting: If cloud-hosted, which provider and region are used?

See response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

16. Hosting: Is the current hosting environment FedRAMP, SOC 2, or otherwise certified?

See response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

17. Data Migration: What is the total database size (GB/TB)?

See response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

18. Data Migration: In what format will data be provided (SQL dump, CSV, API access)?

All data must be transferred by the current vendor to IHDA in an acceptable format upon termination of the existing contract. At a minimum, data will be available in .csv format.

19. Data Migration: Is a complete data dictionary available?

See response to question 18.

20. Data Migration: Is full historical waitlist and referral data required to be migrated?

IHDA will work with the selected vendor to determine the necessary parameters and timeframe for migrating existing data.

21. Data Migration: Will the incumbent vendor be contractually required to assist in transition?

All data must be transferred by the current vendor to IHDA in an acceptable format upon termination of the existing contract.

22. Data Migration: Are there known data quality issues or duplicate records?

IHDA anticipates providing relatively accurate data, but expects vendors to be familiar with, and able to implement, best practices to ensure data fidelity and clean up during data migration.

23. Security: Does the system contain Protected Health Information (PHI)?

Yes. Please see Contract Requirement F.1.33.

24. Security: Is a Business Associate Agreement (BAA) required?

To the extent a party involved in this contract is a HIPAA covered entity, and Vendor creates, receives, maintains, or transmits Protected Health Information (PHI), yes, a BAA is required. Please see Contract Requirement F.1.33.

25. Security: Is Multi-Factor Authentication required for administrator accounts?

Yes, MFA is a requirement for administrator accounts. Please see F.1.54.

26. Security: Are there specific log retention or audit trail requirements?

A process to download and archive should be available and all logs must be maintained at least 1 year. Please see F.1.43.

27. Security: Is annual third-party penetration testing required?

Penetration testing is a part of the SOC 2 certification process. Being SOC 2 certified is a requirement, please see F.2.4.

28. Call Center: What is the average and peak daily call volume?

The average call volume is tracked on a monthly basis with inbound calls averaging between 500-600 calls a month.

29. Call Center: What is the average call handle time?

We do not have sample data to share.

30. Call Center: What percentage of calls require multilingual support?

Less than 1 percent of calls have required multilingual support. However, the vendor should meet the requirements in the RFP outlined in section F.1.20.

31. Reporting: Can IHDA provide sample routine reports currently generated?

Yes, IHDA can provide sample reports currently generated, though may have information redacted or withheld for legal, privacy, and/or contractual purposes. IHDA will provide sample reports as needed to the awarded vendor.

32. Reporting: How many custom report requests are made annually?

Currently, special report requests are minimal and IHDA anticipated fewer than 5 custom report requests annually. Please see F.1.28.

33. Integration: How does integration with the City of Chicago housing locator currently function?

Currently, the City of Chicago housing locator and the existing Illinois Housing Locator are hosted by the same vendor, and underlying data is shared across both systems. For example, when any property located in the City of Chicago is added through either system, it is accessible through both the Chicago and Illinois systems.

34. Integration: Are APIs available for external system integrations?

See response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

35. Functional: Should waitlist prioritization logic be configurable by administrators?

Waitlist prioritization logic should be configurable by administrators.

36. Functional: Are eligibility rules static or updated periodically?

Eligibility rules are typically static, and the system should allow for updates whenever necessary.

37. Functional: Should document upload (income verification, etc.) be supported?

Document upload should be supported. Please see F.1.8.

38. Implementation: Is parallel system operation required during migration?

No, it is not anticipated that with will be required.

39. Commercial: Is there an estimated annual budget range?

At this time, IHDA will not be sharing the approved budget or range allocated for this project.

40. Commercial: Are SLAs tied to financial penalties or service credits?

The vendor is to provide their SLA (F.2.3., F.3.24, F.3.25.). It is up to the vendor to determine how they would like to penalize based on terms.

41. Who is the incumbent vendor supporting the current Housing Locator system?

The current ILHousingSearch.org website is operated by Emphasys Computer Solutions, Inc.

