Agreement with Benevate, Inc. DBA Neighborly Software DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
CITY CLERK OFFICE:
RAFAEL GRANADO or LILIA CARDILLO
DATE: 12/11/2020
FROM : Valerie Velez/Jorge Gueimunde
DEPARTMENT: PROCUREMENT
EXTENSION : 7490
CONTRACT: RFP-2020-131-JC Comprehensive
Enterprise Property, Tenant & Grant Management
Software
CONTRACTOR: Benevate, Inc. DBA Neighborly
Software
COMMISSION DATE: 9-16-2020
ITEM NUMBER: C7 N
RESOLUTION : 2020-31392
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088 LG20 13k-JC—
Benevate Inc. (dba Neighborly Software) SAAS Services Order Form
RSCS ' 2-o2o 1392
BEN EVATE INC.(dba NEIGHBORLY SOFTWARE)SAAS SERVICES ORDER FORM
Contact: Cristina Cabrera,Office of Housing&
Customer: City of Miami Beach, Florida Community Services
Address: 1755 Meridian Avenue Miami Beach, FL 33139 Phone: 305-673-7000 Ext. 26872
Services: Company will use commercially reasonable efforts to provide Customer the services described in the Services
Statement of Work("SOW")attached as Exhibit A hereto(the"Services").
Services Fees: $19,200.00 first year total,payable annually Initial Service Term: Three years from the Go Live
in advance, subject to the terms of Section 4 and Per User Date
Pricing attached as Exhibit D hereto.
Implementation Services: Company will use commercially reasonable efforts to provide Customer the services
described in the Implementation Services Statement of Work attached as Exhibit C hereto ("Implementation Services"),
and Customer shall pay Company the Implementation Fee at Effective Date.
Implementation Fee(one-time): $11,000.00
SAAS SERVICES AGREEMENT
This SaaS Services Agreement("Agreement") is entered into on this 14thay of December 2020(the"Effective Date")between
Benevate Inc with a place of business at 3423 Piedmont Rd. NE,Atlanta,GA 30305 ("Company"),and the Customer listed above
("Customer"). This Agreement includes and incorrorates the above Order Form,as well as the attached Terms and Conditions and
contains_among other things,warranty disclaimers,liabilitN limitations and use limitations. There shall be no force or effect to any
different terms of any related purchase order or similar form even if signed by the parties after the date hereof.
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Benevate Inc.(dba Neighborly Software) SAAS Services Order Form
TERMS AND CONDITIONS
1. SAAS SERVICES AND SUPPORT and (ii)not to use or divulge to any third person any suc
1.1 Company will use commercially reasonable efforts to Proprietary Information.
provide Customer the services described in the Statement of Work Vendor acknowledges that all documents, materials, an
("SOW')attached as Exhibit A hereto. information furnished to or learned by Vendor in connection wit
1.2 Subject to the terms of this Agreement,Company will use the Agreement (the -Information") are and shall remain at a
commercially reasonable efforts to provide Customer the Services times proprietary and the sole property of CITY.Vendor shall n(
as described in accordance with the Service Level Terms attached disclose Information to third parties unless it obtains CITY's prit
hereto as Exhibit B. written consent. CITY is subject to Chapter 119 of Florid
Statutes,the Florida Public Records Law.The Agreement,and an
2. RESTRICTIONS AND RESPONSIBILITIES related documents and/or correspondence shall also become
2.1 Customer will not, directly or indirectly: reverse public record subject to the Public Records Law,regardless of an
engineer,decompile,disassemble or otherwise attempt to discover confidentiality provision outlined in the Agreement. CITY ma
respond to public records requests without providing Vendor an
the source code,object code or underlying structure, ideas,know- notice. However, in the event CITY receives a request fc
how or algorithms relevant to the Services or any software, Vendor's information, which is exempt from disclosure pursuat
documentation or data related to the Services ("Software"); to the Public Records Laws AND is clearly marked a
modify,translate,or create derivative works based on the Services confidential, CITY will redact such information from release
or any Software (except to the extent expressly permitted by unless otherwise authorized in writing by Vendor. CITY ma
Company or authorized within the Services); use the Services or unilaterally cancel the Agreement for Vendor's refusal to alto'
any Software for timesharing or service bureau purposes public access to public records related to the Agreemen
2.2 Customer represents, covenants, and warrants that Additionally, Vendor shall comply with all applicabI
Customer will use the Services in compliance with all applicable requirements of the Public Records Laws, particularly if Vend(
laws and regulations. To the extent allowable, and subject to the is a"Contractor"as defined under* 119.0701,F.S.This provisio
limitation on the City's liability,as set forth in the Section 768.28 shall survive the expiration or termination of the Agreement. I
Florida Statutes, and without waver of any rights or defenses VENDOR HAS QUESTIONS REGARDING THI
thereunder. Customer hereby agrees to indemnify and hold APPLICABILITY OF CHAPTER 119 TO VENDOR'
harmless Company against any damages. losses, liabilities, DUTY TO PROVIDE PUBLIC RECORDS,VEN-DOR MA'
settlements and expenses (including without limitation costs and CONTACT THE CUSTODIAN OF PUBLIC RECORDS A
attorneys' fees)in connection with any claim or action that arises (305) 673-7411
from an alleged violation of the foregoing. RAFAELGRANADO(I MIAMIBEACHF L.GOV, OR B'
MAIL AT 1700 CONVENTION CENTER DR, MIAM
The foregoing paragraph shall not constitute a waiver of sovereign BEACH,FL 33139,
immunity by the Customer beyond the limits set forth in Section
768.28 Florida Statutes. 3.2 Customer shall own all right,title, and interest in and t
2.3 Customer shall be responsible for obtaining and the Customer Data,as well as any data that is based on or derive
maintaining any equipment and ancillary services needed to from the Customer Data and provided to Customer as part of th
connect to, access or otherwise use the Services, including, Services.
without limitation, modems, hardware, servers, software, 3.3 Company shall own and retain all right, title and intere•
operating systems, networking, web servers and the like in and to (a) the Services and Software, all improvement
(collectively,"Equipment"). enhancements or modifications thereto, (b) any softwazt
applications, inventions or other technology developed t
3. CONFIDENTIALITY; PROPRIETARY RIGHTS connection with Implementation Services or support, and (c) a
intellectual property rights related to any of the foregoing.
3.1 Each party(the "Receiving Party") understands that the
other party(the"Disclosing Party")has disclosed or may disclose 3.4 Notwithstanding anything to the contrary,Company sha
business, technical or financial information relating to the have the right to collect and analyze data and other informatio
Disclosing Party's business(hereinafter referred to as"Proprietary relating to the provision, use and performance of various aspect
Information"of the Disclosing Party). Proprietary Information of of the Services and related systems and technologies (includin,
Company includes non-public information regarding features, without limitation, information concerning Customer Data an
functionality, and performance of the Service. Proprietary data derived therefrom), and Company will be free (during an
Information of Customer includes non-public data provided by after the term hereof) to (i) use such information and data t
Customer to Company to enable the provision of the Services improve and enhance the Services and (ii) disclose such dal
("Customer Data"). The Receiving Party agrees: (i)to take solely in aggregate or other de-identified form in connection wit
reasonable precautions to protect such Proprietary Information, its business.
DocuSign Envelope ID:6F4729A0-AF88-4752-964E-EE2E49374088
Benevate Inc. (dba Neighborly Software) SAAS Services Order Form
4. PAYMENT OF FEES Agreement. Customer will pay in full for the Services up to an
4.1 Customer will pay Company the then applicable fees including the last day on which the Services are provided.
described in the Order Form for the Services and Implementation 5.3 Upon giving at least thirty (30) days written notice t
Services in accordance with the terms therein (the "Fees"). Company, Customer may terminate the Agreement, at anytim,
Company reserves the right to change the Fees or applicable either for cause or for City's convenience, with no furtht
charges and to institute new charges and Fees at the end of the obligation to Company, other than to pay for any goods receive
Initial Service Term or then-current renewal term,upon sixty(60) or services rendered in compliance with the Agreement prior t
days prior notice to Customer(which may be sent by email). Per the effective date of termination. Customer shall not be liable fr
User Pricing,set forth on Exhibit D,shall increase by no more than any termination charges. In the event of a termination fc
3% (the"Renewal Price Cap"), applied to the then-effective Per convenience,Customer shall not be entitled to any refund or cred
User Pricing set forth on Exhibit D at the time of renewal. The for any prepaid fees for the year in which the termination occur'
aforementioned Renewal Price Cap shall be forfeited if the In the event of a termination for cause,Customer reserves all right
Services are not renewed prior to the termination date of the initial available to it at law and in equity.
Service Term or then current renewal term;in which case,the fees 5.4 Upon the termination of this Agreement Company sha]
for any subsequent renewal shall be calculated according to within five (5) business day following the termination of tin
Company's then-current pricing. Agreement, provide Customer, without charge and without an
4.2 Company may choose to bill through an invoice,in which conditions or contingencies whatsoever(including but not limite
case, full payment for invoices must be received by Company to the payment of any fees due to Service Provider), with a fin,
forty-five(45)days after the mailing date of the invoice. The fees extract of the Customer Data in electronic format (Microso
do not include any taxes, including,without limitation, sales,use Excel.xls or Structured Query Language.sql). Further,Compan
or excise tax. If Customer is a tax-exempt entity, you agree to will delete the database and file storage container on Microso
provide Company with a tax exempt certificate. Otherwise, Azure and shall certify to Customer the destruction of an
Company will pay all applicable taxes to the proper authorities and Customer Data within the possession or control of Company,bt
Customer will reimburse Company for such taxes.If Customer has such destruction shall occur only after the Customer Data has bee
a valid direct-pay permit,you agree to provide us with a copy.For returned to Customer. This Section shall survive the terminatio
clarity, Company is responsible for paying Company's income of this Agreement.
taxes, both federal and state, as applicable, arising from
Company's performance of this Agreement. 6. WARRANTY AND DISCLAIMER
4.3 The parties acknowledge that appropriation of funds is a Company shall use reasonable efforts consistent wit
governmental function which the Customer cannot contractually prevailing industry standards to maintain the Services in a mann,.
commit itself in advance to perform and this Agreement does not which minimizes errors and interruptions in the Services and sha
constitute such commitment. The Customer's obligation to pay perform the Implementation Services in a professional an
under this Agreement is contingent upon Customer's annual workmanlike manner. Services may be temporarily unavailabi
appropriation of funds for such purpose,and the non-appropriation for scheduled maintenance or for unscheduled emergent
of funding for such purpose in any fiscal year shall immediately maintenance, either by Company or by third-party providers,
relieve both parties of their respective obligations hereunder,as of because of other causes beyond Company's reasonable contro
the last day for which funds have been appropriated. The but Company shall use reasonable efforts to provide advane
Customer shall endeavor, upon determining that sufficient funds notice in writing or by e-mail of any scheduled service disruption
will not be budgeted and appropriated in any fiscal year under this HOWEVER, COMPANY DOES NOT WARRANT THAT TH
Agreement, to provide prompt written notice within 30 days of SERVICES WILL BE UNINTERRUPTED OR ERROR FREI
such event. NOR DOES IT MAKE ANY WARRANTY AS TO TH
5. TERM AND TERMINATION RESULTS THAT MAY BE OBTAINED FROM USE OF TH
5.1 Subject to earlier termination as provided below, this SERVICES. EXCEPT AS EXPRESSLY SET FORTH IN THI
SECTION, THE SERVICES AND IMPLEMENTATIO'
Agreement is for the Initial Service Term as specified in the Order SERVICES ARE PROVIDED "AS IS" AND COMPAN'
Form, and may be renewed at the sole discretion of the City DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIEI
Manager upon providing Company with written notice of said INCLUDING, BUT NOT LIMITED TO, IMPLIEI
intent, for two (2) additional one (1) year periods (collectively, WARRANTIES OF MERCHANTABILITY AND FITNES
the"Term"), FOR A PARTICULAR PURPOSE.
5.2 In addition to any other remedies it may have,either party
may also terminate this Agreement upon thirty (30) days' notice
(or without notice in the case of nonpayment), if the other party
materially breaches any of the terms or conditions of this
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Benevate Inc. (dba Neighborly Software) SAAS Services Order Form
7. INDEMNITY Commercial General Liability policy. Company will provid
If permitted by law, Company shall hold Customer Customer with copies of certificates of insurance upon Customer'
harmless from liability to third parties resulting from infringement written request.
by the Service of any United States patent or any copyright or 10. MISCELLANEOUS
misappropriation of any trade secret, provided Company is 10.1 If any provision of this Agreement is found to b
promptly notified of any and all threats, claims and proceedings unenforceable or invalid, that provision will be limited c
related thereto and given reasonable assistance and the opportunity eliminated to the minimum extent necessary so that thi
to assume sole control over defense and settlement;Company will Agreement will otherwise remain in full force and effect an
not be responsible for any settlement it does not approve in enforceable.
writing.
10.2 This Agreement is not assignable, transferable c
8. LIMITATION OF LIABILITY sublicensable by Customer or Company except with the othc
NOTWITHSTANDING ANYTHING TO THE parry's prior written consent, which consent shall not b
CONTRARY,EXCEPT FOR BODILY INJURY OF A PERSON reasonably withheld.
OR PROPERTY DAMAGE, COMPANY AND CUSTOMER, 10.3 This Agreement is the complete and exclusive statemei
AND THEIR RESPECTIVE SUPPLIERS (INCLUDING BUT of the mutual understanding of the parties and supersedes an
NOT LIMITED TO ALL EQUIPMENT AND TECHNOLOGY cancels all previous written and oral agreements,communication
SUPPLIERS), OFFICERS, AFFILIATES, and other understandings relating to the subject matter of thi
REPRESENTATIVES, CONTRACTORS AND EMPLOYEES Agreement, and that all waivers and modifications must be in
SHALL NOT BE RESPONSIBLE OR LIABLE WITH writing signed by both parties, except as otherwise provide
RESPECT TO ANY SUBJECT MATTER OF THIS herein.
AGREEMENT OR TERMS AND CONDITIONS RELATED
THERETO UNDER ANY CONTRACT, NEGLIGENCE, 10.4 No agency,partnership,joint venture, or employment
STRICT LIABILITY OR OTHER THEORY: (A)FOR ERROR created as a result of this Agreement and Customer does not hay
OR INTERRUPTION OF USE OR FOR LOSS OR any authority of any kind to bind Company in any respe.
INACCURACY OR CORRUPTION OF DATA OR COST OF whatsoever.
PROCUREMENT OF SUBSTITUTE GOODS, SERVICES OR 10.5 All notices under this Agreement will be in writing an
TECHNOLOGY OR LOSS OF BUSINESS; (B)FOR ANY will be deemed to have been duly given when received,
INDIRECT, EXEMPLARY, INCIDENTAL, SPECIAL OR personally delivered; when receipt is electronically confirmed,
CONSEQUENTIAL DAMAGES; (C)FOR ANY MATTER transmitted by facsimile or e-mail; the day after it is sent, if sei
BEYOND COMPANY'S OR CUSTOMER'S REASONABLE for next day delivery by recognized overnight delivery servic.
CONTROL; OR (D) FOR ANY AMOUNTS THAT, and upon receipt, if sent by certified or registered mail, retur
TOGETHER WITH AMOUNTS ASSOCIATED WITH ALL receipt requested.
OTHER CLAIMS,EXCEED THE FEES PAID BY CUSTOMER
TO COMPANY FOR THE SERVICES UNDER THIS 10.6 Company may use Customer's name and logo in a list t
AGREEMENT IN THE 12 MONTHS PRIOR TO THE ACT customers section on its website; however, upon the writte
THAT GAVE RISE TO THE LIABILITY, IN EACH CASE, request of the City Manager, Company shall remove suc
WHETHER OR NOT COMPANY OR CUSTOMER HAS BEEN reference
ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 10.7 External link/Cloud solution. Company provides a
services and content outside of the Customer domain whil
9. INSURANCE accessing Company's technology. When Customer shares publi
9.1 During the course of performing services under this access to Company's site, Customer shall provide disclaim
Agreement, Company agrees to maintain the following levels of highlighting user is leaving customer's domain and Company I
insurance: (a) Commercial General Liability of at least responsible for the presentation of their services.
$2,000,000; (b) Professional Liability (E&O) Insurance 10.8 Reasonable accommodation. Customer shall provid
appropriate to the Consultant's profession,with limit no less than disclaimers and/or notices prior to accessing Company technolog
$2,000,000;(c)Cyber Liability of at least an amount sufficient to to users needing accommodation for language, disability or an
cover the full replacement value of damage to, alteration of, loss other needs warranted to apply for Customer funding or oche
of,or destruction of electronic data and/or information"property" Customer application processes using Company's site.
of the City of Miami Beach that will be in the care, custody, or
control of the vendor;(e)Workers Compensation complying with 10.9 This Agreement shall be governed and construed in a
applicable statutory requirements.Company will add Customer as respects in accordance with the laws of the State of Florida as the
an additional insured, primary and noncontributory, to our apply to a contract executed, delivered, and performed solely i
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Benevate Inc. (dba Neighborly Software) SAAS Services Order Form
such State. Exclusive venue of action shall be in Miami-Dade
County, Florida. The City is entitled to the benefits of sovereign
immunity.
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Benevate Inc. (dba Neighborly Software)SAAS Services Order Form
EXHIBIT A
Services Statement of Work
1. SaaS Services Description.Company will provide Customer with hosted software for the enrollment,qualification,
administration and reporting of the following programs:
a. Public Services
b. Down Payment Assistance
c. Housing Rehabilitation
d. Multi-Family Rehabilitation
e. Property/Asset Management
f. Tenant Application/Recertification
Company will make available to Customer all updates, and any documentation for such updates, to the Services. Company wi
ensure that(i)new features or enhancements to existing features are synchronized with the previous version,and(ii)updates wi
not degrade the performance,functionality,or operation of the Services.
2. Training Services. Company will conduct one (1) eight (8) hour training session, which may be recorded by Customer. Th
purpose of the training sessions is to familiarize administrator personnel with the workflow and functionality of hosted software
3. Technical Support. Company will provide Technical Support to Customer via electronic mail on weekdays during the hours i
9:00 am through 5:00 pm Eastern time, with the exclusion of Federal Holidays ("Support Hours"). Customer may initiate
helpdesk ticket during Support Hours by emailing support@neighborlysoftware.com.Company will use commercially reasonabI
efforts to respond to all Helpdesk tickets within one(1)business day.
4. Data Storage. Company agrees that any and all Customer data will be stored, processed, and maintained solely in data center
located in the United States. Microsoft Azure Tier 4 FedRAMP certified data centers are located at 101 Herbert Drive Boydtoi
VA and 5150 Rogers Road,San Antonio,TX.
5. Backup and Recovery of Customer Data. As a part of the Services,Company is responsible for maintaining a backup of Customs
Data and for an orderly and timely recovery of such data in the event that the Services may be interrupted.Company shall maintai
a contemporaneous backup of Customer Data that can be recovered within four(4)hours at any point in time.
6. Loss of Data. In the event of any act, error or omission,negligence,misconduct,or breach that compromises or is suspected t
compromise the security,confidentiality,or integrity of Customer Data or the physical,technical,administrative,or organization,
safeguards put in place by Company that relate to the protection of the security, confidentiality, or integrity of Customer Dat.
Company shall, as applicable: (a) notify Customer as soon as practicable but no later than twenty-four(24) hours of becomin
aware of such occurrence; (b) cooperate with Customer in investigating the occurrence, including making available all relevat
records, logs, files, data reporting, and other materials required to comply with applicable law or as otherwise required b
Customer;(c)in the case of Personally Identifiable Information(PII),at Customer's sole election.(i)notify the affected individual
who comprise the PII as soon as practicable but no later than is required to comply with applicable law,or, in the absence of an
legally required notification period,within five(5)calendar days of the occurrence;(d)in the case of PII,provide third-party cred
and identity monitoring services to each of the affected individuals who comprise the PII for the period required to comply wit
applicable law,or,in the absence of any legally required monitoring services,for six(6)months following the date of notificatio
to such individuals; (e) perform or take any other actions required to comply with applicable law as a result of the occurrenc,
Notification to affected individuals,as described above,shall comply with applicable law,be written in plain language,and contaii
at a minimum:name and contact information of Company's representative;a description of the nature of the loss;a list of the type
of data involved;the known or approximate date of the loss;how such loss may affect the affected individual;what steps Compan
has taken to protect the affected individual; what steps the affected individual can take to protect himself or herself; contat
information for major credit card reporting agencies;and,information regarding the credit and identity monitoring services to h
provided by Company. This Section shall survive the termination of this Agreemen
6
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Benevate Inc. (dba Neighborly Software) SAAS Services Order Form
EXHIBIT B
Service Level Terms
The Services shall be available 99.5%,measured monthly,excluding holidays and scheduled downtime.Further,any downtim
resulting from outages of third party connections or utilities or other reasons beyond Company's control will also be excluded from an
such calculation.Customer's sole and exclusive remedy,and Company's entire liability,in connection with Service availability shall h
a"Performance Credit."
1) Definitions.
(a)"Actual Uptime"shall mean the total minutes in the reporting month that the Services were actually available for normal use
(b)"Maintenance Window" shall mean the total minutes in the reporting month represented by the following day(s) and time(
during which Service Provider shall maintain the Services:Tuesday,Thursday,Saturday 11pm-3am ET.
(c)"Scheduled Downtime"shall mean the total minutes in the reporting month represented by the Maintenance Window.
(d) "Scheduled Uptime"shall mean the total minutes in the reporting month less the total minutes represented by the Schedule
Downtime.
2) Calculation. (Actual Uptime/Scheduled Uptime) * 100=Percentage Uptime(as calculated by rounding to the second decim.
point)
3) Performance Credit. Performance credits may not be redeemed for cash and will only apply a credit to the month in which th
incident occurred.
(a)Where Percentage Uptime is equal to or greater than 99.5%,no Performance Credit will be due to Customer.
(b)Where Percentage Uptime is less than 99.5%,Customer shall be due a Performance Credit in the amount of 5%of the Service
Fees(as calculated on a monthly basis for the reporting month)
Neighborly Software-City of Miami Beach,FL Contract 7
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Benevate Inc. (dba Neighborly Software) SAAS Services Order Form
EXHIBIT C
Implementation Services Statement of Work
This Implementation Services Statement of Work describes the Services to be performed,and Deliverables to be provided,by Compan
in completion and satisfaction of the Implementation Services.
1) Company Key Roles.Company will assign an Engagement Manager who will be Customer's primary contact person an
who will coordinate all the activities of the Implementation team.
2) Customer Key Roles.Customer will assign a person to be the focal point to coordinate the user and technical support an
resources needed for the implementation, and to be responsible for approvals and decisions. This person will coordinat
data collection and reconciliation,review each stage of the implementation process,and provide end user involvement wit
systems and user acceptance training. Schedule and cost estimates assume that personnel acting in the roles noted above t
be reasonably and readily available to the Company team as needed throughout the project.Additionally,all approvals an
decisions are made within a reasonable time period.
3) Implementation Steps.The following are the general steps which make up the implementation process:
• Kickoff meeting
• Program Design and Documentation
• System Configuration and Signoff
• Data Review and Validation
• Administrator Training
• Historical Data Collection(if applicable)
4) Implementation Deliverables.The following are the items that will be delivered as part of implementation:
a. Program Design and Documentation
• List of all documents to be uploaded into the system as part of the Program
• List of all documents to be generated by the system as part of the Program
b. System Configuration
• Create Administrator accounts in the system
• Configure Customer enrollment application in the system
• Configure Customer specific approvals and workflow in the system,including up to thirty(30)
documents/images to be uploaded
• Configure up to two(2)program documents to be generated by system with training provided to
Customer on how to configure an unlimited number of rendered documents.
c. Data Review and Validation
• Provide up to five(5)business days for Customer to test and validate system data and configuration
d. Administrator Training
• Conduct one(I)eight(8)hour training session,which may be recorded by Customer.
e. Historical data conversion(if applicable)
• Upload Customer historical"active"data(i.e.outstanding loans,grants,etc.)to be provided by
Customer in an electronic format specified by Company,costs outlined in Exhibit D.
5) Customer Responsibilities
a. Design and approve data elements,program workflow,and eligibility criteria
b. Identify all program documents required to be stored in the system
c. Identify all program documents to be generated by the system
d. Provide historical data in electronic format specified by Company
e. Test and approve system configuration
f. Provide final sign off that the system meets all requirements("Go Live")
g. Participate in administrator training session
Neighborly Software-City of Miami Beach,FL Contract 8
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Benevate Inc. (dba Neighborly Software) SAAS Services Order Form
EXIIIBIT D
Per User Pricing
Additional programs and user licenses may be purchased,pro-rata to the Initial Service Term,based on the pricing table below.
JIIIIIIIIEBilANNUAL
Annual Recurring F USER PRICE FREQ USERS PRICE ,
Neighborly Software Per Administrator Fee (Users 1-10) $200 Monthly 8 $19,200.00
Neighborly Software Per Administrator Fee (Users 11-20) $150 Monthly 0 $0.00
Neighborly Software Per Administrator Fee (Users 21+) $100 Monthly 0 $0.00
- Technical Support Included
- Hosting/Security in Microsoft Tier IV Data Center Included
- Data Strorage, Backup and Recovery Included
ANNUAL TOTAL $19,200.00
One Time Implementation Fees UNIT PRICE FREQ UNITS AMOUNT
Software Implementation Per Programa $1,500 One Time 6 $9,000.00
- Software Configuration to Client Design Included
- Administrator Training (8 hrs Onsite) Included
- Administrator Guide Included 1
- Travel (currently not available during COVID-19 pandemic $800 : Per Trip 0 $0.00
Migration of Property and Unit Data (Minimum $2,000) $2.50 Per Unit 89 $2,000.00
a Includes configuration for the following programs: ONE TIME IMPLEMENTATION TOTAL $11,000.00
(1) Public Services
12) Down Payment Assistance
(3) Housing Rehabilitation
14) Multi-Family Rehabilitation YEAR ONE TOTAL: $30,200.00
(5) Property/Asset Management Estimated Year Two Total: $19,200.00
16) Tenant Application / Recertification
Notes
1. Recurring fees are invoiced annually in advance.
2. Implementation fees are invoiced at engagement
Neighborly Software-City of Miami Beach.FL Contract 9
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Benevate Inc. (dba Neighborly Software)SAAS Services Order Form
IN WITNESS WHEREOF, the parties hereto,by their duly authorized representatives, have executed this Agreement
on the dates shown below to be effective the day and year first shown above.
CITY OF MIAMI BEACH,FLORIDA
the Governing Body as established by the Florida Constitution
DocuSigned by:
fad f. Jecuitztoto By:
BCITY3argituk
3 0E MAYOR
city clerk
Title:
Date12/14/2020 I 3:53 EST
By. c)1410a%4\\
. V
J. Jan snak
Title: President, Benevate Inc. dba Neighborly Software
Date: 12/10/2020
APPROVED AS TO
FORM&LANGUAGE
& FOR EXECUTION
' City Memoir- Dat.
Neighborly Software-City of Miami Beach.FL Contract 10
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
ATTACHMENT A
RESOLUTION &COMMISSION AWARD MEMO
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
RESOLUTION NO. 2020-31392
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO.
2020-131-JC, FOR COMPREHENSIVE ENTERPRISE PROPERTY, TENANT,
AND GRANT MANAGEMENT SOFTWARE, WITH BENEVATE INC. DBA
NEIGHBORLY SOFTWARE, THE TOP RANKED PROPOSER FOR BOTH
SUBMITTAL SUB-CATEGORIES OF THE RFP, APPLICATION 1: TENANT
MANAGEMENT SOFTWARE, AND FOR APPLICATION 2: GRANTS
MANAGEMENT SOFTWARE; FURTHER, AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE THE AGREEMENT, UPON CONCLUSION OF
SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, the Housing and Community Services Division ("HCSD") requires a tenant
and grants management system in order to monitor resources generated, housing units data
management, grant-related assistance, housing applicant and tenant profiles, capital
improvements and miscellaneous project tracking; and
WHEREAS, HCSD currently utilizes various spreadsheets and arcane data management
methods for its housing applicant, asset inventory management and grants tracking; and
WHEREAS, HCSD seeks, by way of the following RFP, a modern and efficient software
solution in order to better manage its property, tenant, and grants management operations; and
WHEREAS, on March 18, 2020, the City Commission approved the issuance of Request
for Proposals (RFP) NO. 2020-131-JC, for Comprehensive Enterprise Property, Tenant, and
Grant Management Software ("the RFP"); and
WHEREAS, on April 16, 2020, the RFP was issued; and
WHEREAS, a non-mandatory pre-proposal conference to provide information to the
proposers was held on April 30, 2020; and
WHEREAS, RFP responses were due and received on June 11, 2020; and
WHEREAS, the City received a total of six (6) proposals from the following proposers:
Benevate Inc. dba Neighborly Software; Ciber Global; CPI Solutions; Dulles Technology Partners
Inc.; Houston Technology LLC; and Information Consultants Inc.; and
WHEREAS, the Procurement Department performed due diligence and determined that
all of the proposals received were deemed responsive and responsible; and
WHEREAS, on February 21, 2020, via LTC # 100-2020, the City Manager appointed the
Evaluation Committee (the "Evaluation Committee"), which convened on August 24, 2020, to
consider the proposals submitted; and
WHEREAS, the Evaluation Committee's process resulted in Benevate Inc. dba Neighborly
Software, as the top-ranked proposer for both submittal sub-categories of the RFP, Application 1:
Tenant Management Software, and for Application 2: Grants Management Software; and
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
WHEREAS, after reviewing the qualifications of each firm, and having considered the
Evaluation Committee's comments and rankings, the City Manager has recommended that the
Mayor and City Commission approve this Resolution authorizing the Administration to enter
into negotiations with Benevate Inc. dba Neighborly Software, as the top ranked proposer.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager authorizing the
Administration to enter into negotiations, pursuant to Request for Proposals(RFP) NO. 2020-131-
JC, for Comprehensive Enterprise Property, Tenant, and Grant Management Software, with
Benevate Inc. dba Neighborly Software, as the top ranked proposer for both submittal sub-
categories of the RFP, Application 1: Tenant Management Software, and for Application 2: Grants
Management Software; and further, authorize the Mayor and City Clerk to execute the agreement,
upon conclusion of successful negotiations by the Administration.
PASSED AND ADOPTED this � day of P'k blv2020.
/62--7 /1
Dan Gelber, Mayor
ATTEST:
`C 1 "?.. -Liz,
R. -el Granado, Ci Clerk
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oAPPROVED AS TO
FORM &LANGUAGE
&FOR EXECUTION
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City Attorney 4 Date
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Resolutions- C7 N
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: September 16, 2020
SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER AUTHORIZING THE ADMINISTRATION TO ENTER
INTO NEGOTIATIONS, PURSUANT TO REQUEST FOR PROPOSALS
(RFP) NO. 2020-131-JC, FOR TENANT AND GRANT MANAGEMENT
SOFTWARE, WITH BENEVATE INC. DBA NEIGHBORLY SOFTWARE, THE
TOP RANKED PROPOSER FOR BOTH TENANT MANAGEMENT AND
GRANT MANAGEMENT CATEGORIES OF THE RFP; FURTHER,
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE THE
AGREEMENT, UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS
BY THE ADMI NISTRATION.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida approve the resolution accepting the City Manager's recommendation pertaining
to bids received, pursuant to Request for Proposals (RFP) No. 2020-131-JC, for
Comprehensive Enterprise Property,Tenant, and Grant Management Software.
BACKGROUND/HISTORY
T h e Housing and Community Services Department ("HCSD")currently utilizes various
spreadsheets and arcane data management methods to manage its housing applicant, asset
inventory and grants tracking efforts.
HCSD determined that an improved solution is required. Therefore, by way of the RFP, HCSD
seeks a modern and efficient software solution in order to better manage its property, tenant, and
grants management operations. The purpose of the RFP is to select a software solution for the
Office of HCSD that will assist in managing its affordable housing units and allow the Department to
achieve compliance with the U.S. Department of Housing and Urban Development ("HUD") Code of
Federal Regulations.
HCSD requires that the proposed software solution(s) streamlines its information collection and
workflow management for the following two (2) main areas of functionality: 1) Tenant Management,
and 2) Federal Housing Grants Management. The resulting solution(s) will optimize City staff
Page 352 of 1855
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
productivity by automating current manual processes.
In addition, applications must integrate with the City's MUNIS ERP system. The software
application(s)will deliver the following two (2)solutions:
1. Tenant Management: The City of Miami Beach must adhere to the HOME rental
program guidelines while admitting new tenants and recertifying existing households on an
annual basis. The incomes of households in the HOME program must not exceed eighty
(80) percent of the area median (High HOME units). In rental projects with five or more
assisted units, at least 20% of the units must be occupied by families with incomes that do
not exceed 50% of the HUD-adjusted median (Low HOME units.) HOME income limits
are published each year by HUD.
The application must capture the income limit table with a corresponding effective date.
Transactions must pick the correct income limit table base on the transaction effective
date. The application should let the administrator enter new income limit tables with a
future date without affecting current calculation. While the 80% rule is currently set to 80%
of the income limit, the rule should not be hard coded in the application. The administrator
should be able to change the threshold in the future if HUD changes the rule.
For application development purposes, rents are determined based on the HOME rent
limits and utility allowances determined by a specific HUD methodology.The application
will offer the following capabilities:
• Asset Management;
• Resident Processing and management tool to track tenant information and historical
data;
• Resident re-exam capability to manage the tenant certification and eligibility
processes; and
• Financial capability to keep track of tenant rent and fees.
2. Grants Management: The City receives federal and state allocations through HUD and
Florida Housing Finance Corporation for HOME, CDBG and SHIP. The respective program
allocations are distributed annually and must be expended on eligible activities delineated in
the City's five-year City's Consolidated Plan. Every year, the City releases a Request for
Proposal (RFP) to solicit eligible affordable housing, capital and public service projects within
the City that will be funded by HOME and CDBG.After the City reviews and approves eligible
applications, sub-recipients must provide a monthly progress report of their expenditures and
project accomplishments. Below are requirements of the proposed software application that
must be included, at a minimum, in the RFP response in order to allow for adequate tracking of
allocated grants funding:
Administrators should have access to the following information:
• Intake and assessment of eligible participants;
• Uploading supporting documentation;
• Scope management;
• Procurement documents;
• Contractor information;
• Project timeline;
• Project budget; and
• Pending tasks;
Page 353 of 1855
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Sub-recipients should have access to the following:
• Contractor information;
• Project timelines;
• Project budget;
• Ability to upload draw requests; and
• Ability to upload Section 3 reports and certified payroll.
ANALYSIS
On March 18, 2020, the City Commission approved the issuance of Request for Proposals
(RFP)2020-131-JC, for Comprehensive Enterprise Property, Tenant, and Grant Management
Software ("the RFP"). On April 16, 2020, the RFP was issued. The Procurement Department
issued solicitation notices to 12,961 firms utilizing www.BidSync.com. 113 prospective
proposers accessed the advertised solicitation. A non-mandatory pre-proposal conference to
provide information to prospective proposers was held on April 30, 2020. RFP responses were
due and received on June 11, 2020. The City received proposals from the following proposers.
Tenant Management Functionality;
• Benevate Inc. dba Neighborly Software
• CPI Solutions
• Houston Technology LLC
• information Consultants 1 nc.
Grants_Management Functionality:
• Benevate Inc. dba Neighborly Software
• Dulles Technology Partners Inc.
• Ciber Global
• Houston Technology LLC
• Information Consultants 1 nc
The Procurement Department performed its due diligence and determined that all of the
proposals received were deemed responsive and responsible. On February 21, 2020, via LTC
# 100-2020, the City Manager appointed the Evaluation Committee (the "Evaluation
Committee"), which convened on August 24, 2020, to consider the proposals submitted. The
Committee was comprised of the following individuals: Cristina Cabrera, CDBG Projects
Coordinator, Office of Housing & Community Services, City of Miami Beach, Ralph Lavaud, IT
Business Analyst, Information Technology Department, City of Miami Beach, Nelson Martinez,
Tenant Services Coordinator, Office of Housing & Community Services, City of Miami Beach,
and Alice Waters, Controller, Office of Housing & Community Services, City of Miami Beach.
The Committee was provided an overview of the project, information relative to the City's Cone
of Silence Ordinance and the Government Sunshine Law. The Committee was also provided
with general information on the scope of services and a copy of each proposal. The Committee
was instructed to score each proposal pursuant to the evaluation criteria established in the RFP.
Cost was not considered by the Committee in the evaluation process as the RFP required that
the cost be considered by the City Manager in making his award recommendation. The
evaluation process resulted in the ranking of proposers, on qualitative factors, as indicated in
Attachments Al (Tenant Management Software) and A2 (Grants Management Software), in the
Page 354 of 1855
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
following order.
Application 1. Tenant Management Software:
1st— Benevate Inc. dba Neighborly Software
2nd — Houston Technology LLC
3rd —CPI Solutions
4th— 1 nformation Consultants Inc.
Application 2. Grant Management Software:
1st— Benevate I nc. dba Neighborly Software
2nd — Dulles Technology Partners Inc.
3rd— Ciber Global
4th— Houston Technology LLC
5th— I nformation Consultants Inc.
The following is a brief summary of the qualifications of the top ranked proposer, as noted in its
response to the REP.
Benevate Inc. dba Neighborly Software.
According to its proposal, Benevate Inc. dba Neighborly Software, is software solutions firm
whose suite of products is specifically built for, and used by, public sector housing and
community development professionals. This enables Neighborly Software to incorporate deep
HUD functionality in its respective solutions. Housing, Economic and Community Development
is core to the Neighborly Software mission-in fact, it is the only market they serve.
Headquartered in Atlanta, GA, Neighborly Software was founded in 2016 on the belief that the
administration of housing, economic and community development programs is evolving.
Forward thinking communities want their staff to spend more time maximizing community
investment outcomes and less time on administration, compliance and reporting. This requires
addressing the administrative inefficiencies and financial waste associated with their paper-
based files, manual processes and outdated technology solutions (e.g. Excel spreadsheets or
homegrown technology).
Neighborly Software is a Microsoft partner and leverages the Microsoft Azure FedRAMP Cloud
for secure encryption, hosting, redundancy, and disaster recovery. Its modem software is
intuitive to use and leads to rapid adoption by both grantees and grantors. Its current clients
include, the City of Pompano Beach, FL, Manatee County, FL, Lee County, FL, Orange
County, FL, Pinellas County, FL, City of West Palm Beach, FL, City of Hialeah, FL, City of
Dallas, TX, and City of Anaheim, CA.
FINANCIAL INFORMATION
Grand funding will be utilized for a portion of this project.
Account(s) For the Grants Amount(s) For the Grants Management: $2,111.57
Management: $18,288.43 For Tenant Management:
131-0530- $980.00$1,764.00 $3,920.00$2,646.00
000343-00- $490.00
404-534-00-
Page 355 of 1855
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
00-00-19310
133-0530-
000343-00-
404-534-00-
00-00-19310
For Tenant
Management:
116-4001-
000342 116-
4002-000342
116-4003-
000342 116-
4004-000342
116-4007-
000342
CONCLUSION
In reviewing the responses received, the results of the evaluation committee process and the
process submitted by the firms, I find as follows. I believe that the City is fortunate to have
received six (6) responses to the RFP from well qualified firms. It is important to note that
Benevate unanimously received first place ranking for all committee members. ed appear to
have the qualifications and background to assist the City with a robust software solution to its
tenant and grant management tracking.
In considering the Evaluation Committee's comments and the unanimous first place scores,
Benevate has clearly demonstrated that its proposed software solution, industry expertise, past,
government experience, and approach to the City's required scope of services, is exceptional
among other competitors. Further, when considering cost as required by the RFP, not only has
Benevate provided the top-ranked proposal on qualifications and proposed solution, it also
offered significantly more cost effective solutions for both areas of functionality (tenant
management and grant management) than the second-ranked firm for tenant management,
Houston Technology, and the second-ranked firm for grant management, Dulles Technology
Partners, as indicated in the tables below.
Proposed Pricing: (1st Ranked) (2nd Ranked)
Tenant Benevate Inc dba Houston Technology
ManagementSoftware Neighborly Software LLC
Total $49,200.00 $97,607.00
Proposed Pricing:
(1sf Ranked) (2nd Ranked)
Grant Management Benevate Inc dba Dulles Technology
Software Neighborly Software I Partners Inc
Total $19,400.00 $39,800.00
Since Benevate has provided the best combination of qualifications, functionality and cost, I
Page 356 of 1855
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
recommend that the Mayor and City Commission approve the Resolution authorizing the
Administration to enter into negotiations, pursuant to Request for Proposals (RFP) NO. 2020-131-
JC, for a tenant management and grant management solution, with Benevate Inc. dba Neighborly
Software, as the top ranked proposer f o r both tenant management and grant management
functionalities; and authorizing the Mayor and City Cleric to execute the agreement upon conclusion
of successful negotiations by the Administration.
Applicable Area
Not Applicable
Is this a "Residents Right Does this item utilize G.O.
to Know" item. pursuant to Bond Funds?
City Code Section 2-14?
No No
Legislative Tracking
Housing and Community Services/Procurement
ATTACHMENTS:
Description
o Resolution
o Attachment Al
o Attachment A2
Page 357 of 1855
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Page 361 of 1855
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
ATTACHMENT B
ADDENDUM AND RFP SOLICITATION
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
MIAMI B E AC HProcurement Department
1755 Meridian Ave, 3rd Floor, Miami Beach, Florida 33139
www.miamibeachfl.gov
ADDENDUM NO. 5
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY, TENANT,
AND GRANT MANAGEMENT SOFTWARE
June 9, 2020
This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other
clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by
strikethrough and additions are underlined).
The deadline for 'uestions has sassed.No further s uestions will be considered, and no extensions will be made.
1. CLARAFICATIONS.
When submitting an electronic proposal BidSync requires digital signature in order to place an offer. The proposer is
required to utilize the BidSync digital signature tool, which prompts proposer to provide their password in order to
submit a digital signature and place an offer. Please note that the option for a "DocuSign" digital signature is not
required, however this option is available to those that are interested in utilizing DocuSign.
2. REMINDER RFP DUE DATE AND TIME. The deadline for the electronic receipt of proposals is at 3:00 p.m., on
Thursday, June 11, 2020.
All proposals received and time stamped through BidSync, prior to the proposal submittal deadline shall be accepted
as timely submitted. Proposals cannot be submitted after the deadline established for receipt of proposals.
Hard copy proposals or proposals received electronically, either through email or facsimile, submitted prior to or after
the deadline for receipt of proposals are not acceptable and will be rejected. Late bids cannot be submitted, bidders
are cautioned to plan sufficiently. The City will in no way be responsible for delays caused by technical difficulty or
caused by any other occurrence.
Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the
individual named below,with a copy to the City Clerk's Office at RafaelGranado(a,miamibeachfl.gov
Contact: Telephone: Email:
Jason Crouch 305-673-7000 ext.26694 jasoncrouch@miamibeachfl.gov
Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Potential proposers that
have elected not to submit a response to the RFP are requested to complete and return the "Notice to Prospective Bidders"
questionnaire with the reason(s)for not submitting a proposal.
Sincerely,
Ale nis
Pro rement Director
ADDENDUM NO. 5
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY,TENANT, AND GRANT MANAGEMENT SOFTWARE
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
M I A M I B E AC H PROCUREMENT DEPARTMENT
1755 Meridian Avenue,3rd Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
ADDENDUM NO. 4
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY, TENANT,
AND GRANT MANAGEMENT SOFTWARE
June 5, 2020
This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other
clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are
shown by strikethrough and additions are underlined).
I. RESPONSES TO QUESTIONS RECEIVED:
01: Is the budget of$31,000 for Application 1 and Application 2?
Al: The budget for this fiscal year is up to $8,000 for Application 1. The budget for this fiscal
year is up to $23,000 for Application 2.
Q2: Is there a separate budget for implementation and software?
A2: No.
Q3: What is the budget for Years 2 and 3?
A3: Unknown at this time.
THE DEADLINE FOR QUESTIONS HAS PASSED AND NO FURTHER QUESTIONS WILL BE CONSIDERED.
Any questions regarding this Addendum should be submitted in writing to the Procurement Management
Department to the attention of the individual named below, with a copy to the City Clerk's Office at
RafaelGranadomiamibeachfl.qov
Contact: Telephone: Email:
Jason Crouch 305-673-7000 ext. 26694 JasonCrouchmiamibeachfl.gov
(7c ly,
x Denis
Procurem nt irector
1 ADDENDUM NO.4
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY.TENANT.AND GRANT MANAGEMENT SOFTWARE
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
M I A M I BEAC H PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
ADDENDUM NO. 3
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY, TENANT,
AND GRANT MANAGEMENT SOFTWARE
June 4, 2020
This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other
clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are
shown by strikethrough and additions are underlined).
I. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 p.m., on
Thursday, June 11, 2020.
THE DEADLINE FOR QUESTIONS HAS PASSED AND NO FURTHER QUESTIONS WILL BE CONSIDERED.
Any questions regarding this Addendum should be submitted in writing to the Procurement Management
Department to the attention of the individual named below, with a copy to the City Clerk's Office at
RafaelGranado@miamibeachfl.gov
Contact: Telephone: Email:
Jason Crouch 305-673-7000 ext. 26694 JasonCrouch@miamibeachfl.gov
Iice ely, I
i
Alex Denis
Procuremen` Di ector
1 I ADDENDUM NO.3
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY,TENANT,AND GRANT MANAGEMENT SOFTWARE
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
MIAMI B E AC I-I PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
ADDENDUM NO. 2
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY, TENANT,
AND GRANT MANAGEMENT SOFTWARE
May 27, 2020
This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other
clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are
shown by strikethrough and additions are underlined).
I. RESPONSES TO QUESTIONS RECEIVED:
Q1: (a) It sounded like Christina said the portfolio was 5 buildings and 89 tenants. Is that correct? (b) Is that
the total size of the portfolio for the housing division?
Al: (a) Correct. (b) Yes.
Q2: If a proposer is submitting a reply for both programs, i.e. option 3, do they have to break down costs,
phases, support, past performance etc. for each program (1 and 2) or can we combine those efforts from a
combined solution set?
A2: Proposers may submit a proposal(s) for Application 1 or Application 2, or for both
applications. Proposers wishing to submit proposals for Application 1 and Application 2 shall
submit a separate proposal for each application area to be considered, which is further
identified in Section 0300. The evaluation of proposals for 1) Application 1, 2) Application 2,
or 3) both Application 1 and Application 2, will be considered separately as part of the
evaluation committee process.
03: For programs 1 and 2, what type of volume does the city see? In general, do you know how many
residents inquire and or receive support from each program.
A3: Program 1: consists of 89 households who will need to receive monthly invoices and
submit maintenance requests. Program 2: estimated ten (10) Request for Proposals (RFP)
applications annually, estimated seven (7) sub-recipients with ability to submit reporting,
estimated twenty (20) home buyer assistance applications.
Q4: Is there a targeted budget for this RFP?
A4: $31,000 for the first year.
1 ADDENDUM NO.2
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY,TENANT.AND GRANT MANAGEMENT SOFTWARE
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
M I A M I B E AC H PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
Q5: Page 12/25. Must integrate with the City's MUNIS ERP system. Does that system have an open API or is
it a flat file type integration?
A5: Currently MUNIS is using flat files.
Q6: Page 12/25, under sub-title "Application 1: Tenant Management" a) what does the term "Asset
Management" entail? b) What is the system expected to do in order to management the asset? c) Is the
asset a piece of real property or is it the tenant living at the property?
A6: a) It comprises keeping track of the work orders for the City's housing properties. b) The
asset management component should allow us to track work orders, expenses incurred, and
the property standards for all properties. c) The tenant is living at the property.
Q7: On page 29 you make note of "the city's MUNIS ERP system". Could you please clarify what ERP
system the city uses?
Al: The City uses an Enterprise Resource Planning (ERP) system called MUNIS by Tyler
Technologies Inc.
Q8: On page 29 you make note of Asset Management underneath Tenant Management. Could you specify
your definition of Asset Management?
A8: Please refer to response A6 above.
Q9: What are the languages that are supported?
A9: English and Spanish
Q10: P36 2 System Requirements c. Ability to provide a public-facing dashboard. Is there a current example
available to reference?
A10: Not at this time.
Q11: P36 2 System Requirements f. Integration with MUNIS ERP. Would this integration be one-way or two-
way?
Al1: The integration is one way. We need it to generate the Rent to be paid from the new
system to import into MUNIS. Customer will pay their rent in MUNIS. The System should have
the ability to have a tenant identifier which matches the client number from MUNIS.
Q12: P36 2 System Requirements f. Integration with MUNIS ERP. Is the system on premise or a Cloud
based ERP?
Al2: MUNIS is on premise.
2 ADDENDUM NO.2
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY,TENANT.AND GRANT MANAGEMENT SOFTWARE
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M I A M I B E AC H PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
Q13: P36 2 System Requirements f. Integration with MUNIS ERP. If the system is on premise are there
publicly available API's that can be reached through authentication from the public internet?
A13: MUNIS is on premise and there are no publicly available API currently.
014: P36 2 System Requirements f. Integration with MUNIS ERP. Does the county currently use any
cloud/premise-based middleware applications?
A14: No.
015: P37, 5. Storage Capacity: Stores all documentation entered in the system and may be customized as
needed at the request of the city. a) There is reference to receipting, does this refer to an itemized
accounting of receipts or is there a desire to capture the receipt image? b) Typically, how many images is
expected?
A15: a) Itemized accounting of receipts. b) 89 receipts per month.
Q16: P38, 10. Service and Management includes system training for all users- Is there a preference for a
Train the Trainer approach or would there be a desire to have complete end-user training to be performed?
A16: Train the trainer is the preferred approach.
Q17: Overall - Given the current environment is the city open to the work, training and support happening
remotely by USA based resources?
A17: Yes.
Any questions regarding this Addendum should be submitted in writing to the Procurement Management
Department to the attention of the individual named below, with a copy to the City Clerk's Office at
RafaelGranado a(�miamibeachfl.gov
Contact: Telephone: Email:
Jason Crouch 305-673-7000 ext. 26694 JasonCrouch@miamibeachfl.gov
Sincerely,
Alex D Is
Procurement Director
I ADDENDUM NO.2
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY.TENANT.AND GRANT MANAGEMENT SOFTWARE
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MIAMI B E AC I-I PROCUREMENT DEPARTMENT
1755 Meridian Avenue,3rd Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
ADDENDUM NO. 1
REQUEST FOR PROPOSALS (RFP) 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY, TENANT,
AND GRANT MANAGEMENT SOFTWARE
May 21, 2020
This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other
clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are
shown by strikethrough and additions are underlined).
