Questions and Answers

Questions and Answers

REQUEST FOR PROPOSALS (“RFP”)
PORTFOLIO AND ASSET MANAGEMENT SOFTWARE SOLUTION

The District of Columbia Housing Finance Agency (the “Agency” or “DCHFA”) requests proposals for the procurement of a Portfolio and Asset Management (“PAM”) software solution. The information and instructions set forth below are designed to solicit responses that will demonstrate your company’s capability to satisfy the Agency’s requirements. Each company is requested to submit its most competitive offer.

The deadline for submission of proposals is Friday, November 10, 2017 at 4:00 p.m. (ET).

Five (5) copies of the proposal must be received at 815 Florida Avenue, NW, Washington, DC 20001 on or before the deadline.

QUESTIONS ABOUT THIS RFP

Companies may submit questions related to this RFP in writing or by e-mail no later than noon on Friday, October 27, 2017 (ET). All questions shall be sent to Keami Estep, Procurement Manager at kestep@dchfa.org. No oral proposals or oral modifications of proposals will be considered.

QUESTIONS AND ANSWERS:

  1. Functional Requirements – we will provide detailed response on all Primary Requirements. Would you like us to respond/comment on each line item of the specific requirements (pp 7-17)? If so, is it okay if we pull those into an Excel sheet to help us organize and use the Excel sheet as part of our response?
    We would like a yes/no response to each line item of the specific requirements. As long as the excel sheet has a response to each line item, it is acceptable.
     
  2. Certificate of Good Standing – we have this for our home jurisdiction of Delaware but have never requested one for DC. We will request this from the District of Columbia, but will not have it prior to the Nov 10th submission. We will comment to that effect in our response, but wanted to make sure it’s not going to be show stopper if we don’t have it prior to responding.
    Please include documentation which confirms your request for Certificate of Good Standing with the District of Columbia. Please note a contract cannot be awarded unless the Certificate of Good Standing is received from the District of Columbia.
     
  3. In the Primary Requirements section, requirement number 9. asks for an ability to link to a Loan Servicing System. Which Loan Servicing System do you currently use and what database platform is it based on?
    We currently do not have a loan servicing system, but in the future, functionality to link both is required.
     
  4. In the Primary Requirements section, requirement number 10. asks for an ability to link to a Multifamily Loan Application System. Which application system do you currently use and what database platform is it based on?
    We currently have DCHFA Multi Family Application Portal that is a SQL based application system within the Microsoft Azure Cloud.
     
  5. Can we get an example of the Plan 1 and Plan 2 spreadsheets referenced in "Section 3. Replacement Reserves"?
    Please see Attachment #1 – Reimbursement Reserve for Replacement
     
  6. In the Financial Data Review section, is the Full Mortgage Payment received date coming from the Loan Servicing system interface as mentioned above? Will other Loan Servicing data from your current system also be a part of the Financial Reporting in this system?
    We currently do not have a loan servicing system.
     
  7. In the Loan Servicing section, what are the two calculation methods mentioned in the tax and insurance analysis requirement?
    We currently do not have a loan servicing system; however we are contemplating future system development.
     
  8. Is DCHFA looking to host the solution internally or for the vendor to host the solution?
    DCHFA has a preference of a cloud hosted solution (eg. Microsoft Azure)
     
  9. Can additional questions be submitted after the initial submission date?
    Info contained in RFP.
     
  10. Please name all programs local and federal that the solution is required to comply with.
    Vendor is required to adhere to all Local and Federal housing programs.
     
  11. Is there a site where contractor may review the applicable local and federal laws regulations policies standards and guidance?
    No, there is no site where a contractor may review the applicable local and federal laws and regulations.
     
  12. “What system is currently being used for Loan Servicing?”
    No current system in use.
     
  13. Is there a timeline for this project?
    Timeline is outlined in the RFP.
     
  14. Is there a budget or cap for the project?
    Yes, however we are unable to disclose that information.
     
  15. Are you looking for a cloud /web solution or hosting (via citrix or 2x) is an option?
    DCHFA has a preference of a cloud hosted solution (eg. Microsoft Azure)
     
  16. Pg 2- Agency Background Information states that the agency’s portfolio is comprised of Section 8 and other HUD insured projects. Should our proposal include a response for both Multifamily and Section 8?
    DCHFA does not manage the Section 8 process. We only house the asset management data. We will need the proposed solution to store and track information in the contracts in addition to providing notifications related to the Section 8 asset management data. (eg. When a contract is about to expire)
     
  17. For Section 8, what contracts are you looking to manage in the solution?
    DCHFA does not manage the Section 8 process. We only house the asset management data. We will need the proposed solution to store and track information in the contracts in addition to providing notifications related to the Section 8 asset management data. (eg. When a contract is about to expire)
     
  18. Pg 2- Technical Requirements (A) Secure, storage and archiving of data Import legacy data. Please provide examples of current data storage and records of system to convert from.
    Excel files are the primary concern for importing data. At the moment there is no other current system in use to import data from.
     
  19. Pg 3 – Technical Specifications (11) What are the DCHFA current software vendor solutions and what platforms of interface are supported by them?
    We currently have DCHFA Multi Family Application Portal that is a SQL based application system within the Microsoft Azure Cloud. In addition, we are in the process of bringing online a solution for our Finance Management department.
     
  20. Pg 3 – Architecture (b) It is highly desirable that you provide DCHFA with a means to monitor the status of the on-line web application availability and usage. Is this a current on line application?
    DCHFA will need the proposed solution to track any data stored through the system or an online portal.
     
  21. Pg3 – Architecture (d) What is the level of detail that will be expected to be logged?
    The system should have the ability to track all traffic and data.
     
  22. Pg 7 – Compliance (Annual Audit / Budget) Please provide report samples or data required for reports.
    Please see Attachment 2 – Audit Template and Attachment 3 – Sample Budget Format
     
  23. Pg 7 – Compliance (System should track delivery status, completeness and correspondence for all) Delivery Status of what?
    Compliance Reports and Financial Reporting
     
  24. All personally identifiable information (PII) stored or processed by the system shall be encrypted using at least 128-bit encryption. Please provide your current policy or standards.
    128-bit encryption is the base of our IT policy standards
     
  25. P18 – Management and Development Team. Will Bios relevant to the experience the persons bring to the team along with tenure and relevant certifications be sufficient or are you looking for formal resumes including historical experience prior to their positions in the organization?
    Vendor must provide formal resumes including historical experience prior to their positions in the organization.
     
  26. Section C 1a Please elaborate on what DCHFA means by approving data models.
    DCHFA will need to approve the database platform chosen for the back end of the solution. (eg. Microsoft, Oracle, etc.)
     
  27. How many concurrent users do you anticipate using PAM?
    The system should be able to properly handle no less than 50 users.
     
  28. Requirement #5 Please elaborate on what you mean by automate.
    Examples include:
    • Automatic data transfer throughout the system
    • Calculations made within the solution

     
  29. For the December 27th golive, is that the milestone date for the start of the implementation or going into production with the new PAM system?
    Going into production date.