Multifamily Management System

The Texas Department of Housing and Community Affairs is seeking a vendor to develop and implement a comprehensive, web-based Multifamily Management System to replace outdated manual processes with an integrated digital platform. The solution must support the full lifecycle of multifamily housing program operations, including application intake, underwriting, document management, compliance tracking, asset management, and workflow automation, with a focus on real-time status tracking for applicants and flexibility to accommodate annual regulatory changes. The system must feature a secure, intuitive client-facing portal aligned with the TDHCA Multifamily Uniform Application, configurable reporting tools, and seamless integration with existing systems, all while ensuring robust data security in compliance with State of Texas policies, including 256-bit FIPS encryption, restricted facility access, and mandatory cybersecurity training. The vendor is required to deliver complete documentation, perform data migration, conduct rigorous testing, provide training, and sustain the system for at least one year post-go-live, with project phases spanning FY 2026 through FY 2027 and a go-live target followed by maintenance support through August 31, 2027. All work must be performed within the State of Texas, and the vendor must submit itemized invoices no more than monthly by the 15th of the following month, paid under the Texas Prompt Payment Act, with payment contingent on successful acceptance of deliverables by state and federal authorities. The contract is structured as a firm, fixed price with a total not-to-exceed fee, and the award will be determined based on a best value standard under Texas Government Code Section 2155.074, evaluating deliverables and methodology (35%), cost (35%), past performance and experience (20%), and proposed personnel qualifications (10%). Vendors must meet minimum qualifications to be considered for evaluation and are required to submit a complete proposal via the TDHCA e-Procurement Portal, including a signed Exhibit B (Execution of Offer and Affirmation Clauses), which is mandatory and failure to include results in disqualification. Other mandatory exhibits include a nondisclosure agreement, certification regarding the public nature of the proposal, a VetHUB subcontracting plan if applicable, and a vendor reference questionnaire. The vendor must maintain strict confidentiality of all non-public information, return or destroy materials upon request, and indemnify the State of Texas and TDHCA against claims arising from its actions. Compliance with ADA, OSHA, and Texas Government Code provisions on records retention, subcontracting reporting, and data