Request for Proposal

for

Housing Programs Application and Compliance Software

RFP Number: 202__6-0__4-TMO-IT-0__2

Issue Date: 6/1__5_/_2__6

Response Date: 7/8/26

Issuing Officer: Kim Burky

• Section 1: General RFP Overview and Instructions

1.1 Organization Overview

The Pennsylvania Housing Finance Agency (“PHFA” or “the Agency”) was established by the legislature in 1972. PHFA works to provide affordable homeownership and rental apartment options for older adults, low- and moderate-income families, and people with special housing needs. Through its carefully managed mortgage programs and investments in multifamily housing developments, as well as funding provided for community development projects, PHFA also promotes economic development across the state. Additional information about PHFA can be found on our website: www.phfa.org .

1.2 RFP Overview

As a state-affiliate agency, PHFA complies with the Commonwealth Procurement Code, Act 57 of 1998, as amended (the “Procurement Code”). This RFP is being issued as part of a competitive bidding process for products and services and will take into consideration the technical merit based on the evaluation criteria described as well as cost based on consistently applied weighting criteria. This RFP contains instructions governing the proposals to be submitted and the material to be included therein; a description of the services to be provided; requirements which must be eligible for consideration; general evaluation criteria; and other requirements to be met by each proposal. It is important for suppliers to review the instructions provided and submit in accordance with those instructions to avoid being deemed non-responsive to the submission requirements.

1.3 Type of Contract and Contract Terms

It is proposed that, if a contract is entered into as a result of successful negotiations, the selected supplier will be required to sign a standard Commonwealth of Pennsylvania contract. This agreement will contain the provisions shown in contract Terms and Conditions found in Appendix C of this request for proposal. Proposal/contract negotiations may be undertaken with suppliers whose proposals show them to be qualified, responsible, and capable of performing the work. The “Work Statement” as negotiated, will be incorporated into the standard contract.

The supplier will be deemed to have accepted the standard terms and conditions, except as are expressly disputed in the Supplier’s proposal. If exceptions are expressly disputed, the Supplier must submit a “redlined” version of the terms or conditional showing all modifications proposed and an explanation as to why the modification is required. In addition, Suppliers must submit any additional contract terms, order forms or additional documents for which the Supplier requires signature from the Agency. The supplier’s willingness to accept the Appendix C Terms and Conditions, with minor clarifications, shall be an affirmative factor in the evaluation of the Supplier’s proposal.

There are some terms that are not negotiable as they are required to do business with the Commonwealth of Pennsylvania. Prohibited contract clauses include assignment clauses, law of the contract, attorney’s fees, court costs, entry of judgment, indemnity and hold-harmless clauses, arbitration clauses, payment in advance and payment of insurance. These clauses may not be redlined.

1.4 Rejection of Proposals

The Agency reserves the right to reject any or all proposals as a result of this request or to negotiate separately with competing Suppliers.

1.5 Incurring Costs

The Agency is not liable for any cost incurred by the Supplier prior to issuance of a contract.

1.6 Amendment to the RFP

If it becomes necessary to revise any part of this RFP, an amendment will be issued and posted with the original RFP posting on the BidNet Direct website at https://www.bidnetdirect.com/pennsylvania/phfa .

It is the responsibility of the Supplier to look for potential amendments.  If a Supplier is registered on the Pennsylvania Purchasing Group website and match with the original posting of the solicitation, they will receive an email notification if an amendment is posted.

1.7 Economy of Preparation

Proposals should be prepared simply and economically, providing a straightforward, concise description of the Supplier’s ability to meet the requirements of the RFP. Suppliers should not include extraneous marketing materials or promotional items.

1.8 Oral Presentation, Demonstration and Sample Work Products

Suppliers who submit proposals may be required to make an oral presentation of their proposal to the Agency to provide an opportunity for the Supplier to clarify their proposal to ensure mutual understanding. For certain types of products and services, demonstrations of the product (such as software) or sample work products may be requested. These requirements will be outlined in Section 3.

