Process Mining and Process Intelligence

This Request for Information (RFI), issued by the New York City Housing Authority (NYCHA), seeks responses from qualified firms (Respondents) interested in providing a no-cost Proof of Concept (POC) for process mining and process intelligence software to give NYCHA end-to-end, evidence-based visibility into complex business processes that span multiple information systems. Based on the responses to this RFI, NYCHA may offer one or more Respondents the opportunity to participate in a demonstration project to show the effectiveness of their proposed solution. This document is not a solicitation. NYCHA will not award a contract based on the responses to the RFI. Background The New York City Housing Authority (NYCHA) is committed to increasing opportunities for low- and moderate-income New Yorkers by providing safe, affordable housing and facilitating access to social and community services. Hundreds of thousands of New Yorkers reside in NYCHA public housing developments across the five boroughs, and NYCHA administers the largest Section 8 Housing Choice Voucher program in the country through its Leased Housing Department, serving approximately 235,000 tenants and more than 30,000 participating private landlords. To fulfill its mission and better serve residents while modernizing its technology portfolio, NYCHA is evaluating process mining and process intelligence tools that reconstruct and analyze business processes from the event and transaction data recorded in its systems, in order to identify bottlenecks, measure cycle and dwell times, monitor process health, and support data-driven process improvement. Scope NYCHA is seeking vendors to provide a Proof of Concept for process mining and process intelligence software. The primary use case for the POC is NYCHAs annual recertification process, in which households annually verify income and household composition to maintain eligibility and calculate rent. The recertification process spans multiple systems and intake channels, including: Case management in Oracle Siebel CRM; Document intake through three channels: electronic upload via NYCHAs Self-Service Portal, mail, and walk-in submission at NYCHA offices; Document imaging and content management (Oracle UCM/WebCenter); Legacy midrange applications (IBM i / AS400); and Notice generation and case status automation within the case management platform. The objective of the POC is to demonstrate the vendors ability to construct an end-to-end process view across these systems, including case and document status transitions, dwell time by process stage, identification of stalled cases and documents, conformance of actual process flows to the intended process, and near real-time operational dashboards for business users. NYCHA may, at its discretion, identify a secondary use case of similar scope during the POC. Any POC will be provided at no cost to NYCHA, under NYCHAs standard proof of concept agreement, non-disclosure agreement, and insurance requirements. NYCHA anticipates a POC period of approximately three (3) months, covering installation and configuration, data connection and analysis, evaluation, and uninstallation and data cleanup. NYCHA expects to use masked or de-identified data wherever feasible; Respondents should describe their approach to data minimization, data protection, and data residency, including any restrictions on processing data outside the continental United States. The Role of this RFI and Points of Interest to NYCHA This RFI will be the mechanism by which NYCHA can gauge available process mining and process intelligence solutions. NYCHAs interaction with interested parties will be iterative and may include some or all of the following: written responses to this RFI, follow-up interviews, product demonstrations, and/or meetings. The RFI is intended to focus on: Improving NYCHAs understanding of the process mining and process intelligence solutions and services currently on the market; and Evaluating the technological opportunities and challenges each solution presents for cross-system process visibility in NYCHAs environment. RFI Response Questions and Response Guidelines for Respondents Respondents are encouraged to provide a detailed description of their process mining and process intelligence solution, a proposed implementation plan and estimated timeline for the POC, relevant case studies, references from previous implementations (public sector, public housing authority, or NYC agency experience preferred), and responses to the following questions: What capabilities does your solution currently provide (process discovery, conformance checking, dwell-time and bottleneck analysis, operational dashboards, alerting, task routing, automation)? What additional functionality is on your product roadmap? Describe your experience extracting event data from Oracle Siebel CRM, Oracle databases, document/content management platforms, and IBM i (AS400) systems. Identify reference customers where your solution has mined Siebel data and indicate whether extraction was performed by your firm or an implementation partner. Describe your recommended architecture and extraction pattern for near real-time process monitoring from on-premises Oracle/Siebel environments without introducing performance or trigger risk to production systems. Describe how your data model represents processes involving multiple related objects across systems (for example: household, recertification case, document, requirement, and notice), including any support for object-centric or multi-object process mining. Describe your deployment models (SaaS, government cloud, on-premises), where monitoring data is stored, your security accreditations and certifications (e.g., FedRAMP, SOC 2, StateRAMP), and your ability to restrict data processing to the continental United States. Describe your approach to data protection during a POC, including data minimization, masking or de-identification, encryption, access controls, breach notification, and data return or destruction at POC conclusion. Provide the following system information: (a) hardware and infrastructure requirements; (b) software features; (c) scalability and flexibility; (d) integration and communication interface requirements; (e) backward and forward compatibility with your product line; (f) expandability in terms of features; (g) acceptance testing program; (h) system installation, integration, and maintenance costs for a production deployment; and (i) support, warranty, and maintenance model. Describe your proposed POC structure and timeline, including the activities, resources, and data access you would require from NYCHA, and confirm your willingness to perform the POC at no cost under NYCHAs standard POC agreement, NDA, and insurance requirements. Describe your licensing model and provide indicative pricing structures for a production deployment following a successful POC, including any pilot or time-boxed licensing options with exit rights. Submission Details Inquiries: Any inquiries concerning this RFI should be made to: Michael.Edugene@nycha.nyc.gov Submission: RFI responses should be submitted to: Michael.Edugene@nycha.nyc.gov, Daniel.Morales@nycha.nyc.gov and Robert.McNally@nycha.nyc.gov Due Date: RFI responses are due by Tuesday, August 18, 2026 at 5:00 p.m. EST. The RFI response is limited to a ten -page response, exclusive of standard marketing attachments. Additional Information NYCHA, its officials, officers, agents, and employees make no representation or warranty and assume no responsibility for the accuracy of the information set forth in this RFI. NYCHA shall not be liable for any costs incurred by any Respondent in the preparation, submittal, presentation, demonstration, clarification, or revision of its submission, and shall not be obligated to pay any costs in connection with the preparation of such submissions. Participation in this RFI or any resulting POC does not guarantee any Respondent any business opportunity or contract with NYCHA. Any future purchase of software or services will be conducted in accordance with NYCHAs procurement rules and applicable law. NYCHA, at its sole discretion and without limitation, reserves the right to: withdraw the RFI at any time; discuss various approaches with one or more Respondents (including parties not responding to the RFI); use the ideas and/or submissions in any manner deemed to be in the best interests of NYCHA, including but not limited to soliciting competitive submissions relating to such ideas or undertaking the prescribed work in a manner other than that set forth herein; and change any terms of the RFI. All submissions shall become the property of NYCHA and shall not be returned. Respondents acknowledge and understand that none of the information contained in the submissions shall be deemed confidential, and information in the submissions may be shared with other governmental entities or in response to a Freedom of Information Law request. Respondents should not submit any information deemed to be proprietary. NYCHA is subject to the New York State Freedom of Information Law (FOIL) (Public Officers Law, Sections 87 and 89), which governs the public disclosure of certain records maintained by NYCHA. Individuals or firms that submit materials to NYCHA may request in writing that NYCHA except all or part of such materials from public disclosure on the grounds that the materials contain trade secrets or proprietary information, or that disclosure would cause substantial injury to the competitive position of the individual or firm. The request must state, in detail, the specific reasons for the requested exception and specify the materials or portions thereof for which the exception is requested. If NYCHA grants the request, NYCHA shall keep such materials or portions thereof in secure facilities. PUBLIC ANNOUNCEMENTS News releases or other public announcements relating to this RFI must not be made by any party without the prior written approval of NYCHA.