RFP No. 256080 Housing / Tenant Management and Accounting Software Solution

The City of Salem, Oregon, on behalf of the Salem Housing Authority (SHA), is issuing Request for Proposals No. 256080 for a comprehensive housing and tenant management and accounting software solution to replace the current Elite system. The procurement seeks qualified vendors to provide integrated software supporting multiple housing programs, including Section 8 Housing Choice Vouchers, Public Housing, HUD Project-Based Rental Assistance, HUD 202/8 Units, and Low Income Housing Tax Credits (LIHTC), serving approximately 9,000 residents across 4,055 housing units. Key deliverables include software that integrates with HUD systems (EIV and TRACS), complies with Generally Accepted Accounting Principles (GAAP), provides data migration from existing Elite and legacy systems, comprehensive training, technical support, and ongoing maintenance. The RFP permits separate contract awards for Property Management, Section 8 Vouchers, and Accounting modules, with implementation not to exceed 12 months following contract execution and anticipated Notice to Proceed in August 2026. Evaluation employs a two-phase process: Phase I allocates 335 points across proposal requirements including cover letter, company profile, security measures, implementation approach, mobilization plan, fee proposal, and performance requirements, while Phase II awards 50 points for product demonstrations and customer reference checks, with pricing evaluated using the ratio method where the lowest-cost proposal receives maximum points. Proposals must be submitted electronically through Equity Hub's Bid Locker by June 12, 2026, at 4:00 PM local time, with the contract term extending one year from software go-live with four optional one-year renewal periods.

The RFP does not specify set-aside designations or restrictions on organization types, though successful proposers must carry commercial general liability insurance of at least $2 million, comply with Oregon wage and tax laws, maintain workers' compensation coverage, and adhere to nondiscrimination requirements. The current contractor is SHA's existing Elite software vendor, which the solution must replace and from which comprehensive data migration is required. Annual renewal costs for continued use and support must be provided for a minimum of one year with pricing proposals for an additional four years; however, specific budget ranges or award values are not disclosed in the RFP documentation. Qualified vendors should be experienced in housing authority software solutions with demonstrated capability to integrate with HUD systems and manage complex, multi-program housing portfolios while maintaining compliance with federal housing regulations and accounting standards.