GREENSBORO HOUSING AUTHORITY

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1 GREENSBORO HOUSING AUTHORITY 450 North Church Street Greensboro, NC REQUEST FOR PROPOSAL (RFP) PROJECT MANAGEMENT SOFTWARE Issued: September 11, 2017

2 Table of Contents PURPOSE OF THIS RFP... 3 PROFILE OF THE AUTHORITY... 3 SPECIFICATIONS/STATEMENT OF WORK... 4 PROPOSAL CONTENTS: Proposals must include the following:... 5 CONTRACT EVALUATION... 7 CONTRACT REQUIREMENTS:... 7 EVALUATION CRITERIA:... 7 PROPOSAL SUBMITTAL:... 8 HOUSING AUTHORITY S RESERVERATION OF RIGHTS..8 ADDENDUM A Specifications/Statement of Work ADDENDUM B Fee Schedule ADDENDUM C Non-Collusion Affidavit

3 I. PURPOSE OF THIS RFP The Greensboro Housing Authority (GHA) invites all interested vendors to submit proposals to provide project management software, storage, and services. It is GHA s intention to utilize a comprehensive project management software system to deliver safe, quality, affordable housing development and construction projects. II. PROFILE OF THE AUTHORITY The Greensboro Housing Authority is located in Greensboro, North Carolina. GHA is a public agency, which provides affordable housing and housing assistance to low and moderate income residents of Guilford County, North Carolina. GHA is governed by a seven member Board of Commissioners appointed by the mayor of the City of Greensboro. A Chief Executive Officer is appointed by the GHA Board and is responsible for managing the daily operations of the agency with a budget of approximately $33 million and a staff of 108. GHA owns and/or manages 2400 public housing units. GHA also has approximately 3500 Housing Choice Vouchers. GHA utilizes Yardi Voyager for its company software and housing management software platform. Attention is called to the Equal Employment Opportunity Requirements of all contracts entered into by the Greensboro Housing Authority. All Proposals will be considered without regard to race, color, religion, sex, national origin, age, marital or veteran status, the presence of a non-job related medical condition or handicap, or any other legally protected status. The Greensboro Housing Authority is an Equal Opportunity Employer. 3

4 III. SPECIFICATIONS/STATEMENT OF WORK Specifications that are applicable are listed below. The proposed solution should address the key technologies and functionality, including but not limited to: Document Management Document filing Document indexing File retrieval Unlimited and Secure File Storage Workflow / Collaboration Archive / Tack s Contracts Drawings Daily Logs Customized Project Reports Noticeboard/dashboard concept for task management Compatibility with smartpohones, tablets and existing computer systems (Microsoft office 365, Sharepointe, Yardi, Paychex) Contract Management Features Purchase Orders Subcontracts Change orders Other Contract documents Bidding platform (Invitation to Bid, notices, electronic bidding, evaluation, selection, document retention Project Specifications, drawings, bid packages) Document Control Features Request for Information / Architectural Design Information Project Submittals Document Management Transmittals Drawing Management Meeting Minutes Project Site Features Punch List Photos Project Schedule / Updates Daily Construction Reports Meeting Minutes 4

5 Software Implementation Features Initiation / Set-up Training (Initial, Ongoing) Support Consultation / Customer Support Account representation Software Integration and Roll-out (timing, resource demands) Integration/Interoperability with Yardi Voyager, Microsoft Office products and software platform, Apple (IOS) software platform, Adobe Acrobat and mobile platforms. IV. PROPOSAL CONTENTS: Proposals must include the following: Price to complete the project (include attached FEE SCHEDULE) including System Software and Licensing, Equipment Costs, Installation and Configuration Costs, Training Costs, 1st through 3rd Year Software Maintenance, technical support and all other costs. Project time-line (anticipated start date and duration) Answers to all questions on attached document (DESIRED SYSTEM FUNCTIONALTY LIST). Housing Authority References (2) minimum Signed Certification and Representations of Offerors - HUD form C; This form is available on-line. Acknowledgement that the Bidder has read and will comply with the regulatory requirements in HUD Form 5369-B (Instructions to Offerors, Non-Construction) and HUD Form 5370-C (General Conditions for Non-Construction Contracts Section I). Forms are available on-line. Statement of Compliance with HUD Section 3 - Evidence of experience and knowledge working with Section 3 compliance. Statement that neither the firm nor members of the firm are debarred, suspended or otherwise prohibited from professional practice by any federal, state, or local oversight, regulatory or law enforcement authority. 5