The deadline for questions has passed. No further questions will be considered, and no further extensions
will be made.
I. RFP DUE DATE AND TIME. The deadline for the receipt of electronic submittals through Bidsync is
extended until 3:00 p.m., on Thursday, June 4, 2020. Proposals will be opened promptly at the time and date
specified. The City will in no way be responsible for delays caused by technical difficulty or caused by any other
occurrence.
PUBLIC BID OPENING WILL BE VIA CONFERENCE ONLY
Dial-In Instructions:
• Dial the Telephone Number: +1 786-636-1480
• Enter the Conference ID No: 165 606 155#
Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the
attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado a(�miamibeachfl.gov.
Contact: Telephone: Email:
Jason Crouch 305-673-7000 ext. 26694 JasonCrouch@miamibeachfl.gov
Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Potential
proposers that have elected not to submit a response to the RFP are requested to complete and return the "Notice to
Prospective Bidders" questionnaire with the reason(s) for not submitting a proposal.
Sincerely,
,'71/. ,,,tiA..6v for
Alex Denis
Procurement Director
I ADDENDUM NO.1
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY,TENANT,AND GRANT MANAGEMENT SOFTWARE
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TABLE OF CONTENTS
SOLICITATION SECTIONS:
0100 INSTRUCTIONS TO RESPONDENTS
0200 GENERAL CONDITIONS
0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT
0400 PROPOSAL EVALUATION
APPENDICES:
APPENDIX A SCOPE OF WORK AND SPECIFICATIONS
APPENDIX B SYSTEM FUNCTIONALITY AND REQUIREMENTS MATRIX
APPENDIX C INSURANCE REQUIREMENTS
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SECTION 0100 INSTRUCTIONS TO PROPOSERS
1. GENERAL. This Request for Proposals (RFP) is issued by the City of Miami Beach, Florida (the "City"), as the
means for prospective Proposers to submit their qualifications, proposed scopes of work and cost proposals (the
"proposal") to the City for the City's consideration as an option in achieving the required scope of services and
requirements as noted herein.All documents released in connection with this solicitation, including all appendixes and
addenda,whether included herein or released under separate cover, comprise the solicitation, and are complementary
to one another and together establish the complete terms, conditions and obligations of the Proposers and,
subsequently, the successful Proposer(s) (the "contractor[s]") if this RFP results in an award.
Prospective Proposers that have obtained this solicitation in any manner other than via Bidsync (www.Bidsync.com)
are advised that the City utilizes Bidsync (www.Bidsync.com) for automatic notification of competitive solicitation
opportunities and document fulfillment, including the issuance of any addendum to this RFP.Any Prospective Proposer
who has received this RFP by any means other than through Bidsync must register immediately with Bidsync to assure
it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of proposal
submitted.
2. PURPOSE.
The purpose of this Request for Proposals (RFP) is to select a software solution for the Office of Housing and
Community Services ("HCS") that will assist in managing its affordable housing units and allow the Department to
achieve compliance with the U.S. Department of Housing and Urban Development ("HUD") Code of Federal
Regulations. HCS requires that the proposed software solution(s) streamlines its information collection and workflow
management for the following two (2) areas: Application 1) Tenant Management, and Application 2) Federal
Housing Grants Management. The resulting solution(s) will optimize City staff productivity by automating current
manual processes, including tenant enrollment and certification, compliance reporting of its residential portfolio, and
the administration of HOME Investment Partnerships, State Housing Initiatives Partnership ("SHIP"), and Community
Development Block Grant("CDBG") allocations.
Proposers may submit a proposal(s) for Application 1 or Application 2, or for both applications. Proposers wishing to
submit proposals for Application 1 and Application 2 shall submit a separate proposal for each application area to be
considered, which is further identified in Section 0300. The evaluation of proposals for 1) Application 1, 2) Application
2, or 3) both Application 1 and Application 2,will be considered separately as part of the evaluation committee process.
3. ANTICIPATED RFP TIMETABLE. The tentative schedule for this solicitation is as follows:
RFP Issued April 16, 2020
Pre-Proposal Meeting April 30, 2020 at 9:00 AM EST
Deadline for Receipt of Questions May 18, 2020 at 5:00 PM EST
Responses Due May 28, 2020 by 3:00 PM EST
Evaluation Committee Review TBD
Proposer Presentations TBD (If Applicable)
Contract Negotiations Following Commission Approval
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4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the
Procurement Contact noted below:
Procurement Contact: Telephone: Email:
Jason Crouch 305 673-7000 x26694 JasonC• miamibeachfl.•ov
additionally, the City Clerk is to be copied on all communications via e-mail at: RafaelGranado • miamibeachfl.•ov
or via facsimile: 786-394-4188.
The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be
received no later than ten (10) calendar days prior to the date proposals are due as scheduled in Section 0200-3. All
responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum.
5. PRE-PROPOSAL MEETING OR SITE VISIT(S). Only if deemed necessary by the City, a pre-proposal meeting or
site visit(s) may be scheduled. Attendance for the pre-proposal meeting shall be via telephone and recommended
as a source of information but is not mandatory. Proposers interested in participating in the Pre-Proposal Meeting
must follow these steps:
(1) Dial the TELEPHONE NUMBER: 1- 888-557-8511 (Toll-free North America)
(2) Enter the MEETING NUMBER: 6916771
Proposers who are participating via telephone should send an e-mail to the contact person listed in this RFP expressing
their intent to participate via telephone.
6. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective
Proposers are not binding on the City and will be without legal effect, including any information received at pre-
submittal meeting or site visit(s). The City by means of Addenda will issue interpretations or written addenda
clarifications considered necessary by the City in response to questions. Only questions answered by written addenda
will be binding and may supersede terms noted in this solicitation. Addendum will be released through Bidsync. Any
prospective proposer who has received this RFP by any means other than through Bidsync must register immediately
with Bidsync to assure it receives any addendum issued to this RFP. Failure to receive an addendum may result in
disqualification of proposal. Written questions should be received no later than the date outlined in the Anticipated
RFP Timetable section.
7. CONE OF SILENCE.This RFP is subject to, and all proposers are expected to be or become familiar with, the City's
Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Proposers shall be solely responsible
for ensuring that all applicable provisions of the City's Cone of Silence are complied with, and shall be subject to any
and all sanctions, as prescribed therein, including rendering their response voidable, in the event of such non-
compliance. Communications regarding this solicitation are to be submitted in writing to the Procurement Contact
named herein with a copy to the City Clerk at rafaelgranado anmiamibeachfl.gov
8.ADDITIONAL INFORMATION OR CLARIFICATION. After proposal submittal, the City reserves the right to require
additional information from Proposers (or Proposer team members or sub-consultants) to determine: qualifications
(including, but not limited to, litigation history, regulatory action, or additional references); and financial capability
(including, but not limited to, annual reviewed/audited financial statements with the auditors notes for each of their last
two complete fiscal years).
9. PROPOSER'S RESPONSIBILITY. Before submitting a response, each Proposer shall be solely responsible for
making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions
and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or
failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any obligation to
comply with every detail and with all provisions and requirements of the contract, and will not be accepted as a basis
for any subsequent claim whatsoever for any monetary consideration on the part of the Proposer.
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10. DETERMINATION OF AWARD. The final ranking results of Step 1 & 2 outlined in Section 0400, Evaluation of
Proposals, will be considered by the City Manager who may recommend to the City Commission the Proposer(s) s/he
deems to be in the best interest of the City or may recommend rejection of all proposals. The City Manager's
recommendation need not be consistent with the scoring results identified herein and takes into consideration Miami
Beach City Code Section 2-369, including the following considerations:
(1) The ability, capacity and skill of the Proposer to perform the contract.
(2) Whether the Proposer can perform the contract within the time specified, without delay or
interference.
(3) The character, integrity, reputation,judgment, experience and efficiency of the Proposer.
(4) The quality of performance of previous contracts.
(5) The previous and existing compliance by the Proposer with laws and ordinances relating to the
contract.
The City Commission shall consider the City Manager's recommendation and may approve such
recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select
another Proposal or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals.
11. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected
Proposer. Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected
Proposer in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by
Proposers that no property, contract or legal rights of any kind shall be created at any time until and unless an
Agreement has been agreed to; approved by the City; and executed by the parties.
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SECTION 0200 GENERAL CONDITIONS
TERMS & CONDITIONS —SERVICES. By virtue of submitting a proposal in response to this solicitation, proposer
agrees to be bound by and in compliance with the Terms and Conditions for Services (dated April 13, 2020),
incorporated herein, which may be found at the following link:
https://www.miamibeachfl.gov/city-hall/procurement/standard-terms-and-conditions/
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SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT
1. ELECTRONIC RESPONSES (ONLY). Electronic responses to this RFP are to be submitted through BidSync until
the date and time as indicated in this document. It is the sole responsibility of the Proposer to ensure its proposal
reaches BidSync before the Solicitation closing date and time. There is no cost to the Proposer to submit a
proposal in response to a City of Miami Beach solicitation via BidSync. Electronic proposal submissions may require
the uploading of electronic attachments. The submission of attachments containing embedded documents or
proprietary file extensions is prohibited. All documents should be attached as separate files(proposal format indicated
below). All proposals received and time stamped through BidSync, prior to the proposal submittal deadline shall be
accepted as timely submitted. Proposals will be opened promptly at the time and date specified. The City will in no
way be responsible for delays caused by technical difficulty or caused by any other occurrence.
A proposer may submit a modified proposal to replace all or any portion of a previously submitted proposal up until
the proposal due date and time. The City will only consider the latest version of the proposal.
2. NON-RESPONSIVENESS. Failure to submit the following requirements shall result in a determination of non-
responsiveness. Non-responsive proposals will not be considered.
1. Bid Submittal Questionnaire
2. Cost Proposal (Tab 5)
3. OMITTED OR ADDITIONAL INFORMATION. With exception of the Bid Submittal Questionnaire (completed and
submitted electronically) and the Cost/Revenue Proposal, if applicable, the City reserves the right to seek any omitted
information/documentation or any additional information from Proposer or other source(s), including but not limited to:
any firm or principal information, applicable licensure, resumes of relevant individuals, client information, financial
information, or any information the City deems necessary to evaluate the capacity of the Proposer to perform in
accordance with contract requirements. Failure to submit any omitted or additional information in accordance with the
City's request shall result in proposal being deemed non-responsive.
4. ELECTRONIC PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process and assist
the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed
in accordance with the tabs,and sections as specified below.The electronic submittal should be tabbed as enumerated
below and contain a table of contents with page references. The electronic proposal shall be submitted through the
"Line Items" attachment tab in BidSync.
Proposers shall submit a proposal for Application 1 or Application 2, or for both applications. Proposers wishing to
submit separate proposals for Application 1 and Application 2 shall submit a separate proposal for each application
area to be considered.
TAB 1 Cover Letter, Table of Contents, and Appendices
1.1 Cover Letter and Table of Contents. The cover letter must indicate Proposer and Proposer Primary Contact
for the purposes of this solicitation.
(a) Proposed Category of Work. Proposer must clearly indicate the category of work for which proposal is
submitted, as follows:
1) Application 1: Tenant Management; and/or
2) Application 2: Federal Housing Grants Management; or
3) Both applications
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TAB 2 Experience & Qualifications
2.1 Qualifications of Proposing Firm. Provide evidence that the proposed solution is an established, proven
system that is designed specifically to meet the needs defined herein and has been used successfully by public
sector agencies.
For each project that the Proposer submits as evidence of experience for the firm and/or any principal, the following
is required: 1) project description, 2 application solution furnished & implemented, 3) agency name, 4) agency
contact, 5) contact telephone & email. For each project, identify whether the experience is for the firm or for a
principal (include name of principal).
2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used
for this project if awarded, the role that each team member will play in providing the services detailed herein,
including but not limited to system development, installation, implementation,and support of the software product and
each team members' qualifications. A resume of each individual, including education, experience, and any other
pertinent information, shall be included for each team member to be assigned to this contract.
TAB 3 System Capabilities, Project Approach, and Requirements Matrix
Submit a completed Appendix B,System Capabilities&Requirements Matrix. Responses shall be in sufficient
detail and include supporting documentation, as applicable, which will allow the Evaluation Committee to complete
a fully review and score the proposed product.
In addition, submit detailed information on the proposed software product (3.1) and technical information (3.2):
3.1 Software Application Product
3.1.1 Provide a detailed description of the system being proposed and its functionality.
3.1.2 Include information regarding enhancements or additional modules expected to be available
within the next year, including a software refresh schedule.
3.1.3 What is your level of commitment to continuous system improvements (upgrades), expansion
of system capabilities and providing client support?
3.1.4 Describe user interface capabilities, including remote and mobile access.
3.2 Technical Information of the Software Application
3.2.1 Provide a complete description of any client-side technical specifications and/or hosting
requirements for the platform proposed.
3.2.1.1 If a non-hosted solution, provide detailed infrastructure requirements and
architectural design.
3.2.2 Indicate, in detail, the level of integration of your product with existing systems and
applications.
3.2.3 Identify any third-party software required to provide the functionality required by the City.
3.2.4 Describe user rights and administrative controls.
TAB 4 Approach and Methodology
Submit detailed information addressing how proposed solution will achieve each portion of the scope of services
and technical requirements outlined in Appendix A, Scope of Work and Specifications including but not limited to
project planning and implementation (4.1), training (4.2), and maintenance/support information (4.3):
4.1 Project Planning and Implementation Information
4.1.1 Provide a complete sample project plan for this project. Include your firm's approach to project
management, implementation, migration,and training issues. Describe the implementation strategy
that would be employed to successfully complete the pro'ect as well as meet the re.uirements of
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the City within the required timeline.
4.1.2 Include a sample project schedule based on the above project plan. Indicate the significant
"milestones" in a project of this nature and magnitude.
4.2 Training Information
4.2.1 Describe the training program approach for the City. Include Administrator, Power User, and
Full User roles; including in-house training ("Live");.
4.2.2 Describe all training manuals and formats available. Describe other methods or training
available to City users.
4.3 Maintenance/Support/Warranty Information
4.3.1 Describe the levels and types of ongoing system support and maintenance provided by your
firm. Specify the current version of your system, next major upgrade, how often the system is
upgraded, and how the upgrades are accomplished.
4.3.2 Indicate how support would be provided to our location (hotline telephone support, email, on-
site, helpdesk, etc.). Describe the support escalation process should initial methods of support not
adequately address the issue(s).
4.3.3 Describe software and services warranty coverage. Provide any available Service Level
Agreement(s) ("SLA") for the City's consideration.
TAB 5 Cost Proposal
Pricing: Provide complete, detailed pricing on all aspects of the project. Prices should be provided on the following,
at a minimum:
5.1 License(s) — Indicate whether licensing is based on site licenses, concurrent users, or named users or
combinations thereof. Provide relevant firm pricing. If applicable, indicate the next level of pricing if the number
of users is increased.
5.2 Support/Maintenance— Indicate support/maintenance costs for the initial term of the contract and also for the
renewal years. Define whether these costs are fixed or based on a percentage of licensing costs. Indicate which
services are included and which are optional. Indicate when support/maintenance costs are due in relation to
"go-live" and when they become effective.
5.3 Costs per Project Phases — Provide a lump sum price for integration, data conversion, and implementation.
Provide details of anticipated effort and time required.
5.3.1 Other Additional/Optional Services Costs— Provide an hourly/daily rate, as well as an estimate of the
amount of time required to provide each of the following services, if applicable:
• Customization of system;
• Additional training sessions, if required; and
• Any other potential costs not included in the above.
Quantitative factors shall not be considered by the Evaluation Committee. Quantitative factors will be considered by
he City Manager in preparing his recommendation to the City Commission. In considering quantitative factors, the
City Manager may also consider any feedback or information provided by staff, consultants or an other third-cart
in developing an award recommendation in accordance with Sub-section 4 below.
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SECTION 0400 PROPOSAL EVALUATION
1. EVALUATION OF PROPOSALS.All responsive proposals will be evaluated in accordance with this section. If more
than one proposal is received, the City Manager may appoint an Evaluation Committee to consider and provide
feedback on the qualitative factors of each proposal. In the event that only one responsive proposal is received, the
City Manager, after determination that the sole responsive proposal materially meets the requirements of the RFP,
may, without an evaluation committee, recommend to the City Commission that the Administration enter into
negotiations. In the evaluation of proposals, Proposers may be requested to make additional written submissions of a
clarifying nature or oral presentations to the Evaluation Committee. Failure to provide the requested information within
the time prescribed may result in the disqualification of proposal.
2. QUALITATIVE FACTORS. The Evaluation Committee shall only consider qualitative factors. The Evaluation
Committee shall not consider quantitative factors (e.g., cost) in its review of proposals. The Evaluation Committee
shall act solely in an advisory capacity to the City Manager. The results of the Evaluation Committee process do not
constitute an award recommendation. The City Manager may utilize, but is not bound by, the results of the Evaluation
Committee process, as well as consider any feedback or information provided by staff, consultants or any other third-
party in developing an award recommendation in accordance with Sub-section 3 below. In its review of proposals
received, the Evaluation Committee may review and score all proposals,with or without conducting interview sessions,
in accordance with the following criteria:
Option(s): 1 (Application 1), or 2 (Application 2), and 3 (Both applications) will be evaluated separately. Please refer
to Section 0300 for further information.
Qualitative Criteria Maximum Points
Ex.erience and Qualifications 40
S stem Ca.abilities & Re.uirements Matrix 40
A.'roach and Methodolo. 20
TOTAL AVAILABLE POINTS 100
3.QUANTITATIVE CRITERIA. To the results of the Evaluation Committee review and scoring of proposals as
stipulated above, staff may award an extra five points to the any proposer to which the veteran's preference is
applicable. See Section 0200 link.
Quantitative Criteria Maximum Points
Veterans Preference 5
TOTAL AVAILABLE POINTS 5
4. COST. Cost shall not be considered by the Evaluation Committee. Cost will only be considered by the City Manager
in preparing his recommendation to the City Commission. In considering cost, or any other factor, quantitative factors,
the City Manager may consider any feedback or information provided by staff, consultants or any other third-party in
developing an award recommendation in accordance with Sub-section 5 below.
5. DETERMINATION OF AWARD.The City Manager shall consider qualitative and quantitative factors, in accordance
with Sub-section 2 and 3 above, to recommend the proposer(s) he deems to be in the best interest of the City, or may
recommend rejection of all proposals. The City Manager's recommendation need not be consistent with the scoring
results of the Evaluation Committee process, if applicable, and shall take into consideration Miami Beach City Code
Section 2-369, including the following considerations:
(1) The ability, capacity and skill of the Proposer to perform the contract.
(2) Whether the Proposer can perform the contract within the time specified, without delay or interference.
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(3) The character, integrity, reputation,judgment, experience and efficiency of the Proposer.
(4) The quality of performance of previous contracts.
(5) The previous and existing compliance by the Proposer with laws and ordinances relating to the contract.
The City Commission shall consider the City Manager's recommendation and may approve such
recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select
another Proposer(s) which it deems to be in the best interest of the City, or it may also reject all Proposals.
6. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected
Proposer(s). Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected
Proposer in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by
Proposers that no property, contract or legal rights of any kind shall be created at any time until and unless an
Agreement has been agreed to; approved by the City; and executed by the parties.
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APPENDIX A
/ IAMBI— t N.-0
Scope of Work &
Specifications
RFP 2020- 131 -JC
Comprehensive Enterprise Property,
Tenant, and Grant Management
Software
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
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Cl. Scope of Work.The City of Miami Beach Office of Housing and Community Services("HCS") is looking
for a comprehensive and scalable software solution for Tenant Management and Federal Housing Grants
Management, to assist the HCS manage its affordable housing units, comply with the U.S. Department of
Housing and Urban Development ("HUD") Code of Federal Regulations, and optimize staff productivity by
automating manual processes.
The City is seeking a qualified firm(s) in order to deliver an application(s)that will streamline and digitize the
current HCS workflow, including: tenant enrollment and certification, affordable housing unit administration;
compliance reporting of its residential portfolio, and administration of HOME Investment Partnerships, State
Housing Initiatives Partnership ("SHIP") and Community Development Block Grant ("CDBG") allocations. In
addition, applications must integrate with the City's MUNIS ERP system. The software application(s) will
deliver the following two(2)solutions:
Application 1: Tenant Management
• Asset Management;
• Resident Processing and management tool to track tenant information and historical data;
• Resident re-exam capability to manage the tenant certification and eligibility processes;and
• Financial capability to keep track of tenant rent and fees.
Application 2: Grants Management
• Public Services(CDBG funding allocations);
• Housing Rehabilitation (SHIP funding allocation);
• Down Payment Assistance (SHIP funding allocation); and
• Multi-Family Rehabilitation (HOME, CDBG and SHIP funding allocations).
C2. APPLICATION 1:TENANT MANAGEMENT
The City of Miami Beach must adhere to the HOME rental program guidelines while admitting new tenants
and recertifying existing households on an annual basis. The incomes of households in the HOME program
must not exceed eighty (80) percent of the area median (High HOME units). In rental projects with five or
more assisted units, at least 20% of the units must be occupied by families with incomes that do not exceed
50%of the HUD-adjusted median (Low HOME units.) HOME income limits are published each year by HUD.
The application must capture the income limit table with a corresponding effective date. Transactions must
pick the correct income limit table base on the transaction effective date. The application should let the
administrator enter new income limit tables with a future date without affecting current calculation. While the
80% rule is currently set to 80%of the income limit,the rule should not be hard coded in the application. The
administrator should be able to change the threshold in the future if HUD changes the rule.
For application development purposes, rents are determined based on the HOME rent limits and utility
allowances determined by a specific HUD methodology.As it pertains to rents, the software application must
be structured according to the following guidelines:
2.1 Home
• Must Follow 80% Rule.
2.2 Housing Voucher
• Must Follow Rent Limits;
• Enable Tracking of Subsidy Payment; and
• Enable Tracking of Subsidy Paying Entity.
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2.3 Tenant Rent
Tenant rent is to be understood as the amount payable monthly by the family as rent to the City of
Miami Beach. Rents may be paid online or in person. Mailed payments are not accepted.
2.4 Tenant Subsidy
Tenant subsidy is to be understood as the amount of rent paid to the City of Miami Beach by the
subsidizing entity on behalf of the tenant. There is not a requirement to track programs beyond a
subsidy type or a non-subsidy type.The application should be capable of tracking at the certification
level, the subsidy amount, and the entity paying the subsidy. Additionally, the capability of data
extraction and reporting must be built into the application functionality.
2.5 Increment
An Increment is used to define financial elements for the certification.The application must allow for
the addition of new codes as needed. Additionally, each code must have a corresponding MUNIS
account code.Munis Charge Codes may be pulled directly from Munis,imported from a file,or added
to the system manually. Each increment should have the following data points codes:
• Program (Pick list from HOME,Voucher);
• Increment Name(Free Form);
• Charge Codes with Munis Code(unbounded table);
• Tenant Rent;
• Subsidy;
• Utility Payment;
• Security Deposit;
• Attorney Fee;
• Rent Key Fee;
• Rent Late Fee;
• Repair Fee;
• Unreturned Key;
• Unpaid Utilities; and
• Miscellaneous.
2.6 Building, Unit, Low Home Unit—25% Low Home
A unit is understood to be a place of residence that is being rented out to the tenant. We want to
track each building and individual unit within the portfolio. A particular building can have many units
and a unit should be flagged as either a Low HOME or High HOME unit.All buildings must have 25%
of units flagged as"Low HOME."
Each unit must track the following:
• Address Location;
• Building Name;
• Bedroom Size; and
• Low HOME or High HOME designation.
2.7 Occupancy History
As Tenants move in and out of a unit,an occupancy history data table must be populated for reporting
purposes.The data tracked should at a minimum, include:
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• Tenant/Family;
• Unit;
• Low/High HOME flag;
• Move-in Date; and
• Move-out Date.
2.8 Income Certification Process
An income certification is completed on an annual basis,ninety(90)days before the expiration of the
residential lease, which cannot exceed one (1) year. Tenant must be certified every year to ensure
eligibility based on the 80%rule as well as pass a background check.A certification must be available
within the application that can track the following:
• Effective Date of the Certification;
• Next Recertification Date(1 year from Effective Date);
• Move in Date (which may be different from the effective date);
• Tenant;
• Unit;
• Increment;
• Family Members, name, DOB, immigration status, etc.;
• Family Member's Income=>track income by family member;
• Family Member's asset=>real property and financial;
• Total Annual Income =>calculated field;
• Disability(yes/no);
• Student(yes/no);
• Elderly(yes/no);
• Ethnicity;
• Hispanic or Latino;
• Non-Hispanic or Latino;
• Race;
• American Indian or Alaska Native;
• Asian;
• Black or African American;
• Native Hawaiian or Other Pacific Islander;
• White;
• Other;
• Total Unit Rent;
• Tenant Portion of Rent;
• Subsidy Portion (if increment program is voucher);
• Subsidy Paying Entity(if increment program is voucher);
• Low/High HOME flag (For historical reports);
• Criminal background flag for all adult members of the household;
• Security deposit=>amount that is deposited in the escrow account; and
• Munis Tenant ID.
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2.9 New Admission
In this process, the City of Miami Beach processes and certifies a new tenant from the affordable
housing waitlist. The case worker creates a new working certification, assigns a unit,then proceeds
to capture the tenant information, rent, criminal background screening, subsidy, and related tenant
information.Once all the data is entered by the case worker,the software application must determine
eligibility using the 80% rule (noted above). Once the tenant's eligibility is confirmed, the tenant
application status will change to an approval designation. Keep in mind the rent must be prorated on
the first rent run based on the move-in-date.
2.10 Annual Recertification
Every year the City of Miami Beach must recertify the tenants to ensure compliance with the 80%
rule.A letter is sent to the tenant advising the date of the recertification appointment ninety(90)days
before the expiration of the tenant's residential lease. The case worker will then use the working
certification to change or add any relevant data, then approve the certification, as necessary.
Approval of recertification is done in the future and should not affect the rent run until it becomes
effective.
C3. APPLICATION 2: GRANTS MANAGEMENT
The City receives federal and state allocations through HUD and Florida Housing Finance Corporation for
HOME, CDBG and SHIP.The respective program allocations are distributed annually and must be expended
on eligible activities delineated in the City's five-year City's Consolidated Plan. Every year, the City releases
a Request for Proposal (RFP) to solicit eligible affordable housing, capital and public service projects within
the City that will be funded by HOME and CDBG. After the City reviews and approves eligible applications,
sub-recipients must provide a monthly progress report of their expenditures and project accomplishments.
Below are requirements of the proposed software application that must be included,at a minimum,in the RFP
response in order to allow for adequate tracking of allocated grants funding:
Administrators should have access to the following information:
• Intake and assessment of eligible participants;
• Uploading supporting documentation;
• Scope management;
• Procurement documents;
• Contractor information;
• Project timeline;
• Project budget; and
• Pending tasks;
Sub-recipients should have access to the following:
• Contractor information;
• Project timelines;
• Project budget;
• Ability to upload draw requests; and
• Ability to upload Section 3 reports and certified payroll.
3.1 HOME
The HOME program funds a wide range of activities including building, buying and/or rehabilitating
affordable housing for rent or homeownership for low-income households.The HOME program must
ensure compliance with program requirements and expenditure timelines. The Multi-family
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rehabilitation module would be applicable to the HOME program, in order to track sub-recipients
responsible for carrying out eligible projects.
3.2 CDBG
The CDBG program supports programming that benefits low-to moderate-income households
through direct public services and capital improvements. The City must track the progress and
accomplishments of each sub-recipient receiving funds for public service and capital project
activities.
3.2.1 Public Services (CDBG funding allocation) This module needs to provide a
dashboard view that includes the information detailed below. Additionally, the modules for
public service and multi-family rehabilitation must have the ability to generate reports in
order for City staff to track and successfully administer its CDBG-related projects.
3.2.2 Portal access-A dashboard information for all sub-recipients currently receiving
funds should be accessible to administrators and subrecipients.
Administrators should have access to the following information:
• Request for Proposal(RFP)application;
• Insurance renewal expiry dates;
• Section 3 information;
• Project description;
• Project budget;
• Pending tasks;
• Cumulative accomplishment reports; and
• Cumulative draw request information.
Sub-recipients should have access to the following information:
• Submit their annual RFP application;
• Upload monthly accomplishment reports;
• Upload monthly draw requests; and
• View project budget.
3.3 SHIP
The SHIP program awards funds to eligible low-very low-and moderate-income households through
the First Time Homebuyer Program and Homeowner Rehabilitation Program. Both of these modules
should be able to generate reports and process applicant information, as well as track the progress
of individual projects to ensure timely expenditure of funds.
3.3.1. Housing Rehabilitation (SHIP funding allocation) This module needs to provide
information for administrators and sub-recipients alike.
Administrators should have access to the following information:
• Intake and assessment of eligible participants;
• Uploading supporting documentation;
• Scope management;
• Procurement documents;
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• Contractor information;
• Project timeline;
• Project budget; and
• Pending tasks.
Sub-recipients should have access to the following:
• Contractor information;
• Project timelines; and
• Project budget.
3.3.2 Down Payment Assistance(SHIP funding allocation)
Administrators should have access to the following information:
• Intake and assessment of eligible participants; and
• Uploading supporting documentation.
Sub-recipients should have access to the following:
• Program Application
C4.SPECIAL CONDITIONS
1. TERM OF CONTRACT. The original term of the contract shall be three (3) years from the acceptance of
the product install.
2. OPTIONS TO RENEW. The City Manager may approve two(2)additional one-year renewal periods.
3. CHANGE OF PROJECT MANAGER. A change in the Consultant's project manager (as well as any
replacement) shall be subject to the prior written approval of the City Manager or his designee (who in this
case shall be an Assistant City Manager. Replacement (including reassignment) of an approved project
manager or public information officer shall not be made without submitting a resume for the replacement staff
person and receiving prior written approval of the City Manager or his designee(i.e.the City project manager).
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APPENDIX B
M I AM I PA*
System Fand
Requirements Matrix
THIS FORM IS TO BE SUBMITTED AS PART OF TAB 3, SECTION 0300
RFP 2020- 131 -JC
Comprehensive Enterprise Property,
Tenant, and Grant Management
Software
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
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THIS FORM IS TO BE SUBMITTED AS PART OF TAB 3, SECTION 0300
The successful proponent, if any, is to meet or exceed the following requirements:
REQUIREMENT INDICATE COMPLIANCE SUPPORTING DOCUMENTS OR
Yes I No DETAILS(as applicable)
1. Established Proven System
a. Provide evidence that the proposed solution is an
established proven system that is designed
specifically to manage requirements required by
HCS for the respective Application (Tenant
Management or Grant Management) proposed.
2. System Requirements
a. Secure, intuitive, user-friendly, flexible, and
reliable ability to add multiple users for roll-based
access and administrative access.
b. The user interface should be profile driven and
personalized.
c. Ability to provide a public-facing dashboard.
d. Ability to allow staff to enter updates(actions).
e. Ability for system to present progress made on
projects through graphs and tables, exportable data for
reporting purposes, etc.
f. Integration with Munis ERP.
g. Customization of fiscal data fields.
h. Ability to track progress and capture key metrics.
3. Reporting
a. Internal dashboard to report(%of objectives,
goals and actions completed, applications
received, completed, status charts(completed, in
progress and delayed), status by vision area, etc.).
b. Reports are to be available in a variety of chart
and graph forms.
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c. Flexibility in reporting (charts, text, milestone,
commentary).
d. Ability to export reports in Excel and pdf format.
e. High level reporting capabilities.
f. Reports should be capable of Daily,Weekly,
Monthly, Quarterly, and ad-hoc.
4. Users and Licensing
a. The specific user types and required number of
licenses are as follows:
• 3-10:Administrative Role
• 50: Power and Standard Users
• Admin users will require ability to have full
user capabilities, role management and user
creation. Power users will have access to
base functionality as well as editing projects
as assigned. Standard User to have only base
functionality.
• Active Directory Integration and/or SamL
and/or AzureAD (OpeniD Connect)
5. Storage Capacity
a. Stores all documentation entered in the system
and may be customized as needed at the request
of the City:
• Dashboards
• Performance measures (if added)
• Budgeting
• Payments tracking
• Receipting
• Any restrictions in storage must be disclosed
6. Advanced Search Capabilities
a. Ability to search and find by calling on any
populated field.
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7. Data Entry
a. Ability for company to load all vision areas, project
goals, management objectives and commission
actions.
b. Ability to deliver complete solution (goals,
objectives, actions)within 90 days from initiation of
engagement to delivery
8. Browser Requirements
a. Compatible with these five internet browsers:
• Microsoft Edge
• Firefox
• Google Chrome
• Safari
• Internet Explorer
b. Mobile friendly with responsive display features.
9. File Migration and Implementation
a. Implement and configure areas described in RFP
specifications. Please note any exceptions.
b. Vendor to load all necessary webpages and fields
into system as part of the deliverable.
c. Vendor to guide and create along with HCS team
on the best template to use for data entry and
reporting.
10. Service and Management
a. Includes system training for all users.
b. Training shall ensure the assigned the City's staff
is proficient in the full operation of the system,
including:
• Trouble-shooting
• Report writing
• Efficient use of the entire system to its full
capabilities
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• Administration, User creation and role
assignments
c. Phone and/or online support 24/7 for duration of
contract.
d. Includes all system patches, refreshes, and/or
upgrades during the term of the license
agreement.
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APPENDIX C
BFA ' ' '
Insurance Requirements
RFP 2020- 131 -JC
Comprehensive Enterprise Property,
Tenant, and Grant Management
Software
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
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MIAM BEACH
INSURANCE REQUIREMENTS
This document sets forth the minimum levels of insurance that the contractor is required to maintain
throughout the term of the contract and any renewal periods.
The vendor shall maintain the below required insurance in effect prior to awarding the contract and for the duration of
the contract. The maintenance of proper insurance coverage is a material element of the contract and failure to
maintain or renew coverage may be treated as a material breach of the contract, which could result in withholding of
payments or termination of the contract.
A. Worker's Compensation Insurance for all employees of the vendor as required by Florida Statute 440,
and Employer Liability Insurance for bodily injury or disease. Should the Vendor be exempt from this
Statute, the Vendor and each employee shall hold the City harmless from any injury incurred during
performance of the Contract. The exempt Vendor shall also submit(i) a written statement detailing the
number of employees and that they are not required to carry Workers' Compensation insurance and
do not anticipate hiring any additional employees during the term of this contract or (ii) a copy of a
Certificate of Exemption.
B. Professional Liability (Errors & Omissions) Insurance appropriate to the Consultant's profession, with
limit no less than $2,000,000.
C. Cyber Liability in an amount sufficient to cover the full replacement value of damage to, alteration of,
loss of, or destruction of electronic data and/or information "property" of the City of Miami Beach that
will be in the care, custody, or control of the vendor.
Additional Insured - City of Miami Beach must be included by endorsement as an additional insured with respect to
all liability policies (except Professional Liability and Workers' Compensation) arising out of work or operations
performed on behalf of the contractor including materials, parts, or equipment furnished in connection with such work
or operations and automobiles owned, leased, hired or borrowed in the form of an endorsement to the contractor's
insurance.
Notice of Cancellation - Each insurance policy required above shall provide that coverage shall not be cancelled,
except with notice to the City of Miami Beach c/o EXIGIS Insurance Compliance Services.
Waiver of Subrogation — Vendor agrees to obtain any endorsement that may be necessary to affect the waiver of
subrogation on the coverages required. However, this provision applies regardless of whether the City has received a
waiver of subrogation endorsement from the insurer.
Acceptability of Insurers— Insurance must be placed with insurers with a current A.M. Best rating of A:VII or higher.
If not rated, exceptions may be made for members of the Florida Insurance Funds (i.e. FWCIGA, FAJUA). Carriers
may also be considered if they are licensed and authorized to do insurance business in the State of Florida.
Verification of Coverage — Contractor shall furnish the City with original certificates and amendatory endorsements,
or copies of the applicable insurance language, effecting coverage required by this contract. All certificates and
endorsements are to be received and approved by the City before work commences. However, failure to obtain the
required documents prior to the work beginning shall not waive the Contractor's obligation to provide them. The City
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reserves the right to require complete, certified copies of all required insurance policies, including endorsements,
required by these specifications, at any time.
CERTIFICATE HOLDER MUST READ:
CITY OF MIAMI BEACH
c/o EXIGIS Insurance Compliance Services
P.O. Box 4668 — ECM #35050
New York, NY 10163-4668
Kindly submit all certificates of insurance, endorsements, exemption letters to our servicing agent, EXIGIS,
at:
Certificates-miamibeach(c�riskworks.com
Special Risks or Circumstances - The City of Miami Beach reserves the right to modify these
requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other
special circumstances.
Compliance with the foregoing requirements shall not relieve the vendor of his liability and
obligation under this section or under any other section of this agreement.
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ATTACHMENT C
SUNBIZ & PROPOSAL RESPONSE TO RFP
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Detail by Entity Name
Foreign Profit Corporation
BENEVATE INC
Filing Information
Document Number F20000003379
FEI/EIN Number 81-0880368
Date Filed 08/04/2020
State DE
Status ACTIVE
Principal Address
3423 PIEDMONT RD NE STE 550
ATLANTA, GA 30305
Mailing Address
3423 PIEDMONT RD NE STE 550
ATLANTA, GA 30305
Registered Agent Name&Address
HARRISON, DONNA
6773 TAMARIND CIR
ORLANDO, FL 32819
Officer/Director Detail
Name&Address
Title P
RUSNAK, JOHN JASON
3652 MAYFAIR RD
ATLANTA, GA 30342
Title S
BEHM, CHRIS
2086 LAKE WINDWOOD DR
ALPHARETTA, GA 30005
Annual Reports
No Annual Reports Filed
Document Images
08/04/2020--Foreign Profit View image in PDF format
Florida Department of State,Division of Corporations
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Comprehensive Enterprise
NW
\\‘\:',:, Property, Tenant, and Grant �,,
Management Software .0 r
Solicitation 2020-131-JC
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City of Miami Beach, Florida
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benevate, Inc.
•
., dba Neighborly Software 4 I ". . `
IiiiroJason Rusnak, President p
703.864.7231
Jason.Rusnak@NeighborlySoftware.com
I Neigh bo riy Software
Atlanta Tech Village 3423 Piedmont Road NE
Atlanta, GA 30305 www.NeighborlySoftware.com
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Section 1.1: Table of Contents
Section 1.1: Table of Contents 2
Section 1.1 Cover Letter 4
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2
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3
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NNeighborly Software
Section 1.1 Cover Letter
Jason Rusnak
President, Benevate Inc.
dba Neighborly Software
3423 Piedmont Rd NE
Atlanta, GA—30305
June 3, 2020
City of Miami Beach—Procurement Department
1755 Meridian Avenue—3'd Floor
Miami Beach, FL 33139
Dear Mr.Jason Crouch,
On behalf of Benevate Inc (dba Neighborly Software), I am pleased to submit our response to your request
for proposals for a Comprehensive Enterprise Grant Management Software (2020-131-JC Application 2). We
understand that the City of Miami Beach Office of Housing and Community Services (HCS) is seeking a
software solution that streamlines the enrollment, administration and reporting of its Public Services
(CDBG), Housing Rehabilitation (SHIP), Down Payment Assistance (SHIP) and Multi-Family Rehabilitation
(HOME, CDBG and SHIP) programs. Our software is specifically designed with those capabilities in mind.
Unlike other generic grant management solutions, our software is specifically built for, and used by, public
sector housing and community development professionals. This enables us to incorporate deep HUD
functionality in the solution. As you will note in our functional checklist, our software meets all the
requirements in the RFP.
It is important to note that Neighborly Software is much more than a grant management solution. Our
software is a one stop shop for the enrollment, administration and reporting of over eighteen different
housing, economic and community development programs. As such, our solution provides the City of Miami
Beach with not only a market-leading grant management solution, but also a market-leading affordable
housing and tenant management solution as well.
Finally, as with any software purchase and implementation there are inherent project risks. By partnering
with Neighborly Software, HCS will be mitigating its risks in four ways:
1. The Neighborly Software team has significant experience working in the public sector, specifically with
Housing and Community Development organizations. Our software is implemented and serviced by a team
of individuals who understand the unique complexities of the housing and community development
industry. Our industry knowledge not only expedites the implementation and support processes, but also
provides HCS with best practices that are proven to drive operational efficiencies, improve program
4
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compliance and maximize community investment outcomes. For HCS,this means no time wasted explaining
the nuances of HCS programs.
2. Neighborly Software has a proven software solution that is a perfect fit for the requirements in the RFP.
This provides HCS with a "running start"that will lead to a short implementation cycle, "quick wins," and an
immediate return on investment.
3. Neighborly Software is a Microsoft partner and leverages the Microsoft Azure FedRAMP Cloud for secure
encryption, hosting, redundancy, and disaster recovery. Unlike many of our"competitors,"we actively
invest in our IT solution to ensure that it meets the changing needs of housing and community development
organizations. Our modern software is intuitive to use and leads to rapid adoption by both grantees and
grantors. Part of the reason we are growing so rapidly, especially in the State of Florida is because of our
innovation and intuitive technology.
4. Housing, Economic and Community Development is core to the Neighborly Software mission - in fact, it is
the only market we serve. As such, HCS would be getting a committed partner that is focused on making this
solution a success as opposed to a generic grant management vendor searching for a project.
We sincerely hope that we have the opportunity to partner with the HCS on this exciting initiative. Please let
me know if there is anything else that we can do to earn your partnership!
Sincerely,
\(?/ V4
Jason Rusnak . •
President, Benevate, Inc
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Section 2: Experience and Qualifications
2.1 Qualifications of Proposing Firm
Benevate (dba Neighborly Software), headquartered in Atlanta, GA, was founded in 2016 on the belief that
the administration of housing, economic and community development programs is evolving. Forward
thinking communities want their staff to spend more time maximizing community investment outcomes and
less time on administration, compliance and reporting. This requires addressing the administrative
inefficiencies and financial waste associated with their paper-based files, manual processes and outdated
technology solutions (e.g. Excel spreadsheets or homegrown technology).
Our software provides a turnkey solution for the enrollment, administration and reporting of eighteen
different housing, economic and community development activities, including:
■ Affordable Housing Construction • Public Service Grants (CDBG)
■ Down Payment Assistance • Homeless Grants (ESG)
■ Tenant Based Rental Assistance • Public Facilities & Infrastructure
■ Employer Assisted Housing • Property Acquisition & Demolition
■ Lead Remediation • Community Land Trust
■ Housing Rehabilitation/Repair • Business Facade Improvements
■ Home Accessibility Modifications • Meal Delivery Services
■ Asset Management (Housing) • Economic Development Revolving Loans
■ HOPWA Grants • Disaster Recovery
Neighborly Software is the only provider in the market that incorporates all the functionality required to
administer these activities, including grant management, case management, loan processing, construction
management and affordable housing compliance management. With a single integrated solution, the City
can drive operational efficiencies, improve compliance and maximize community investment outcomes.
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1. Grant Management
• Accept.review and score grant applications
• Process subrecipient draw requests
• Submit accomplishment reports
• Track funding&program income
5.Asset Monitoring 2. Case Management
• Evaluate housing unit affordability lip •Manage beneficiary information
• (Re)-certify tenants •Track household demographics
• Complete property inspections •Upload&store case documents
• Manage cure notices m os Co ' •Conduct audit reviews
il 111
o
co
4. Construction /),g, e' 3. Loan Processing
• Complete property inspections \ • Originate&track amortized,
• Generate work write-ups Cr •
deferred and forgivable loans
• Accept online contractor bids ` des • Complete underwriting
• Process contractor draw requests • Generate loan documents
We developed our software in close collaboration with many housing, economic and community
development organizations across the country. Most of these organizations are now clients and are using
our software to administer federal (HUD, DoE), state, local and privately funded programs. We continue to
learn from our clients,frequently soliciting feedback on the solution and product roadmap. Our product
design philosophy is based around our user community, always ensuring we deliver the features and
functionality they need to be successful. Below are a few of our 115+ HUD entitlement jurisdictions.
Sample of our 115+ HUD entitlement jurisdiction clients
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Neighborly Software's rapid growth is primarily driven by client referrals—we have one salesperson. As
illustrated in the map below, many of our clients are clustered together based on clients referring
neighboring cities/counties to us based on their positive experience with our software and client services.
More importantly, Neighborly Software has not lost a client in four years.
Neighborly Software Client Map
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Neighborly Software has a strong reputation and client base in the "Sunshine State." We partnered with our
first Florida client in 2016 (City of Pompano Beach) and have added twenty-two new clients over the past
three years.
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Neighborly Software Florida Clients
s®
411
®®
(0 Tallahassee Tampa
0 Leon Co. Manatee Co. 411
r
CoBradford Co. Fort Myers
(0 Gainesville Collier Co. Of II
®Orange Co. West Palm Beach •
:0 Pinellas Co. Pompano Beach Tamarac
( 0 Largo Lauderhill Martin Co.
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(0 Clearwater Hialeah Pasco Co.
•
(0 Polk Co. North Miami Lee Co.
•Hillsborough Co. Deerfield Beach Alachua Co.
Below are three clients that reflect similar nature and magnitude of requirements as outlined in this RFP.
City of Pompano Beach Point of Contact: Miriam Carrillo,
100 West Atlantic Boulevard, Director
Suite 220 Email: Miriam.Carrillo(d copbfl.com
iiipal o Pompano Beach,FL 33060 Telephone: (954)545-7789
Description of services provided:
r beach® Hosted software for the enrollment,administration and reporting for the
following programs:
1) Down Payment Assistance
2) Emergency Home Repair
3) Owner Occupied Rehabilitation
4) Grant Management(CDBG,HOME)
City of Largo,FL Point of Contact: Arrow Woodard,
201 Highland Avenue Housing&Grants Specialist
Largo,FL 33770 Email: awoodard(a;,largo.com
Telephone: (727) 586-7489
Description of services provided:
LARGO Hosted software for the enrollment,administration and reporting for the
following programs:
I) Down Payment Assistance
2) Owner Occupied Rehabilitation
3) Grant Management(CDBG,HOME)
4) Affordable Housing Development
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City of Columbia, Point of Contact: Randy Cole,
Housing/Grants Housing/Grants Supervisor
500 E Walnut,Suite 108 Email: Randall.Cole(c_i,como.gov
Columbia,MO 65205 Telephone: (713)452-9581
Description of services provided:
COLUMBIA, MO Hosted software for the enrollment,administration and reporting for the
following programs:
1) Down Payment Assistance
2) Emergency Home Repair
3) Owner Occupied Rehabilitation
4) Grant Management(CDBG,HOME)
5) Acquisition and Demolition
6) Community Land Trust
2.2: Qualifications of Proposer Team
To date, Neighborly Software has successfully implemented and is currently serving 115 public sector clients
(and counting). Not only do we have a proven implementation methodology that leverages best practices,
but we also have an experienced staff that will lead the implementation and support of the software. All
work contemplated in this RFP will be performed by Neighborly Software employees. The City's assigned
Client Support Specialist, Christa Driscoll,will spend a minimum of two days per week during
implementation to address any City questions. Below are the names and roles that will support the City
partnership.
Neighborly Software Implementation Team
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Project Lead
' � Jason Rusnak
Iiiiiir
Implementation ' *, Client Success IT Lead
i1.1;,4„ Lead `� Lead Chris 6ehm
4444.4.1 Qiana Daughtry Tanya Rustin
c
Client Support2
'Pb
.." Y
Specialist IT Analyst
Sean Ramuchak
Christa Driscoll
Name/Title Role/Location Responsibilities
Jason Rusnak, Team Lead; • Overall responsibility and accountability for managing client
President Atlanta, GA experience from initiation to seamless transition into
operational service
• Attend all planning and configuration review meetings
• Share and recommend best practices to incorporate
• Define success criteria, establish and manage reasonable
expectations, internally and externally
• Coordinate internal resources to complete all planned tasks
and resolve all unplanned issues
Qiana Daughtry, Implementation • Day to day responsibility and accountability for managing
Director of Lead; implementation from initiation to seamless transition into
Implementation Tampa, FL operational service
• Understand, analyze and configure all functional aspects of the
client set-up and workflow
• Organize resources required and establish milestones and
timeframes internally and with client
• Communicate project status/issues/risks via appropriate media
at an agreed frequency
• Escalate issues and risks to project stakeholders in a timely and
effective manner
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Name/Title Role/ Location Responsibilities
Christa Driscoll, Client Support • Assist client with the completion of the "Implementation
Client Support Specialist, Guide"
Specialist Atlanta, GA • Set up user accounts and assign role-based security
• Configure grant applications and workflows based on client
design
• Available during implementation to address any client
questions or impromptu meetings
Chris Behm, IT Lead; • Translate business requirements to technical requirements
Chief Technology Atlanta, GA • Assist in the configuration of the solution to client
Officer requirements
• Coordinate API reporting requirements (if applicable)
Sean Ramuchak, IT Analyst; • Create the mass upload data template and coordinate the mass
IT Analyst Atlanta, GA upload and testing of historical data
• Test& debug client set up prior to Go-Live
Tanya Rustin, Client Success • Conduct virtual training for administrators and subrecipients
Director of Client Lead; • Conduct bi-annual account reviews, including updates on new
Success Atlanta, GA software functionality
• Escalate service issues not resolved by technical support
• Act as a client advocate during internal Neighborly Software
meetings
Martin Greenlee, Subject Matter • Provide recommendations for policy and operational
SVP Sales Expert; improvements
Portland, OR • Review HUD policy/procedure questions
• Resolve issues relevant to project deliverable(s)within their
area of expertise
Jason Rusnak
PROFILE
Working at the intersection of strategy and technology,Jason Rusnak is a "disrupter"that takes great
pride in challenging the status quo. As co-founder and President of Neighborly Software,Jason is
responsible for partnering with clients to reimagine (and reinvent) how Housing and Community
Development activities are administered.
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Prior to Neighborly Software, Jason held executive management positions with Accenture's
Government Strategy practice and ADP. Jason completed his undergraduate studies at Denison
University and received his MBA from the University of North Carolina. He lives in Atlanta, GA with his
wife Liz and two sons,Jackson and Brady.
EXPERIENCE
Neighborly Software 2015—Current
Co-Founder and President
Co-founder of a company that provides a cloud based software solution to improve the
administrative efficiency and regulatory compliance of Housing, Economic and Community
Development organizations.
