Property Management Software Suite

Request for Proposal 2019-____ Property Management Software Suite Project Fideicomiso de la Tierra del Caño Martín Peña Calle Uruguay #51 esq. Ave. Quisqueya Las Monjas, Hato Rey

Published January 31, 2019 Proposals must be sent as a .pdf document via email to info@fideicomisomartinpena.org and addressed to: Lyvia N. Rodríguez Del Valle Executive Director Fideicomiso de la Tierra del Caño Martín Peña PMB 1838 Calle París 243 San Juan, Puerto Rico 00917-3262 Proposals will be accepted until Friday, February 22, 2019 Procurement Contact Person: Luis Carlos Robles, Property Manager All questions or comments must be sent via email info@fideicomisomartinpena.org; no phone calls will be accepted.

The Fideicomiso de la Tierra del Caño Martín Peña is accepting proposals for the design and programming of a Property Management Software Suite (Suite) that will allow the organization to efficiently manage its real estate holdings. The Suite must be able to combine a number of features in a simple graphical user interface for tracking leases and rent collection, maintenance records and work orders, legal and ownership documentation, deeds, create custom reports, such as income, expenses, lease validity dates, etc. and import or export other data compatible with popular accounting software solutions (MS Dynamics GP, Quickbooks, Peachtree and others), Geographic Information System software (QGIS and ArcGIS) and our Members Registry, based primarily in MySQL.

Background The Fideicomiso de la Tierra del Caño Martín Peña, or Martín Peña Channel Community Land Trust (CLT), is a private, nonprofit organization with independent juridical personality that owns and manages over 200 acres of land for the benefit of all the residents of communities along the channel. The CLT is one of the mechanisms designed by the communities along half of the Caño Martín Peña, to facilitate the implementation of the Caño Martín Peña ENLACE Project (ENLACE Proyect). The project focuses on the environmental rehabilitation of this tidal channel within the San Juan Bay Estuary, and the social, economic, and urban transformation through participatory democracy processes and intersectoral alliances. Through Act No. 489 of September 24, 2004, known as the Comprehensive Development for the Caño Martín Peña Special Planning District Act (Act 489-2004), the ENLACE Project Corporation (CORPORATION) and the CLT became the communities´ instruments for the implementation of the Comprehensive Development and Land Use Plan for the Caño Martín Peña Special Planning District. Act 489-2004 allowed the transfer of all state and municipal government real estate within the District to our CLT. Currently the CLT is concentrating its efforts in:  Granting of Surface Rights Deeds to all eligible residents that own their structure on CLT lands.  dentifying, and investigating scattered land lots for the construction of new housing.  Working with the CLT´s members in order to make them part of the decision-making processes.  Generating income by leasing different properties to individuals and public and private entities.  Keep a record of all properties, including structures, owned by the CLT and all data related to them.

Project Goals and Scope of Services The Suite will be programmed and built upon commonly used open source software solutions, its main objective is to have a centralized, self-hosted GIS enabled database featuring ease of use, web mapping and advanced search queries capable of being deployed in lowpowered, simple servers locally and in the cloud. Access to the Suite will be available via a web browser enabled graphical user interface (GUI).

The Suite will feature the development of a GIS enabled database that will allow previously identified employees, staff and volunteers to locate any property within or adjacent to our District and enter any data regarding the property through a properly secured, private web page. In the same way, any employee, staff or volunteer could search for any data within the database, being able to quickly print maps or reports regarding any property and the desired data fields to be included (See APPENDIX 1). A basic support ticket system should be implemented so that particular cases can be reported, investigated, and tracked until completion, including manual or calendar based notifications. Document management

software and its accompanying repository must be part of the Suite and will allow the tagging of documents with metadata in order to facilitate the organization and searches in the repository.

The Suite should be securely accessible via HTTPS through the Internet, not only through our LAN. The CLT will be the sole owner of the Suite and all documents, code and any other information, data design elements or any other printed or digital materials used for the design, programming and development of the Suite without superseding the terms and conditions of all Free Open Source Software used in the Suite.