6 Statement that the firm is financially sound and has financial resources sufficient to successfully execute this prospective project in the time frame outlined. Statement that the firm operates in full compliance with all applicable civil rights and nondiscrimination statutes, executive orders, rules and regulations. Statement evidencing firm s knowledge of federal, state and local codes, especially as they relate to this project. Affidavit of non-collusion Original Proposal in electronic format and three (3) hard copies must be submitted 6

7 V. CONTRACT EVALUATION GHA only contracts with vendors that are qualified to perform the work at the sole discretion of GHA. GHA reserves the right not to award a contract to any firm or person with a history of poor performance on projects performed for GHA at the sole opinion and discretion of GHA. GHA will not contract with any firm or person that is listed on federal debarment lists. References will be checked on the top bidders. GHA reserves the right not to award a contract to anyone whose references are less than satisfactory at the sole discretion of GHA. GHA reserves the right to sole and exclusive judgment in the determination of the qualifications of the proposers. GHA reserves the right to reject any and all proposals or to accept or select any proposal as GHA, in its sole and absolute discretion, determines best meets its needs, or to negotiate the fee. GHA reserves the right to waive any informality in any submissions received. GHA reserves the right to request additional information, an oral discussion or a presentation in support of written proposals in order to award a contract to the most responsive and qualified proposer. VI. CONTRACT REQUIREMENTS The successful bidder will enter into a contract with GHA. GHA desires to issue an initial contract for a three-year period with options to renew for two additional one-year terms. The total duration of this contract, including all options, shall not exceed five years. Contractors are responsible for compliance with the GHA contract and all applicable local and federal regulations by themselves and by their sub-contractors. Contractors must obtain the minimum insurance requirements, including workers compensation insurance and show evidence of such coverage before a contract will be executed. VII. EVALUATION CRITERIA The Greensboro Housing Authority reserves the right to accept or reject any or all proposals, or to waive any formalities. GHA may, at its option, decide to reject all proposals. GHA reserves the right to make an award based on the proposals for the software/system that in its determination best fits its needs and/or to negotiate further with one or more vendors. The vendor selected for the award will be chosen on the basis of greatest benefit to GHA, not necessarily on the basis of lowest price. 7

8 To determine the vendors to further evaluate, the Authority will review and rank all proposals against the following weighted criteria. Organization s experience in this area 20 points Customer references 8 points Support methodology 10 points Response to functional requirements 20 points Response to technical requirements 20 points Implementation complexity 10 points Cost 12 points VIII. PROPOSAL SUBMITTAL ALL PROPOSALS MUST BE RECEIVED IN WRITING BY September 22, 2017 By 4:00 PM Proposals may be submitted by mail or hand delivery in a sealed envelope to: Greensboro Housing Authority ATTN: John Brittain 450 North Church Street Greensboro, NC An electronic copy of the proposal must be submitted to Questions regarding the RFP or scope of work must be submitted via to A list of questions received and their answers will be posted to GHA s website, as an Addendum. IX. HOUSING AUTHORITY S RESERVATION OF RIGHTS Right To Negotiate Final Fees: The HA shall retain the right to negotiate the amount of fees that are paid to the successful proposer, meaning the fees proposed by the top-rated proposer may, at the HA's options, be the basis for the beginning of negotiations. Such negotiations shall begin after the HA has chosen a top-rated proposer. If such negotiations are not, in the opinion of the CO successfully concluded within 5 business days, the HA shall retain the right to end such negotiations and begin negotiations with the next-rated proposer. 8