Automatic Data Processing (ADP), 2010—2015
Division Vice President,Strategy and Business Development
Member of the Senior Leadership Team of National Account Services (NAS), a $1.9B division of ADP.
Led a high-performing team that was responsible for driving profitable revenue growth while
transforming the business from a payroll provider to a broader Human Capital Management provider.
Accenture, 1999—2010
Senior Manager, Government Strategy
Worked closely with Federal, State and Local governments to improve government operations by
reengineering processes, incorporating new technology and/or creating long-term strategic plans.
EDUCATION
THE UNIVERSITY OF NORTH CAROLINA Chapel Hill, NC
KENAN-FLAGLER BUSINESS SCHOOL
Master of Business Administration - Entrepreneurship, May 2005
Chair of the MBA Sports Committee
DENISON UNIVERSITY Granville, OH
Bachelor of Arts in Communications and Economics, May 1999
Captain of the Varsity Basketball Team, Dean's List
National Collegiate Athletic Association (NCAA) Post Graduate Scholarship
Member of the Denison University Athletic Hall of Fame
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Chris Behm
PROFILE
Chris's career is highlighted by multiple, cross-functional roles where he has focused on leveraging
technology to improve business processes and outcomes. As co-founder and Chief Technology Officer
of Neighborly Software, Chris is responsible for product management and development of our Software
as a Service solution to help Housing and Community Development organizations improve their
efficiency and effectiveness.
Prior to Neighborly Software, Chris held multiple leadership positions with ADP most recently as VP for
ADP's Talent Management SaaS offering. Chris completed his undergraduate studies at the University
of Georgia and received his MBA from Emory University in Atlanta. He lives in Atlanta, GA with his wife
Catherine and two children, Connor and Hallie.
EXPERIENCE
Neighborly Software 2015—Current
Co-Founder and Chief Technology Officer
Lead development and client engagement for a cloud based software solution to improve the
administrative efficiency and regulatory compliance of Housing, Economic and Community
Development organizations.
Automatic Data Processing(ADP), 2015—2016
Vice President, Talent Management Software Solutions
General business manager with product management and software development oversight of newly
acquired Talent Management software solutions business. Responsibility for product management,
client services and implementation.
Automatic Data Processing(ADP), 2012—2015
Sr. Director,Strategy and Data Analytics
Lead development of Business Intelligence database, designed to provide senior leadership with
critical data trends and analysis for$1.9B National Accounts division.
Consulting Roles, 2001—2012
Accenture,Sapient, Brambles
Held multiple roles in consulting focused on the improvement of business processes through
technology solutions.
EDUCATION
EMORY UNIVERSITY Atlanta, GA
GOIZUETA BUSINESS SCHOOL
Master of Business Administration- Finance, May 2009
UNIVERSITY OF GEORGIA Athens, GA
TERRY COLLEGE OF BUSINESS
Bachelor of Business Administration, May 2001
Management Information Systems
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Tanya Rustin
PROFILE
Client Services Director with 10+years of experience in identifying and fulfilling customer's needs
across multiple industries with an emphasis on implementation and onboarding. Adept at managing
multiple projects in parallel while maintaining customer relationships.
EXPERIENCE
Neighborly Software 2018—Current
Client Success Director
Responsible for completing the customer project lifecycle from requirements gathering through
planning, implementation and go live. Lead and manage the expansion of the Client Success team
while continuing to streamline the implementation process for customers and internal teams.
TransUnion,2016—2018
Client Services Manager
Collaborated closely with customers to ensure 100%audit compliance and achievement of their
strategic goals while managing and maintaining day-to-day client relations for a $6M book of
business.
CoStar Group,2013—2016
Customer Service Manager
Led a high performing team that was responsible for and managed the implementation of all
customers joining CoStar under the Apartment Finder umbrella to ensure delivery of optimal service,
improvement of client satisfaction and retention goals and consistent achievement of quality
standards.
EDUCATION
GEORGIA STATE UNIVERSITY Atlanta, GA
J. MACK ROBINSON COLLEGE OF BUSINESS
B.B.A. in Hospitality Administration
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Martin Greenlee
PROFILE
As Senior Vice President of Sales with Neighborly Software, Martin is responsible for utilizing his prior
experience in navigating interested customers from brand awareness,to overviews and sales
presentations of the solution, all the while generating sales and maintaining relationships with Housing,
Economic, and Community Development departments nationwide.
Prior to Neighborly Software, Martin focused his work on grant application management through both
a previous company and by serving 13 years in local government administration; federal pass-through
funding from the U.S. Department of Housing and Urban Development (HUD). Martin has extensive
knowledge of CDBG, HOME, and Housing Rehabilitation funding programs. Martin is a former collegiate
football kicker and received a BA in Geography with emphasis on Land Use Planning from Central
Washington University. Go Wildcats! He lives and works near Portland, OR with his three young boys.
EXPERIENCE
Neighborly Software 2018—Current
Senior Vice President-Sales
Expanding on previous roles end experiences in local government, administering federal pass-
through funding programs; Martin's current duties involve maintaining brand awareness, generate
interest across the nation, follow up on sales leads, develop and foster relationships, navigate
customers through the sales cycle and provide leadership to the sales team.
ZoomGrants 2013—2018
Customer Relationship Manager
Create and maintain relationships nationwide while selling a software product only focused on grant
application management services with a primary focus on HUD CPD funding programs for City,
County, and State governments.
City of Vancouver,WA. 2000—2013
Engineering Technician,Analyst, and CDBG/HOME Program Coordinator
Reviewed civil engineering plans for public infrastructure projects, administered the delivery and
compliance of federal pass-through funding, negotiated agreements, managed projects benefitting
low-to-moderate income citizens and neighborhoods, and transitioned the city to an online grant
application management system to reduce the amount of paper the city was using.
EDUCATION
CENTRAL WASHINGTON UNIVERSITY Ellensburg, WA
Bachelor of Arts—Geography, March 2000
Student of the Year—Career Development, 1999
NAIA College Football National Championship, 1995-1996
Central Washington Athletic Hall of Fame Inductee, 2005
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Qiana Daughtry
PROFILE
Qiana has 20+years of experience administering HUD and State funded programs. She is a nationally
recognized CDBG and HOME trainer with the National Community Development Association (NCDA).
She recognizes the need for effective and user-friendly software and joined the Neighborly Software
team to help colleagues work smarter.
EXPERIENCE
Neighborly Software 2020—Current
Implementation Project Manager
Qiana's current duties involve maintaining brand awareness, completing the customer project
lifecycle from requirement gathering through go live, and assisting with solution development.
National Community Development Association,2018—present
Trainer
Specialized training to CDBG and HOME entitlement communities in the areas of regulations,
program management and subrecipient training and management.
Pasco County, 2019—2020
Operations Manager
Primarily responsible for the internal operations of a large urban community development and
housing office that has programs for homeownership rehabilitation, rental development,
homelessness, public services, and neighborhood redevelopment funded by federal and state
funding.
City of Tampa, 2012—2019
Community Development Coordinator
Supervised the development and maintenance of the City's federal and state grant funding and
programs. Provided grant support, project management and evaluation services to support the City's
community development efforts and special purpose planning projects.
Boley Centers, Inc.,2000—2012
Housing Manager
Under direction plans, organized and supervised the Section 8 Housing Assistance Payment Contract
activities for various voucher programs of the Boley Centers, Inc. Housing Authority; managed
property management team responsible for Tax Credit, privately owned rental, and group home
units. HOS Certification met.
EDUCATION
UNIVERSITY OF SOUTH FLORIDA Tampa, FL
BACHELOR OF SCIENCE IN PSYCHOLOGY, MAY 2001
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Christa Driscoll
PROFILE
Christa has several years of experience in administering Federal and State funded programs. Adept at
providing customer service and managing client relationships. Christa is a graduate of Colorado State
University where she received her Bachelor of Social Work and Master of Science in Management.
EXPERIENCE
Neighborly Software 2019—Current
Client Success Specialist
Responsible for managing various implementations to ensure tailored solution to fit the needs of
the client. Responsible for managing support desk and response to technical issues.Train software
users on best practices and features of product.
Rebuilding Together(Atlanta)-2019
Program Manager
Directed, monitored and motivated a team in coordinating housing rehabilitation projects utilizing
CDBG funds as well as private donations. Recruited and trained volunteer support staff to perform
renovation tasks. Designed work scopes for volunteers and contractor bidding engagements.
Ensured project compliance and contract implementation with the City of Atlanta.
Developmental Pathways
Projects Case Manager
Provided case management services for individuals with intellectual and developmental disabilities.
Subject matter expert for Colorado Medicaid Waiver programs. Provided project management for
home modifications, vehicle accessibility modification, and assistive technology projects.
Determined individual program eligibility according to state guidelines.
North Metro Community Services
Program Manager
Managed service coordination for individuals with intellectual and developmental disabilities by
hiring and training support staff. Monitored service delivery agencies to ensure outcomes align with
service plan goals and State guidelines.
COLORADO STATE UNIVERSITY—GLOBAL CAMPUS Greenwood Village, CO
Master of Science in Management, 2020
COLORADO STATE UNIVERSITY Fort Collins, CO
Bachelor of Social Work, 2012
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Sean Ramuchak
PROFILE
Sean has experience working with the various aspects of IT solutions such as: setting up home
computer systems, installing commercial-grade networking hardware/software, installing/maintaining
commercial-grade audio-visual systems, and developing software with large and small business teams.
He excels in creating unique solutions based on IT and business requirements that are both reliable and
user-friendly.
Before Neighborly Software, Sean attended school at Auburn University; ultimately graduating with a
bachelor's degree in Software Engineering. Afterward, he moved to Atlanta, GA to further his career in
software development.
EXPERIENCE
Neighborly Software 2019—Current
Software Developer(Full Time)
Responsible for the development of software solutions to meet the needs of organizations involved
with public housing and grant management; these responsibilities include monitoring system
performance, ensuring a reliable and secure platform for client use, and addressing additional client
needs through software enhancements
UDA Technologies 2017—2019
Software Developer(Cooperative Education Program)
Responsible for the development, testing, implementation, and maintenance of various projects
through teamwork and communication with other developers and project managers
Auburn University OIT Department 2015—2016
Classroom Support Specialist(Student Employment)
Responsible for assisting campus faculty with technical questions and malfunctioning equipment,
performing scheduled maintenance on classroom equipment, and keeping accurate logs of all
troubleshooting steps
BWS (Business Warehouse Solutions) 2013—2014
Information Technologies Intern(High School Paid-Internship)
Responsible for assisting campus faculty with technical questions and malfunctioning equipment,
performing scheduled maintenance on classroom equipment, and keeping accurate logs of all
troubleshooting steps
EDUCATION
AUBURN UNIVERSITY Auburn, AL
SAMUEL GINN COLLEGE OF ENGINEERING
Bachelor of Software Engineering, May 2019
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Section 3: System Capabilities, Project Approach, and Requirements Matrix
3.1 Software Application Product
3.1.1 Description of Neighborly Software's System and Functionality
Neighborly Software is the only software solution that provides access to all stakeholders associated with
housing, economic and community development programs. For all stakeholders, Neighborly Software
enables real time collaboration through automated emails, assignable tasks and configurable workflow. The
below graphic provides a brief overview of the roles and actions available for each stakeholder.
Neighborly Software Grant Management Stakeholder Collaboration
ADMINISTRATOR SUBRECIPIENT
• Enrr, . , :.(y applicants • Apply for granUloan programs
• Manage projects and funding =�Ak
_ • Submit accomplishment reports
• Track and manage loans • Make draw requests
BENEFICIARIES PROPERTY MANAGER
• Apply for '`���•Upload re
=i� nt rolls
• Attest to annual program compliance ( •
• Respond to cure notices
• Check loan balances Neighborly Software • Request rent increases
CONTRACTOR Rola INSPECTOR
• Register&Update business info r7 • Complete inspections(mobile)
• Submit construction bids • Estimate project costs
• Make draw requests • Generate work write-ups
During every client kickoff meeting, we explicitly state that the goal of Neighborly Software is to eliminate or
significantly reduce paper, spreadsheets, emails and manual processes. We make this bold statement
because our software is designed by, and built for, housing, economic and community development
practitioners. We know your unique challenges, including:
• Rows of filing cabinets that overflow with paper case files
• Thick paper binders used by your grant reviewers
• Manual and paper intensive draw approval process
• Manual effort required to create grant agreements for subrecipients/developers
• Significant time your field staff wastes transcribing paper forms (e.g. monitoring)
• Time your property inspectors waste manually uploading pictures to a shared site
• Amount of manual work required to maintain compliance with rental affordability
• Excel "gymnastics" you perform to create ad-hoc reports
• Shadow budgets you manage to reconcile your funding
• Important time you spend preparing for a HUD/internal audit
• High volume of daily emails you send, many of which go unanswered
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Neighborly Software's standard features enable us to address all of these aforementioned challenges.
The following two pages highlight the features that will be configured during implementation to meet
the unique needs of the City of Miami Beach.
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Portal.A branded portal,with a unique
web address, provides a one stop shop for
all of the City programs.
Sign In R.gAtet
Online Application. Subrecipients, MIAMIBEACH �•„�.�
w..k.„ ero dte Cny of Mutot bead, �!""!'r""w"•�
developers and households can !loosing and Comm"mty Sexes
Adrnngstutvc w.w
apply/qualify for grant funding online,
N.a.Mkru..mwt i•n..d+••w Mn r.rre..r J a-..a...,r.....M,..
including the electronic submission ando
«
storage of all required documentation. ” " a"""" "" "
Empower your Review Committee.
Enable your review committee to score N
applications online based on weighted
criteria and/or qualitative assessments.
Screen Shot:Branded Portal
Manage Contracts.Automate the M
processing of grant contracts, including •
template-based document generation and "b...5.."""
Appl•..r�on Pan C-PVorarn Deurpton
electronic signatures. •ya.M,,_,._••., .1.0,414.4.:4_..a., r.. .......rw...,....,.,..,...
Streamline Reporting. Notify
Subrecipients when compliance and ""� """""°"""""""""'"°""""" "
•
accomplishment reports are due and allow
them to complete the reports online.
..444.4e.4 be r....44 4.4••••4.s..aw..groan...r......�......a...,.a.w..+..
0.4.4104....•1441444,4 444 att.4414**4141•44o4tq.....•..w.w Corns..sows
Produce Consolidated Reports. °
Automatically consolidate all subrecipient C.11.110OW440044,440ar.a%�....«_...�,e....—..r.d....ow.
accomplishment reports into one
comprehensive and auditable report Sc
(CAPER).
Good Afternoon.Jason! •
Enforce Monitoring Controls. Complete
"Site" and "Desk" monitoring reports using
customized forms and checklists, including b'. -•
electronic signatures.
Workflow. Configurable workflow ensures
that all compliance steps and approvals
are completed. 4, —
Tasks. Assign and track tasks and due
Screen Shot:Real Time Dashboard
dates for all program activities.
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Budget Management. Allocate and track
multiple funding sources by program,
Budget
recipient and funding year.
.. ,4..4,34.
Online Draws. Enable Ponennal C.0100
. CO2011 5490000 "OQGCO 5000
S U.S.. CLOG 2010 N.522 00 11 000 CO 53 52200
subrecipients/developers to submit draw "
51.,.2200 1$ ,,.s..,...rrs.[v.b CWG 201, 52,00000 5000 5200000
requests online, including all required • «fta Adowevroameo Cowls 0000 ZOi5 t5 200 00 +000 SJ 200120
supporting documents. •�' •.,"..... �–
.4^r"i^0 50.222 00
Compliance Alerts. Monitor and track
compliance requirements, including Scree • . •r •
automatic email notification for past due
events
Map. Plot all projects/services on a city- '
-
wide map.
t
°
Reports. Understand program specific • —
results with real-time dashboards and t / , •t••
pre-configured and ad-hoc reports. •II •
. •
Loan Management. Originate and •rk w ♦ T
automate the management of grants, , it 1
•
t try
deferred loans,forgivable loans and
amortized loans. Screen Shot:Project Map
Mobile Inspections. Enable housing
inspectors to complete an online HQS nspettaon iniormat
ron
inspection form onsite, eliminating the w--� •-ate°
need to return to the office to re-key
• ,'�
. S.
reports. I •I•I•°••^ •°•••
M
1 t u._.5....w•mmsYRL
,• • ij C' • .. 12S1•
Developer Information. Collect store and 1j .• • •^^'•••••,••^••• ,..� }
report on developer data, including "�°••. V*2-•
and insurance renewals "" "' .• •
SW... .. S, • V...........m aOY•51w•:€
Security. Protect sensitive data with role- ,....Co.,' U 4444
4.
based security and an audit log that /IIIMIIIIIIIPPIIIIIIIIIMIIIIPIMIPMMIMrr
tracks all software activity with a date, Screen Shot:Mobile Property Inspection
User ID and IP address stamp.
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3.1.2 Enhancements Expected and Software Refresh Schedule
Since our inception in 2016, Neighborly Software has been committed to reimagining and reinventing the
way Housing, Economic and Community Development organizations administer their programs.Today,we
have over 115 organizations across the country using our intuitive software to administer 18 different
housing, economic and community development programs. We continue to break new ground in helping
our clients improve their efficiency and compliance.
Neighborly Software's modern technology and extensible architecture of enables us to innovate quickly. We
do not need an "army" of developers to maintain old legacy code. As such,we can focus on delivering a
scalable and feature rick solution to our clients. Neighborly Software's roadmap for expected
enhancements over the next eighteen months can be reviewed in the table below.
Release Date Functionality Description
Summer 2020 Report Builder Administrative users,with the appropriate permissions,will be able to
API configure ad-hoc reports via the User Interface,and access the result
sets via secured API by passing a custom report Id value(along with
API authentication credentials). This functionality is typically used by
clients who manage a"data mart"and have a need to aggregate and
analyze data across different systems.
•
Winter 2021 Housing Ability to administer and report on HUD's Housing Vouchers program,
Vouchers including integration with the
PIC/MTCS
Summer 2021 IDIS Integration Ability for Administrators to request their grant funding from HUD
and report on what is accomplished with these funds via an IDIS
integration with Neighborly Software.
Major and minor software upgrades are automatically deployed and require no client administration. Minor
upgrades occur on a monthly basis (3-week development sprints),while Major upgrades typically occur on a
semi-annual basis. Our upgrade testing process ensures that new features or enhancements to existing
features are synchronized with the previous version, and that updates will not degrade the performance or
operation of existing functionality.
Clients will be notified at least a month in advance of Major upgrades and may be asked to take part in user
acceptance testing. For all Major upgrades, new functionality will be reviewed in a virtual training webinar.
Additional training guides and release notes will be provided as necessary. All costs for Major and Minor
upgrades are included in the annual recurring fees.
3.1.3 Continuous System Improvement
Clients can submit software enhancement requests via their Client Success Manager. Twice per year,
Neighborly Software reviews and prioritizes the requests across our client base. Functionality that has
applicability across our client base is typically given priority.
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Since our inception, we have continued to improve our software through two major releases each year, as
outlined below:
Release Date Functionality Description
Summer 2016 Online Ability for households/businesses to apply for 18 HUD activities and
Applications for administrators to qualify applicants based on HUD standards
(income,assets,underwriting,etc).
Winter 2017 Funding& Ability for administrators to allocate and track federal,state, local and
Budget private funding sources across multiple activities and projects via
Management grant-based accounting.
Summer 2017 Subrecipient Ability for subrecipients to apply for grant funding,complete
Grant accomplishment reports and make draw requests.Ability for
Management reviewers to score applications and make funding recommendations.
Winter 2018 Loans Module Ability for administrators to originate,administer and report on
forgivable,amortizing and deferred loans.
Summer 2018 Work Write Ups Ability for construction specialists to create work write ups and cost
estimates based on 900 configurable construction specifications.
Winter 2019 Contractor Ability for contractors/developers to register and update business
Portal information,submit construction bids and make draw requests.
Summer 2019 Affordable Ability for administrators and property managers to track, monitor
Housing Asset and report on affordable housing compliance requirements.
Compliance
Winter 2020 Usability Achieved Americans with Disabilities Act Level AA compliance and
enabled the software to support 60+languages.
3.1.4 User Interface Capabilities
Neighborly Software is built with a responsive design that dynamically renders on any mobile or tablet
device (Apple,Android, MSFT, etc). An internet connection is required.This enables remote and field staff to
remain productive and efficient regardless of their location. Below are a few capabilities that can be
completed in the field via a mobile device:
• Access to all case information, including progress reports, budgets and electronic documents
• Ability to complete onsite monitoring reviews, including checklists and uploading supporting
documents
• Ability to create/edit applications on behalf of an applicant
• Ability to approve and reject draw requests
• Ability to enter case and construction notes (audit log)
• Ability to assign tasks to other administrators, subrecipients, developers
• Ability to complete property inspections(HQS, Lead,Weatherization), including capturing and
uploading pictures
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• Ability to conduct tenant file reviews
• Ability to create and email cure notices to property managers
It is important to note that since Neighborly Software is accessible via any internet connection, all staff have
access to the software outside of the Miami Beach office. This is especially important given the current
COVID-19 challenges and the number of staff likely working from home.
3.2 Technical Information of the Software Application
3.2.1 Technical Specifications and Hosting Requirements
The Neighborly Software solution is built and delivered using the Software as a Service (SaaS) model. The
solution is fully hosted using Microsoft's FedRAMP certified Azure cloud computing platform and requires no
staffing requirement from the City's IT department for installation, maintenance, backup, upgrade or
customization.
Through our partnership with Microsoft, our solution automatically scales to meet the demand for server
and data storage capacity. This ensures maximum uptime and efficient processing of each data request and
transaction. Over the past 4 years the software has had 196 minutes of unplanned outages which
corresponds to an uptime availability of greater than 99.99%.
As a part of the services, Neighborly Software is responsible for maintaining a backup of the City's data and
for an orderly and timely recovery of such data in the event that the Services may be interrupted.
Neighborly Software maintains a contemporaneous backup of the City data that can be recovered within
four (4) hours at any point in time within the last 35 days. A weekly back up of data is also available for 2
years. Automated back-ups are performed by sequel Azure and require no manual activities.
Neighborly Software is a Microsoft partner and utilizes Microsoft Azure for all hosting and infrastructure,
which includes web hosting, database hosting and blob storage. Microsoft Azure is recognized as an
enterprise-grade cloud computing platform with rigorous standards for security. All Customer data is
stored, processed, and maintained solely in certified FedRAMP data centers located in the United States.
Our primary Microsoft data center is in Virginia and the backup data center is in Texas.
Neighborly Software leverages geo-redundancy features of Microsoft Azure for the Application/Web Server,
SQL database and File Storage servers. In the event of an outage at the primary data center, the system will
automatically fail-over to the backup data center within 5 minutes without requiring manual intervention.
On an annual basis, Neighborly Software tests its Disaster Recovery capabilities by triggering a manual fail
over from its primary data center to the backup data center.
Neighborly Software was built from the ground up with security in mind. All data transmission is encrypted
with 2048 bit SSL (https) encryption, and all data is encrypted "at rest" when stored in Microsoft's SQL Azure
relational database management system. Each client/tenant is provided with a unique URL for system
access and a separate, unique database for all data storage. In addition, monthly vulnerability assessments
are conducted to protect against unauthorized access and all site activity is recorded in an audit log which
includes IP address logging.
Below are a few highlights of our data security infrastructure:
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• All data stored in Microsoft's FedRAMP certified datacenters leveraging geo-replication for
business continuity/disaster recovery support
• Secure authentication and authorization using Microsoft Identity Management
• Two-factor authentication is required for all logins from a new computer
• SSL 2048 bit SHA-2 encryption (https) ensures secure transmission of data over the Internet
• SQL Database encryption protects and encrypts all data "at rest"
• Data backups support Point in Time Restore to any point within the last 35 days
• Separate tenant database architecture logically isolates client data
• Tenant-specific audit log tracks all software activity with User Id and IP address logging
• Session timeout warnings and auto-logout after 30 minutes of inactivity
• Complex password requirements
• Protected against OWASP Top 10 with monthly vulnerability assessments using third party web
application scanning tools
• Additional information on Microsoft Azure security and SOC compliance assessments can be found
here: https://www.microsoft.com/en-us/TrustCenter/Security/default.aspx
3.2.2 Integration with Existing Systems and Applications
Neighborly Software is a multi-tenant Software as a Service solution and does not support 3rd party
integrations or client specific customizations. In our experience, system integrations are not only expensive,
but also require significant subject matter expertise from the client regarding "what to build."
Furthermore, maintenance and support of the customized code is often the responsibility of the client
and/or expensive 3`d party support contracts.The result is usually a frustrated client with an incomplete
solution and a very expensive price tag. Our approach allows us to provide a scalable and market leading
solution at a very affordable total cost of ownership.
Our upgrade testing process ensures that new features or enhancements to existing features are
synchronized with the previous version, and that updates will not degrade the performance or operation of
existing functionality.All of our clients leverage the same application code base with unique system
configurations stored in each client's database.
3.2.3 Additional Required Software & 3.2.4 User Rights and Administrative Controls
No additional third-party software is required to provide the functionality required by the City other than a
modem web browser(Chrome, Edge, Safari, Internet Explorer 12+, etc.).The software is highly configurable
and is specifically designed to meet the unique need of housing, economic and community development
organizations. Other than setting up new grant/loan programs, which must be done by Neighborly Software
staff, the City administrators, have full control of the software, including the ability to:
• Edit the grant application
• Copy an existing application for a new program year and then make edits
• Set up/modify grant funding sources and budget categories
• Add/delete case statuses
• Configure and/or modify word/email templates
• Configure and/or modify subrecipient accomplishment reports
• Add new income limits
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■ Manage user permissions
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Appendix B: System Functionality and Requirements Matrix
INDICATE COMPLIANCE SUPPORTING DOCUMENTS OR
REQUIREMENT
Yes/ No DETAILS(as applicable)
1. Established Proven System
a. Provide evidence that the Yes As can be seen by our Neighborly
proposed solution is an Software Client Map in Section 2.1
established proven system that and the sampling of 115+ clients
is designed specifically to provided, Neighborly Software is an
Established and Proven System.
manage requirements required
by HCS for the respective Section 4 provides the detail of the
Application (Tenant defined work requirements that
Management or Grant Neighborly Software offers.
Management) proposed.
2. System Requirements
a. Secure, intuitive, user- Yes See Section 3 above for detail.
friendly,flexible, and reliable Neighborly is able to complete
ability to add multiple users for integration with Munis ERP as a flat
roll-based access and file.
administrative access.
Neighborly Software does not
b.The user interface should be provide a public facing dashboard.
profile driven and personalized.
c. Ability to provide a public-
facing dashboard.
d. Ability to allow staff to enter
updates (actions).
e. Ability for system to present
progress made on projects
through graphs and tables,
exportable data for reporting
purposes, etc.
f. Integration with Munis ERP.
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g. Customization of fiscal data
fields.
h. Ability to track progress and
capture key metrics.
3. Reporting
a. Internal dashboard to report Yes See Section 3.1.1 on Neighborly
(%of objectives,goals and Software's System and
actions completed, applications Functionality.
received, completed, status
charts (completed, in progress
and delayed), status by vision
area, etc.).
b. Reports are to be available in
a variety of chart and graph
forms.
c. Flexibility in reporting (charts,
text, milestone,commentary).
d. Ability to export reports in
Excel and pdf format.
e. High level reporting
capabilities.
f. Reports should be capable of
Daily,Weekly, Monthly,
Quarterly, and ad-hoc.
4. Users and Licensing
a. The specific user types and Yes Neighborly Software provides you
required number of licenses the ability to customize roles and
are as follows: grant certain access levels
• 3-10: Administrative Role
Yes depending on the role.
• 50: Power and Standard Users Yes
• Admin users will require
ability to have full user Yes
capabilities, role management
and user creation. Power users
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will have access to base
functionality as well as editing
projects as assigned. Standard
User to have only base
functionality.
• Active Directory Integration No Neighborly Software does not have
and/or SamL and/or AzureAD Active Directory Integration and/or
(OpenID Connect) SamL and/or AzureAD (OpenID
Connect).
5. Storage Capacity
a. Stores all documentation Yes See Sections 3 and 3.2.1
entered in the system and may
be customized as needed at the
request of the City:
• Dashboards
• Performance measures (if
added)
• Budgeting
• Payments tracking
• Receipting
• Any restrictions in storage
must be disclosed
6. Advanced Search Capabilities
a. Ability to search and find by Yes Neighborly Software's search bar
calling on any populated field. allows administrators to search for
cases based on Case ID, Case Name,
or Case Address. Report builder is
able to generate a report on any
field.
7. Data Entry
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a. Ability for company to load all Yes See Section 3, Software Application
vision areas, project goals, Product.
management objectives and
commission actions.
b. Ability to deliver complete
solution (goals, objectives,
actions) within 90 days from
initiation of engagement to
delivery
8. Browser Requirements
a. Compatible with these five Yes See section 3.1.1, 3.1.4, and 3.2.3
internet browsers:
• Microsoft Edge
• Firefox
• Google Chrome
• Safari
• Internet Explorer
b. Mobile friendly with
responsive display features.
9. File Migration and Implementation
a. Implement and configure Yes See section 4.1 on Project Planning
areas described in RFP and Implementation and section
specifications. Please note any 4.2 on Training.
exceptions.
b. Vendor to load all necessary
webpages and fields into
system as part of the
deliverable.
c. Vendor to guide and create
along with HCS team on the
best template to use for data
entry and reporting.
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10. Service and Management
a. Includes system training for Yes See Section 4.2 on Training
all users. Information
b. Training shall ensure the
assigned the City's staff is
proficient in the full operation
of the system, including:
• Troubleshooting
• Report writing
• Efficient use of the entire
system to its full capabilities
• Administration, User creation
and role assignments
c. Phone and/or online support No See Section 4.3.2 "Technical
24/7 for duration of contract. support is available via a toll-free
phone number and electronic mail
on weekdays during the hours of
7:00 am through 7:00 pm Eastern
time, with the exclusion of federal
holidays. Client may initiate a
helpdesk ticket during support
hours by emailing
support@neighborlysoftware.com."
d. Includes all system patches, Yes See Sections 3.1.2 and 3.1.3
refreshes, and/or upgrades
during the term of the license
agreement.
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Section 4: Approach and Methodology
Definition of Work Requirements as Outlined in Appendix A
Legend of Responses
(F) Fully provided: this function is provided in the proposed solution; may require configuration.
(CU) Customization:this function is provided but requires custom programming by the vendor; changes to
source code.
(NA) Not Available: this function is not available in the proposed solution.
Functional Requirements F CU NA Comment
HOME
3.1 The HOME program must These are standard features within our
ensure compliance with Grant Management solution.
program requirements and
expenditure timelines.
CDBG
3.2 The CDBG program supports V Standard functionality. Neighborly
programming that benefits Software can automatically remind
low-to moderate income subrecipients of their monthly/quarterly
households through direct reporting requirements that can be
public services and capital submitted electronically through the
improvements.The City system. Data can easily be aggregated
as well as reconciled with IDIS.
must track the progress and
accomplishments of each
sub-recipient receiving funds
for public service and capital
project activities.
Public Services—CDBG Funded
3.2.1 This module needs to These are standard features within our
provide a dashboard view Grant Management solution.
that includes the
information detailed below
(in 3.2.2). Additionally,the
modules for public service
and multi-family
rehabilitation must have the
ability to generate reports in
order for City staff to track
and successfully administer
its CDBG-related projects.
Portal Access
3.2.2 A dashboard information These are standard features within our
for all sub-recipients Grant Management solution.
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currently receiving funds
should be accessible to
administrators and
subrecipients.
Administrators should
have access to
the following information:
• Request for Proposal
(REP)application;
• Insurance renewal
expiry dates;
• Section 3 information;
• Project description;
• Project budget;
• Pending tasks;
• Cumulative
accomplishment
reports; and
• Cumulative draw
request information.
Sub-recipients should
have access to the
following information:
• Submit their annual RFP
application;
• Upload monthly
accomplishment
reports;
• Upload monthly draw
requests; and
• View project budget.
SHIP
3.3 The SHIP Program awards Neighborly Software is extremely
funds to eligible low and familiar with the SHIP Program and has
moderate income 25 clients within Florida using our
households through the First software to administer those funds and
Time Homebuyer Program more. Generating reports, processing
and Homeowner applicant information, and tracking
individual project expenditures for
Rehabilitation Program. timeliness is standard functionality
Both of these modules within the software.
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should be able to generate
reports and process
applicant information, as
well as track the progress of
individual projects to ensure
timely expenditure of funds.
Housing Rehabilitation—SHIP
Funded
3.3.1 This module needs to V These are standard features within our
provide information for Grant Management solution.
administrators and sub-
recipients alike.
Administrators should have
access to the following
information:
• Intake and assessment
of eligible participants;
• Uploading supporting Standard access for administrators for
documentation; all Housing Rehabilitation
• Scope management; modules/programs.
• Procurement
documents;
• Contractor
information;
• Project timeline;
• Project budget; and
• Pending tasks.
Sub-recipients should have
access to the following:
• Contractor
information;
• Project timelines; and Standard access for subrecipients for all
• Project budget. Housing Rehabilitation
modules/programs.
Down Payment Assistance—
SHIP Funded
3.3.2 Administrators should have V Standard access for administrators
access to the following within the Down Payment Assistance
information: module/program.
• Intake and assessment
of eligible participants;
and
• Uploading supporting
documentation.
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Sub-recipients should have Standard access for subrecipients
access to the following: needing to view the Program
Application.
• Program Application
4.1 Project Planning and Implementation
4.1.1 Implementation Strategy
Neighborly Software has a proven implementation methodology that has been refined over the course of
115+successful public sector implementations. Our implementation cycle can range from as quick as 24
hours (COVID-19 Grants)to as long as thirty-four weeks depending upon the number of programs being
implemented, the complexity of the programs and the responsiveness of the client. Based on the
requirements outlined in this RFP,we are confident that the software can be implemented, and all training
completed within eight weeks.Additional details and milestones regarding our implementation
methodology and approach can be found in our"Implementation Schedule."
Our software is specifically designed for housing, economic and community development programs and
incorporates many"best practices" out of the box. This significantly reduces the upfront gathering of
information and configuration required of a generic grant management solution.
Throughout the project, Neighborly Software will leverage project management tools and best practices,
including:
• Weekly status reports
• Project workplan vs actuals
• Project Risks/Issues log
• Task reports
During implementation, Neighborly Software staff will complete all configuration within the system. It is
important to note that until the client advanced system administrator(s) is fully trained and comfortable
with the configuration tools, our staff will continue to support and handle any day to day configuration
updates as needed.
4.1.2 Sample Project Schedule and Significant Milestones
Our implementation approach is iterative in nature and results in a usable,testable minimum viable product
within four weeks of the kickoff meeting. Our proposed implementation schedule is below, including a
description of all implementation meetings.
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Proposed Project Schedule
Month 1 Month 2
06 07 08
Data/ 61.1=1.
Requirements Project Kick Off Workshop
Software 1.16=11=6
Configuration
Configuration Review#1 Configuration Review#2
User Testing 4111111111111111111111111
Historical
Data Import
Administrator
Training Onsite Administrator Training
3rd Party
Training 3rd Parry Training
Project =i1=11111111111alla1146116111.
Management Status &Steering Committee Meetings
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Implementation Meetings Descriptions
Event Location Key Activities
Kickoff Meeting Virtual • Demonstration of the software to all key stakeholders.
• Project objectives and software requirements are reviewed
• Implementation timeline is reviewed and required roles are
identified.
• Detailed project workplan is reviewed
• Implementation Guide is reviewed. The guide identifies required
information to configure the software.
Workshop Virtual • Review completed Implementation Guide
• Review all historical data sources
• Review, discuss and recommend client best practices to
incorporate
• Project requirements are finalized
• Historical data template is provided for data capture by client
Configuration Virtual • First pass configuration is demonstrated to all key stakeholders.
Review Meeting#1 • User credentials are given to administrators for testing—
recommended that at least two existing grant management cases
are entered into the system
• Detailed feedback is captured and incorporated into next review.
Configuration Virtual • Second pass configuration is demonstrated to all key stakeholders,
Review Meeting#2 including subrecipient reporting and draw request/approval
workflow
• Additional cases are entered in the system
• Detailed feedback is captured and incorporated into next review.
• Historical data is uploaded into the system; client review and final
acceptance testing begins
Administrator Virtual • Initial configuration is complete.
Training • Virtual training(8 hours) is conducted for all City administrators for
in-scope programs
3rd Party Virtual • Conduct one virtual training session for all subrecipients for each
Training program
Weekly Status Virtual • Review and update the project work plan
Meetings • Review open risks and issues
• Distribute weekly project status reports to key stakeholders
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4.2 Training Information
4.2.1 Training Approach & 4.2.2 Manuals and Formats Available
Neighborly Software was designed specifically for Housing and Community Development(HCD)
organizations,with a user experience that feels intuitive for stakeholders (e.g.Administrators, subrecipients,
developers, households). Unlike generic grant management systems that must be adaptable to a variety of
industries, our user interface was developed working with HCD departments across the country and as such
we consistently receive positive feedback from our clients with respect to ease of use, and speed of
adoption for new users.
We mention our user experience in our"Training" response because a great user experience significantly
reduces the amount of initial training and follow-up training required for all stakeholders. In addition to the
implementation strategy and milestones listed above(Sections 4.1.1 and 4.1.2), Neighborly Software also
offers a variety of ongoing training options as outlined below.
Training Format Description
Go-Live Training Virtual An eight-hour training that walks administrators through all of the
Instructor Led software's functionality.
Advanced Virtual A four-hour training that reviews advanced configuration functionality for
Administrator Instructor Led users that have permissions to change application fields,create word and
Training email templates, update users/permissions,change annual income limits,
create new grant years,etc.
Virtual Virtual Thirty-minute online training typically offered to subrecipients prior to
Subrecipient Instructor Led the start of each grant cycle. The training highlights the process to create
Training an account,add users,and complete/submit an application. The training
is recorded and can be posted to a City website.
User Guides Online Support All stakeholders(e.g.Administrators,Subrecipients, Developers,
Reviewers) have access to User Guides that highlight software
functionality specific to their role.
Webinars Online Each month Neighborly Software hosts a one-hour webinar that provides
Instructor Lead a "deep dive"on product functionality.The webinar is open to all
&Online Neighborly Software administrators. All webinars are recorded and
Support posted to the online support forum. Below are the recent webinars:
• Loan Origination and Management
• Contractors&Work Write Ups
• Document Rendering and MS Word Templates
• Funding and Budget Module
• Creating Ad-hoc Reports via Report Builder
• Affordable Housing Asset Management&Compliance
Support Videos Online Support Short instructional videos posted to our online support forum that
highlight discreet administrator processes(e.g. how to change annual
income limits,how to generate a CAPERs report)
User Conference Training Starting in the Summer of 2021, Neighborly Software will host a two-day
user conference that highlights new software functionality,client best
practices and emerging trends in the housing and community
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Training Format Description
development industry.
In addition to the training, Neighborly Software provides a quarterly insights newsletter that discusses
important topics related to housing and community development programs as well as best practices. This
newsletter ensures that all clients are maximizing the benefits of Neighborly Software.
4.3 Maintenance/Support/Warranty Information
4.3.1 Ongoing System Support and Maintenance
Prior to the project kickoff meeting, the City will be assigned a Client Success Specialist to guide them
through the implementation process. All the initial client support, onboarding, and training is handled by
their dedicated Client Success Specialist.
Once the City is live and has received training, they are able to submit support requests to the Atlanta-based
customer support team for ongoing care and account maintenance with periodic check ins from their Client
Success Specialist to ensure that they're getting the most out of the software. For example, each year
Neighborly software provides a list of"best practices" related to technology, process and strategy. This
approach ensures that our clients are not only getting the most value out of our software solution, but also
their relationship with Neighborly Software and our growing client base. We also provide ongoing virtual
training and support for all administrators as well as 3rd party stakeholders, including subrecipients,
developers, and beneficiaries.
4.3.2 Support Provided and Support Escalation
Technical support is available via a toll-free phone number and electronic mail on weekdays during the
hours of 7:00 am through 7:00 pm Eastern time, with the exclusion of federal holidays. Client may initiate a
helpdesk ticket during support hours by emailing support@neighborlysoftware.com.
Neighborly Software uses LiveAgent for all support ticket tracking and reporting. Below are response and
resolution times for support tickets:
a. Emergency Ticket—software is unavailable or not usable, resulting in a critical impact on business
operations. This condition requires immediate resolution
Response Metric: Neighborly Software will use commercially reasonable efforts to respond to all
Emergency Helpdesk tickets within one (1) hour and resolve Emergency issues within two (2) hours of
notification.
b. Critical Ticket-Software is usable, but that some features (not critical to operations) are unavailable.
Response Metric: Neighborly Software will use commercially reasonable efforts to respond to all
Critical Helpdesk tickets within two (2) hours and resolve Critical issues within six (6) hours of
notification
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c. Standard Help Calls— Problem does not significantly impact operations, or that a reasonable
workaround is available.
Response Metric: Neighborly Software will use commercially reasonable efforts to respond and
resolve all Standard Helpdesk tickets within eight (8) hours.
If client support is unable to address a client issue within the stated timeframe, the issue is escalated to the
Client Success Director and then to the Chief Technology Officer and/or President, as necessary.
Chris Behm, Chief Technology Officer
chris.behm@neighborlysoftware.com
Jason Rusnak, President
Jason.rusnak@neighborlysoftware.com
In addition to technical support, Neighborly Software contains a help module that provides access to step-
by-step guides for all system functionality. Each stakeholder(e.g. Administrator, Developer, Subrecipient)
has their own guide based on their unique role. All new functionality is demonstrated and recorded in a
virtual training webinar/video.
All software patches/fixes are automatically deployed via the cloud without the need for client intervention.
4.3.3 Software and Services IN arranty Coverage
Neighborly Software shall use reasonable efforts consistent with prevailing industry standards to maintain
the Services in a manner which minimizes errors and interruptions in the Services and shall perform the
Implementation Services in a professional and workmanlike manner. Services may be temporarily
unavailable for scheduled maintenance or for unscheduled emergency maintenance, either by Company or
by third-party providers, or because of other causes beyond Company's reasonable control, but Company
shall use reasonable efforts to provide advance notice in writing or by e-mail of any scheduled service
disruption. HOWEVER, COMPANY DOES NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED OR
ERROR FREE; NOR DOES IT MAKE ANY WARRANTY AS TO THE RESULTS THAT MAY BE OBTAINED FROM USE
OF THE SERVICES. EXCEPT AS EXPRESSLY SET FORTH IN THIS SECTION,THE SERVICES AND IMPLEMENTATION
SERVICES ARE PROVIDED "AS IS" AND COMPANY DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED,
INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A
PARTICULAR PURPOSE.
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Section 5: Cost Proposal
Neighborly Software is a hosted software solution that is billed annually in advance. Billing is broken out
into two categories: one-time implementation costs and annual recurring costs.
5.1 Licenses
The following services are included in the annual recurring costs:
• Six (6) named administrator licenses (Developers, Subrecipients, Applicants, Homeowners,
Reviewers are free to access the software)
• All software hosting, maintenance, and upgrades
• Backup of client data and for an orderly and timely recovery of such data in the event that the
services may be interrupted.
• Technical support via electronic mail on weekdays during the hours of 8:00 am through 7:00 pm
Eastern time, with the exclusion of federal holidays. Client may initiate a helpdesk ticket during
support hours by emailing support@neighborlysoftware.com.
• Virtual online training, as requested
It is important to note that should HCS utilize Neighborly Software for both RFPs, the administrator licenses
purchased in the Property and Tenant Management RFP could also have access to the Grants Management
programs. The only incremental recurring costs would be for any new administrator licenses added that
were not already purchased as part of the Property and Tenant Management RFP. In essence, an
administrator only needs one license to access all of the programs included in the software. Additional
administrator licenses may be purchased, pro-rata to the Initial Service Term, based on the pricing table
provided on the following page.
The one-time implementation fee is based on the number of programs (Public Services, Down Payment
Assistance, Housing Rehabilitation, Multi-Family Rehabilitation) being configured as well as the amount of
historical data that is being uploaded into the system.
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Year 1 Pricing
ANNUAL
Annual Recurring Fees 111111111111111AM. User Price FREQ USERS PRICE
Neighborly Software Per Administrator Fee (Users 1-10) $200 Monthly 6 $14,400.00
Neighborly Software Per Administrator Fee (Users 11-20) $150 Monthly 0 $0.00
Neighborly Software Per Administrator Fee (Users 21+) $100 Monthly 0 $0.00
- Technical Support Included
- Hosting/Security in Microsoft Tier IV Data Center Included
- Data Strorage, Backup and Recovery Included
ANNUAL TOTAL $14,400.00
One Time Implementation Fe UNIT PRICE FREQ UNIT AMOUNT 1
Software Implementation Per Programa $1,500 One Time 4 $6,000.00
- Software Configuration to Client Design Included
- Administrator Guide Included
- Administrator Training (virtual) Included
Data Migration of Cases/Loans (Minimum $2,000) $2.50 Per Loan 0
a- Includes configuration for the following TOTAL $ 6,000.00
(1) Public Services
(2) Down Payment Assistance TOTAL YEAR 1: $20,400.00
(3) Housing Rehabilitation
(4)Multi-family Rehabilitation
5.2 Support/Maintenance
All support and maintenance costs are included in the annual recurring costs.
5.3 Cost per Project Phase
All implementation, configuration and training contemplated in the RFP will be completed in eight weeks.
Neighborly Software's pricing is outlined in the table above.
5.3.1 Other Additional/Optional Service Costs
Neighborly Software's implementation is a fixed fee. We do not provide client customizations. All
configuration of the software is included in the implementation fees. The only optional service not currently
priced is the mass upload of historical data (cases/loans). The historical data loan migration is charged a flat
rate of$2,000 or$2.00 per case/loan,whichever is greater. Please note that the import of historical data is
dependent on the availability of that data in an importable, digital format. Our implementation team will
provide an Excel based data import template to be used in the data collection effort. Data can be populated
to the template by hand or by export from another RDMS (i.e. Excel, Access).
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�a
Comprehensive Enterprise •`
Property, Tenant, and Grant
Management Software
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Solicitation 2020-131-JC
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City of Miami Beach, Florida
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Jason Rusnak, President
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Jason.Rusnak@NeighborlySoftware.com
Neighborly S
Atlanta Tech Village 3423 Piedmont Road NE
Atlanta, GA 30305 www.NeighborlySoftware.com
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Section 1.1: Table of Contents
Section 1.1: Table of Contents 2
Section 1.1 Cover Letter 4
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Section 1.1 Cover Letter N Neighborly Software
Jason Rusnak
President, Benevate Inc.
dba Neighborly Software
3423 Piedmont Rd NE
Atlanta, GA—30305
June 3, 2020
City of Miami Beach — Procurement Department
1755 Meridian Avenue—3`d Floor
Miami Beach, FL 33139
Dear Mr. Jason Crouch,
On behalf of Benevate Inc (dba Neighborly Software), I am pleased to submit our response to your request
for proposals for a Comprehensive Enterprise Property and Tenant Management Software (2020-131-JC
Application 1). We understand that the City of Miami Beach Office of Housing and Community Services
(HCS) is seeking a software solution that streamlines information collection and workflow management for
its affordable housing units for compliance with the U.S. Department of Housing and Urban Development
("HUD").The resulting solution(s)will optimize City staff productivity by automating current manual
processes, including tenant enrollment and certification, compliance reporting, and the administration of
HOME Investment Partnerships, State Housing Initiatives Partnership ("SHIP"), and Community
Development Block Grant ("CDBG") allocations. Our software is specifically designed with those capabilities
in mind.
Unlike other generic property and tenant management solutions, our software is specifically built for, and
used by, public sector housing and community development professionals. This enables us to incorporate
deep HUD functionality in the solution. As you will note in our functional checklist, our software meets all
the requirements in the RFP.
It is important to note that Neighborly Software is much more than a property and tenant management
solution. Our software is a one-stop shop for the enrollment, administration and reporting of over eighteen
different housing, economic and community development/service activities. As such, our solution provides
the City of Miami Beach with not only a market-leading property and tenant management solution, but also
a market-leading grant management solution as well.
Finally, as with any software purchase and implementation there are inherent project risks. By partnering
with Neighborly Software, HCS will be mitigating its risks in four ways:
1. The Neighborly Software team has significant experience working in the public sector, specifically with
Housing and Community Development organizations. Our software is implemented and serviced by a team
of individuals who understand the unique complexities of the housing and community development
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industry. Our industry knowledge not only expedites the implementation and support processes, but also
provides HCS with best practices that are proven to drive operational efficiencies, improve program
compliance and maximize community investment outcomes. For HCS,this means no time wasted explaining
the nuances of HCS programs.
2. Neighborly Software has a proven software solution that is a perfect fit for the requirements in the RFP.
This provides HCS with a "running start"that will lead to a short implementation cycle, "quick wins," and an
immediate return on investment.
3. Neighborly Software is a Microsoft partner and leverages the Microsoft Azure FedRAMP Cloud for secure
encryption, hosting, redundancy, and disaster recovery. Unlike many of our"competitors," we actively
invest in our IT solution to ensure that it meets the changing needs of housing and community development
organizations. Our modern software is intuitive to use and leads to rapid adoption by both property
managers and tenants . Part of the reason we are growing so rapidly, especially in the State of Florida is
because of our innovation and intuitive technology.
4. Housing, economic and community development is core to the Neighborly Software mission - in fact, it is
the only market we serve.As such, HCS would be getting a committed partner that is focused on making this
solution a success as opposed to a generic property management software searching for a project.
We sincerely hope that we have the opportunity to partner with the HCS on this exciting initiative. Please let
me know if there is anything else that we can do to earn your partnership!
Sincerely,
\(?j\NYJI
Jason Rusnak .
President, Benevate, Inc
5
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Section 2: Experience and Qualifications
2.1 Qualifications of Proposing Firm
Benevate (dba Neighborly Software), headquartered in Atlanta, GA,was founded in 2016 on the belief that
the administration of housing, economic and community development programs is evolving. Forward
thinking communities want their staff to spend more time maximizing community investment outcomes and
less time on administration, compliance and reporting. This requires addressing the administrative
inefficiencies and financial waste associated with their paper-based files, manual processes and outdated
technology solutions (e.g. Excel spreadsheets or homegrown technology).
