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The Commonwealth of Massachusetts Department of Housing and Community Development (DHCD) Request for Information

Posted February 12, 2014

For a Common Application and Central Waitlist System for Public Housing and a Voucher Management System

THE COMMONWEALTH OF MASSACHUSETTS DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (DHCD) REQUEST FOR INFORMATION

CONTENTS 1

2

INTRODUCTION................................................................................................................................................ 2 1.1

RFI PURPOSE ......................................................................................................................................... 2

1.2

AGENCY BACKGROUND ......................................................................................................................... 3

1.3

PROJECT BACKGROUND ........................................................................................................................ 4

1.4

PROJECT SCOPE ..................................................................................................................................... 5

REQUIREMENTS ............................................................................................................................................... 9 2.1

3

SYSTEM REQUIREMENTS ....................................................................................................................... 9

THE RFI PROCESS............................................................................................................................................ 15 3.1

VENDOR RESPONSES ........................................................................................................................... 15

3.2

GENERAL INSTRUCTIONS..................................................................................................................... 15

4

RESPONSE COST ............................................................................................................................................. 16

5

REVIEW RIGHTS.............................................................................................................................................. 16

6

PUBLIC RECORD ............................................................................................................................................. 16

APPENDIX A- GLOSSARY OF TERMS ....................................................................................................................... 16 APPENDIX B – LOCAL HOUSING AUTHORITIES IN MASSACHUSETTS ....................................................................... 17 APPENDIX C – REGIONAL ADMINISTERING AGENCIES IN THE COMMONWEALTH .................................................. 20 APPENDIX D – LINKS TO COMMONWEALTH OF MASSACHUSETTS TECHNICAL REQUIREMENTS ............................. 20

ISSUED BY THE DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT Respondents to this Request for Information (RFI) are invited to respond to any or all of the questions in this document. Responses to this RFI shall serve solely to assist the Commonwealth in understanding the current state of the marketplace as it applies to the solicited information and to inform the possible future development of a Request for Responses (RFR) or Request for Quotes (RFQ). This RFI does not in any way obligate the Commonwealth to issue or amend a solicitation. Responding to this RFI is entirely voluntary, and will in no way affect the Commonwealth’s consideration of any proposal submitted in response to any subsequent solicitation, nor will it serve as an advantage or disadvantage to the respondent in the course of any RFR or RFQ that may be subsequently issued or amended.

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THE COMMONWEALTH OF MASSACHUSETTS DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (DHCD) REQUEST FOR INFORMATION

1 1.1

INTRODUCTION RFI PURPOSE

The Massachusetts Department of Housing and Community Development (DHCD) is issuing this Request for Information (RFI) to elicit the best advice of knowledgeable persons in the vendor community regarding software and services for the systems we are interested in developing. This RFI consists of two separate and distinct system objectives: 1) a common application and central waitlist software system for state-aided public housing units, for the purpose of this RFI this system will be “Central Waitlist”; and 2) a client management system for state-funded rental assistance programs, for the purpose of this RFI this system will be “Voucher Management System” (VMS). Vendors responding to this RFI may elect to target both system objectives or submit a response that targets one specific system. DHCD is equally interested in responses from vendors with systems that may meet one or both of the RFI system objectives. Responses to this RFI should include information that will be useful to DHCD in subsequently drafting more detailed procurement solicitation(s) related to these projects. These systems should be web-based application systems; the systems should be configurable and scalable, and robust enough to handle concurrent transactions by both the public and internal staff. DHCD has a central application for the Housing Choice Voucher (HCVP) Section 8 (federally-aided) voucher program. DHCD would like to build on this success. As a result, DHCD is considering building a central application and waitlist system for the two primary types of state-aided public housing- vouchers and units. These two types of public housing are administered separately with separate budgets. There is an overlap in the applicants, some of the application and some of the administering entities; but the programmatic requirements do vary. There are some requirements for the voucher programs that the unit programs do not have, and vice versa. Nonetheless, it would be an advantage to have these two application and waitlists, administered and managed through one system. DHCD is looking for proven vendors who have the capacity to develop and support a software product; who have knowledge of the process of applying for public housing; and have the capacity to build and manage a central waitlist application system at a state-wide scale – with over 250 administering agencies, including DHCD, and hundreds of thousands of applicants. In addition, the system must be able to integrate with the existing Vacancy System, including the Unit Inventory and the Vacancy Ledger, web-based housing applications. As a result, the application software vendors who respond should discuss the capacity of their system to interact with external systems such as the Vacancy Ledger, or other systems that may already be in use in LHAs throughout the Commonwealth. DHCD would like to encourage all interested vendors to respond to the RFI. Since the purpose of an RFI is to elicit information, it would be beneficial to learn the limitations of this initiative. Eventually, we may determine that some requirements are better satisfied by a third party product or vendor. Additionally, we may choose to abandon some requirements in the final system requirements list. By gaining an understanding of best practices and what is available, we expect to create a more realistic Request for Responses (RFR).

