Data Software

RFP Database Soware
RFP Number: 2026-023
Issue Date: 07/20/26
Submission Deadline: 08/13/26 @ 11AM
Shunlonda McCall
sm ccall@cmhanet.com | 614-421-4433 cmhanet.com

REQUEST FOR PROPOSALS (RFP) NO. 2026-023
Database Software
INTRODUCTION
he Columbus Metropolitan Housing Authority (hereinafter, "HA") is a public entity, formed in 1934 to provide
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federally subsidized housing and housing assistance to low-income families, in Columbus and Franklin County.
CMHA is headed by a President & CEO and is governed by a Board of Commissioners and is subject to the
requirements of Title 24 of the Code of Federal Regulations (hereinafter, "CFR") and CMHA's procurement policy.
The Agency was brought into existence by resolution of the State of Ohio's Board of Housing on May 8th, 1934. CMHA
is a subdivision of the State of Ohio.
urrently, the HA owns and/or manages: (a) 50 multi-family apartment complexes totaling 6,473 units; (b) ten
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senior complexes, totaling 859 units; and (c) seven Service Enriched complexes, totaling 382 units. The HA also
administers approximately 13,500 Section 8 Housing Choice Vouchers and manages the HUD Project-Based
Rental Assistance contracts covering 81,000 units in Ohio and Washington, D.C. through its subsidiary, Assisted
Housing Services Corporation. The HA currently has approximately 182 employees.
n keeping with its mandate to provide efficient and effective services, the HA is now soliciting proposals from
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qualified, licensed and insured entities to provide the services specified herein to the HA. All proposals submitted
in response to this solicitation must conform to all of the requirements and specifications outlined within this
document and any designated attachments in its entirety.
RFP INFORMATION AT A GLANCE
[Section No. 2]
HA CONTACT PERSON Shunlonda McCall Purchasing Manager
smccall@cmhanet.com
614.421.4433
HOW TO OBTAIN THE RFP DOCUMENTS ON THE 1. Access cmhanet.com
CMHA WEBSITE 2. Click on the "Business Opportunities" heading
3. Click on the "Purchasing" heading
If you have any problems in accessing or registering on the
system, please call the Procurement Department at
614.421.4434
PRE-PROPOSAL CONFERENCE Monday August 3, 2026 at 2:00 P.M
Zoom Meeting
https://us02web.zoom.us/j/83933622997?pwd=bt85uJ
PDXldaKArm2o78vaVnYHbbQ5.1
Meeting ID: 839 3362 2997
Passcode: 213118
HOW TO FULLY RESPOND TO THIS RFP BY 1. As directed within Section 3.2.1 of the RFP document,
SUBMITTING A PROPOSAL SUBMITTAL submit certain required financial information "Proposal
Sheet" in a separate sealed envelope noting the RFP
number, name and company information.
2. All pricing must be submitted separately, to
feeproposal@cmhanet.com.
All technical responses must be submitted and received to
technicalresponse@cmhanet.com no later than the
submittal deadline stated herein (or within any ensuing
addendum).
PROPOSAL SUBMITAL RETURN & DEADLINE Thursday August 13, 2026 by 11:00am
The CMHA Central Office
880 E. 11th Avenue, Columbus, Ohio 43211
Note: The electronic copy of the proposal and all required
financial information must be received by the HA no later
than 11:00 a.m. on the stated due date. If submitting a
physical paper copy is not required, respondents may instead
submit one electronic response to the email address provided
in the solicitation.
ANTICIPATED APPROVAL BY HA BOARD July 2026
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REQUEST FOR PROPOSALS (RFP) NO. 2026-023
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1.0 HA'S RESERVATION OF RIGHTS:
1.1 The HA reserves the right to reject any or all proposals, to waive any informality in the RFP
process, or to terminate the RFP process at any time, if deemed by the HA to be in its best
interests.
1.2 The HA reserves the right not to award a contract pursuant to this RFP.
1.3 The HA reserves the right to terminate a contract awarded pursuant to this RFP, at any
time for its convenience upon 30 days' written notice to the successful proposer(s).