Our software provides a turnkey solution for the enrollment, administration and reporting of eighteen
different housing, economic and community development activities, including:
• Asset/Property Management • Public Service Grants (CDBG)
• Tenant Management • Homeless Grants(ESG)
• Affordable Housing Construction • Public Facilities & Infrastructure
• Down Payment Assistance • Property Acquisition & Demolition
• Tenant Based Rental Assistance • Community Land Trust
• Lead Remediation • Business Façade Improvements
• Housing Rehabilitation/Repair • Meal Delivery Services
• Home Accessibility Modifications • Economic Development Revolving Loans
• HOPWA Grants • Disaster Recovery
Neighborly Software is the only provider in the market that incorporates all the functionality required to
administer these activities, including grant management, case management, loan processing, construction
management and affordable housing compliance management. With a single integrated solution, the City
can drive operational efficiencies, improve compliance and maximize community investment outcomes.
1. Grant Management
•Accept,review and score grant applications
• Process subrecipient draw requests
• Submit accomplishment reports
• Track funding&program income
5.Asset Monitoring 2. Case Management
• Evaluate housing unit affordability1106 •Manage beneficiary information
• (Re)-certify tenants •Track household demographics
• Complete property inspections •Upload&store case documents
• Manage cure notices gyp`!✓ CO • •Conduct audit reviews
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• Complete property inspections • Originate&track amortized,
• Generate work write-ups • 111
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•Accept online contractor bids /41:\
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• Process contractor draw requests • Generate loan documents
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We developed our software in close collaboration with many housing, economic and community
development organizations across the country. Most of these organizations are now clients and are using
our software to administer federal (HUD, DoE),state, local and privately funded programs. We continue to
learn from our clients,frequently soliciting feedback on the solution and product roadmap. Our product
design philosophy is based around our user community, always ensuring we deliver the features and
functionality they need to be successful. Below are a few of our 115+ HUD entitlement jurisdictions.
Sample of our 115+HUD entitlement jurisdiction clients
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Neighborly Software's rapid growth is primarily driven by client referrals—we have one salesperson. As
illustrated in the map below, many of our clients are clustered together based on clients referring
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neighboring cities/counties to us based on their positive experience with our software and client services.
More importantly, Neighborly Software has not lost a client in four years.
Neighborly Software Client Map (United States)
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first Florida client in 2016 (City of Pompano Beach) and have added twenty-two new clients over the past
three years.
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Below are three clients that reflect similar nature and magnitude of requirements as outlined in this RFP.
Invest Atlanta,Georgia Point of Contact:
133 Peachtree Street NE, Suite 2900 Jannis Shannon, Director Compliance
Atlanta, GA 30303 Email:jshannon@investatlanta.com
Anita R.Allgood, Director Homeownership
Email:aallgood@investatlanta.com
Telephone: (404)414-8317
Description of services provided:
INVES.I ATLANTA Hosted software for the enrollment, administration and reporting for the following
programs:
1) Housing Rehabilitation
2) Affordable Housing Asset/Property Management
3) Economic Development Loans
4) COVID-19 Grant Programs
Adams County Colorado Point of Contact: Melissa Scheere
4430 S.Adams County Parkway Email: MScheere@adcogov.org
Brighton, CO 80601 Telephone:(720)523-6210
cdrik
Description of services provided:
Hosted software for the enrollment, administration and reporting for the following
ADAMS COUNTY programs:
coLor+ADO 1) Affordable Housing Construction
2) Affordable Housing Asset Management
3) Minor Home Repair
4) Community Development Block Grant Competitive
City and County of Honolulu, Hawaii Point of Contact:Jeff Lee
650 South King Street, 7th Floor Email:jeffrey.lee3@honolulu.gov
Honolulu, Hawaii 96813 Telephone: (808)768-8000
Description of services provided:
Hosted software for the enrollment,administration and reporting for the following
sT4 OFHP• programs:
1) Affordable Housing Tenant Management
2) Affordable Housing Asset/Property Management
4
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2.2: Qualifications of Proposer Team
To date, Neighborly Software has successfully implemented and is currently serving 115 public sector clients
(and counting). Not only do we have a proven implementation methodology that leverages best practices,
but we also have an experienced staff that will lead the implementation and support of the software. All
work contemplated in this RFP will be performed by Neighborly Software employees. The City's assigned
Client Support Specialist, Christa Driscoll, will spend a minimum of two days per week during
implementation to address any City questions. Below are the names and roles that will support the City
partnership.
Neighborly Software Implementation Team
Project Lead
Jason Rusnak
Implementation Client Success IT Lead
Lead Lead Chris Behm
V Qiana Daughtry Tanya Rustin
Client Support
Specialist IT Analyst
Sean Ramuchak
Christa Driscoll
Name/Title Role/Location Responsibilities
Jason Rusnak, Team Lead; • Overall responsibility and accountability for managing client
President Atlanta, GA experience from initiation to seamless transition into
operational service
• Attend all planning and configuration review meetings
• Share and recommend best practices to incorporate
• Define success criteria, establish and manage reasonable
expectations, internally and externally
• Coordinate internal resources to complete all planned tasks
and resolve all unplanned issues
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Name/Title Role/Location Responsibilities
Qiana Daughtry, Implementation • Day to day responsibility and accountability for managing
Director of Lead; implementation from initiation to seamless transition into
Implementation Tampa, FL operational service
• Understand, analyze and configure all functional aspects of the
client set-up and workflow
• Organize resources required and establish milestones and
timeframes internally and with client
• Communicate project status/issues/risks via appropriate media
at an agreed frequency
• Escalate issues and risks to project stakeholders in a timely and
effective manner
Christa Driscoll, Client Support • Assist client with the completion of the "Implementation
Client Support Specialist, Guide"
Specialist Atlanta, GA • Set up user accounts and assign role-based security
• Configure grant applications and workflows based on client
design
• Available during implementation to address any client
questions or impromptu meetings
Chris Behm, IT Lead; • Translate business requirements to technical requirements
Chief Technology Atlanta, GA • Assist in the configuration of the solution to client
Officer requirements
• Coordinate API reporting requirements (if applicable)
Sean Ramuchak, IT Analyst; • Create the mass upload data template and coordinate the mass
IT Analyst Atlanta, GA upload and testing of historical data
• Test& debug client set up prior to Go-Live
Tanya Rustin, Client Success • Conduct virtual training for administrators and subrecipients
Director of Client Lead; • Conduct bi-annual account reviews, including updates on new
Success Atlanta, GA software functionality
• Escalate service issues not resolved by technical support
• Act as a client advocate during internal Neighborly Software
meetings
Martin Greenlee, Subject Matter • Provide recommendations for policy and operational
SVP Sales Expert; improvements
Portland, OR • Review HUD policy/procedure questions
• Resolve issues relevant to project deliverable(s)within their
area of expertise
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Jason Rusnak
PROFILE
Working at the intersection of strategy and technology,Jason Rusnak is a "disrupter"that takes great
pride in challenging the status quo. As co-founder and President of Neighborly Software,Jason is
responsible for partnering with clients to reimagine (and reinvent) how Housing and Community
Development activities are administered.
Prior to Neighborly Software,Jason held executive management positions with Accenture's
Government Strategy practice and ADP.Jason completed his undergraduate studies at Denison
University and received his MBA from the University of North Carolina. He lives in Atlanta, GA with his
wife Liz and two sons,Jackson and Brady.
EXPERIENCE
Neighborly Software 2015—Current
Co-Founder and President
Co-founder of a company that provides a cloud based software solution to improve the
administrative efficiency and regulatory compliance of Housing, Economic and Community
Development organizations.
Automatic Data Processing(ADP), 2010—2015
Division Vice President,Strategy and Business Development
Member of the Senior Leadership Team of National Account Services (NAS), a $1.9B division of ADP.
Led a high-performing team that was responsible for driving profitable revenue growth while
transforming the business from a payroll provider to a broader Human Capital Management provider.
Accenture, 1999—2010
Senior Manager, Government Strategy
Worked closely with Federal, State and Local governments to improve government operations by
reengineering processes, incorporating new technology and/or creating long-term strategic plans.
EDUCATION
THE UNIVERSITY OF NORTH CAROLINA Chapel Hill, NC
KENAN-FLAGLER BUSINESS SCHOOL
Master of Business Administration - Entrepreneurship, May 2005
Chair of the MBA Sports Committee
DENISON UNIVERSITY Granville, OH
Bachelor of Arts in Communications and Economics, May 1999
Captain of the Varsity Basketball Team, Dean's List
National Collegiate Athletic Association (NCAA) Post Graduate Scholarship
Member of the Denison University Athletic Hall of Fame
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Chris Behm
PROFILE
Chris's career is highlighted by multiple, cross-functional roles where he has focused on leveraging
technology to improve business processes and outcomes. As co-founder and Chief Technology Officer
of Neighborly Software, Chris is responsible for product management and development of our Software
as a Service solution to help Housing and Community Development organizations improve their
efficiency and effectiveness.
Prior to Neighborly Software, Chris held multiple leadership positions with ADP most recently as VP for
ADP's Talent Management SaaS offering. Chris completed his undergraduate studies at the University
of Georgia and received his MBA from Emory University in Atlanta. He lives in Atlanta, GA with his wife
Catherine and two children, Connor and Hallie.
EXPERIENCE
Neighborly Software 2015—Current
Co-Founder and Chief Technology Officer
Lead development and client engagement for a cloud based software solution to improve the
administrative efficiency and regulatory compliance of Housing, Economic and Community
Development organizations.
Automatic Data Processing(ADP), 2015—2016
Vice President, Talent Management Software Solutions
General business manager with product management and software development oversight of newly
acquired Talent Management software solutions business. Responsibility for product management,
client services and implementation.
Automatic Data Processing(ADP), 2012—2015
Sr. Director,Strategy and Data Analytics
Lead development of Business Intelligence database, designed to provide senior leadership with
critical data trends and analysis for$1.9B National Accounts division.
Consulting Roles, 2001—2012
Accenture,Sapient, Brambles
Held multiple roles in consulting focused on the improvement of business processes through
technology solutions.
EDUCATION
EMORY UNIVERSITY Atlanta, GA
GOIZUETA BUSINESS SCHOOL
Master of Business Administration- Finance, May 2009
UNIVERSITY OF GEORGIA Athens, GA
TERRY COLLEGE OF BUSINESS
Bachelor of Business Administration, May 2001
Management Information Systems
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Tanya Rustin
PROFILE
Client Services Director with 10+years of experience in identifying and fulfilling customer's needs
across multiple industries with an emphasis on implementation and onboarding. Adept at managing
multiple projects in parallel while maintaining customer relationships.
EXPERIENCE
Neighborly Software 2018—Current
Client Success Director
Responsible for completing the customer project lifecycle from requirements gathering through
planning, implementation and go live. Lead and manage the expansion of the Client Success team
while continuing to streamline the implementation process for customers and internal teams.
TransUnion,2016—2018
Client Services Manager
Collaborated closely with customers to ensure 100% audit compliance and achievement of their
strategic goals while managing and maintaining day-to-day client relations for a $6M book of
business.
CoStar Group, 2013—2016
Customer Service Manager
Led a high performing team that was responsible for and managed the implementation of all
customers joining CoStar under the Apartment Finder umbrella to ensure delivery of optimal service,
improvement of client satisfaction and retention goals and consistent achievement of quality
standards.
EDUCATION
GEORGIA STATE UNIVERSITY Atlanta, GA
J. MACK ROBINSON COLLEGE OF BUSINESS
B.B.A. in Hospitality Administration
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Martin Greenlee
PROFILE
As Senior Vice President of Sales with Neighborly Software, Martin is responsible for utilizing his prior
experience in navigating interested customers from brand awareness, to overviews and sales
presentations of the solution, all the while generating sales and maintaining relationships with Housing,
Economic, and Community Development departments nationwide.
Prior to Neighborly Software, Martin focused his work on grant application management through both
a previous company and by serving 13 years in local government administration; federal pass-through
funding from the U.S. Department of Housing and Urban Development(HUD). Martin has extensive
knowledge of CDBG, HOME, and Housing Rehabilitation funding programs. Martin is a former collegiate
football kicker and received a BA in Geography with emphasis on Land Use Planning from Central
Washington University. Go Wildcats! He lives and works near Portland, OR with his three young boys.
EXPERIENCE
Neighborly Software 2018—Current
Senior Vice President-Sales
Expanding on previous roles end experiences in local government, administering federal pass-
through funding programs; Martin's current duties involve maintaining brand awareness, generate
interest across the nation,follow up on sales leads, develop and foster relationships, navigate
customers through the sales cycle and provide leadership to the sales team.
ZoomGrants 2013—2018
Customer Relationship Manager
Create and maintain relationships nationwide while selling a software product only focused on grant
application management services with a primary focus on HUD CPD funding programs for City,
County, and State governments.
City of Vancouver,WA. 2000—2013
Engineering Technician,Analyst, and CDBG/HOME Program Coordinator
Reviewed civil engineering plans for public infrastructure projects, administered the delivery and
compliance of federal pass-through funding, negotiated agreements, managed projects benefitting
low-to-moderate income citizens and neighborhoods, and transitioned the city to an online grant
application management system to reduce the amount of paper the city was using.
EDUCATION
CENTRAL WASHINGTON UNIVERSITY Ellensburg, WA
Bachelor of Arts—Geography, March 2000
Student of the Year—Career Development, 1999
NAIA College Football National Championship, 1995-1996
Central Washington Athletic Hall of Fame Inductee, 2005
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Qiana Daughtry
PROFILE
Qiana has 20+years of experience administering HUD and State funded programs. She is a nationally
recognized CDBG and HOME trainer with the National Community Development Association (NCDA).
She recognizes the need for effective and user-friendly software and joined the Neighborly Software
team to help colleagues work smarter.
EXPERIENCE
Neighborly Software 2020—Current
Implementation Project Manager
Qiana's current duties involve maintaining brand awareness, completing the customer project
lifecycle from requirement gathering through go live, and assisting with solution development.
National Community Development Association, 2018—present
Trainer
Specialized training to CDBG and HOME entitlement communities in the areas of regulations,
program management and subrecipient training and management.
Pasco County,2019—2020
Operations Manager
Primarily responsible for the internal operations of a large urban community development and
housing office that has programs for homeownership rehabilitation, rental development,
homelessness, public services, and neighborhood redevelopment funded by federal and state
funding.
City of Tampa,2012—2019
Community Development Coordinator
Supervised the development and maintenance of the City's federal and state grant funding and
programs. Provided grant support, project management and evaluation services to support the City's
community development efforts and special purpose planning projects.
Boley Centers, Inc.,2000—2012
Housing Manager
Under direction plans, organized and supervised the Section 8 Housing Assistance Payment Contract
activities for various voucher programs of the Boley Centers, Inc. Housing Authority; managed
property management team responsible for Tax Credit, privately owned rental, and group home
units. HQS Certification met.
EDUCATION
UNIVERSITY OF SOUTH FLORIDA Tampa, FL
BACHELOR OF SCIENCE IN PSYCHOLOGY, MAY 2001
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Christa Driscoll
PROFILE
Christa has several years of experience in administering Federal and State funded programs. Adept at
providing customer service and managing client relationships. Christa is a graduate of Colorado State
University where she received her Bachelor of Social Work and Master of Science in Management.
EXPERIENCE
Neighborly Software 2019—Current
Client Success Specialist
Responsible for managing various implementations to ensure tailored solution to fit the needs of
the client. Responsible for managing support desk and response to technical issues.Train software
users on best practices and features of product.
Rebuilding Together(Atlanta)-2019
Program Manager
Directed, monitored and motivated a team in coordinating housing rehabilitation projects utilizing
CDBG funds as well as private donations. Recruited and trained volunteer support staff to perform
renovation tasks. Designed work scopes for volunteers and contractor bidding engagements.
Ensured project compliance and contract implementation with the City of Atlanta.
Developmental Pathways
Projects Case Manager
Provided case management services for individuals with intellectual and developmental disabilities.
Subject matter expert for Colorado Medicaid Waiver programs. Provided project management for
home modifications,vehicle accessibility modification, and assistive technology projects.
Determined individual program eligibility according to state guidelines.
North Metro Community Services
Program Manager
Managed service coordination for individuals with intellectual and developmental disabilities by
hiring and training support staff. Monitored service delivery agencies to ensure outcomes align with
service plan goals and State guidelines.
COLORADO STATE UNIVERSITY—GLOBAL CAMPUS Greenwood Village, CO
Master of Science in Management, 2020
COLORADO STATE UNIVERSITY Fort Collins, CO
Bachelor of Social Work, 2012
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Sean Ramuchak
PROFILE
Sean has experience working with the various aspects of IT solutions such as: setting up home
computer systems, installing commercial-grade networking hardware/software, installing/maintaining
commercial-grade audio-visual systems, and developing software with large and small business teams.
He excels in creating unique solutions based on IT and business requirements that are both reliable and
user-friendly.
Before Neighborly Software, Sean attended school at Auburn University; ultimately graduating with a
bachelor's degree in Software Engineering. Afterward, he moved to Atlanta, GA to further his career in
software development.
EXPERIENCE
Neighborly Software 2019—Current
Software Developer(Full Time)
Responsible for the development of software solutions to meet the needs of organizations involved
with public housing and grant management;these responsibilities include monitoring system
performance, ensuring a reliable and secure platform for client use, and addressing additional client
needs through software enhancements
UDA Technologies 2017—2019
Software Developer(Cooperative Education Program)
Responsible for the development,testing, implementation, and maintenance of various projects
through teamwork and communication with other developers and project managers
Auburn University OIT Department 2015—2016
Classroom Support Specialist(Student Employment)
Responsible for assisting campus faculty with technical questions and malfunctioning equipment,
performing scheduled maintenance on classroom equipment, and keeping accurate logs of all
troubleshooting steps
BWS(Business Warehouse Solutions)2013—2014
Information Technologies Intern(High School Paid-Internship)
Responsible for assisting campus faculty with technical questions and malfunctioning equipment,
performing scheduled maintenance on classroom equipment, and keeping accurate logs of all
troubleshooting steps
EDUCATION
AUBURN UNIVERSITY Auburn, AL
SAMUEL GINN COLLEGE OF ENGINEERING
Bachelor of Software Engineering, May 2019
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Section 3: System Capabilities, Project Approach, and Requirements Matrix
3.1 Software Application Product
3.1.1 Description of Neighborly Software's System and Functionality
Neighborly Software is the only software solution that provides access to all stakeholders associated with
affordable housing programs. For all stakeholders, Neighborly Software enables real time collaboration
through automated emails, assignable tasks and configurable workflow. The below graphic provides a brief
overview of the roles and actions available for each stakeholder.
Neighborly Software Property and Tenant Management Stakeholder Collaboration
ADMINISTRATOR COMPLIANCE
• Enroll&qualify applicants 4110 • Monitor unit affordability
• Generate lease documentation • Review tenant files
• Manage rent payments • Generate cure notices
APPLICANTS4PROPERTY MANAGER
• Apply for housing • Upload rent rolls
• Update waitlist information • Respond to cure notices
Neighborly Software • Request rent increases
TENANTS • INSPECTOR
• Complete income recertification • Complete property inspections
• Submit work requests eq • Generate cure notices
• Review rent payments
During every client kickoff meeting, we explicitly state that the goal of Neighborly Software is to eliminate or
significantly reduce paper, spreadsheets, emails and manual processes. We make this bold statement
because our software is designed by, and built for, housing, economic and community development
practitioners. We know your unique challenges, including:
• Processing tenant applications, including household income and asset qualifications
• Tracking the tenant rents and fees
• Completing the tenant re-certification and eligibility processes
• Maintaining compliance with HOME/CDBG/SHIP affordability rules
• Completing HQS inspections in the field
• Managing and reporting on affordable housing properties and units
Neighborly Software's standard features enable us to address all of these aforementioned challenges. The
following two pages highlight the features that will be configured during implementation to meet the
unique needs of the City of Miami Beach.
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Portal.A branded portal, with a unique
web address, provides a one stop shop for
all of the City's affordable housing
iv1iAMIBEACH ,...
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required documentation.
Income/Asset Verification. Screen Shot:Branded Portal
Applicants/Tenants are financially
qualified for affordable housing units
based on the City's HUD area median
a.
income limits. ' e
1 y
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Manage Contracts.Automate the m•"�”'
processing of tenant rental contracts,
including template-based document ;
generation and electronic signatures.
•
Streamline Reporting. Notify property -� <... I pm. <
managers when compliance reports are �• " . ��
due and allow them to complete the
reports online. Screen Shot:Online Application'
Workflow. Configurable workflow ensures
that all compliance steps and approvals
are completed.
Good Afternoon,Jason! °•'•""-••
Tasks. Assign and track tasks and due ""•"`" '""
dates for all program activities. . .y�•.4•
Developer Information. Collect store and
report on developer data, including license
and insurance renewals.
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results with real-time dashboards and pre- Screen Shot:Real Time Dashboard
configured and ad-hoc reports.
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Affordability. Calculate affordable rents,
by property unit, based on local AMI and
project specific affordability levels. •
t
Rent Management. Allocate and track • t
rental payments by tenant and affordable ..��� .
housing unit. /";
Compliance Alerts. Generate alerts and
reports for all required compliance 9 ♦ '
events, including developer reports,
upcoming tenant file inspections, unit Screen Shot:Project Map
physical inspections, and period of
affordability expiration dates
M<}p Plot all affordable housing
Inspectan Informatan
properties on a city-wide map. -- R
Mobile Inspections. Enable housing • •00
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need to return to the office to re-key
:.se....,• 4µ.4!w 4
reports.
Add
Asset Management.Track, monitor and w,,,,-
•
report on City-wide affordable housing
properties and units. Screen Shot:Mobile Property Inspection
Security. Protect sensitive data with role-
based security and an audit log that 3 Legacy d,wneCay
tracks all software activity with a date,
User ID and IP address stamp.
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Screen Shot:Asset Management
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3.1.2 Enhancements Expected and Software Refresh Schedule
Since our inception in 2016, Neighborly Software has been committed to reimagining and reinventing the
way Housing, Economic and Community Development organizations administer their programs.Today,we
have over 115 organizations across the country using our intuitive software to administer 18 different
housing, economic and community development programs. We continue to break new ground in helping
our clients improve their efficiency and compliance.
Neighborly Software's modern technology and extensible architecture of enables us to innovate quickly. We
do not need an "army" of developers to maintain old legacy code. As such,we can focus on delivering a
scalable and feature rick solution to our clients. Neighborly Software's roadmap for expected
enhancements over the next eighteen months can be reviewed in the table below.
Release Date Functionality Description
Summer 2020 Report Builder Administrative users,with the appropriate permissions, will be
API able to configure ad-hoc reports via the User Interface, and
access the result sets via secured API by passing a custom
report Id value (along with API authentication credentials). This
functionality is typically used by clients who manage a "data
mart" and have a need to aggregate and analyze data across
different systems.
Winter 2021 Housing Ability to administer and report on HUD's Housing Vouchers
Vouchers program, including integration with the
PIC/MTCS
Summer 2021 IDIS Integration Ability for Administrators to request their grant funding from
HUD and report on what is accomplished with these funds via
an IDIS integration with Neighborly Software.
Major and minor software upgrades are automatically deployed and require no client administration. Minor
upgrades occur on a monthly basis (3-week development sprints),while Major upgrades typically occur on a
semi-annual basis. Our upgrade testing process ensures that new features or enhancements to existing
features are synchronized with the previous version, and that updates will not degrade the performance or
operation of existing functionality.
Clients will be notified at least a month in advance of Major upgrades and may be asked to take part in user
acceptance testing. For all Major upgrades, new functionality will be reviewed in a virtual training webinar.
Additional training guides and release notes will be provided as necessary.All costs for Major and Minor
upgrades are included in the annual recurring fees.
3.1.3 Continuous System Improvement
Clients can submit software enhancement requests via their Client Success Manager. Twice per year,
Neighborly Software reviews and prioritizes the requests across our client base. Functionality that has
applicability across our client base is typically given priority.
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Since our inception,we have continued to improve our software through two major releases each year, as
outlined below:
Release Date Functionality Description
Summer 2016 Online Ability for households/businesses to apply for 18 HUD activities
Applications and for administrators to qualify applicants based on HUD
standards (income, assets, underwriting, etc).
Winter 2017 Funding& Ability for administrators to allocate and track federal, state,
Budget local and private funding sources across multiple activities and
Management projects via grant-based accounting.
Summer 2017 Subrecipient Ability for subrecipients to apply for grant funding, complete
Grant accomplishment reports and make draw requests.Ability for
Management reviewers to score applications and make funding
recommendations.
Winter 2018 Loans Module Ability for administrators to originate, administer and report on
forgivable, amortizing and deferred loans.
Summer 2018 Work Write Ability for construction specialists to create work write ups and
Ups cost estimates based on 900 configurable construction
specifications.
Winter 2019 Contractor Ability for contractors/developers to register and update
Portal business information, submit construction bids and make draw
requests.
Summer 2019 Affordable Ability for administrators and property managers to track,
Housing Asset monitor and report on affordable housing compliance
Compliance requirements.
Winter 2020 Usability Achieved Americans with Disabilities Act Level AA compliance
and enabled the software to support 60+languages.
3.1.4 User Interface Capabilities
Neighborly Software is built with a responsive design that dynamically renders on any mobile or tablet
device (Apple,Android, MSFT, etc). An internet connection is required.This enables remote and field staff to
remain productive and efficient regardless of their location. Below are a few capabilities that can be
completed in the field via a mobile device:
• Access to all tenant and unit information, including electronic documents
• Ability to complete onsite monitoring reviews, including checklists and uploading supporting
documents
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• Ability to create/edit applications on behalf of an applicant
• Ability to approve and reject draw requests
• Ability to enter case and construction notes (audit log)
• Ability to assign tasks to other administrators, tenants, developers
• Ability to complete property inspections (HQS, Lead,Weatherization), including capturing and
uploading pictures
• Ability to conduct tenant file reviews
• Ability to create and email cure notices to property managers
It is important to note that since Neighborly Software is accessible via any internet connection, all staff have
access to the software outside of the Miami Beach office. This is especially important given the current
COVID-19 challenges and the number of staff likely working from home.
3.2 Technical Information of the Software Application
3.2.1 Technical Specifications and Hosting Requirements
The Neighborly Software solution is built and delivered using the Software as a Service (SaaS) model. The
solution is fully hosted using Microsoft's FedRAMP certified Azure cloud computing platform and requires no
staffing requirement from the City's IT department for installation, maintenance, backup, upgrade or
customization.
Through our partnership with Microsoft, our solution automatically scales to meet the demand for server
and data storage capacity.This ensures maximum uptime and efficient processing of each data request and
transaction. Over the past 4 years the software has had 196 minutes of unplanned outages which
corresponds to an uptime availability of greater than 99.99%.
As a part of the services, Neighborly Software is responsible for maintaining a backup of the City's data and
for an orderly and timely recovery of such data in the event that the Services may be interrupted.
Neighborly Software maintains a contemporaneous backup of the City data that can be recovered within
four(4) hours at any point in time within the last 35 days. A weekly back up of data is also available for 2
years. Automated back-ups are performed by sequel Azure and require no manual activities.
Neighborly Software is a Microsoft partner and utilize Microsoft Azure for all hosting and infrastructure,
which includes web hosting, database hosting and blob storage. Microsoft Azure is recognized as an
enterprise-grade cloud computing platform with rigorous standards for security. All Customer data is
stored, processed, and maintained solely in certified FedRAMP data centers located in the United States.
Our primary Microsoft data center is in Virginia and the backup data center is in Texas.
Neighborly Software leverages geo-redundancy features of Microsoft Azure for the Application/Web Server,
SQL database and File Storage servers. In the event of an outage at the primary data center,the system will
automatically fail-over to the backup data center within 5 minutes without requiring manual intervention.
On an annual basis, Neighborly Software tests its Disaster Recovery capabilities by triggering a manual fail
over from its primary data center to the backup data center.
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Neighborly Software was built from the ground up with security in mind. All data transmission is encrypted
with 2048 bit SSL(https) encryption, and all data is encrypted "at rest" when stored in Microsoft's SQL Azure
relational database management system. Each client/tenant is provided with a unique URL for system
access and a separate, unique database for all data storage. In addition, monthly vulnerability assessments
are conducted to protect against unauthorized access and all site activity is recorded in an audit log which
includes IP address logging.
Below are a few highlights of our data security infrastructure:
■ All data stored in Microsoft's FedRAMP certified datacenters leveraging geo-replication for
business continuity/disaster recovery support
• Secure authentication and authorization using Microsoft Identity Management
• Two-factor authentication is required for all logins from a new computer
• SSL 2048 bit SHA-2 encryption (https) ensures secure transmission of data over the Internet
■ SQL Database encryption protects and encrypts all data "at rest"
■ Data backups support Point In Time Restore to any point within the last 35 days
• Separate tenant database architecture logically isolates client data
• Tenant-specific audit log tracks all software activity with User Id and IP address logging
• Session timeout warnings and auto-logout after 30 minutes of inactivity
• Complex password requirements
• Protected against OWASP Top 10 with monthly vulnerability assessments using third party web
application scanning tools
■ Additional information on Microsoft Azure security and SOC compliance assessments can be found
here: https://www.microsoft.com/en-us/TrustCenter/Security/default.aspx
3.2.2 Integration with Existing Systems and Applications
Neighborly Software is a multi-tenant Software as a Service solution and does not support 3rd party
integrations or client specific customizations. In our experience, system integrations are not only expensive,
but also require significant subject matter expertise from the client regarding"what to build."
Furthermore, maintenance and support of the customized code is often the responsibility of the client
and/or expensive 3`d party support contracts.The result is usually a frustrated client with an incomplete
solution and a very expensive price tag. Our approach allows us to provide a scalable and market leading
solution at a very affordable total cost of ownership.
Our upgrade testing process ensures that new features or enhancements to existing features are
synchronized with the previous version, and that updates will not degrade the performance or operation of
existing functionality.All of our clients leverage the same application code base with unique system
configurations stored in each client's database.
3.2.3 Additional Required Software & 3.2.4 User Rights and Administrative Controls
No additional third-party software is required to provide the functionality required by the City other than a
modem web browser(Chrome, Edge, Safari, Internet Explorer 12+, etc.).The software is highly configurable
and is specifically designed to meet the unique need of housing, economic and community development
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organizations. Other than setting up new grant/loan programs, which must be done by Neighborly Software
staff, the City administrators, have full control of the software, including the ability to:
■ Edit the tenant application
■ Enter new affordable housing properties and units
■ Assign tenants to units
■ Add/delete tenant case statuses
■ Configure and/or modify word/email templates
■ Add/edit income limits
■ Manage user permissions
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Appendix B: System Functionality and Requirements Matrix
INDICATE COMPLIANCE SUPPORTING DOCUMENTS OR
REQUIREMENT
Yes/ No DETAILS(as applicable)
1. Established Proven System
a. Provide evidence that the Yes As can be seen by our Neighborly
proposed solution is an Software Client Map in Section 2.1
established proven system that and the sampling of 115+ clients
is designed specifically to provided, Neighborly Software is an
Established and Proven System.
manage requirements required
by HCS for the respective Section 4 provides the detail of the
Application (Tenant defined work requirements that
Management or Grant Neighborly Software offers.
Management) proposed.
2. System Requirements
a. Secure, intuitive, user- Yes See Section 3 above for detail.
friendly, flexible, and reliable Neighborly is able to complete
ability to add multiple users for integration with Munis ERP as a flat
roll-based access and file.
administrative access.
Neighborly Software does not
b. The user interface should be provide a public facing dashboard.
profile driven and personalized.
c. Ability to provide a public-
facing dashboard.
d. Ability to allow staff to enter
updates (actions).
e. Ability for system to present
progress made on projects
through graphs and tables,
exportable data for reporting
purposes, etc.
f. Integration with Munis ERP.
g. Customization of fiscal data
fields.
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h. Ability to track progress and
capture key metrics.
3. Reporting
a. Internal dashboard to report Yes See Section 3.1.1 on Neighborly
(%of objectives, goals and Software's System and
actions completed, applications Functionality.
received, completed, status
charts (completed, in progress
and delayed), status by vision
area, etc.).
b. Reports are to be available in
a variety of chart and graph
forms.
c. Flexibility in reporting(charts,
text, milestone, commentary).
d. Ability to export reports in
Excel and pdf format.
e. High level reporting
capabilities.
f. Reports should be capable of
Daily,Weekly, Monthly,
Quarterly, and ad-hoc.
4. Users and Licensing
a. The specific user types and Yes Neighborly Software provides you
required number of licenses the ability to customize roles and
are as follows: grant certain access levels
• 3-10: Administrative Role
Yes depending on the role.
• 50: Power and Standard Users Yes
• Admin users will require
ability to have full user Yes
capabilities, role management
and user creation. Power users
will have access to base
functionality as well as editing
projects as assigned. Standard
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User to have only base
functionality.
• Active Directory Integration No Neighborly Software does not have
and/or SamL and/or AzureAD Active Directory Integration and/or
(OpeniD Connect) SamL and/or AzureAD (OpeniD
Connect).
5. Storage Capacity
a. Stores all documentation Yes See Sections 3 and 3.2.1
entered in the system and may
be customized as needed at the
request of the City:
• Dashboards
• Performance measures (if
added)
• Budgeting
• Payments tracking
• Receipting
• Any restrictions in storage
must be disclosed
6. Advanced Search Capabilities
a. Ability to search and find by Yes Neighborly Software's search bar
calling on any populated field. ' allows administrators to search for
cases based on Case ID, Case Name,
or Case Address. Report builder is
able to generate a report on any
field.
7. Data Entry
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a. Ability for company to load all Yes See Section 3, Software Application
vision areas, project goals, Product.
management objectives and
commission actions.
b. Ability to deliver complete
solution (goals, objectives,
actions)within 90 days from
initiation of engagement to
delivery
8. Browser Requirements
a. Compatible with these five Yes See section 3.1.1, 3.1.4, and 3.2.3
internet browsers:
• Microsoft Edge
• Firefox
• Google Chrome
• Safari
• Internet Explorer
b. Mobile friendly with
responsive display features.
9. File Migration and Implementation
a. Implement and configure Yes See section 4.1 on Project Planning
areas described in RFP and Implementation and section
specifications. Please note any 4.2 on Training.
exceptions.
b. Vendor to load all necessary
webpages and fields into
system as part of the
deliverable.
c. Vendor to guide and create
along with HCS team on the
best template to use for data
entry and reporting.
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10. Service and Management
a. Includes system training for Yes See Section 4.2 on Training
all users. Information
b.Training shall ensure the
assigned the City's staff is
proficient in the full operation
of the system, including:
• Troubleshooting
• Report writing
• Efficient use of the entire
system to its full capabilities
• Administration, User creation
and role assignments
c. Phone and/or online support No See Section 4.3.2 "Technical
24/7 for duration of contract. support is available via a toll-free
phone number and electronic mail
on weekdays during the hours of
8:00 am through 7:00 pm Eastern
time,with the exclusion of federal
holidays. Client may initiate a
helpdesk ticket during support
hours by emailing
support@neighborlysoftware.com."
d. Includes all system patches, Yes See Sections 3.1.2 and 3.1.3
refreshes, and/or upgrades
during the term of the license
agreement.
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Section 4: Approach and Methodology
Definition of Work Requirements as Outlined in Appendix A
Legend of Responses
(F) Fully provided:this function is provided in the proposed solution; may require configuration.
(CU) Customization:this function is provided but requires custom programming by the vendor; changes to
source code.
(NA) Not Available: this function is not available in the proposed solution.
Functional Requirements F CU NA Comment
HOME
2.1 Must Follow 80% Rule. V These are standard
features within our
Asset and Tenant
Management
solution.
Housing Voucher
2.2 • Must Follow Rent Limits; V These are standard
features within our
• Enable Tracking of Subsidy Payment; and Asset and Tenant
• Enabled Tracking of Subsidy Paying Entity. Management
solution.
Tenant Rent
2.3 Tenant rent is to be understood as the amount V Rent payments can
payable monthly by the family as rent to the City be manually tracked
of Miami Beach. Rents may be paid online or in within Neighborly
person. Mailed payments are not accepted. Software,online
payments are not
available through the
software. A rent roll
can be produced to
reconcile with the
MUNIS general
ledger.
Tenant Subsidy
2.4 Tenant subsidy is to be understood as the amount of V Within the asset
rent paid to the City of Miami Beach by the subsidizing application the admin
entity on behalf of the tenant. There is not a is able to pull an audit
requirement to track programs beyond a subsidy type on unit information
or a non-subsidy type. The application should be to review the subsidy
rent per unit. A
capable of tracking at the certification level, the custom field can be
subsidy amount, and the entity paying the subsidy.
added to track the
Additionally, the capability of data extraction and entity paying the
reporting must be built into the application subsidy.
functionality.
Increment
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Functional Requirements F CU NA Comment
2.5 An Increment is used to define financial elements Specific data unique
for the certification. The application must allow for V to Miami Beach can
the addition of new codes as needed. Additionally, be tracked, stored,
each code must have a corresponding MUNIS and reported on
account code. Munis Charge Codes may be pulled within the solution.
As noted, all of the
directly from Munis, imported from a file,or added data points listed are
to the system manually. Each increment should
standard. MUNIS
have the following data points codes: charge codes would
have to be manually
• Program (Pick list from HOME,Voucher); added and can be
• Increment Name (Free Form); added at the funding
• Charge Codes with Munis Code (unbounded source level (HOME,
table); voucher), the budget
year level (HOME
• Tenant Rent; 2020), and the
• Subsidy; budget category level
• Utility Payment; (Rent, utilities,
Security Deposit; security deposit).
•• Attorney Fee;
• Rent Key Fee;
• Rent Late Fee;
• Repair Fee;
• Unreturned Key;
• Unpaid Utilities; and
• Miscellaneous.
Building, Unit, Low HOME Unit—25%HOME
2.6 Each unit must track the These are standard
following: features within our
• Address Location; Asset and Tenant
Management
• Building Name; solution.
• Bedroom Size; and
• Low HOME or High HOME designation.
Occupancy History
2.7 As Tenants move in and out of a unit, an occupancy V These are standard
history data table must be populated for reporting features within our
purposes. The data tracked should at a minimum, Asset and Tenant
include: Management
solution.
• Tenant/ Family;
• Unit;
• Low/ High HOME flag;
• Move-in Date; and
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Functional Requirements F CU NA Comment
• Move-out Date.
Income Certification Process
2.8 A certification must be available within the V These are standard
application that can track the following: features within our
Asset and Tenant
• Effective Date of the Certification; Management
• Next Recertification Date (1 year solution.
from Effective Date);
• Move in Date (which may be different from the
effective date);
• Tenant;
• Unit;
• Increment;
• Family Members, name, DOB, immigration
status, etc.;
• Family Member's Income =>track income by
family member;
• Family Member's asset=> real property and
financial;
• Total Annual Income =>calculated field;
• Disability(yes/no);
• Student (yes/no);
• Elderly(yes/no);
• Ethnicity;
➢ Hispanic or Latino;
➢ Non-Hispanic or Latino;
• Race;
➢ American Indian or Alaska Native;
➢ Asian;
➢ Black or African American;
➢ Native Hawaiian or Other Pacific Islander;
➢ White;
➢ Other;
• Total Unit Rent;
• Tenant Portion of Rent;
• Subsidy Portion (if increment program is
voucher);
• Subsidy Paying Entity (if increment program is
voucher);
3
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Functional Requirements F CU NA Comment
• Low/High HOME flag (For historical reports);
• Criminal background flag for all adult members
of the household;
• Security deposit=>amount that is deposited in
the escrow account;and
• Munis Tenant ID.
New Admission
2.9 Process and certify a new tenant from the N,/ Using Neighborly
affordable housing waitlist. Software's waitlist
feature, city can
• The case worker creates a new working usepreference use
certification criteria or other
• Assigns a unit means to select and
• Proceeds to capture the tenant information, certify the next
rent, criminal background screening, subsidy, tenant on the list. All
and related tenant information. bulleted items are
available to be
• Determine eligibility using the 80%rule. configured within the
• Once eligibility is confirmed, tenant application solution.
status will change to an approval designation.
• Rent must be prorated on the first rent run
based on the move-in-date.
Annual Recertification
2.10 Every year the City of Miami Beach must recertify V Recertifying tenants
the tenants to ensure compliance with the 80% is standard
rule. functionality.
Document rendering
• A letter is sent to the tenant advising the date with merged tenant
of the recertification appointment ninety(90) information is
days before the expiration of the tenant's available to quickly
residential lease. create and distribute
to further streamline
• Change or add any relevant data, then
the recertification
approve the certification, as necessary. process.
• Approval of recertification is done in the
future and should not affect the rent run until
it becomes effective.
4
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4.1 Project Planning and Implementation
4.1.1 Implementation Strategy
Neighborly Software has a proven implementation methodology that has been refined over the course of
115+successful public sector implementations. Our implementation cycle can range from as quick as 24
hours (COVID-19 Grants)to as long as thirty-four weeks depending upon the number of programs being
implemented,the complexity of the programs and the responsiveness of the client. Based on the
requirements outlined in this RFP,we are confident that the software can be implemented, and all training
completed within eight weeks.Additional details and milestones regarding our implementation
methodology and approach can be found in our"Implementation Schedule."
Our software is specifically designed for housing, economic and community development programs and
incorporates many"best practices" out of the box. This significantly reduces the upfront gathering of
information and configuration required of a generic property and tenant management solution.
Throughout the project, Neighborly Software will leverage project management tools and best practices,
including:
• Weekly status reports
• Project workplan vs actuals
• Project Risks/Issues log
• Task reports
During implementation, Neighborly Software staff will complete all configuration within the system. It is
important to note that until the client advanced system administrator(s) is fully trained and comfortable
with the configuration tools, our staff will continue to support and handle any day to day configuration
updates as needed.
4.1.2 Sample Project Schedule and Significant Milestones
Our implementation approach is iterative in nature and results in a usable,testable minimum viable product
within four weeks of the kickoff meeting. Our proposed implementation schedule is below, including a
description of all implementation meetings.
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Proposed Project Schedule
Month 1 Month 2
02 03 04 05 06 07 08
Data/
Requirements Project Kick Off Workshop
Software
Configuration
Configuration Review#1 Configuration Review#2
User Testing 4111.1111111111.111111.
Historical
Data Import
Administrator 116
Training Onsite Administrator Training
3rd Party
Training 3'dParty Training
Project 1=6111111i=iMillilliiillaMii6D
Management Status &Steering Committee Meetings
www.
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Implementation Meeting Descriptions
Event Location Key Activities
Kickoff Meeting Virtual • Demonstration of the software to all key stakeholders.
• Project objectives and software requirements are reviewed
• Implementation timeline is reviewed and required roles are
identified.
• Detailed project workplan is reviewed
• Implementation Guide is reviewed. The guide identifies required
information to configure the software.
Workshop Virtual • Review completed Implementation Guide
• Review all historical data sources
• Review, discuss and recommend client best practices to
incorporate
• Project requirements are finalized
• Property data template is provided for data capture by client
Configuration Virtual • First pass configuration is demonstrated to all key stakeholders.
Review Meeting#1 • User credentials are given to administrators for testing—
recommended that at least two existing tenant applications are
entered into the system
• Detailed feedback is captured and incorporated into next review.
Configuration Virtual • Second pass configuration is demonstrated to all key stakeholders,
Review Meeting#2 including property data
• Additional cases are entered in the system
• Detailed feedback is captured and incorporated into next review.
• Property data is uploaded into the system; client review and final
acceptance testing begins
Administrator Virtual • Initial configuration is complete.
Training • Training (8 hours) is conducted for all City administrators for in-
scope programs
3rd Party Virtual • Conduct one virtual training session for all subrecipients for each
Training program, if applicable
Weekly Status Virtual • Review and update the project work plan
Meetings • Review open risks and issues
7
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Event Location Key Activities
■ Distribute weekly project status reports to key stakeholders
8
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4.2 Training Information
4.2.1 Training Approach & 4.2.2 Manuals and Formats Available
Neighborly Software was designed specifically for Housing and Community Development(HCD)
organizations,with a user experience that feels intuitive for stakeholders (e.g. Administrators, subrecipients,
developers, households). Unlike generic systems that must be adaptable to a variety of industries, our user
interface was developed working with HCD departments across the country and as such we consistently
receive positive feedback from our clients with respect to ease of use, and speed of adoption for new users.
We mention our user experience in our"Training" response because a great user experience significantly
reduces the amount of initial training and follow-up training required for all stakeholders. In addition to the
implementation strategy and milestones listed above (Sections 4.1.1 and 4.1.2), Neighborly Software also
offers a variety of ongoing training options as outlined below.
Training Format Description
Go-Live Training Virtual An eight-hour training that walks administrators through all of the
Instructor Led software's functionality.
Advanced Virtual A four-hour training that reviews advanced configuration functionality for
Administrator Instructor Led users that have permissions to change application fields,create word and
Training email templates, update users/permissions,change annual income limits,
create new grant years,etc
Virtual Virtual Thirty-minute online training typically offered to subrecipients prior to
Subrecipient Instructor Led the start of each grant cycle. The training highlights the process to create
Training an account,add users,and complete/submit an application. The training
is recorded and can be posted to a City website.
User Guides Online Support All stakeholders(e.g.Administrators,Subrecipients, Developers,
Reviewers) have access to User Guides that highlight software
functionality specific to their role.
Webinars Online Each month Neighborly Software hosts a one-hour webinar that provides
Instructor Lead a "deep dive"on product functionality.The webinar is open to all
&Online Neighborly Software administrators. All webinars are recorded and
Support posted to the online support forum. Below are the recent webinars:
• Loan Origination and Management
• Contractors&Work Write Ups
• Document Rendering and MS Word Templates
• Funding and Budget Module
• Creating Ad-hoc Reports via Report Builder
• Affordable Housing Asset Management&Compliance
Support Videos Online Support Short instructional videos posted to our online support forum that
highlight discreet administrator processes(e.g. how to change annual
income limits, how to generate a CAPERs report)
User Conference Training Starting in the Summer of 2021, Neighborly Software will host a two-day
user conference that highlights new software functionality,client best
practices and emerging trends in the housing and community
development industry.
9
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In addition to the training, Neighborly Software provides a quarterly insights newsletter that discusses
important topics related to housing and community development programs as well as best practices. This
newsletter ensures that all clients are maximizing the benefits of Neighborly Software.
4.3 Maintenance/Support/Warranty Information
4.3.1 Ongoing System Support and Maintenance
Prior to the project kickoff meeting,the City will be assigned a Client Success Specialist to guide them
through the implementation process.All the initial client support, onboarding, and training is handled by
their dedicated Client Success Specialist.
Once the City is live and has received training,they are able to submit support requests to the Atlanta-based
customer support team for ongoing care and account maintenance with periodic check ins from their Client
Success Specialist to ensure that they're getting the most out of the software. For example, each year
Neighborly software provides a list of"best practices" related to technology, process and strategy.This
approach ensures that our clients are not only getting the most value out of our software solution, but also
their relationship with Neighborly Software and our growing client base. We also provide ongoing virtual
training and support for all administrators as well as 3rd party stakeholders, including subrecipients,
developers,and beneficiaries.
4.3.2 Support Provided and Support Escalation
Technical support is available via a toll-free phone number and electronic mail on weekdays during the
hours of 8:00 am through 7:00 pm Eastern time,with the exclusion of federal holidays. Client may initiate a
helpdesk ticket during support hours by emailing support@neighborlysoftware.com.
Neighborly Software uses LiveAgent for all support ticket tracking and reporting. Below are response and
resolution times for support tickets:
a. Emergency Ticket—software is unavailable or not usable, resulting in a critical impact on business
operations.This condition requires immediate resolution
Response Metric: Neighborly Software will use commercially reasonable efforts to respond to all
Emergency Helpdesk tickets within one (1) hour and resolve Emergency issues within two (2) hours of
notification.
b. Critical Ticket-Software is usable, but that some features (not critical to operations) are unavailable.
Response Metric: Neighborly Software will use commercially reasonable efforts to respond to all
Critical Helpdesk tickets within two (2) hours and resolve Critical issues within six(6) hours of
notification
c. Standard Help Calls—Problem does not significantly impact operations, or that a reasonable
workaround is available.
10
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Response Metric: Neighborly Software will use commercially reasonable efforts to respond and
resolve all Standard Helpdesk tickets within eight (8) hours.
If client support is unable to address a client issue within the stated timeframe, the issue is escalated to the
Client Success Director and then to the Chief Technology Officer and/or President, as necessary.
Chris Behm, Chief Technology Officer
chris.behm@neighborlysoftware.com
Jason Rusnak, President
Jason.rusnak@neighborlysoftware.com
In addition to technical support, Neighborly Software contains a help module that provides access to step-
by-step guides for all system functionality. Each stakeholder (e.g. Administrator, Developer, Subrecipient)
has their own guide based on their unique role. All new functionality is demonstrated and recorded in a
virtual training webinar/video.
All software patches/fixes are automatically deployed via the cloud without the need for client intervention.
4.3.3 Software and Services V1 arranty Coverage
Neighborly Software shall use reasonable efforts consistent with prevailing industry standards to maintain
the Services in a manner which minimizes errors and interruptions in the Services and shall perform the
Implementation Services in a professional and workmanlike manner. Services may be temporarily
unavailable for scheduled maintenance or for unscheduled emergency maintenance, either by Company or
by third-party providers, or because of other causes beyond Company's reasonable control, but Company
shall use reasonable efforts to provide advance notice in writing or by e-mail of any scheduled service
disruption. HOWEVER, COMPANY DOES NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED OR
ERROR FREE; NOR DOES IT MAKE ANY WARRANTY AS TO THE RESULTS THAT MAY BE OBTAINED FROM USE
OF THE SERVICES. EXCEPT AS EXPRESSLY SET FORTH IN THIS SECTION,THE SERVICES AND IMPLEMENTATION
SERVICES ARE PROVIDED "AS IS" AND COMPANY DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED,
INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A
PARTICULAR PURPOSE.
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CITY CLERK OFFICE:
RAFAEL GRANADO or LILIA CARDILLO
DATE: 12/11/2020
FROM : Valerie Velez/Jorge Gueimunde
DEPARTMENT: PROCUREMENT
EXTENSION : 7490
CONTRACT: RFP-2020-131-JC Comprehensive
Enterprise Property, Tenant & Grant Management
Software
CONTRACTOR: Benevate, Inc. DBA Neighborly
Software
COMMISSION DATE: 9-16-2020
ITEM NUMBER: C7 N
RESOLUTION : 2020-31392
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Benevate Inc. (dba Neighborly Software)SAAS Services Order Form
BENEVATE INC.(dba NEIGHBORLY SOFTWARE)SAAS SERVICES ORDER FORM
Contact: Cristina Cabrera,Office of Housing&
Customer: City of Miami Beach, Florida Community Services
Address: 1755 Meridian Avenue Miami Beach, FL 33139 Phone: 305-673-7000 Ext. 26872
Services: Company will use commercially reasonable efforts to provide Customer the services described in the Services
Statement of Work("SOW")attached as Exhibit A hereto(the"Services").