42. Is the current system custom-developed or commercially licensed?

The current system has been customized based on a product suite developed by the current vendor and is licensed for use.

43. What technology stack is currently used (frontend, backend, database)?

See response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

44. Where is the system hosted (on-premise or cloud)?

Cloud.

45. Is the incumbent vendor allowed to participate in this RFP?

Yes.

46. Should the solution be SaaS or custom-built?

It is up to the vendor to provide a solution that best meets the requirements of the RFP.

47. For this solution who will be responsible for hosting?

The awarded vendor. Please see A.2.

48. What is the hosting preference – Cloud vs On-prem?

Cloud only.

49. What is your preferred hosting service provider (AWS or Azure)?

Our preferred hosting provider is Azure.

50. Do you expect to use any BI tools such as PowerBI or tableau to visualize the data?

Yes, this is a standard at IHDA.

51. Can you please provide the list of data systems along with their type and size?

See response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

52. How many users will be concurrently accessing the system? Also, please specify the total number of users and their respective roles.

IHDA does not have information on concurrent users. The anticipated number of total users are as follows:

· Public users- 15,000 (Up To 30,000+)

· Case Managers- 500 (Up To 2000+)

· Administrator/Waitlist Managers- 20 (Up To 50+)

53. Can you explain about the existing central software solutions such as where it is hosted, and the technologies used?

See response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

54. Please provide the city's current data technology stack? For example, which database, data integration, data visualization technologies does the city currently utilize?

We cannot speak to this as this contract is not under IHDA’s purview.

55. Can you share the total number, type, and format of the reports that you expect to generate through this system?

Please see sections F.1.27 and F.1.28. Reports will based on all fields and data entered or updated in the system. Up to 100 reports may be needed depending on programmatic needs.

56. What is the estimated size of the legacy database (GB/TB)?

Please see response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

57. Are there data quality concerns in the existing system?

See response to question 22.

58. Should historical waitlist records be migrated?

Yes, waitlist records should be migrated.

59. Is document migration required (PDFs, uploaded files, images)?

Migration of applications will be required. Please see B.3.

60. How many case managers will require portal access?

Please see response to question 51.

61. How many administrative users will there be?

Please see response to question 51.

62. Will property managers require direct system access?

Please see Sections F.1.9. Property managers will need their own direct access to the system.

63. What is the estimated number of public searches per month?

Over 40,000.

64. What is the expected number of referrals per year?

Historical data has been provided below for reference:

65. What is the expected number of waitlisted individuals at any time?

Over 20,000 with gradual increases of approximately 5% expected as new service providers are onboarded and begin screening clients for eligibility.

66. Should the public be able to create accounts, or only search?

Please see Section F.1.1.

67. Should the system integrate with external housing databases?

Please see Section A.2.v. At this time, the City of Chicago is the only potential database anticipated to integrate with this system.

68. What data fields are required during referral submission?

Data fields required will be determined mainly by Statewide Referral Network and Section 811 Project Based Rental Assistance program eligibility requirements. The purpose of the Section 811 Project Rental Assistance program is to provide extremely low-income persons with disabilities and extremely low-income households with at least one person with disabilities with decent, safe and sanitary rental housing through the use of rental assistance payments to owners.

69. Should referrals include document uploads?

Yes, document upload should be an option.

70. Should referral status notifications be automated?

Please see Sections B.4, F.1.11, F.1.12, and F.1.25.

71. What workflow stages should referrals go through?

Referrals are initiated by the Waitlist Managers and provided back to the property based on applicant preferences and details matching unit requirements for the available listings.

72. Should referrals expire after a certain period?

The referral itself should not expire, but time sensitive reminders should be built-in to alert waitlist managers for different referral activity or inactivity.

73. Can multiple case managers refer the same individual?

This situation should be expected and flagged for waitlist managers to review.

74. Should the system prevent duplicate referrals?

The system should identify duplicate referrals and flag for waitlist managers to review.

