michigan state housing development authority rental assistance & homeless solutions division...

MICHIGAN STATE HOUSING DEVELOPMENT

AUTHORITYRENTAL ASSISTANCE & HOMELESS SOLUTIONS

DIVISION

HOUSING CHOICE VOUCHER PROGRAM

Statewide Program – one of the largest in the country

Administers close to 25,000 vouchersContracts out for Housing Agent ServicesDesignated a High Performing Public Housing

Agency (PHA) by HUD

HOUSING CHOICE VOUCHER PROGRAM OVERVIEW

1. Incorporates recommendations from HUD and Consultants relating to:

Regionalization/Caseload Size Accessible Offices Quality Control

2. Anticipated Outcomes: Selection of qualified Housing Agents Improved Program Efficiencies Improved Customer Service Improved Communication and Quality Control

2012 REQUEST FOR PROPOSAL

Phones are muted – MSHDA presenters will not be able to hear any of the callers

MSHDA will only respond to written questions relating to the RFP

MSHDA will respond to all questions it receives: MSHDA will provide a written response MSHDA will post its responses on MSHDA’s website (

www.michigan.gov/MSHDA) as they are formulatedAll written questions must be received by the

close of business on August 20, 2012.

FORMAT OF WEBINAR

1. Request for Proposal – Sally Harrison2. Scope of Work (Ex. A) – Lisa Dove3. Instructions & Selection Criteria (Ex. B) – Sally Harrison4. Organizational Background (Ex. C) – Jon Stuckey5. Sample Contract (Ex. D) – Jon Stuckey6. Payment to Contractor (Ex. D-1) – Lisa Dove7. Performance Measures & Incentive Pay (Ex. D-2) – Shelly

Kritzman8. Regional Map (Ex. D-3) – Sally Harrison9. Certificate Verifying Key Persons (Ex. E) – Jon Stuckey10. Certificate Regarding Debarments (Ex. F) – Jon Stuckey11. W9 Request for Taxpayer Identification Number (Ex. G) – Jon

Stuckey

WEBINAR AGENDA

RFP Format MSHDA utilizes a standard format for Personal

Services Contracts State of Michigan requires a competitive bid process MSHDA Board adopted this requirement in 2011

Services sought by MSHDA Provide Housing Choice Voucher (“HCV”) services

according to MSHDA’s Standard Operating Procedures, Administrative Plan, and PHA Plan

Perform all services outlined in the RFP Scope of Work (Ex. A)

1. REQUEST FOR PROPOSAL (RFP)

Required Contractor Qualifications: Must have experience providing HCV Services Must have qualified personnel to perform all services

outlined in the RFP Scope of Work Must be a Michigan entity authorized to do business

in the State of Michigan Must have a publicly accessible office in each sub-

region awarded Must have communication systems sufficient to meet

the needs of the HCV Program Must agree to satisfy all requirements identified in

Section II (F) of the RFP prior to execution of a contract with MSHDA


Insurance Requirements Must meet all insurance requirements noted in

Section II(F)(2)(a-c) Proof of insurance must be submitted in a

format acceptable to the MSHDA Director of Legal Affairs prior to execution of the contract, but no later than December 1, 2012.


Key deadlines All questions regarding the RFP must be

submitted in writing to MSHDA no later than the close of business on August 20, 2012

All proposals must be submitted to MSHDA no later than the close of business on September 6, 2012


Freedom of Information Act All materials submitted to MSHDA will be subject to the

Michigan Freedom of Information Act Applicants may choose to limit personal identification

information by utilizing business addresses, phone numbers, etc.

Key Persons Applicants must utilize definitions included in Section

VIII of the RFP and ensure all individuals are listed on the Certificate Verifying Key Persons of the Contractor/Subgrantee (Ex. E)

Applicants must follow the procedures outlined in Section IV of the RFP if a Key Person is a retiree of the State Employees Retirement System


Objectives Provide quality and necessary services to the

HCV Applicants and Participants and other Community Partners including, but not limited to, MSHDA staff, Landlords, Continuums of Care (“COCs”), and Service Providers.

Provide those above mentioned Services at a high performing level based on Performance Measures and Incentives as identified in Ex. D - 2

2. SCOPE OF WORK (EX. A)

Tasks and activities to be provided to HCV Applicants, participants, and other partners: Maintain Project Based Waiting Lists Verify eligibility of Waiting List Applicants. Brief Applicants and issue Vouchers Execute a Housing Assistance Payment Contract (“HAP Contract”)

between the Applicant/Participant and Landlord Perform a yearly Annual Re-Examination for each active, assigned

Participant Perform a yearly HQS inspection for each active, assigned Participant Process any HCV Participant moves, transfers, income or family

composition changes, ownership or contract rent changes, portability, and cancellations

Encourage participation in FSS and KTO Programs Maintain knowledge of all MSHDA programs and Services available in the