Services Fees: $19,200.00 first year total,payable annually Initial Service Term: Three years from the Go Live
in advance, subject to the terms of Section 4 and Per User Date
Pricing attached as Exhibit D hereto.
Implementation Services: Company will use commercially reasonable efforts to provide Customer the services
described in the Implementation Services Statement of Work attached as Exhibit C hereto ("Implementation Services"),
and Customer shall pay Company the Implementation Fee at Effective Date.
Implementation Fee(one-time): $11,000.00
SAAS SERVICES AGREEMENT
This SaaS Services Agreement("Agreement") is entered into on this 14thay of December _2020(the"Effective Date")between
Benevate Inc with a place of business at 3423 Piedmont Rd. NE,Atlanta,GA 30305("Company"),and the Customer listed above
("Customer"). This Agreement includes and incorporates the above Order Form,as well as the attached Terms and Conditions and
contains,among other things,warranty disclaimers,liability limitations and use limitations. There shall be no force or effect to any
different terms of any related purchase order or similar form even if signed by the parties after the date hereof.
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Benevate Inc.(dba Neighborly Software)SAAS Services Order Form
TERMS AND CONDITIONS
1. SAAS SERVICES AND SUPPORT and (ii)not to use or divulge to any third person any suc
1.1 Company will use commercially reasonable efforts to Proprietary Information.
provide Customer the services described in the Statement of Work Vendor acknowledges that all documents, materials, an
("SOW")attached as Exhibit A hereto. information furnished to or learned by Vendor in connection wit
1.2 Subject to the terms of this Agreement,Company will use the Agreement (the "Information") are and shall remain at a
commercially reasonable efforts to provide Customer the Services times proprietary and the sole property of CITY.Vendor shall n
as described in accordance with the Service Level Terms attached disclose Information to third parties unless it obtains CITY's prig
hereto as Exhibit B. written consent. CITY is subject to Chapter 119 of Florid
Statutes,the Florida Public Records Law.The Agreement,and an
2. RESTRICTIONS AND RESPONSIBILITIES related documents and/or correspondence shall also become
public record subject to the Public Records Law,regardless of an
2.1 Customer will not, directly or indirectly: reverse
confidentiality provision outlined in the Agreement. CITY ma
engineer,decompile,disassemble or otherwise attempt to discover
the source code,object code or underlying structure,ideas,know- respond to public records requests without providing Vendor an
notice. However, in the event CITY receives a request fc
how or algorithms relevant to the Services or any software, Vendor's information, which is exempt from disclosure pursuai
documentation or data related to the Services ("Software"); to the Public Records Laws AND is clearly marked a
modify,translate,or create derivative works based on the Services confidential, CITY will redact such information from releas,
or any Software (except to the extent expressly permitted by unless otherwise authorized in writing by Vendor. CITY ma
Company or authorized within the Services); use the Services or unilaterally cancel the Agreement for Vendor's refusal to alio
any Software for timesharing or service bureau purposes public access to public records related to the Agreemen
2.2 Customer represents, covenants, and warrants that Additionally, Vendor shall comply with all applicabl
Customer will use the Services in compliance with all applicable requirements of the Public Records Laws, particularly if Vend(
laws and regulations. To the extent allowable, and subject to the is a"Contractor"as defined under§ 119.0701,F.S.This provisio
limitation on the City's liability,as set forth in the Section 768.28 shall survive the expiration or termination of the Agreement. I
Florida Statutes, and without waver of any rights or defenses VENDOR HAS QUESTIONS REGARDING THI
thereunder. Customer hereby agrees to indemnify and hold APPLICABILITY OF CHAPTER 119 TO VENDOR'
harmless Company against any damages, losses, liabilities, DUTY TO PROVIDE PUBLIC RECORDS,VEN-DOR MA'
settlements and expenses (including without limitation costs and CONTACT THE CUSTODIAN OF PUBLIC RECORDS A
attorneys' fees) in connection with any claim or action that arises (305) 673-7411
from an alleged violation of the foregoing. RAFAELGRANADO(ii MIAMIBEACHFL.GOV, OR B'
MAIL AT 1700 CONVENTION CENTER DR, MIAM
The foregoing paragraph shall not constitute a waiver of sovereign BEACH,FL 33139.
immunity by the Customer beyond the limits set forth in Section
768.28 Florida Statutes. 3.2 Customer shall own all right,title, and interest in and t
2.3 Customer shall be responsible for obtaining and the Customer Data,as well as any data that is based on or derive
maintaining any equipment and ancillary services needed to from the Customer Data and provided to Customer as part of th
connect to, access or otherwise use the Services, including, Services.
without limitation, modems, hardware, servers, software, 3.3 Company shall own and retain all right,title and intere>
operating systems, networking, web servers and the like in and to (a) the Services and Software, all improvement
(collectively,"Equipment"). enhancements or modifications thereto, (b) any softwart
applications, inventions or other technology developed i
3. CONFIDENTIALITY; PROPRIETARY RIGHTS connection with Implementation Services or support, and (c) a
3.1 Each party(the "Receiving Party") understands that the intellectual property rights related to any of the foregoing.
other party(the"Disclosing Party")has disclosed or may disclose 3.4 Notwithstanding anything to the contrary,Company sha
business, technical or financial information relating to the have the right to collect and analyze data and other informatio
Disclosing Party's business(hereinafter referred to as"Proprietary relating to the provision, use and performance of various aspect
Information"of the Disclosing Party). Proprietary Information of of the Services and related systems and technologies (includint
Company includes non-public information regarding features, without limitation, information concerning Customer Data an
functionality, and performance of the Service. Proprietary data derived therefrom), and Company will be free (during an
Information of Customer includes non-public data provided by after the term hereof) to (i) use such information and data t
Customer to Company to enable the provision of the Services improve and enhance the Services and (ii) disclose such dat
("Customer Data"). The Receiving Party agrees: (i)to take solely in aggregate or other de-identified form in connection wit
reasonable precautions to protect such Proprietary Information, its business.
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Benevate Inc. (dba Neighborly Software) SAAS Services Order Form
4. PAYMENT OF FEES Agreement. Customer will pay in full for the Services up to an
including the last day on which the Services are provided.
4.1 Customer will pay Company the then applicable fees
described in the Order Form for the Services and Implementation 5.3 Upon giving at least thirty (30) days written notice t
Services in accordance with the terms therein (the "Fees"). Company, Customer may terminate the Agreement, at anytimt
Company reserves the right to change the Fees or applicable either for cause or for City's convenience, with no furtht
charges and to institute new charges and Fees at the end of the obligation to Company,other than to pay for any goods receive
Initial Service Term or then-current renewal term,upon sixty(60) or services rendered in compliance with the Agreement prior t
days prior notice to Customer(which may be sent by email). Per the effective date of termination. Customer shall not be liable ft
User Pricing,set forth on Exhibit D,shall increase by no more than any termination charges. In the event of a termination ft
3% (the"Renewal Price Cap"), applied to the then-effective Per convenience,Customer shall not be entitled to any refund or cred
User Pricing set forth on Exhibit D at the time of renewal. The for any prepaid fees for the year in which the termination occur.
aforementioned Renewal Price Cap shall be forfeited if the In the event of a termination for cause,Customer reserves all righi
Services are not renewed prior to the termination date of the initial available to it at law and in equity.
Service Term or then current renewal term;in which case,the fees 5.4 Upon the termination of this Agreement Company shal
for any subsequent renewal shall be calculated according to within five (5) business day following the termination of till
Company's then-current pricing. Agreement, provide Customer, without charge and without an
4.2 Company may choose to bill through an invoice,in which conditions or contingencies whatsoever(including but not limite
case, full payment for invoices must be received by Company to the payment of any fees due to Service Provider), with a fin:
forty-five(45)days after the mailing date of the invoice. The fees extract of the Customer Data in electronic format (Microso
do not include any taxes,including,without limitation,sales,use Excel.xls or Structured Query Language.sql).. Further,Compan
or excise tax. If Customer is a tax-exempt entity, you agree to will delete the database and file storage container on Microso
provide Company with a tax exempt certificate. Otherwise, Azure and shall certify to Customer the destruction of an
Company will pay all applicable taxes to the proper authorities and Customer Data within the possession or control of Company,bt
Customer will reimburse Company for such taxes.If Customer has such destruction shall occur only after the Customer Data has bee
a valid direct-pay permit,you agree to provide us with a copy.For returned to Customer. This Section shall survive the terminatio
clarity, Company is responsible for paying Company's income of this Agreement.
taxes, both federal and state, as applicable, arising from
Company's performance of this Agreement.
6. WARRANTY AND DISCLAIMER
4.3 The parties acknowledge that appropriation of funds is a Company shall use reasonable efforts consistent wit
governmental function which the Customer cannot contractually prevailing industry standards to maintain the Services in a mann
commit itself in advance to perform and this Agreement does not which minimizes errors and interruptions in the Services and sha
constitute such commitment. The Customer's obligation to pay perform the Implementation Services in a professional an
under this Agreement is contingent upon Customer's annual workmanlike manner. Services may be temporarily unavailabi
appropriation of funds for such purpose,and the non-appropriation for scheduled maintenance or for unscheduled emergent
of funding for such purpose in any fiscal year shall immediately maintenance, either by Company or by third-party providers,
relieve both parties of their respective obligations hereunder,as of because of other causes beyond Company's reasonable contro
the last day for which funds have been appropriated. The but Company shall use reasonable efforts to provide advanc
Customer shall endeavor, upon determining that sufficient funds notice in writing or by e-mail of any scheduled service disruption
will not be budgeted and appropriated in any fiscal year under this HOWEVER,COMPANY DOES NOT WARRANT THAT TH
Agreement, to provide prompt written notice within 30 days of SERVICES WILL BE UNINTERRUPTED OR ERROR FREI
such event. NOR DOES IT MAKE ANY WARRANTY AS TO TH
5. TERM AND TERMINATION RESULTS THAT MAY BE OBTAINED FROM USE OF TH
SERVICES. EXCEPT AS EXPRESSLY SET FORTH IN THI
5.1 Subject to earlier termination as provided below, this SECTION, THE SERVICES AND IMPLEMENTATIO'
Agreement is for the Initial Service Term as specified in the Order SERVICES ARE PROVIDED "AS IS" AND COMPAN'
Form, and may be renewed at the sole discretion of the City DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIEI:
Manager upon providing Company with written notice of said INCLUDING, BUT NOT LIMITED TO, IMPLIEI
intent, for two (2) additional one (1) year periods (collectively, WARRANTIES OF MERCHANTABILITY AND FITNES
the"Term"), FOR A PARTICULAR PURPOSE.
5.2 In addition to any other remedies it may have,either party
may also terminate this Agreement upon thirty(30) days' notice
(or without notice in the case of nonpayment), if the other party
materially breaches any of the terms or conditions of this
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Benevate Inc. (dba Neighborly Software) SAAS Services Order Form
7. INDEMNITY Commercial General Liability policy. Company will provid
If permitted by law, Company shall hold Customer Customer with copies of certificates of insurance upon Customer'
harmless from liability to third parties resulting from infringement written request.
by the Service of any United States patent or any copyright or 10. MISCELLANEOUS
misappropriation of any trade secret, provided Company is 10.1 If any provision of this Agreement is found to b
promptly notified of any and all threats, claims and proceedings unenforceable or invalid, that provision will be limited c
related thereto and given reasonable assistance and the opportunity eliminated to the minimum extent necessary so that thi
to assume sole control over defense and settlement;Company will Agreement will otherwise remain in full force and effect an
not be responsible for any settlement it does not approve m enforceable.
writing.
10.2 This Agreement is not assignable, transferable c
8. LIMITATION OF LIABILITY sublicensable by Customer or Company except with the othc
NOTWITHSTANDING ANYTHING TO THE party's prior written consent, which consent shall not h
CONTRARY,EXCEPT FOR BODILY INJURY OF A PERSON reasonably withheld.
OR PROPERTY DAMAGE, COMPANY AND CUSTOMER, 10.3 This Agreement is the complete and exclusive statemei
AND THEIR RESPECTIVE SUPPLIERS (INCLUDING BUT of the mutual understanding of the parties and supersedes an
NOT LIMITED TO ALL EQUIPMENT AND TECHNOLOGY cancels all previous written and oral agreements,communication
SUPPLIERS), OFFICERS, AFFILIATES, and other understandings relating to the subject matter of thi
REPRESENTATIVES, CONTRACTORS AND EMPLOYEES Agreement, and that all waivers and modifications must be in
SHALL NOT BE RESPONSIBLE OR LIABLE WITH writing signed by both parties, except as otherwise provide
RESPECT TO ANY SUBJECT MATTER OF THIS herein.
AGREEMENT OR TERMS AND CONDITIONS RELATED 10.4 No agency,partnership,joint venture,or employment
THERETO UNDER ANY CONTRACT, NEGLIGENCE,
STRICT LIABILITY OR OTHER THEORY: (A)FOR ERROR created as a result of this Agreement and Customer does not hay
OR INTERRUPTION OF USE OR FOR LOSS OR any authority of any kind to bind Company in any respet
INACCURACY OR CORRUPTION OF DATA OR COST OF whatsoever.
PROCUREMENT OF SUBSTITUTE GOODS, SERVICES OR 10.5 All notices under this Agreement will be in writing an
TECHNOLOGY OR LOSS OF BUSINESS; (B)FOR ANY will be deemed to have been duly given when received,
INDIRECT, EXEMPLARY, INCIDENTAL, SPECIAL OR personally delivered; when receipt is electronically confirmed,
CONSEQUENTIAL DAMAGES; (C)FOR ANY MATTER transmitted by facsimile or e-mail; the day after it is sent, if sei
BEYOND COMPANY'S OR CUSTOMER'S REASONABLE for next day delivery by recognized overnight delivery service
CONTROL; OR (D) FOR ANY AMOUNTS THAT, and upon receipt, if sent by certified or registered mail, retur
TOGETHER WITH AMOUNTS ASSOCIATED WITH ALL receipt requested.
OTHER CLAIMS,EXCEED THE FEES PAID BY CUSTOMER
TO COMPANY FOR THE SERVICES UNDER THIS 10.6 Company may use Customer's name and logo in a list(
AGREEMENT IN THE 12 MONTHS PRIOR TO THE ACT customers section on its website; however, upon the writte
THAT GAVE RISE TO THE LIABILITY, IN EACH CASE, request of the City Manager, Company shall remove suc
WHETHER OR NOT COMPANY OR CUSTOMER HAS BEEN reference
ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 10.7 External link/Cloud solution. Company provides a
services and content outside of the Customer domain whil
9. INSURANCE accessing Company's technology. When Customer shares publi
9.1 During the course of performing services under this access to Company's site, Customer shall provide disclaims
Agreement, Company agrees to maintain the following levels of highlighting user is leaving customer's domain and Company I
insurance: (a) Commercial General Liability of at least responsible for the presentation of their services.
$2,000,000; (b) Professional Liability (E&O) Insurance 10.8 Reasonable accommodation. Customer shall provid
appropriate to the Consultant's profession, with limit no less than disclaimers and/or notices prior to accessing Company technolog
$2,000,000;(c)Cyber Liability of at least an amount sufficient to to users needing accommodation for language, disability or an
cover the full replacement value of damage to, alteration of, loss other needs warranted to apply for Customer funding or ()tilt
of,or destruction of electronic data and/or information"property" Customer application processes using Company's site.
of the City of Miami Beach that will be in the care, custody, or
control of the vendor;(e)Workers Compensation complying with 10.9 This Agreement shall be governed and construed in a
applicable statutory requirements.Company will add Customer as respects in accordance with the laws of the State of Florida as the
an additional insured, primary and noncontributory, to our apply to a contract executed, delivered, and performed solely i
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Benevate Inc. (dba Neighborly Software) SAAS Services Order Form
such State. Exclusive venue of action shall be in Miami-Dade
County, Florida. The City is entitled to the benefits of sovereign
immunity.
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Benevate Inc. (dba Neighborly Software)SAAS Services Order Form
EXHIBIT A
Services Statement of Work
1. SaaS Services Description.Company will provide Customer with hosted software for the enrollment,qualification,
administration and reporting of the following programs:
a. Public Services
b. Down Payment Assistance
c. Housing Rehabilitation
d. Multi-Family Rehabilitation
e. Property/Asset Management
f. Tenant Application/Recertification
Company will make available to Customer all updates, and any documentation for such updates, to the Services. Company wi
ensure that(i)new features or enhancements to existing features are synchronized with the previous version,and(ii)updates wi
not degrade the performance,functionality,or operation of the Services.
2. Training Services. Company will conduct one (1) eight (8) hour training session, which may be recorded by Customer. Th
purpose of the training sessions is to familiarize administrator personnel with the workflow and functionality of hosted software
3. Technical Support. Company will provide Technical Support to Customer via electronic mail on weekdays during the hours
9:00 am through 5:00 pm Eastern time, with the exclusion of Federal Holidays ("Support Hours"). Customer may initiate
helpdesk ticket during Support Hours by emailing supportEaneighborlysoftware.com.Company will use commercially reasonabl
efforts to respond to all Helpdesk tickets within one(1)business day.
4. Data Storage. Company agrees that any and all Customer data will be stored, processed, and maintained solely in data center
located in the United States. Microsoft Azure Tier 4 FedRAMP certified data centers are located at 101 Herbert Drive Boydtoi
VA and 5150 Rogers Road.San Antonio,TX.
5. Backup and Recovery of Customer Data. As a part of the Services,Company is responsible for maintaining a backup of Custom(
Data and for an orderly and timely recovery of such data in the event that the Services may be interrupted.Company shall maintai
a contemporaneous backup of Customer Data that can be recovered within four(4)hours at any point in time.
6. Loss of Data. In the event of any act,error or omission, negligence, misconduct,or breach that compromises or is suspected t
compromise the security,confidentiality,or integrity of Customer Data or the physical,technical,administrative,or organization.
safeguards put in place by Company that relate to the protection of the security, confidentiality, or integrity of Customer Dat.
Company shall, as applicable: (a) notify Customer as soon as practicable but no later than twenty-four(24) hours of becomin
aware of such occurrence; (b) cooperate with Customer in investigating the occurrence, including making available all relevat
records, logs, files, data reporting, and other materials required to comply with applicable law or as otherwise required b
Customer;(c)in the case of Personally Identifiable Information(PII),at Customer's sole election,(i)notify the affected individua:
who comprise the PII as soon as practicable but no later than is required to comply with applicable law, or, in the absence of an
legally required notification period,within five(5)calendar days of the occurrence;(d)in the case of PII,provide third-party cred
and identity monitoring services to each of the affected individuals who comprise the PII for the period required to comply wit
applicable law,or,in the absence of any legally required monitoring services,for six(6)months following the date of notificatio
to such individuals; (e) perform or take any other actions required to comply with applicable law as a result of the occurrence
Notification to affected individuals,as described above,shall comply with applicable law,be written in plain language,and contaii
at a minimum:name and contact information of Company's representative;a description of the nature of the loss;a list of the typi
of data involved;the known or approximate date of the loss;how such loss may affect the affected individual;what steps Compan
has taken to protect the affected individual; what steps the affected individual can take to protect himself or herself; conta,
information for major credit card reporting agencies;and,information regarding the credit and identity monitoring services to h
provided by Company. This Section shall survive the termination of this Agreemen
6
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Benevate Inc. (dba Neighborly Software) SAAS Services Order Form
EXHIBIT B
Service Level Terms
The Services shall be available 99.5%,measured monthly,excluding holidays and scheduled downtime.Further,any downtim
resulting from outages of third party connections or utilities or other reasons beyond Company's control will also be excluded from an
such calculation.Customer's sole and exclusive remedy,and Company's entire liability,in connection with Service availability shall h
a"Performance Credit."
1) Definitions.
(a)"Actual Uptime"shall mean the total minutes in the reporting month that the Services were actually available for normal use
(b)"Maintenance Window" shall mean the total minutes in the reporting month represented by the following day(s) and time('
during which Service Provider shall maintain the Services: Tuesday,Thursday,Saturday I 1pm-3am ET.
(c)"Scheduled Downtime"shall mean the total minutes in the reporting month represented by the Maintenance Window.
(d) "Scheduled Uptime"shall mean the total minutes in the reporting month less the total minutes represented by the Schedule
Downtime.
2) Calculation. (Actual Uptime/Scheduled Uptime) * 100=Percentage Uptime(as calculated by rounding to the second decim:
point)
3) Performance Credit. Performance credits may not be redeemed for cash and will only apply a credit to the month in which th
incident occurred.
(a)Where Percentage Uptime is equal to or greater than 99.5%,no Performance Credit will be due to Customer.
(b)Where Percentage Uptime is less than 99.5%,Customer shall be due a Performance Credit in the amount of 5%of the Service
Fees(as calculated on a monthly basis for the reporting month)
Neighborly Software-City of Miami Beach,FL Contract 7
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Benevate Inc. (dba Neighborly Software)SAAS Services Order Form
EXHIBIT C
Implementation Services Statement of Work
This Implementation Services Statement of Work describes the Services to be performed,and Deliverables to be provided,by Compan
in completion and satisfaction of the Implementation Services.
I) Company Key Roles.Company will assign an Engagement Manager who will be Customer's primary contact person an
who will coordinate all the activities of the Implementation team.
2) Customer Key Roles.Customer will assign a person to be the focal point to coordinate the user and technical support an
resources needed for the implementation, and to be responsible for approvals and decisions. This person will coordinat
data collection and reconciliation,review each stage of the implementation process,and provide end user involvement wit
systems and user acceptance training. Schedule and cost estimates assume that personnel acting in the roles noted above t
be reasonably and readily available to the Company team as needed throughout the project.Additionally,all approvals an
decisions are made within a reasonable time period.
3) Implementation Steps. The following are the general steps which make up the implementation process:
• Kickoff meeting
• Program Design and Documentation
• System Configuration and Signoff
• Data Review and Validation
• Administrator Training
• Historical Data Collection(if applicable)
4) Implementation Deliverables.The following are the items that will be delivered as part of implementation:
a. Program Design and Documentation
• List of all documents to be uploaded into the system as part of the Program
• List of all documents to be generated by the system as part of the Program
b. System Configuration
• Create Administrator accounts in the system
• Configure Customer enrollment application in the system
• Configure Customer specific approvals and workflow in the system,including up to thirty(30)
documents/images to be uploaded
• Configure up to two(2)program documents to be generated by system with training provided to
Customer on how to configure an unlimited number of rendered documents.
c. Data Review and Validation
• Provide up to five(5)business days for Customer to test and validate system data and configuration
d. Administrator Training
• Conduct one(1)eight(8)hour training session,which may be recorded by Customer.
e. Historical data conversion(if applicable)
• Upload Customer historical"active"data(i.e.outstanding loans,grants,etc.)to be provided by
Customer in an electronic format specified by Company,costs outlined in Exhibit D.
5) Customer Responsibilities
a. Design and approve data elements,program workflow,and eligibility criteria
b. Identify all program documents required to be stored in the system
c. Identify all program documents to be generated by the system
d. Provide historical data in electronic format specified by Company
e. Test and approve system configuration
f. Provide final sign off that the system meets all requirements('`Go Live")
g. Participate in administrator training session
Neighborly Software-City of Miami Beach,FL Contract 8
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Benevate Inc. (dba Neighborly Software) SAAS Services Order Form
EXHIBIT D
Per User Pricing
Additional programs and user licenses may be purchased.pro-rata to the Initial Service Term,based on the pricing table below.
ANNUM/0
Annual Recurring Fees USER PRICE FREQ USERS PRICE
Neighborly Software Per Administrator Fee (Users 1-10) $200 Monthly 8 $19,200.00
Neighborly Software Per Administrator Fee (Users 11-20) $150 Monthly 0 50.00
Neighborly Software Per Administrator Fee (Users 21+) $100 Monthly 0 $0.00
- Technical Support Included
- Hosting/Security in Microsoft Tier IV Data Center Included
- Data Strorage, Backup and Recovery Included I
ANNUAL TOTAL $19,200.00
One Time Implementation Fees UNIT PRICE FREQ UNITS AMOUNT
Software Implementation Per Programa $1,500 One Time 6 $9,000.00
- Software Configuration to Client Design Included
- Administrator Training (8 hrs Onsite) Included
- Administrator Guide Included
- Travel (currently not available during COVID-19 pandemic $800 ' Per Trip 0 $0.00
Migration of Property and Unit Data (Minimum $2,000) $2.50 Per Unit 89 $2,000.00
a Includes configuration for the following programs: ONE TIME IMPLEMENTATION TOTAL $11,000.00
(1) Public Services
(21 Down Payment Assistance
(3) Housing Rehabilitation
(4)Multi-Family Rehabilitation YEAR ONE TOTAL: $30,200.00
(5) Property/Asset Management Estimated Year Two Total: $19,200.00
(6) Tenant Application / Recertification
Notes
1. Recurring fees are invoiced annually in advance.
12. Implementation fees are invoiced at engagement
Neighborly Software-City of Miami Beach,FL Contract 9
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Benevate Inc. (dba Neighborly Software) SAAS Services Order Form
IN WITNESS WHEREOF, the parties hereto,by their duly authorized representatives, have executed this Agreement
on the dates shown below to be effective the day and year first shown above.
CITY OF MIAMI BEACH,FLORIDA
the Governing Body as established by the Florida Constitution
,-DocuSigned by:
By.
'. artkln44 B
y: "4 :72-2--'"'--
CITY3 ` roE._ MAYOR
City Clerk
Title:
Date12/14/2020 I 3:53 EST
By: . c)wpA,X,
J. n snak
Title: President,Benevate Inc. dba Neighborly Software
Date: 12/10/2020
APPROVED AS TO
FORM&LANGUAGE
& FOR EXECUTION
city Attorney D.b
Neighborly Software-City of Miami Beach,FL Contract 10
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
ATTACHMENT A
RESOLUTION & COMMISSION AWARD MEMO
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
RESOLUTION NO. 2020-31392
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS, PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO.
2020-131-JC, FOR COMPREHENSIVE ENTERPRISE PROPERTY, TENANT,
AND GRANT MANAGEMENT SOFTWARE, WITH BENEVATE INC. DBA
NEIGHBORLY SOFTWARE, THE TOP RANKED PROPOSER FOR BOTH
SUBMITTAL SUB-CATEGORIES OF THE RFP, APPLICATION 1: TENANT
MANAGEMENT SOFTWARE, AND FOR APPLICATION 2: GRANTS
MANAGEMENT SOFTWARE; FURTHER, AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE THE AGREEMENT, UPON CONCLUSION OF
SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, the Housing and Community Services Division ("HCSD") requires a tenant
and grants management system in order to monitor resources generated, housing units data
management, grant-related assistance, housing applicant and tenant profiles, capital
improvements and miscellaneous project tracking; and
WHEREAS, HCSD currently utilizes various spreadsheets and arcane data management
methods for its housing applicant, asset inventory management and grants tracking; and
WHEREAS, HCSD seeks, by way of the following RFP, a modern and efficient software
solution in order to better manage its property, tenant, and grants management operations; and
WHEREAS, on March 18, 2020, the City Commission approved the issuance of Request
for Proposals (REP) NO. 2020-131-JC, for Comprehensive Enterprise Property, Tenant, and
Grant Management Software ("the RFP"); and
WHEREAS, on April 16, 2020, the RFP was issued; and
WHEREAS, a non-mandatory pre-proposal conference to provide information to the
proposers was held on April 30, 2020; and
WHEREAS, RFP responses were due and received on June 11, 2020; and
WHEREAS, the City received a total of six (6) proposals from the following proposers:
Benevate Inc. dba Neighborly Software; Ciber Global; CPI Solutions; Dulles Technology Partners
Inc.; Houston Technology LLC; and Information Consultants Inc.; and
WHEREAS, the Procurement Department performed due diligence and determined that
all of the proposals received were deemed responsive and responsible; and
WHEREAS, on February 21, 2020, via LTC # 100-2020, the City Manager appointed the
Evaluation Committee (the "Evaluation Committee"), which convened on August 24, 2020, to
consider the proposals submitted; and
WHEREAS, the Evaluation Committee's process resulted in Benevate Inc. dba Neighborly
Software, as the top-ranked proposer for both submittal sub-categories of the RFP, Application 1:
Tenant Management Software, and for Application 2: Grants Management Software; and
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
WHEREAS, after reviewing the qualifications of each firm, and having considered the
Evaluation Committee's comments and rankings, the City Manager has recommended that the
Mayor and City Commission approve this Resolution authorizing the Administration to enter
into negotiations with Benevate Inc. dba Neighborly Software, as the top ranked proposer.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager authorizing the
Administration to enter into negotiations, pursuant to Request for Proposals(RFP) NO. 2020-131-
JC, for Comprehensive Enterprise Property, Tenant, and Grant Management Software, with
Benevate Inc. dba Neighborly Software, as the top ranked proposer for both submittal sub-
categories of the RFP, Application 1: Tenant Management Software, and for Application 2: Grants
Management Software; and further, authorize the Mayor and City Clerk to execute the agreement,
upon conclusion of successful negotiations by the Administration.
PASSED AND ADOPTED this � day of ?P4111 X2020.
/ 2-21---,_
Dan Gelber, Mayor
ATTEST:
ici• -,..- 1. t,'
R4f.el Granado, Ci Clerk
/ IN.'.-i:j\..1...fi.- ,I.:.---t,.'-:..7 ,
`S":1 er,----,NN4kzy.%.--c.,
\...7.1.....INC.%0RP pRATED: 1r .
.\cv. ." /* ci<r) -I
.,:,""7:. h.
APPROVED AS TO
FORM &LANGUAGE
&FOR EXECUTION
c ...)..._ oste: fs--, g (2,7 (z 0
City Attorney Date
DocuSign Envelope ID:6F4729A0-AF88-4752-984E-EE2E49374088
Resolutions - C7 N
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: September 16, 2020
SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER AUTHORIZING THE ADMINISTRATION TO ENTER
INTO NEGOTIATIONS, PURSUANT TO REQUEST FOR PROPOSALS
(RFP) NO. 2020-131-JC, FOR TENANT AND GRANT MANAGEMENT
SOFTWARE, WITH BENEVATE INC. DBA NEIGHBORLY SOFTWARE, THE
TOP RANKED PROPOSER FOR BOTH TENANT MANAGEMENT AND
GRANT MANAGEMENT CATEGORIES OF THE RFP; FURTHER,
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE THE
AGREEMENT, UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS
BY THE ADMINISTRATION.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida approve the resolution accepting the City Manager's recommendation pertaining
to bids received, pursuant to Request for Proposals (RFP) No. 2020-131-JC, for
Comprehensive Enterprise Property, Tenant, and Grant Management Software.
BACKGROUND/HISTORY
T h e Housing and Community Services Department ("HCSD")currently utilizes various
spreadsheets and arcane data management methods to manage its housing applicant, asset
inventory and grants tracking efforts.
HCSD determined that an improved solution is required. Therefore, by way of the RFP, HCSD
seeks a modem and efficient software solution in order to better manage its property, tenant, and
grants management operations. The purpose of the RFP is to select a software solution for the
Office of HCSD that will assist in managing its affordable housing units and allow the Department to
achieve compliance with the U.S. Department of Housing and Urban Development ("HUD") Code of
Federal Regulations.
HCSD requires that the proposed software solution(s) streamlines its information collection and
workflow management for the following two (2) main areas of functionality: 1) Tenant Management,
and 2) Federal Housing Grants Management. The resulting solution(s) will optimize City staff
Page 352 of 1855
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
productivity by automating current manual processes.
In addition, applications must integrate with the City's MUNIS ERP system. The software
application(s)will deliver the following two (2)solutions:
1. Tenant Management: The City of Miami Beach must adhere to the HOME rental
program guidelines while admitting new tenants and recertifying existing households on an
annual basis. The incomes of households in the HOME program must not exceed eighty
(80) percent of the area median (High HOME units). In rental projects with five or more
assisted units, at least 20% of the units must be occupied by families with incomes that do
not exceed 50% of the HUD-adjusted median (Low HOME units.) HOME income limits
are published each year by HUD.
The application must capture the income limit table with a corresponding effective date.
Transactions must pick the correct income limit table base on the transaction effective
date. The application should let the administrator enter new income limit tables with a
future date without affecting current calculation. While the 80% rule is currently set to 80%
of the income limit, the rule should not be hard coded in the application. The administrator
should be able to change the threshold in the future if HUD changes the rule.
For application development purposes, rents are determined based on the HOME rent
limits and utility allowances determined by a specific HUD methodology.The application
will offer the following capabilities:
• Asset Management;
• Resident Processing and management tool to track tenant information and historical
data;
• Resident re-exam capability to manage the tenant certification and eligibility
processes; and
• Financial capability to keep track of tenant rent and fees.
2. Grants Management: The City receives federal and state allocations through HUD and
Florida Housing Finance Corporation for HOME, CDBG and SHIP. The respective program
allocations are distributed annually and must be expended on eligible activities delineated in
the City's five-year City's Consolidated Plan. Every year, the City releases a Request for
Proposal (RFP) to solicit eligible affordable housing, capital and public service projects within
the City that will be funded by HOME and CDBG.After the City reviews and approves eligible
applications, sub-recipients must provide a monthly progress report of their expenditures and
project accomplishments. Below are requirements of the proposed software application that
must be included, at a minimum, in the RFP response in order to allow for adequate tracking of
allocated grants funding:
Administrators should have access to the following information:
• Intake and assessment of eligible participants;
• Uploading supporting documentation;
• Scope management;
• Procurement documents;
• Contractor information;
• Project timeline;
• Project budget; and
• Pending tasks;
Page 353 of 1855
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Sub-recipients should have access to the following:
• Contractor information;
• Project timelines;
• Project budget;
• Ability to upload draw requests; and
• Ability to upload Section 3 reports and certified payroll.
ANALYSIS
On March 18, 2020, the City Commission approved the issuance of Request for Proposals
(RFP)2020-131-JC, for Comprehensive Enterprise Property, Tenant, and Grant Management
Software ("the RFP"). On April 16, 2020, the RFP was issued. The Procurement Department
issued solicitation notices to 12,961 firms utilizing www.BidSync.com. 113 prospective
proposers accessed the advertised solicitation. A non-mandatory pre-proposal conference to
provide information to prospective proposers was held on April 30, 2020. RFP responses were
due and received on June 11,2020. The City received proposals from the following proposers.
Tenant Management Functionality:
• Benevate Inc. dba Neighborly Software
• CPI Solutions
• Houston Technology LLC
• Information Consultants Inc.
Grants Management Functionality:
• Benevate Inc. dba Neighborly Software
• Dulles Technology Partners Inc.
• Ciber Global
• Houston Technology LLC
• Information Consultants Inc
The Procurement Department performed its due diligence and determined that all of the
proposals received were deemed responsive and responsible. On February 21, 2020, via LTC
# 100-2020, the City Manager appointed the Evaluation Committee (the "Evaluation
Committee"), which convened on August 24, 2020, to consider the proposals submitted. The
Committee was comprised of the following individuals: Cristina Cabrera, CDBG Projects
Coordinator, Office of Housing & Community Services, City of Miami Beach, Ralph Lavaud, IT
Business Analyst, Information Technology Department, City of Miami Beach, Nelson Martinez,
Tenant Services Coordinator, Office of Housing & Community Services, City of Miami Beach,
and Alice Waters, Controller, Office of Housing & Community Services, City of Miami Beach.
The Committee was provided an overview of the project, information relative to the Citys Cone
of Silence Ordinance and the Government Sunshine Law. The Committee was also provided
with general information on the scope of services and a copy of each proposal. The Committee
was instructed to score each proposal pursuant to the evaluation criteria established in the REP.
Cost was not considered by the Committee in the evaluation process as the RFP required that
the cost be considered by the City Manager in making his award recommendation. The
evaluation process resulted in the ranking of proposers, on qualitative factors, as indicated in
Attachments Al (Tenant Management Software) and A2 (Grants Management Software), in the
Page 354 of 1855
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
following order.
Application 1. Tenant Management Software:
1st— Benevate Inc. dba Neighborly Software
2nd — Houston Technology LLC
3rd —CPI Solutions
4th— Information Consultants Inc.
Application 2. Grant Management Software:
1st—Benevate Inc. dba Neighborly Software
2nd — Dulles Technology Partners Inc.
3rd— Giber Global
4th—Houston Technology LLC
5th— Information Consultants Inc.
The following is a brief summary of the qualifications of the top ranked proposer, as noted in its
response to the RFP.
Benevate Inc. dba Neighborly Software.
According to its proposal, Benevate Inc. dba Neighborly Software, is software solutions firm
whose suite of products is specifically built for, and used by, public sector housing and
community development professionals. This enables Neighborly Software to incorporate deep
HUD functionality in its respective solutions. Housing, Economic and Community Development
is core to the Neighborly Software mission-in fact, it is the only market they serve.
Headquartered in Atlanta, GA, Neighborly Software was founded in 2016 on the belief that the
administration of housing, economic and community development programs is evolving.
Forward thinking communities want their staff to spend more time maximizing community
investment outcomes and less time on administration, compliance and reporting. This requires
addressing the administrative inefficiencies and financial waste associated with their paper-
based files, manual processes and outdated technology solutions (e.g. Excel spreadsheets or
homegrown technology).
Neighborly Software is a Microsoft partner and leverages the Microsoft Azure FedRAMP Cloud
for secure encryption, hosting, redundancy, and disaster recovery. Its modem software is
intuitive to use and leads to rapid adoption by both grantees and grantors. Its current clients
include, the City of Pompano Beach, FL, Manatee County, FL, Lee County, FL, Orange
County, FL, Pinellas County, FL, City of West Palm Beach, FL, City of Hialeah, FL, City of
Dallas, TX, and City of Anaheim, CA.
FINANCIAL INFORMATION
Grand funding will be utilized for a portion of this project.
Account(s) For the Grants Amount(s) For the Grants Management: $2,111.57
Management: $18,288.43 For Tenant Management:
131-0530- $980.00$1,764.00 $3,920.00$2,646.00
000343-00- $490.00
404-534-00-
Page 355 of 1655
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
00-00-19310
133-0530-
000343-00-
404-534-00-
00-00-19310
For Tenant
Management:
116-4001-
000342 116-
4002-000342
116-4003-
000342 116-
4004-000342
116-4007-
000342
CONCLUSION
In reviewing the responses received, the results of the evaluation committee process and the
process submitted by the firms, I find as follows. I believe that the City is fortunate to have
received six (6) responses to the RFP from well qualified firms. It is important to note that
Benevate unanimously received first place ranking for all committee members. ed appear to
have the qualifications and background to assist the City with a robust software solution to its
tenant and grant management tracking.
In considering the Evaluation Committee's comments and the unanimous first place scores,
Benevate has clearly demonstrated that its proposed software solution, industry expertise, past,
government experience, and approach to the Cites required scope of services, is exceptional
among other competitors. Further, when considering cost as required by the RFP, not only has
Benevate provided the top-ranked proposal on qualifications and proposed solution, it also
offered significantly more cost effective solutions for both areas of functionality (tenant
management and grant management) than the second-ranked firm for tenant management,
Houston Technology, and the second-ranked firm for grant management, Dulles Technology
Partners, as indicated in the tables below.
Proposed Pricing: (1st Ranked) (2nd Ranked)
ManagementSoftwareTenant
Benevate Inc dba Houston Technology
Neighborly Software LLC
Total $49,200.00 ! $97,607.00
Proposed Pricing: (1sf Ranked) (2nd Ranked)
Grant Management Benevate Inc dba Dulles Technology
Software Neighborly Software Partners Inc
Total $19,400.00 ! $39,800.00
Since Benevate has provided the best combination of qualifications, functionality and cost, I
Page 356 of 1855
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
recommend that the Mayor and City Commission approve the Resolution authorizing the
Administration to enter into negotiations, pursuant to Request for Proposals (RFP) NO. 2020-131-
JC, for a tenant management and grant management solution, with Benevate Inc. dba Neighborly
Software, as the top ranked proposer f o r both tenant management and grant management
functionalities; and authorizing the Mayor and City Clerk to execute the agreement upon conclusion
of successful negotiations by the Administration.
Applicable Area
Not Applicable
Is this a "Residents Right Does this item utilize G.O.
to Know" item.pursuant to Bond Funds?
City Code Section 2-14?
No No
Legislative Tracking
Housing and Community Services/Procurement
ATTACHMENTS:
Description
o Resolution
o Attachment Al
o Attachment A2
Page 357 of 1855
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DocuSign Envelope ID:6F4729A0-AF88-4752-964E-EE2E49374088
ATTACHMENT B
ADDENDUM AND RFP SOLICITATION
DocuSign Envelope ID:6F4729A0-AI-88-4752-964E-EE2E49374088
MIAMI BEACH Procurement Department
1755 Meridian Ave, 3rd Floor, Miami Beach, Florida 33139
www.miamibeachfl.gov
ADDENDUM NO. 5
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY, TENANT,
AND GRANT MANAGEMENT SOFTWARE
June 9, 2020
This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other
clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by
strikethrough and additions are underlined).
The deadline for questions has passed. No further questions will be considered, and no extensions will be made.
1. CLARAFICATIONS.
When submitting an electronic proposal BidSync requires digital signature in order to place an offer. The proposer is
required to utilize the BidSync digital signature tool, which prompts proposer to provide their password in order to
submit a digital signature and place an offer. Please note that the option for a "DocuSign" digital signature is not
required, however this option is available to those that are interested in utilizing DocuSign.
2. REMINDER RFP DUE DATE AND TIME. The deadline for the electronic receipt of proposals is at 3:00 p.m., on
Thursday, June 11, 2020.
All proposals received and time stamped through BidSync, prior to the proposal submittal deadline shall be accepted
as timely submitted. Proposals cannot be submitted after the deadline established for receipt of proposals.
Hard copy proposals or proposals received electronically, either through email or facsimile, submitted prior to or after
the deadline for receipt of proposals are not acceptable and will be rejected. Late bids cannot be submitted, bidders
are cautioned to plan sufficiently. The City will in no way be responsible for delays caused by technical difficulty or
caused by any other occurrence.
Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the
individual named below, with a copy to the City Clerk's Office at RafaelGranado@,miamibeachfl.gov
Contact: Telephone: Email:
Jason Crouch 305-673-7000 ext. 26694 jasoncrouch@miamibeachfl.gov
Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Potential proposers that
have elected not to submit a response to the RFP are requested to complete and return the "Notice to Prospective Bidders"
questionnaire with the reason(s)for not submitting a proposal.
Sincerely,
Ale nis
Pro rement Director
1 I ADDENDUM NO.5
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY, TENANT, AND GRANT MANAGEMENT SOFTWARE
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
M I A 1\/\ I B E AC H PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
ADDENDUM NO. 4
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY, TENANT,
AND GRANT MANAGEMENT SOFTWARE
June 5, 2020
This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other
clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are
shown by strikethrough and additions are underlined).
I. RESPONSES TO QUESTIONS RECEIVED:
01: Is the budget of$31,000 for Application 1 and Application 2?
Al: The budget for this fiscal year is up to $8,000 for Application 1. The budget for this fiscal
year is up to $23,000 for Application 2.
Q2: Is there a separate budget for implementation and software?
A2: No.
Q3: What is the budget for Years 2 and 3?
A3: Unknown at this time.
THE DEADLINE FOR QUESTIONS HAS PASSED AND NO FURTHER QUESTIONS WILL BE CONSIDERED.
Any questions regarding this Addendum should be submitted in writing to the Procurement Management
Department to the attention of the individual named below, with a copy to the City Clerk's Office at
RafaelGranado a(�miamibeachfl.gov
Contact: Telephone: Email:
Jason Crouch 305-673-7000 ext.26694 JasonCrouch@miamibeachfl.gov
1 c: -ly,
Alex Denis
i Procurem:nt Director
I IADDENDUM NO.4
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY,TENANT,AND GRANT MANAGEMENT SOFTWARE
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
MIAMI BEACH PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
ADDENDUM NO. 3
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY, TENANT,
AND GRANT MANAGEMENT SOFTWARE
June 4, 2020
This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other
clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are
shown by strikethrough and additions are underlined).
I. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 p.m., on
Thursday, June 11, 2020.
THE DEADLINE FOR QUESTIONS HAS PASSED AND NO FURTHER QUESTIONS WILL BE CONSIDERED.
Any questions regarding this Addendum should be submitted in writing to the Procurement Management
Department to the attention of the individual named below, with a copy to the City Clerk's Office at
RafaelGranadomiamibeachfl.gov
Contact: Telephone: Email:
Jason Crouch 305-673-7000 ext. 26694 JasonCrouch@miamibeachfl.gov
I ce ely, I I
ex Denis
rocuremen D' ector
ADDENDUM NO.3
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY,TENANT.AND GRANT MANAGEMENT SOFTWARE
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
M I A M I BE14CI-1
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3'd Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
ADDENDUM NO. 2
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY, TENANT,
AND GRANT MANAGEMENT SOFTWARE
May 27, 2020
This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other
clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are
shown by strikethrough and additions are underlined).
I. RESPONSES TO QUESTIONS RECEIVED:
Q1: (a) It sounded like Christina said the portfolio was 5 buildings and 89 tenants. Is that correct? (b) Is that
the total size of the portfolio for the housing division?
Al: (a) Correct. (b) Yes.
Q2: If a proposer is submitting a reply for both programs, i.e. option 3, do they have to break down costs,
phases, support, past performance etc. for each program (1 and 2) or can we combine those efforts from a
combined solution set?
A2: Proposers may submit a proposal(s) for Application 1 or Application 2, or for both
applications. Proposers wishing to submit proposals for Application 1 and Application 2 shall
submit a separate proposal for each application area to be considered, which is further
identified in Section 0300. The evaluation of proposals for 1) Application 1, 2) Application 2,
or 3) both Application 1 and Application 2, will be considered separately as part of the
evaluation committee process.
Q3: For programs 1 and 2, what type of volume does the city see? In general, do you know how many
residents inquire and or receive support from each program.
A3: Program 1: consists of 89 households who will need to receive monthly invoices and
submit maintenance requests. Program 2: estimated ten (10) Request for Proposals (RFP)
applications annually, estimated seven (7) sub-recipients with ability to submit reporting,
estimated twenty (20) home buyer assistance applications.
Q4: Is there a targeted budget for this RFP?
A4: $31,000 for the first year.
1 ADDENDUM NO.2
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY,TENANT,AND GRANT MANAGEMENT SOFTWARE
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
M I A M I BEi\C1-1
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, Id Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
05: Page 12/25. Must integrate with the City's MUNIS ERP system. Does that system have an open API or is
it a flat file type integration?
A5: Currently MUNIS is using flat files.
Q6: Page 12/25, under sub-title "Application 1: Tenant Management" a) what does the term "Asset
Management" entail? b) What is the system expected to do in order to management the asset? c) Is the
asset a piece of real property or is it the tenant living at the property?
A6: a) It comprises keeping track of the work orders for the City's housing properties. b) The
asset management component should allow us to track work orders, expenses incurred, and
the property standards for all properties. c)The tenant is living at the property.
07: On page 29 you make note of "the city's MUNIS ERP system". Could you please clarify what ERP
system the city uses?
A7: The City uses an Enterprise Resource Planning (ERP) system called MUNIS by Tyler
Technologies Inc.
Q8: On page 29 you make note of Asset Management underneath Tenant Management. Could you specify
your definition of Asset Management?
A8: Please refer to response A6 above.
Q9: What are the languages that are supported?
A9: English and Spanish
Q10: P36 2 System Requirements c. Ability to provide a public-facing dashboard. Is there a current example
available to reference?
A10: Not at this time.
Q11: P36 2 System Requirements f. Integration with MUNIS ERP. Would this integration be one-way or two-
way?
Al1: The integration is one way. We need it to generate the Rent to be paid from the new
system to import into MUNIS. Customer will pay their rent in MUNIS. The System should have
the ability to have a tenant identifier which matches the client number from MUNIS.
Q12: P36 2 System Requirements f. Integration with MUNIS ERP. Is the system on premise or a Cloud
based ERP?
Al2: MUNIS is on premise.
2 ADDENDUM NO.2
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY,TENANT,AND GRANT MANAGEMENT SOFTWARE
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
M I A M I B E AC H PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
013: P36 2 System Requirements f. Integration with MUNIS ERP. If the system is on premise are there
publicly available API's that can be reached through authentication from the public internet?
A13: MUNIS is on premise and there are no publicly available API currently.
014: P36 2 System Requirements f. Integration with MUNIS ERP. Does the county currently use any
cloud/premise-based middleware applications?
A14: No.
Q15: P37, 5. Storage Capacity: Stores all documentation entered in the system and may be customized as
needed at the request of the city. a) There is reference to receipting, does this refer to an itemized
accounting of receipts or is there a desire to capture the receipt image? b) Typically, how many images is
expected?
A15: a) Itemized accounting of receipts. b) 89 receipts per month.
Q16: P38, 10. Service and Management includes system training for all users- Is there a preference for a
Train the Trainer approach or would there be a desire to have complete end-user training to be performed?
A16: Train the trainer is the preferred approach.
Q17: Overall - Given the current environment is the city open to the work, training and support happening
remotely by USA based resources?
A17: Yes.
Any questions regarding this Addendum should be submitted in writing to the Procurement Management
Department to the attention of the individual named below, with a copy to the City Clerk's Office at
Rafael Granado(a�miamibeachfl.gov
Contact: Telephone: Email:
Jason Crouch 305-673-7000 ext. 26694 JasonCrouch@miamibeachfl.gov ,
Sincerely,
_/
Alex Dis
Procurement Director
I3 ADDENDUM NO.2
RFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY.TENANT.AND GRANT MANAGEMENT SOFTWARE
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
M I A M I BE1AC H PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
www.miamibeachfl.gov
ADDENDUM NO. 1
REQUEST FOR PROPOSALS (RFP) 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY, TENANT,
AND GRANT MANAGEMENT SOFTWARE
May 21, 2020
This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other
clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are
shown by strikethrough and additions are underlined).
The deadline for questions has passed. No further questions will be considered, and no further extensions
will be made.
I. RFP DUE DATE AND TIME. The deadline for the receipt of electronic submittals through Bidsync is
extended until 3:00 p.m., on Thursday, June 4, 2020. Proposals will be opened promptly at the time and date
specified. The City will in no way be responsible for delays caused by technical difficulty or caused by any other
occurrence.