75. How many dashboards do you expect to have in the portal? Do you expect to have any role-based dashboards?

The number of dashboards should match the number of user account types with each dashboard optimized for each user based on their role.

76. Are income qualification rules standardized or program-specific?

Income qualification rules are program-specific and units listed on the site can abide by different program rules. When these units are listed by property owners or managers, they should be able to indicate any restrictions or preferences based on the strictest program criteria for the unit.

77. IHDA require Single Sign-On (SSO) integration with State identity providers?

We do not use the State's identity providers. We would want SSO with IHDA's systems. Please see F.3.26.

78. Are dashboard visualizations required within the platform, or is downloadable reporting sufficient?

Dashboard visualizations of real-time system availability are required (see F.2.10) and may be awarded with up to 5 points if available (see F.3.19 in RFP)

79. Is registration with the Illinois Secretary of State required at the time of proposal submission, or is registration prior to contract execution sufficient if awarded?

It is required at time of proposal submission. Please refer to the Vendor Disclosure document and Section 30 ILCS 500/20-43 in the Illinois Procurement Code.

80. Can the Agency confirm whether meeting the BEP participation goal is mandatory for proposal responsiveness?

Yes, see C.9 and C.1 of the RFP.

81. Do you expect the vendor to perform any tasks on-site, or can all work be performed remotely?

Tasks can be completed remotely

82. Do you accept offshore resources?

Please refer to the Information and Technology Offer to the State of Illinois Section C. (“Unless otherwise disclosed in this section, all services shall be performed in the United States.”)

83. Do you have an estimated project start date and desired go-live date? Please mention in months.

We anticipate an estimated project start date between 6/1/2026 and 7/1/2026, and a desired go-live date no later than 8/1/2028 (between 25 and 26 months). See A.3 of RFP.

84. What is the approved budget or range allocated for this project?

At this time, IHDA will not be sharing the approved budget or range allocated for this project.

85. Site Data Migration: The SOW indicates www.ILHousingSearch.org will be replaced, affecting 21,000 listings and 150,000 units. Will all data be migrated, and in what format?

All data will be transferred to the Authority in a format acceptable to the Authority.

86. Electronic Processes: The SOW notes referrals now use printed documents but aims for electronic handling. Are there required standards for signatures or document management?

Yes, there are standards for electronic signatures pursuant to State of Illinois and Federal law regarding the requirements for the use and validity of electronic signatures and the retention and management of such records with which compliance is required.

87. Enhanced Mapping: Please clarify what additional data layers or admin tools are expected for internal users compared to the public map.

The additional layer of data can consist of age restrictions, population preferences, accessibility features, minimum income, demand, etc. The map is primarily intended to help guide Waist Managers.

88. Interim Milestones: Are there interim deadlines or a phased rollout, such as beta testing, before the August 1, 2028, system launch?

See response to question 6: We do not anticipate any elements of the website to be launched to the public until the end of the initial contract term.

89. Legacy Site Maintenance: Will the new vendor maintain the current website during development, or will the incumbent handle it until launch?

The incumbent vendor will maintain the current website through July 31, 2028.

90. Custom Reporting: Is there a requirement for standard reports, or should staff have access to a self-service report builder?

As referenced in the RFP, both standard and customized reporting features should be available. See the Desired Outcomes listed under A.2. as well as the Contract Requirements F.1.27 and F.1.28

91. Waitlist Logic: Should the system support different ranking algorithms for each agency, or is statewide logic required?

The system will utilize statewide logic and the framework for that logic is determined by feedback from all state agencies.

92. Renewal Pricing: If proposing annual increases over 10 years, should this be in the "Items Tab" or as an attachment?

Any and all pricing must be submitted via the items tab in Bidbuy. See F.6.1 and F.6.5 in the RFP document.

93. On which platform the existing website is developed?

Please see response to questions 41 and 114.

94. Do you have any incumbent for this Opportunity?

Please see response to question 41: Yes, the current ILHousingSearch.org website is operated by Emphasys Computer Solutions, Inc.