1.4 The HA reserves the right to determine the days, hours and locations that the successful
proposer(s) shall provide the services called for in this RFP.
1.5 The HA reserves the right to retain all proposals submitted and not permit withdrawal for a
period of 60 days subsequent to the deadline for receiving proposals without the written
consent of the HA Contracting Officer (CO).
1.6 The HA reserves the right to negotiate the fees proposed by the proposer entity.
1.7 The HA reserves the right to reject and not consider any proposal that does not meet the
requirements of this RFP, including but not necessarily limited to incomplete proposals
and/or proposals offering alternate or non-requested services.
1.8 The HA shall have no obligation to compensate any proposer for any costs incurred in
responding to this RFP.
1.9 The HA shall reserve the right to at any time during the RFP or contract process to prohibit
any further participation by a proposer or reject any proposal submitted that does not
conform to any of the requirements detailed herein. By accessing the HA website,
www.cmhanet.com and downloading this document, each prospective proposer is thereby
agreeing to abide by all terms and conditions listed within this document, and further
agrees that he/she will inform the CO in writing within 3 days of the discovery of any item
listed herein or of any item that is issued thereafter by the HA that he/she feels needs to
be addressed. Failure to abide by this time frame shall relieve the HA, but not the
prospective proposer, of any responsibility pertaining to such issue.
1.10 The HA reserves the right to select a single or multiple award contract.
1.11 The HA reserves the right to add requirements during the contract period when it is in the
best interest of the HA.
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REQUEST FOR PROPOSALS (RFP) NO. 2026-023
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2.0 SCOPE OF WORK (SOW)/TECHNICAL SPECIFICATIONS (T/S): The Columbus Metropolitan
Housing Authority (CMHA) is seeking proposals from qualified vendors to provide a database software
solution to support the tracking, management, and reporting of resident services and program outcomes.
The selected solution will supplement existing systems and must support both internal staff and external
partner organizations in collecting, managing, and analyzing data related to service delivery and
outcomes.
2.1.1.1 The HA mission is to serve the community by helping people access
affordable housing by working with our collaborative partners, we
develop, renovate and maintain housing, promote neighborhood
revitalization and assist residents in accessing needed social services.
2.1.1.2 The HA administers programs and partnerships designed to connect
residents with supportive services, improve economic mobility, and
enhance quality of life. These efforts require a centralized system to
track participant-level data and program-level outcomes, as well as to
support reporting for grants and internal performance management.
2.1.1.3 In an effort to enhance data collection, reporting, and program
management capabilities, CMHA seeks a comprehensive database
software solution that supports outcomes tracking, demographic data
analysis, data visualization, data import and export functionality, third-
party data entry, user access management, and configurable system
customization.
2.2 Objective
2.2.1 Through this RFP, the HA intends to obtain a comprehensive, secure, and efficient
database software solution to support the tracking, management, analysis, and
reporting of resident services, participant outcomes, demographic data, program
performance, and grant-related reporting.
2.3 Application Background
2.3.1 The HA will utilize the software for the Resident Initiatives Department who
administers programs and partnerships that connect residents with supportive
services, promote economic mobility, and improve quality of life.
2.3.2 To effectively manage these efforts, CMHA requires a centralized database
software solution to support participant-level tracking, program outcome
measurement, demographic data analysis, reporting, and performance
management.
2.3.3 Agency-developed applications providing resident services data management,
outcomes tracking, demographic analysis, reporting, and partner data entry
capabilities.
2.4 SOW/Deliverables
2.4.1 While completing the response, it is vital the current level of functionality be
maintained. After a full assessment it has been determined by the HA that the
following items will need to be addressed to meet the needs of the RI Team:
2.4.1.1 Outcomes Tracking, track participant-level data, including services
received, program engagement, and income/employment outcomes
over time. Track program-level performance metrics and aggregate
outcomes across programs and partners.
