OnSpring Consultant Support & Services Provider Addendum 1

RFP OnSpring Consultant
Support & Service Provider
RFP Number: 2026-004
Issue Date: 05/14/26
Submission Deadline: 06/12/26 @ 11AM
Shunlonda McCall
smccall@cmhanet.com | 614-421-4433
cmhanet.com

REQUEST FOR PROPOSALS (RFP) NO. 2026-004
ONSPRING TECHNOLOGIES LLC, CONSULTANT SUPPORT & SERVICES
Section of Contents
[Section No. 1]
Section Description Page
Introduction 2
RFP Information at a Glance 2
1.0 HA'S Reservation of Rights 3
2.0 Scope of Work/Technical Specifications 4
2.1 Background 4
2.2 Objective 4
2.3 Application on Background 4
2.4 SOW/Deliverables 4-5
2.5 Methodology 5
2.6 Deliverables 5
2.7 Ongoing Support 6
3.0 Proposal Format 6
3.1 Proposal Submittal 6-7
3.2 Entry of Proposed Fees 8
3.3 Additional Information Pertaining to the Pricing Items 9
3.4 Proposal Submission 9-10
3.5 Proposer's Responsibilities--Contact With the HA 10
3.6 Pre-proposal Conference 11
3.7 Recap of Attachments 11
4.0 Proposal Evaluation 12
4.1 Evaluation Factors 12
4.2 Evaluation Method/Plan 12-14
5.0 Contract Award 15
5.1 Contract Award Procedure 15
5.1 Contract Award Procedure 15
5.3 Licensing and Insurance Requirements 16
5.4 Right to Negotiate Fees 16
5.5 Contract Services Standards 16
6.0 Additional Considerations 17
6.0 HUD Form Locator 19
Attachments A-G 20-28
The Columbus Metropolitan Housing Authority
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REQUEST FOR PROPOSALS (RFP) NO. 2026-004
ONSPRING TECHNOLOGIES LLC, CONSULTANT SUPPORT & SERVICES
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 June 01, 2026 at 2:00 P.M
Zoom Meeting
https://us02web.zoom.us/j/88283355177?pwd=Co3xQk9CKAu
FEF7RDcbbRO2isisYJB.1
Meeting ID: 882 8335 5177
Passcode: 080963
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 Friday June 12, 2026 @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
The Columbus Metropolitan Housing Authority
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REQUEST FOR PROPOSALS (RFP) NO. 2026-004
ONSPRING TECHNOLOGIES LLC, CONSULTANT SUPPORT & SERVICES
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.
This part of the page was intentionally left blank
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REQUEST FOR PROPOSALS (RFP) NO. 2026-004
ONSPRING TECHNOLOGIES LLC, CONSULTANT SUPPORT & SERVICES
2.0 SCOPE OF WORK (SOW)/TECHNICAL SPECIFICATIONS (T/S): The HA is soliciting competitive
proposals from respondents for the provision of professional consultants and support services from
Onspring Technologies approved consulting firms to provide expert implementation and support
services for the Onspring Technologies software platform. This engagement will prioritize the
needs of the Compliance Housing Choice Voucher (HCV) department, while ensuring full
collaboration with our internal IT team to deliver a secure, scalable, and compliant solution, but
not limited to these departments.
2.1 Background
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 maintains several enterprise and departmental applications and
platforms, including Onspring Technologies LLC, Microsoft Cloud
(SharePoint). In addition, the HA has an in-house Information Technology
department as well as development finance and various business process
staff.
2.1.1.3 In an effort to maintain stability and leading-edge capabilities, the HA has
made the decision to leverage previous investments in the Onspring
Technologies LLC. It is the intention of this RFP to select a vendor(s) to
assist in the successful maintenance and full system support of the Onspring
Technologies LLC, Microsoft Cloud (SharePoint)product.
2.2 Objective
2.2.1 Through this RFP, the HA intends to select an organization to perform the necessary
activities related to the successful enhancement, maintenance and full support of
Onspring Technologies LLC.
2.3 Application Background
2.3.1 The HA utilizes Onspring Technologies LLC for general accounting functions including
AR/AP, disbursements, fixed assets; financial statements and other GL related
functions. This is comprised of a single company/entity within Onspring
Technologies LLC.
