The San Antonio Housing Authority (SAHA) requests responses from qualified firms to present proven and established web based property management software for the purposes of transitioning from the existing DOS property management software. The software will be utilized by 11 properties constituting 771 units which support Market, Tax Credit and Project Based Assistance clients.
CERTIFICATION: The contractor shall be certified by the software manufacturer, if available or required, to perform the services. Copies of certifications shall be provided.
SPECIFICATIONS: The contractor shall provide property management software with the following capabilities: Streamlined Workflow‐ must be able to provide a systematic way to process resident information from initial contact through move‐out, to include the following:
Must provide modules offering the ability to identify prospects quickly, record contacts and track progress towards residency. Comprehensive
Must offer the ability to use detailed weekly status information to prepare lease notices, lease expirations, renewals, move‐ins.
Ability to manage pending applications, move‐ins, move‐outs, deposit accounting, lease expirations, and renewals.
Ability to record and track renewals and lease expirations
An application process to include waiting list capabilities and daily traffic
Easy adjustments for error and adjustment tracking.
Rent‐roll reporting with the ability to track subsidy from market rents collected.
Ability to provide batches for daily rent collections
Daily dashboards including box score reporting
Customizable Letters
Customizable verification letters,
Customizable reports (ADOBE, PDF, Crystal, Excel)
Operational Reporting
Offer the ability to generate a summary of traffic and unit lease information, view property performance based on unit type.
Ability to setup move‐in and move‐out worksheets to automatically calculate and post charges, including proration (Auto billing).
Must provide various real time reporting abilities such as Rent Roll, Delinquency, Aged Receivables, Variance Reports, Invoice Reporting, Capital Expenditure Reports, Budget Reports, Box Scores, Lease Expirations, and adjustment reports.
Daily activity Report and alerts for tasks due,
Drill down from reports to transactions
Prospect monitoring and reporting
Financial Reporting
Ability to match accounting codes to existing JDE Edwards accounts.
Customize rights and roles, transaction account codes, adding custom fields, transaction accounting codes based on organizational policies
Must provide accounts payable and receivable modules for tracking of expenses and collections.
Provide up to date financial information.
Fully integrated General Ledger Accounting, Multiple Resident ledger reports by resident, open charges, HAP only Charges, or all charges
Compliance
Ability to provide annual recertification notice management, excess income reporting built in HUD regulations and validation checks.
Ability to calculate complicated annual income amounts
Waitlist management (HUD/RD Compliant)
Track, maintain and managed all household certification histories for all subsidy types
Streamline resident and subsidy rent collection, certification processing, manage repayment agreements and accelerated contract administration approval of subsidy payments.
Must offer the ability to be compliant with Low Income Housing Tax Credit (Section 42 LIHTC), HUD Project Based Section 50059 Programs, HOME Rental Program, USDA/RHS, MINC Complaint.
Must provide quick and easy pre‐qualifying, single data entry for multiple layers of subsidy, concurrent multi‐subsidy qualifying
Maintenance Management
Must offer the ability to create work orders, track job progress, review make‐ready status, schedule preventive maintenance, manage maintenance items in multiple inventory locations.
Ability to manage fixed asset depreciation and warranties.
Integrated maintenance tracking.
Ability to track pending work requests, alerts and exceptions.
Technical
Vendor must offer the ability to develop and execute an implementation plan through a comprehensive implementation service to include the following:
Technical Support after implementation
Data Conversion‐ Move data from existing system (MLS) to the new product.
Provide Training‐train onsite staff, via phone or online.
Optional Hosting Services‐ Provide security, dependability, and Scalability.
Custom Programming
Report Writing
The ability to provide System integration with JD Edwards and other software’s specializing in forms, billing, utilities and applicant screening services.
Must coordinate technical specifications with existing IT department of client to determine compatibility prior to implementation
Hosting Options
Ability to Web Host
Option to self host
Hybrid combination of both
Monthly Service Agreement
Offer monthly technical support or service agreement
LICENSING & CERTIFICATION
Contractor shall be licensed, if required, by the jurisdiction in which the upgrade is to be performed and the license shall be current and in good standing. The
Contractor shall be certified by the software manufacturer, if available or required, to perform the software upgrade.
Contractor is responsible for field verifying all quantities, conditions, variables, utilities and dimensions etc needed to provide the requested goods or services. The current system will be maintained in operation during the upgrade to eliminate downtime.
Must adhere to firewall security guidelines of the San Antonio Housing Authority
Must observe intellectual property rights off all collaborative software.
Installation, Testing and implementation:
Installation, data migration, training and implementation shall be complete within 180 days of notice to proceed.
Breakdown of Units and Programs Supported
Property Units Percentage (%) Composition of Property (Programs)
Bella Claire
67 30% AHDP (Tax Credit) 55% Market
15% Section 8
Castle Point
220 75% AHDP (Tax Credit) 15% Market 10% Section 8 Churchill Estates 40 85% Market 15% Section 8 Claremont 4 10% HOME (Program) Dietrich Road
30 35% AHDP (Tax Credit) 50% Market
15% Section 8
Pecan Hills
100 100% PBA (Project Based Assistance) Warren House 7 100% HOME (Program) Encanta Villas 56 100% BOND Homestead
157 80% AHDP (Tax Credit)
20% Section 8 La Providencia 90 85% Market 15% Section 8 Sunshine Plaza
100 100% PBA (Project Based Assistance)