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THE COMMONWEALTH OF MASSACHUSETTS DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (DHCD) REQUEST FOR INFORMATION

1.2

AGENCY BACKGROUND

The Massachusetts Department of Housing and Community Development (DHCD) is the Commonwealth’s lead state agency for housing, community development and municipal concerns. DHCD administers programs including federal and state supported rental assistance programs as well as a state-aided public housing program, the Commonwealth’s HOME Investment Partnership Act Programs, the Community Development Block Grant programs, the Low-Income Housing Tax Credit Program, the Neighborhood Stabilization Fund, the Housing Innovations Fund, the Facilities Consolidation Fund and numerous other ancillary programs to support neighborhoods, communities, and low and moderate income citizens of the Commonwealth. The Division of Public Housing and Rental Assistance at DHCD administers programs offering housing to the most vulnerable residents in our state. There are primarily two types of programs- units and vouchers. Units are physical spaces primarily owned and operated by the 240 local housing authorities (LHA) in the state. There are over 45,600 state-aided public housing units across the state. There are two types of vouchers: tenant-based vouchers which provide subsidies to support participants acquire private market rental units; and project-based vouchers, which attach long-term subsidies to specific site-based units to support participants with rental assistance. There are approximately 6,000 state-aided vouchers. These two types of public housing have an overlap in their administrators and applicant pool, but are administered separately by different bureaus within the Division and are funded separately. Within the Division of Public Housing & Rental Assistance, DHCD’s Bureaus of Housing Management and Bureau of Housing Development & Construction provide oversight and technical support to the 240 LHA for their state-aided public housing units. In addition to the state-aided units, many of these LHAs also have federally-aided units and vouchers. The LHAs vary in size from 2 units to over 13,000. These LHAs currently individually administer their own waitlists for public housing programs, following state laws and regulations. All LHAs accept the Universal Standard Application for state public housing, and state voucher programs, but any housing authority that has federal programs uses a separate application for those programs. Additionally, some of the larger LHAs have their own application. DHCD’s Bureau of Rental Assistance administers federal and state rental assistance programs and homeless prevention programs including but not limited to: the federal Housing Choice Voucher program (tenant-based and project-based) including Tenant Protection Vouchers, Enhanced Vouchers, and various special purpose voucher allocations; the Section 8 Moderate Rehab and Moderate Rehab/SRO programs; and state-funded rental assistance including the Massachusetts Rental Voucher Program (tenant-based and project-based), the Alternative Housing Voucher Program, HomeBase, and Rental Assistance for Families in Transition. For purposes of this document, these rental assistance programs are collectively referred to as “Rental Assistance Programs.” Currently, nine regional administering agencies (RAAs), approximately 130 LHAs, and one limited partnership, administer these Rental Assistance Programs throughout the Commonwealth on behalf of DHCD. For the purposes of this RFI, DHCD is interested in systems that will enhance the Division’s ability to manage, administer and monitor programs that receive state-funds. DHCD is not pursuing a system for federal funded programs.

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THE COMMONWEALTH OF MASSACHUSETTS DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (DHCD) REQUEST FOR INFORMATION

1.3

PROJECT BACKGROUND

The purpose of this RFI is to solicit information on the potential of these systems from informed vendor in order for DHCD to make informed decisions on the process moving forward. State-Aided Public Housing Unit Central Waitlist Project Background DHCD is looking to update and modernize the process and system for applying to public housing by developing a web-based Central Waitlist. This would be a major improvement to the efficiency of the current system. What follows are the existing conditions for the three main components of the application process: the application (by prospective tenants), processing the application (by LHAs), and purging the waitlist. APPLICATION 



Each LHA has their own application, but DHCD also provides a universal application that is accepted by all LHAs. The DHCD universal application can be used to apply for state-aided public housing units and vouchers. Applicants must apply separately to federal public housing programs. In the current system, an applicant fills out a paper application and sends it individually to each LHA that he/she is interested in applying to. The universal application once completed and signed can be photo copied to be sent to multiple housing authorities. The photo-copy is as valid as the original.

PROCESSING APPLICATIONS  The current system is primarily one of paper documents individually held and maintained at each LHA.  When an applicant sends multiple applications to multiple LHAs, each has to be entered separately into the LHA’s database. Currently, there is no way to track duplication of applicants across LHAs. With some exception, most LHAs do not or cannot track duplication of applications within their applicant pool. PURGING/UPDATING INFORMATION  Applicants continue to communicate with all LHAs they have applied to including requests for additional information, waitlist purges, offers of housing, etc. When an applicant is accepted into one program, the other LHAs are not necessarily informed. It is difficult for applicants to maintain communication with all LHAs. If they do not respond or update their change of address, it results in them being removed from the waitlist, even if they still have the need.

