Executive Office of Housing and Livable Communities

Notice of Intent to Make Best Value Grant Award – MassHousing Administration for 811

Document Number: HLC0000127 COMMBUYS BD Number: BD-27-1076-OCDDE-OCD01-132073 EOHLC Division: Rental Assistance

Issued: August 6, 2026

Please Note: This is a single document associated with a complete Bid (also referred to as a Notice of Intent to Make a Best Value Grant Award (Notice of Intent), Procurement, or Solicitation) issued by the Executive Office of Housing and Livable Communities (Executive Office, EOHLC, HLC, or Agency) that can be found on COMMBUYS (www.COMMBUYS.com). All Bidders (also referred to as Respondents, Contractors, or Applicants) are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may also contact the OSD Help Desk Helpdesk at OSDHelpDesk@mass.gov or the OSD Helpline at 1-888-MA-STATE. The Helpline is generally staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk County holidays.

The terms of 815 CMR 2.00, State Grants, Federal Grant Awards, Federal Subgrants and Subsidies are incorporated by reference into this Notice of Intent. Contract and fiscal requirement terms used in this Notice of Intent shall have the meanings defined in 815 CMR 2.00.

In accordance with the Office of the Comptroller’s Procurement/Contracts Policy for State Grants, Federal Sub-Grants and Subsidies, dated September 8, 2014, the Executive Office of Housing and Livable Communities (also referred to as Executive Office, EOHLC, HLC, or Agency) is publishing this notice of its intent to make a Best Value Grant Award to MassHousing (also referred to as Contractor or Contract Administrator) for the administration of the 811 program for Fiscal Year (FY)12, FY13 FY19,FY23. HLC anticipates that MassHousing will also continue to serve as Contractor under the terms of this procurement for any future award grant years, as EOHLC deems to be necessary and a best value to the Commonwealth.

The award will be subject to the terms of this procurement, the contract(s) that HLC will enter into with MassHousing (which will include the Standard Contract Form, the Certifications and Instructions to the Standard Contract Form, the applicable Commonwealth Terms and Conditions, and additional HLC contract forms[footnoteRef:2]), as well as any instructions and guidance that HLC may provide to MassHousing. HLC also reserves the right to edit, adjust, or add to the activities that MassHousing will be conducting as needed, and to extend to MassHousing, in whole or in part, any future related 811 grants which may be awarded to HLC. [2: MassHousing will be required to comply with the terms of these contract documents and all incorporated statutes, regulations, and policies. Please see OSD Forms | Mass.gov for more information about these contract documents.]

The amount awarded to MassHousing will be approximately $1,000,000 in rental subsidy for each grant. A portion of the administrative (admin) fee award will go to MassHousing. HLC reserves the right to adjust the award amounts as needed, dependent on factors which may include inflation factors or other grants that HLC may receive in the future.

1. Purpose and Scope of Activities

MassHousing will act as the Contract Administrator and will provide administration services for up to approximately 270 units of 811 PRA that the U.S. Department of Housing and Urban Development (HUD) awarded HLC in FY2012, FY2013, FY2019 and FY24 (and any future awards, as HLC deems necessary). MassHousing may also, at HLC’s option, receive future related awards through 811 PRA grant awards. As the Contract Administrator, MassHousing will complete the necessary submissions to HUD through Tenant Rental Assistance Certification System (TRACS), and complete additional activities described herein, to allow HUD to release rental assistance payments to HLC.

On a monthly basis, or on such other basis as HLC may determine necessary, HLC will send these funds to the Contract Administrator and the Contract Administrator will issue payment to individual landlords.

HLC reserves the right to modify and/or clarify the scope of the grant award to MassHousing as needed to ensure compliance with federal and state statutes, regulations, and HLC program policies and requirements. HLC may also negotiate and execute contract amendments with MassHousing which HLC reasonably determines are within the scope of this procurement and are necessary to result in a best value to the Commonwealth. This may include, among other things, additional related services and project components which were not previously addressed in the contract.

The contract administration tasks that MassHousing will complete are listed below. MassHousing shall complete the following services, in accordance with the terms of this procurement, MassHousing’s contract(s) with HLC, and any guidance and instructions that HLC may provide:

1. Manage ongoing work of tenant certifications, monthly voucher submissions, issuance of payments to landlords and required inspections (including NSPIRE).

1. Monitoring and updating polices as HOTMA is rolled out from HUD.

1. Work with property owners to ensure that they have the software necessary to upload voucher and tenant information to MassHousing for submission to HUD’s TRACS system.

1. Work with property owners to ensure compliance with multi-family regulations, handbooks and multi-family operations.

1. Roll-up all child/parent information, after review and correction. Receive, review and approve new Rental Assistance Contracts (RAC) /Child vouchers and tenant certifications sent via iMax from property owners/managers. Submit 811 PRA vouchers to HUD TRACS systems in compliance with 811 PRA requirements, including creation of a Parent Voucher and address and correct errors in the system as necessary.

1. Coordinate all program activities related to and involving HUD systems, including inspection requirements.

1. Conduct 811 site inspections as required.

1. Provide HUD with all necessary reports and complete all necessary related activities to ensure the Contract Administrator receives rental assistance funds from HLC on a monthly basis, including but not limited to:

7. MassHousing will ensure that vouchers are submitted to HUD via TRACS by the 20th of each month.

7. MassHousing will provide HLC a copy of the HUD approved/accepted voucher with each monthly 811 Subsidy Invoice.

7. HLC will transmit rental assistance payment to MassHousing as soon as possible.

7. MassHousing will process rent adjustments for participating units, and HLC will review and approve for funding.

1. Process vacancy payments after HLC has authorized.

1. Accept payment from HLC of rental assistance dollars to be distributed to 811 PRA owners/managers.

1. Ensure all rental payments are made timely and in accordance with HUD regulations.

1. Assist property owners with 811 PRA technical assistance related to HUD systems and multi-family program requirements.

