5-Attachment B SOW Housing.docx

Attachment B: Scope of Work Section 811 Project Rental Assistance (PRA) Program Administration and TRACS Management

1. Purpose The purpose of this agreement is to provide comprehensive administrative and technical support for the State of Utah's Section 811 Project Rental Assistance (PRA) Program, including Housing Assistance Payment (HAP) processing through HUD's Tenant Rental Assistance Certification System (TRACS), compliance monitoring, technical assistance, reporting, training, and program administration necessary to ensure compliance with applicable federal regulations, and provide technical expertise to Housing and Community Development (HCD) staff. This support would include the State of Utah’s FY23 award for the program, as well as any future funds awarded.

Contractor shall serve as the State's subject matter expert on TRACS administration and Section 811 PRA operations while supporting the State in maintaining compliance with all applicable HUD requirements.

2. Scope of Services Contractor shall provide all personnel, expertise, systems, and resources necessary to perform the following services:

a. TRACS Administration Contractor shall:

i. Administer tenant certifications and subsidy processing using HUD's Tenant Rental Assistance Certification System (TRACS).

ii. Process all required HUD certifications, recertifications, interim certifications, and voucher submissions.

iii. Ensure timely and accurate submission of TRACS transactions.

iv. Resolve TRACS transmission errors and discrepancies.

v. Monitor payment processing and assist in resolving payment issues.

vi. Maintain certification tracking systems and monitor annual and interim recertification due dates to support timely processing and compliance with HUD requirements.

b. Section 811 PRA Program Administration Contractor shall administer rental assistance in accordance with:

i. Section 811 Project Rental Assistance Program requirements;

ii. HUD Notices and Guidance;

iii. Federal regulations;

iv. HUD Handbook 4350.3;

v. Applicable State policies and procedures.

vi. Coordinate with participating property owners and management companies.

vii. Provide technical assistance regarding eligibility, occupancy, income certification, and program compliance.

viii. Assist HCD with tenant file reviews, quality-control reviews, occupancy reviews, and documentation reviews as requested.

ix. Provide technical assistance and support related to HUD's Enterprise Income Verification (EIV) system, including income verification, discrepancy review, existing tenant search functions, identity verification, and compliance with HUD EIV requirements

x. Maintain program records sufficient to support monitoring and audit activities.

c. Technical Assistance Contractor shall provide ongoing technical assistance to HCD staff including:

i. Guidance regarding TRACS requirements and functionality.

ii. Interpretation of HUD regulations affecting the Section 811 PRA Program.

iii. Assistance in resolving program administration issues.

iv. Recommendations regarding program implementation and process improvements.

v. Consultation regarding HUD reporting requirements.

d. Compliance Monitoring Contractor shall:

i. Monitor program activities for compliance with all applicable HUD requirements.

ii. Identify compliance risks, recommend corrective actions, and provide technical support to assist HCD in maintaining compliance

iii. Support HCD during HUD monitoring or audit activities related to TRACS administration.

iv. Maintain a certification calendar (or equivalent) and monitor annual recertification due dates to ensure timely processing.

e. Reporting Contractor shall provide reports to HCD including:

i. Monthly summary of TRACS submissions.

ii. Voucher processing status.

iii. Certification activity.

iv. Outstanding compliance issues.

v. Payment discrepancies.

vi. Technical assistance provided.

vii. Other reports requested by HCD related to Section 811 PRA administration.

viii. Reports shall be submitted electronically no later than the tenth (10th) business day following the end of each month unless otherwise agreed.

3. Deliverables Contractor shall provide, at a minimum:

a. Accurate and timely TRACS voucher submissions.

b. Processing of all required certifications and recertifications.

c. Technical assistance to HCD staff.

d. Monthly program activity reports.

e. Compliance recommendations, when applicable.

f. Documentation sufficient to support HUD monitoring and audits.

g. Timely communication regarding any issues affecting program administration.

h. Provide training to HCD staff regarding TRACS operations.

i. Develop written procedures for ongoing State administration.

j. Provide technical training for new HCD employees during the term of the agreement.

k. Assist the State in developing internal capacity for long-term administration of the Section 811 PRA Program.

4. Training and Knowledge Transfer

a. Provide training to HCD staff regarding TRACS operations.

b. Provide comprehensive written operating procedures, workflow maps, certification processing guides, and TRACS/EIV administration manuals for HCD staff.

c. Provide technical training for new HCD employees during the term of the agreement.

d. Assist the State in developing internal capacity for long-term administration of the Section 811 PRA Program.

5. Performance Standards Contractor shall:

a. Process all TRACS transactions in accordance with HUD deadlines and industry best practices.

b. Maintain a high level of accuracy in certifications and voucher processing.

c. Respond to HCD requests for technical assistance within two (2) business days.

d. Notify HCD immediately of any issue that may impact program compliance or funding.

e. Maintain certification tracking systems to reduce the risk of missed annual recertifications and subsidy processing delays.

6. Contractor Qualifications

a. Contractor shall have demonstrated experience administering HUD multifamily housing assistance programs and experience providing Performance-Based Contract Administration (PCBA), including:

i. Section 811 Project Rental Assistance,

ii. Housing Assistance Payment (HAP) processing,

iii. Tenant Rental Assistance Certification System (TRACS),

iv. Technical assistance,

v. Compliance oversight, and

vi. Training for HUD-assisted multifamily housing programs.

7. State Responsibilities Housing and Community Development (HCD) shall:

a. Provide oversight of the agreement.

b. Coordinate with HUD as necessary.

c. Provide access to required State records and information.

d. Review Contractor reports and deliverables.

e. Communicate policy decisions affecting program administration.

f. Serve as the sole State authority for program interpretations, policy decisions, compliance determinations, and communications requiring official State approval.

8. Applicable Requirements Contractor shall comply with all applicable federal and state requirements including, but not limited to:

a. Section 811 Supportive Housing for Persons with Disabilities Program requirements.

b. HUD regulations governing Project Rental Assistance.

c. HUD TRACS User Guide and applicable system requirements.

d. HUD notices, handbooks, and guidance.

e. Federal privacy and data security requirements.

f. Applicable State of Utah procurement and contract requirements.

9. Background and Basis for Services

a. Housing and Community Development is implementing administration of the Section 811 Project Rental Assistance Program utilizing HUD's Tenant Rental Assistance Certification System (TRACS). Because the State has not previously administered TRACS directly, specialized technical expertise is required to ensure uninterrupted program operations, compliance with HUD requirements, and accurate subsidy administration.

b. The selected Contractor possesses significant experience administering Section 811 PRA programs and TRACS operations.

c. The Contractor has demonstrated a record of high-quality performance, including more than ten years without audit findings across its PBCA portfolio and consistent achievement of HUD performance standards, providing confidence in its ability to support the State's successful administration of the Section 811 PRA Program.