State-Aided Voucher Management System Background DHCD wants to provide a web-based system for program administrators to manage state-funded voucher programs that includes a centralize systems for data entry, financial management, waitlist management, participant management, check processing, program reporting, and other mission critical functionality. 

State-funded voucher programs include the Massachusetts Rental Voucher Program (MRVP) approximately 6,000 program vouchers, the Alternative Housing Voucher Program (AVHP) approximately 410 program vouchers, Department of Mental Health (DMH) 1,420 program vouchers, HomeBase Household Assistance, and Rental Assistance for Families in Transition. For purposes of this document, these rental assistance programs are collectively referred to as “Rental Assistance Programs.”

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THE COMMONWEALTH OF MASSACHUSETTS DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (DHCD) REQUEST FOR INFORMATION



These Rental Assistance Programs are administered by a mix of non-profit Regional Administering Agencies (RAAs) and Local Housing Authorities (LHAs).

 There are 240 LHAs in the Commonwealth that administer the MRVP, AVHP and DMH programs. These agencies vary in size and use self-selected software systems to administer these programs. DHCD does not currently mandate the use of a specific system. 

DHCD has a “legacy system” that is internally maintained for processing financial transactions for voucher payments and administrative fee payments. This is a web-based system that connects to an antiquated database. This system is not integrated with any other system used by the RAAS or LHAs.



DHCD also oversees the administration of federal vouchers through 8 independent RAAs in the Commonwealth. This voucher program currently has a software application and management system similar to the one described in this RFI.

1.4

PROJECT SCOPE

State-Aided Public Housing Unit Central Waitlist Proposed Scope The proposed project scope for the public housing central waitlist is described below following the same pattern as the project background: the application (by prospective tenants), processing the application (by LHAs), and purging the waitlist. These three sections are followed by a few additional points. APPLICATION 





The common application for the Central Waitlist system will allow applicants to apply to state-aided public housing in every community they are interested in living in by either, 1) submitting one application to one LHA or 2) accessing and filling out the common web-based application from a secure server. This revised process will save applicants time and energy. The common application for the Central Waitlist will be a simple 4-6 page form. It will require basic information in order to determine: uniqueness of applicant, current contact information, household composition, basic eligibility, programs and communities of interest to applicant, and any applicable priorities and preferences. Applications and relevant forms will be available online and at LHAs in a number of languages.

PROCESSING APPLICATIONS  The new system will be web-based.  The Central Waitlist system will hold all information electronically online in a central ledger.  An application for multiple LHAs will only need to be entered into the system once. If the application takes place online, the information will be entered by the applicant and will not need to be entered by LHA staff.  Files will be maintained electronically- creating a system that is more searchable, less prone to human error, and more transparent.

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   



The Central Waitlist system will process the initial application and automatically establish basic eligibility. The LHAs will see a savings of time and energy by staff in processing applicants and maintaining the waitlists. Applicants will be given a unique control number when they enter the system that will stay with them throughout the process. LHAs will be able to pull from the central waitlist to get a list of applicants to fill available units. Applicant waitlist pulls will be weighted according to priorities, preferences, the time stamp of the initial application and the information received on the common application. A thorough eligibility and background check will be completed by the individual LHA at the time applicants are pulled from the central ledger.

PURGING/UPDATING INFORMATION  The Central Waitlist will be purged every 2 years by a central administrator. Requests for updated information will be done electronically and by mail. Failure to respond will result in being removed from the waitlist. However, applicants removed will have one year to notify the central administrator to retain their original place on the waitlist. Applicants are responsible for ensuring that the central administrators have their current contact information. Applicants can update their application at any time on the web or by mail.  The process for applicants of not only applying for housing, but also updating information as it changes or during waitlist purges, will require response to only one entity as opposed to several to dozens, thereby easing the required effort, saving time, and improve the likelihood of receiving housing and not being purged prematurely.

OTHER  The system will take advantage of all forms of communication (mail, email, telephone) to administer and manage the application system.  Currently, with duplicative applicants across hundreds of LHAs, it is a challenge to quantify the demand for public housing. A centralized system, in which applicants can only apply once, will give the Commonwealth a better understanding of the demand for this resource.  There is now and will continue to be a disparity in the waitlists in various LHAs- as some have waitlists that are several years in length and others only months. This system will allow applicants to see where they are on respective waitlists at given points in time and may help them modify their choices given that information.  The application system will be designed to be capable of reporting on data collected.

State-Aided Voucher Management System Proposed Scope The proposed scope for the Voucher Management System is intended to develop and implement standardize systems among the agencies that administer state-aided voucher rental assistance programs and enhance DHCD’s ability to manage programs and conduct oversight of administering agencies.