1.9 Disclosure of Proposal Contents

Cost and price information provided in proposals will be held in confidence and will not be revealed or discussed with competitors, except to the extent required by law. All other material submitted becomes the property of the Agency and may be returned only at the Agency’s option. PHFA has the right to use any or all ideas presented in any reply to the RFP. Selection or rejection of the proposal does not affect this right. Where confidential or proprietary information is required, or should the Supplier deem it necessary to submit such matter, mark each page/section in large bold type (PROPRIETARY INFORMATION). Please be advised that effective January 1, 2009, all responses to this procurement opportunity are subject to the Pennsylvania Right-to-Know Law, 65 P.S. 65 P.S. Section 67.101, et seq. (or any successor applicable law). The Right-to-Know law permits any requestor to inspect and/or copy any record prepared and maintained or received in the course of the operation of a public office or agency that is not subject to the enumerated exceptions under the law. If your response to the procurement opportunity contains a trade secret or confidential proprietary information, you should include with your response a separate signed written statement to that effect. Should your response become the subject of a Pennsylvania Right-to-Know request, you will be notified by the issuing office and a determination will be made whether the claimed trade secret or proprietary information is subject to disclosure.

1.10 New Releases

New releases pertaining to any awards or work performed will not be made without prior Agency approval, and then only in coordination with the Issuing Office.

1.11 Contractor Responsibility Program

Suppliers must certify that they are not currently under suspension or debarment by the Commonwealth of Pennsylvania, any other state, or the federal government to the best of their knowledge. Additionally, Suppliers must certify that they are not tax delinquent with either the Pennsylvania Department of Revenue or the Pennsylvania Department of Labor and Industry to the best of their knowledge. Suppliers that do not complete that certification will be deemed non-responsive and their proposal will not be accepted or considered. Supplier must accept the acknowledgement with the bid submission.

1.12 Cost Data and Submittal

All cost data for the proposal shall be submitted as a separate document (Appendix B) apart from the Technical Proposal (Appendix A).  Absolutely no pricing can appear anywhere in the Technical Proposal.  Failure to meet this requirement will result in automatic disqualification of the proposal.  

Suppliers must upload two separate files through the BidNet Direct system:

Envelope #1: Technical Proposal (Appendix A) with the correlating attachments and Terms and Conditions Acknowledgement

Envelope #2: Cost Proposal (Appendix B)

Proposals can be uploaded by registering and logging in at https://www.bidnetdirect.com/pennsylvania/phfa  . The system will provide a prompt to upload the technical proposal in envelope #1, and the pricing in envelope #2.  If suppliers need assistance, please contact BidNet’s Vendor Support Department at 800-835-4603, Option 2.  Suppliers should plan for the time to upload proposals.  If proposals are not submitted into the system prior to the deadline, they will not be accepted.

Where a percent cap is proposed and accepted, the contract will include that percent cap but designate that the CPI-U index will be utilized if lower.

Submitted resource rates should be quoted as all-inclusive when possible. In the event the cost proposal designates that travel expenses are permitted the following guidelines must be followed:

1. General. Travel costs are the expenses for transportation, lodging, subsistence, and related items incurred by contractors who are providing services to the Agency. Such costs may be charged on an actual cost basis, on a per diem or mileage basis in lieu of actual costs incurred, or on a combination of the two, provided the method used is applied to an entire trip and not to selected days of the trip, and results in charges consistent with those normally allowed by the Agency. Travel costs for dependents are not allowed.
2. Lodging and subsistence. Costs incurred for travel, including costs of lodging, other subsistence, and incidental expenses, must be considered reasonable and otherwise allowable only to the extent such costs do not exceed charges normally allowed by the Agency travel policy.
3. Commercial air travel.

Airfare costs in excess of the basic least expensive unrestricted accommodations class offered by commercial airlines are unallowable except when such accommodations would:

(i) Require circuitous routing;

(ii) Require travel during unreasonable hours;

(iii) Excessively prolong travel;

(iv) Result in additional costs that would offset the transportation savings; or

(v) Offer accommodations not reasonably adequate for the traveler's medical needs.

1.13 Debriefing Conferences

Suppliers whose proposals are not selected will be notified of the name of the selected supplier and will be given the opportunity to be debriefed. The Issuing Office will schedule the time and location of the debriefing.

