1 Cover Letter. NCTHA RFP for Housing & Tenant Accounting Software. July 12, Northern Cheyenne Tribal Housing Authority, 9/24/13

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1 1 Cover Letter, 9/24/13 2 nd 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 . Two (2) original copies, and an electronic PDF version of your proposal must be received not later than October 24, 2013 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 October 28, 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 project. Sincerely, Eugene Little Coyote, Acquisitions Tech P: (406) F: (406) cheyborg@gmail.com Page 1

2 2 Contact Information Please direct all submissions, inquiries and correspondence to: ATTN: Eugene Little Coyote, Acquisitions Tech Phone (406) My preferred method of communication is via . 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: ATTN: Eugene Little Coyote, Acquisitions Tech Please deliver 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 October 24, 2013 at 5:00 p.m. MST. Proposals will be opened on October 25, 2013 by the NCTHA review committee. Contract will be awarded around October 28, General Background Information The (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-toown dwellings on the trust lands of the Northern Cheyenne Indian Reservation. NCTHA uses Microsoft Dynamics Great Plains accounting software. Page 2

3 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 Page 3

4 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. Page 4

5 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) Conclusion Please submit your proposal to, Attn: Eugene Little Coyote P.O. Box 327 Lame Deer MT, All Proposals must be submitted no later than 5:00 p.m. MST October 24, reserves the right to reject any or all proposals. I thank you for your time and interest in the RFP. We look forward to hearing from you. Page 5