PUBLIC BID OPENING WILL BE VIA CONFERENCE ONLY
Dial-In Instructions:
• Dial the Telephone Number: +1 786-636-1480
• Enter the Conference ID No: 165 606 155#
Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the
attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranadomiamibeachfl.qov.
Contact: Telephone: Email:
Jason Crouch 305-673-7000 ext. 26694 JasonCrouch@miamibeachfl.gov
Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Potential
proposers that have elected not to submit a response to the RFP are requested to complete and return the "Notice to
Prospective Bidders" questionnaire with the reason(s) for not submitting a proposal.
Sincerely,
'y1/ Ge,(� for
Alex Denis
Procurement Director
1ADDENDUM NO.1
IRFP 2020-131-JC
COMPREHENSIVE ENTERPRISE PROPERTY,TENANT.AND GRANT MANAGEMENT SOFTWARE
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
MIAMI BEACH
TABLE OF CONTENTS
SOLICITATION SECTIONS:
0100 INSTRUCTIONS TO RESPONDENTS
0200 GENERAL CONDITIONS
0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT
0400 PROPOSAL EVALUATION
APPENDICES:
APPENDIX A SCOPE OF WORK AND SPECIFICATIONS
APPENDIX B SYSTEM FUNCTIONALITY AND REQUIREMENTS MATRIX
APPENDIX C INSURANCE REQUIREMENTS
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
MIAMI BEACH
SECTION 0100 INSTRUCTIONS TO PROPOSERS
1. GENERAL. This Request for Proposals (RFP) is issued by the City of Miami Beach, Florida (the "City"), as the
means for prospective Proposers to submit their qualifications, proposed scopes of work and cost proposals (the
"proposal") to the City for the City's consideration as an option in achieving the required scope of services and
requirements as noted herein.All documents released in connection with this solicitation, including all appendixes and
addenda,whether included herein or released under separate cover, comprise the solicitation, and are complementary
to one another and together establish the complete terms, conditions and obligations of the Proposers and,
subsequently, the successful Proposer(s) (the "contractor[s]") if this RFP results in an award.
Prospective Proposers that have obtained this solicitation in any manner other than via Bidsync (www.Bidsync.com)
are advised that the City utilizes Bidsync (www.Bidsync.com) for automatic notification of competitive solicitation
opportunities and document fulfillment, including the issuance of any addendum to this RFP.Any Prospective Proposer
who has received this RFP by any means other than through Bidsync must register immediately with Bidsync to assure
it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of proposal
submitted.
2. PURPOSE.
The purpose of this Request for Proposals (RFP) is to select a software solution for the Office of Housing and
Community Services ("HCS") that will assist in managing its affordable housing units and allow the Department to
achieve compliance with the U.S. Department of Housing and Urban Development ("HUD") Code of Federal
Regulations. HCS requires that the proposed software solution(s) streamlines its information collection and workflow
management for the following two (2) areas: Application 1) Tenant Management, and Application 2) Federal
Housing Grants Management. The resulting solution(s) will optimize City staff productivity by automating current
manual processes, including tenant enrollment and certification, compliance reporting of its residential portfolio, and
the administration of HOME Investment Partnerships, State Housing Initiatives Partnership ("SHIP"), and Community
Development Block Grant("CDBG") allocations.
Proposers may submit a proposal(s) for Application 1 or Application 2, or for both applications. Proposers wishing to
submit proposals for Application 1 and Application 2 shall submit a separate proposal for each application area to be
considered, which is further identified in Section 0300. The evaluation of proposals for 1)Application 1, 2) Application
2, or 3) both Application 1 and Application 2,will be considered separately as part of the evaluation committee process.
3. ANTICIPATED RFP TIMETABLE. The tentative schedule for this solicitation is as follows:
RFP Issued April 16, 2020
Pre-Proposal Meeting April 30, 2020 at 9:00 AM EST
Deadline for Receipt of Questions May 18, 2020 at 5:00 PM EST
Responses Due May 28, 2020 by 3:00 PM EST
Evaluation Committee Review TBD
Proposer Presentations TBD (If Applicable)
Contract Negotiations Following Commission Approval
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
Iv`;iAMI BEACH
4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the
Procurement Contact noted below:
Procurement Contact. Telephone: Email:
Jason Crouch 305 673-7000 x26694 JasonC• miamibeachfl.•ov
'dditionally, the City Clerk is to be copied on all communications via e-mail at: RafaelGranado • miamibeachfl.•ov
or via facsimile: 786-394-4188.
The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be
received no later than ten (10) calendar days prior to the date proposals are due as scheduled in Section 0200-3. All
responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum.
5. PRE-PROPOSAL MEETING OR SITE VISIT(S). Only if deemed necessary by the City, a pre-proposal meeting or
site visit(s) may be scheduled. Attendance for the pre-proposal meeting shall be via telephone and recommended
as a source of information but is not mandatory. Proposers interested in participating in the Pre-Proposal Meeting
must follow these steps:
(1) Dial the TELEPHONE NUMBER: 1- 888-557-8511 (Toll-free North America)
(2) Enter the MEETING NUMBER: 6916771
Proposers who are participating via telephone should send an e-mail to the contact person listed in this RFP expressing
their intent to participate via telephone.
6. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective
Proposers are not binding on the City and will be without legal effect, including any information received at pre-
submittal meeting or site visit(s). The City by means of Addenda will issue interpretations or written addenda
clarifications considered necessary by the City in response to questions. Only questions answered by written addenda
will be binding and may supersede terms noted in this solicitation. Addendum will be released through Bidsync. Any
prospective proposer who has received this RFP by any means other than through Bidsync must register immediately
with Bidsync to assure it receives any addendum issued to this RFP. Failure to receive an addendum may result in
disqualification of proposal. Written questions should be received no later than the date outlined in the Anticipated
RFP Timetable section.
7. CONE OF SILENCE.This RFP is subject to, and all proposers are expected to be or become familiar with, the City's
Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Proposers shall be solely responsible
for ensuring that all applicable provisions of the City's Cone of Silence are complied with, and shall be subject to any
and all sanctions, as prescribed therein, including rendering their response voidable, in the event of such non-
compliance. Communications regarding this solicitation are to be submitted in writing to the Procurement Contact
named herein with a copy to the City Clerk at rafaelgranado(a�miamibeachfl.gov
8.ADDITIONAL INFORMATION OR CLARIFICATION. After proposal submittal, the City reserves the right to require
additional information from Proposers (or Proposer team members or sub-consultants) to determine: qualifications
(including, but not limited to, litigation history, regulatory action, or additional references); and financial capability
(including, but not limited to, annual reviewed/audited financial statements with the auditors notes for each of their last
two complete fiscal years).
9. PROPOSER'S RESPONSIBILITY. Before submitting a response, each Proposer shall be solely responsible for
making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions
and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or
failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any obligation to
comply with every detail and with all provisions and requirements of the contract, and will not be accepted as a basis
for any subsequent claim whatsoever for any monetary consideration on the part of the Proposer.
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
/'v'\IAAA BEACH
10. DETERMINATION OF AWARD. The final ranking results of Step 1 & 2 outlined in Section 0400, Evaluation of
Proposals, will be considered by the City Manager who may recommend to the City Commission the Proposer(s) s/he
deems to be in the best interest of the City or may recommend rejection of all proposals. The City Manager's
recommendation need not be consistent with the scoring results identified herein and takes into consideration Miami
Beach City Code Section 2-369, including the following considerations:
(1) The ability, capacity and skill of the Proposer to perform the contract.
(2) Whether the Proposer can perform the contract within the time specified, without delay or
interference.
(3) The character, integrity, reputation,judgment, experience and efficiency of the Proposer.
(4) The quality of performance of previous contracts.
(5) The previous and existing compliance by the Proposer with laws and ordinances relating to the
contract.
The City Commission shall consider the City Manager's recommendation and may approve such
recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select
another Proposal or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals.
11. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected
Proposer. Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected
Proposer in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by
Proposers that no property, contract or legal rights of any kind shall be created at any time until and unless an
Agreement has been agreed to; approved by the City; and executed by the parties.
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DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
MIAMI BEACH
SECTION 0200 GENERAL CONDITIONS
TERMS & CONDITIONS —SERVICES. By virtue of submitting a proposal in response to this solicitation, proposer
agrees to be bound by and in compliance with the Terms and Conditions for Services (dated April 13, 2020),
incorporated herein, which may be found at the following link:
https://www.miamibeachtl.gov/city-hall/procurement/standard-terms-and-conditions/
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DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
MIAMI BEACH
SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT
1. ELECTRONIC RESPONSES (ONLY). Electronic responses to this RFP are to be submitted through BidSync until
the date and time as indicated in this document. It is the sole responsibility of the Proposer to ensure its proposal
reaches BidSync before the Solicitation closing date and time. There is no cost to the Proposer to submit a
proposal in response to a City of Miami Beach solicitation via BidSync. Electronic proposal submissions may require
the uploading of electronic attachments. The submission of attachments containing embedded documents or
proprietary file extensions is prohibited. All documents should be attached as separate files (proposal format indicated
below). All proposals received and time stamped through BidSync, prior to the proposal submittal deadline shall be
accepted as timely submitted. Proposals will be opened promptly at the time and date specified. The City will in no
way be responsible for delays caused by technical difficulty or caused by any other occurrence.
A proposer may submit a modified proposal to replace all or any portion of a previously submitted proposal up until
the proposal due date and time. The City will only consider the latest version of the proposal.
2. NON-RESPONSIVENESS. Failure to submit the following requirements shall result in a determination of non-
responsiveness. Non-responsive proposals will not be considered.
1. Bid Submittal Questionnaire
2. Cost Proposal (Tab 5)
3. OMITTED OR ADDITIONAL INFORMATION. With exception of the Bid Submittal Questionnaire (completed and
submitted electronically) and the Cost/Revenue Proposal, if applicable, the City reserves the right to seek any omitted
information/documentation or any additional information from Proposer or other source(s), including but not limited to:
any firm or principal information, applicable licensure, resumes of relevant individuals, client information, financial
information, or any information the City deems necessary to evaluate the capacity of the Proposer to perform in
accordance with contract requirements. Failure to submit any omitted or additional information in accordance with the
City's request shall result in proposal being deemed non-responsive.
4. ELECTRONIC PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process and assist
the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed
in accordance with the tabs,and sections as specified below.The electronic submittal should be tabbed as enumerated
below and contain a table of contents with page references. The electronic proposal shall be submitted through the
"Line Items" attachment tab in BidSync.
Proposers shall submit a proposal for Application 1 or Application 2, or for both applications. Proposers wishing to
submit separate proposals for Application 1 and Application 2 shall submit a separate proposal for each application
area to be considered.
TAB 1 Cover Letter,Table of Contents, and Appendices
1.1 Cover Letter and Table of Contents. The cover letter must indicate Proposer and Proposer Primary Contact
for the purposes of this solicitation.
(a) Proposed Category of Work. Proposer must clearly indicate the category of work for which proposal is
submitted, as follows:
1) Application 1: Tenant Management; and/or
2) Application 2: Federal Housing Grants Management; or
3) Both applications
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
MIAMI BEACH
TAB 2 Experience &Qualifications
2.1 Qualifications of Proposing Firm. Provide evidence that the proposed solution is an established, proven
system that is designed specifically to meet the needs defined herein and has been used successfully by public
sector agencies.
For each project that the Proposer submits as evidence of experience for the firm and/or any principal, the following
is required: 1) project description, 2 application solution furnished & implemented, 3) agency name, 4) agency
contact, 5) contact telephone & email. For each project, identify whether the experience is for the firm or for a
principal (include name of principal).
2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used
for this project if awarded, the role that each team member will play in providing the services detailed herein,
including but not limited to system development, installation, implementation, and support of the software product and
each team members' qualifications. A resume of each individual, including education, experience, and any other
pertinent information, shall be included for each team member to be assigned to this contract.
TAB 3 System Capabilities, Project Approach, and Requirements Matrix
Submit a completed Appendix B,System Capabilities&Requirements Matrix. Responses shall be in sufficient
detail and include supporting documentation, as applicable, which will allow the Evaluation Committee to complete
a fully review and score the proposed product.
In addition, submit detailed information on the proposed software product (3.1) and technical information (3.2):
3.1 Software Application Product
3.1.1 Provide a detailed description of the system being proposed and its functionality.
3.1.2 Include information regarding enhancements or additional modules expected to be available
within the next year, including a software refresh schedule.
3.1.3 What is your level of commitment to continuous system improvements (upgrades), expansion
of system capabilities and providing client support?
3.1.4 Describe user interface capabilities, including remote and mobile access.
3.2 Technical Information of the Software Application
3.2.1 Provide a complete description of any client-side technical specifications and/or hosting
requirements for the platform proposed.
3.2.1.1 If a non-hosted solution, provide detailed infrastructure requirements and
architectural design.
3.2.2 Indicate, in detail, the level of integration of your product with existing systems and
applications.
3.2.3 Identify any third-party software required to provide the functionality required by the City.
3.2.4 Describe user rights and administrative controls.
TAB 4 Approach and Methodology
Submit detailed information addressing how proposed solution will achieve each portion of the scope of services
and technical requirements outlined in Appendix A, Scope of Work and Specifications including but not limited to
project planning and implementation (4.1), training (4.2), and maintenance/support information (4.3):
4.1 Project Planning and Implementation Information
4.1.1 Provide a complete sample project plan for this project. Include your firm's approach to project
management, implementation, migration,and training issues. Describe the implementation strategy
that would be employed to successfully complete the project as well as meet the requirements of
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MIAMI BEACH
the City within the required timeline.
4.1.2 Include a sample project schedule based on the above project plan. Indicate the significant
"milestones" in a project of this nature and magnitude.
4.2 Training Information
4.2.1 Describe the training program approach for the City. Include Administrator, Power User, and
Full User roles; including in-house training ("Live");.
4.2.2 Describe all training manuals and formats available. Describe other methods or training
available to City users.
4.3 Maintenance/Support/Warranty Information
4.3.1 Describe the levels and types of ongoing system support and maintenance provided by your
firm. Specify the current version of your system, next major upgrade, how often the system is
upgraded, and how the upgrades are accomplished.
4.3.2 Indicate how support would be provided to our location (hotline telephone support, email, on-
site, helpdesk, etc.). Describe the support escalation process should initial methods of support not
adequately address the issue(s).
4.3.3 Describe software and services warranty coverage. Provide any available Service Level
Agreement(s) ("SLA") for the City's consideration.
TAB 5 Cost Proposal
Pricing: Provide complete, detailed pricing on all aspects of the project. Prices should be provided on the following,
at a minimum:
5.1 License(s) — Indicate whether licensing is based on site licenses, concurrent users, or named users or
combinations thereof. Provide relevant firm pricing. If applicable, indicate the next level of pricing if the number
of users is increased.
5.2 Support/Maintenance— Indicate support/maintenance costs for the initial term of the contract and also for the
renewal years. Define whether these costs are fixed or based on a percentage of licensing costs. Indicate which
services are included and which are optional. Indicate when support/maintenance costs are due in relation to
"go-live" and when they become effective.
5.3 Costs per Project Phases — Provide a lump sum price for integration, data conversion, and implementation.
Provide details of anticipated effort and time required.
5.3.1 Other Additional/Optional Services Costs— Provide an hourly/daily rate, as well as an estimate of the
amount of time required to provide each of the following services, if applicable:
• Customization of system;
• Additional training sessions, if required; and
• Any other potential costs not included in the above.
Quantitative factors shall not be considered by the Evaluation Committee. Quantitative factors will be considered by
he City Manager in preparing his recommendation to the City Commission. In considering quantitative factors, the
City Manager may also consider any feedback or information provided by staff, consultants or an other third-.art
in developing an award recommendation in accordance with Sub-section 4 below.
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SECTION 0400 PROPOSAL EVALUATION
1. EVALUATION OF PROPOSALS.All responsive proposals will be evaluated in accordance with this section. If more
than one proposal is received, the City Manager may appoint an Evaluation Committee to consider and provide
feedback on the qualitative factors of each proposal. In the event that only one responsive proposal is received, the
City Manager, after determination that the sole responsive proposal materially meets the requirements of the RFP,
may, without an evaluation committee, recommend to the City Commission that the Administration enter into
negotiations. In the evaluation of proposals, Proposers may be requested to make additional written submissions of a
clarifying nature or oral presentations to the Evaluation Committee. Failure to provide the requested information within
the time prescribed may result in the disqualification of proposal.
2. QUALITATIVE FACTORS. The Evaluation Committee shall only consider qualitative factors. The Evaluation
Committee shall not consider quantitative factors (e.g., cost) in its review of proposals. The Evaluation Committee
shall act solely in an advisory capacity to the City Manager. The results of the Evaluation Committee process do not
constitute an award recommendation. The City Manager may utilize, but is not bound by, the results of the Evaluation
Committee process, as well as consider any feedback or information provided by staff, consultants or any other third-
party in developing an award recommendation in accordance with Sub-section 3 below. In its review of proposals
received,the Evaluation Committee may review and score all proposals,with or without conducting interview sessions,
in accordance with the following criteria:
Option(s): 1 (Application 1), or 2 (Application 2), and 3 (Both applications) will be evaluated separately. Please refer
to Section 0300 for further information.
Qualitative Criteria Maximum Points
Experience and Qualifications 40
System Capabilities & Requirements Matrix 40
A..roach and Methodolo• 20
TOTAL AVAILABLE POINTS 100
3.QUANTITATIVE CRITERIA. To the results of the Evaluation Committee review and scoring of proposals as
stipulated above, staff may award an extra five points to the any proposer to which the veteran's preference is
applicable. See Section 0200 link.
Quantitative Criteria Maximum Points
Veterans Preference 5
TOTAL AVAILABLE POINTS 5
4. COST. Cost shall not be considered by the Evaluation Committee. Cost will only be considered by the City Manager
in preparing his recommendation to the City Commission. In considering cost, or any other factor, quantitative factors,
the City Manager may consider any feedback or information provided by staff, consultants or any other third-party in
developing an award recommendation in accordance with Sub-section 5 below.
5. DETERMINATION OF AWARD.The City Manager shall consider qualitative and quantitative factors, in accordance
with Sub-section 2 and 3 above, to recommend the proposer(s) he deems to be in the best interest of the City, or may
recommend rejection of all proposals. The City Manager's recommendation need not be consistent with the scoring
results of the Evaluation Committee process, if applicable, and shall take into consideration Miami Beach City Code
Section 2-369, including the following considerations:
(1) The ability, capacity and skill of the Proposer to perform the contract.
(2) Whether the Proposer can perform the contract within the time specified, without delay or interference.
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(3) The character, integrity, reputation,judgment, experience and efficiency of the Proposer.
(4) The quality of performance of previous contracts.
(5) The previous and existing compliance by the Proposer with laws and ordinances relating to the contract.
The City Commission shall consider the City Manager's recommendation and may approve such
recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select
another Proposer(s) which it deems to be in the best interest of the City, or it may also reject all Proposals.
6. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected
Proposer(s). Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected
Proposer in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by
Proposers that no property, contract or legal rights of any kind shall be created at any time until and unless an
Agreement has been agreed to; approved by the City; and executed by the parties.
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APPENDIX A
miAmi b . 4,,,,Lsti
Scope of Work &
Specifications
RFP 2020- 131 -JC
Comprehensive Enterprise Property,
Tenant, and Grant Management
Software
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
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Cl. Scope of Work.The City of Miami Beach Office of Housing and Community Services("HCS") is looking
for a comprehensive and scalable software solution for Tenant Management and Federal Housing Grants
Management, to assist the HCS manage its affordable housing units, comply with the U.S. Department of
Housing and Urban Development ("HUD") Code of Federal Regulations, and optimize staff productivity by
automating manual processes.
The City is seeking a qualified firm(s) in order to deliver an application(s)that will streamline and digitize the
current HCS workflow, including: tenant enrollment and certification, affordable housing unit administration;
compliance reporting of its residential portfolio, and administration of HOME Investment Partnerships, State
Housing Initiatives Partnership ("SHIP") and Community Development Block Grant ("CDBG") allocations. In
addition, applications must integrate with the City's MUNIS ERP system. The software application(s) will
deliver the following two(2)solutions:
Application 1: Tenant Management
• Asset Management;
• Resident Processing and management tool to track tenant information and historical data;
• Resident re-exam capability to manage the tenant certification and eligibility processes;and
• Financial capability to keep track of tenant rent and fees.
Application 2: Grants Management
• Public Services(CDBG funding allocations);
• Housing Rehabilitation (SHIP funding allocation);
• Down Payment Assistance (SHIP funding allocation); and
• Multi-Family Rehabilitation (HOME,CDBG and SHIP funding allocations).
C2. APPLICATION 1:TENANT MANAGEMENT
The City of Miami Beach must adhere to the HOME rental program guidelines while admitting new tenants
and recertifying existing households on an annual basis. The incomes of households in the HOME program
must not exceed eighty (80) percent of the area median (High HOME units). In rental projects with five or
more assisted units, at least 20% of the units must be occupied by families with incomes that do not exceed
50%of the HUD-adjusted median (Low HOME units.)HOME income limits are published each year by HUD.
The application must capture the income limit table with a corresponding effective date. Transactions must
pick the correct income limit table base on the transaction effective date. The application should let the
administrator enter new income limit tables with a future date without affecting current calculation. While the
80% rule is currently set to 80%of the income limit, the rule should not be hard coded in the application. The
administrator should be able to change the threshold in the future if HUD changes the rule.
For application development purposes, rents are determined based on the HOME rent limits and utility
allowances determined by a specific HUD methodology.As it pertains to rents,the software application must
be structured according to the following guidelines:
2.1 Home
• Must Follow 80% Rule.
2.2 Housing Voucher
• Must Follow Rent Limits;
• Enable Tracking of Subsidy Payment; and
• Enable Tracking of Subsidy Paying Entity.
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2.3 Tenant Rent
Tenant rent is to be understood as the amount payable monthly by the family as rent to the City of
Miami Beach. Rents may be paid online or in person. Mailed payments are not accepted.
2.4 Tenant Subsidy
Tenant subsidy is to be understood as the amount of rent paid to the City of Miami Beach by the
subsidizing entity on behalf of the tenant. There is not a requirement to track programs beyond a
subsidy type or a non-subsidy type.The application should be capable of tracking at the certification
level, the subsidy amount, and the entity paying the subsidy. Additionally, the capability of data
extraction and reporting must be built into the application functionality.
2.5 Increment
An Increment is used to define financial elements for the certification.The application must allow for
the addition of new codes as needed. Additionally, each code must have a corresponding MUNIS
account code.Munis Charge Codes may be pulled directly from Munis, imported from a file,or added
to the system manually. Each increment should have the following data points codes:
• Program (Pick list from HOME,Voucher);
• Increment Name (Free Form);
• Charge Codes with Munis Code(unbounded table);
• Tenant Rent;
• Subsidy;
• Utility Payment;
• Security Deposit;
• Attorney Fee;
• Rent Key Fee;
• Rent Late Fee;
• Repair Fee;
• Unreturned Key;
• Unpaid Utilities;and
• Miscellaneous.
2.6 Building, Unit, Low Home Unit—25% Low Home
A unit is understood to be a place of residence that is being rented out to the tenant. We want to
track each building and individual unit within the portfolio. A particular building can have many units
and a unit should be flagged as either a Low HOME or High HOME unit.All buildings must have 25%
of units flagged as"Low HOME."
Each unit must track the following:
• Address Location;
• Building Name;
• Bedroom Size; and
• Low HOME or High HOME designation.
2.7 Occupancy History
As Tenants move in and out of a unit,an occupancy history data table must be populated for reporting
purposes.The data tracked should at a minimum, include:
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• Tenant/Family;
• Unit;
• Low/High HOME flag;
• Move-in Date; and
• Move-out Date.
2.8 Income Certification Process
An income certification is completed on an annual basis,ninety(90)days before the expiration of the
residential lease, which cannot exceed one (1) year. Tenant must be certified every year to ensure
eligibility based on the 80%rule as well as pass a background check.A certification must be available
within the application that can track the following:
• Effective Date of the Certification;
• Next Recertification Date(1 year from Effective Date);
• Move in Date(which may be different from the effective date);
• Tenant;
• Unit;
• Increment;
• Family Members, name, DOB, immigration status, etc.;
• Family Member's Income=>track income by family member;
• Family Member's asset=> real property and financial;
• Total Annual Income=>calculated field;
• Disability(yes/no);
• Student(yes/no);
• Elderly(yes/no);
• Ethnicity;
• Hispanic or Latino;
• Non-Hispanic or Latino;
• Race;
• American Indian or Alaska Native;
• Asian;
• Black or African American;
• Native Hawaiian or Other Pacific Islander;
• White;
• Other;
• Total Unit Rent;
• Tenant Portion of Rent;
• Subsidy Portion (if increment program is voucher);
• Subsidy Paying Entity(if increment program is voucher);
• Low/High HOME flag (For historical reports);
• Criminal background flag for all adult members of the household;
• Security deposit=>amount that is deposited in the escrow account; and
• Munis Tenant ID.
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2.9 New Admission
In this process, the City of Miami Beach processes and certifies a new tenant from the affordable
housing waitlist. The case worker creates a new working certification, assigns a unit,then proceeds
to capture the tenant information, rent, criminal background screening, subsidy, and related tenant
information.Once all the data is entered by the case worker,the software application must determine
eligibility using the 80% rule (noted above). Once the tenant's eligibility is confirmed, the tenant
application status will change to an approval designation. Keep in mind the rent must be prorated on
the first rent run based on the move-in-date.
2.10 Annual Recertification
Every year the City of Miami Beach must recertify the tenants to ensure compliance with the 80%
rule.A letter is sent to the tenant advising the date of the recertification appointment ninety(90)days
before the expiration of the tenant's residential lease. The case worker will then use the working
certification to change or add any relevant data, then approve the certification, as necessary.
Approval of recertification is done in the future and should not affect the rent run until it becomes
effective.
C3. APPLICATION 2: GRANTS MANAGEMENT
The City receives federal and state allocations through HUD and Florida Housing Finance Corporation for
HOME, CDBG and SHIP.The respective program allocations are distributed annually and must be expended
on eligible activities delineated in the City's five-year City's Consolidated Plan. Every year, the City releases
a Request for Proposal (RFP) to solicit eligible affordable housing, capital and public service projects within
the City that will be funded by HOME and CDBG. After the City reviews and approves eligible applications,
sub-recipients must provide a monthly progress report of their expenditures and project accomplishments.
Below are requirements of the proposed software application that must be included,ata minimum, in the RFP
response in order to allow for adequate tracking of allocated grants funding:
Administrators should have access to the following information:
• Intake and assessment of eligible participants;
• Uploading supporting documentation;
• Scope management;
• Procurement documents;
• Contractor information;
• Project timeline;
• Project budget; and
• Pending tasks;
Sub-recipients should have access to the following:
• Contractor information;
• Project timelines;
• Project budget;
• Ability to upload draw requests;and
• Ability to upload Section 3 reports and certified payroll.
3.1 HOME
The HOME program funds a wide range of activities including building, buying and/or rehabilitating
affordable housing for rent or homeownership for low-income households.The HOME program must
ensure compliance with program requirements and expenditure timelines. The Multi-family
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rehabilitation module would be applicable to the HOME program, in order to track sub-recipients
responsible for carrying out eligible projects.
3.2 CDBG
The CDBG program supports programming that benefits low-to moderate-income households
through direct public services and capital improvements. The City must track the progress and
accomplishments of each sub-recipient receiving funds for public service and capital project
activities.
3.2.1 Public Services (CDBG funding allocation) This module needs to provide a
dashboard view that includes the information detailed below. Additionally, the modules for
public service and multi-family rehabilitation must have the ability to generate reports in
order for City staff to track and successfully administer its CDBG-related projects.
3.2.2 Portal access-A dashboard information for all sub-recipients currently receiving
funds should be accessible to administrators and subrecipients.
Administrators should have access to the following information:
• Request for Proposal(RFP)application;
• Insurance renewal expiry dates;
• Section 3 information;
• Project description;
• Project budget;
• Pending tasks;
• Cumulative accomplishment reports; and
• Cumulative draw request information.
Sub-recipients should have access to the following information:
• Submit their annual RFP application;
• Upload monthly accomplishment reports;
• Upload monthly draw requests; and
• View project budget.
3.3 SHIP
The SHIP program awards funds to eligible low-very low-and moderate-income households through
the First Time Homebuyer Program and Homeowner Rehabilitation Program. Both of these modules
should be able to generate reports and process applicant information, as well as track the progress
of individual projects to ensure timely expenditure of funds.
3.3.1. Housing Rehabilitation (SHIP funding allocation) This module needs to provide
information for administrators and sub-recipients alike.
Administrators should have access to the following information:
• Intake and assessment of eligible participants;
• Uploading supporting documentation;
• Scope management;
• Procurement documents;
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• Contractor information;
• Project timeline;
• Project budget;and
• Pending tasks.
Sub-recipients should have access to the following:
• Contractor information;
• Project timelines; and
• Project budget.
3.3.2 Down Payment Assistance(SHIP funding allocation)
Administrators should have access to the following information:
• Intake and assessment of eligible participants; and
• Uploading supporting documentation.
Sub-recipients should have access to the following:
• Program Application
C4.SPECIAL CONDITIONS
1. TERM OF CONTRACT. The original term of the contract shall be three (3) years from the acceptance of
the product install.
2. OPTIONS TO RENEW. The City Manager may approve two(2)additional one-year renewal periods.
3. CHANGE OF PROJECT MANAGER. A change in the Consultant's project manager (as well as any
replacement) shall be subject to the prior written approval of the City Manager or his designee (who in this
case shall be an Assistant City Manager. Replacement (including reassignment) of an approved project
manager or public information officer shall not be made without submitting a resume for the replacement staff
person and receiving prior written approval of the City Manager or his designee(i.e.the City project manager).
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APPENDIX B
MIAMI B
System Fand
Requirements Matrix
THIS FORM IS TO BE SUBMITTED AS PART OF TAB 3, SECTION 0300
RFP 2020- 131 -JC
Comprehensive Enterprise Property,
Tenant, and Grant Management
Software
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
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THIS FORM IS TO BE SUBMITTED AS PART OF TAB 3, SECTION 0300
The successful proponent, if any, is to meet or exceed the following requirements:
REQUIREMENT INDICATE COMPLIANCE SUPPORTING DOCUMENTS OR
Yes/No DETAILS(as applicable)
1. Established Proven System
a. Provide evidence that the proposed solution is an
established proven system that is designed
specifically to manage requirements required by
HCS for the respective Application (Tenant
Management or Grant Management) proposed.
2. System Requirements
a. Secure, intuitive, user-friendly,flexible, and
reliable ability to add multiple users for roll-based
access and administrative access.
b. The user interface should be profile driven and
personalized.
c. Ability to provide a public-facing dashboard.
d. Ability to allow staff to enter updates(actions).
e. Ability for system to present progress made on
projects through graphs and tables, exportable data for
reporting purposes, etc.
f. Integration with Munis ERP.
g. Customization of fiscal data fields.
h. Ability to track progress and capture key metrics.
3. Reporting
a. Internal dashboard to report(%of objectives,
goals and actions completed, applications
received, completed, status charts(completed, in
progress and delayed), status by vision area, etc.).
b. Reports are to be available in a variety of chart
and graph forms.
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c. Flexibility in reporting (charts, text, milestone,
commentary).
d. Ability to export reports in Excel and pdf format.
e. High level reporting capabilities.
f. Reports should be capable of Daily, Weekly,
Monthly, Quarterly, and ad-hoc.
4. Users and Licensing
a. The specific user types and required number of
licenses are as follows:
• 3-10: Administrative Role
• 50: Power and Standard Users
• Admin users will require ability to have full
user capabilities, role management and user
creation. Power users will have access to
base functionality as well as editing projects
as assigned. Standard User to have only base
functionality.
• Active Directory Integration and/or SamL
and/or AzureAD (OpenID Connect)
5. Storage Capacity
a. Stores all documentation entered in the system
and may be customized as needed at the request
of the City:
• Dashboards
• Performance measures (if added)
• Budgeting
• Payments tracking
• Receipting
• Any restrictions in storage must be disclosed
6. Advanced Search Capabilities
a. Ability to search and find by calling on any
populated field.
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7. Data Entry
a. Ability for company to load all vision areas, project
goals, management objectives and commission
actions.
b. Ability to deliver complete solution (goals,
objectives, actions)within 90 days from initiation of
engagement to delivery
8. Browser Requirements
a. Compatible with these five internet browsers:
• Microsoft Edge
• Firefox
• Google Chrome
• Safari
• Internet Explorer
b. Mobile friendly with responsive display features.
9. File Migration and Implementation
a. Implement and configure areas described in RFP
specifications. Please note any exceptions.
b. Vendor to load all necessary webpages and fields
into system as part of the deliverable.
c. Vendor to guide and create along with HCS team
on the best template to use for data entry and
reporting.
10. Service and Management
a. Includes system training for all users.
b. Training shall ensure the assigned the City's staff
is proficient in the full operation of the system,
including:
• Trouble-shooting
• Report writing
• Efficient use of the entire system to its full
capabilities
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• Administration, User creation and role
assignments
c. Phone and/or online support 24/7 for duration of
contract.
d. Includes all system patches, refreshes, and/or
upgrades during the term of the license
agreement.
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APPENDIX C
M I AAA I BEAr
Insurance Requirements
RFP 2020- 131 -JC
Comprehensive Enterprise Property,
Tenant, and Grant Management
Software
PROCUREMENT DEPARTMENT
1755 Meridian Avenue, 3rd Floor
Miami Beach, Florida 33139
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MIAMI BEACH
INSURANCE REQUIREMENTS
This document sets forth the minimum levels of insurance that the contractor is required to maintain
throughout the term of the contract and any renewal periods.
The vendor shall maintain the below required insurance in effect prior to awarding the contract and for the duration of
the contract. The maintenance of proper insurance coverage is a material element of the contract and failure to
maintain or renew coverage may be treated as a material breach of the contract, which could result in withholding of
payments or termination of the contract.
A. Worker's Compensation Insurance for all employees of the vendor as required by Florida Statute 440,
and Employer Liability Insurance for bodily injury or disease. Should the Vendor be exempt from this
Statute, the Vendor and each employee shall hold the City harmless from any injury incurred during
performance of the Contract. The exempt Vendor shall also submit(i) a written statement detailing the
number of employees and that they are not required to carry Workers' Compensation insurance and
do not anticipate hiring any additional employees during the term of this contract or (ii) a copy of a
Certificate of Exemption.
B. Professional Liability (Errors & Omissions) Insurance appropriate to the Consultant's profession, with
limit no less than $2,000,000.
C. Cyber Liability in an amount sufficient to cover the full replacement value of damage to, alteration of,
loss of, or destruction of electronic data and/or information "property" of the City of Miami Beach that
will be in the care, custody, or control of the vendor.
Additional Insured - City of Miami Beach must be included by endorsement as an additional insured with respect to
all liability policies (except Professional Liability and Workers' Compensation) arising out of work or operations
performed on behalf of the contractor including materials, parts, or equipment furnished in connection with such work
or operations and automobiles owned, leased, hired or borrowed in the form of an endorsement to the contractor's
insurance.
Notice of Cancellation - Each insurance policy required above shall provide that coverage shall not be cancelled,
except with notice to the City of Miami Beach do EXIGIS Insurance Compliance Services.
Waiver of Subrogation — Vendor agrees to obtain any endorsement that may be necessary to affect the waiver of
subrogation on the coverages required. However, this provision applies regardless of whether the City has received a
waiver of subrogation endorsement from the insurer.
Acceptability of Insurers — Insurance must be placed with insurers with a current A.M. Best rating of A:VII or higher.
If not rated, exceptions may be made for members of the Florida Insurance Funds (i.e. FWCIGA, FAJUA). Carriers
may also be considered if they are licensed and authorized to do insurance business in the State of Florida.
Verification of Coverage — Contractor shall furnish the City with original certificates and amendatory endorsements,
or copies of the applicable insurance language, effecting coverage required by this contract. All certificates and
endorsements are to be received and approved by the City before work commences. However, failure to obtain the
required documents prior to the work beginning shall not waive the Contractor's obligation to provide them. The City
DocuSign Envelope ID:6F4729A0-AF88-4752-9B4E-EE2E49374088
reserves the right to require complete, certified copies of all required insurance policies, including endorsements,
required by these specifications, at any time.
CERTIFICATE HOLDER MUST READ:
CITY OF MIAMI BEACH
do EXIGIS Insurance Compliance Services
P.O. Box 4668 — ECM #35050
New York, NY 10163-4668
Kindly submit all certificates of insurance, endorsements, exemption letters to our servicing agent, EXIGIS,
at:
Certificates-miamibeach@riskworks.com
Special Risks or Circumstances - The City of Miami Beach reserves the right to modify these
requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other
special circumstances.
Compliance with the foregoing requirements shall not relieve the vendor of his liability and
obligation under this section or under any other section of this agreement.
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ATTACHMENT C
SUNBIZ & PROPOSAL RESPONSE TO RFP
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Detail by Entity Name
Foreign Profit Corporation
BENEVATE INC
Filing Information
Document Number F20000003379
FEI/EIN Number 81-0880368
Date Filed 08/04/2020
State DE
Status ACTIVE
Principal Address
3423 PIEDMONT RD NE STE 550
ATLANTA, GA 30305
Mailing Address
3423 PIEDMONT RD NE STE 550
ATLANTA, GA 30305
Registered Agent Name&Address
HARRISON, DONNA
6773 TAMARIND CIR
ORLANDO, FL 32819
Officer/Director Detail
Name&Address
Title P
RUSNAK, JOHN JASON
3652 MAYFAIR RD
ATLANTA, GA 30342
Title S
BEHM, CHRIS
2086 LAKE WINDWOOD DR
ALPHARETTA, GA 30005
Annual Reports
No Annual Reports Filed
Document Images
18/04/2020--Foreign Profit View image in PDF format
Florida Department of State,Division of Corporations
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IF ir
\, Comprehensive Enterprise
Property, Tenant, and Grant
Management Software
Solicitation 2020-131-JCf .•t'. :.
\ City of Miami Beach, Florida
:7',
14 i 7' [ '
r miAmi B EAc hi
�. .f /
Application 2 : 1.''
FEDERAL HOUSING I _i- II i
.___
GRANTS MANAGEMENT ,:...—_-....-- -
.41, -
JUNE 3, 2020 i
Benevate, Inc.
. . `' wit
' dba Neighborly Software
Q
Jason Rusnak, President . —
703.864.7231
Jason.Rusnak@NeighborlySoftware.com
bony So
Atlanta Tech Village 3423 Piedmont Road NE
Atlanta, GA 30305 www.NeighborlySoftware.com
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Section 1.1: Table of Contents
Section 1.1:Table of Contents 2
Section 1.1 Cover Letter 4
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5.3.1 Other Additional/Optional Service Costs Error! Bookmark not defined.
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N Neighborly Software
Section 1.1 Cover Letter
Jason Rusnak
President, Benevate Inc.
dba Neighborly Software
3423 Piedmont Rd NE
Atlanta, GA—30305
June 3, 2020
City of Miami Beach — Procurement Department
1755 Meridian Avenue—3'd Floor
Miami Beach, FL 33139
Dear Mr.Jason Crouch,
On behalf of Benevate Inc (dba Neighborly Software), I am pleased to submit our response to your request
for proposals for a Comprehensive Enterprise Grant Management Software (2020-131-1C Application 2). We
understand that the City of Miami Beach Office of Housing and Community Services (HCS) is seeking a
software solution that streamlines the enrollment, administration and reporting of its Public Services
(CDBG), Housing Rehabilitation (SHIP), Down Payment Assistance (SHIP) and Multi-Family Rehabilitation
(HOME, CDBG and SHIP) programs. Our software is specifically designed with those capabilities in mind.
Unlike other generic grant management solutions, our software is specifically built for, and used by, public
sector housing and community development professionals.This enables us to incorporate deep HUD
functionality in the solution. As you will note in our functional checklist, our software meets all the
requirements in the RFP.
It is important to note that Neighborly Software is much more than a grant management solution. Our
software is a one stop shop for the enrollment, administration and reporting of over eighteen different
housing, economic and community development programs. As such, our solution provides the City of Miami
Beach with not only a market-leading grant management solution, but also a market-leading affordable
housing and tenant management solution as well.
Finally, as with any software purchase and implementation there are inherent project risks. By partnering
with Neighborly Software, HCS will be mitigating its risks in four ways:
1. The Neighborly Software team has significant experience working in the public sector, specifically with
Housing and Community Development organizations. Our software is implemented and serviced by a team
of individuals who understand the unique complexities of the housing and community development
industry. Our industry knowledge not only expedites the implementation and support processes, but also
provides HCS with best practices that are proven to drive operational efficiencies, improve program
4
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compliance and maximize community investment outcomes. For HCS,this means no time wasted explaining
the nuances of HCS programs.
2. Neighborly Software has a proven software solution that is a perfect fit for the requirements in the RFP.
This provides HCS with a "running start" that will lead to a short implementation cycle, "quick wins," and an
immediate return on investment.
3. Neighborly Software is a Microsoft partner and leverages the Microsoft Azure FedRAMP Cloud for secure
encryption, hosting, redundancy, and disaster recovery. Unlike many of our"competitors,"we actively
invest in our IT solution to ensure that it meets the changing needs of housing and community development
organizations. Our modern software is intuitive to use and leads to rapid adoption by both grantees and
grantors. Part of the reason we are growing so rapidly, especially in the State of Florida is because of our
innovation and intuitive technology.
4. Housing, Economic and Community Development is core to the Neighborly Software mission - in fact, it is
the only market we serve.As such, HCS would be getting a committed partner that is focused on making this
solution a success as opposed to a generic grant management vendor searching for a project.
We sincerely hope that we have the opportunity to partner with the HCS on this exciting initiative. Please let
me know if there is anything else that we can do to earn your partnership!
Sincerely,
\(?/ jYji
Jason Rusnak .
President, Benevate, Inc
5
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Section 2: Experience and Qualifications
2.1 Qualifications of Proposing Firm
Benevate (dba Neighborly Software), headquartered in Atlanta, GA,was founded in 2016 on the belief that
the administration of housing, economic and community development programs is evolving. Forward
thinking communities want their staff to spend more time maximizing community investment outcomes and
less time on administration, compliance and reporting. This requires addressing the administrative
inefficiencies and financial waste associated with their paper-based files, manual processes and outdated
technology solutions (e.g. Excel spreadsheets or homegrown technology).
Our software provides a turnkey solution for the enrollment, administration and reporting of eighteen
different housing, economic and community development activities, including:
• Affordable Housing Construction • Public Service Grants(CDBG)
• Down Payment Assistance • Homeless Grants (ESG)
• Tenant Based Rental Assistance • Public Facilities& Infrastructure
• Employer Assisted Housing • Property Acquisition & Demolition
• Lead Remediation • Community Land Trust
• Housing Rehabilitation/Repair • Business Facade Improvements
• Home Accessibility Modifications • Meal Delivery Services
• Asset Management(Housing) • Economic Development Revolving Loans
• HOPWA Grants • Disaster Recovery
Neighborly Software is the only provider in the market that incorporates all the functionality required to
administer these activities, including grant management, case management, loan processing, construction
management and affordable housing compliance management. With a single integrated solution,the City
can drive operational efficiencies, improve compliance and maximize community investment outcomes.
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1. Grant Management
• Accept,review and score grant applications
• Process subrecipient draw requests
• Submit accomplishment reports
• Track funding&program income
5.Asset Monitoring 2. Case Management
• Evaluate housing unit affordability •Manage beneficiary information
• (Re)-certify tenants •Track household demographics
• Complete property inspections •Upload&store case documents
• Manage cure notices gi ni `014 C.'o •Conduct audit reviews
1
4. Construction ;,,9 5e'� 3. Loan Processing
• Complete property inspections r _ • Originate&track amortized,
• Generate work write-ups `LI deferred and forgivable loans
• Accept online contractor bids • Complete underwriting
• Process contractor draw requests • Generate loan documents
We developed our software in close collaboration with many housing, economic and community
development organizations across the country. Most of these organizations are now clients and are using
our software to administer federal (HUD, DoE),state, local and privately funded programs. We continue to
learn from our clients,frequently soliciting feedback on the solution and product roadmap. Our product
design philosophy is based around our user community, always ensuring we deliver the features and
functionality they need to be successful. Below are a few of our 115+ HUD entitlement jurisdictions.
Sample of our 115+HUD entitlement jurisdiction clients
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Neighborly Software's rapid growth is primarily driven by client referrals—we have one salesperson. As
illustrated in the map below, many of our clients are clustered together based on clients referring
neighboring cities/counties to us based on their positive experience with our software and client services.
More importantly, Neighborly Software has not lost a client in four years.
Neighborly Software Client Map
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Neighborly Software has a strong reputation and client base in the "Sunshine State."We partnered with our
first Florida client in 2016 (City of Pompano Beach) and have added twenty-two new clients over the past
three years.
3
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Neighborly Software Florida Clients
••
•
••
�•Tallahassee Tampa
(• Leon Co. ) i•Manatee Co.
®Bradford Co. Fort Myers 00
TOO
(9 Gainesville €1,,i Collier Co. 19
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Pinellas Co. Pompano Beach 9 Tamarac
O Largo Lauderhill 9 Martin Co.
14
9 Clearwater Hialeah 9 Pasco Co. �Qj®
or Polk Co. North Miami 9 Lee Co.
9 Hillsborough Co. Deerfield Beach 9 Alachua Co.
Below are three clients that reflect similar nature and magnitude of requirements as outlined in this RFP.
City of Pompano Beach Point of Contact: Miriam Carrillo,
100 West Atlantic Boulevard, Director
Suite 220 Email: Miriam.Carrillo@copbfl.com
riipano Pompano Beach,FL 33060 Telephone: (954)545-7789
Description of services provided:
P
1eaci Hosted software for the enrollment,administration and reporting for the
following programs:
1) Down Payment Assistance
2) Emergency Home Repair
3) Owner Occupied Rehabilitation
4) Grant Management(CDBG,HOME)
City of Largo,FL Point of Contact: Arrow Woodard,
201 Highland Avenue Housing&Grants Specialist
Largo,FL 33770 Email: awoodard(largo.com
PA4 Telephone: (727)586-7489
Description of services provided:
LARGO Hosted software for the enrollment,administration and reporting for the
following programs:
1) Down Payment Assistance
2) Owner Occupied Rehabilitation
3) Grant Management(CDBG,HOME)
4) Affordable Housing Development
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City of Columbia, Point of Contact: Randy Cole,
Housing/Grants Housing/Grants Supervisor
500 E Walnut, Suite 108 Email: Randall.Colc( como.gov
Columbia,MO 65205 Telephone: (713)452-9581
1111)
Description of services provided:
COLUMBIA, MO Hosted software for the enrollment,administration and reporting for the
following programs:
1) Down Payment Assistance
2) Emergency Home Repair
3) Owner Occupied Rehabilitation
4) Grant Management(CDBG,HOME)
5) Acquisition and Demolition
6) Community Land Trust
2.2: Qualifications of Proposer Team
To date, Neighborly Software has successfully implemented and is currently serving 115 public sector clients
(and counting). Not only do we have a proven implementation methodology that leverages best practices,
but we also have an experienced staff that will lead the implementation and support of the software.All
work contemplated in this RFP will be performed by Neighborly Software employees.The City's assigned
Client Support Specialist,Christa Driscoll,will spend a minimum of two days per week during
implementation to address any City questions. Below are the names and roles that will support the City
partnership.
Neighborly Software Implementation Team
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Project Lead
Jason Rusnak
1111119F Implementation Client Success
11.4-
+ Lead Lead IT Lead
Qiana Daughtry Tanya Rustin Chris Behm
CliSpecialient Suppostrt
IT Analyst
Sean Ramuchak
Christa Driscoll
me/Title Role/ Location Responsibilities
Jason Rusnak, Team Lead; • Overall responsibility and accountability for managing client
President Atlanta, GA experience from initiation to seamless transition into
operational service
• Attend all planning and configuration review meetings
• Share and recommend best practices to incorporate
• Define success criteria, establish and manage reasonable
expectations, internally and externally
• Coordinate internal resources to complete all planned tasks
and resolve all unplanned issues
Qiana Daughtry, Implementation • Day to day responsibility and accountability for managing
Director of Lead; implementation from initiation to seamless transition into
Implementation Tampa, FL operational service
• Understand, analyze and configure all functional aspects of the
client set-up and workflow
• Organize resources required and establish milestones and
timeframes internally and with client
• Communicate project status/issues/risks via appropriate media
at an agreed frequency
• Escalate issues and risks to project stakeholders in a timely and
effective manner
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Name/Title Role/Location Responsibilities
Christa Driscoll, Client Support • Assist client with the completion of the "Implementation
Client Support Specialist, Guide"
Specialist Atlanta, GA • Set up user accounts and assign role-based security
• Configure grant applications and workflows based on client
design
• Available during implementation to address any client
questions or impromptu meetings
Chris Behm, IT Lead; ■ Translate business requirements to technical requirements
Chief Technology Atlanta, GA • Assist in the configuration of the solution to client
Officer requirements
• Coordinate API reporting requirements (if applicable)
Sean Ramuchak, IT Analyst; • Create the mass upload data template and coordinate the mass
IT Analyst Atlanta, GA upload and testing of historical data
• Test& debug client set up prior to Go-Live
Tanya Rustin, Client Success • Conduct virtual training for administrators and subrecipients
Director of Client Lead; • Conduct bi-annual account reviews, including updates on new
Success Atlanta, GA software functionality
• Escalate service issues not resolved by technical support
• Act as a client advocate during internal Neighborly Software
meetings
Martin Greenlee, Subject Matter • Provide recommendations for policy and operational
SVP Sales Expert; improvements
Portland, OR • Review HUD policy/procedure questions
• Resolve issues relevant to project deliverable(s)within their
area of expertise
Jason Rusnak
PROFILE
Working at the intersection of strategy and technology,Jason Rusnak is a "disrupter"that takes great
pride in challenging the status quo. As co-founder and President of Neighborly Software,Jason is
responsible for partnering with clients to reimagine (and reinvent) how Housing and Community
Development activities are administered.
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Prior to Neighborly Software,Jason held executive management positions with Accenture's
Government Strategy practice and ADP. Jason completed his undergraduate studies at Denison
University and received his MBA from the University of North Carolina. He lives in Atlanta, GA with his
wife Liz and two sons,Jackson and Brady.