1. Other additional and related services and duties, as HLC may request, as the 811 PRA program evolves and changes.

In addition, the following shall also apply to the contract administration tasks:

1. Change of Owner or Agent: HLC will notify the Contract Administrator of any changes in ownership or management agent. In no circumstances will the Contract Administrator change program participants without HLC’s written approval.

2. Tenant Inquiries: Any calls relating to tenancy (lease implications) for 811 PRA households will be managed by HLC. HLC will facilitate any questions or follow-up with EOHHS.

All activities authorized by HLC under this procurement shall be conducted in accordance with all applicable laws, rules, regulations, ordinances, orders and requirements of HUD and HLC including, but not limited to, Section 204 of the Omnibus Consolidated Rescissions and Appropriations Act of 1996 (Pub. L. 104-134), and other federal law and regulations as specified therein, and any regulations, directives or guidelines as may be established by HUD and HLC for the 811 program.

HLC shall maintain sole and exclusive ownership rights to all of its program participant files and data that may be assembled, created, or used by the Contract Administrator in the performance of its work under contract with HLC. For the avoidance of doubt, the Contract Administrator shall have no rights in or to HLC program participant files and data other than the limited, non-exclusive, and non-transferrable right to use such files and data solely as required to meet its obligations under contract with HLC.

All products and services provided to the Commonwealth must comply with M.G.L. c. 66A, M.G.L. c. 93H, and the Executive Office of Technology Services and Security (EOTSS) Enterprise Information Security Standards and Policies: https://www.mass.gov/handbook/enterprise-information-security-policies-and-standards. The Contract Administrator must also comply with the Guidelines for the Use and Development of Generative Artificial Intelligence issued by EOTSS on April 12, 2024: https://www.mass.gov/doc/guidelines-for-the-use-and-development-of-generative-artificial-intelligence/download

To the extent that the Contract Administrator subcontracts these services pursuant to the Commonwealth Terms and Conditions, the Contract Administrator shall also cause any subcontractors to comply with these requirements.

HLC reserves the right to conduct on-site field visits to the Contract Administrator during the term of the Contract, and to review, audit, and/or monitor the Contract Administrator’s compliance with the Contract. The Contract Administrator shall ensure the cooperation of its employees in any review, audit, or monitoring conducted by HLC or HLC’s authorized representatives, (including without limitation, fiscal monitors).

2. Grant Amount and Duration

HLC anticipates an initial contract term of approximately five years, unless the contract is amended, suspended, or terminated.

During the approximately five year initial period of the contract, it is anticipated that MassHousing will receive approximately $ 1 million, anticipating grant years for administrative fees and subsidy payments, subject to the availability of funding and appropriation. All payments will be subject to the applicable Commonwealth Terms and Conditions and the Commonwealth Bill Paying policy. The amount allocated, if HLC determines it is necessary, may be reallocated as needed by program requirements. This budget will fund staffing and operations directly related to MassHousing’s administration of the program.

HLC reserves the right to amend and/or renew the contract for up to four additional one year renewals, at HLC’s sole option and subject to satisfactory Contractor performance, and the availability of funding and appropriation. HLC may also elect to combine the contract terms.

3. Reason Why Selecting MassHousing is Efficient, and Supports the Purposes/Timely Disbursement of Grant

The 811 PRA has unique operational requirements, including the ability to access Secure Systems, TRACS, Line of Credit Control System (eLOCCS) and the capacity to issue rent payments to participating property owners. HLC has carefully reviewed the circumstances and the grant award requirements, and has determined that MassHousing is uniquely and best qualified to provide the necessary services. MassHousing has the unique ability, capacity, and expertise to meet the operational needs of the 811 PRA. HLC does not have the capacity, technology or expertise needed in order to process payments, conduct audits, reviews or access TRACs. HLC finds that the selection of MassHousing, without an open public process, is fair and reasonable, necessary, efficient, and supports both the purposes and timely disbursement of the grant funds. Making this award to MassHousing is a best value for the Commonwealth given the unique requirements of the grant award.

4. Estimated Calendar and Award Timeline

In accordance with the Office of the Comptroller’s Procurement/Contracts Policy for State Grants, Federal Sub-Grants and Subsidies, it is HLC’s intention to contract with MassHousing to administer the grant award as outlined above, unless significant legitimate challenges are raised, which provide reasonable doubts as to the appropriateness of the award process. Any interested vendors who wish to submit challenges to the award must submit comments that demonstrate that they can provide a comparable or better offer. Please submit any comments regarding this notice to the Assistant Director of Federal Programs(Karlene.maiolino@mass.ogv). All comments must be submitted within ten business days of this posting.

This procurement does not commit HLC to pay any costs incurred in the preparation of a Bidder’s comments or to purchase any products or services. HLC may: (i) contract for some, all, or none of the products and services in this procurement; (ii) negotiate with MassHousing; or (iii) cancel, in part or in its entirety, this procurement if it is in the best interest of the Commonwealth to do so.

5. COMMBUYS Support

· Website: Go to www.mass.gov/osd/commbuys.

· Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@mass.gov

· Telephone: Call the COMMBUYS Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard Time, except on federal and state holidays.

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