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REQUEST FOR PROPOSALS (RFP) NO. 2026-023
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2.4.1.2 Capture and analyze client demographic information, including age,
race/ethnicity, household composition, and income, and allow
outcomes data to be disaggregated by demographic variables.
2.4.1.3 The selected vendor shall provide customizable reporting
capabilities based on user-defined metrics and filters, along with
dashboard functionality to support real-time data visualization and
performance monitoring.
2.4.1.4 Provide data and import and export capabilities, including the
ability to import data from external systems via CSV files. Support
bulk data upload and download functionality.
2.4.1.5 Third-Party Data Entry, provide secure, user-friendly forms for
partner organizations and third parties.
2.4.1.6 Support validation and standardization of submitted data.
2.4.1.7 User and Access Management, support role-based access controls,
ability to manage multiple user types (e.g., administrator,
manager, staff).
2.4.1.8 System flexibility and customization , configurable fields and data
structures to accommodate evolving program needs.
2.4.1.9 Ability to create or modify forms, metrics, and workflows without
extensive vendor intervention.
2.5 Methodology
2.5.1 Proposer shall demonstrate at least five (5) years of experience providing database
or case management systems for human services, housing, or nonprofit
organizations, including experience supporting outcomes tracking and performance
measurement.
2.5.2 Experience implementing systems for clients operating programs in partnership
with multiple external organizations is also required.
2.5.2.1 Familiarity with housing authority programs and associated resident
services is preferred, including an understanding of how program design,
service delivery, and outcomes tracking align to support resident
economic mobility, housing stability, and quality of life.
2.5.2.2 Proposed budgets must clearly outline software licensing costs,
implementation and onboarding costs, data migration costs, and training
and technical support costs as applicable.
2.6 Deliverables
2.6.1 Provide and implement a database software solution to support resident
services tracking, outcomes management, demographic analysis, and
reporting.
2.6.2 Configure the system to track participant-level services, program
engagement, income/employment outcomes, and related performance
measures.
2.6.3 Provide dashboard functionality to support real-time data visualization and
performance monitoring.
2.6.4 Provide CSV data import/export capabilities, including bulk upload and
download functionality.
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REQUEST FOR PROPOSALS (RFP) NO. 2026-023
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2.6.5 Configure secure online forms for partner organizations and third parties to
submit standardized data.
2.6.6 Establish role-based access controls for administrators, managers, staff, and
approved external users.
2.6.7 Provide implementation, onboarding, training, technical support, and
documentation for CMHA staff and approved partners.
2.7 Ongoing Support
2.7.1 Process Optimization and Advisory Support
2.7.2 Analysis of business process and recommending improvements
2.7.3 Working with staff to implement optimized workflows.
2.7.4 Supporting continuous improvement of system usage
2.7.5 Assist with data imports and system integrations
2.7.6 Ensuring data handling follows compliance and security standards
2.7.7 Transfer technical knowledge and provide system documentation.
2.7.8 Assist with monitoring, backup strategies, and performance tuning.
3.0 PROPOSAL FORMAT:
3.1 Proposal Submittal: The HA intends to retain the successful proposer pursuant to a "Best
Value" basis, not a "Low Proposal" basis ("Best Value," in that the HA will, as detailed
within the following Section 4.0, consider factors other than just cost in making the award
decision). Therefore, so that the HA can properly evaluate the offers received, all
proposals submitted in response to this RFP must be formatted in accordance with the
sequence noted following. Each category must be separated and labeled with the
corresponding reference also noted below. None of the proposed services may conflict
with any requirement the HA has published herein or has issued by addendum.
[Section No. 3]
RFP Section
Section No. Description
3.1.1 1 Form of Proposal: This Form is attached hereto as
Attachment A to this RFP document. This 1-page Form
must be fully completed, executed where provided
thereon and submitted under this section as a part of
the proposal submittal.
