256099 Supplement Letter 1.pdf
PDF 98 KB Posted
- Solicitation number
- S-KS0043-00015688
- Issued by
- Marion County, Oregon
About this file
This is a Supplemental Information Letter #1 issued by the City of Salem Finance Department Contracts & Procurement Division in response to RFP No. 256099 for Regulated Housing Compliance Services. The letter addresses nine questions and answers submitted by proposers regarding the scope of services for both the Section 8 Voucher program and Property Management departments. Key service parameters include auditing approximately 150-300 Section 8 files annually (representing 5-10% of total files), with completion required within 12 months at an estimated pace of 12-20 files per month. For Property Management services, the Housing Authority requires full-service compliance monitoring for 750 units, including review of all program compliance from application through recertification and end of participation, along with approximately 10 hours of monthly technical assistance. The Housing Authority utilizes Elite Emphasys and LaserFiche software for file management and can provide digital access to participant files stored in LaserFiche. The contractor may perform services either on-site or remotely at the Housing Authority's discretion, with findings from Section 8 audits to be emailed to in-house staff for corrections rather than being corrected by the contractor.
The contract term requirements have been clarified to specify a minimum of two years for both program services, with potential for longer engagement; the initial contract sample specifying one year with four one-year renewal options applies to program management services specifically. This extended minimum commitment reflects the Housing Authority's preference to phase services gradually rather than engage in repeated start-and-stop cycles due to the expense of initial setup. Proposers should note that pricing proposals must include detailed hour estimates for all services, with particular attention to the estimated costs for 750 units of annual and interim recertifications, consulting hours for policy review and training, and monthly technical assistance.
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Other files
| File | Type | Posted |
|---|---|---|
| 256099 RFP.pdf | ||
| 256099 Notice of Intent to Award.pdf |
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Text version
CITY OF SALEM
FINANCE DEPARTMENT
CONTRACTS & PROCUREMENT DIVISION
SUPPLEMENTAL INFORMATION LETTER #1
January 16, 2026
RFP NO. 256099
FOR: Regulated Housing Compliance Services
CLOSING DATE: January 23, 2026 at 4:00 PM (LOCAL TIME)
The following are questions submitted by Proposers and answers from the City:
1. Q) What is the approximate number of Section 8 files to be audited?
A) Test of approximately 5-10% per year or around 150-300
2. Q) Does SHA have a time frame in mind for the completion of the Section 8 file audits?
A) Within the audit year. 12 months to complete them. Maybe 12-20 per month?
3. Q) How would SHA like the contractor to correct deficiencies in Section 8 files discovered during audit?
A) Email a list of findings for our in-house staff to complete.
4. Q) Are participant files (Section 8 & Property Management) stored digitally or as hard copies?
A) Yes.
5. Q) Does SHA have a preference whether services for each department are to occur on-site or remotely?
A) No preference
6. Q) What housing management software does SHA use?
A) Elite Emphasys; LaserFische
7. Q) The fee proposal requests a total "fee estimate for the project which shall include the number of hours estimated to complete the project." For the services detailed for the Property Management department, is there an estimated number of annual and interim recertifications that need to be processed? An estimated number of consulting hours for policy review, completing MOR Responses, training etc.?
A) We will likely need full-service compliance monitoring for 750 units to include review of all program compliance from application to recertification and then to end of participation. Monitoring that the employees are getting AR’s done timely and then an audit of the files with a list of findings. In addition, likely technical assistance each month in the amount of 10 hours per month for more difficult file questions/ MOR responses.
8. Q) The sample contract provided specifies an initial term of one year with the option of four one-year extensions; does this apply only to the Program
Management scope of work?
A) The minimum time frame needed is 2 years for both programs and possibly longer if needed. Set up is expensive so we don’t want to do that multiple times. Better to phase out a little at a time than start and stop.
9. Q) How are participant files stored?
A) Files are stored in LaserFiche and we can provide access to the storage location for auditing.
Shawna Self, CPPB
Purchasing Manager cc: File
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