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THE COMMONWEALTH OF MASSACHUSETTS DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (DHCD) REQUEST FOR INFORMATION

SYSTEM MODULES  Centralized Waitlist  Client Management System  Financial Management System  Reporting Center and Dashboard

CENTRALIZED WAITLIST  Web-based waitlist for applicants to apply to state-aided rental assistance programs, which allows applicants to select all applicable programs and regions on the Commonwealth in which they are interested in residing.  Each applicant should be assigned a unique username and password in which they can access their application through a web-browser and update their information.  System should provide a log to track activities for all users which include but not limited to, applicants, DHCD, and program administrators.  System should provide reports and tools to track applicant’s status, which include but not limited to applicant on waitlist, applicant selected for eligibility, applicant selected for voucher, applicant not eligible for benefits, applicant purged from waitlist, etc.  System should provide the functionality for mass-mailing to applicants, consisting of mail merge features for easy printing and mailing.  System should provide the functionality for DHCD or administrators to purge the waitlist and update an applicant’s status.

CLIENT MANAGEMENT SYSTEM  Web-based Client Management System to administer rental assistance vouchers and track program participants, owners and units.  System should be able assign unique identifiers to each program participant, owner, and unit.  System should have coding n structure for tracking each program and sub-programs or targeted special program.  System should be able to assign and track multiple participant caseloads for program administrators.  System should be able to incorporate program regulations, policies and procedures, which include but not limited to, annual and interim recertification, subsidy calculation and rent share determination, unit relocation and leasing, track household income and deductions, and conduct program issuance and program terminations.  System should consists of tools to track special program incentives or objectives that support program outcomes, these include but are not limited to, tracking economic mobility and self-sufficiency, advancements in education, employment, assets, credit score, child-care, et.  System should consist of tools to highlight and track specific housing concerns or issues, which include but not limited to, medical issues, health care, accessibility, language, etc.  System should be able to produce standardized letters related to program transactions with language options and with mail-merge functionality for easy printing and distribution.  System should be able to incorporate program forms and documents into processes to streamline administration.  System should have the functionality for users to create and share notes related to program participants, owners and units.

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FINANCIAL MANAGEMENT SYSTEM  Web-base financial management system to process program payments in which administrators can request subsidy advances and administrative fees.  System should allow administrators to adjust and reconcile payments based on actuals.  DHCD should be able to use this system to track payment activity of advances and reconciliation.  System should consist of tools for DHCD to change and track administrative fees for administrators  System should consist of tool for oversight and quality control allowing DHCD to monitor financial activities among program administrators.  System should work in conjunction with year-end required reporting and provide the necessary reports for annual audits.

REPORTING CENTER AND DASHBOARD  Web-based reporting center and dashboard for use by program administrators and DHCD.  System should provide key reports related to program activities and management.  System should produce reports across all three modules.  System should produce reports on participant demographics and household characteristics.  System should produce reports on unit information.  System should produce reports on voucher utilization, voucher issuance, and voucher termination.  System should produce caseload reports for administrators to conduct annual recertification and track overdue recertification.  System should provide key waitlist information, such as the number of applicants, applicant demographics, and status reports.  System should produce a range of reports on quality control and quality assurance indicators related to program administration

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THE COMMONWEALTH OF MASSACHUSETTS DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (DHCD) REQUEST FOR INFORMATION

2

REQUIREMENTS

This RFI includes descriptions, at a very high level, of the project requirements. The purpose of these requirements is to guide the vendor when responding to this RFI. DHCD reserves the right to change requirements at the eventual time of vendor contract. These represent our understanding of the project’s needs at this time.

2.1

SYSTEM REQUIREMENTS

The system requirements may be categorized in the following two groupings: Business Requirements and Technical Requirements. The high-level requirements for each of these groupings are listed. There are likely many more system requirements; however, the key requirements are listed below. The system requirements laid out in the following pages are important, but relatively broad and, for the most part, apply to both projects discussed in this RFI. There are noted exceptions- the Fiscal and Inspections Management business functions will only be needed by the Voucher Management System.

2.1.1 BUSINESS REQUIREMENTS Business Requirements Category 1: Online Services The system must include on-line services for applicants, LHAs, DHCD, and the public. The requirements for on-line services are as follows: Requirement Number 1.1

Category

Requirement Description

1.2

On-line Services

1.3

On-line Services

1.5

On-line Services

The system must/should include the ability to upload and store document attachments (.pdf, .doc, .gif, etc.) as a part of the application process, particularly a history on their background.

1.6

On-line Services

1.7

On-line Services

The system must include the ability to selectively block sensitive information. The system must have an extranet function that allows approved DHCD and LHA staff to obtain and enter applications.

On-Line Services The system must enable an applicant to apply for public housing over the internet, as well as perform other tasks related to the application including updating information and checking on status. The system must provide a secure login capability, which provides authorized access to secure applicant data. The system must give the applicant the ability to view his/her own data for tracking the status of the application, data corrections, and updates.