EXPERIENCE
Neighborly Software 2015—Current
Co-Founder and President
Co-founder of a company that provides a cloud based software solution to improve the
administrative efficiency and regulatory compliance of Housing, Economic and Community
Development organizations.
Automatic Data Processing (ADP), 2010—2015
Division Vice President,Strategy and Business Development
Member of the Senior Leadership Team of National Account Services (NAS), a $1.9B division of ADP.
Led a high-performing team that was responsible for driving profitable revenue growth while
transforming the business from a payroll provider to a broader Human Capital Management provider.
Accenture, 1999—2010
Senior Manager, Government Strategy
Worked closely with Federal, State and Local governments to improve government operations by
reengineering processes, incorporating new technology and/or creating long-term strategic plans.
EDUCATION
THE UNIVERSITY OF NORTH CAROLINA Chapel Hill, NC
KENAN-FLAGLER BUSINESS SCHOOL
Master of Business Administration - Entrepreneurship, May 2005
Chair of the MBA Sports Committee
DENISON UNIVERSITY Granville, OH
Bachelor of Arts in Communications and Economics, May 1999
Captain of the Varsity Basketball Team, Dean's List
National Collegiate Athletic Association (NCAA) Post Graduate Scholarship
Member of the Denison University Athletic Hall of Fame
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Chris Behm
PROFILE
Chris's career is highlighted by multiple, cross-functional roles where he has focused on leveraging
technology to improve business processes and outcomes. As co-founder and Chief Technology Officer
of Neighborly Software, Chris is responsible for product management and development of our Software
as a Service solution to help Housing and Community Development organizations improve their
efficiency and effectiveness.
Prior to Neighborly Software, Chris held multiple leadership positions with ADP most recently as VP for
ADP's Talent Management SaaS offering. Chris completed his undergraduate studies at the University
of Georgia and received his MBA from Emory University in Atlanta. He lives in Atlanta, GA with his wife
Catherine and two children, Connor and Hallie.
EXPERIENCE
Neighborly Software 2015—Current
Co-Founder and Chief Technology Officer
Lead development and client engagement for a cloud based software solution to improve the
administrative efficiency and regulatory compliance of Housing, Economic and Community
Development organizations.
Automatic Data Processing(ADP),2015—2016
Vice President, Talent Management Software Solutions
General business manager with product management and software development oversight of newly
acquired Talent Management software solutions business. Responsibility for product management,
client services and implementation.
Automatic Data Processing(ADP), 2012—2015
Sr. Director,Strategy and Data Analytics
Lead development of Business Intelligence database, designed to provide senior leadership with
critical data trends and analysis for$1.9B National Accounts division.
Consulting Roles,2001—2012
Accenture,Sapient, Brambles
Held multiple roles in consulting focused on the improvement of business processes through
technology solutions.
EDUCATION
EMORY UNIVERSITY Atlanta, GA
GOIZUETA BUSINESS SCHOOL
Master of Business Administration - Finance, May 2009
UNIVERSITY OF GEORGIA Athens, GA
TERRY COLLEGE OF BUSINESS
Bachelor of Business Administration, May 2001
Management Information Systems
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Tanya Rustin
PROFILE
Client Services Director with 10+years of experience in identifying and fulfilling customer's needs
across multiple industries with an emphasis on implementation and onboarding. Adept at managing
multiple projects in parallel while maintaining customer relationships.
EXPERIENCE
Neighborly Software 2018—Current
Client Success Director
Responsible for completing the customer project lifecycle from requirements gathering through
planning, implementation and go live. Lead and manage the expansion of the Client Success team
while continuing to streamline the implementation process for customers and internal teams.
TransUnion,2016—2018
Client Services Manager
Collaborated closely with customers to ensure 100% audit compliance and achievement of their
strategic goals while managing and maintaining day-to-day client relations for a $6M book of
business.
CoStar Group, 2013—2016
Customer Service Manager
Led a high performing team that was responsible for and managed the implementation of all
customers joining CoStar under the Apartment Finder umbrella to ensure delivery of optimal service,
improvement of client satisfaction and retention goals and consistent achievement of quality
standards.
EDUCATION
GEORGIA STATE UNIVERSITY Atlanta, GA
J. MACK ROBINSON COLLEGE OF BUSINESS
B.B.A. in Hospitality Administration
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Martin Greenlee
PROFILE
As Senior Vice President of Sales with Neighborly Software, Martin is responsible for utilizing his prior
experience in navigating interested customers from brand awareness,to overviews and sales
presentations of the solution, all the while generating sales and maintaining relationships with Housing,
Economic, and Community Development departments nationwide.
Prior to Neighborly Software, Martin focused his work on grant application management through both
a previous company and by serving 13 years in local government administration; federal pass-through
funding from the U.S. Department of Housing and Urban Development (HUD). Martin has extensive
knowledge of CDBG, HOME, and Housing Rehabilitation funding programs. Martin is a former collegiate
football kicker and received a BA in Geography with emphasis on Land Use Planning from Central
Washington University. Go Wildcats! He lives and works near Portland, OR with his three young boys.
EXPERIENCE
Neighborly Software 2018—Current
Senior Vice President-Sales
Expanding on previous roles end experiences in local government, administering federal pass-
through funding programs; Martin's current duties involve maintaining brand awareness, generate
interest across the nation,follow up on sales leads, develop and foster relationships, navigate
customers through the sales cycle and provide leadership to the sales team.
ZoomGrants 2013—2018
Customer Relationship Manager
Create and maintain relationships nationwide while selling a software product only focused on grant
application management services with a primary focus on HUD CPD funding programs for City,
County, and State governments.
City of Vancouver, WA. 2000—2013
Engineering Technician,Analyst, and CDBG/HOME Program Coordinator
Reviewed civil engineering plans for public infrastructure projects, administered the delivery and
compliance of federal pass-through funding, negotiated agreements, managed projects benefitting
low-to-moderate income citizens and neighborhoods, and transitioned the city to an online grant
application management system to reduce the amount of paper the city was using.
EDUCATION
CENTRAL WASHINGTON UNIVERSITY Ellensburg, WA
Bachelor of Arts—Geography, March 2000
Student of the Year—Career Development, 1999
NAIA College Football National Championship, 1995-1996
Central Washington Athletic Hall of Fame Inductee, 2005
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Qiana Daughtry
PROFILE
Qiana has 20+years of experience administering HUD and State funded programs. She is a nationally
recognized CDBG and HOME trainer with the National Community Development Association (NCDA).
She recognizes the need for effective and user-friendly software and joined the Neighborly Software
team to help colleagues work smarter.
EXPERIENCE
Neighborly Software 2020—Current
Implementation Project Manager
Qiana's current duties involve maintaining brand awareness, completing the customer project
lifecycle from requirement gathering through go live, and assisting with solution development.
National Community Development Association, 2018—present
Trainer
Specialized training to CDBG and HOME entitlement communities in the areas of regulations,
program management and subrecipient training and management.
Pasco County,2019—2020
Operations Manager
Primarily responsible for the internal operations of a large urban community development and
housing office that has programs for homeownership rehabilitation, rental development,
homelessness, public services, and neighborhood redevelopment funded by federal and state
funding.
City of Tampa,2012—2019
Community Development Coordinator
Supervised the development and maintenance of the City's federal and state grant funding and
programs. Provided grant support, project management and evaluation services to support the City's
community development efforts and special purpose planning projects.
Boley Centers, Inc.,2000—2012
Housing Manager
Under direction plans, organized and supervised the Section 8 Housing Assistance Payment Contract
activities for various voucher programs of the Boley Centers, Inc. Housing Authority; managed
property management team responsible for Tax Credit, privately owned rental, and group home
units. HQS Certification met.
EDUCATION
UNIVERSITY OF SOUTH FLORIDA Tampa, FL
BACHELOR OF SCIENCE IN PSYCHOLOGY, MAY 2001
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Christa Driscoll
PROFILE
Christa has several years of experience in administering Federal and State funded programs. Adept at
providing customer service and managing client relationships. Christa is a graduate of Colorado State
University where she received her Bachelor of Social Work and Master of Science in Management.
EXPERIENCE
Neighborly Software 2019—Current
Client Success Specialist
Responsible for managing various implementations to ensure tailored solution to fit the needs of
the client. Responsible for managing support desk and response to technical issues.Train software
users on best practices and features of product.
Rebuilding Together(Atlanta)-2019
Program Manager
Directed, monitored and motivated a team in coordinating housing rehabilitation projects utilizing
CDBG funds as well as private donations. Recruited and trained volunteer support staff to perform
renovation tasks. Designed work scopes for volunteers and contractor bidding engagements.
Ensured project compliance and contract implementation with the City of Atlanta.
Developmental Pathways
Projects Case Manager
Provided case management services for individuals with intellectual and developmental disabilities.
Subject matter expert for Colorado Medicaid Waiver programs. Provided project management for
home modifications,vehicle accessibility modification, and assistive technology projects.
Determined individual program eligibility according to state guidelines.
North Metro Community Services
Program Manager
Managed service coordination for individuals with intellectual and developmental disabilities by
hiring and training support staff. Monitored service delivery agencies to ensure outcomes align with
service plan goals and State guidelines.
COLORADO STATE UNIVERSITY—GLOBAL CAMPUS Greenwood Village, CO
Master of Science in Management, 2020
COLORADO STATE UNIVERSITY Fort Collins, CO
Bachelor of Social Work, 2012
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Sean Ramuchak
PROFILE
Sean has experience working with the various aspects of IT solutions such as: setting up home
computer systems, installing commercial-grade networking hardware/software, installing/maintaining
commercial-grade audio-visual systems, and developing software with large and small business teams.
He excels in creating unique solutions based on IT and business requirements that are both reliable and
user-friendly.
Before Neighborly Software, Sean attended school at Auburn University; ultimately graduating with a
bachelor's degree in Software Engineering. Afterward, he moved to Atlanta, GA to further his career in
software development.
EXPERIENCE
Neighborly Software 2019—Current
Software Developer(Full Time)
Responsible for the development of software solutions to meet the needs of organizations involved
with public housing and grant management;these responsibilities include monitoring system
performance,ensuring a reliable and secure platform for client use, and addressing additional client
needs through software enhancements
UDA Technologies 2017—2019
Software Developer(Cooperative Education Program)
Responsible for the development,testing, implementation, and maintenance of various projects
through teamwork and communication with other developers and project managers
Auburn University OIT Department 2015—2016
Classroom Support Specialist(Student Employment)
Responsible for assisting campus faculty with technical questions and malfunctioning equipment,
performing scheduled maintenance on classroom equipment, and keeping accurate logs of all
troubleshooting steps
BWS(Business Warehouse Solutions) 2013—2014
Information Technologies Intern(High School Paid-Internship)
Responsible for assisting campus faculty with technical questions and malfunctioning equipment,
performing scheduled maintenance on classroom equipment, and keeping accurate logs of all
troubleshooting steps
EDUCATION
AUBURN UNIVERSITY Auburn, AL
SAMUEL GINN COLLEGE OF ENGINEERING
Bachelor of Software Engineering, May 2019
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Section 3: System Capabilities, Project Approach, and Requirements Matrix
3.1 Software Application Product
3.1.1 Description of Neighborly Software's System and Functionality
Neighborly Software is the only software solution that provides access to all stakeholders associated with
housing, economic and community development programs. For all stakeholders, Neighborly Software
enables real time collaboration through automated emails, assignable tasks and configurable workflow. The
below graphic provides a brief overview of the roles and actions available for each stakeholder.
Neighborly Software Grant Management Stakeholder Collaboration
ADMINISTRATOR SUBRECIPIENT
• Enroll&qualify applicants • Apply for grant/loan programs
• Manage projects and funding =o= • Submit accomplishment reports
• Track and manage loans • Make draw requests
BENEFICIARIES PROPERTY RlINAGER
• Apply for programs c_r4 • Upload rent rolls
• Attest to annual program compliance 1IZZ • Respond to cure notices
• Check loan balances Neighborly Software • Request rent increases
CONTRACTOR � INSPECTOR
• Register&Update business info rim • Complete inspections(mobile)
• Submit construction bids • Estimate protect costs
• Make draw requests • Generate work write-ups
During every client kickoff meeting, we explicitly state that the goal of Neighborly Software is to eliminate or
significantly reduce paper, spreadsheets, emails and manual processes. We make this bold statement
because our software is designed by, and built for, housing, economic and community development
practitioners. We know your unique challenges, including:
• Rows of filing cabinets that overflow with paper case files
• Thick paper binders used by your grant reviewers
• Manual and paper intensive draw approval process
• Manual effort required to create grant agreements for subrecipients/developers
• Significant time your field staff wastes transcribing paper forms (e.g. monitoring)
• Time your property inspectors waste manually uploading pictures to a shared site
• Amount of manual work required to maintain compliance with rental affordability
• Excel "gymnastics" you perform to create ad-hoc reports
• Shadow budgets you manage to reconcile your funding
• Important time you spend preparing for a HUD/internal audit
• High volume of daily emails you send, many of which go unanswered
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Neighborly Software's standard features enable us to address all of these aforementioned challenges.
The following two pages highlight the features that will be configured during implementation to meet
the unique needs of the City of Miami Beach.
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Portal.A branded portal,with a unique
web address, provides a one stop shop for
all of the City programs.
Sign l„ Q.glue,
MIAMIBEACH
Online Application. Subrecipients,
NM,ome,Y,tie oYYorMum ee.h, -��• i
developers and households can Ilarongand Community Se•Kes Rotwar I
apply/qualify for grant funding online,
W.s:fk'•.n mmi.a.Ree.Ma....un 4;i a .nn..r
including the electronic submission and a,.., , ime�
storage of all required documentation.
Empower your Review Committee.
Enable your review committee to score N Nelgl,body Sof,ware
applications online based on weighted
criteria and/or qualitative assessments.
Screen Shot:Branded Portal
Manage Contracts. Automate the N
processing of grant contracts, including
.b. ...,... Pan Pavan template-based document generation and �.,��..�:,. "� Dancriwon
electronic signatures. _.., „_,"
Streamline Reporting. Notify
Subrecipients when compliance and °a�`.•
accomplishment reports are due and allow
them to complete the reports online.
•.• •al.. gMl_•__v.__MV,aOM"e+.,n�,Pn'Matw Ce.v.lw..w,p
Q xrn+ w....a ewx., vww Mf.rri.rwvml"ne.d"wrrnr.f� Me.ws4ol M4
Produce Consolidated Reports. •
Automatically consolidate all subrecipient u.• •:. Ma., »-MOO.ban,kwon Wan r--
•
accomplishment reports into one
Scre'
comprehensive and auditable report
(CAPER).
Good Afternoon,Jason!
Enforce Monitoring Controls. Complete •
�"
"Site" and "Desk" monitoring reports using
customized forms and checklists, including 64\ -•
electronic signatures. l
Workflow. Configurable workflow ensures ._
that all compliance steps and approvals ••
are completed. "' N,y fes- --- 1•11,26.7
•
Tasks. Assign and track tasks and due
Screen Shot:Real Time Dashboar.
dates for all program activities.
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Budget Management. Allocate and track
multiple funding sources by program,
recipient and funding year. •
Oru•0041 0100"/ 000001
.,°.
Online Draws. Enable Cosh CMG 2011 w'0000 440000 SOS
S 040. CMG 201$ 4 522 CO 4,000 00 U 42:CO
subrecipients/developers to submit draw """"
1/L°5200 L T...wqiCMw.c.boots CD°G 201. 42°0000 .000 4200000
requests online, including all required • Gaiatt Adroattarr000r Coats C00G 204 •200 00 WI DO 4320000
supporting documents. •""".4290000 •i'
.°......r.0 w 72200
Compliance Alerts. Monitor and track
compliance requirements, including Screen Shot:Budget Management
automatic email notification for past due
events
Map. Plot all projects/services on a city-
wide map. i
Reports. Understand program specific -_
results with real-time dashboards and r f . IP?�
pre-configured and ad-hoc reports. o , t ,.
Loan Management. Originate and .o it`?w _° •r
t --t
automate the management of grants, . �► ,I a R '
deferred loans,forgivable loans and ''1 .. 1111
amortized loans. Screen Shot:Project Map
Mobile Inspections. Enable housing
inspectors to complete an online HQS
Inspection tnformaton ft
inspection form onsite, eliminating the ^-•.-----°�-°-•0-"••—••
need to return to the office to re-key
reports. . ,1...420°.
1,..._..__... t• 0 0 0 61010000na04•
Developer Information. Collect store and ,,�o..,• M• • moat ammo.-* ,1..111.•
report on developer data, including 1I9.Nrto*• •A0 r w .w•
license and insurance renewals
1 s w.....:.w...• tw•w .0•• .:.....yrn 44400000112101•
Security. Protect sensitive data with role- ,•Oman.C.,...3.• ,a M ,1,,,,,;,*
based security and an audit log that
tracks all software activity with a date, Screen Shot:Mobile Property Inspection
User ID and IP address stamp.
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3.1.2 Enhancements Expected and Software Refresh Schedule
Since our inception in 2016, Neighborly Software has been committed to reimagining and reinventing the
way Housing, Economic and Community Development organizations administer their programs.Today,we
have over 115 organizations across the country using our intuitive software to administer 18 different
housing, economic and community development programs. We continue to break new ground in helping
our clients improve their efficiency and compliance.
Neighborly Software's modern technology and extensible architecture of enables us to innovate quickly. We
do not need an "army" of developers to maintain old legacy code. As such,we can focus on delivering a
scalable and feature rick solution to our clients. Neighborly Software's roadmap for expected
enhancements over the next eighteen months can be reviewed in the table below.
Release Date Functionality Description
Summer 2020 Report Builder Administrative users,with the appropriate permissions,will be able to
API configure ad-hoc reports via the User Interface,and access the result
sets via secured API by passing a custom report Id value(along with
API authentication credentials). This functionality is typically used by
clients who manage a "data mart"and have a need to aggregate and
analyze data across different systems.
•
Winter 2021 Housing Ability to administer and report on HUD's Housing Vouchers program,
Vouchers including integration with the
PIC/MTCS
•
Summer 2021 IDIS Integration Ability for Administrators to request their grant funding from HUD
and report on what is accomplished with these funds via an IDIS
integration with Neighborly Software.
Major and minor software upgrades are automatically deployed and require no client administration. Minor
upgrades occur on a monthly basis(3-week development sprints),while Major upgrades typically occur on a
semi-annual basis. Our upgrade testing process ensures that new features or enhancements to existing
features are synchronized with the previous version,and that updates will not degrade the performance or
operation of existing functionality.
Clients will be notified at least a month in advance of Major upgrades and may be asked to take part in user
acceptance testing. For all Major upgrades, new functionality will be reviewed in a virtual training webinar.
Additional training guides and release notes will be provided as necessary.All costs for Major and Minor
upgrades are included in the annual recurring fees.
3.1.3 Continuous System Improvement
Clients can submit software enhancement requests via their Client Success Manager. Twice per year,
Neighborly Software reviews and prioritizes the requests across our client base. Functionality that has
applicability across our client base is typically given priority.
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Since our inception, we have continued to improve our software through two major releases each year, as
outlined below:
Release Date Functionality Description
Summer 2016 Online Ability for households/businesses to apply for 18 HUD activities and
Applications for administrators to qualify applicants based on HUD standards
(income,assets, underwriting,etc).
Winter 2017 Funding& Ability for administrators to allocate and track federal,state,local and
Budget private funding sources across multiple activities and projects via
Management grant-based accounting.
Summer 2017 Subrecipient Ability for subrecipients to apply for grant funding,complete
Grant accomplishment reports and make draw requests.Ability for
Management reviewers to score applications and make funding recommendations.
Winter 2018 Loans Module Ability for administrators to originate,administer and report on
forgivable, amortizing and deferred loans.
Summer 2018 Work Write Ups Ability for construction specialists to create work write ups and cost
estimates based on 900 configurable construction specifications.
Winter 2019 Contractor Ability for contractors/developers to register and update business
Portal information,submit construction bids and make draw requests.
Summer 2019 Affordable Ability for administrators and property managers to track,monitor
Housing Asset and report on affordable housing compliance requirements.
Compliance
Winter 2020 Usability Achieved Americans with Disabilities Act Level AA compliance and
enabled the software to support 60+languages.
3.1.4 User Interface Capabilities
Neighborly Software is built with a responsive design that dynamically renders on any mobile or tablet
device (Apple,Android, MSFT, etc).An internet connection is required.This enables remote and field staff to
remain productive and efficient regardless of their location. Below are a few capabilities that can be
completed in the field via a mobile device:
• Access to all case information, including progress reports, budgets and electronic documents
• Ability to complete onsite monitoring reviews, including checklists and uploading supporting
documents
• Ability to create/edit applications on behalf of an applicant
• Ability to approve and reject draw requests
• Ability to enter case and construction notes (audit log)
• Ability to assign tasks to other administrators, subrecipients, developers
• Ability to complete property inspections(HQS, Lead, Weatherization), including capturing and
uploading pictures
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• Ability to conduct tenant file reviews
• Ability to create and email cure notices to property managers
It is important to note that since Neighborly Software is accessible via any internet connection, all staff have
access to the software outside of the Miami Beach office. This is especially important given the current
COVID-19 challenges and the number of staff likely working from home.
3.2 Technical Information of the Software Application
3.2.1 Technical Specifications and Hosting Requirements
The Neighborly Software solution is built and delivered using the Software as a Service (SaaS) model. The
solution is fully hosted using Microsoft's FedRAMP certified Azure cloud computing platform and requires no
staffing requirement from the City's IT department for installation, maintenance, backup, upgrade or
customization.
Through our partnership with Microsoft, our solution automatically scales to meet the demand for server
and data storage capacity. This ensures maximum uptime and efficient processing of each data request and
transaction. Over the past 4 years the software has had 196 minutes of unplanned outages which
corresponds to an uptime availability of greater than 99.99%.
As a part of the services, Neighborly Software is responsible for maintaining a backup of the City's data and
for an orderly and timely recovery of such data in the event that the Services may be interrupted.
Neighborly Software maintains a contemporaneous backup of the City data that can be recovered within
four (4) hours at any point in time within the last 35 days. A weekly back up of data is also available for 2
years. Automated back-ups are performed by sequel Azure and require no manual activities.
Neighborly Software is a Microsoft partner and utilizes Microsoft Azure for all hosting and infrastructure,
which includes web hosting, database hosting and blob storage. Microsoft Azure is recognized as an
enterprise-grade cloud computing platform with rigorous standards for security. All Customer data is
stored, processed, and maintained solely in certified FedRAMP data centers located in the United States.
Our primary Microsoft data center is in Virginia and the backup data center is in Texas.
Neighborly Software leverages geo-redundancy features of Microsoft Azure for the Application/Web Server,
SQL database and File Storage servers. In the event of an outage at the primary data center, the system will
automatically fail-over to the backup data center within 5 minutes without requiring manual intervention.
On an annual basis, Neighborly Software tests its Disaster Recovery capabilities by triggering a manual fail
over from its primary data center to the backup data center.
Neighborly Software was built from the ground up with security in mind. All data transmission is encrypted
with 2048 bit SSL (https) encryption, and all data is encrypted "at rest" when stored in Microsoft's SQL Azure
relational database management system. Each client/tenant is provided with a unique URL for system
access and a separate, unique database for all data storage. In addition, monthly vulnerability assessments
are conducted to protect against unauthorized access and all site activity is recorded in an audit log which
includes IP address logging.
Below are a few highlights of our data security infrastructure:
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• All data stored in Microsoft's FedRAMP certified datacenters leveraging geo-replication for
business continuity/disaster recovery support
• Secure authentication and authorization using Microsoft Identity Management
• Two-factor authentication is required for all logins from a new computer
• SSL 2048 bit SHA-2 encryption (https) ensures secure transmission of data over the Internet
• SQL Database encryption protects and encrypts all data "at rest"
• Data backups support Point in Time Restore to any point within the last 35 days
• Separate tenant database architecture logically isolates client data
• Tenant-specific audit log tracks all software activity with User Id and IP address logging
• Session timeout warnings and auto-logout after 30 minutes of inactivity
• Complex password requirements
• Protected against OWASP Top 10 with monthly vulnerability assessments using third party web
application scanning tools
• Additional information on Microsoft Azure security and SOC compliance assessments can be found
here: https://www.microsoft.com/en-us/TrustCenter/Security/default.aspx
3.2.2 Integration with Existing Systems and Applications
Neighborly Software is a multi-tenant Software as a Service solution and does not support 3rd party
integrations or client specific customizations. In our experience,system integrations are not only expensive,
but also require significant subject matter expertise from the client regarding"what to build."
Furthermore, maintenance and support of the customized code is often the responsibility of the client
and/or expensive 3,d party support contracts.The result is usually a frustrated client with an incomplete
solution and a very expensive price tag. Our approach allows us to provide a scalable and market leading
solution at a very affordable total cost of ownership.
Our upgrade testing process ensures that new features or enhancements to existing features are
synchronized with the previous version, and that updates will not degrade the performance or operation of
existing functionality.All of our clients leverage the same application code base with unique system
configurations stored in each client's database.
3.2.3 Additional Required Software & 3.2.4 User Rights and Administrative Controls
No additional third-party software is required to provide the functionality required by the City other than a
modem web browser(Chrome, Edge, Safari, Internet Explorer 12+, etc.).The software is highly configurable
and is specifically designed to meet the unique need of housing, economic and community development
organizations. Other than setting up new grant/loan programs, which must be done by Neighborly Software
staff,the City administrators, have full control of the software, including the ability to:
• Edit the grant application
• Copy an existing application for a new program year and then make edits
• Set up/modify grant funding sources and budget categories
• Add/delete case statuses
• Configure and/or modify word/email templates
• Configure and/or modify subrecipient accomplishment reports
• Add new income limits
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■ Manage user permissions
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Appendix B: System Functionality and Requirements Matrix
INDICATE COMPLIANCE SUPPORTING DOCUMENTS OR
REQUIREMENT
Yes/No DETAILS(as applicable)
1. Established Proven System
a. Provide evidence that the Yes As can be seen by our Neighborly
proposed solution is an Software Client Map in Section 2.1
established proven system that and the sampling of 115+clients
is designed specifically to provided, Neighborly Software is an
Established and Proven System.
manage requirements required
by HCS for the respective Section 4 provides the detail of the
Application (Tenant defined work requirements that
Management or Grant Neighborly Software offers.
Management) proposed.
2. System Requirements
a. Secure, intuitive, user- Yes See Section 3 above for detail.
friendly, flexible, and reliable Neighborly is able to complete
ability to add multiple users for integration with Munis ERP as a flat
roll-based access and file.
administrative access.
Neighborly Software does not
b.The user interface should be provide a public facing dashboard.
profile driven and personalized.
c. Ability to provide a public-
facing dashboard.
d. Ability to allow staff to enter
updates (actions).
e.Ability for system to present
progress made on projects
through graphs and tables,
exportable data for reporting
purposes,etc.
f. Integration with Munis ERP.
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g. Customization of fiscal data
fields.
h. Ability to track progress and
capture key metrics.
3. Reporting
a. Internal dashboard to report Yes See Section 3.1.1 on Neighborly
(%of objectives,goals and Software's System and
actions completed, applications Functionality.
received, completed, status
charts (completed, in progress
and delayed), status by vision
area, etc.).
b. Reports are to be available in
a variety of chart and graph
forms.
c. Flexibility in reporting(charts,
text, milestone, commentary).
d. Ability to export reports in
Excel and pdf format.
e. High level reporting
capabilities.
f. Reports should be capable of
Daily,Weekly, Monthly,
Quarterly, and ad-hoc.
4. Users and Licensing
a. The specific user types and Yes Neighborly Software provides you
required number of licenses the ability to customize roles and
are as follows: grant certain access levels
• 3-10: Administrative Role
Yes depending on the role.
• 50: Power and Standard Users Yes
• Admin users will require
ability to have full user Yes
capabilities, role management
and user creation. Power users
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will have access to base
functionality as well as editing
projects as assigned. Standard
User to have only base
functionality.
• Active Directory Integration No Neighborly Software does not have
and/or SamL and/or AzureAD Active Directory Integration and/or
(OpenID Connect) SamL and/or AzureAD (OpeniD
Connect).
5. Storage Capacity
a. Stores all documentation Yes See Sections 3 and 3.2.1
entered in the system and may
be customized as needed at the
request of the City:
• Dashboards
• Performance measures (if
added)
• Budgeting
• Payments tracking
• Receipting
• Any restrictions in storage
must be disclosed
6. Advanced Search Capabilities
a. Ability to search and find by Yes Neighborly Software's search bar
calling on any populated field. allows administrators to search for
cases based on Case ID, Case Name,
or Case Address. Report builder is
able to generate a report on any
field.
7. Data Entry
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a. Ability for company to load all Yes See Section 3, Software Application
vision areas, project goals, Product.
management objectives and
commission actions.
b. Ability to deliver complete
solution (goals, objectives,
actions)within 90 days from
initiation of engagement to
delivery
8. Browser Requirements
a. Compatible with these five Yes See section 3.1.1, 3.1.4, and 3.2.3
internet browsers:
• Microsoft Edge
• Firefox
• Google Chrome
• Safari
• Internet Explorer
b. Mobile friendly with
responsive display features.
9. File Migration and Implementation
a. Implement and configure Yes See section 4.1 on Project Planning
areas described in RFP and Implementation and section
specifications. Please note any 4.2 on Training.
exceptions.
b. Vendor to load all necessary
webpages and fields into
system as part of the
deliverable.
c. Vendor to guide and create
along with HCS team on the
best template to use for data
entry and reporting.
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10. Service and Management
a. Includes system training for Yes See Section 4.2 on Training
all users. Information
b.Training shall ensure the
assigned the City's staff is
proficient in the full operation
of the system, including:
• Troubleshooting
• Report writing
• Efficient use of the entire
system to its full capabilities
• Administration, User creation
and role assignments
c. Phone and/or online support No See Section 4.3.2 "Technical
24/7 for duration of contract. support is available via a toll-free
phone number and electronic mail
on weekdays during the hours of
7:00 am through 7:00 pm Eastern
time, with the exclusion of federal
holidays. Client may initiate a
helpdesk ticket during support
hours by emailing
support@neighborlysoftware.com."
d. Includes all system patches, Yes See Sections 3.1.2 and 3.1.3
refreshes, and/or upgrades
during the term of the license
agreement.
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Section 4: Approach and Methodology
Definition of Work Requirements as Outlined in Appendix A
Legend of Responses
(F) Fully provided: this function is provided in the proposed solution; may require configuration.
(CU) Customization:this function is provided but requires custom programming by the vendor; changes to
source code.
(NA) Not Available: this function is not available in the proposed solution.
Functional Requirements F CU NA Comment
HOME
3.1 The HOME program must N/ These are standard features within our
ensure compliance with Grant Management solution.
program requirements and
expenditure timelines.
CDBG
3.2 The CDBG program supports Ns/ Standard functionality. Neighborly
programming that benefits Software can automatically remind
low to moderate income subrecipients of their monthly/quarterly
households through direct reporting requirements that can be
public services and capital submitted electronically through the
improvements.The City system. Data can easily be aggregated
as well as reconciled with IDIS.
must track the progress and
accomplishments of each
sub-recipient receiving funds
for public service and capital
project activities.
Public Services—CDBG Funded
3.2.1 This module needs to These are standard features within our
provide a dashboard view Grant Management solution.
that includes the
information detailed below
(in 3.2.2). Additionally,the
modules for public service
and multi-family
rehabilitation must have the
ability to generate reports in
order for City staff to track
and successfully administer
its CDBG-related projects.
Portal Access
3.2.2 A dashboard information / These are standard features within our
for all sub-recipients Grant Management solution.
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currently receiving funds
should be accessible to
administrators and
subrecipients.
Administrators should
have access to
the following information:
• Request for Proposal
(RFP)application;
• Insurance renewal
expiry dates;
• Section 3 information;
• Project description;
• Project budget;
• Pending tasks;
• Cumulative
accomplishment
reports; and
• Cumulative draw
request information.
Sub-recipients should
have access to the
following information:
• Submit their annual RFP
application;
• Upload monthly
accomplishment
reports;
• Upload monthly draw
requests; and
• View project budget.
SHIP
3.3 The SHIP Program awards V Neighborly Software is extremely
funds to eligible low and familiar with the SHIP Program and has
moderate-income 25 clients within Florida using our
households through the First software to administer those funds and
Time Homebuyer Program more. Generating reports, processing
and Homeowner applicant information, and tracking
individual project expenditures for
Rehabilitation Program. timeliness is standard functionality
Both of these modules within the software.
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should be able to generate
reports and process
applicant information, as
well as track the progress of
individual projects to ensure
timely expenditure of funds.
Housing Rehabilitation—SHIP
Funded
3.3.1 This module needs to \,/ These are standard features within our
provide information for Grant Management solution.
administrators and sub-
recipients alike.
Administrators should have
access to the following
information:
• Intake and assessment
of eligible participants;
• Uploading supporting Standard access for administrators for
documentation; all Housing Rehabilitation
• Scope management; modules/programs.
• Procurement
documents;
• Contractor
information;
• Project timeline;
• Project budget; and
• Pending tasks.
Sub-recipients should have
access to the following:
• Contractor
information;
• Project timelines; and Standard access for subrecipients for all
• Project budget. Housing Rehabilitation
modules/programs.
Down Payment Assistance—
SHIP Funded
3.3.2 Administrators should have V Standard access for administrators
access to the following within the Down Payment Assistance
information: module/program.
• Intake and assessment
of eligible participants;
and
• Uploading supporting
documentation.
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Sub recipients should have Standard access for subrecipients
access to the following: needing to view the Program
Application.
• Program Application
4.1 Project Planning and Implementation
4.1.1 Implementation Strategy
Neighborly Software has a proven implementation methodology that has been refined over the course of
115+successful public sector implementations. Our implementation cycle can range from as quick as 24
hours (COVID-19 Grants)to as long as thirty-four weeks depending upon the number of programs being
implemented,the complexity of the programs and the responsiveness of the client. Based on the
requirements outlined in this RFP,we are confident that the software can be implemented, and all training
completed within eight weeks.Additional details and milestones regarding our implementation
methodology and approach can be found in our"Implementation Schedule."
Our software is specifically designed for housing, economic and community development programs and
incorporates many"best practices"out of the box. This significantly reduces the upfront gathering of
information and configuration required of a generic grant management solution.
Throughout the project, Neighborly Software will leverage project management tools and best practices,
including:
• Weekly status reports
• Project workplan vs actuals
• Project Risks/Issues log
• Task reports
During implementation, Neighborly Software staff will complete all configuration within the system. It is
important to note that until the client advanced system administrator(s) is fully trained and comfortable
with the configuration tools, our staff will continue to support and handle any day to day configuration
updates as needed.
4.1.2 Sample Project Schedule and Significant Milestones
Our implementation approach is iterative in nature and results in a usable,testable minimum viable product
within four weeks of the kickoff meeting. Our proposed implementation schedule is below, including a
description of all implementation meetings.
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Proposed Project Schedule
Month 1 Month 2
01 02 03 04 08
Data/ YINIIIi.
Requirements Project Kick Off Workshop
Software 4.6.111.111an
Configuration
Configuration Review#1 Configuration Review#2
User Testing
Historical
Data Import
Administrator a
Training Onsite Administrator Training
3rd Party ea
Training 3rd Party Training
Project
Management Status &Steering Committee Meetings
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Implementation Meetings Descriptions
Event Location Key Activities
Kickoff Meeting Virtual • Demonstration of the software to all key stakeholders.
• Project objectives and software requirements are reviewed
• Implementation timeline is reviewed and required roles are
identified.
• Detailed project workplan is reviewed
• Implementation Guide is reviewed. The guide identifies required
information to configure the software.
Workshop Virtual • Review completed Implementation Guide
• Review all historical data sources
• Review, discuss and recommend client best practices to
incorporate
• Project requirements are finalized
• Historical data template is provided for data capture by client
Configuration Virtual • First pass configuration is demonstrated to all key stakeholders.
Review Meeting#1 • User credentials are given to administrators for testing—
recommended that at least two existing grant management cases
are entered into the system
• Detailed feedback is captured and incorporated into next review.
Configuration Virtual • Second pass configuration is demonstrated to all key stakeholders,
Review Meeting#2 including subrecipient reporting and draw request/approval
workflow
• Additional cases are entered in the system
• Detailed feedback is captured and incorporated into next review.
• Historical data is uploaded into the system; client review and final
acceptance testing begins
Administrator Virtual • Initial configuration is complete.
Training • Virtual training(8 hours) is conducted for all City administrators for
in-scope programs
3rd Party Virtual • Conduct one virtual training session for all subrecipients for each
Training program
Weekly Status Virtual • Review and update the project work plan
Meetings • Review open risks and issues
• Distribute weekly project status reports to key stakeholders
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4.2 Training Information
4.2.1 Training Approach & 4.2.2 Manuals and Formats Available
Neighborly Software was designed specifically for Housing and Community Development(HCD)
organizations,with a user experience that feels intuitive for stakeholders (e.g. Administrators,subrecipients,
developers, households). Unlike generic grant management systems that must be adaptable to a variety of
industries, our user interface was developed working with HCD departments across the country and as such
we consistently receive positive feedback from our clients with respect to ease of use, and speed of
adoption for new users.
We mention our user experience in our"Training" response because a great user experience significantly
reduces the amount of initial training and follow-up training required for all stakeholders. In addition to the
implementation strategy and milestones listed above (Sections 4.1.1 and 4.1.2), Neighborly Software also
offers a variety of ongoing training options as outlined below.
Training Format Description
Go-Live Training Virtual An eight-hour training that walks administrators through all of the
Instructor Led software's functionality.
Advanced Virtual A four-hour training that reviews advanced configuration functionality for
Administrator Instructor Led users that have permissions to change application fields,create word and
Training email templates, update users/permissions,change annual income limits,
create new grant years,etc.
Virtual Virtual Thirty-minute online training typically offered to subrecipients prior to
Subrecipient Instructor Led the start of each grant cycle. The training highlights the process to create
Training an account,add users,and complete/submit an application. The training
is recorded and can be posted to a City website.
User Guides Online Support All stakeholders(e.g.Administrators,Subrecipients, Developers,
Reviewers) have access to User Guides that highlight software
functionality specific to their role.
Webinars Online Each month Neighborly Software hosts a one-hour webinar that provides
Instructor Lead a"deep dive"on product functionality.The webinar is open to all
&Online Neighborly Software administrators. All webinars are recorded and
Support posted to the online support forum. Below are the recent webinars:
• Loan Origination and Management
• Contractors&Work Write Ups
• Document Rendering and MS Word Templates
• Funding and Budget Module
• Creating Ad-hoc Reports via Report Builder
• Affordable Housing Asset Management&Compliance
Support Videos Online Support Short instructional videos posted to our online support forum that
highlight discreet administrator processes(e.g. how to change annual
income limits, how to generate a CAPERs report)
User Conference Training Starting in the Summer of 2021, Neighborly Software will host a two-day
user conference that highlights new software functionality,client best
practices and emerging trends in the housing and community
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Training Format Description
development industry.
In addition to the training, Neighborly Software provides a quarterly insights newsletter that discusses
important topics related to housing and community development programs as well as best practices. This
newsletter ensures that all clients are maximizing the benefits of Neighborly Software.
4.3 Maintenance/Support/Warranty Information
4.3.1 Ongoing System Support and Maintenance
Prior to the project kickoff meeting,the City will be assigned a Client Success Specialist to guide them
through the implementation process.All the initial client support, onboarding, and training is handled by
their dedicated Client Success Specialist.
Once the City is live and has received training,they are able to submit support requests to the Atlanta-based
customer support team for ongoing care and account maintenance with periodic check ins from their Client
Success Specialist to ensure that they're getting the most out of the software. For example, each year
Neighborly software provides a list of"best practices" related to technology, process and strategy.This
approach ensures that our clients are not only getting the most value out of our software solution, but also
their relationship with Neighborly Software and our growing client base. We also provide ongoing virtual
training and support for all administrators as well as 3rd party stakeholders, including subrecipients,
developers,and beneficiaries.
4.3.2 Support Provided and Support Escalation
Technical support is available via a toll-free phone number and electronic mail on weekdays during the
hours of 7:00 am through 7:00 pm Eastern time,with the exclusion of federal holidays. Client may initiate a
helpdesk ticket during support hours by emailing support@neighborlysoftware.com.
Neighborly Software uses LiveAgent for all support ticket tracking and reporting. Below are response and
resolution times for support tickets:
a. Emergency Ticket—software is unavailable or not usable, resulting in a critical impact on business
operations.This condition requires immediate resolution
Response Metric: Neighborly Software will use commercially reasonable efforts to respond to all
Emergency Helpdesk tickets within one (1) hour and resolve Emergency issues within two (2) hours of
notification.
b. Critical Ticket-Software is usable, but that some features (not critical to operations) are unavailable.
Response Metric: Neighborly Software will use commercially reasonable efforts to respond to all
Critical Helpdesk tickets within two (2) hours and resolve Critical issues within six(6) hours of
notification
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c. Standard Help Calls— Problem does not significantly impact operations, or that a reasonable
workaround is available.
Response Metric: Neighborly Software will use commercially reasonable efforts to respond and
resolve all Standard Helpdesk tickets within eight (8) hours.
If client support is unable to address a client issue within the stated timeframe, the issue is escalated to the
Client Success Director and then to the Chief Technology Officer and/or President, as necessary.
Chris Behm, Chief Technology Officer
chris.behm@neighborlysoftware.com
Jason Rusnak, President
Jason.rusnak@neighborlysoftware.com
In addition to technical support, Neighborly Software contains a help module that provides access to step-
by-step guides for all system functionality. Each stakeholder (e.g. Administrator, Developer, Subrecipient)
has their own guide based on their unique role. All new functionality is demonstrated and recorded in a
virtual training webinar/video.
All software patches/fixes are automatically deployed via the cloud without the need for client intervention.
4.3.3 Software and Services Warranty Coverage
Neighborly Software shall use reasonable efforts consistent with prevailing industry standards to maintain
the Services in a manner which minimizes errors and interruptions in the Services and shall perform the
Implementation Services in a professional and workmanlike manner. Services may be temporarily
unavailable for scheduled maintenance or for unscheduled emergency maintenance, either by Company or
by third-party providers, or because of other causes beyond Company's reasonable control, but Company
shall use reasonable efforts to provide advance notice in writing or by e-mail of any scheduled service
disruption. HOWEVER, COMPANY DOES NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED OR
ERROR FREE; NOR DOES IT MAKE ANY WARRANTY AS TO THE RESULTS THAT MAY BE OBTAINED FROM USE
OF THE SERVICES. EXCEPT AS EXPRESSLY SET FORTH IN THIS SECTION,THE SERVICES AND IMPLEMENTATION
SERVICES ARE PROVIDED "AS IS" AND COMPANY DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED,
INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A
PARTICULAR PURPOSE.
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Section 5: Cost Proposal
Neighborly Software is a hosted software solution that is billed annually in advance. Billing is broken out
into two categories: one-time implementation costs and annual recurring costs.
S.1 Licenses
The following services are included in the annual recurring costs:
• Six (6) named administrator licenses (Developers, Subrecipients, Applicants, Homeowners,
Reviewers are free to access the software)
• All software hosting, maintenance, and upgrades
• Backup of client data and for an orderly and timely recovery of such data in the event that the
services may be interrupted.
• Technical support via electronic mail on weekdays during the hours of 8:00 am through 7:00 pm
Eastern time, with the exclusion of federal holidays. Client may initiate a helpdesk ticket during
support hours by emailing support@neighborlysoftware.com.
• Virtual online training, as requested
It is important to note that should HCS utilize Neighborly Software for both RFPs,the administrator licenses
purchased in the Property and Tenant Management RFP could also have access to the Grants Management
programs. The only incremental recurring costs would be for any new administrator licenses added that
were not already purchased as part of the Property and Tenant Management RFP. In essence, an
administrator only needs one license to access all of the programs included in the software. Additional
administrator licenses may be purchased, pro-rata to the Initial Service Term, based on the pricing table
provided on the following page.
The one-time implementation fee is based on the number of programs (Public Services, Down Payment
Assistance, Housing Rehabilitation, Multi-Family Rehabilitation) being configured as well as the amount of
historical data that is being uploaded into the system.
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Year 1 Pricing
ANNUAL
Annual Recurring Fees User Price FREQ USERS PRICE
Neighborly Software Per Administrator Fee (Users 1-10) $200 Monthly 6 $14,400.00
Neighborly Software Per Administrator Fee (Users 11-20) $150 Monthly 0 $0.00
Neighborly Software Per Administrator Fee (Users 21+) $100 Monthly 0 $0.00
- Technical Support Included
- Hosting/Security in Microsoft Tier IV Data Center Included
- Data Strorage, Backup and Recovery Included
ANNUAL TOTAL $14,400.00
One Time Implementation Fee UNIT PRICE FREQ UNR• ,
Software Implementation Per Programa $1,500 One Time 4 $6,000.00
- Software Configuration to Client Design Included
- Administrator Guide Included
- Administrator Training (virtual) Included
Data Migration of Cases/Loans (Minimum $2,000) $2.50 Per Loan 0
a- Includes configuration for the following TOTAL $ 6,000.00
(1) Public Services
(2) Down Payment Assistance TOTAL YEAR 1: $20,400.00
(3) Housing Rehabilitation
(4) Multi-family Rehabilitation
5.2 Support/Maintenance
All support and maintenance costs are included in the annual recurring costs.
5.3 Cost per Project Phase
All implementation, configuration and training contemplated in the RFP will be completed in eight weeks.
Neighborly Software's pricing is outlined in the table above.
5.3.1 Other Additional/Optional Service Costs
Neighborly Software's implementation is a fixed fee. We do not provide client customizations. All
configuration of the software is included in the implementation fees. The only optional service not currently
priced is the mass upload of historical data (cases/loans). The historical data loan migration is charged a flat
rate of$2,000 or$2.00 per case/loan, whichever is greater. Please note that the import of historical data is
dependent on the availability of that data in an importable, digital format. Our implementation team will
provide an Excel based data import template to be used in the data collection effort. Data can be populated
to the template by hand or by export from another RDMS (i.e. Excel, Access).
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Comprehensive Enterprise
Property, Tenant, and Grant .
Management Software , __ ... .
Solicitation 2020-131-JC 7
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Jason Rusnak, President
703.864.7231
Jason.Rusnak@NeighborlySoftware.com
IMI Neighborly
Atlanta Tech Village 3423 Piedmont Road NE
Atlanta, GA 30305 www.NeighborlySoftware.com
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Section 1.1: Table of Contents
Section 1.1: Table of Contents 2
Section 1.1 Cover Letter 4
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Section 1.1 Cover Letter N Neighborly Software
Jason Rusnak
President, Benevate Inc.
dba Neighborly Software
3423 Piedmont Rd NE
Atlanta, GA—30305
June 3, 2020
City of Miami Beach — Procurement Department
1755 Meridian Avenue—3'd Floor
Miami Beach, FL 33139
Dear Mr.Jason Crouch,
On behalf of Benevate Inc (dba Neighborly Software), I am pleased to submit our response to your request
for proposals for a Comprehensive Enterprise Property and Tenant Management Software (2020-131-1C
Application 1). We understand that the City of Miami Beach Office of Housing and Community Services
(HCS) is seeking a software solution that streamlines information collection and workflow management for
its affordable housing units for compliance with the U.S. Department of Housing and Urban Development
("HUD"). The resulting solution(s) will optimize City staff productivity by automating current manual
processes, including tenant enrollment and certification, compliance reporting, and the administration of
HOME Investment Partnerships, State Housing Initiatives Partnership ("SHIP"), and Community
Development Block Grant ("CDBG") allocations. Our software is specifically designed with those capabilities
in mind.
Unlike other generic property and tenant management solutions, our software is specifically built for, and
used by, public sector housing and community development professionals. This enables us to incorporate
deep HUD functionality in the solution. As you will note in our functional checklist, our software meets all
the requirements in the RFP.
It is important to note that Neighborly Software is much more than a property and tenant management
solution. Our software is a one-stop shop for the enrollment, administration and reporting of over eighteen
different housing, economic and community development/service activities. As such, our solution provides
the City of Miami Beach with not only a market-leading property and tenant management solution, but also
a market-leading grant management solution as well.
Finally, as with any software purchase and implementation there are inherent project risks. By partnering
with Neighborly Software, HCS will be mitigating its risks in four ways:
1. The Neighborly Software team has significant experience working in the public sector, specifically with
Housing and Community Development organizations. Our software is implemented and serviced by a team
of individuals who understand the unique complexities of the housing and community development
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industry. Our industry knowledge not only expedites the implementation and support processes, but also
provides HCS with best practices that are proven to drive operational efficiencies, improve program
compliance and maximize community investment outcomes. For HCS,this means no time wasted explaining
the nuances of HCS programs.
2. Neighborly Software has a proven software solution that is a perfect fit for the requirements in the RFP.
This provides HCS with a "running start" that will lead to a short implementation cycle, "quick wins," and an
immediate return on investment.
3. Neighborly Software is a Microsoft partner and leverages the Microsoft Azure FedRAMP Cloud for secure
encryption, hosting, redundancy, and disaster recovery. Unlike many of our"competitors," we actively
invest in our IT solution to ensure that it meets the changing needs of housing and community development
organizations. Our modern software is intuitive to use and leads to rapid adoption by both property
managers and tenants . Part of the reason we are growing so rapidly, especially in the State of Florida is
because of our innovation and intuitive technology.
4. Housing, economic and community development is core to the Neighborly Software mission - in fact, it is
the only market we serve.As such, HCS would be getting a committed partner that is focused on making this
solution a success as opposed to a generic property management software searching for a project.
We sincerely hope that we have the opportunity to partner with the HCS on this exciting initiative. Please let
me know if there is anything else that we can do to earn your partnership!
Sincerely,
\(?j\A4
Jason Rusnak . •
President, Benevate, Inc
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Section 2: Experience and Qualifications
2.1 Qualifications of Proposing Firm
Benevate (dba Neighborly Software), headquartered in Atlanta, GA,was founded in 2016 on the belief that
the administration of housing, economic and community development programs is evolving. Forward
thinking communities want their staff to spend more time maximizing community investment outcomes and
less time on administration, compliance and reporting. This requires addressing the administrative
inefficiencies and financial waste associated with their paper-based files, manual processes and outdated
technology solutions (e.g. Excel spreadsheets or homegrown technology).
