Project Information

Bid Title

RFP 2026-0064 Landlord Relationship Management System Addendum #1

Issuing Agency

Atlanta Housing

Location

Georgia

Published Date

Dec 11, 2025

Closing Date

Dec 18, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

RFP 2026-0064 Landlord Relationship Management System Addendum #1

Attachment Preview

Docusign Envelope ID: 449CD6F2-334F-4128-83EF-29000500DA17

ADDENDUM #1

ISSUE DATE: Wednesday, December 10, 2025

This Addendum shall become and form a part of:

Request for Proposals #2026-0064

Landlord Relationship Management System

TO ALL VENDORS

This Addendum, including all articles and corrections listed below, shall become a part of the original

Request for Proposals (“RFP”) package and shall be taken into account in preparing your proposal

response.

The above-numbered solicitation is amended as set forth below. Vendors must acknowledge receipt of this

addendum by completing and signing the attached Addenda Acknowledgement Form. The Addenda

Acknowledgement Form must be submitted with the Firm’s response to this RFP. Failure to include the

Form in the proposal response may subject your firm to disqualification.

In order to ensure that all firms are given an equal opportunity to submit a competitive response, the

following are responses to questions and/or requests for clarification concerning RFP #2026-0064.

NOTE: The following documents are attached: Attachment 1 – Addenda Acknowledgement Form

• ORIGINAL DUE DATE AND TIME: Tuesday, December 16, 2025, at 3:00 P.M. Eastern Time

• REVISED DUE DATE AND TIME: Thursday, December 18, 2025, at 3:00 P.M. Eastern Time

TO ALL PROSPECTIVE BIDDERS, PLEASE NOTE THE FOLLOWING CHANGES AND CLARIFICATIONS:

QUESTIONS AND ANSWERS

1. What is the estimate of the number of online AH forms needed?

Answer:

Atlanta Housing will need approximately 20-25 forms.

2. On average, what are the number of pages (or fields) per form?

Answer:

10 pages per form.

3. What is the number of forms that require e-signature using methods similar to Docusign?

Docusign Envelope ID: 449CD6F2-334F-4128-83EF-29000500DA17

Answer:

Approximately 10 will require e-signature and routing for approval.

4. Will simple electronic signature capture be suitable for some forms?

Answer:

Yes, for most but there are at least 2 forms that require validation for signature.

5. Is there an initial requirement for the proposed solution to support an IVR interface to AHA's phone system

provider?

Answer:

No, not at this time.

6. What is AH's ERP system?

Answer:

Atlanta Housing’s ERP system is Yardi Voyager.

7. Please describe the abatement calculation policy.

Answer:

Please see chart below.

8. What storage platform is currently used to archive all customer correspondence?

Docusign Envelope ID: 449CD6F2-334F-4128-83EF-29000500DA17

Answer:

Our current landlord portal is utilized to track communication around the submission of documents and

forms such as RTAs, Lease Violations, and new Property Owner Applications (POAs). Other

communication such as general inquiries are directed at staff. We would like to explore a way to better

track communication that occurs electronically between staff and customers. For example, a chatbot to

expedite frequently asked questions.

9. Please describe what is meant by "LRMS must accept portability billing documents from other housing

authorities."

Answer:

The landlord portal must allow other housing authorities to submit portability/billing documents to Atlanta

Housing once the housing authority is approved as a vendor and receives a vendor code.

10. Do you currently use any Salesforce application or a Salesforce Org?

Answer:

No

11. Do you currently have a Document/File Management system?

Answer:

Yes, Knowledgelake.

12. Can you please specify the payment processor you currently work or want to work with?

Answer:

Our monthly HAP payments to landlords are processed in Yardi Voyager. We currently do not have a

system that allows us to accept payments from landlords.

13. Can you please elaborate more on the ERP integration? What information needs to flow to/from the ERP?

Is it a bidirectional integration?

Answer:

Yes, we will need to have landlord information to go both directions.

14. How many files do you expect to migrate?

Answer:

We would need to migrate all files to be in compliance with our records retention policy.

15. What's the number & size of records to migrate in Gb?

Answer:

The size of the records that will need to be migrated is approximately 1 terabyte.

Docusign Envelope ID: 449CD6F2-334F-4128-83EF-29000500DA17

16. Can you describe the entities you plan to migrate to the new system? E.g. Landlords, Applications,

Permits?

Answer:

Landlords and landlord related documents and forms such as applications, etc.

17. Can you please share a list of the type of inspections?

Answer:

Type of inspections include Initial, Annual, Special, Quality and Property Assessment.

18. Can you please share the number of Permits issued per year?

Answer:

Atlanta Housing does not issue permits.

19. Can you please share the number of "external" portal users? i.e. Landlords, End Users, LMRS?

Answer:

There are approximately 8,300 external users.

20. Can you please share the number of Applications submitted per year?

Answer:

Approximately 500 new Property Owner Applications (POAs) are approved each year.

21. Can you please describe the different types of Applications you support?

“Our question specifically refers to the end-user facing business processes that are managed within the

system. Given the project scope (Licensing, Permitting, and Inspections), we are asking for the variety of

the distinct business forms/workflows offered to citizens and businesses: How many different categories

of licenses and permits (e.g., Business Operating License, Construction Permit, Special Event Permit,

Professional Certification) does the agency currently process”?

Answer:

As a housing authority, we do not approve or process permits or business licenses. We may only require

a potential landlord to provide us with pertinent supporting documents (w-9, banking information such

as a voided check) that are required to approve them as a landlord on our program.

22. Can you please share the number of internal staff/users?

Answer:

We have approximately 35 internal staff members that utilize the portal.

23. Could you please share the number of Inspectors expected to use the system?

Answer:

Docusign Envelope ID: 449CD6F2-334F-4128-83EF-29000500DA17

Inspectors do not currently utilize the portal directly. They may be expected to utilize it if a method to

allow the landlords to submit photos is procured. In that case, approximately 20 inspectors would be

utilizing the system.

24. Could we get a breakdown of the 2,400 users mentioned on the RFP documentation?

Answer:

We currently have approximately 2,400 landlords on our program that receive Housing Assistance

Payments (HAP) on a monthly basis.

25. Can you elaborate on “termination & abatement” as it pertains to the platform?

Answer:

Upon failing an annual or special inspection, a landlord is provided with a timeframe or cure period by

which they have must make repairs in order to avoid financial penalty. If those repairs are not made

within the designated cure period, the payments for their unit will be stopped (abated). If the repairs for

the unit are never made by the landlord, the unit will ultimately be contractually terminated from the

program. The dates associated with the required cure periods must be displayed on the portal so the

landlord can easily see those associated deadlines.

26. Which reporting capabilities are most critical to AH during the phase of implementation?

Answer:

AH must be able to view documents that are submitted by landlords via the portal. A dashboard must

also be provided so that pending work can be easily identified. This dashboard should visibly display a

breakdown of document submissions and their various stages of processing such as received, assigned,

and that pending information in order to be completed.

27. Are both web and mobile versions of the platform required to be available upon initial launch?

Answer:

Yes, landlords should be able to access the platform via the web and mobile device.

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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