The vendor is required to provide rental housing system of record and additional functionality solutions needed in order to appropriately transact rental housing deals and business in the agency.
- Functionality:
1. General
• The ability to assign internal staff to properties/deals/activities.
• The ability to manage users and assign to a role within the system.
• The ability to create security roles by function.
• The ability to have specific security for different authorization functions for specific control and separation of duties (for instance, approvers could not disburse and vice versa, managers can waiver, etc.)
• To provide or interface with a document depository system for the ability to store electronic files with associated records.
• The ability to assign an attribute to a file for identification.
• To provide methods to manage electronic file retention policies.
• The ability to store a state housing reference number that will allow linking between other internal system databases. 9 the ability to see history of all actions taken against our data and associated user.
• the ability to create/produce canned reports available against production data that can be customized to Authority logo and naming standards.
• The ability for users to create ad hoc reports displaying data for multiple properties or deals.
• To provide API with insert/update/read capabilities.
•  To provide a nightly backup of databases and documents for customer use and disaster recovery storage.
• To provide the ability to capture notes related to the activity and make them searchable.
• To provide a method for external parties to pay an authority fee receivable electronically.
• To provide a method to capture the responsible party or vendor for fee receivable to facilitate invoicing or direct ach.
• To provide a method to create and distribute invoices for fee receivables.
• To provide interface capabilities to a general ledger or accounts receivable application
• Ability to assign a GL account number by fee type.
• The ability to trigger email alerts when fields are populated or changed to include other related information and send to selected assigned users or specific users.
• To provide users with access to help documentation explaining the functionality of the system.
• To provide a system search function that allows a user to search for a deal or property in multiple ways such as by name, by assigned number, by address, by city or jurisdiction.
2. Portfolio management
• The ability to maintain descriptive details related to properties in our portfolio.
• To include, but not limited to: name, address, congressional information, longitude/latitude, census tract, MSA, description, primary contact details, and user defined fields for internal types and tracking.
• The ability to create customized fields to store information specific to HFA programs.
• The ability to transfer a historical reference number for all of state housing’s properties and assign new properties within the same sequence.
• The ability to search by property name or reference number.
• The ability to search history of a property's name since they change often.
• The ability to maintain structural or amenity details related to properties in our portfolio.
• To include but not limited to: year built, rehab status, type of building, total units, type of use, sq. footage, commercial sq footage, standard amenities included, and services included in rent.
• Must have the ability to group the properties for ease of reporting in for assigned teams.
• The ability to track which properties are active and if inactive, the reason why.
• The ability to add general notes related to a specific property.
• The ability to maintain and associate contacts or companies acting in roles for a property. role types should include but are not limited to: management agent, owner, mortgagor, on-site management. system administrator should be able to add additional roles as needed.
• Preferably to reuse entities on multiple properties to limit inconsistent contact information.
• The ability to track/manage ownership transfers or other agency portfolio activities with related tasks and documents.
• The ability to track separate locations and/or buildings if applicable for each property to include but not limited to: name or designation determined by the property, address, units included, year built, year rehabbed.
• The ability to track each individual unit within a building, location or property.
• To include but not limited to: unit designation determined by the property, sq. foot, bedroom count, bathroom count, if it meets 504 or universal design requirements, type of utilities for heating, cooking and hot water, if approved to be offline and unavailable for rent and why.
• The ability to transfer information from underwriting or allocation for the creation of a compliance portfolio record (maintaining the original values in underwriting from any future changes).
• This should allow us to include custom fields specific to the HFA.
• Also, this function may need to occur multiple times as the property may be in lease up before the allocation or underwriting action is complete.
• The ability to compare property information to the associated loan, underwriting or TC allocation information on like fields. preferably to have the ability to highlight differences.
3. Loan and bond information
1 The ability to display data from one or more loans per property.
• This information would be obtained from our current servicing system McCracken strategy and updated at least daily and captured as of month end historically - to include but not limited to: loan number, interest rate, term, original loan amount, current loan amount, actual closing date, maturity date, status, paid in full date, and user defined fields for internal types and tracking.
• The ability to display data for one or more investors per loan including participation and net yield percentages.
• The ability to display data for one or more escrow accounts for each loan with updating balances and monthly deposits. 4 the ability to track reserve agreements and floor amounts
• The ability to track escrow releases to owner and authorization details.
• Security should limit who can authorize a release.
• The ability to maintain records of legal notes assigned to each property.
• To include but not limited to: note date, note amount, conversion to permanent rate date, maturity date, amortization start date, tax exempt occupancy date, QPP status and if amended, when and what was amended.
• The ability to store and track details related to UCC filings for properties.
• The ability to store and track details related to the bond financing for each property.
• To include but not limited to tracking sources of financing information, redemption information, other details like certain bond dates, method of sale, bond to deal allocations, and financing source entities.
• The ability to assign an underwriting activity to the resulting loan record.
4. Asset management
• The ability to store details related to the annual financial activities for each property to include but not limited to: internal work status, audit opinion, audit issues, profit and loss detail, balance sheet detail, notes/comments related to the audit.
• The ability to store details related to the annual operating budget activities for each property to include but not limited to: internal work status, profit and loss detail, capital expenses information, notes/comments related to the budget.
• The ability to compare budgeted values to reported annual financial values the following year.
• The ability to store details provided by the property on a monthly or quarterly basis to include but not limited to: rental income, vacancies, concessions, operating account and cash balances, receipts and payables.
• The ability to compare monthly or quarterly basis details across multiple time periods.
• The ability to indicate what type of activities are required for a specific property and indicate reasons why not, if applicable.
• Providing ease of collecting data related to a lender property inspection at the location (e.g., mobile app)
• The ability to store details related to property inspections for each property that is easily accessible during review to include but not limited to: internal work status, inspection date, inspection results, reason if waived, notes/comments related to the inspection.
• To provide a method for property ownership to submit documentation to fulfill their financial monitoring requirement that will populate our internal database.
• The ability to perform financial risk analysis on a property utilizing data from multiple areas of asset management, loan, and compliance activities.
• The ability to track income from residential and commercial units.
• To include but not limited to: commercial use, rent averages per unit size, last rent change, commercial contract details.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: June 26, 2025