Title
Authorization to Award Contract for Public Housing and Section 8 Housing Choice Voucher Program Management Software Application System (Ordinance S-45339)
Description
Request to authorize the City Manager, or his designee, to award and enter into a contract with Emphasys Software for an estimated $2 million over the life of the 10-year contract for a Public Housing and Section 8 Housing Choice Voucher (HCV) Program Management Software Application System. Further request authorization for the City Controller to disburse all funds over the life of the contract. There is no impact to the General Fund.
Report
Summary
The City of Phoenix Housing Department implemented the Visual Homes software application in 2008/2009 to provide Housing Department customers (Section 8/Public Housing residents) U.S. Department of Housing and Urban Development (HUD) required services for the Public Housing and Section 8 programs. On Nov. 20, 2017, the Housing Department received notice from the current software vendor that Visual Homes would not be supported as of Jan. 1, 2019, meaning it would no longer be receiving modifications, enhancements and fixes necessary to remain compliant with HUD requirements. A comprehensive, up-to-date Public Housing and Section 8 HCV Program Management Software Application System is necessary to provide services to our customers and this application is critical to these programs, connecting the different components together so that the Housing Department can remain compliant with HUD requirements and deliver services to the residents.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
The Request for Proposal (RFP) was issued in accordance with Phoenix City Code § 43-14 for Competitive Sealed Proposals on June 15, 2018.
Three proposals were received. One of those proposals was determined to be non-responsive because the offeror did not submit several required submittal documents. An evaluation panel, comprised of two City staff and one non-City staff, evaluated the remaining two proposals for the initial scoring. On Nov. 14, 2018, the procurement officer sent out the request for a Best and Final Offer (BAFO) to the remaining two proposers in accordance with Phoenix City Code 43-14 (J9). A review of the BAFOs was conducted and it was determined that one of the remaining two offerors took additional exceptions in their submitted BAFO. The offer was therefore determined non-responsive and the offeror was notified on Dec. 14, 2018.
The recommended contractor scored as follows:
Emphasys Software - 755 points out of 1,000 points possible.
Based on this score, the evaluation panel recommended that the City award the Public Housing and Section 8 HCV Program Management Software Application System contract to Emphasys Software. The Housing Department concurs with the evaluation panel's decision and recommends awarding the Software Application contract to Emphasys Software as the best value to the City based on the evaluation criteria.
Contract Term
The contract shall be effective for a period of five years, with options to renew for an additional five years in one-year increments.
Financial Impact
There is no impact to the General Fund. Funding is provided by HUD for all Public Housing and Section 8 programs.
Department
Responsible Department
This item is submitted by Deputy City Manager Deanna Jonovich and the Housing Department.