Contractor’s regions/sub-regions/counties Maintain knowledge of MSHDA’s SOP Return all Equipment and Documents upon the request of MSHDA or upon

termination


File Maintenance and Security MSHDA is not responsible for the Contractor’s equipment Files must be protected from fire, be secured from the general

public, and be labeled CONFIDENTIAL The selected Contractor shall use and maintain hardware and

software that is compatible with the software used by MSHDA The selected Contractor shall follow the protocol for the

removal/disposal of personal data in electronic format as detailed in Section II(E)(4) of the Scope of Work

The prospective Contractor and Key Persons of the selected Contractor must attend security awareness sessions and complete required forms before performing services for MSHDA

The prospective Contractor must complete and file a Security Plan with MSHDA prior to execution of the contract, but no later than December 1, 2012


File Maintenance and Security (Continued) Maintain Participant file in accordance with HUD and

MSHDA standards Retain all records Provide MSHDA with reports upon request Notify MSHDA of any legal action to which the selected

Contractor is subject Not use the State’s data for any purpose other than

providing the services set forth in the Scope of Work Notify MSHDA of any security breach Secure Personal Identifying Information Adhere to state and federal privacy and FOIA laws


The selected Contractor must: Adhere to the Covenant Not to Discriminate Comply with Equal Opportunity rules,

regulations, and requirements Comply with Workplace Safety and

Discrimination Harassment rules Not provide or accept gifts from identified

parties Adhere to Unfair Labor Practice standards


Proposal Format Business Organization• Applicants may limit Key Persons cell phone number to a

business cell phone number Office Locations• Applicants must identify or describe their plan for

obtaining one primary publicly-accessible office in the Sub-Region

• Satellite office hours must be maintained as requiredo Arrangements with local service organizations, public

agencies, etc. to utilize facility for private meeting room is acceptable

3. PROPOSAL INSTRUCTIONS & SELECTION CRITERIA (EX. B)

Proposal Format (Continued) Management and Personnel• Resumes are required for all officers and managers• Resumes are preferred, but not mandatory for key

service personnel Experience• Resumes are required for all personnel who:

o Manage the Organizationo Provide direct services to program participantso Complete Housing Quality Standards (HQS) inspections


Proposal Format (Continued) Performance• All submitted performance documentation will be

reviewed to evaluate the Applicant’s performanceo Applicants are encouraged to provide any information

they feel is relevant• Existing contractual housing agents must submit a

copy of the past two years of performance ratings• Non-existing contractual housing agents must

submit all relevant documentation listed in Section II(B)(4)(b-d) of the Proposal Instructions and Selection Criteria


Proposal Format (Continued) Capacity to Deliver Services• Must identify Sub-Region(s )applying for• Describe the prospective Contractor’s plan to deliver

services• Describe what competitive advantages the prospective

Contractor has in the delivery of services Community knowledge, connection, & involvement• Describe any existing relationships with service

organizations in Sub-Region(s) applied for • If no existing relationships in Sub-Region(s) applied for,

applicant must describe how it will create relationships


Proposal Format (Continued) Proposed Services• How will services be rendered• Will any of work be subcontracted• How will quality of service be monitored and ensured

Price Proposal and Budget• The rate of payment will be $24 per month per HCV

Participant under an executed HAP Contract and that is approved for payment by MSHDA

• Applicants must submit a line item budget identifying all expenses related to the work to be performed


Selection of Proposal Selection Process will consist of two phases• Phase I

o Maximum of 100 pointso Must score 75 points or greater to move to Phase IIo Phase I factors include completeness of applicant’s

submission (i.e. quality of written proposal, all questions answered etc.), and the applicant’s experience, past performance, capacity, and community connections


Selection of Proposal Selection Process (Continued)• Phase II

o MSHDA will interview the prospective Contractor’s management team

o Interview graded Excellent, Good, Average, or Below Average

• Notification of Selectiono MSHDA expects to notify selected Contractors on or

about November 1, 2012o Selection is contingent on Michigan Civil Service

Commission and MSHDA Board approval


Lists all business organization items that must be submitted

W9 request is Ex. G, not Ex. ICHDO Tax ID number only applicable if you

are a CHDOCertificate of Status/Certificate of Good

Standing are same document, entity type (LLC, S-Corp, etc.) dictate which one you will get

4. ORGANIZATIONAL BACKGROUND CHECKLIST (EX.

C)

This is a sample of the contract template MSHDA will use for all personal service contracts going forward.

Final Housing Agent Contract will be substantially the same, but may have a few minor additions

5. SAMPLE CONTRACT (EX. D)

Base Pay Monthly fee for each voucher that the Contractor

administers that is (1) under an executed HAP Contract and (2) in effect on the first day of each month

Base pay is $24 for each voucher Incentive Pay

Must meet criteria described in Section 5.1.1 of Ex. D-2 in order to be eligible for incentive pay

If Contractor meets incentive pay criteria, they will receive 12 months of incentive pay at a rate of $1 for each voucher that is under an executed HAP Contract and is approved for payment by MSHDA

6. PAYMENT TO CONTRACTOR (EX. D-1)

Penalties HUD Audit Findings Serious errors as determined by MSHDA Failure to provide information and reports to