95. What will be the Anticipated Start Date for this opportunity?

Between 6/1/2026 and 7/1/2026. See A.3 of RFP.

96. Do you have any incumbent for this Opportunity?

Please see response to question 41: Yes, the current ILHousingSearch.org website is operated by Emphasys Computer Solutions, Inc.

97. Do you need support & maintenance service for the website?

Please see Sections F.2.9, F.3.16, and E.10.2.

98. What is the estimated budget for this project?

It is up to the vendor to provide their pricing plan in the items tab of the bid. We are unable to share IHDA’s budget for the project.

99. Can IHDA provide an overview of the databases the system would be expected to integrate with?

Please see response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

100. When considering the entire SOW, which features are the highest priorities and launch blockers?

Highest priority features include having a functional housing locator site available to the public by August 2028 to avoid any downtime and the waitlist management system due to its essential functions in helping to manage the Statewide Referral Network. Potential launch blockers on the housing locator side can include not having a website suitable for public use by August 2028 that does not meet the requirements of the RFP. Please refer to section F.1 and F.2 of the RFP for expected contract requirements, and section F.3 of the RFP for proposed technical solutions weighted by scoring/priority.

101. For the waiting list functionality, is the waiting list dashboards display only, or for users to edit the waiting list?

The system should allow users to edit the waiting list.

102. When interacting with individual property manager waitlists, is there an expectation that the system will connect with third party tools, such as Yardi?

No preference open to vendor suggestions.

103. Are there specific reports that IHDA is hoping to duplicate or replace using this system? If so, what format are they in? If not, are there existing requirements for reporting (cadence, format, information included, etc)?

Currently there are a number of routine reports needed in intervals including weekly, monthly, quarterly, and on an annual basis in addition to on-demand reporting functionality. As referenced in the RFP under F.1. Contract Requirements, reporting should be available for all relevant data points related to the website and waiting lists. Open to vendor suggestions, but reporting should at least be available in .csv format.

104. Can IHDA provide an overview of the databases the system would be expected to integrate with?

Please see response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

105. What is the budget?

Please see response to question 98: It is up to the vendor to provide their pricing plan in the items tab of the bid. We are unable to share IHDA’s budget for the project.

106. Is there a platform preference? The requirements need to be met as stated.

Open to Vendor’s proposed solution as long as the requirements are met, IHDA does not have a platform preference.

107. In order to properly quote hosting:

a. What is the average bandwidth usage per month?

Traffic for the site has exceeded 100,000 views, 35,000 searches, and 15,000 users per month.

b. Can you provide current storage requirements for both database and files?

Please see response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

108. What 3rd party integrations are included?

Please see response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

109. How many people will be administering content?

Four staff from IHDA have limited access to administer content on the site’s landing page.

110. What is the plan for content migration?

Open to Vendor’s proposed solution. Vendors should be prepared to address proper handling of Personally Identifiable Information (PII) and Protected Health Information (PHI).

111. How is the waitlist currently managed? What platform/technology is it on?

Please see Sections B.1-B.4. The waitlist is currently managed by a waitlist management team who is subcontracted through one of our partner state agencies. Waitlist Managers act as intermediaries between property managers and case managers, managing referrals. And please see response to question 41 for the second part of your question.

112. What is the full technology stack that the current site is using?

Please see response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

113. “The referral process is currently partially completed via printed documents, but should be migrated to a fully electronic system” – is this migration within scope?

Migration of printed documents within the current system is not expected to be included within the project scope; this was listed as an area of concern/challenge (Section B.3) with the current system. It is expected that the project scope proposes a fully electronic system.

114. Who supports the current site?

Please see response to question 41: Yes, the current ILHousingSearch.org website is operated by Emphasys Computer Solutions, Inc.

115. What was last year’s annual budget for website maintenance?

Annual budget for website maintenance was approximately a little over $210,000.

116. We are in process to obtain our SOC II certification. Do we need to have Type 1, Type 2, or can we be in process?

A Soc2 type 2 would need to be completed and reviewed by IHDA before we execute a contract. The Soc audit can be in process for the RFP process.