1.14 Supplier Diversity

PHFA is an equal opportunity employer and is committed to ensuring contracting opportunities for minority owned businesses (MBE), women owned businesses (WBE) and other small disadvantaged businesses (DBE). PHFA encourages diversity in all contracting and supplier relationships. Suppliers should provide information regarding diversity in their staff resources and in their partnerships in their technical response as part of the Resources Section. Special consideration will be given to those suppliers that demonstrate a commitment to diversity and inclusion.

• Section 2: Request for Proposal Instructions and Work Statement

2.1 Purpose

This request for proposal (RFP) provides interested suppliers with sufficient information to enable them to prepare and submit proposals for consideration by PHFA to satisfy a need for a

comprehensive housing program application management solution to support housing-related funding programs (e.g., affordable housing development, rental assistance, homelessness prevention, housing development grants). The solution should support application intake, review, compliance, reporting, and applicant and stakeholder communication.

2.2 Issuing Office

This RFP is issued by the following Issuing Officer. This officer is the sole point of contact for this RFP.

Name: Kim Burky

Title: Sr. Director of Transformation and Operations

Address: 211 N. Front Street, Harrisburg, PA 17101

Email: kburky@phfa.org

2.3 Questions

Questions or requests for clarification regarding this RFP must be submitted by logging into https://www.bidnetdirect.com/pennsylvania/phfa by 2:00PM EST June26th, 2026.  When viewing the solicitation notice, use the “Ask a Question” button.  If you have multiple questions, please submit them one at a time.  Responses to questions will be posted to this website to ensure all bidders receive the same information. If a Supplier is registered on the Pennsylvania Purchasing Group website and matches the original posting of the solicitation, they will receive an email notification when questions and answers are posted.

From the issue date of this RFP until a determination is made regarding the selection of a Supplier, all contacts regarding this RFP must be made through the issuing office. Only information supplied by issuing office, including responses to questions regarding the RFP, should be used in preparing proposals. All other contacts or information received regarding the subject prior to the release of this RFP should be disregarded in preparing responses. Any violation of this condition is cause for the Agency to reject a Supplier’s proposal. If it is later discovered that any violations have occurred, the Agency will reject the proposal.

2.4 RFP Summary Description and Background

Pennsylvania Housing Finance Agency (PHFA) is issuing this Request for Proposal (RFP) to find a qualified supplier of a comprehensive housing program application management system/solution to support housing-related funding programs (e.g., affordable housing development, rental assistance, homelessness prevention, housing grants). The solution should streamline application intake, review, compliance, reporting, and stakeholder communication.

The selected supplier will provide:

• Software licensing (SaaS preferred)
• Configuration and customization
• Data migration (if applicable)
• Integration with existing systems
• Training and documentation
• Ongoing support and maintenance

PHFA is not seeking a custom-built solution. The key functionality of the solution must already exist in a production system with the ability to do basic configurations to accommodate PHFA specific processes. Submissions for a solution that does not exist in a production environment will be deemed non-responsive. Proposed software must have a minimum period of 1 year of being utilized in a production environment.

The Agency would prefer a single-award contract but the solicitation could result in multiple awards if it is deemed in the best interest of the Agency.

2.5 Contract Length

The Agency desires to enter in a 5-year contract. Two additional annual renewals may be added as part of the contract negotiation if it results in favorable pricing.

2.6 Pre-Proposal Conference

Choose one

A pre-proposal conference is not necessary for this solicitation.

A pre-proposal conference will be held on the date and time. Although this is a virtual conference, it is requested to limit representation to no more than 2 attendees per Supplier. The purpose of this conference is to clarify any points in the RFP which may not have been clearly understood. Questions should be forwarded to the Issuing Office prior to the meeting to ensure that sufficient analysis can be made before an answer is supplied. The preproposal conference is for information only. Answers furnished during the conference will not be official until verified in writing by the issuing office.

2.7 Product Demonstration/Proposal Presentation

Choose one

A product demonstration or presentation is not required for this solicitation.

Suppliers that achieve a minimum qualifying score will be asked to provide a proposal presentation. Further instructions will be provided upon down-selection and an outline will be provided in advance to ensure consistency in what is presented and evaluated.

This solicitation will require a demonstration of software with****in a test tenant of a production system for suppliers that achieve a minimum qualifying score. Suppliers should be prepared to demonstrate the functionality listed in the Technical Proposal with a 4-hour virtual demo to be scheduled at the end of July.

