RFQ for Audit Services

Chester Housing Authority (CHA) located in the City of Chester, Pennsylvania seeks a qualified firm or individual(s) to certify compliance of approximately 1575 Housing Choice Voucher Program participant files.  

Scope

The audit will test compliance with 24 CFR 5, 24 CFR 982, 24 CFR 983, 24 CFR 985 and applicable HUD notices and CHA administrative policies and procedures.  

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

The goal is to complete the audit  over several months to mitigate a significant disruption to current service delivery and ensure CHA has the staff capacity to complete any required corrective actions. The review and required corrective actions must be completed by October 31, 2025.

The auditor (s) role is to confirm and certify the corrective actions have been completed.   

CHA anticipates approximately 175 files will need to be tested from January 2025 to September 2025. 

Utilizing the CHA provided participant file checklist, the auditor(s) will assess the complete and accurate preparation of participant files with required program documents.

Deliverables

The qualified firm will provide the CHA a monthly Microsoft Excel spreadsheet confirming approval of the participant file or identifying the required corrective action. CHA staff or other designees will address the errors and return to the file to the auditor within 30 days for confirmation of corrective actions.  The Microsoft Excel spreadsheet will be updated with the certified compliance date.    

Proposal packages shall include qualifications of key personnel, references for similar work performed, a project schedule, and cost proposal based on a fee schedule for reviewing initial, annual, interim, and change of unit certifications.    Interested parties shall submit their proposals by October 30, 2024.  

Proposal packages shall be directed to the attention of:

Quineice Harris

Chester Housing Authority

1111 Avenue of the States

Chester, PA 19013

[email protected]     

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• HOTMA : Resident Fact Sheet

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 1275 Housing Choice Voucher program participants

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, October 30, 2024.  Please send proposals to [email protected] using the subject:  HCVP Annual Recert Services.

SCOPE of SERVICES

1. Contractor shall furnish labor, equipment, postage, and materials necessary to remotely complete annual re-certifications, processing tenant share of the 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 of the completed certification at the end of the month.

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 HCVP recertification process.

RFP SUBMISSION and FORMAT

Proposal must be received by 3:00 PM EST, October 30, 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 ext 102

                                                            [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.

September 9, 2024

Chester Housing Authority Board Appoints Cindy Thompson as New Chief Executive Officer

The Chester Housing Authority (CHA) Board of Commissioners has announced the appointment of Cindy Thompson as its new Chief Executive Officer, succeeding the planned retirement of Steven Fischer.

A seasoned professional with over 20 years in the housing industry, Thompson brings extensive experience in both commercial and affordable housing. Her track record includes a successful overhaul of the Housing Choice Voucher Program at the Alexandria Redevelopment Authority, where she transformed it into a high-performing entity within two years. Thompson, known in the industry for improving employee morale, was hired as COO at the Athens Housing Authority and brought the vacancy rate there from 10% to 3% in 90 days.

Board Chair Sheila Church expressed strong confidence in Thompson's leadership, stating, "The Board is confident in Cindy's abilities to lead us forward."

Thompson's immediate focus will be enhancing the CHA's relationships with the City and HUD, addressing previous communication challenges, and improving engagement with elected officials and residents. She also plans to build upon the initiatives started by her predecessor, Steven Fischer, to include satisfying requirements to complete corrective action measures to maintain the authority's standard performer designation.

"We have a great team here, and many of the pieces are already in place. We will continue working to achieve CHA's mission," says Thompson.

One of Thompson's primary objectives is to address the ongoing issues at the Ruth Bennett Homes, one of CHA's oldest properties. Despite securing several grants, the property continues to face significant infrastructure problems, including frequent repairs due to outdated underground pipes. Thompson is committed to finding sustainable solutions to these challenges.

Looking ahead, Thompson's long-term goal is to pursue HUD's Moving to Work designation for CHA, a strategic move she believes will provide greater flexibility and enhance the authority's ability to serve its community effectively.

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