Public Housing Authority Housing Management and Accounting Software

The City of Tucson is soliciting proposals from qualified firms for Public Housing and Community Development Payment Management and Accounting Software services for the Department of Housing and Community Development. The new software system must clearly demonstrate the ability to conform to all HUD requirements for housing authorities, to incorporate project-based accounting, budgeting, and management, and to adhere to Generally Accepted Accounting Principles (GAAP).

The system will interface with the City of Tucson accounting system (WorkDay) via file imports and exports. The system must provide document management capabilities, have mobile applications for inspections and work orders, inventory management capabilities and have online landlord, tenant and applicant portals with capacity for document submission, workflow routing, and payment processing. HCD is currently using Emphasys Elite software and expects to have less than 150 users utilizing the newly awarded software solution.

The Department of Housing and Community Development (HCD) is the department responsible for administering housing, community development and social services programs. With funding from the U.S. Department of Housing and Urban Development (HUD), HCD is the Public Housing Authority (PHA) responsible for operating housing programs that assist families throughout Tucson and Pima County, Arizona. HCD administers more than 1,500 units of public and affordable housing within the City of Tucson. The Section 8 tenant-based Housing Choice Voucher (HCV) assistance program includes more than 5,000 vouchers. HCD administers the HCV program for the jurisdiction of the City of Tucson and for Pima County, Arizona. HCD’s housing portfolio also includes Multi-family, Mixed Financed Affordable, Tax Credit, HOME, and NSP (market rent) units.

The greater Tucson metropolitan area is approximately one million people, many of whom travel through or commute to the city. This City is entirely within the Pima County boundaries. The population fluctuates on a seasonal basis with tourists, seasonal visitors, dual residents, and college students. There are substantial representations from many ethnic populations in the metro area. The key languages spoken within the region include, but are not limited to, English, Spanish, Arabic, Korean, Mandarin, Swahili, Vietnamese, and Chinese.

NATIONAL CONTRACT REQUIREMENTS

Axia Coop LLC (“Axia Cooperative” or “Axia”) is a national public sector cooperative purchasing organization. Axia works with respected leaders from the public procurement community to offer a growing portfolio of master agreements that leverage national volume to deliver savings, efficiency, and innovation for non-federal public sector agencies. Each agreement is publicly solicited by a lead agency utilizing the strictest of procurement standards. The resulting awards address the dynamic needs of today’s evolving market while providing both value and cutting-edge solutions. For more information about the contracting process, please visit axiacoop.org/contracting-process.

The City of Tucson has entered into an agreement with Axia Cooperative to facilitate the Request For Proposals (RFP) and act as the primary contracting authority for the term of the resulting contract(s). Resulting contract(s) is/are made available to other public agencies nationally for “piggybacking” through the Axia Cooperative purchasing program and authorized by various joint powers authority statutes, rules and regulations within each state and local jurisdiction.

While Axia Cooperative makes no guarantees as to exact quantities and/or purchase volume made by Participating Agencies, the estimated annual volume for purchases made nationwide through this contract category is $25,000,000. Please see Attachment C for more information regarding the Axia Cooperative purchasing program.