2.8 Objectives

PHFA is seeking proposals from qualified suppliers to provide services for the configuration, implementation, and ongoing support of a housing program applications and compliance software solution. The selected supplier will be responsible for delivering a comprehensive, secure, and scalable system that meets the agency’s operational, regulatory, and technical requirements for various types of housing programs.

The key objectives of the software solution are:

• Modernize, centralize and integrate program application workflows
• Improve accessibility for applicants (including low-income and underserved populations)
• Ensure compliance with federal, state, and local housing funding requirements
• Enhance transparency, reporting, and audit readiness
• Reduce administrative burden and processing time
• Create enhanced integrations between program systems

2.9 Nature and Scope of the Project

The supplier will assist in aligning PHFA’s business processes with industry best practices through system configuration. This includes configuring functional components and workflows, conducting unit and end-to-end testing, and delivering detailed configuration documentation. A strong emphasis will be placed on quality assurance, with the supplier responsible for defining a testing strategy, developing test scripts, supporting PHFA’s execution of functional and technical testing, and managing defect resolution and user acceptance testing.

Data conversion is another critical component of the project. The supplier will define and execute a data conversion strategy, support PHFA’s internal data migration efforts, and manage defect resolution and data reloading as needed. To ensure successful adoption of the new solution, the supplier will provide support for organizational change management and communication strategies.

Security is a top priority. The solution must support secure connectivity, including Single Sign-

On (SSO) and/or Two-Factor Authentication (2FA), and allow for comprehensive user setup, administration, and access control. The supplier will be responsible for delivering training to end users, system administrators, and business partners, as well as facilitating knowledge transfer to ensure long-term sustainability of the system.

Finally, the supplier will provide go-live and post-implementation support. This includes ongoing hosting, updates, and functional support for the duration of the contract, ensuring that PHFA has the resources and expertise needed to maintain and evolve the system over time.

The solution should be scalable and provide the ability to configure the application, compliance, disbursement, reporting and monitoring processes to accommodate multiple programs.

This includes the following types of programs:

Homeowners' Emergency Mortgage Assistance Program (HEMAP) / ACT 91

HEMAP was created by Act 91 of 1983, and was designed to protect Pennsylvanians who, through no fault of their own, are financially unable to make their mortgage payments and are in danger of losing their homes to foreclosure. HEMAP is a loan program to prevent foreclosure. It is not a grant. Funds loaned must be repaid. Recipients must be able to show that they have a reasonable prospect of resuming full mortgage payments within the required timeframe. HEMAP is funded by State appropriations and through repayment of existing HEMAP loans. Please note that FHA Title II (purchase) mortgages are not eligible under this program.

Two types of assistance are available to the homeowner depending on income and the financial situation:

• continuing mortgage assistance loans; and,
• non–continuing mortgage assistance loans.

All HEMAP loans, continuing or non–continuing, are limited to a maximum of 24/36 months from the date of the mortgage delinquency, or to a maximum of $60,000.00, whichever comes first.

HEMAP loan recipients are required to pay up to 35/40 percent of their net monthly income, as determined by HEMAP, towards their total housing expenses. Although repayment is based on household income, the minimum monthly payment/contribution to HEMAP, set by law, is $25.00 per month per mortgage assisted.

PHARE:

PHARE was established by Act 105 of 2010  (the "PHARE Act") to provide the mechanism by which certain allocated state or federal funds, as well as funds from other outside sources, would be used to assist with the creation, rehabilitation and support of affordable housing throughout the Commonwealth. The PHARE Act did not allocate any funding but did outline specific requirements that include preferences, considerations, match funding options and obligations to utilize a percentage of the funds to assist households below 50% of the median area income. The PHARE Fund includes funds available through Marcellus Shale (Act 13 of 2012), the Realty Transfer Tax ("RTT") (Act 58 of 2015) and the National Housing Trust Fund (“HTF”), authorized by the Housing and Economic Recovery Act of 2008 (“HERA”). Program objectives, funding priorities, and the awards timeline is outlined annually in the PHARE Plan. Funding requests for PHARE awards are accepted through an annual Request for Proposals (“RFP”) process.