3.1.2 2 Form HUD-5369-C (8/93), Certifications and
Representations of Offerors, Non-Construction
Contract: This Form is located on the CMHA website
as an addendum to this RFP document. This 2-page
Form must be fully completed, executed where
provided thereon and submitted under this section as
a part of the proposal submittal.
3.1.2.1 2 Form HUD-5369-A (11/92), Representations,
Certifications, and Statements of Proposers, Public
and Indian Housing Programs: This Form is located
on the CMHA website as an addendum to this RFP
document. This 4-page Form must be fully completed,
executed where provided thereon and submitted
under this section as a part of the proposal submittal.
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REQUEST FOR PROPOSALS (RFP) NO. 2026-023
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3.1.3 3 Profile of Firm Form: The Profile of Firm Form is
attached hereto as Attachment B to this RFP
document. This 2-page Form must be fully completed,
executed and submitted under this section as a part of
the proposal submittal.
3.1.4 4 Proposed Services: As more fully detailed within
Section 2.0, Scope of Proposal/Technical
Specifications, of this document, the proposer shall,
at a minimum, clearly detail within the information
submitted under this section documentation showing:
3.1.4.1 As detailed within Section 4.1, Evaluation Factor No.
2, The proposer's ORGANIZATIONAL AND PERSONNEL
BACKGROUND, provide an overview of company,
emphasizing its qualifications and major
organizational strengths. In addition, respondent will
provide a brief history of the company as well as
listing of references where similar services were
performed.
3.1.4.2 As detailed within Section 4.1, Evaluation Factor No.
3, herein, the proposer's METHODOLOGY, proposer
shall describe their understanding of the project scope
and their recommended approach to performing the
services.
3.1.4.3 As detailed within Section 4.1, Evaluation Factor No.
3, herein, the proposer's EXPERIENCE, discuss the
experience in providing services for Database Software
3.1.4.4 As detailed within Section 4.1, Evaluation Factor No.
4, The proposer's VALUE ADDED SERVICES, explain (if
applicable) any "Value Added Services" the
respondent provides as a result of a partnership and
how can these benefit the HA directly.
3.1.4.5 As detailed within Section 4.1, Evaluation Factor No.
5, The OVERALL QUALITY AND PROFESSIONAL
APPEARANCE OF THE PROPOSAL SUBMITTED
(including the comprehensive proposal as noted in this
RFP), based upon the opinion of the evaluators.
3.1.4.6 If appropriate, how staff are retained, screened,
trained and monitored;
3.1.4.7 The proposed quality control program;
3.1.4.8 An explanation and copies of forms that will be used
and reports that will be submitted and the method of
such reports (i.e. written; fax; internet; etc.);
3.1.4.9 A complete description of the products and services
the firm provides.
3.1.5 5 Managerial Capacity/Financial Viability: The proposer
entity must submit under this section a concise
description of its managerial and financial capacity to
deliver the proposed services, including brief
professional resumes for the individuals identified in
items (5) and (6) of Attachment B, Profile of Firm
Form. Such information shall include the proposer's
qualifications to provide the services; a description of
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REQUEST FOR PROPOSALS (RFP) NO. 2026-023
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the firm's background and current organizational
structure; and three (3) years of audited financial
statements, including cash flow statements. If audited
financial statements are not available, the proposer
may submit completed tax returns for the previous
three (3) years in lieu of audited financials.
3.1.6 6 Client Information: The proposer shall submit a listing
of former or current clients, including any other Public
Housing Authority, for whom the proposer has
performed similar or like services to those being
proposed herein. The listing shall, at a minimum,
include:
3.1.6.1 The client's name;
3.1.6.2 The client's contact name;
3.1.6.3 The client's telephone number;
3.1.6.4 A brief description and scope of the service(s) and the
dates the services were provided;
3.1.7 7 Equal Employment Opportunity: The proposer must
submit under this section a copy of its Equal
Opportunity Employment Policy.
