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HOUSING AUTHORITY OF THE CITY OF BOULDER (dba Boulder Housing Partners) SOLICITATION TYPE: Request For Proposals DESCRIPTION: Enterprise Content Management System (ECM) ISSUE DATE: Monday, December 6, 2016 DUE DATE: Tuesday, December 27, 2016 DUE TIME: 4:00 PM SUBMITTAL PLACE: Boulder Housing Partners (Email) Amoret@boulderhousing.org DIRECT INQUIRIES TO: Tad Amore (720) 473-4475 Amoret@boulderhousing.org

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PURPOSE OF THIS RFP:

Boulder Housing Partners (BHP) invites all interested vendors to submit proposals to provide software, installation, training and services to meet the needs of a paperless electronic tenant record system. It is BHP's intention to eventually move to a paperless environment for all of its core processes. Since 75% of our paper documents relate to tenant processing, that is our primary focus. However, we expect to remove paper from most of our other processes as well, including Finance, Development, Maintenance, Human Resources and other ‘back office’ processes.

Note that ‘paperless’ refers to dramatically minimizing the use of paper in our processes. We do not expect to eliminate the use of paper. We do expect the solution to address process and improve workflows, and therefore the objective is not simply to eliminate file cabinets by scanning documents ‘after the fact.’

We are also interested in a detailed description of the full range of IT services provided by any RFP respondent for future reference and needs.

PROFILE OF THE AUTHORITY Boulder Housing Partners is located in Boulder, Colorado. BHP is the housing authority for the city of Boulder, a quasi-governmental organization created in 1966 by the City Council of the City of Boulder. BHP is governed by a nine-member Board of Commissioners appointed by the Boulder City Council. An Executive Director is appointed by the BHP Board and is responsible for managing the daily operations of the agency with a budget of approximately $30 million and a staff of 80. BHP provides housing assistance to the low and moderate-income residents who call Boulder home. We build, own and manage 33% of the total inventory of affordable housing in the city, making a strong contribution to City Council's goal that 10% of all housing is permanently affordable. Please refer to our website for additional information: www.boulderhousing.org.

BHP owns and manages 47 public housing units, 909 units of affordable and tax credit housing and 139 market rate units. BHP also manages 1,145 Housing Choice Vouchers. The Housing Authority business software that BHP uses is Yardi 7S

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CONTRACT EVALUATION

BHP is exempt from sales and use taxes. Bidders may eliminate these taxes from the cost of supplies and materials included in their bids, if they will be purchased in our state. Only supplies and materials purchased specifically for the BHP project are eligible for the tax exemptions. BHP will provide a copy of its tax exemption certificate.

BHP only contracts with vendors that are qualified to perform the work at the sole discretion BHP reserves the right not to award a contract to any firm or person with a history of poor performance on projects performed for BHP at the sole opinion and discretion of BHP will not contract with any firm or person that is listed on federal debarment lists.

References will be checked on the top bidders. BHP reserves the right not to award a contract to anyone whose references are less than satisfactory at the sole discretion of BHP reserves the right to sole and exclusive judgment in the determination of the qualifications of the proposers. BHP reserves the right to reject any and all proposals or to accept or select any proposal as BHP, in its sole and absolute discretion, determines best meets its needs, or to negotiate the fee. BHP reserves the right to waive any informality in any submissions received. BHP reserves the right to request additional information, an oral discussion or a presentation in support of written proposals in order to award a contract to the most responsive and qualified proposer.

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EVALUATION PROCESS AND CRITERIA Proposals will be evaluated using the Evaluation Criteria outlined below. After the initial scoring of proposals, those deemed by BHP to be within the competitive range will become the finalists and may be asked to conduct an interview to clarify questions and, if necessary, following the interview, to submit “best and final” offers. After the interviews and the receipt of best and final offers, each of those respondents will be reevaluated and rescored. The respondent with the highest overall score, whose proposal is most advantageous to BHP considering price, technical and other factors, as specified in this RFP, will be selected. BHP reserves the right to accept or reject in part, or reject all proposals and to re-solicit new proposals. BHP may also reject any proposals that are incomplete or nonresponsive and any proposals that are submitted after the deadline. Selection of a Respondent to provide BHP will be based on the following criteria:

- Organization's experience with HA

- Customer references

- Support Methodology

- Response to functional requirements

- Response to technical requirements

- Implementational complexity

- Hosted (SAS) or OnSite Hardware

- Integration with Yardi 7S

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TABLE OF CONTENTS SECTION TITLE PAGES Table of Contents 4 A Supplies or Services and Prices 6 B Description/Specifications/Statement of Work 7-8 C Objectives 9 D Desired System Functionality List / questions 10-15 E General Information 16 F BHP Reservation of Rights 17

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SECTION A SUPPLIES OR SERVICES AND PRICES FEE SCHEDULE Contractor shall furnish all facilities, labor, materials, equipment, and perform all work as specified in the Fee Schedule and Specifications.