Multi-Family:

The current Multi-Family system spans across three divisions: Development, Housing Management, and Technical Services. The system includes but is not limited to application submission, awarding, construction, and all required phases to support the property after it is in service. In addition, the system also includes management of the financials, technical services, supportive services, and compliance monitoring in accordance with federal and state requirements. The system includes a robust set of standard and customizable reporting.

The current Multifamily platform consists of in-house developed applications residing on web servers, native IBM applications and an IBM Power 9 DB2 database warehouse. The platform interfaces with document management, financial applications and additional utilities housed on an IBM Power 9 DB2 database.

• External Applications - Customer facing websites for Developers and Property Management - consisting of:

  • Application submission.

  • Financial Statement submission.

  • Tax Credit requirements:

    • Tenant Income Certification entry and upload utility.
    • Annual Owner Certification submission.
    • Rental Schedule submission.
    • Property specific Rent and Income Limit Charts.

  • Housing Services Supportive Service activity submission.

  • Monthly Occupancy Reporting.

• Internal Applications

  • Funding Application Process
  • Construction Budgeting and Release of Funding
  • Mortgage Loan Servicing
  • Incorporating the Agency’s Underwriting Spreadsheets
  • LIHTC program support (8609)
  • Financial Statement Review
  • Financial Performance Review
  • Management Site Review
  • Tax Credit Non-Compliance Monitoring and Reporting (8823)
  • Additional Reporting
  • Documents and Images
  • Mass Mail communications

PHFA expects the need for the development of a custom interface to the Workday financial system. In addition, PHFA also believes interfaces to in-house document management system for long term documentation storage and retention and data warehouse for business insight reporting and analysis will be needed after the application original go live date.

PHFA is also seeking a mobile solution for compliance with NSpire Inspection requirements that can integrate with Asset Management.

An overview of the Agency’s number of users and master data records in the current system is as follows:

• Number of PHFA system users: Approximately 150 total internal users, including casual users from the various divisions outside of the Development, Housing Management and Technical Services Divisions.
• Number of external users: Approximately 5,000 users including main and subaccounts.

PHFA has not defined a data conversion strategy (convert active records only, a mix of active plus minimal historical records or all active and historical records). PHFA is looking for guidance from the vendors as to which approach is the most practical and cost effective. The range of active to total records is provided above. PHFA understands that even if historical records are converted there will be a clean-up and filtering of the data, so the total number of records presented above represents the worst-case scenario in terms of the conversion effort.

2.10 Requirements and Tasks

Functional Requirements

1. Applicant Portal

• User-friendly, mobile-responsive interface
• Multi-language support preferred (minimum: English and Spanish)
• Account creation with secure authentication (MFA preferred)
• Save-and-return functionality for applications
• Document upload (with file type/size validation)
• Eligibility pre-screening tools
• Auto-fill capabilities for returning applicants

2. Application Management

• Configurable application forms (dynamic fields, branching logic)
• Multiple funding programs and cycles management
• Application and Uploaded File Version Control
• Deadline tracking and automated notifications
• E-signature capabilities
• Ability to extend deadlines at the per application level
• Multi-stage application configurability
• Post submission applicant modification

3. Review & Scoring

• Configurable scoring rubrics
• Reviewer assignment and conflict-of-interest tracking
• Commenting and collaboration tools
• Panel review workflows (preferred)

4. Compliance & Eligibility

• Built-in compliance checks for housing regulations (e.g., income limits, HUD guidelines)
• Report submission compliance
• Validation rules to prevent incomplete submissions
• Audit trail of all actions and changes
• Ability for external applicants/partners to upload or complete compliance reports
• Document version control
• Ability to track construction project milestones for milestone-based payments
• The ability to provide data in response to Right To Know (FOI) compliance

5. Reporting & Analytics

• Pre-built and customizable reports
• Dashboard views for program performance
• Export capabilities (CSV, Excel, PDF)
• Tracking demographic and geographic data-the ability to query information on the County, Political districts, zip codes, etc.
• Compliance and audit reporting

6. Communication Tools

• Automated email notifications
• Messaging portal between applicants and administrators
• Template-based communications
• Status updates for applicants

7. Payment & Funding Tracking

• Integration with financial systems (Workday)
• Grant award tracking and disbursement schedules
• Milestone-based payment tracking and coding (funding source)
• Financial reporting capabilities