Functional Requirements The following features or functions will be part of the Suite:  GIS enabled database with unique parcel ID number for each land plot  Secure connection via web brows  The unique parcel ID number will be the primary key for the database  Self-hosted (can be deployed on-site or on the cloud)  Track leases, rent collection and due dates  Keep maintenance records, work orders and costs  Order and sort legal and ownership documentation, including surface right deeds  Create reports and import or export other data compatible with popular accounting software solutions (MS Dynamics GP, Quickbooks, Peachtree, etc.), Geographic Information System software (QGIS and ArcGIS) and our Members Registry, which is primarily based on MySQL.  Support Ticket system (individual case monitoring and reporting)  Advanced Search functions  Web front-end (internet browser accessible)  Web mapping and print  Security (assigning users, passwords, certificates and IP address restrictions)  E-mail and interface notifications (for groups and individual users)  Calendar integration (event reminders, due dates)  Creation and management of users, groups and administrators  Auditing and User permissions  Easy data backup and restore  Options for On-site and Cloud Backups  Expandable and upgradeable  Creation, addition and editing of new properties and related data  Manage inquiries and wait lists  Track demographics and individual information for each household member  Track survey data  Document referral and reference information  Itemize purchase funding sources, including grants and other income

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CLT Orientation and Education tracking Document property details and characteristics Track development and rehabilitation costs, Preserve property appraisal data over time Record annual assessed values and tax assessment histories Itemize repair & property improvements over time Accessibility and Green building feature tracking Itemize grants, subsidies and loans allocated to each property

Additional Products Required  

Manual for Users and Administrators, which will include updating and maintenance protocols Database Map, a snapshot of the database and the relationship between all objects within.

The project will be awarded to the team that can design and build an integrated Suite according to the needs of the CLT and future growth projections.

Anticipated Selection Schedule Questions regarding the scope or details about the product will be submitted in writing up to two days prior to the deadline, all questions will be addressed in writing and shared with all participants.

The firm or person(s) that will design and develop the Suite will be selected within the week following the submission deadline.

After the selection of the proposal and acceptance by the proponent, the design phase should not exceed four weeks, in which the CLT will be available for meetings to discuss the design and features to be implemented.

Once the design is approved by the CLT a working prototype should be ready in six weeks and once approved a beta version should be deployed in the following two weeks.

Beta testing will be done in part by the CLT´s staff in order to ensure real world testing and bug reporting.

Timeline The CLT expects to have a beta version of the Suite on or before April 19, 2019.

Elements of Proposal Regarding personnel, the Proposal must include: a) The firm´s or individual´s proof of authorization to do business in Puerto Rico. b) The firm´s or individual´s organizational chart, including a narrative detailing how the services will be provided and by whom. c) Description of the duties or participations of each team member in the project, along with each of their curriculum vitaes including the qualifications for their role in the team. d) List of previous relevant projects with their description and client or reference contact information. e) The Proposal can be presented in English or Spanish.

Regarding the technical proposal The technical proposal should respond to the Scope of Services of this RFP. Firms or individuals shall submit a well-developed technical approach, incorporating quality control/quality assurance measures, and coordination and communication processes. For each Task, the firm or individual must describe how the requirements and objectives will be met. The technical proposal must, at least, meet the following requirements: a) Address and present in an organized and detailed manner the proposed services, technical solutions, human and other resources, and software to be used. The CLT reserves the right to audit the participation in the project of any staff member included in the proposal. b) An itinerary that identifies critical and essential phases and the specific tasks included in this RFP. c) Every firm or individual must state clearly and concisely his or her interpretation of the scope of the services requested, and the methodology to perform them. This includes a detailed work plan that contains, at a minimum: I. Phases of work and the major tasks that comprise each phase.

II. The intermediates and final products to be delivered, according to the phases set out in the work plan.

III. The time it would take to develop each stage of the work plan. The duration and itinerary of the tasks will be included in the proposal.