Item Unit Price $ ECM Solution including software and licensing Installation and Configuration Server Hardware or Hosting (SAS Preferred) Training (Admin and user) Software Maintenance per year Other Costs Total Cost

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SECTION B DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK 1. SPECIFICATIONS/STATEMENT OF WORK Boulder Housing Partners invites all interested vendors to submit proposals to provide the software and technical support to meet the needs for an Enterprise Content Management System (ECM). The proposed solution should address the key technologies and functionality outlined by the Association for Information and Image Management (AIIM) as part of an Enterprise Content Management system. These include but are not limited to:

Document Management o File creation o Document filing o Document indexing o File retrieval

Electronic Records Management o Records and Information Management Alerts o Retention and Disposition Schedules

Workflow o Document Routing o Serial and parallel task flows o Electronic Forms o Noticeboard/dashboard concept for task management and workflow balancing

Imaging o Document Recognition o Data Extraction

Content Security

Search Features

Browsing/Folders

Integration/Interoperability with Yardi 7S o Data to flow automatically from Yard 7S to content management software.

Microsoft Office 2010 - 2016 and Microsoft Outlook 2010 - 2016 compatibility BHP intends to implement software modules in a phased approach with the following departments.

- Property Management - Resident Services - Housing Choice (Section 8) - Finance - HR

It is expected that all proposals include formal training and include qualified software support for (3) years following successful implementation as determined by BHP.

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1.2 Current Information Technology Environment

- Major Application Software o Yardi Voyager (7s) – Software for Public and Affordable Housing applications (SAS/Hosted)

- Server Environment

o 1 Dell Server running Windows 2012 R2 (Microsoft Hyper-V) o Active Directory on 2012 Domain Controllers o Microsoft Exchange 2013 Hybrid with Microsoft 365 hosted exchange o Dell Layer 3 switches connecting central office with ten remote sites

- Workstations

o 80 - Dell computers running Windows 7-10 o Microsoft Office 2010 – 2016

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SECTION C BOULDER HOUSING PARTNERS OBJECTIVES BHP’s objectives for the proposed solution include the following:

- The proposed solution should use non-proprietary file formats and be scalable.

- Streamline the processing of documents and information, including the ability to capture the following document types: inbound e-mails and attachments, faxes, scanned images, existing electronic documents, other paper documents such as: applicant, tenant and landlord records, requisitions, quotes, invoices, vouchers, employee records, etc. and to store the captured objects (image/documents) by indexing into a single, electronic repository which allows the retrieval of the objects from anywhere via WAN, LAN, VPN, intranet or internet (any TCP/IP Route)

- Provide an Enterprise Content Management System (ECM) solution integrated with core business and

operations applications in Yardi Voyager 7S without requiring additional programming.

- Provide options for both programmatic and non-programmatic integration to other business and operations applications without requiring additional software.

- Provide direct access to documents from the display of Yardi and other business and operations applications

through some form of application enabler.

- Provide users with simple electronic access to documents, records, and information using foldering concepts.

- Provide our staff with instantaneous and simultaneous access to documents from anywhere via WAN, LAN, VPN, intranet or internet (any TCP/IP Route).

- Print to any print device — as a standard desktop or network printing service.

- Ability to import any document, report or other content that is printable from a Windows Application directly

into the ECM solution

- Allow distribution of the captured objects via print, fax or email. Create quality images of handwritten or electronically created documents.

- Provide audit capabilities such as who viewed, deleted, changed, annotated, faxed, printed or re-indexed an

object, where the user connected from, and when the user performed the action.

- Provide access control with internal security or Active Directory single sign on.

- Provide 40 concurrent user licenses for accessing the ECM solution

- Provide ability to create e-Forms

- Scanning capabilities with no restrictions.

