Active SLED Opportunity · ARIZONA · CITY OF TUCSON
AI Summary
The City of Tucson seeks proposals for a HUD-compliant Public Housing Authority Housing Management and Accounting Software system with integration, mobile apps, and portals. The contract is facilitated by Axia Cooperative for national cooperative purchasing.
The City of Tucson is soliciting proposals from qualified firms for Public Housing and Community Development Payment Management and Accounting Software services for the Department of Housing and Community Development. The new software system must clearly demonstrate the ability to conform to all HUD requirements for housing authorities, to incorporate project-based accounting, budgeting, and management, and to adhere to Generally Accepted Accounting Principles (GAAP).
The system will interface with the City of Tucson accounting system (WorkDay) via file imports and exports. The system must provide document management capabilities, have mobile applications for inspections and work orders, inventory management capabilities and have online landlord, tenant and applicant portals with capacity for document submission, workflow routing, and payment processing. HCD is currently using Emphasys Elite software and expects to have less than 150 users utilizing the newly awarded software solution.
The Department of Housing and Community Development (HCD) is the department responsible for administering housing, community development and social services programs. With funding from the U.S. Department of Housing and Urban Development (HUD), HCD is the Public Housing Authority (PHA) responsible for operating housing programs that assist families throughout Tucson and Pima County, Arizona. HCD administers more than 1,500 units of public and affordable housing within the City of Tucson. The Section 8 tenant-based Housing Choice Voucher (HCV) assistance program includes more than 5,000 vouchers. HCD administers the HCV program for the jurisdiction of the City of Tucson and for Pima County, Arizona. HCD’s housing portfolio also includes Multi-family, Mixed Financed Affordable, Tax Credit, HOME, and NSP (market rent) units.
The greater Tucson metropolitan area is approximately one million people, many of whom travel through or commute to the city. This City is entirely within the Pima County boundaries. The population fluctuates on a seasonal basis with tourists, seasonal visitors, dual residents, and college students. There are substantial representations from many ethnic populations in the metro area. The key languages spoken within the region include, but are not limited to, English, Spanish, Arabic, Korean, Mandarin, Swahili, Vietnamese, and Chinese.
NATIONAL CONTRACT REQUIREMENTS
Axia Coop LLC (“Axia Cooperative” or “Axia”) is a national public sector cooperative purchasing organization. Axia works with respected leaders from the public procurement community to offer a growing portfolio of master agreements that leverage national volume to deliver savings, efficiency, and innovation for non-federal public sector agencies. Each agreement is publicly solicited by a lead agency utilizing the strictest of procurement standards. The resulting awards address the dynamic needs of today’s evolving market while providing both value and cutting-edge solutions. For more information about the contracting process, please visit axiacoop.org/contracting-process.
The City of Tucson has entered into an agreement with Axia Cooperative to facilitate the Request For Proposals (RFP) and act as the primary contracting authority for the term of the resulting contract(s). Resulting contract(s) is/are made available to other public agencies nationally for “piggybacking” through the Axia Cooperative purchasing program and authorized by various joint powers authority statutes, rules and regulations within each state and local jurisdiction.
While Axia Cooperative makes no guarantees as to exact quantities and/or purchase volume made by Participating Agencies, the estimated annual volume for purchases made nationwide through this contract category is $25,000,000. Please see Attachment C for more information regarding the Axia Cooperative purchasing program.
Offerors must submit a Year 1-5 total cost pricing proposal under method of approach that includes, at minimum, the following components which will be listed on the price page:
B. Implementation Costs
C. Training Costs
D. Support & Maintenance
E. Optional/Additional Costs
F. Five-Year Total Cost of Ownership (TCO)
G. Cooperative Purchasing
Provide a comprehensive Not-To-Exceed (NTE) pricing / discount structure for participating agencies of the Axia Cooperative purchasing program. This may be a list of products/solutions, categories, etc. with corresponding minimum discounts, individual products with NTE unit prices, minimum hourly service rates, etc.
Describe your pricing methodology. Do you utilize a discount off of list model, “web” pricing minus discount model, etc.
Describe any regional and/or individual custom pricing lists that may be available to participating agencies of the Axia Cooperative purchasing program. Detail how this kind of program can be extended to one or more participating public agencies, the number of items that can be made available through such a program, how and how often the list is updated, limitations based on the type and size of the participating agency, etc.
Describe if and how volume discounts may be applied for certain orders.
The Proposer shall provide a comprehensive, fully integrated Public Housing Authority Payment Management and Accounting Software solution designed to meet the operational, regulatory, financial, and reporting requirements of the Department of Housing and Community Development (HCD). The proposed solution will be scalable to support up to 200 users (approximately 150 anticipated).
See attachment I for Method of Approach that needs to be submitted with your proposal.
The City seeks vendors with demonstrated experience providing accounting and payment management solutions for public housing authorities or similar public-sector entities.
Proposals will be evaluated based on:
1. Provide information for personnel to include:
B. References & Past Performance
1. Provide detailed information for the following:
The City may contact references and consider past performance in scoring.
C. Company Information
1. Provide a detailed overview of your company, including years in business, corporate headquarters location, number of employees and types of business.
2. Detail your experience in the supply of Public Housing Authority Housing Management and Accounting Software.
3. Demonstrate your company’s ability to meet the evolving needs of public sector customers of varying sizes and locations.
5. Detail your national product and service delivery distribution network. Do you leverage subcontractors for any work?
6. Provide information on your organizational capacity to support long-term contracts.
As stated in the Instructions to Offerors. Discounts, the price(s) herein can be discounted by _______%, if payment is made within ______ days. These payment terms shall apply to all purchases and to all payment methods.
Cooperative Purchasing allows other public agencies to piggyback on the City of Tucson’s contracts. Will your firm provide Axia Cooperative, as the administrator of this national cooperative contract, an administrative fee in the form of a percentage of sales?
Please ensure that all required information is included with your response.
Please upload your response to the Evaluation Criteria.
Please upload your Pricing Proposal (if applicable).
Please upload your signed Offer and Acceptance form.
Please note: The City of Tucson is a public agency subject to public records laws. Therefore, all requests to withhold information from the public record must be accompanied by justification. Pricing will not be held confidential.
If you answered yes, then you must use this field to identify the sections of your submittal that you are requesting be withheld from public record.
If sections are not identified as confidential in this field, your request to hold information confidential may not be accepted.
Please note: The City of Tucson is a public agency subject to public records laws. Therefore, all requests to withhold information from the public record must be accompanied by justification. Pricing will not be held confidential.
In accordance with Instructions to Offerors - Exceptions to Contract Provisions, any exceptions that an offeror wishes to submit for the City's consideration must be indicated here in order to be considered.
Will Living Wage Requirements be a part of the resulting contract?
Please select the required language that should be included under Special Terms and Conditions for this project. Please select all that apply.
Please select the additional insurance coverages required for this project. Please select all that apply.
What is the initial term of the contract?
Please use the following format: one (1)
Even if you selected auto renewal, you need to add the initial term, i.e. one (1)
Will renewal options be given with this contract?
If you selected Auto Renewal, select No.
What is the renewal term of the contract?
Please use the following format: four (4)
If no extension options will be given or you selected automatic renewals, please enter "N/A".
Will you build the pricing table in OpenGov Procurement?
If you will be requesting the pricing to be provided by the vendor outside of the OpenGov system, have you attached the required document to this solicitation?
Do you have any attachments?
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
SamSearch Platform
AI-powered intelligence for the right opportunities, the right leads, and the right time.