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REQUEST FOR PROPOSAL OF HOUSING TENANT ACCOUNTING SOFTWARE
FOR
THE NORTHERN CHEYENNE TRIBAL HOUSING AUTHORITY
P.O. BOX 327
LAME DEER, MONTANA 59043
Date: January 23, 2014
AMENDMENT NO. 1
Extension of Submission Date to February 3, 2014 by 5:00 p.m. MST
The submission date to the above solicitation for Housing Tenant Accounting Software is hereby modified to extend the due date as follows:
“Two (2) original copies, and an electronic PDF version of your proposal must be received no
later than February 3, 2014 or your proposal will otherwise be disqualified.”
- Proposals will be accepted until February 3, 2014 at 5:00 p.m. MST.
- Proposals will be opened on February 4, 2014 by the NCTHA review committee.
- Contract will be awarded around February 5, 2014.
If your firm has questions pertaining to the proposal requirements, please contact Mr. Eugene Little Coyote, Acquisitions Tech at (406) 477-6419.
Please submit two (2) copies of the proposal, faxes will not be acceptable, to:
Eugene Little Coyote
Northern Cheyenne Tribal Housing Authority
P. O. Box 327
Lame Deer, MT 59043
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Download: Tenant Housing Software RFP
1 Cover Letter
Northern Cheyenne Tribal Housing Authority, 1/13/14
Request for Proposal for Housing & Tenant Accounting Software
3rd Advertisement
To Whom It May Concern:
You are invited to submit a proposal for our Housing Authority Housing Management and Tenant Accounting software project in accordance with the requirements set forth in the attached request for proposal (RFP).
If you intend to respond to the RFP, a letter of intent, which is not binding but will greatly assist me in planning for proposal evaluation, should be submitted to me in writing, by fax or, preferably, by e-mail. Two (2) original copies, and an electronic PDF version of your proposal must be received not later than January 24, 2014 or your proposal will otherwise be disqualified.
I anticipate that the provider whose proposal is the best solution for our project will be selected by January 27, 2014. We will notify all providers, whether they are disqualified, rejected, or unsuccessful although responsive.
I will be the single point of contact for all inquiries and correspondences.
I thank you for your time and interest in our Northern Cheyenne Tribal Housing Authority project.
Sincerely,
Eugene Little Coyote, Acquisitions Tech
Northern Cheyenne Tribal Housing Authority
PO Box 327
Lame Deer MT 59043
P: (406) 477-4330 F: (406) 477-6229
e-mail: cheyborg@gmail.com
2 Contact Information
Please direct all submissions, inquiries and correspondence to:
Northern Cheyenne Tribal Housing Authority
ATTN: Eugene Little Coyote, Acquisitions Tech
PO Box 327
Lame Deer MT 59043
Phone (406) 477-4330
e-mail: cheyborg@gmail.com
My preferred method of communication is via email. I will do my best to respond promptly. Please exercise best efforts to reduce any urgency associated with a response.
2.1 Delivery Format
The Vendors standard proposal format will be acceptable provided that it addresses Section 5 (Pricing Summary) through Section 11 (References).
Please deliver two hard copy proposals to:
Northern Cheyenne Tribal Housing Authority
ATTN: Eugene Little Coyote, Acquisitions Tech
PO Box 327
Lame Deer MT 59043
Along with an electronic proposal in PDF format to: cheyborg@gmail.com
3 Critical Dates
All of the following dates are target estimates and subject to change.
• Proposals will be accepted until January 24, 2014 at 5:00 p.m. MST.
• Proposals will be opened on January 27, 2014 by the NCTHA review committee.
• Contract will be awarded around January 27, 2014.
4 General Background Information
The Northern Cheyenne Tribal Housing Authority (NCTHA) is a Tribally Designated Housing Entity under the Federally-recognized Northern Cheyenne Tribe of southeastern Montana. The NCTHA primarily operates under NAHASDA and HUD funding, and manages a combination 300 of low-rent and lease-to-own dwellings on the trust lands of the Northern Cheyenne Indian Reservation.
NCTHA uses Microsoft Dynamics Great Plains accounting software.
5 Pricing Summary
Cost Estimate Summary
SUMMARY CATEGORIES Non-Recurring Costs Annual Recurring Cost
Recommended Hardware
Recommended Software
Data Conversion Costs
Installation
Training
Customization
Documentation
License/Support
Forms
OTHER
TOTAL COST ESTIMATE:
6 Background/Experience
1) Vendor should include a detailed resume.
2) Vendor should specify number of years of experience working with Indian Housing Authorities
3) Vendor should identify how many Indian clients they currently have using the proposed software
4) Vendor must be experienced in the following areas:
• Indian housing management
• Low rent programs
• Mutual help programs
• NAHASDA regulations
• Indian rent calculations
• Financial management of Monthly Equity Payment Amounts (MEPA) and Voluntary Equity Payment Amount (VEPA)
• Tax Credit Projects and processing of Tenant Income Certification (TIC) forms
Please identify any of the above that your company has not previously managed with your software.
7 Software Features
Please describe your software solution to the following elements:
1) Tenant Management
2) Unit/Property Management
3) Tenant Accounting
4) Program Management (Low Rent, Mutual Help, etc.)
5) Financial Interfaces
6) Tenant Correspondence (Letters)
7) System Reporting including exporting data
8) Work Orders
9) Inventory
10) Other Vendor Features
8 Hardware and System Software Considerations
1) Please list all hardware requirements.
2) Please list any optional hardware components.
3) Please list all System Software requirements for the proposed system.
9 Implementation
Implementation should include:
• Pre-implementation analysis
• Pre-implementation data conversion and importing where possible
• Implementation
• Staff training
• Fee accounting services where necessary
System should be installed in a rapid fashion with little modifications to the base system. Please describe the typical project implementation length and main processes.
10 On-going Professional Services & Support
It is the goal of NCTHA to be as self-sufficient as possible in the operation of the software. Please describe the typical on-going Professional Service requirements necessary to maintain an accurate set of Tenant, Property and Tenant Accounting records.
Please describe the need for, if any, additional fee accountant services to operate the software properly for month end and year end requirements.
11 References
Bids should include a minimum of three (3) Indian Housing Authorities to serve as references.
12 TERO
All contractors and applicable vendors must comply with the Northern Cheyenne Tribe’s Tribal
Employment Rights Office (TERO) fees, regulations and requirements, and must be TERO certified. For
applications for certification or for any questions, please contact the Northern Cheyenne TERO at (406)
477-6287.
13 Conclusion
Please submit your proposal to Northern Cheyenne Tribal Housing Authority, Attn: Eugene Little Coyote P.O. Box 327 Lame Deer MT, 59043. All Proposals must be submitted no later than 5:00 p.m. MST January 24, 2014.
Northern Cheyenne Tribal Housing Authority reserves the right to reject any or all proposals.
I thank you for your time and interest in the Northern Cheyenne Tribal Housing Authority RFP. We look forward to hearing from you.