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SECTION D Boulder Housing Partners Desired System Functionality List

2. Document Imaging and Capture

- Does your system provide the ability to handle documents of mixed types, sizes, and conditions?

- Does your system provide support for leading scanners and input devices?

- Does your system provide image enhancement features?

- Does your system provide the ability to capture color documents?

- Does your system provide the ability to integrate with leading capture systems?

3. Indexing

- Does your system support fielded indexing?

- Does your system support full‐text indexing?

- Does your system support bar coding, both generation of the barcode and creation of the barcode?

- Does your system provide automated data capture, i.e. zoned optical character recognition / intelligent character recognition support for index extraction, barcode recognition, etc., as well as manual indexing and data entry?

- Does your system provide the ability to provide a full audit trail for all changes to indexing information?

- Does your system provide the ability to modify existing indexes?

4. Document Management

- Does your system provide a single logical repository for documents (accessed by multiple users in multiple on‐site or remote locations?

- Does your system provide the ability to store all object types, including document images, document and desktop files, PDF, JPEG, TXT RFT, photos, videos, audio, email?

- Does your system support check in/check out?

- Does your system offer version control?

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- Does your system provide for annotations and redactions with security?

- Does your system offer major and minor versions?

- Does your system provide the ability to support published versions (finalized available for public viewing) versus non‐published versions (editable, only available to users with rights)?

- Does your system provide a missing documents checklist?

5. Records Management

- Does your system provide support for reliable retention of documents in accordance with relevant regulations/best practices?

- Does your system provide the ability to ensure timely disposition (disposal) of documents in accordance with relevant best practices (keeping an audit of all record destructions, providing certifiable proof of destruction)?

- Does your system provide the ability to notify administrators or managers when disposition or migration is called for?

- Does your system provide the ability to define retention and disposition schedules (which are monitored to ensure compliance)?

- Does your system provide the ability for users (with rights) to declare documents or content as records, add them to the records repository, and assign a status to prevent destruction?

- Does your system provide security over electronic records to ensure trustworthiness so it can be upheld in court, i.e. appropriate backups, security, version control, retrieval capabilities, access control?

6. Content Security

- Does your system provide the ability to set security at the user and group levels?

- Does your system provide the ability to limit what users can see and do based on security level?

- Does your system provide the ability to provide access to previous document versions, based on security?

- Does your system provide the ability to maintain audit log for user changes (i.e. index or document changes)?

- Does your system provide support for single‐sign‐on environments?

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- Does your system provide support for security access control down to the document and annotation levels?

7. Search

- Does your system support search and retrieval from browser‐based interfaces?

- Does your system support search and retrieval from thick and thin‐client interfaces?

- Does your system provide the ability to support multi‐attribute search?

- Does your system provide the ability to save searches and to share saved searches with other individuals, groups and departments?

- If your system has notes capability, are they searchable as well?

8. Integration with Existing Systems/Applications

- Does your system provide integration with Microsoft Office Suite?

- Does your system integrate with our Yardi 7S software at both the data and user interface levels?

- Does your system provide documented, standards‐based application programming interfaces (APIs)?

- Does your system integrate with Yardi 7S’s letter and form generation module for automated filing and indexing?

9. Browsing/Folders

- Do you allow the same document to be a member of multiple folders?

- Can you replicate our existing physical file folder structure with sections depending on program type? (i.e. HCV, PH, FSS, Tax Credit, etc.)

- If a document resides in multiple folders, is the document replicated or is it cross‐referenced?

- Can folders and sub‐folders be auto created when new documents are added?

- Can we search folders for a list of missing documents?

- Can notes be added to folders?

- Can folders be moved, copied and re‐ordered?

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10. Workflow

- Does your system provide the ability to support advanced routing logic within work processes?

- Does your system support configurable workflows by program type (i.e. recertification process for PH vs. HCV)?

- Does your system provide the ability to route images, documents or work items based on any available index criteria?

- Does your system provide the ability to support both serial and parallel routing?

- Does your system provide the ability to generate a notification for high priority, escalations, pending and overdue work items?

- Does your solution provide the ability for users to draw from a shared queue of work tasks?

- Does your solution provide the ability to integrate with other systems for notification of pending work tasks, i.e. email, etc.?

- Does your system provide the ability for users to digitally sign a work item or document?