9 The HA reserves the right to reject any or all proposals, to waive any informality in the RFP process, or to terminate the RFP process at any time, if deemed by the HA to be in its best interests. The HA reserves the right not to award a contract pursuant to this RFP. The HA reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its convenience upon 10 days written notice to the successful proposer(s). The HA reserves the right to determine the days, hours and locations that the successful proposer(s) shall provide the services called for in this RFP. The HA reserves the right to retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of the HA Contracting Officer (CO). The HA reserves the right to negotiate the fees proposed by the proposer entity. The HA reserves the right to reject and not consider any proposal that does not meet the requirements of this RFP, including but not necessarily limited to incomplete proposals and/or proposals offering alternate or nonrequested services. The HA shall have no obligation to compensate any proposer for any costs incurred in responding to this RFP. The HA shall reserve the right to at any time during the RFP or contract process to prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. By accessing the nahro.economicengine.com Internet System (hereinafter, the noted Internet System or the System ) and by downloading this document, each prospective proposer is thereby agreeing to abide by all terms and conditions listed within this document and within the noted Internet System, and further agrees that he/she will inform the CO in writing within 5 days of the discovery of any item listed herein or of any item that is issued thereafter by the HA that he/she feels needs to be addressed. Failure to abide by this time frame shall relieve the HA, but not the prospective proposer, of any responsibility pertaining to such issue. 9

10 Addendum A Specifications/Statement of Work Specifications that are applicable are listed below. The proposed solution should address the key technologies and functionality, including but not limited to: Document Management Document filing Document indexing File retrieval Unlimited and Secure File Storage Workflow / Collaboration Archive / Tack s Contracts Drawings Daily Logs Customized Project Reports Noticeboard/dashboard concept for task management Compatibility with smartpohones, tablets and existing computer systems (Microsoft office 365, Sharepointe, Yardi, Paychex) Contract Management Features Purchase Orders Subcontracts Change orders Other Contract documents Bidding platform (Invitation to Bid, notices, electronic bidding, evaluation, selection, document retention Project Specifications, drawings, bid packages) Document Control Features Request for Information / Architectural Design Information Project Submittals Document Management Transmittals Drawing Management Meeting Minutes Project Site Features Punch List Photos Project Schedule / Updates Daily Construction Reports Meeting Minutes 10

11 Software Implementation Features Initiation / Set-up Training (Initial, Ongoing) Support Consultation / Customer Support Account representation Software Integration and Roll-out (timing, resource demands) Integration/Interoperability with Yardi Voyager, Microsoft Office products and software platform, Apple (IOS) software platform, Adobe Acrobat and mobile platforms. 11

12 Addendum B Fee Schedule Contractor shall furnish all facilities, labor, materials, equipment, and perform all work as specified on the Fee Schedule and Specifications: ITEM UNIT PRICE: Imaging system software and licensing $ Equipment $ Installation and configuration $ Training $ 1st Year software maintenance $ 2nd Year software maintenance $ 3rd Year software maintenance $ Other costs (describe below) $ 12

13 Addendum C NON-COLLUSION AFFIDAVIT The undersigned bidder or agent, being duly sworn on oath, says that he/she has not, nor has any other member, representative, or agent of the firm, company, corporation or partnership represented by him, entered into any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting nor to prevent any person from bidding nor to include anyone to refrain from bidding, and that this bid is made without reference to any other bid and without any agreement, understanding or combination with any other person in reference to such bidding. He/She further says to the best of their knowledge, that no sales associate involved with this RFP has received directly or indirectly, any rebate, gift, or thing of value on account of such sale as of the date hereof. OATH AND AFFIRMATION I HEREBY AFFIRM UNDER THE PENALTIES FOR PERJURY THAT THE FACTS AND INFORMATION CONTAINED IN THE FOREGOING BID FOR PUBLIC WORKS ARE TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE AS THE DATE HEREOF. Dated this day of, (Name of Organization) (Title of Person Signing) (Signature) ACKNOWLEDGEMENT STATE OF ) COUNTY OF ) ) ss Before me, a Notary Public, personally appeared the above named and swore that the statements contained in the foregoing document are true and correct Subscribed and sworn to me this day of,. Notary Public Signature My Commission Expires: 13

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