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Request for Proposal for Housing Authority SoftwareDate Issued:February 1, 2018Date Due:March 5, 2018

Housing Authority of the City of Pharr104 W. Polk AvenuePharr, Texas 78577Phone (956)787-1822Fax (956)781-3758Table of ContentsI.Introduction . - 3 -II.Selection Process. - 4 -III.Process for Inquiries. - 6 -IV.Description of Current Environment. - 7 -V.Proposed Software Functional Requirements . - 12 -VI.Proposal Guidelines . - 18 --2-

Housing Authority of the City of Pharr104 W. Polk AvenuePharr, Texas 78577Phone (956)787-1822Fax (956)781-3758I.IntroductionThe Housing Authority of the City of Pharr (PHA), in Pharr, Texas, is interested in upgradingits business software to increase efficiency and enable greater functionality. PHA has createdthis Request for Proposal (RFP) to be completed by all interested vendors and will reviewboth technical and cost considerations for each proposal.Copies of this Request for Proposal may be obtained at the 104 W. Polk Avenue, or may beobtained by faxing (956)781-3758 or e-mailing janie.barrera@pharrha.org.All questions regarding this RFP should be directed to Noel De León by fax at (956)7813758 or via e-mail to noel.deleon@pharrha.org.NOTE: Parties intending to respond to this RFP are requested to confirm receipt of the RFPvia e-mail at janie.barrera@pharrha.org to ensure proper distribution of any addenda oranswers to vendor questions. Failure to confirm receipt of this document will not disqualifyany vendor from the bidding process. However, PHA will not be responsible for sendingupdated information to those who do not confirm receipt of the RFP.PHA reserves the right to reject any and all proposals and to waive any informalities.-3-

Housing Authority of the City of Pharr104 W. Polk AvenuePharr, Texas 78577Phone (956)787-1822Fax (956)781-3758II.Selection Processa. EVALUATION PROCESSThe contract will be awarded to the Vendor whose proposal will be the mostadvantageous to PHA and whose price and other factors considered are the most closelyconforming to this RFP. Due to the evaluation procedure for the Request for Proposal,lowest dollar price MAY or MAY NOT indicate the successful Vendor. Price constitutesonly one of the several evaluation criteria. The Evaluation Committee will judge themerit of the proposals/interviews received that shall include, but are not necessarilylimited to those listed in the section below.b. EVALUATION CRITERIA#1234Evaluation CriteriaSystem FunctionalityCost (both initial and ongoing support)Vendor SupportCustomer ReferencesWeight35%25%30%10%c. INTERVIEWA committee determined by PHA staff will interview Vendors whose product isconsidered well qualified. The interview process may include a verbal interview, an online demonstration of the product, or an on-site demonstration of the product. PHAreserves the right to short list the RFP respondents and to interview only those PHA feelsare best qualified.d. NEGOTIATIONIn the event the parties are unable to enter into a contract, PHA may elect to negotiatewith the next most responsible bidder.-4-

Housing Authority of the City of Pharr104 W. Polk AvenuePharr, Texas 78577Phone (956)787-1822Fax (956)781-3758e. SCHEDULE OF ACTIVITIESThis timeline reflects and optimal conversion plan for PHA. It is anticipated that anactual timetable will be based upon both Vendor and PHA conversion constraints. Ifthese dates must be revised, everyone will be apprised. If possible, tasks beyond the RFPsubmission deadline may be accomplished sooner than indicated in the timetable.Official release of RFPVendor InquiresLast day for Vendor InquiriesRFP Submission DeadlineReview of submitted RFPsSelection of Top 3 CandidatesInterviews/DemonstrationsStaff Approval of VendorBoard Approval of VendorContract NegotiationsDevelop Installation/Conversion PlanUser TrainingConversion to New SystemGo – LiveFebruary 1, 2018February 2, 2018– February 28, 2018February 28, 2018March 5, 2018March 6 – March 16, 2018March 19, 2018March 26 – April 27, 2018May 4, 2018May 15, 2018May 16 – May 18, 2018May 21 – May 25, 2018NegotiatedJune 29, 2018July 1, 2018-5-

Housing Authority of the City of Pharr104 W. Polk AvenuePharr, Texas 78577Phone (956)787-1822Fax (956)781-3758III.Process for InquiriesAll inquiries regarding clarification of items in the RFP must be made in writing (e-mail orfax) and must be forwarded to:Noel De León, Executive Directornoel.deleon@pharrha.orgFax (956)781-3758The deadline for making such inquiries is February 28, 2018. If, in PHA’s opinion,additional information or interpretation of the RFP is necessary, such information will besupplied in the form of an Addendum that will be mailed and/or e-mailed to all Vendors whohave acknowledged receipt of this RFP and such Addendum shall have the same bindingeffect as though contained in the main body of the RFP. Only information distributed in thismanner shall be considered binding with regards to the RFP. Any verbal instructions orinformation concerning the specifications provided by PHA managers, employees, or agentsshall not bind PHA. No Addenda shall be issued by the PHA within seven (7) calendar daysof the proposal deadline. PHA responses to Vendor Inquiries will be distributed to allresponding Vendors. However, it shall be the responsibility of the Vendor to determine priorto the Proposal Due Date whether any amendments, additions, deletions, or changes of anytype have been made to the RFP.-6-

