EVT0009764-Amendment_One-Questions_and_Answers.pdf

Office of Procurement and Contracts 900 SW Jackson St., Room 451 South Topeka, KS 66612

Phone: 785-296-2376 Fax: 785-296-7240 www.admin.ks.gov/offices/procurement-and-contracts

Adam Proffitt, Secretary Laura Kelly, Governor

Amendment

Request for Proposal

Date: July 23, 2024

Amendment Number: One (1)

Event Number: EVT0009764

Closing Date: August 13th, 2024 2:00PM CST

Procurement Officer: Lee Askew

Telephone: 785.296.7107

E-Mail Address: lee.askew@ks.gov

Agency: Kansas Department of Health and Environment

Item: Administration of HOPWA Program

Conditions: 1) Answers to submitted questions follow on page two (2) of this document.

A signed copy of this Addendum must be submitted with your bid. If your bid response has been returned, submit this Addendum by the closing date indicated above.

I (We) have read and understand this addendum and agree it is a part of my (our) bid response.

NAME OF COMPANY OR FIRM:

SIGNED BY:

TITLE: DATE:

It shall be the vendor's responsibility to monitor this website on a regular basis for any changes/addenda.

http://admin.ks.gov/offices/procurement-contract mailto:lee.askew@ks.gov http://admin.ks.gov/offices/procurement-contract

Event ID: EVT0009764

EVT0009764 – Amendment One

Administration of HOPWA Program

Questions and Answers

Q1: How many people were served by HOPWA in each of the last two years of the program?

A1: 2022: 324 people received housing assistance and 561 clients received supportive services assistance.

2023: 300 people received housing assistance and 467 clients received supportive services assistance.

Q2: Historically, what are the annual amounts paid for TBRA, STRMU and “supportive services”?

A2: Amounts vary by year based on client need and available federal funds. For 2023 the amounts for TBRA, STRMU, and Supportive Services were:

• TBRA: $147,670

• STRMU: $251,622

• Supportive Services: $113,420

Q3: Can you provide a description of the “supportive services to 743 individuals” provided by the HOPWA Program as referenced in the Kansas 2024-2028 Consolidated Plan? What partnerships exist for these supportive services.

A3: The KS HOPWA Program collaborates with 7 agencies to provide direct support through case management. Supportive services include nutritional supplies (such as Ensure or Boost), food banks or food voucher programs, transportation to medical appointments, and mental health and substance use counseling. The Kansas Ryan White Program(s) case managers work with clients and the HOPWA program to deliver these services.

Q4: What guidance and policies exist on allowable amounts, or standards that must be met for housing assistance and other allowable expenses? Can those be shared?

A4: All the policies and standards are found on the HUD website. Policies on rental standards, income guidelines and other policies are updated by HUD annually. The website for this information is found: https://www.hudexchange.info/programs/hopwa/

Q5: What are the individual client award limits/caps for this program?

A5: The HOPWA program does not impose monthly or annual monetary caps on client benefits.

Rental assistance is based on the client's income, with the maximum subsidy covering the difference between fair market rent and 30% of the client's adjusted monthly income. Although, for short-term rent, mortgage, and utility assistance, assistance time limits are typically set at 21 weeks within a 52-week period.

Q6: What is the expectation for the completion of housing inspections? Are these the responsibility of the administrator, are there partnerships with HUD inspectors located statewide, or some other method?

A6: Housing inspections are a HUD requirement for the HOPWA program. This has been the responsibility of the Sponsor Agency, also referred to as the Contractor. The Kansas Housing Resources Corporation is a partnering agency with the HOPWA Program but does not aid in the inspections of recipients of HOPWA funding. Federal standards ensure that units are safe, sanitary, and in good repair. Key requirements include:

• Units must be free of lead-based paint hazards.

• Units must have proper sanitation, adequate water supply, and effective waste disposal systems.

• Heating, plumbing, and electrical systems must be functional and safe.

• Units must be structurally sound and provide adequate space and security.

Inspections must be conducted before assistance is provided and annually thereafter to ensure ongoing compliance.

Q7: Can you describe the reimbursement model for the contractor? Is there a flat rate for administration and a separate amount for reimbursing eligible costs?

A7: The reimbursement model is based on actual costs, with expenditure reports submitted monthly to KDHE. Upon approval, payments are made for eligible costs. In addition, contractors can claim up to 7% of the annual award for administrative expenses, which include supplies, travel, salary, and fringe benefits.

Q8: Is the contractor awarded the full amount of the federal award (minus KDHE costs)? And if so, is there a maximum percentage of the award which can be spent on administrative costs? And indirect costs?

A8: The contractor (Sponsor) is allocated a set amount annually based on federal award, minus KDHE costs and any consideration for contingency funds. KDHE makes these determinations annually in collaboration with the contractor and other stakeholders. Contractor can request up to 7% of annual award amount for administrative costs in addition to eligible direct service costs. Administrative costs include supplies, travel, salary, and fringe benefits.

Q9: Is there a client –level data tracking system which already exists and is owned by the state, or will a new system need to be created?

A9: The KDHE provides a client-level data tracking system that is managed and owned by the State of Kansas and third-party contractors. All documentation and client files are currently managed by the Sponsor and housed in this agency.

Q10: Will the winner of this bid have access to the preexisting program data if the work is moved to another contractor?

A10: Yes, in most cases client records in the client-level data tracking system will be available to contractors.

Q11: Please describe the most common use cases for the client data system.

A11: Client information exists for the 7 case management sites that make referrals to the HOPWA program. All communication (phone calls, in office visits, home visits) from clients to case managers and any documentation is held in this data system. Any communication that is between the HOPWA sponsor and clients is also done through this system.

Q12: Are there federal maximum allowable limits for costs incurred in administering the program?

A12: The Sponsor is allowed to request up to 7% of the grant award to administer the activities serving the client. Administrative costs include supplies, travel, salary, and fringe benefits.

END OF AMENDMENT ONE– EVT0009764