Our software provides a turnkey solution for the enrollment, administration and reporting of eighteen
different housing, economic and community development activities, including:
• Asset/Property Management • Public Service Grants (CDBG)
• Tenant Management • Homeless Grants (ESG)
• Affordable Housing Construction • Public Facilities & Infrastructure
• Down Payment Assistance • Property Acquisition & Demolition
• Tenant Based Rental Assistance • Community Land Trust
• Lead Remediation • Business Facade Improvements
• Housing Rehabilitation/Repair • Meal Delivery Services
• Home Accessibility Modifications • Economic Development Revolving Loans
• HOPWA Grants • Disaster Recovery
Neighborly Software is the only provider in the market that incorporates all the functionality required to
administer these activities, including grant management, case management, loan processing, construction
management and affordable housing compliance management. With a single integrated solution, the City
can drive operational efficiencies, improve compliance and maximize community investment outcomes.
1. Grant Management
•Accept,review and score grant applications
• Process subrecipient draw requests
• Submit accomplishment reports
• Track funding&program income
5.Asset Monitoring 2. Case Management
• Evaluate housing unit affordability •Manage beneficiary information
• (Re)-certify tenants •Track household demographics
• Complete property inspections •Upload&store case documents
• Manage cure notices §o' 6 Cq� •Conduct audit reviews
CD
4. Construction ri c
5 • 3. Loan Processing
• Complete property inspections 9 • Originate&track amortized,
• Generate work write-ups %'.1‘ deferred and forgivable loans
•Accept online contractor bids • Complete underwriting
• Process contractor draw requests • Generate loan documents
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We developed our software in close collaboration with many housing, economic and community
development organizations across the country. Most of these organizations are now clients and are using
our software to administer federal (HUD, DoE),state, local and privately funded programs. We continue to
learn from our clients,frequently soliciting feedback on the solution and product roadmap. Our product
design philosophy is based around our user community, always ensuring we deliver the features and
functionality they need to be successful. Below are a few of our 115+ HUD entitlement jurisdictions.
Sample of our 115+HUD entitlement jurisdiction clients
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Neighborly Software's rapid growth is primarily driven by client referrals—we have one salesperson. As
illustrated in the map below, many of our clients are clustered together based on clients referring
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neighboring cities/counties to us based on their positive experience with our software and client services.
More importantly, Neighborly Software has not lost a client in four years.
Neighborly Software Client Map (United States)
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Neighborly Software has a strong reputation and client base in the "Sunshine State." We partnered with our
first Florida client in 2016 (City of Pompano Beach) and have added twenty-two new clients over the past
three years.
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Below are three clients that reflect similar nature and magnitude of requirements as outlined in this RFP.
Invest Atlanta,Georgia Point of Contact:
133 Peachtree Street NE,Suite 2900 Jannis Shannon, Director Compliance
Atlanta,GA 30303 Email:jshannon@investatlanta.com
Anita R.Allgood, Director Homeownership
Email:aallgood@investatlanta.com
Telephone:(404)414-8317
Description of services provided:
I\ I ti"I ATLANTA Hosted software for the enrollment,administration and reporting for the following
programs:
1) Housing Rehabilitation
2) Affordable Housing Asset/Property Management
3) Economic Development Loans
4) COVID-19 Grant Programs
Adams County Colorado Point of Contact: Melissa Scheere
4430 5.Adams County Parkway Email: MScheere@adcogov.org
Brighton,CO 80601 Telephone:(720)523-6210
Description of services provided:
Hosted software for the enrollment,administration and reporting for the following
ADAMS COUNTY programs:
1) Affordable Housing Construction
2) Affordable Housing Asset Management
3) Minor Home Repair
4) Community Development Block Grant Competitive
City and County of Honolulu,Hawaii Point of Contact:Jeff Lee
650 South King Street, 7th Floor Email:jeffrey.lee3@honolulu.gov
• TY• A, Honolulu, Hawaii 96813 Telephone:(808)768-8000
o •.rr , oy
;��+ :!c Description of services provided:
' � • Hosted software for the enrollment,administration and reporting for the following
�rEOFHP�P`` programs:
1) Affordable Housing Tenant Management
2) Affordable Housing Asset/Property Management
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2.2: Qualifications of Proposer Team
To date, Neighborly Software has successfully implemented and is currently serving 115 public sector clients
(and counting). Not only do we have a proven implementation methodology that leverages best practices,
but we also have an experienced staff that will lead the implementation and support of the software. All
work contemplated in this RFP will be performed by Neighborly Software employees. The City's assigned
Client Support Specialist, Christa Driscoll, will spend a minimum of two days per week during
implementation to address any City questions. Below are the names and roles that will support the City
partnership.
Neighborly Software Implementation Team
i
c.ill
. k Project Lead
. Jason Rusnak
Implementation Client Success
IT Lead
Lead Lead
Qiana Daughtry Tanya Rustin r Chris Behm
2
Client Support
Specialist IT Analyst
Sean Ramuchak
Christa Driscoll
Name/Title Role/Location Responsibilities
Jason Rusnak, Team Lead; • Overall responsibility and accountability for managing client
President Atlanta, GA experience from initiation to seamless transition into
operational service
• Attend all planning and configuration review meetings
• Share and recommend best practices to incorporate
• Define success criteria, establish and manage reasonable
expectations, internally and externally
• Coordinate internal resources to complete all planned tasks
and resolve all unplanned issues
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Name/Title Role/Location Responsibilities
Qiana Daughtry, Implementation • Day to day responsibility and accountability for managing
Director of Lead; implementation from initiation to seamless transition into
Implementation Tampa, FL operational service
• Understand, analyze and configure all functional aspects of the
client set-up and workflow
• Organize resources required and establish milestones and
timeframes internally and with client
• Communicate project status/issues/risks via appropriate media
at an agreed frequency
• Escalate issues and risks to project stakeholders in a timely and
effective manner
Christa Driscoll, Client Support • Assist client with the completion of the "Implementation
Client Support Specialist, Guide"
Specialist Atlanta, GA • Set up user accounts and assign role-based security
• Configure grant applications and workflows based on client
design
• Available during implementation to address any client
questions or impromptu meetings
Chris Behm, IT Lead; • Translate business requirements to technical requirements
Chief Technology Atlanta, GA • Assist in the configuration of the solution to client
Officer requirements
• Coordinate API reporting requirements (if applicable)
Sean Ramuchak, IT Analyst; • Create the mass upload data template and coordinate the mass
IT Analyst Atlanta, GA upload and testing of historical data
• Test& debug client set up prior to Go-Live
Tanya Rustin, Client Success • Conduct virtual training for administrators and subrecipients
Director of Client Lead; • Conduct bi-annual account reviews, including updates on new
Success Atlanta, GA software functionality
• Escalate service issues not resolved by technical support
• Act as a client advocate during internal Neighborly Software
meetings
Martin Greenlee, Subject Matter • Provide recommendations for policy and operational
SVP Sales Expert; improvements
Portland, OR • Review HUD policy/procedure questions
• Resolve issues relevant to project deliverable(s)within their
area of expertise
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Jason Rusnak
PROFILE
Working at the intersection of strategy and technology,Jason Rusnak is a "disrupter" that takes great
pride in challenging the status quo. As co-founder and President of Neighborly Software,Jason is
responsible for partnering with clients to reimagine (and reinvent) how Housing and Community
Development activities are administered.
Prior to Neighborly Software,Jason held executive management positions with Accenture's
Government Strategy practice and ADP.Jason completed his undergraduate studies at Denison
University and received his MBA from the University of North Carolina. He lives in Atlanta, GA with his
wife Liz and two sons,Jackson and Brady.
EXPERIENCE
Neighborly Software 2015—Current
Co-Founder and President
Co-founder of a company that provides a cloud based software solution to improve the
administrative efficiency and regulatory compliance of Housing, Economic and Community
Development organizations.
Automatic Data Processing(ADP),2010—2015
Division Vice President,Strategy and Business Development
Member of the Senior Leadership Team of National Account Services (NAS), a $1.9B division of ADP.
Led a high-performing team that was responsible for driving profitable revenue growth while
transforming the business from a payroll provider to a broader Human Capital Management provider.
Accenture, 1999—2010
Senior Manager, Government Strategy
Worked closely with Federal, State and Local governments to improve government operations by
reengineering processes, incorporating new technology and/or creating long-term strategic plans.
EDUCATION
THE UNIVERSITY OF NORTH CAROLINA Chapel Hill, NC
KENAN-FLAGLER BUSINESS SCHOOL
Master of Business Administration - Entrepreneurship, May 2005
Chair of the MBA Sports Committee
DENISON UNIVERSITY Granville, OH
Bachelor of Arts in Communications and Economics, May 1999
Captain of the Varsity Basketball Team, Dean's List
National Collegiate Athletic Association (NCAA) Post Graduate Scholarship
Member of the Denison University Athletic Hall of Fame
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Chris Behm
PROFILE
Chris's career is highlighted by multiple, cross-functional roles where he has focused on leveraging
technology to improve business processes and outcomes. As co-founder and Chief Technology Officer
of Neighborly Software, Chris is responsible for product management and development of our Software
as a Service solution to help Housing and Community Development organizations improve their
efficiency and effectiveness.
Prior to Neighborly Software, Chris held multiple leadership positions with ADP most recently as VP for
ADP's Talent Management SaaS offering. Chris completed his undergraduate studies at the University
of Georgia and received his MBA from Emory University in Atlanta. He lives in Atlanta, GA with his wife
Catherine and two children, Connor and Hallie.
EXPERIENCE
Neighborly Software 2015—Current
Co-Founder and Chief Technology Officer
Lead development and client engagement for a cloud based software solution to improve the
administrative efficiency and regulatory compliance of Housing, Economic and Community
Development organizations.
Automatic Data Processing(ADP),2015—2016
Vice President, Talent Management Software Solutions
General business manager with product management and software development oversight of newly
acquired Talent Management software solutions business. Responsibility for product management,
client services and implementation.
Automatic Data Processing(ADP),2012—2015
Sr. Director,Strategy and Data Analytics
Lead development of Business Intelligence database, designed to provide senior leadership with
critical data trends and analysis for$1.9B National Accounts division.
Consulting Roles,2001—2012
Accenture,Sapient, Brambles
Held multiple roles in consulting focused on the improvement of business processes through
technology solutions.
EDUCATION
EMORY UNIVERSITY Atlanta, GA
GOIZUETA BUSINESS SCHOOL
Master of Business Administration - Finance, May 2009
UNIVERSITY OF GEORGIA Athens, GA
TERRY COLLEGE OF BUSINESS
Bachelor of Business Administration, May 2001
Management Information Systems
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Tanya Rustin
PROFILE
Client Services Director with 10+years of experience in identifying and fulfilling customer's needs
across multiple industries with an emphasis on implementation and onboarding. Adept at managing
multiple projects in parallel while maintaining customer relationships.
EXPERIENCE
Neighborly Software 2018—Current
Client Success Director
Responsible for completing the customer project lifecycle from requirements gathering through
planning, implementation and go live. Lead and manage the expansion of the Client Success team
while continuing to streamline the implementation process for customers and internal teams.
TransUnion,2016—2018
Client Services Manager
Collaborated closely with customers to ensure 100% audit compliance and achievement of their
strategic goals while managing and maintaining day-to-day client relations for a $6M book of
business.
CoStar Group, 2013—2016
Customer Service Manager
Led a high performing team that was responsible for and managed the implementation of all
customers joining CoStar under the Apartment Finder umbrella to ensure delivery of optimal service,
improvement of client satisfaction and retention goals and consistent achievement of quality
standards.
EDUCATION
GEORGIA STATE UNIVERSITY Atlanta, GA
J. MACK ROBINSON COLLEGE OF BUSINESS
B.B.A. in Hospitality Administration
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Martin Greenlee
PROFILE
As Senior Vice President of Sales with Neighborly Software, Martin is responsible for utilizing his prior
experience in navigating interested customers from brand awareness,to overviews and sales
presentations of the solution, all the while generating sales and maintaining relationships with Housing,
Economic, and Community Development departments nationwide.
Prior to Neighborly Software, Martin focused his work on grant application management through both
a previous company and by serving 13 years in local government administration; federal pass-through
funding from the U.S. Department of Housing and Urban Development (HUD). Martin has extensive
knowledge of CDBG, HOME, and Housing Rehabilitation funding programs. Martin is a former collegiate
football kicker and received a BA in Geography with emphasis on Land Use Planning from Central
Washington University. Go Wildcats! He lives and works near Portland, OR with his three young boys.
EXPERIENCE
Neighborly Software 2018—Current
Senior Vice President-Sales
Expanding on previous roles end experiences in local government, administering federal pass-
through funding programs; Martin's current duties involve maintaining brand awareness, generate
interest across the nation, follow up on sales leads, develop and foster relationships, navigate
customers through the sales cycle and provide leadership to the sales team.
ZoomGrants 2013—2018
Customer Relationship Manager
Create and maintain relationships nationwide while selling a software product only focused on grant
application management services with a primary focus on HUD CPD funding programs for City,
County, and State governments.
City of Vancouver,WA. 2000—2013
Engineering Technician,Analyst, and CDBG/HOME Program Coordinator
Reviewed civil engineering plans for public infrastructure projects, administered the delivery and
compliance of federal pass-through funding, negotiated agreements, managed projects benefitting
low-to-moderate income citizens and neighborhoods, and transitioned the city to an online grant
application management system to reduce the amount of paper the city was using.
EDUCATION
CENTRAL WASHINGTON UNIVERSITY Ellensburg, WA
Bachelor of Arts—Geography, March 2000
Student of the Year—Career Development, 1999
NAIA College Football National Championship, 1995-1996
Central Washington Athletic Hall of Fame Inductee, 2005
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Qiana Daughtry
PROFILE
Qiana has 20+years of experience administering HUD and State funded programs. She is a nationally
recognized CDBG and HOME trainer with the National Community Development Association (NCDA).
She recognizes the need for effective and user-friendly software and joined the Neighborly Software
team to help colleagues work smarter.
EXPERIENCE
Neighborly Software 2020—Current
Implementation Project Manager
Qiana's current duties involve maintaining brand awareness, completing the customer project
lifecycle from requirement gathering through go live, and assisting with solution development.
National Community Development Association, 2018—present
Trainer
Specialized training to CDBG and HOME entitlement communities in the areas of regulations,
program management and subrecipient training and management.
Pasco County, 2019—2020
Operations Manager
Primarily responsible for the internal operations of a large urban community development and
housing office that has programs for homeownership rehabilitation, rental development,
homelessness, public services, and neighborhood redevelopment funded by federal and state
funding.
City of Tampa,2012—2019
Community Development Coordinator
Supervised the development and maintenance of the City's federal and state grant funding and
programs. Provided grant support, project management and evaluation services to support the City's
community development efforts and special purpose planning projects.
Boley Centers, Inc., 2000—2012
Housing Manager
Under direction plans, organized and supervised the Section 8 Housing Assistance Payment Contract
activities for various voucher programs of the Boley Centers, Inc. Housing Authority; managed
property management team responsible for Tax Credit, privately owned rental, and group home
units. HQS Certification met.
EDUCATION
UNIVERSITY OF SOUTH FLORIDA Tampa, FL
BACHELOR OF SCIENCE IN PSYCHOLOGY, MAY 2001
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Christa Driscoll
PROFILE
Christa has several years of experience in administering Federal and State funded programs. Adept at
providing customer service and managing client relationships. Christa is a graduate of Colorado State
University where she received her Bachelor of Social Work and Master of Science in Management.
EXPERIENCE
Neighborly Software 2019—Current
Client Success Specialist
Responsible for managing various implementations to ensure tailored solution to fit the needs of
the client. Responsible for managing support desk and response to technical issues.Train software
users on best practices and features of product.
Rebuilding Together(Atlanta)-2019
Program Manager
Directed, monitored and motivated a team in coordinating housing rehabilitation projects utilizing
CDBG funds as well as private donations. Recruited and trained volunteer support staff to perform
renovation tasks. Designed work scopes for volunteers and contractor bidding engagements.
Ensured project compliance and contract implementation with the City of Atlanta.
Developmental Pathways
Projects Case Manager
Provided case management services for individuals with intellectual and developmental disabilities.
Subject matter expert for Colorado Medicaid Waiver programs. Provided project management for
home modifications, vehicle accessibility modification, and assistive technology projects.
Determined individual program eligibility according to state guidelines.
North Metro Community Services
Program Manager
Managed service coordination for individuals with intellectual and developmental disabilities by
hiring and training support staff. Monitored service delivery agencies to ensure outcomes align with
service plan goals and State guidelines.
COLORADO STATE UNIVERSITY—GLOBAL CAMPUS Greenwood Village, CO
Master of Science in Management, 2020
COLORADO STATE UNIVERSITY Fort Collins, CO
Bachelor of Social Work, 2012
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Sean Ramuchak
PROFILE
Sean has experience working with the various aspects of IT solutions such as: setting up home
computer systems, installing commercial-grade networking hardware/software, installing/maintaining
commercial-grade audio-visual systems, and developing software with large and small business teams.
He excels in creating unique solutions based on IT and business requirements that are both reliable and
user-friendly.
Before Neighborly Software, Sean attended school at Auburn University; ultimately graduating with a
bachelor's degree in Software Engineering. Afterward, he moved to Atlanta, GA to further his career in
software development.
EXPERIENCE
Neighborly Software 2019—Current
Software Developer(Full Time)
Responsible for the development of software solutions to meet the needs of organizations involved
with public housing and grant management;these responsibilities include monitoring system
performance, ensuring a reliable and secure platform for client use, and addressing additional client
needs through software enhancements
UDA Technologies 2017—2019
Software Developer(Cooperative Education Program)
Responsible for the development,testing, implementation, and maintenance of various projects
through teamwork and communication with other developers and project managers
Auburn University OIT Department 2015—2016
Classroom Support Specialist(Student Employment)
Responsible for assisting campus faculty with technical questions and malfunctioning equipment,
performing scheduled maintenance on classroom equipment, and keeping accurate logs of all
troubleshooting steps
BWS(Business Warehouse Solutions)2013—2014
Information Technologies Intern(High School Paid-Internship)
Responsible for assisting campus faculty with technical questions and malfunctioning equipment,
performing scheduled maintenance on classroom equipment, and keeping accurate logs of all
troubleshooting steps
EDUCATION
AUBURN UNIVERSITY Auburn, AL
SAMUEL GINN COLLEGE OF ENGINEERING
Bachelor of Software Engineering, May 2019
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Section 3: System Capabilities, Project Approach, and Requirements Matrix
3.1 Software Application Product
3.1.1 Description of Neighborly Software's System and Functionality
Neighborly Software is the only software solution that provides access to all stakeholders associated with
affordable housing programs. For all stakeholders, Neighborly Software enables real time collaboration
through automated emails, assignable tasks and configurable workflow. The below graphic provides a brief
overview of the roles and actions available for each stakeholder.
Neighborly Software Property and Tenant Management Stakeholder Collaboration
ADMINISTRATOR COMPLIANCE
• Enroll&qualify applicants ® • Monitor unit affordability
• Generate lease documentationAlit
• Review tenant files
• Manage rent payments • Generate cure notices
APPLICANTS NPROPERTY MANAGER
• Apply for housing • Upload rent rolls
• Update waitlist information • Respond to cure notices
Neighborly Software • Request rent increases
TENANTS or INSPECTOR
• Complete income recertification • Complete property inspections
• Submit work requests • Generate cure notices
• Review rent payments
During every client kickoff meeting, we explicitly state that the goal of Neighborly Software is to eliminate or
significantly reduce paper, spreadsheets, emails and manual processes. We make this bold statement
because our software is designed by, and built for, housing, economic and community development
practitioners. We know your unique challenges, including:
• Processing tenant applications, including household income and asset qualifications
• Tracking the tenant rents and fees
• Completing the tenant re-certification and eligibility processes
• Maintaining compliance with HOME/CDBG/SHIP affordability rules
• Completing HQS inspections in the field
• Managing and reporting on affordable housing properties and units
Neighborly Software's standard features enable us to address all of these aforementioned challenges. The
following two pages highlight the features that will be configured during implementation to meet the
unique needs of the City of Miami Beach.
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Portal. A branded portal, with a unique
web address, provides a one stop shop for
all of the City's affordable housing Sign°
MIAMIBEACH
programs. comet,,the City of Miami Bea,hs ,.,•�......-a.^_a_1
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for affordable housing, including therw..;_...,,.,.,,,t•••• ,...�•
electronic submission and storage of all
required documentation.
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Applicants/Tenants are financially
qualified for affordable housing units
based on the City's HUD area median
income limits.
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processing of tenant rental contracts, ;,�
including template-based document
generation and electronic signatures. •.,,,. «::,.<e<...
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managers when compliance reports are
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Workflow. Configurable workflow ensures
that all compliance steps and approvals
are completed.
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dates for all program activities. , � p _.
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report on developer data, including license _�...M
and insurance renewals. "" " *"
Reports. Understand program specific
results with real-time dashboards and pre- Screen Shot:Real Time Dashboard
configured and ad-hoc reports.
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Affordability. Calculate affordable rents,
by property unit, based on local AMI and ``"
project specific affordability levels. ..,,w.,t _
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Rent Management. Allocate and track , �• ,�. °
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rental payments by tenant and affordable , I 1 • tt
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housing unit. ° - t
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reports for all required compliance R e t ♦ 'L ,
events, including developer reports,
upcoming tenant file inspections, unit Screen Shot:Project Map
physical inspections,and period of
affordability expiration dates
Map. Plot all affordable housing
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properties on a city-wide map. �— - -M�b - -•
Mobile Inspections. Enable housing • •1.1•••^°. r`o'; NOV" .....
„L..,...,..... ••• pIDOOMMLUla+• ..
inspectors to complete an online HQS .Mw
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inspection form onsite, eliminating the
,IOmega M.no..• •0 V „r,.....I••
need to return to the office to re-key
reports.
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Asset Management.Track, monitor and ,.C....:.....w• *.a •
report on City-wide affordable housing
properties and units. Screen S ot: to,'a Property Inspection
Security. Protect sensitive data with role-
based security and an audit log that
A -r,)3 Legacy at vine City
tracks all software activity with a date,
User ID and IP address stamp.
.b.. .q....V...Ca,
Hosting. Hosted in the cloud by Microsoft ,.,s.....,,—
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Azure,with all data stored in Microsoft •t,M, MS..1....,•1. ••� 1 I y .. 11-
Fed RAMP datacenters leveraging geo- ., .. „.,, 4rCe
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replication for business continuity and o•,,,p,,,, Co,°,,,„„M,,,,,,,,,,,Log*,*MOM
.510, c IOS.n.dI.dMl...•a
disaster recovery support. d*~~-°-°•-*•e~°-°•-'°s.n°
ron M10°...°a/ISM w,r on*
creep agemen
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3.1.2 Enhancements Expected and Software Refresh Schedule
Since our inception in 2016, Neighborly Software has been committed to reimagining and reinventing the
way Housing, Economic and Community Development organizations administer their programs.Today,we
have over 115 organizations across the country using our intuitive software to administer 18 different
housing, economic and community development programs. We continue to break new ground in helping
our clients improve their efficiency and compliance.
Neighborly Software's modern technology and extensible architecture of enables us to innovate quickly. We
do not need an "army" of developers to maintain old legacy code. As such,we can focus on delivering a
scalable and feature rick solution to our clients. Neighborly Software's roadmap for expected
enhancements over the next eighteen months can be reviewed in the table below.
Release Date Functionality Description
Summer 2020 i Report Builder Administrative users,with the appropriate permissions, will be
API able to configure ad-hoc reports via the User Interface, and
access the result sets via secured API by passing a custom
report Id value (along with API authentication credentials). This
functionality is typically used by clients who manage a "data
mart" and have a need to aggregate and analyze data across
different systems.
Winter 2021 Housing Ability to administer and report on HUD's Housing Vouchers
Vouchers program, including integration with the
PIC/MTCS
Summer 2021 IDIS Integration Ability for Administrators to request their grant funding from
HUD and report on what is accomplished with these funds via
an IDIS integration with Neighborly Software.
Major and minor software upgrades are automatically deployed and require no client administration. Minor
upgrades occur on a monthly basis (3-week development sprints),while Major upgrades typically occur on a
semi-annual basis. Our upgrade testing process ensures that new features or enhancements to existing
features are synchronized with the previous version, and that updates will not degrade the performance or
operation of existing functionality.
Clients will be notified at least a month in advance of Major upgrades and may be asked to take part in user
acceptance testing. For all Major upgrades, new functionality will be reviewed in a virtual training webinar.
Additional training guides and release notes will be provided as necessary. All costs for Major and Minor
upgrades are included in the annual recurring fees.
3.1.3 Continuous System Improvement
Clients can submit software enhancement requests via their Client Success Manager. Twice per year,
Neighborly Software reviews and prioritizes the requests across our client base. Functionality that has
applicability across our client base is typically given priority.
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Since our inception,we have continued to improve our software through two major releases each year, as
outlined below:
Release Date Functionality Description
Summer 2016 Online Ability for households/businesses to apply for 18 HUD activities
Applications and for administrators to qualify applicants based on HUD
standards (income, assets, underwriting, etc).
Winter 2017 Funding& Ability for administrators to allocate and track federal, state,
Budget local and private funding sources across multiple activities and
Management projects via grant-based accounting.
Summer 2017 Subrecipient Ability for subrecipients to apply for grant funding, complete
Grant accomplishment reports and make draw requests. Ability for
Management reviewers to score applications and make funding
recommendations.
Winter 2018 Loans Module Ability for administrators to originate, administer and report on
forgivable, amortizing and deferred loans.
Summer 2018 Work Write Ability for construction specialists to create work write ups and
Ups cost estimates based on 900 configurable construction
specifications.
Winter 2019 Contractor Ability for contractors/developers to register and update
Portal business information,submit construction bids and make draw
requests.
Summer 2019 Affordable Ability for administrators and property managers to track,
Housing Asset monitor and report on affordable housing compliance
Compliance requirements.
Winter 2020 Usability Achieved Americans with Disabilities Act Level AA compliance
and enabled the software to support 60+ languages.
3.1.4 User Interface Capabilities
Neighborly Software is built with a responsive design that dynamically renders on any mobile or tablet
device (Apple,Android, MSFT, etc). An internet connection is required.This enables remote and field staff to
remain productive and efficient regardless of their location. Below are a few capabilities that can be
completed in the field via a mobile device:
• Access to all tenant and unit information, including electronic documents
• Ability to complete onsite monitoring reviews, including checklists and uploading supporting
documents
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• Ability to create/edit applications on behalf of an applicant
• Ability to approve and reject draw requests
• Ability to enter case and construction notes (audit log)
• Ability to assign tasks to other administrators, tenants, developers
• Ability to complete property inspections (HOS, Lead, Weatherization), including capturing and
uploading pictures
• Ability to conduct tenant file reviews
• Ability to create and email cure notices to property managers
It is important to note that since Neighborly Software is accessible via any internet connection, all staff have
access to the software outside of the Miami Beach office. This is especially important given the current
COVID-19 challenges and the number of staff likely working from home.
3.2 Technical Information of the Software Application
3.2.1 Technical Specifications and Hosting Requirements
The Neighborly Software solution is built and delivered using the Software as a Service (SaaS) model. The
solution is fully hosted using Microsoft's FedRAMP certified Azure cloud computing platform and requires no
staffing requirement from the City's IT department for installation, maintenance, backup, upgrade or
customization.
Through our partnership with Microsoft, our solution automatically scales to meet the demand for server
and data storage capacity.This ensures maximum uptime and efficient processing of each data request and
transaction. Over the past 4 years the software has had 196 minutes of unplanned outages which
corresponds to an uptime availability of greater than 99.99%.
As a part of the services, Neighborly Software is responsible for maintaining a backup of the City's data and
for an orderly and timely recovery of such data in the event that the Services may be interrupted.
Neighborly Software maintains a contemporaneous backup of the City data that can be recovered within
four(4) hours at any point in time within the last 35 days. A weekly back up of data is also available for 2
years. Automated back-ups are performed by sequel Azure and require no manual activities.
Neighborly Software is a Microsoft partner and utilize Microsoft Azure for all hosting and infrastructure,
which includes web hosting, database hosting and blob storage. Microsoft Azure is recognized as an
enterprise-grade cloud computing platform with rigorous standards for security. All Customer data is
stored, processed, and maintained solely in certified FedRAMP data centers located in the United States.
Our primary Microsoft data center is in Virginia and the backup data center is in Texas.
Neighborly Software leverages geo-redundancy features of Microsoft Azure for the Application/Web Server,
SQL database and File Storage servers. In the event of an outage at the primary data center, the system will
automatically fail-over to the backup data center within 5 minutes without requiring manual intervention.
On an annual basis, Neighborly Software tests its Disaster Recovery capabilities by triggering a manual fail
over from its primary data center to the backup data center.
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Neighborly Software was built from the ground up with security in mind. All data transmission is encrypted
with 2048 bit SSL(https) encryption, and all data is encrypted "at rest"when stored in Microsoft's SQL Azure
relational database management system. Each client/tenant is provided with a unique URL for system
access and a separate, unique database for all data storage. In addition, monthly vulnerability assessments
are conducted to protect against unauthorized access and all site activity is recorded in an audit log which
includes IP address logging.
Below are a few highlights of our data security infrastructure:
• All data stored in Microsoft's FedRAMP certified datacenters leveraging geo-replication for
business continuity/disaster recovery support
• Secure authentication and authorization using Microsoft Identity Management
• Two-factor authentication is required for all logins from a new computer
• SSL 2048 bit SHA-2 encryption (https) ensures secure transmission of data over the Internet
• SQL Database encryption protects and encrypts all data "at rest"
• Data backups support Point In Time Restore to any point within the last 35 days
• Separate tenant database architecture logically isolates client data
• Tenant-specific audit log tracks all software activity with User Id and IP address logging
• Session timeout warnings and auto-logout after 30 minutes of inactivity
• Complex password requirements
• Protected against OWASP Top 10 with monthly vulnerability assessments using third party web
application scanning tools
• Additional information on Microsoft Azure security and SOC compliance assessments can be found
here: https://www.microsoft.com/en-us/TrustCenter/Security/default.aspx
3.2.2 Integration with Existing Systems and Applications
Neighborly Software is a multi-tenant Software as a Service solution and does not support 3rd party
integrations or client specific customizations. In our experience,system integrations are not only expensive,
but also require significant subject matter expertise from the client regarding "what to build."
Furthermore, maintenance and support of the customized code is often the responsibility of the client
and/or expensive 3rd party support contracts.The result is usually a frustrated client with an incomplete
solution and a very expensive price tag. Our approach allows us to provide a scalable and market leading
solution at a very affordable total cost of ownership.
Our upgrade testing process ensures that new features or enhancements to existing features are
synchronized with the previous version, and that updates will not degrade the performance or operation of
existing functionality.All of our clients leverage the same application code base with unique system
configurations stored in each client's database.
3.2.3 Additional Required Software & 3.2.4 User Rights and Administrative Controls
No additional third-party software is required to provide the functionality required by the City other than a
modem web browser(Chrome, Edge, Safari, Internet Explorer 12+, etc.).The software is highly configurable
and is specifically designed to meet the unique need of housing, economic and community development
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organizations. Other than setting up new grant/loan programs, which must be done by Neighborly Software
staff, the City administrators, have full control of the software, including the ability to:
■ Edit the tenant application
■ Enter new affordable housing properties and units
■ Assign tenants to units
■ Add/delete tenant case statuses
■ Configure and/or modify word/email templates
■ Add/edit income limits
■ Manage user permissions
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Appendix B: System Functionality and Requirements Matrix
INDICATE COMPLIANCE SUPPORTING DOCUMENTS OR
REQUIREMENT DETAILS(as applicable)
Yes/ No
1. Established Proven System
a. Provide evidence that the Yes As can be seen by our Neighborly
proposed solution is an Software Client Map in Section 2.1
established proven system that and the sampling of 115+clients
is designed specifically to provided, Neighborly Software is an
Established and Proven System.
manage requirements required
by HCS for the respective Section 4 provides the detail of the
Application (Tenant defined work requirements that
Management or Grant Neighborly Software offers.
Management) proposed.
2. System Requirements
a. Secure, intuitive, user- Yes See Section 3 above for detail.
friendly,flexible, and reliable Neighborly is able to complete
ability to add multiple users for integration with Munis ERP as a flat
roll-based access and file.
administrative access.
Neighborly Software does not
b.The user interface should be provide a public facing dashboard.
profile driven and personalized.
c. Ability to provide a public-
facing dashboard.
d. Ability to allow staff to enter
updates (actions).
e. Ability for system to present
progress made on projects
through graphs and tables,
exportable data for reporting
purposes,etc.
f. Integration with Munis ERP.
g. Customization of fiscal data
fields.
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h. Ability to track progress and
capture key metrics.
3. Reporting
a. Internal dashboard to report Yes See Section 3.1.1 on Neighborly
(%of objectives, goals and Software's System and
actions completed, applications Functionality.
received, completed, status
charts (completed, in progress
and delayed), status by vision
area, etc.).
b. Reports are to be available in
a variety of chart and graph
forms.
c. Flexibility in reporting (charts,
text, milestone, commentary).
d. Ability to export reports in
Excel and pdf format.
e. High level reporting
capabilities.
f. Reports should be capable of
Daily, Weekly, Monthly,
Quarterly, and ad-hoc.
4. Users and Licensing
a. The specific user types and Yes Neighborly Software provides you
required number of licenses the ability to customize roles and
are as follows: grant certain access levels
• 3-10: Administrative Role
Yes depending on the role.
• 50: Power and Standard Users Yes
• Admin users will require
ability to have full user Yes
capabilities, role management
and user creation. Power users
will have access to base
functionality as well as editing
projects as assigned. Standard
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User to have only base
functionality.
• Active Directory Integration No Neighborly Software does not have
and/or SamL and/or AzureAD Active Directory Integration and/or
(OpenID Connect) SamL and/or AzureAD (OpenID
Connect).
5. Storage Capacity
a. Stores all documentation Yes See Sections 3 and 3.2.1
entered in the system and may
be customized as needed at the
request of the City:
• Dashboards
• Performance measures (if
added)
• Budgeting
• Payments tracking
• Receipting
• Any restrictions in storage
must be disclosed
6. Advanced Search Capabilities
a. Ability to search and find by Yes Neighborly Software's search bar
calling on any populated field. allows administrators to search for
cases based on Case ID, Case Name,
or Case Address. Report builder is
able to generate a report on any
field.
7. Data Entry
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a. Ability for company to load all Yes See Section 3,Software Application
vision areas, project goals, Product.
management objectives and
commission actions.
b. Ability to deliver complete
solution (goals, objectives,
actions)within 90 days from
initiation of engagement to
delivery
8. Browser Requirements
a. Compatible with these five Yes See section 3.1.1, 3.1.4, and 3.2.3
internet browsers:
• Microsoft Edge
• Firefox
• Google Chrome
• Safari
• Internet Explorer
b. Mobile friendly with
responsive display features.
9. File Migration and Implementation
a. Implement and configure Yes See section 4.1 on Project Planning
areas described in RFP and Implementation and section
specifications. Please note any 4.2 on Training.
exceptions.
b. Vendor to load all necessary
webpages and fields into
system as part of the
deliverable.
c. Vendor to guide and create
along with HCS team on the
best template to use for data
entry and reporting.
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10. Service and Management
a. Includes system training for Yes See Section 4.2 on Training
all users. Information
b.Training shall ensure the
assigned the City's staff is
proficient in the full operation
of the system, including:
• Troubleshooting
• Report writing
• Efficient use of the entire
system to its full capabilities
• Administration, User creation
and role assignments
c. Phone and/or online support No See Section 4.3.2 "Technical
24/7 for duration of contract. support is available via a toll-free
phone number and electronic mail
on weekdays during the hours of
8:00 am through 7:00 pm Eastern
time,with the exclusion of federal
holidays. Client may initiate a
helpdesk ticket during support
hours by emailing
support@neighborlysoftware.com."
d. Includes all system patches, Yes See Sections 3.1.2 and 3.1.3
refreshes, and/or upgrades
during the term of the license
agreement.
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Section 4: Approach and Methodology
Definition of Work Requirements as Outlined in Appendix A
Legend of Responses
(F) Fully provided: this function is provided in the proposed solution; may require configuration.
(CU) Customization: this function is provided but requires custom programming by the vendor; changes to
source code.
(NA) Not Available: this function is not available in the proposed solution.
Functional Requirements F CU NA Comment
HOME
2.1 Must Follow 80% Rule. These are standard
features within our
Asset and Tenant
Management
solution.
Housing Voucher
2.2 • Must Follow Rent Limits; These are standard
features within our
• Enable Tracking of Subsidy Payment; and Asset and Tenant
• Enabled Tracking of Subsidy Paying Entity. Management
solution.
Tenant Rent
2.3 Tenant rent is to be understood as the amount V Rent payments can
payable monthly by the family as rent to the City be manually tracked
of Miami Beach. Rents may be paid online or in within Neighborly
person. Mailed payments are not accepted. Software, online
payments are not
available through the
software. A rent roll
can be produced to
reconcile with the
MUNIS general
ledger.
Tenant Subsidy
2.4 Tenant subsidy is to be understood as the amount of V Within the asset
rent paid to the City of Miami Beach by the subsidizing application the admin
entity on behalf of the tenant. There is not a is able to pull an audit
requirement to track programs beyond a subsidy type on unit information
or a non-subsidy type. The application should be to review the subsidy
rent per unit. A
capable of tracking at the certification level, the custom field can be
subsidy amount, and the entity paying the subsidy.
added to track the
Additionally, the capability of data extraction and j entity paying the
reporting must be built into the application subsidy.
functionality.
Increment
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Functional Requirements F CU NA Comment
2.5 An Increment is used to define financial elements Specific data unique
for the certification.The application must allow for V to Miami Beach can
the addition of new codes as needed.Additionally, be tracked, stored,
each code must have a corresponding MUNIS and reported on
within the solution.
account code. Munis Charge Codes may be pulled As noted, all of the
directly from Munis,imported from a file,or added data points listed are
to the system manually. Each increment should standard. MUNIS
have the following data points codes: charge codes would
have to be manually
• Program (Pick list from HOME,Voucher); added and can be
• Increment Name (Free Form); added at the funding
• Charge Codes with Munis Code (unbounded source level (HOME,
table); voucher),the budget
year level (HOME
• Tenant Rent; 2020), and the
• Subsidy; budget category level
• Utility Payment; (Rent, utilities,
security deposit).
• Security Deposit;
• Attorney Fee;
• Rent Key Fee;
• Rent Late Fee;
• Repair Fee;
• Unreturned Key;
• Unpaid Utilities; and
• Miscellaneous.
Building, Unit,Low HOME Unit—25%HOME i
2.6 Each unit must track the These are standard
following: features within our
• Address Location; Asset and Tenant
Management
• Building Name;
solution.
• Bedroom Size; and
• Low HOME or High HOME designation.
Occupancy History
2.7 As Tenants move in and out of a unit, an occupancy V These are standard
history data table must be populated for reporting features within our
purposes. The data tracked should at a minimum, Asset and Tenant
include: Management
solution.
• Tenant/Family;
• Unit;
• Low/High HOME flag;
• Move-in Date; and
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Functional Requirements F CU NA Comment
• Move-out Date.
Income Certification Process
2.8 A certification must be available within the V These are standard
application that can track the following: features within our
Asset and Tenant
• Effective Date of the Certification; Management
• Next Recertification Date (1 year solution.
from Effective Date);
• Move in Date (which may be different from the
effective date);
• Tenant;
• Unit;
• Increment;
• Family Members, name, DOB, immigration
status,etc.;
• Family Member's Income=>track income by
family member;
• Family Member's asset=> real property and
financial;
• Total Annual Income=>calculated field;
• Disability(yes/no);
• Student(yes/no);
• Elderly(yes/no);
• Ethnicity;
> Hispanic or Latino;
> Non-Hispanic or Latino;
• Race;
> American Indian or Alaska Native;
> Asian;
> Black or African American;
> Native Hawaiian or Other Pacific Islander;
> White;
> Other;
• Total Unit Rent;
• Tenant Portion of Rent;
• Subsidy Portion (if increment program is
voucher);
• Subsidy Paying Entity(if increment program is
voucher);
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Functional Requirements F CU NA Comment
• Low/ High HOME flag(For historical reports);
• Criminal background flag for all adult members
of the household;
• Security deposit=>amount that is deposited in
the escrow account;and
• Munis Tenant ID.
New Admission
2.9 Process and certify a new tenant from the V Using Neighborly
affordable housing waitlist. Software's waitlist
feature,the city can
• The case worker creates a new working use preference
certification
criteria or other
• Assigns a unit means to select and
• Proceeds to capture the tenant information, certify the next
rent, criminal background screening, subsidy, tenant on the list.All
and related tenant information. bulleted items are
available to be
• Determine eligibility using the 80% rule. configured within the
• Once eligibility is confirmed, tenant application solution.
status will change to an approval designation.
• Rent must be prorated on the first rent run
based on the move-in-date.
Annual Recertification
2.10 Every year the City of Miami Beach must recertify V Recertifying tenants
the tenants to ensure compliance with the 80% is standard
rule. functionality.
Document rendering
• A letter is sent to the tenant advising the date with merged tenant
of the recertification appointment ninety(90) information is
days before the expiration of the tenant's available to quickly
residential lease. create and distribute
to further streamline
• Change or add any relevant data, then the recertification
approve the certification, as necessary. process.
• Approval of recertification is done in the
future and should not affect the rent run until
it becomes effective.
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4.1 Project Planning and Implementation
4.1.1 Implementation Strategy
Neighborly Software has a proven implementation methodology that has been refined over the course of
115+successful public sector implementations. Our implementation cycle can range from as quick as 24
hours(COVID-19 Grants)to as long as thirty-four weeks depending upon the number of programs being
implemented, the complexity of the programs and the responsiveness of the client. Based on the
requirements outlined in this RFP,we are confident that the software can be implemented, and all training
completed within eight weeks. Additional details and milestones regarding our implementation
methodology and approach can be found in our"Implementation Schedule."
Our software is specifically designed for housing, economic and community development programs and
incorporates many"best practices" out of the box. This significantly reduces the upfront gathering of
information and configuration required of a generic property and tenant management solution.
Throughout the project, Neighborly Software will leverage project management tools and best practices,
including:
• Weekly status reports
• Project workplan vs actuals
• Project Risks/Issues log
• Task reports
During implementation, Neighborly Software staff will complete all configuration within the system. It is
important to note that until the client advanced system administrator(s) is fully trained and comfortable
with the configuration tools, our staff will continue to support and handle any day to day configuration
updates as needed.
4.1.2 Sample Project Schedule and Significant Milestones
Our implementation approach is iterative in nature and results in a usable,testable minimum viable product
within four weeks of the kickoff meeting. Our proposed implementation schedule is below, including a
description of all implementation meetings.
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Proposed Project Schedule
Month 1 Month 2
01 02 03 04 05 06 07 08
Data/
Requirements Project Kick Off Workshop
Software
Configuration
Configuration Review#1 Configuration Review#2
User Testing 111111
Historical
Data Import
Administrator
Training Onsite Administrator Training
3rd Party a
Training 3'dParty Training
Project
Management Status &Steering Committee Meetings
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Implementation Meeting Descriptions
Event Location Key Activities
Kickoff Meeting Virtual • Demonstration of the software to all key stakeholders.
• Project objectives and software requirements are reviewed
• Implementation timeline is reviewed and required roles are
identified.
• Detailed project workplan is reviewed
• Implementation Guide is reviewed. The guide identifies required
information to configure the software.
Workshop Virtual • Review completed Implementation Guide
• Review all historical data sources
• Review, discuss and recommend client best practices to
incorporate
• Project requirements are finalized
• Property data template is provided for data capture by client
Configuration Virtual • First pass configuration is demonstrated to all key stakeholders.
Review Meeting#1 • User credentials are given to administrators for testing—
recommended that at least two existing tenant applications are
entered into the system
• Detailed feedback is captured and incorporated into next review.
Configuration Virtual • Second pass configuration is demonstrated to all key stakeholders,
Review Meeting#2 including property data
• Additional cases are entered in the system
• Detailed feedback is captured and incorporated into next review.
• Property data is uploaded into the system; client review and final
acceptance testing begins
Administrator Virtual • Initial configuration is complete.
Training • Training (8 hours) is conducted for all City administrators for in-
scope programs
3rd Party Virtual • Conduct one virtual training session for all subrecipients for each
Training program, if applicable
Weekly Status Virtual • Review and update the project work plan
Meetings • Review open risks and issues
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Event Location Key Activities
■ Distribute weekly project status reports to key stakeholders
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4.2 Training Information
4.2.1 Training Approach & 4.2.2 Manuals and Formats Available
Neighborly Software was designed specifically for Housing and Community Development (HCD)
organizations,with a user experience that feels intuitive for stakeholders (e.g. Administrators,subrecipients,
developers, households). Unlike generic systems that must be adaptable to a variety of industries, our user
interface was developed working with HCD departments across the country and as such we consistently
receive positive feedback from our clients with respect to ease of use, and speed of adoption for new users.
We mention our user experience in our"Training" response because a great user experience significantly
reduces the amount of initial training and follow-up training required for all stakeholders. In addition to the
implementation strategy and milestones listed above(Sections 4.1.1 and 4.1.2), Neighborly Software also
offers a variety of ongoing training options as outlined below.
Training Format Description
Go-Live Training Virtual An eight-hour training that walks administrators through all of the
Instructor Led software's functionality.
Advanced Virtual A four-hour training that reviews advanced configuration functionality for
Administrator Instructor Led users that have permissions to change application fields,create word and
Training email templates, update users/permissions,change annual income limits,
create new grant years,etc
Virtual Virtual Thirty-minute online training typically offered to subrecipients prior to
Subrecipient Instructor Led the start of each grant cycle. The training highlights the process to create
Training an account,add users,and complete/submit an application. The training
is recorded and can be posted to a City website.
User Guides Online Support All stakeholders(e.g.Administrators,Subrecipients, Developers,
Reviewers) have access to User Guides that highlight software
functionality specific to their role.
Webinars Online Each month Neighborly Software hosts a one-hour webinar that provides
Instructor Lead a "deep dive"on product functionality.The webinar is open to all
&Online Neighborly Software administrators. All webinars are recorded and
Support posted to the online support forum. Below are the recent webinars:
• Loan Origination and Management
• Contractors&Work Write Ups
• Document Rendering and MS Word Templates
• Funding and Budget Module
• Creating Ad-hoc Reports via Report Builder
• Affordable Housing Asset Management&Compliance
Support Videos Online Support Short instructional videos posted to our online support forum that
highlight discreet administrator processes(e.g. how to change annual
income limits, how to generate a CAPERs report)
User Conference Training Starting in the Summer of 2021, Neighborly Software will host a two-day
user conference that highlights new software functionality,client best
practices and emerging trends in the housing and community
development industry.
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In addition to the training, Neighborly Software provides a quarterly insights newsletter that discusses
important topics related to housing and community development programs as well as best practices. This
newsletter ensures that all clients are maximizing the benefits of Neighborly Software.
4.3 Maintenance/Support/Warranty Information
4.3.1 Ongoing System Support and Maintenance
Prior to the project kickoff meeting,the City will be assigned a Client Success Specialist to guide them
through the implementation process. All the initial client support, onboarding, and training is handled by
their dedicated Client Success Specialist.
Once the City is live and has received training, they are able to submit support requests to the Atlanta-based
customer support team for ongoing care and account maintenance with periodic check ins from their Client
Success Specialist to ensure that they're getting the most out of the software. For example, each year
Neighborly software provides a list of"best practices" related to technology, process and strategy. This
approach ensures that our clients are not only getting the most value out of our software solution, but also
their relationship with Neighborly Software and our growing client base. We also provide ongoing virtual
training and support for all administrators as well as 3'd party stakeholders, including subrecipients,
developers, and beneficiaries.
4.3.2 Support Provided and Support Escalation
Technical support is available via a toll-free phone number and electronic mail on weekdays during the
hours of 8:00 am through 7:00 pm Eastern time, with the exclusion of federal holidays. Client may initiate a
helpdesk ticket during support hours by emailing support@neighborlysoftware.com.
Neighborly Software uses LiveAgent for all support ticket tracking and reporting. Below are response and
resolution times for support tickets:
a. Emergency Ticket—software is unavailable or not usable, resulting in a critical impact on business
operations. This condition requires immediate resolution
Response Metric: Neighborly Software will use commercially reasonable efforts to respond to all
Emergency Helpdesk tickets within one (1) hour and resolve Emergency issues within two (2) hours of
notification.
b. Critical Ticket-Software is usable, but that some features (not critical to operations) are unavailable.
Response Metric: Neighborly Software will use commercially reasonable efforts to respond to all
Critical Helpdesk tickets within two (2) hours and resolve Critical issues within six (6) hours of
notification
c. Standard Help Calls— Problem does not significantly impact operations, or that a reasonable
workaround is available.
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Response Metric: Neighborly Software will use commercially reasonable efforts to respond and
resolve all Standard Helpdesk tickets within eight (8) hours.
If client support is unable to address a client issue within the stated timeframe, the issue is escalated to the
Client Success Director and then to the Chief Technology Officer and/or President, as necessary.
Chris Behm, Chief Technology Officer
chris.behm@neighborlysoftware.com
Jason Rusnak, President
Jason.rusnak@neighborlysoftware.com
In addition to technical support, Neighborly Software contains a help module that provides access to step-
by-step guides for all system functionality. Each stakeholder (e.g. Administrator, Developer, Subrecipient)
has their own guide based on their unique role. All new functionality is demonstrated and recorded in a
virtual training webinar/video.
All software patches/fixes are automatically deployed via the cloud without the need for client intervention.
4.3.3 Software and Services Warranty Coverage
Neighborly Software shall use reasonable efforts consistent with prevailing industry standards to maintain
the Services in a manner which minimizes errors and interruptions in the Services and shall perform the
Implementation Services in a professional and workmanlike manner. Services may be temporarily
unavailable for scheduled maintenance or for unscheduled emergency maintenance, either by Company or
by third-party providers, or because of other causes beyond Company's reasonable control, but Company
shall use reasonable efforts to provide advance notice in writing or by e-mail of any scheduled service
disruption. HOWEVER, COMPANY DOES NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED OR
ERROR FREE; NOR DOES IT MAKE ANY WARRANTY AS TO THE RESULTS THAT MAY BE OBTAINED FROM USE
OF THE SERVICES. EXCEPT AS EXPRESSLY SET FORTH IN THIS SECTION,THE SERVICES AND IMPLEMENTATION
SERVICES ARE PROVIDED "AS IS" AND COMPANY DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED,
INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A
PARTICULAR PURPOSE.
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