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RFQ for Audit Services 

 

Chester Housing Authority, located in the City of Chester, Pennsylvania, seeks a qualified firm or individual(s) to complete an audit of Housing Choice Voucher Program tenant files.   The audit is to be completed in accordance with the performance standards under the Section 8 Management Assessment Program (SEMAP).   A random sample of 160 files will be drawn for the review.  The CHA anticipates that the onsite work will take approximately 5 days for a seasoned, two-person audit team to complete.   

The review shall test compliance in the determination of adjusted income, utility allowances, and rent reasonableness, application of payment standards, and housing quality enforcement.   

Utilizing a file contents checklist, the reviewer will assess the complete and accurate preparation of tenant files with required program documents.  

The qualified firm will prepare a report providing an executive summary for each SEMAP indicator and note any findings or corrective actions for program compliance.    

To meet agency goals and timeframes, the review and report must be completed by August 15, 2024. 

Proposal packages shall include qualifications of key personnel, references for similar work performed, a project schedule, and cost proposal.    Interested parties shall submit their proposals by July 15, 2024. 

Proposal packages shall be directed to the attention of: 

Mary M. Militello, Director of Housing Programs 

Chester Housing Authority 

1111 Avenue of the States 

Chester, PA 19013 

[email protected]      

CHESTER HOUSING AUTHORITY

REQUEST FOR PROPOSALS

FOR

REMOTE ANNUAL RE-CERTIFICATION SERVICES

 

 

The Chester Housing Authority (CHA) is seeking quotations for the performance of remote annual re-certifications of approximately 531 low income public housing program (LIPH) tenant files.

 

CHA anticipates entering into a contract with the selected respondent for a one (1) year term with the option, at CHA’s sole discretion, of two (2) additional one-year option periods.

 

Proposals are to CHA no later than 3:00 PM EST, August 1, 2024.  Please send proposals to [email protected] using the subject:  LIPH Annual Recert Services.

 

 

SCOPE of SERVICES

 

  1. Contractor shall furnish labor, equipment, postage, and materials necessary to remotely complete annual re-certifications, processing rent changes, and answering questions for tenants.

 

  1. Contractor shall assign someone to act as the point of contract for CHA.  This person shall:

 

  1. Communicate with the CHA Director of Housing to ensure that all deadlines are met and to ensure that all applicable CHA policies and procedures are followed.

 

  1. Provide CHA with a monthly status report.

 

  1. Contractor shall complete all work necessary to complete the annual re-certification, to include but not be limited to:

 

  1. Contractor staff will prepare and mail the CHA re-certification packets and all other necessary paperwork to each tenant and the tenant will return completed paperwork to CHA.  CHA staff will then send copies via mail and/or email (via a scanned document) of the returned paperwork to the contractor.

 

  1. Contractor will establish a form of communication for tenants to directly contact the contractor so they have a live contact for questions and information regarding their recertification.

 

  1. Hard copy files will be maintained for CHA during the term of the contract, and tenant’s file in Tenmast will be completed remotely by contractor staff.  Contractor shall provide CHA with the hard copy files at the end of CHA’s fiscal year, June 30.

 

  1. Contractor shall use CHA forms, letters, and software system.  The format of all CHA forms and letters sent to CHA tenants shall be approved by CHA.

 

  1. The Contractor logo will appear on formal status reporting to CHA and monthly billings; all other materials produced by the Contractor will appear as though they are CHA materials.

 

  1. CHA shall provide Contractor with remote access to Tenmast and EIV software.

 

  1. The Contractor shall act as a representative of CHA in performing annual re-certifications and as a result must be knowledgeable of CHA policies, HUD regulations, and the LIPH recertification process.

 

RFP SUBMISSION and FORMAT

 

Proposal must be received by 3:00 PM EST, August 1, 2024, in the form outlined below.  Late submittals will not be accepted.

 

  1. Proposal may be submitted by mail, hand-delivery or email (preferred) on or before the due date and time above.  All proposals will become the property of CHA.  Submit proposal to:

Chester Housing Authority

Attn:  Quineice Harris

1111 Avenue of the States

Chester, PA  19013

610-904-1111

                                                            [email protected]

  1. Format of Response:

 

  • Cover Letter.  Provide a cover letter outlining the components of your proposal

 

  • Qualifications and Experience.  Discuss your experience with respect to the work identified in the Scope of Service.  Identify the name(s) and title(s) of the individuals that will provide the services ad describe their qualifications and experience.

 

  • References.  Provide a minimum of three (3) references.

 

  • Proposed Fees:  Please propose a flat fee per re-certification for the initial and two option periods.

 

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