Procurement/Bids/RFPs Section 3 Registry

RFP: Software

Introduction
1. Purpose of RFP
  The purpose of this Request for Proposal (RFP) is to solicit qualified proposals so that Odessa Housing Authority may select the best application software that meets the needs and requirements of the Public Housing Authority (PHA). The RFP process will ensure cost competitiveness among respondents or vendors, with the goal of selecting the most suitable software. The PHA urges all interested firms to carefully review the requirements of the RFP. Written proposals containing the requested information will serve as the primary basis for initial selection. The final selection will be based on the evaluation criteria as outlined in Section 9 of this RFP.
  
  Odessa Housing Authority is seeking to procure application software for the following areas.
  
  Required Features:
  - Waiting List
  - Section 8
  - Public Housing
  - EID
  - Bank Reconciliation
  - Positive Pay Compatibility
  - Rent Reasonableness
  - Financial Reports
  - Accounts Receivable
  - SEMAP Reporting
  - HQS/NSPIRE Inspections
  - Excel/Word Compatibility
  - Friendly Report Generator - Ability to Generate Ad Hoc Reports
  - VMS
  - Executive Portal
  - General Ledger
  - Accounts Payable
  - Demographic Reporting Capabilities
  - Repayment Agreement
  - Creation and Submission of 50058
  - Consumer Portals
  - Capabilities for integration with online banking applications
  - Capabilities for Direct Deposit of Housing Assistance Payments
  - Integrated Document Imaging System
  - Online Housing Application
  - Online Waiting List Application - Supported monthly and selection by date and time
    
    Additional Desired Features:
  - Cloud Based Option
  - Online Landlord access
    
    This RFP is being provided to vendors to solicit their proposed solutions for software that best meets the current and future information needs of the housing agency. This RFP will serve as a foundation for evaluating the features, functions, and associated costs of each of the recommended alternatives.
2. Scope of Proposal
  The vendor is to provide a proposal that includes, but is not necessarily limited to, the following:
  1. Applications software features and functions
  2. Implementation plan/training
  3. Ongoing support
    
    Estimated detailed costs associated with each of the above items must be included in the proposal.
3. Schedule of Activities
  Odessa Housing Authority will replace the necessary software as soon as possible. This timeline reflects an optimal/emergent conversion plan for the Odessa Housing Authority.
  - Action - Date Required
    - Release of RFP - July 15, 2024
    - Last date for Vendor Inquiries - July 31, 2024
    - Proposals Due - August 15, 2024
    - Contract Award Date - October 1, 2024
      
      Vendor proposals will be evaluated based on the criteria described herein. Odessa Housing Authority will rank vendors according to the most qualified vendors whose products and services best meet PHA's needs. Higher-ranked vendors may be invited to make a presentation to a committee.
4. Housing Authority Background
  The Odessa Housing Authority manages the operations of the Housing Choice Voucher (HCV), Mainstream and Public Housing Programs:
  - Housing Choice Voucher - 1,313
  - Mainstream - 33
  - Odessa HA Public Housing - 73
  - Rankin HA Public Housing - 10
5. Proposal Due Date and Addressee
  Vendors must submit one electronic copy of their response by email to:
  - Andrew Laabs, 432.333.1088
    
    Proposals must be received by 12:00 PM on August 15, 2024.
    Proposals not received by the deadline will be considered late and will not be considered.

Inquiries

Please make all inquiries for additional information to:

The deadline for submitting any questions or requests for clarification regarding the RFP is July 31, 2024. If the Odessa Housing Authority needs to provide additional information or clarify any part of the RFP, they will post this information on their website and email it to all vendors who have requested the RFP (the plan holders list). Any additional information or changes to the RFP will be sent as an official addendum to all vendors who have received the RFP, and this addendum will be considered an official part of the RFP, just as if it were included in the original document.

Verbal information or instructions given by PHA staff are not legally binding; only written information provided in the RFP or its official addenda is binding. Any additional information or changes to the RFP must be provided at least five days before the final proposal submission deadline.

If a vendor asks a question about the RFP, both the question and the PHA's response may be shared with all vendors responding to the RFP to ensure that all vendors have access to the same information. However, it is the vendor's responsibility to check for any updates or changes to the RFP before submitting their proposal. Vendors should regularly check the Odessa Housing Authority website or contact the Authority to ensure they have the most current information.