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Business Requirements Category 2: Application Functions The system must include functions to manage the application process for DHCD and the LHAs. The requirements for application functions are as follows: Requirement Number 2.1 2.2

2.3 2.4 2.5

2.6 2.7

2.8 2.9 2.10

Category

Requirement Description

Application Functions Application Functions

The system must allow applicants to apply online or for LHAs to apply online on behalf of an applicant. The system must be able to alert the applicant of missing data during the application process and not allow it to be submitted until all information is complete. The system must allow an LHA or DHCD employee to process and track all initial applications and updates. The system must be able to process the existing applications at the 240 LHAs, in both paper and electronic form. The system must be able to do an automated review of the applicant at the time of submittal to establish the basic eligibility of applicants based on data provided including income and household configuration. The system must be able to determine the types of programs and the range of unit size the applicant is eligible for. The system must include an application tracking function, which includes, for each applicant: memo fields; milestone and due date tracking with alerts and reminders for upcoming or overdue documents; letters; and tasks. The system must be capable of generating notifications, both as part of a batch process and as part of an on-demand process. The system must be able to search for and identify duplicate applications to ensure that each application is unique. The system should be able to assign a unique control number to each applicant that will stay with them throughout the process.

Application Functions Application Functions Application Functions Application Functions Application Functions

Application Functions Application Functions Application Functions

Business Requirements Category 3: Case Management Functions The system must be able to manage the processes that are involved with managing specific applications. Requirement Number 3.1 3.2

3.3

Category

Requirement Description

Case Management The system must be able to establish uniqueness of applicant. Functions Case Management The system must include the ability to define and log types of events or Functions actions relating to an application (ex. submittal of application, changes to application, offers of housing, and refusals of offers of housing). Case Management The system must include the ability to define and utilize types of reminders

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Functions

3.4

3.5

relating to the application (ex. alert and remind applicants of a purge of the system, offer of housing or request for additional information or need to respond). Case Management The system must include the ability to support applicants with their Functions cases with phone and email support. (ex. forgotten password, user name, checks on status on waitlist.) Case Management The system must allow authorized LHA and DHCD employees to attach Functions documents to specific applications as a record of applicant history that other LHAs can see. (ex. CORI checks, landlord or employer reference.)

Business Requirements Category 4: Output Requirements The system must be able capable of generating various types of output, such as reports, letters, reminders, etc. The requirements for Output Functions are as follows: Requirement Number 4.1 4.2 4.3

4.4 4.5

Category

Requirement Description

Output Requirements Output Requirements Output Requirements

The system must contain the ability to generate pre-defined reports with minimal user training. The system must contain the ability to build ad-hoc reports by trained, but non-technical staff members. The system must have the ability to print or email reports or letters generated by the system. They must be able to generate individually or in pre-scheduled batches. The system must provide the ability to create mailing labels from the data.

Output Requirements Output Requirements

4.6

Output Requirements

4.7

Output Requirements

The system must include the ability to generate notifications to applicants such as offers of housing, need for additional information, and alerts regarding the purging of the waitlist, in both letter and email form, and in multiple languages. The system must allow LHAs to pull, based on a formula, the most relevant applications for available units. The pulls should be semi-automated and blind. The pulls should be based on priorities and preferences that the applicants hold as well as information from their application including the number of bedrooms needed and town and program preferences. The system must be able to create public request data sets or reports, both on-line and in-house, including ad-hoc reporting by DHCD via MS SQL Server, MS Access, via a direct ODBC connection(s) to the production server.

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Business Requirements Category 5: Inspection Management Functions Only the Voucher Management System will have inspection management function requirements. For the Voucher Management System, the system must be able to manage the processes that are involved with inspections. The requirements for Inspection Management Functions are as follows Requirement Number 5.1

5.2

5.3

5.4

5.5

Category

Requirement Description

Inspection Management Functions Inspection Management Functions Inspection Management Functions Inspection Management Functions Inspection Management Functions

The system must manage the process of routine inspections.

The system must assist with tracking and scheduling inspections

The system must produce inspection notice letters for property owners and program participants The system should support inspection audits

The system must maintain an inspection history.

