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

Background
The City of Salem is seeking proposals for a Housing/Tenant Management and Accounting Software Solution to meet the needs of the Salem Housing Authority (SHA). Established in 1969, SHA serves approximately 9,000 residents in Salem and Keizer, Oregon, administering various housing programs including Section 8 Housing Choice Vouchers and Public Housing. The selected software must comply with HUD requirements and Generally Accepted Accounting Principles (GAAP).

Work Details
The software solution must provide functionalities including:

1. Property Management: Reporting tools for rent rolls, user-configurable reporting, real-time dashboards, KPI monitoring tools, and global search capabilities.

2. Integrated Financial Management: Real-time synchronization of tenant ledgers and general ledger, automated financial reconciliation, budgeting support, delinquency tracking, and daily cash balancing.

3. Tenant Ledgers: User-friendly ledgers suitable for staff and tenants with full rent breakdowns.

4. Document Management: Ability to create and manage document templates without IT support, centralized document storage with audit trails.

5. Waiting List & Leasing Management: Full applicant lifecycle management with auditable waiting list draws.

6. Maintenance & Work Order Management: Mobile functionality for inspections and work orders with real-time updates.

7. Resident Communication Tools: Online portals for applicants and tenants for application submissions and mass communications.

8. Compliance Functionality: Integration with EIV and TRACS systems for compliance tracking.

Period of Performance
The contract will be effective for one year from the go-live date of the Software Solution.

Place of Performance
The services will be performed within the jurisdiction of the Salem Housing Authority in Salem, Oregon.

Bidder Requirements
Proposers must demonstrate experience with similar-sized housing authorities and provide a cover letter detailing their understanding of the project scope. They must also include financial stability information, organizational structure details, qualifications of staff assigned to the project, security measures for data protection, and a comprehensive approach to project implementation.