MSHDA


Retroactive Pay No Retroactive pay for late submissions of new

contract documents• New HAP Contracts cannot be approved more than 60

days after the HAP Contract’s effective date• Incoming portability HAP Contracts cannot be approved

more than 150 days after the voucher issuance date No retroactive pay for late submissions of contract

documents for re-examinations• Annual re-examinations cannot be approved more than

60 days after the annual re-examination anniversary date


Billing Procedures MSHDA will generate payments monthly for

deposit into the Contractor’s account Contractors can view their payments in the

Admin Fee Payments Report located in Elite The Contractor must submit corrections to the

HA Payroll coordinator by the 15th day of the current month in order for the corrections to appear in the next months billing


Homeownership Incentive Fee MSHDA shall pay the Contractor a bonus of

$100 if:1. A participant has left the HCV Program and the

participant no longer receives rental assistance because the participant became a homeowner

2. The participant did not leave the HCV Program due to a violation

3. MSHDA has verified proof of purchase


Overview MSHDA will measure the Contractor’s

performance of the activities described in the Scope of Work (Ex. A) and Housing Agent Agreement using the following standards:• Monthly Performance Standards• Quarterly Field Audits• Yearly Performance Standards

7. PERFORMANCE MEASURES & INCENTIVE PAY (EX. D-2)

Rating MSHDA will rate the Contractor’s performance

for each standard as:• High Performer;• Standard Performer; or• Troubled Performer

7. PERFORMANCE MEASURES & INCENTIVE

PAY (EX. D-2)

Performance Standards1. Monthly Performance Standards • MSHDA will measure the following factors when

computing the Contractor’s Monthly Performance Standards rating:o Lease up Rateo Annual Re-Examination Rateo Late New Admissionso Multifamily Tenant Characteristic System Errorso Pre-Contract Housing Quality Standardso Annual Housing Quality Standards


PAY (EX. D-2)

Performance Standards (Continued)2. Quarterly Field Audit• MSHDA will measure the following factors when

computing the Contractor’s Quarterly Field Audit rating:o Waiting List Eligibilityo Reasonable Rento Adjusted Incomeo Housing Quality Standards (HQS)o Professionalism and Client Services Relationshipso Clerical Errorso Promote Family Self-Sufficiency (FSS) and Key To Own

(KTO) Programs


PAY (EX. D-2)

Performance Standards (Continued)3. Yearly Performance Standards• MSHDA will measure the following factors when

computing the Contractor’s Yearly Performance Standards rating:o File Security Plano Division Updates, Overviews, and Presentationso Expanding Housing Opportunities (including

Landlord List and de-concentration of Poverty Indicators


PAY (EX. D-2)

Troubled Performance Ratings Troubled Performance Ratings can occur during

Monthly, Quarterly, or Yearly Reviews If a Contractor receives three or more overall

Troubled Performance Ratings within a 12 month period, the Contractor will be required to submit a Corrective Action Plan to the Director of Rental Assistance and Homeless Solutions for approval within five business days of being notified by MSHDA


PAY (EX. D-2)

Troubled Performance Ratings (Continued) Once the Corrective Action Plan is approved, the

selected Contractor will have 90 days to implement the Corrective Action Plan, correct all deficiencies, and maintain a Standard Performer Rating in the Monthly Performance Standards and Quarterly Field Audit

Failure to meet the this requirement within the 90 day period will result in a material breach of the Housing Agent Agreement

No more than one Corrective Action Plan will be executed within a 12 month period


PAY (EX. D-2)

Chart lists the eight Regions and 19 Sub-Regions

The total voucher allocation by Region and Sub-Region is listed

VASH vouchers have their own line itemSub-Regions which may have more than one

Contractor are identified

8. REGIONAL MAP (EX. D-3)

Any individual identified as a Key Person under Section VIII of the RFP must be listed on the Certificate

Applicant must state whether or not each individual identified as a Key Person is a retiree receiving a pension from the Michigan State Employees Retirement System

If certificates are not provided for all Key Persons, MSHDA may declare the selected Contractor to be in material breach of the Housing Agent Agreement

9. CERTIFICATE VERIFYING KEY PERSONS (EX. E)

The selected Contractor must answer each question and certify that they are in compliance and not currently debarred

If it is shown that the selected Contractor purposely or willfully submitted false information, MSHDA may terminate any existing contract with the selected Contractor and may pursue debarment

The selected Contractor has a duty to immediately notify the Director of Rental Assistance and Homeless Solutions if any of the certifications, representations, or disclosures in the document change during consideration of the selected Contractor’s responses or after the awarding of a contract.

10. CERTIFICATE REGARDING DEBARMENTS (EX. F)

Each applicant must provide a W9 for their operating entity as noted on the Organization Background Checklist

11. W9 REQUEST FOR TAXPAYER IDENTIFICATION

NUMBER (EX. G)

1. All questions regarding the RFP must be submitted in writing by the close of business on August 20, 2012

2. All proposals must be submitted by the close of business on September 6, 2012

REMINDER

michigan state housing development authority rental assistance & homeless solutions division...

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rfp format mshda

proposal rfp slide

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callers mshda

written response mshda

housing agent services

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