Landlord Relationship Management System

The Vendor is required to provide to procure a landlord relationship management system (“LRMS”) that supports agency choice voucher program.
- The preferred LRMS must feature a web-based user interface (“UI”), and provision for a mobile application is highly preferred.
- The ideal solution will provide a web-based and mobile-friendly customer experience for internal and external LRMS users.
- If SaaS is selected for the LRMS, it must be available 24 hours a day, seven days per week, and provide a minimum guarantee of 99% uptime. If internally hosted, the Respondent should offer a 24x7 technical support option.
- Functionalities of the Respondent’s system:
•    Ability for new customers to create a guest account. It should require a password of at least nine (9) characters in length and consist of numbers and upper- and lower-case letters.
•    Ability for customers to request a new password through the LRMS that will be automatically generated and sent to the email address on file.
•    Ability for customers to easily update, review and track changes made to their profiles.
•    Ability for city to upload and utilize existing city forms.
•    Ability for customers to utilize web-based smart forms to complete, e-sign and submit documents such as request for tenancy approval (RTA), new property owner applications (POAS), IRS 1099 forms or any other existing city forms. 
•    We would like for the vendor chosen to assist with the development of these forms and the submission process.
•    Field validation for forms requiring customer input or other workflow process checks such as the uploading of supporting documentation, as defined by city, prior to acceptance of forms.
•    Allow the landlord to electronically complete and submit an application form (request for tenancy approval). The form should be web-based and be smart enough to recognize if the landlord requests a rental amount for a unit that is higher than city payment standard. 
•    City payment standards are based on the number of bedrooms in the unit and the particular submarket that the unit is located in. The form should also be smart enough to recognize if the unit is not located in city jurisdiction.
•    Option for customers to opt in/out of features and notifications.
•    Ability for city to promote and drive participation in city landlord services programs through targeted marketing.
•    Personalization with city brand identity, logo, colors, fonts, etc. 
•    And the ability of the system to be easily translated into multiple languages to meet customer needs.
•    Ability of the system to provide data interfacing with city ERP system via application programming interface (“API”), batch, scripted or other such connectors.
•    Configurability of the system to allow features or elements to be enabled or disabled on a user role basis. 
•    Ability for customers to access, view, export and print details, including payments, track document processing status and related reports, property reports and inspection reports, and update payment and bank information.
•    The ability to combine all payment types into a single ledger.
•    Enable two-way communication exchanges between city and customers, including e-signed documents, alerts and messaging.
•    Allow city support staff to log into the system and “see what customers see.”
•    Allow city staff to see what documents have been submitted by the customer for individual staff members’ assignments along with a full view of all submissions for management.
•    The ability to automatically retain documents submitted by customers for processing that follows city document retention policy.
•    The ability to visibly display the assigned inspector and their contact information.
•    The ability to view inspection deficiencies and the responsibility assigned for deficient items.
•    The ability for the customer to upload photos of repaired items.
•    Ability for customers to request a reinspection and confirm repairs via self-certification. The ability to disable the request for a reinspection should be dependent upon the current status of the inspection.
•    The LRMS should be able to display and calculate the abatement, termination letter, and termination date based on city abatement and termination policy.
•    The LRMS should be able to accept portability billing documents from other housing authorities that have been approved as a vendor.
•    Display and archive all customer correspondence (letters) on the portal.

- Contract Period/Term: 2 years
- Pre-Proposal Conference Date: November 18, 2025
- Questions/Inquires Deadline: November 21, 2025