Regarding the cost proposal Each firm or individual must submit a Cost Proposal along with the organizational structure, qualifications and experience, and technical proposals. The Cost Proposal shall serve as the baseline for the final fee negotiation with the CLT. The administrative costs associated with the project such as, but not limited to, clerical, transportation, and any other administrative costs will not be part of the cost proposal and the CLT will not pay for them.

Evaluation Criteria The Executive Director of the CLT or representative will appoint an Evaluation Committee to examine the proposals that meet the requirements set forth herein. Proposals will be evaluated according to the criteria identified below, which are not necessarily in order of importance: 1. Understanding the scope and purpose of the services to be procured and the proposed itinerary.

2. Firm or individual’s experience, ability and members of his or her work team.

3. Ability to demonstrate relevant experience and capability to develop work at a scale similar to those requested in the RFP. 4. Reasonableness of fees and costs.

5. The proposed timeframe to complete work.

The CLT can, at its discretion: 1. Verify references.

2. Take into consideration information provided by other sources.

3. Request recommendations to the Evaluation Committee, members of the CLT´s Advisory Board, community or any other person or entity.

4. Clarify doubts about the presented material with one or more firms or individuals.

5. Request additional information to one or more firms or individuals.

After completing the process of proposals evaluation, the Evaluation Committee will issue the corresponding recommendation to the Executive Director of the CLT, who in turn will notify the selected firm or individual.

If the CLT does not reach a final agreement with the selected firm or individual, the CLT can negotiate with another participant that presented a qualifying proposal or, at its discretion, may publish another request for proposals.

This RFP does not constitute an offer to enter a contract, nor is it a source of contractual obligation between the CLT and any bidder. The CLT reserves the right to amend or withdraw this RFP at any time and in its sole discretion before signing the contract with the selected bidder. The CLT will not be liable for any costs incurred by the bidder in the preparation of the proposal. The RFP has been prepared for the sole purpose of soliciting proposals and is not a contract offer. The only document that will force the CLT will be the professional services contract duly bestowed by the CLT and the selected bidder.

APPENDIX 1 Main Data Objects for CLT´s Software Platform Suite STRUCTURES                    

Structure number Surface area Address and community Type of Ownership Mode of acquisition and date (separate fields) if applicable Property office’s certificate Notes Housing ID Coordinates Value Tax status Current use commercial/residential/mixed Flood potential Description (e.g. 3br/1ba) Date of completion and cost (separate fields) Architect/Designer/Contractor Maintenance – cost and frequency Warranties Monthly rent Transfer date from the

LAND                      

CORPORATION  Leasehold Improvements Amount  Leasehold Improvements Date  Vacant/Occupied  Subsidies  Mortgage  Location relative to dredging project Elevation (above sea level) Deposit  Date of Sale

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Unique Parcel ID Number  Cadastre number Lot number  Physical Address and  community  Type of Ownership  Mode of acquisition and date  (separate fields) Property office’s certificate  Notes  Surface area  Coordinates  Value  Tax status  Permitted uses  Current use  Zoning Flood potential (FEMA)  Structure (Y/N & Type)  Maintenance  Legal documentation Property number Monthly rent Description (e.g. reference points) Transfer deed from the

PEOPLE Name & Contact Info (member status) Years/month @ residency Income Family members/Heirs Notes Resident Orientation and Participation Agreement type Agreement details Monthly rent Address and community Type of Ownership Ownership documentation Rent/Agreement documents Legal documentation & others CLT and resident relationship Surface Right Deed Status Surface Right Deed Details (effective dates, rates, cost)

CORPORATION  Neighborhood  Mortgage  Location relative to dredging project  Elevation (above sea level)  Deposit  Date of sale or disposal

Reports should be generated by selecting different data objects and offer the option to be

detailed or summarized. Examples of these reports are:    

Report of all commercial properties with rent past due.

Report with all Surface Rights Deeds pending and their location.

Report of all properties transferred or acquired by the CLT in 2 nd semester of 2017.

List of all land plots over 200 square meters with an elevation of 10 feet over sea level.

Some of the options for data objects can be available in a drop-down menu, such as neighborhood, type of structure, dates and other data sets with limited input options.