RFP 2026-023 Data Software Addendum 1

Agency:	Columbus Metropolitan Housing Authority
State:	Ohio
Type of Government:	State & Local
NAICS Category:	511210 - Software Publishers 541511 - Custom Computer Programming Services 541519 - Other Computer Related Services
Posted Date:	Aug 6, 2026
Due Date:	Aug 13, 2026
Solicitation No:	RFP 2026-023
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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RFP Database So�ware

RFP Number: 2026-023

Issue Date: 07/20/26

Submission Deadline: 08/13/26 @ 11AM

Shunlonda McCall

smccall@cmhanet.com | 614-421-4433

cmhanet.com

Section

1.0

2.0

2.1

2.2

2.3

2.4

2.5

2.6

2.7

3.0

3.1

3.2

3.3

3.4

3.5

3.6

3.7

4.0

4.1

4.2

5.0

5.1

5.2

5.3

5.4

5.5

6.0

7.0

REQUEST FOR PROPOSALS (RFP) NO. 2026-023

Database Software

Section of Contents

[Section No. 1]

Description

Introduction

RFP Information at a Glance

HA’S Reservation of Rights

Scope of Work/Technical Specifications

Background

Objective

Application on Background

SOW/Deliverables

Methodology

Deliverables

Ongoing Support

Proposal Format

Proposal Submittal

Entry of Proposed Fees

Additional Information Pertaining to the Pricing Items

Proposal Submission

Proposer's Responsibilities--Contact With the HA

Pre-proposal Conference

Recap of Attachments

Proposal Evaluation

Evaluation Factors

Evaluation Method/Plan

Contract Award

Contract Award Procedure

Contract Conditions

Licensing and Insurance Requirements

Right to Negotiate Fees

Contract Services Standards

Additional Considerations

HUD Form Locator

Attachments A-G

Page

4-5

6-7

9-10

12-14

20-28

The Columbus Metropolitan Housing Authority

Page 1

REQUEST FOR PROPOSALS (RFP) NO. 2026-023

Database Software

INTRODUCTION

T he Columbus Metropolitan Housing Authority (hereinafter, “HA”) is a public entity, formed in 1934 to provide

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.

Currently, the HA owns and/or manages: (a) 50 multi-family apartment complexes totaling 6,473 units; (b) ten

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.

In keeping with its mandate to provide efficient and effective services, the HA is now soliciting proposals from

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

HA CONTACT PERSON

Shunlonda McCall Purchasing Manager

smccall@cmhanet.com

614.421.4433

[Section No. 2]

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

SUBMITTING A PROPOSAL SUBMITTAL

PROPOSAL SUBMITAL RETURN & DEADLINE

1. As directed within Section 3.2.1 of the RFP document,

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).

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

The Columbus Metropolitan Housing Authority

Page 2

REQUEST FOR PROPOSALS (RFP) NO. 2026-023

Database Software

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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The Columbus Metropolitan Housing Authority

Page 3

REQUEST FOR PROPOSALS (RFP) NO. 2026-023

Database Software

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

2.1.1.2

2.1.1.3

2.2 Objective

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.

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.

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.

2.2.1 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.

The Columbus Metropolitan Housing Authority

Page 4

This page summarizes the opportunity, including an overview and a preview of the attached documents.

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