2.3.2 There are approximately 170 employees that use Onspring Technologies LLC on a
regular basis. All users are at the main HA office, locally connected.
2.3.3 Agency developed applications providing case management and inspection
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 HA Teams:
2.4.1.1 Conduct joint discovery sessions with HCV, Accounting, IT, and
program stakeholders.
2.4.1.2 Configure Onspring Technologies LLC and related modules to support
HCV workflows and financial operations.
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REQUEST FOR PROPOSALS (RFP) NO. 2026-004
ONSPRING TECHNOLOGIES LLC, CONSULTANT SUPPORT & SERVICES
2.4.1.3 Configure financial workflows to meet HUD and HCV-specific
requirements.
2.4.1.4 Ensure accurate ledger management, voucher processing, and fund
allocation.
2.4.1.5 Provide audit-ready reporting and compliance support.
2.4.1.6 Deliver targeted training and documentation for accounting staff.
2.4.1.7 Accounting Workflows: Configure OnSpring to support HCV
accounting processes including voucher payments, ledger
management, fund tracking, and HUD reporting.
2.4.1.8 Compliance & Audit Readiness: Ensure system setup supports HUD
regulations, audit trails, and financial transparency.
2.4.1.9 IT Collaboration: Work closely with internal IT to align system
architecture, integrations, and security protocols.
2.4.1.10 User Enablement: Provide tailored training and documentation for
the Accounting team, HCV program staff and IT Support.
2.4.1.11 Align OnSpring configurations with enterprise architecture and
cybersecurity policies.
2.5 Methodology
2.5.1 Proposer shall officially be recognized by OnSpring as approved implementation and
support partners will be considered. Proof of OnSpring-approved status must be
submitted with the proposal.
2.5.2 describe their understanding of the project scope and their recommended approach
to performing the services.
2.5.2.1 Describe the considerations for onsite or remote access performance of
project tasks.
2.5.2.2 Include a summary of innovative ideas and suggestions for enhancing the
scope of services.
2.5.2.3 Assumptions and Risks: Define the assumptions made regarding
accomplishing the "Scope of Work". Define the factors the consultant
believes are risks to the successful.
2.5.2.4 Coordination & Communication: Provide a plan for communications and
coordination between the Consulting team and the HA Teams.
2.5.2.5 Technical Support: Define the consultants' experience for those who would
be tasked in providing technical support services.
2.6 Deliverables
2.6.1 Implementation roadmap and milestone tracker
2.6.2 Configured OnSpring environment tailored to HCV and Finance/Accounting
Team and IT Department needs
2.6.3 Data migration and integration reports
2.6.4 Training curriculum and session recordings
2.6.5 Technical documentation and support logs
2.6.6 Optimization recommendations and upgrade plans
The Columbus Metropolitan Housing Authority
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REQUEST FOR PROPOSALS (RFP) NO. 2026-004
ONSPRING TECHNOLOGIES LLC, CONSULTANT SUPPORT & SERVICES
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.
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
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REQUEST FOR PROPOSALS (RFP) NO. 2026-004
ONSPRING TECHNOLOGIES LLC, CONSULTANT SUPPORT & SERVICES
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 Onspring
Technologies LLCr.
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
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
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REQUEST FOR PROPOSALS (RFP) NO. 2026-004
ONSPRING TECHNOLOGIES LLC, CONSULTANT SUPPORT & SERVICES
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 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)
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REQUEST FOR PROPOSALS (RFP) NO. 2026-004
ONSPRING TECHNOLOGIES LLC, CONSULTANT SUPPORT & SERVICES
3.2.1 1 Consulting Hourly Rate
3.2.2 2 Training Hours (hourly rate)
3.2.3 3 Custom Programing (hourly rate)
3.2.4 4 Development/Needs Analysis (hourly rate)
3.2.5 5 Project Management (hourly rate)
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.
3.4.1 Submission Conditions: DO NOT FOLD OR MAKE ANY ADDITIONAL MARKS,
NOTATIONS OR REQUIREMENTS ON THE DOCUMENTS TO BE SUBMITTED!
Proposers are not allowed to change any requirements or forms contained herein,
and if any such additional marks, notations or requirements are entered on any of
The Columbus Metropolitan Housing Authority
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