3.1.8 8 Subcontractor/Joint Venture Information (Optional
Item): The proposer shall identify hereunder whether
or not he/she intends to use any subcontractors for
this job, if awarded, and/or if the proposal is a joint
venture with another firm. Please remember that all
information required from the proposer under the
proceeding sections must also be included for any
major subcontractors (10% or more) or from any joint
venture.
3.1.9 9 Other Information (Optional Item): The proposer may
include hereunder any other general information that
the proposer believes is appropriate to assist the HA in
its evaluation.
3.1.11 If no information is to be placed under any of the above noted sections
(especially the "Optional" sections), please place there under a statement such
as "NO INFORMATION IS BEING PLACED UNDER THIS SECTION" or "THIS SECTION
LEFT INTENTIONALLY BLANK." DO NOT eliminate any of the sections.
3.1.12 Proposal Submittal Method: It is preferable that the proposer responds to this
solicitation electronically. The proposer shall submit the all- inclusive technical
portion of the response to technicalresponse@cmhanet.com, ensuring that all
information requested in Section 3.0 Proposal Format are included.
3.2 Entry of Proposed Fees: The proposed fees shall be submitted by the proposer and
received by the HA where provided "Fee Sheet" (Attachment E). The Proposer shall submit
this sheet in a separate sealed envelope and submitted with the "original" hard copy ONLY..
Do not submit, enter or refer to any fees or costs within the 10-tab "hard copy"
proposal submittal detailed within Section 3.0-any proposer that does so may be
rejected without further consideration. A proposer must enter a proposed fee for each
item--a "No Proposal" will not be allowed for any item, though a "No Charge" will be allowed
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REQUEST FOR PROPOSALS (RFP) NO. 2026-023
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for certain items. The proposed fees submitted by each proposer are inclusive of all
necessary costs to provide the proposed services not otherwise provided for herein,
including, but not limited to: employee costs and benefits; clerical support; overhead; profit;
supplies; materials; licensing; insurance; permits; travel; etc.
[Section No. 4]
RFP Section Item No. Description (Site)
3.2.1 1 Base Platform &Licensing
3.2.2 2 Deployment Model
3.2.3 3 Training & Support
3.2.4 4 Hosting & Infrastructure
3.2.5 5 Integration and Application Programming
Interface Fees
3.3 Additional Information Pertaining to the Pricing Items:
3.3.1 Quantities: All quantities entered by the HA herein and within the
corresponding Pricing Items on the noted Proposal Fee Sheet are for calculating
purposes only. As may be further detailed herein, the HA does not guarantee
any minimum or maximum amount of work as a result of any award ensuing
from this RFP, as the ensuing contract will be a Requirements Contract, in that
the HA shall have the discretion of awarding this contract to multiple
contractors and shall retain the right to order from that/those contractor/s
(successful proposer/s), on a task order basis, any amount of services the HA
requires.
3.3.1.1 Assumption: It shall be the HA's assumption that the successful
proposer has based his/her proposed pricing for Pricing Items No. 1-4
upon the proposed rates submitted by the proposer (and by
submitting a proposal in response to this RFP, the successful proposer
automatically agrees that such is accurate). Accordingly, the HA may
use such assumption, if necessary, to do any lump-sum proposal
breakdown calculations during the term of the ensuing contract.
3.4 Proposal Submission: All pricing must be submitted via separate, sealed envelope and all
"hard copy" proposals must be submitted and time-stamped received in the designated HA
office by no later than the submittal deadline stated herein (or within any ensuing attachment)
as noted in Section 3.2. A total of 1 original signature copy (marked "ORIGINAL") and 2
exact copies (each of the 3 separate proposal submittals shall have a cover and extending
tabs) of the "hard copy" proposal submittal, shall be placed unfolded in a sealed package and
addressed to:
The Columbus Metropolitan Housing Authority
Attention: Shunlonda McCall
Assistant Vice President
880 E. 11th Avenue
Columbus, Ohio 43211
The package exterior must clearly denote the above noted RFP number and must have the
proposer's name and return address. Proposals received after the published deadline will
not be accepted.
The Columbus Metropolitan Housing Authority
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