Business Requirements Category 6: Fiscal Requirements Only the Voucher Management system will have fiscal requirements. For the Voucher Management System, the system must be able capable of providing the functions for various fiscal processes. The requirements for Fiscal Functions are as follows: Requirement Number 6.1 6.2 6.3 6.4 6.5 6.6

Category

Requirement Description

Fiscal Requirements Fiscal Requirements Fiscal Requirements Fiscal Requirements Fiscal Requirements Fiscal Requirements

The system must manage routine financial transactions The system must track monthly subsidy advances and requisitions The system must track monthly administrative fees The system should complete the year end fiscal reporting for DHCD and each administrative agency The system should track IRS W-9 forms and produce statements for each property owner and business partner The system should track transaction history and have tools to audit each administrative agency

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2.1.2 TECHNICAL REQUIREMENTS Technical Requirements Category 1: Interface Requirements The system must include various interface requirements. The requirements for these interfaces are as follows: Requirement Number 7.1

Category

Requirement Description

Interface

7.2 7.3 7.4

Interface Interface Interface

7.5

Interface

7.6

Interface

7.7

Interface

7.8

Interface

The system must include a Web browser interface to view data and system modules and components using all commercially available browsers such as Internet Explorer, Firefox, Safari, etc. The system must interface with or include a document management system. The system must include a user interface for mobile devices. The system must provide speed optimized screen processes for frequent and repetitive data entry tasks. The system must interface with a file transfer service, to upload files from state and federal agencies, LHAs, applicants, and 3rd parties from whom application data has been requested. The system must allow LHAs to interface with the new system to upload and export applications and other data. The system must have the ability to import and export data in a variety of standard formats, including fixed width, comma quote delimited, Excel and PDFs. The system must allow for extranet access for approved third parties, including LHAs and DHCD remote sites.

Technical Requirements Category 2: System Requirements The system must comply with various system requirements. The requirements are as follows: Requirement Number 8.1

Category

Requirement Description

System

8.2

System

8.3

System

8.4

System

8.5

System

The system must allow or restrict, by user or group on multiple levels (ex. System Administrator, Local Administrator, Applicants, Reviewers, DHCD, LHA Administrator, etc.), the ability to access or update data. The system must create an audit trail or every field that was added, changed, or deleted (and sometimes viewed). It must include the ability to easily query detailed data and totals for use in reports. The system audit must also be able to track the details of an individual applicant, a type of applicant or program, a LHA, or the entire system. The system must include a secure log-on for every user- administrators and applicants. The system must maintain historical data of every field changed in the system.

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8.6

System

8.7 8.8

System System

8.9

System

8.10

System

8.11

System

DHCD may want the system to have the functionality of an internal administrative development tool(s) that allows certain management users to be able to make changes to certain forms & functionalities of the software without the need for external programming services. This would allow DHCD to make changes to these areas based on changing programmatic needs. The system must have defect tracking capability. The system must include a development environment, a test environment, and production environment, training environment, along with the ability for change control. The system must be able to be backed-up using common disaster recovery strategies. The system must include a process to purge the waitlist at least every two years. The purging should be managed by a central administrator- using both mail and email. The system should be translated into several languages, those most relevant to populations commonly applying for public housing in Massachusetts.

Technical Requirements Category 3: Commonwealth of Massachusetts’ Technical Requirements The Commonwealth of Massachusetts’ Technical Requirements are those requirements imposed by the Commonwealth that, by law, all vendors must meet. The Commonwealth of Massachusetts’ technical requirements are as follows (See Appendix for links to more information regarding the requirements.) Requirement Number 9.1

9.2

9.3

Category

Requirement Description

Commonwealth of MA technical requirements Commonwealth of MA technical requirements Commonwealth of MA technical requirements

The system must comply with the Commonwealth of Massachusetts Accessibility Standards. The system must comply with various Commonwealth of Massachusetts Security Standards. The system must comply with various Commonwealth of Massachusetts Web Standards.

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THE COMMONWEALTH OF MASSACHUSETTS DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (DHCD) REQUEST FOR INFORMATION

3

THE RFI PROCESS

3.1

VENDOR RESPONSES

Vendor responses to this RFI must be in the form of answers to the specific questions provided in the document VendorResponses.doc. This ensures that we receive common data from all vendors who participate. Vendors may also provide an additional narrative in a separate Microsoft Word document limited to five pages (12pt font, Times New Roman, single-spaced). System screen-shots, as requested in the VendorResponses.doc, may also be included in the response as well as any marketing materials that would be helpful in the evaluation process (these documents are considered to be in addition to the 5 page-narrative.) These RFI responses will help DHCD to make a comparison between the different COTS products, which are currently on the market and will inform DHCD as we create a possible future FRF and/or RFQ for vendor services.

3.2

GENERAL INSTRUCTIONS

This RFI is issued solely for the purpose of obtaining information. Nothing in this RFI shall be interpreted as a commitment on the part of DHCD to enter a contract with any respondent or to make any procurement. This RFI has been posted on Massachusetts’ procurement and solicitation system, Comm-Pass (http://www.commpass.com), on February 12, 2014. The instructions for responding to this RFI are as follows: 

Vendor Questions – Potential respondents who have questions regarding this RFI may e-mail them to the contact listed below on or before February 21, 2014. Respondents may only make inquiries and request clarification concerning this RFI by written questions via e-mail with the subject line “RFI Questions.” Responses to inquiries and clarification questions will be provided electronically to all interested parties via a posting on Comm-Pass.