Technical Requirements

1. Architecture & Hosting

• Cloud-based (AWS, Azure, or equivalent preferred)
• High availability (99.5% uptime SLA)
• Scalable to handle peak application periods

2. Security & Compliance

• Compliance with relevant standards (e.g., SOC 2, FedRAMP if applicable)
• Data encryption (in transit and at rest)
• Role-based access control (RBAC)
• Regular security audits and vulnerability testing

3. Integrations

• APIs for integration with external systems:

  • Financial/accounting systems
  • GIS tools (for location-based housing data)-preferred
  • Identity verification services-preferred

• Integrated mobile inspection tool

4. Data Management

• Data import/export capabilities
• Data retention and archival policies
• Backup and disaster recovery processes

5. Accessibility & Equity Requirements

• Compliance with WCAG 2.1 AA accessibility standards
• Plain-language content support
• Mobile-first design for underserved users
• Compatibility with assistive technologies

6. Implementation Requirements

• Detailed implementation plan and timeline
• Dedicated project manager
• Configuration workshops with stakeholders
• User acceptance testing (UAT) support

7. Training & Support

• Role-based training (admins, reviewers, applicants)
• User manuals and knowledge base
• Helpdesk support (hours and SLAs defined)
• Ongoing system updates and enhancements

8. Vendor Qualifications

• Experience with government or housing-related program systems
• Proven track record with similar implementations
• References from public sector or nonprofit clients
• Financial stability and long-term viability

Optional/Advanced Features

• Fraud detection tools/dashboard
• GIS mapping of funded housing projects
• Public transparency portals
• Outcome tracking (e.g., housing units created, individuals served)

A more detailed list of requirements is provided in the Technical Proposal.

2.11 Timeline and Response Date

The anticipated timeline for this RFP process is outlined below. While dates may be adjusted at the discretion of the issuing officer, respondents should plan according to the general schedule provided:

RFP Posting and Open Solicitation Period: The open solicitation period is defined in BidNet. During this time, suppliers may submit questions and all communications must be limited to the issuing officer(s).

Proposal Review and Evaluation (2-3 weeks)

Following the submission deadline, proposals will undergo a structured evaluation process. This period is expected to last two to three weeks depending on the number of bids submitted. It includes internal review, scoring and shortlisting of qualified vendors

Supplier Demonstrations (approximately 2-4 weeks)

Selected suppliers will be invited to participate in product demonstrations, presentations or interviews if designated in section 2.7. Suppliers should be prepared to demonstrate the functionality listed in the Technical Proposal with a 4-hour virtual demo to be scheduled at the end of July.

Contract Finalization and Award (2 weeks- 2 months)

After supplier selection, contract negotiations and finalization will take place. Assuming no modifications to terms and conditions, contract processing is expected to require approximately two to three weeks following supplier selection. 

Please note: Contract execution may require several months if negotiation of terms and conditions is necessary. 

All proposals are due via https://www.bidnetdirect.com/pennsylvania/phfa

Suppliers must register to submit proposals electronically.  When viewing the solicitation notice, use the “Submit a Bid” button.  If suppliers need assistance, please contact BidNet’s Vendor Support Department at 800-835-4603, Option 2.  Suppliers should plan for the time to upload proposals.  If proposals are not submitted into the system prior to the deadline, they will not be accepted.

Section 3: Technical Information required from the supplier

Supplier proposals must be submitted in the format provided in Appendix A.  To be considered, the proposal must respond to both the requirements in the Appendix and all attachments referenced.  

All representations, statements and commitments made by the Supplier in its proposal response shall be deemed material and, upon any resulting award, will be incorporated and become part of the resulting contract.  By submitting a proposal, the Supplier warrants that all information provided is accurate, complete and current as of the date of submission. 

Any inaccuracies, misrepresentations, or omissions may be grounds for disqualification from the solicitation process or, if discovered after award, may constitute a breach of contract and result in termination, at the sole discretion of the Agency. This includes any misrepresentations in product demonstrations or presentations made as part of the selection process.  

Suppliers are therefore expected to exercise due diligence in the preparation of the responses and clearly identify any assumptions, exceptions or conditions.   

Proposal Format Reminder 

As a reminder, cost information must not be included in the Technical Proposal.  