- Does your solution provide the ability for users to specify delegates to complete their work tasks when they are unavailable?

- Does your system provide visibility into different users’ tasks and workloads by managers for work balancing and metrics?

- Will your staff provide workflow and process improvement consolation as part of the contract?

11. Licensing, Support, and Maintenance

- Is your solution offered as a service on a subscription basis as well as a perpetual license?

- Will your organization provide software maintenance?

- What is included in the standard maintenance contract?

- Is maintenance provided by third parties or your personnel?

- How often does your organization update and upgrade the software?

- How long are previous releases supported?

- Are new releases backward/forward compatible?

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- Do you provide customer support?

- What level of support do you provide?

- What hours is your Technical Support department available for support?

- How quick are the normal response times?

- Will you provide off‐hours support?

- What if we need to contact you after regular business hours?

- How do you solve problem isolation and identification procedures?

- What are your problem escalation procedures?

- How do you release new software versions and updates?

- How are these new releases installed?

- How often is the typical release cycle?

- Is any third‐party software included in the system that is being proposed?

- Does your system provide on‐line help?

- Does it provide it at the field entry level?

- Does your system provide a way for users to create an on‐line help?

- What documentation is provided with your system: user, administration, operational?

- What format is the documentation in?

- Does your system have a backup/restore utility?

12. Training

- Is training provided as part of the system?

- Where is the training conducted?

- What administrative training is required?

- What user training is required?

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- What training courses are recommended before implementation?

13. Hardware Requirements

- Where will the primary software (i.e. main database) be installed (server, web‐based server, individual PC’s)? Web-based application Preferred, Hosted environment preferred

- What are the specifications for the server, if applicable?

- What are the hardware (server, storage, scanner, other) requirements?

- What are the Third Party software requirements, (Server OS, Database, capturing software), for the initial projects?

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SECTION E General Information

- Submittal Rejection: Boulder Housing Partners has the right to reject any and all submittals and waive any irregularities therein if it is found to be in the best interest of Boulder Housing Partners. Submittals not received by the required deadline are ineligible for consideration and will not be opened. Boulder Housing Partners may change the deadline at any time in order to assure adequate review of the submittals.

- Contract and Method of Payment: The final form of contract and scope of services will be negotiated between Boulder Housing Partners and the top ranked firm after the selection process is complete. Invoices with proper documentation can be submitted on a monthly basis.

- Limitation of Liability: Boulder Housing Partners assumes no liability for costs incurred by firms in

responding to the Request for Proposals or interview process. All submittals become a matter of public record upon submission.

- Insurance Requirements: Generally, the following coverage is required:

o Commercial general liability--$150,000 per person and $1,000,000 per occurrence. o Worker's Compensation Insurance--equal to or at least $100,000 per employee o Automotive Insurance--$100,000/$300,000 for bodily injury and $50,000 for property damage. o Errors and Omissions Insurance

- Federal Fair Housing Laws: Boulder Housing Partners does business in accordance with the Federal Fair

Housing Law (The Fair Housing Amendments Act of 1988). It is illegal to discriminate against any person because of race, color, religion, sex, handicap, family status, national origin, or sexual orientation.

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SECTION F BHP Reservation of Rights

- BHP reserves the right to reject any or all proposals, to waive any informality in the RFQ process, or to terminate the RFP process at any time, if deemed by BHP to be in its best interests.

- BHP reserves the right not to award a contract pursuant to this RFP.

- BHP reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its

convenience upon ten days written notice to the successful bidder.

- BHP reserves the right to inspect work at any time during the ongoing work.

- BHP reserves the right to determine the days, hours and locations that the successful bidder shall provide the services called for in this RFP.

- BHP reserves the right to retain all proposals submitted and not permit withdrawal for a period of 60 days

subsequent to the deadline for receiving proposals without the written consent of BHP Procurement Officer.

- BHP reserves the right to negotiate the fees proposed by the bidder if applicable to bid process.

- BHP reserves the right to reject and not consider any proposal that does not meet the requirements of this

RFP, including but not limited to incomplete proposals and/or proposals offering alternate or non-requested services.

- BHP shall have no obligation to compensate any bidder for any costs incurred in responding to this RFP.

- BHP shall reserve the right to at any time during the RFP or contract process to prohibit any further

participation by a bidder or reject any proposal submitted that does not conform to any of the requirements detailed herein.