Vendor Presentations – If desired by the vendor and at the discretion of DHCD, DHCD will schedule an oral presentation, to be given by the vendor at the DHCD office, 100 Cambridge Street, Boston, MA 02114, at a mutually agreed upon date and time. All schedules will be finalized within three weeks of the response due date.



Response Submissions – All responses to this RFI are due no later than 5:00pm on March 5, 2014. Respondents should submit one electronic copy via e-mail and submit a hard copy to the contact listed below. All responses must include the official name of the firm or entity submitting the response on the first page of the response and in the footer of the rest of the document.



DHCD Contact Information – Please direct all communications, questions, and responses via email to the following contact: Juliana Gamble, Manager, Special Initiatives Department of Housing and Community Development Division of Public Housing and Rental Assistance 100 Cambridge Street, Suite 300 Boston, MA 02114

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THE COMMONWEALTH OF MASSACHUSETTS DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (DHCD) REQUEST FOR INFORMATION

Telephone: 617.573.1207 e-mail: [email protected]

4

Additional Information: DHCD retains the right to request additional information from respondents. DHCD may, at its sole discretion, elect to request formal presentations from certain vendors and/or create an RFR or RFQ, which will include the detailed requirements and key success criteria for the procurement, which are based, at least in part, on the responses received from this RFI. DHCD may request further explanation or clarification from any or all respondents during the review process.

RESPONSE COST

By submitting a response, respondents agree that any cost incurred in responding to this RFI, or in support of activities associated with this RFI, shall be the sole responsibility of respondent. DHCD shall not be held responsible for any costs incurred by respondents in preparing their respective responses to this RFI.

5

REVIEW RIGHTS

Responses to this RFI may be reviewed and evaluated by any person(s) at the discretion of DHCD, including independent consultants retained by DHCD now or in the future.

6

PUBLIC RECORD

All responses to this RFI will be public record under the Commonwealth’s Public Records Law, Massachusetts General Law Chapter 66, Section 10, regardless of confidentiality notices set forth on such writings to the contrary.

APPENDIX A- GLOSSARY OF TERMS 1.

CORI Check – Criminal Offender Record Information check.

2.

DHCD – Department of Housing and Community Development

3.

LHA – Local Housing Authority

4.

RFI – Request for Information

5.

RFR – Request for Responses

6.

RAA – Regional Administering Agency

7.

MRVP – Massachusetts Rental Voucher Program

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THE COMMONWEALTH OF MASSACHUSETTS DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (DHCD) REQUEST FOR INFORMATION

8.

AHVP –Alternative Housing Voucher Program

9.

HCVP – Housing Choice Voucher Program

10.

Subcontractors - The LHAs, RAAs, and limited partnership administering both voucher and unit programs.

APPENDIX B – LOCAL HOUSING AUTHORITIES IN MASSACHUSETTS 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29

ABINGTON ACTON ACUSHNET ADAMS AGAWAM AMESBURY AMHERST ANDOVER ARLINGTON ASHLAND ATHOL ATTLEBORO AUBURN AVON AYER BARNSTABLE BARRE BEDFORD BELCHERTOWN BELLINGHAM BELMONT BERKSHIRE COUNTY (Sheffield) BEVERLY BILLERICA BLACKSTONE BOSTON BOURNE BRAINTREE BREWSTER

121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149

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MASHPEE MATTAPOISETT MAYNARD MEDFIELD MEDFORD MEDWAY MELROSE MENDON MERRIMAC METHUEN MIDDLEBOROUGH MIDDLETON MILFORD MILLBURY MILLIS MILTON MONSON MONTAGUE NAHANT NANTUCKET NATICK NEEDHAM NEW BEDFORD NEWBURYPORT NEWTON NORFOLK NORTH ADAMS NORTH ANDOVER NORTH ATTLEBOROUGH

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THE COMMONWEALTH OF MASSACHUSETTS DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (DHCD) REQUEST FOR INFORMATION

30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69

BRIDGEWATER BRIMFIELD BROCKTON BROOKFIELD BROOKLINE BURLINGTON CAMBRIDGE CANTON CARVER CHARLTON CHATHAM CHELMSFORD CHELSEA CHICOPEE CHINESE CONSOLIDATED CLINTON CODMAN SQUARE COHASSET CONCORD DALTON DANVERS DARTMOUTH DEDHAM DENNIS DIGHTON DRACUT DUDLEY DUKES COUNTY (Oak Bluffs) DUXBURY EAST BRIDGEWATER EAST LONGMEADOW EASTHAMPTON EASTON ESSEX EVERETT FAIRHAVEN FALL RIVER FALMOUTH FITCHBURG FOXBOROUGH

150 151 152 153 154 155 156 157 158 159 160 161 162 163 164 165 166 167 168 169 170 171 172 173 174 175 176 177 178 179 180 181 182 183 184 185 186 187 188 189

