Housing / Tenant Management and Accounting Software Solution

The City of Salem, Oregon is seeking a comprehensive Housing/Tenant Management and Accounting Software Solution through Solicitation No. 6053, with proposals due by June 12, 2026. The solicitation targets vendors capable of delivering a software system that supports housing program administration, tenant management, and financial accounting functions, with an emphasis on integration, compliance, and operational efficiency. While the solicitation references FAR-style structural elements, it does not employ standard Federal Acquisition Regulation clause numbering; instead, it incorporates contractual terms from UW Medicine’s General Terms and Conditions, which include provisions on covenant against contingent fees, personal data processing, delivery restrictions, dispute resolution, federal exclusion and debarment, asset treatment, and warranty obligations. The evaluation will prioritize technical approach and methodology, environmental sustainability as demonstrated through a detailed sustainability questionnaire, project team structure, proposed cost, firm experience, and references, with award based on best value rather than lowest price technically acceptable. Sustainability requirements are stringent, expecting vendors to adhere to green purchasing principles, sustainable packaging using recycled or reusable materials, elimination of toxic substances, and alignment with standards such as ENERGY STAR, EPEAT, and LEED. The contractor must comply with stringent data protection obligations including a Personal Data Processing Agreement, cyber liability insurance of $2 million, confidentiality mandates, and adherence to Washington State civil rights and nondiscrimination laws. All proposals must be submitted electronically by the deadline and include a consolidated supplemental proposal not exceeding 50 pages, a tracked revision of the terms and conditions in Word format, a pricing proposal, and a sustainability questionnaire completed in Excel. No specific contract value is disclosed, and while the procurement is structured similarly to federal models, it operates under state and local guidelines distinct from federal systems, with payment processed via GHX EDI to a Seattle-based accounts payable address. The contractor must also ensure personnel compliance with immunization standards and facility security protocols, and submit required socio-economic certifications, including small business and minority/women-owned business participation statuses, with recordkeeping obligations extending for three years. The software solution must be fully interoperable with existing city systems and capable of maintaining audit-ready financial and tenancy records while supporting accessibility and regulatory compliance.