117. Could you share a budget or range of acceptable costs for the project? (e.g. $50k-100k, $100-250k, $250k+).

Please see response to question 98: It is up to the vendor to provide their pricing plan in the items tab of the bid. We are unable to share IHDA’s budget for the project.

118. What has been the total spend with the incumbent vendor over the course of the existing contract?

This is not confidential information and a FOIA request can be submitted to receive this information.

119. Can you describe any external integrations more complex than an iFrame or embed code? (e.g. API integrations, data integrations, third-party services.)

Please see response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

120. Do you have a preference for any particular CMS? Would you consider open-source solutions such as Drupal or WordPress?

While there is no policy against its use, security and maintenance would need to be documented.

121. Can we assume that most of the work may be conducted remotely, without a need for in-person meetings? We are open to travel as needed and/or required.

Tasks can be completed remotely .

122. Do you wish to keep or migrate all existing content to the new site build “as is”, or do you plan to review, edit and/or cut any unused or outdated content beforehand?

Vendors should be prepared to migrate a significant portion of the current data and be able to assess data quality issues that can reasonably be addressed during the transition from the existing system.

123. Can you provide more clarity on what you mean by a Customer support call center? Is this simply a link to some existing tool, or is developing some type of call center part of the project scope? If yes, please expand on the details Please see Sections F.1.21-F.1.24. Customer support can be provided via an existing or developed tool, vendor can propose solution, but this solution must adhere to the requirements in the RFP. Currently, customer support is provided by a subcontractor.

124. Who will be involved in the project from your team? Who would be the project lead? Do you have technical staff versed in your current system available to help as needed?

Program support staff who work closely within the current system and with the various account type holders (i.e., waitlist managers, property managers) as well as Information Technology staff will be involved through the duration of this process.

125. If Drupal is the chosen platform, are you open to a Drupal-specific cloud hosting platform such as Pantheon or Acquia?

These platforms would be acceptable as long as SOC 2 Type 2 certification is obtained before go live.

126. Is the expectation that the vendor will develop and promote marketing material for the project? Or is the job to help marketing interact with the website and various marketing initiatives?

It is a requirement that the vendor develop and promote marketing material for the project. See the following RFP areas for more detail: A.2.iv, F.2.10-F.2.11, and F.3.8-F.3.9.

127. Is all of the data on the site (listing, user account, wait lists) all self contained in a single system? Or are there multiple tools (external integrations, internal databases/tools) in play?

The current software utilized is proprietary to the current vendor. IHDA is not able to provide details regarding its data structure at this time. It is up to the vendor to provide their proposed data solution and structure within their bid.

128. Can you describe the current technology stack (web platform/CMS, database, etc.)?

Please see response to question 7: The current software utilized is proprietary to the current vendor. IHDA is not able to provide these details at this time.

129. Is there an opportunity to launch this August?

IHDA is not anticipating launching to the public until the end of the initial term (July 31st 2028). Please see question 6 above and section A.3 in the RFP.

130. Are waitlists first-come-first-served or priority ranked?

Please refer to question 35 above.

131. Can one client be on multiple waitlists?

Yes.

132. Is there a required integration with another state database?

Please see Section A.2.v. At this time, the City of Chicago is the only potential database anticipated to integrate with this system. Please see question 67.

133. How long are placements within the system active before needing recertification?

Currently, applications need to be recertified annually.

134. Do we need tools to manage renter certification or just getting a notification when a user needs to be recertified?

A notification from the system will need to be sent for recertification, as applications will need to be recertified annually (per question 133). Please see section B.4 of the RFP document.

135. Can multiple case managers refer the same client?

Please refer to question 73 above.

136. Are housing providers using a ranked system through your software?

No. The current software does include internal prioritization, but this is only available to the waitlist management staff.

137. Currently are case workers/managers certifying eligibility of renters in this system?

Case workers can refer renters and complete initial assessments, but the final eligibility decision is made by the housing provider. Please see F.1.11 for more details on the desired case manager accounts.