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NORTH BROOKFIELD NORTH READING NORTHAMPTON NORTHBOROUGH NORTHBRIDGE NORTON NORWELL NORWOOD ORANGE ORLEANS OXFORD PALMER PEABODY PEMBROKE PEPPERELL PITTSFIELD PLAINVILLE PLYMOUTH PROVINCETOWN QUINCY RANDOLPH RAYNHAM READING REVERE ROCKLAND ROCKPORT ROWLEY SALEM SALISBURY SANDWICH SAUGUS SCITUATE SEEKONK SHARON SHELBURNE SHREWSBURY SOMERSET SOMERVILLE SOUTH HADLEY SOUTHBOROUGH

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THE COMMONWEALTH OF MASSACHUSETTS DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (DHCD) REQUEST FOR INFORMATION

70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109

FRAMINGHAM FRANKLIN FRANKLIN COUNTY GARDNER GEORGETOWN GLOUCESTER GRAFTON GRANBY GREAT BARRINGTON GREENFIELD GROTON GROVELAND HADLEY HALIFAX HAMILTON HAMPDEN HAMPSHIRE COUNTY HANSON HARWICH HATFIELD HAVERHILL HINGHAM HOLBROOK HOLDEN HOLLISTON HOLYOKE HOPEDALE HOPKINTON HUDSON HULL IPSWICH KINGSTON LANCASTER LAWRENCE LEE LEICESTER LENOX LEOMINSTER LEXINGTON LITTLETON

190 191 192 193 194 195 196 197 198 199 200 201 202 203 204 205 206 207 208 209 210 211 212 213 214 215 216 217 218 219 220 221 222 223 224 225 226 227 228 229

C ENT RAL W AI TLI ST A N D VO UC H ER MA NAG EM EN T SY STE M RF I

SOUTHBRIDGE SOUTHWICK SPENCER SPRINGFIELD STERLING STOCKBRIDGE STONEHAM STOUGHTON SUDBURY SUTTON SWAMPSCOTT SWANSEA TAUNTON TEMPLETON TEWKSBURY TOPSFIELD TYNGSBOROUGH UPTON UXBRIDGE WAKEFIELD WALPOLE WALTHAM WARE WAREHAM WARREN WATERTOWN WAYLAND WEBSTER WELLESLEY WENHAM WEST BOYLSTON WEST BRIDGEWATER WEST BROOKFIELD WEST NEWBURY WEST SPRINGFIELD WESTBOROUGH WESTFIELD WESTFORD WESTPORT WEYMOUTH

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THE COMMONWEALTH OF MASSACHUSETTS DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (DHCD) REQUEST FOR INFORMATION

110 111 112 113 114 115 116 117 118 119 120

LOWELL LUDLOW LUNENBURG LYNN LYNNFIELD MALDEN MANCHESTER MANSFIELD MARBLEHEAD MARLBOROUGH MARSHFIELD

230 231 232 233 234 235 236 237 238 239 240

WHITMAN WILBRAHAM WILLIAMSTOWN WILMINGTON WINCHENDON WINCHESTER WINTHROP WOBURN WORCESTER WRENTHAM YARMOUTH

APPENDIX C – REGIONAL ADMINISTERING AGENCIES IN THE COMMONWEALTH 1 2 3 4 5 6 7 8 9

Berkshire Housing Development Corporation Community Teamwork, Inc. Housing Assistance Corporation HAP Inc. Lynn Housing Authority Metropolitan Boston Housing Partnership RCAP Solutions South Middlesex Opportunity Council South Shore Housing Development Corporation

APPENDIX D – LINKS TO COMMONWEALTH OF MASSACHUSETTS TECHNICAL REQUIREMENTS The following links are included to provide complete information regarding the Commonwealth of Massachusetts technical requirements. 1.

Commonwealth of MA Accessibility Standards:

www.mass.gov/accessibility 2.

Commonwealth of MA Security Standards:

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THE COMMONWEALTH OF MASSACHUSETTS DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (DHCD) REQUEST FOR INFORMATION

http://www.mass.gov/?pageID=afsubtopic&L=5&L0=Home&L1=Research+%26+Technology &L2=IT+Policies%2C+Standards+%26+Guidance&L3=Enterprise+Policies+%26+Standards&L 4=Security+Policies+%26+Standards&sid=Eoaf 3.

Commonwealth of MA Web Standards:

http://www.mass.gov/?pageID=afsubtopic&L=5&L0=Home&L1=Research+%26+Technology &L2=IT+Policies%2c+Standards+%26+Guidance&L3=Enterprise+Policies+%26+Standards&L4 =Web+Site+Policies+and+Requirements&sid=Eoaf 4.

Payment Card Industry (PCI) Standards:

https://www.pcisecuritystandards.org

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