Housing Authority of the City of Pharr104 W. Polk AvenuePharr, Texas 78577Phone (956)787-1822Fax (956)781-3758IV.Description of Current Environmenta. THE AUTHORITY’S HOUSING PROGRAMSThe Housing Authority of the City of Pharr (PHA) is a public housing agency created byresolution of the City of Pharr in 1949 pursuant to Chapter 392 of the Texas LocalGovernment Code. The PHA is exempt from all taxes, including sales tax. The PHAmanages and operates a low rent Public Housing program and administers the HousingChoice Vouchers Program.The PHA also has two subsidiary non-profit entities that own and manage rentalproperties that will also use the software. These non-profit entities are the Pharr HousingDevelopment Corporation and the Pharr Affordable Housing Corporation.1. In 1992, the PHA formed a nonprofit corporation, Pharr Housing DevelopmentCorporation (PHDC). It was formed for the purpose of providing decentaffordable housing, building affordable housing, and to support the PHA’smission, and much more. PHDC is the sole member of four general partners infour low income housing tax credit (LIHTC) developments. They include LasCanteras Housing Partners, LTD (100 units), Mesquite Terrace, LTD (106 units),PHDC Parkview Terrace GP, LLC (100 units), and Sunset Terrace, LTD (100units). PHDC also owns 12 rental houses. The PHA has 130 public housing unitsand 86 project-based voucher units with the LIHTC developments.2. The PHA formed Pharr Affordable Housing Corporation (PAHC) in 2005 underTexas Local Government Code, Chapter 303. It is a nonprofit corporation formedfor the purpose of supporting the PHA’s mission, provide affordable housing,build affordable housing and much more. PAHC is the owner of Sunset TerraceSenior Village (80 units), a mixed finance affordable housing development with52 project-based voucher units.The PHA will fully use the software purchased not only for itself but for these existingsubsidiary entities and their general partners, as well as any future subsidiary entities itcreates.The table below lists the total public housing units in the PHA Public Housing Progamand their location. It also lists the total project based vouchers and their location, the totalnumber of housing choice vouchers and the number that are used on PHA properties, andlastly the total number of affordable housing units and their location.PropertiesTotalUnitsPublicHousingLas Canteras Apts.10040Mesquite Terrace10620ProjectBasedVouchers-7-86HCV onPHAPropertiesTypeEntity57LIHTCPHDCLIHTCPHDC

Housing Authority of the City of Pharr104 W. Polk AvenuePharr, Texas 78577Phone (956)787-1822Fax (956)781-3758Sunset Terrace Apts.1004051LIHTCPHDCParkview Terrace1003066LIHTCPHDCPHDC Homes12012AHPHDCLas Milpas Homes (Amp 3)3434PHPHAMeadow Heights Duplexes (Amp 3)7070PHPHA11PHPHA1212PHPHAAHPAHCHome at N. Cana St. (Amp 8)Los Pinos (Pharr Townhomes Amp 9)Sunset Terrace Senior VillageTotalTotal HCV (formerly Section 8)VouchersTotal Project-Based Vouchers80052615247138186690138Total Public Housing Units247LegendPHAPharr Housing AuthorityHCVHousing Choice VouchersPHDCPharr Housing Development CorporationLIHTCLow Income Housing Tax CreditPAHCPharr Affordable Housing CorporationAFAffordable HousingPHPublic Housingb. CURRENT SOFTWAREPHA currently uses software from Tenmast Software, Lexington, Kentucky, for all itsmajor housing authority and accounting functions. This product is a Windows -basedprogram. This software performs all PHA’s primary functions such as (EXPLAIN).PHA Operates the following Equipment :IT RoomBrandDell PowerEdgeT320HP DesktopAsus RT-N66UBuffaloDellPowerConnectHardware Type& RollAD &ApplicationServerTime ClockWorkstationNetworkFirewall /GatewayNetwork NAS24 Port NetworkSwitchSerialProcessor4GKNW12Intel16 geVersionBit1 TBServer 2008 R26480 GBXP Pro321 TBEmbeddedEmbeddedEmbedded

Housing Authority of the City of Pharr104 W. Polk AvenuePharr, Texas 78577Phone (956)787-1822Fax 5XeroxWorkCentre5755Printer /ScannerN/AN/AN/AEmbeddedPrinter /ScannerN/AN/AN/AEmbeddedPrinter CDP11st Floor Staff1st Floor StaffCase WorkerBrandWorkstation /Dell OptiPlex380Workstation /Dell OptiPlex380Workstation /Dell OptiPlex380Scan PC / DellOptiPlex 390Workstation /Dell OptiPlex380Workstation /Dell Optiplex380Workstation /Dell Optiplex3020Workstation /Dell Optiplex380Workstation /Dell Optiplex390Workstation /Dell Optiplex380Workstation /Dell Optiplex380Workstation /Dell Optiplex3802nd FloorAdmin2nd FloorAdminBrandReceptionistPublic HousingDirectorAssistantDirector PH/CFPScan PCCase WorkerIntake SpecialistCase WorkerHousing ChoiceVoucherDirectorSupport StaffManagerFSS/PHDCCase WorkerMemoryStorageVersionBitIntel 2Core4250 GBWin 7 Pro32Intel 2Core4250 GBWin 7 Pro324250 GBWin 7 Pro324250 GBWin 7 Pro32N/AIntel 2CoreIntel 2CoreN/AIntel 2Core4250 GBWin 7 Pro32N/AIntel 2Core4250 GBWin 7 Pro32N/AIntel i54500 GBWin 7 Pro32N/AIntel 2Core4250 GBWin 7 Pro32N/AIntel 2Core4250 GBWin 7 Pro32N/AIntel 2Core4250 GBWin 7 Pro32N/AIntel 2Core4250 GBWin 7 Pro32N/AIntel 2Core4250 GBWin 7 Pro32MemoryStorageWin VerBitFV5KT12Processor-9-