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Affordable Housing Compliance Monitoring Software

Sacramento, CaliforniaCalifornia, USADue Monday, October 19, 2026
Client
Sacramento, California
RFP Number
SW-118576
Posted
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Category
Software, System and Application
Budget
Looking for Proposal
NAICS
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Set-aside
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Contact
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Description

AI Generated

The city requires a vendor to provide affordable housing compliance monitoring software. The software must maintain unit, tenant, and regulatory database details, ingest and store structured tenant files, and flag deviations against specific income, rent, and occupancy limits. Additionally, the system must track recertification schedules, issue alerts, generate audit-ready compliance reports, and support role-based access with a full audit trail. Only USA-based organizations are eligible to bid, and the vendor will perform all work offsite. Bidders must submit questions by September 14, 2026, and digital responses may be submitted online or via email. The city is looking for proposals to determine the budget.

Key solicitation details

AI-extracted from Oceanside_RFP_AI_Compliance_Monitoring_final.pdf. Confirm against the original documents before bidding.

The City of Oceanside is soliciting proposals from qualified vendors to provide a compliance monitoring software solution for its affordable housing portfolio of approximately 3,000 restricted affordable units. The solution requires a specific emphasis on using artificial intelligence to review tenant and unit-level files for compliance. Vendors with production AI, partial/planned AI, or conventional non-AI solutions are eligible to submit proposals.

Issued by
City of Oceanside Housing & Neighborhood Services Department
RFP Release
08/24/2026
Deadline for Written Questions
09/14/2026 at 5:00 PM PST
City Response to Questions (Addendum)
09/21/2026
Proposal Due Date
10/19/2026 at 5:00 PM PST
Evaluation Period
October 2026
Oral Demonstrations (as applicable)
October/November 2026
Anticipated Award / Legal & IT Department Review
November / December 2026
Anticipated Contract Start
January 2027
How to submit
Electronic via BID NET portal
Submission details
Responses can be submitted digitally via Email or Online through the BID NET portal. Proposals must be organized into 9 specific tabs.
Contract term
Initial term of 3 years, with an option of 2 additional years
Place of performance
Offsite
Insurance and bonding
Insurance certification required as part of the proposal submission.
Funding
HOME, CDBG, LIHTC, Density Bonus, Section 8/HAP, and local Inclusionary covenants

How proposals are evaluated

File-Review Capability — specificity, demonstrability, and honesty of response to Sections 4/4A/4B/4C30 points
Core Functional & Technical Compliance (Sections 3.1, 3.4, 3.5)15 points
Grants Management Capability (Sections 3.6 and 4D)10 points
Security, Privacy & Regulatory Compliance10 points
Implementation Approach, Staffing & Timeline10 points
Vendor Experience & Public-Sector/Housing References15 points
Cost10 points

Scope of work

  • Maintain a database of units, tenants, income/asset certifications, rents, utility allowances, AMI percentages, and subsidy layering.
  • Ingest and store tenant files in a structured, retrievable format.
  • Compare tenant/unit data against income limits, rent limits, and occupancy standards, flagging deviations.
  • Track recertification schedules and generate alerts for upcoming or missed deadlines.
  • Generate audit-ready compliance reports by property, funding source, and reporting period.
  • Support role-based access for City staff, property management staff, and consultants with a full audit trail.
  • Perform AI-driven tenant and unit-level file reviews against regulatory agreements.
  • Provide optional housing grants management capabilities for CDBG, HOME, and other programs.

Minimum qualifications

  • Onshore (USA Organization Only)
  • Public-sector or housing-authority experience specifically
  • Ability to complete a mandatory pass/fail live oral demonstration if claiming production-level regulatory-agreement ingestion

Documents to include with the bid

  • Cover Letter signed by an authorized individual
  • Table of Contents
  • Vendor Qualifications & Experience
  • Technical & AI Capability Response
  • Security, Privacy & Compliance response
  • Implementation Approach & Staffing Plan
  • Minimum of three References
  • Cost Proposal Form (Attachment A)
  • Signed Addenda Acknowledgment
  • Non-Collusion Affidavit

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