 Failure to maintain complete separation between technical and cost materials will result in disqualification without exception. Compliance with this requirement is mandatory and nonnegotiable. 

PHFA may request additional information, conduct clarification discussions, as deemed necessary to evaluate proposals. 

Section 4: Cost Information Instructions

Complete the cost proposal spreadsheet.

As a reminder, no cost information should be included in the Technical Proposal Document. Appendix A (Technical) and Appendix B (Cost) must be separate documents.

PHFA will let the supplier revise implementation costs after 90 days from the kickoff date to allow for adjustments in hours based on more detailed scope discussions. Software costs and proposed rates must remain unchanged as scoring is based on initial submissions.

Summary Pricing Ta****b

This is a summary roll-up table. Fill it in LAST, after completing all other tabs.

For each row, enter:

• One-Time Cost – amounts paid only as part of contract implementation
• Annual Recurring – amounts invoiced every year (SaaS subscription licenses, hosting, support, annual training).
• If a line is not applicable (e.g., implementation has no recurring fee), enter 'N/A' or '$0' instead of leaving it blank
• You may insert lines if a cost category is missing

S****oftware and Technical Costs Tab

Complete the pricing table for all software costs, software maintenance costs, and hosting/infrastructure costs. If the modules listed are different than those on the summary tab, update the summary tab accordingly.

For each line priced, specify if it is required to meet the requirements or an optional add-on. Enter any pricing assumptions in the comments section.

It is expected that hosting and infrastructure are included in the module subscription costs but if there are any additional charges, list them in the chart.

Complete the chart at the bottom designating the support services that are included in the support and maintenance costs. If the services are not included, provide a not-to-exceed annual cost.

Implementation Services and Support Tab

Provide a total not to exceed cost for each of the categories listed. You may add lines for any additional categories. You may also list optional services but designate that they are optional in column J.

Training costs provided should align with the recommended training approach (virtual/classroom, etc.) but should also consider ongoing training support options. Custom developed training can be priced as part of the services rate card if the service is offered.

Services Rate Card Tab

Provide pricing for any additional services that are offered that are not part of the core implementation or may be part of ongoing enhancement development. Rates must be inclusive of travel and expenses.

**Pricing Assumptions/**Exclusions Tab

List every item that is explicitly NOT included in your pricing. Common items vendors forget to exclude:

• Change order costs if the agency's requirements expand during implementation.
• Costs for regulatory changes that require system modifications not covered under standard maintenance.
• Client-side IT staff time or hardware costs required to support integration or deployment.

⚠ Note

Omitting a material assumption or exclusion that later causes a cost dispute can result in contract penalties or termination. When in doubt, include it — evaluators prefer transparency.

Section 5: Criteria for Selection

All proposals received from Suppliers will be reviewed and evaluated by a committee of qualified Agency personnel. This committee will recommend for selection the proposal which most closely meets the requirements of the RFP.

Technical proposals are scored independently from cost proposals. 

Technical Criteria include:

Other scoring factors include:

Terms and Conditions

Ability of the supplier to accept the stated Terms and Conditions as outlined in Appendix C.

Cost

While this area will be weighted heavily, it is not the only deciding factor in the selection process. Cost information will be provided in Appendix B. Absolutely no pricing can appear anywhere in the Technical Proposal. Failure to meet this requirement will result in disqualification of the proposal.

Section 6: Request for Proposal Submission Instructions

All proposals are due via email to the Issuing Officer no later than July 8, 202**6,** 2:00 PM EST.

Suppliers must register to submit proposals electronically.  When viewing the solicitation notice, use the “Submit a Bid” button.  If suppliers need assistance, please contact BidNet’s Vendor Support Department at 800-835-4603, Option 2.  Suppliers should plan for the time to upload proposals.  If proposals are not submitted into the system prior to the deadline, they will not be accepted.

Each submission should include the following documents:

1. Appendix A: Technical Proposal
2. Appendix B: Cost Proposal

** IMPORTANT NOTE: The Cost proposal must be uploaded as a separate document from the Technical Proposal.

1. Appendix C: Acknowledgement of review of Standard Terms and Conditions, and any potential redlines.  Also include any additional forms or documents that may require PHFA signature as part of the contract so they can be reviewed in advance.
2. Optional: cover letter to declare any proprietary information (reference section 1.9)