Scope of Services V2 Reissue.doc

Tenant File Compliance Review Services

24-551HDA-LEGAL-B-41868

AGENCY:

Illinois Housing Development Authority (the “Authority)

ADDRESS:

111 E. Wacker, Suite 1000, Chicago, IL 60601

CONTACT:

Amanda Carone, acarone@ihda.org (312) 836-5214

TAX EXEMPT:

YES; Authority Tax Exemption ID Number: E9974-2896-06

Scope of Services:

The Authority’s Asset Management department (“Asset Management Department”) is seeking a vendor (“Vendor”) to support the review of its tenant files (“Reviews"). These Reviews involve examining a sample, as defined by relevant rules and regulations, of the records and documents associated with individual tenants of an Authority-funded development to ensure compliance with lease agreements and to maintain the overall financial health and performance of an asset or property. The requested services will be performed with the goal of eliminating/preventing backlogs of Reviews that are ordinarily completed by Asset Management Department staff at a frequency defined by regulatory requirements and the Authority’s annual risk assessment, as applicable. The properties are located throughout the state of Illinois and vary in size and population served. Services include, but are not limited to, the following:

· Vendor will be assigned up to 500 Reviews to complete. The selected vendor will conduct annual compliance reviews for tenant files within IHDA’s diverse portfolio. This portfolio includes multifamily properties, single-family residences, and scattered site developments. The reviews will encompass up to 500 tenant files annually, reflecting an average of 10 tenant files per property within our portfolio. These comprehensive assessments will evaluate compliance with various funding sources, such as Low-Income Housing Tax Credits, HOME, National Housing Trust Fund, Section 811 PRA, and other significant affordable housing programs. The chosen vendor must be familiar with regulatory guidelines and demonstrate proven experience and capability to adapt to regulatory changes at the Federal and State levels, ensuring adherence to program rules and documentation requirements.

· Performed on-site and/or remotely throughout the State of Illinois based on portfolio assignment and governing rules/regulations.

· Each Review will include a review of a sample of tenant files which may range in size from as few as one (1) tenant file to as high as thirty (30), reflecting an average of ten (10) files per property within the Authority’s portfolio.

· Perform Reviews in accordance with understood applicable compliance requirements, assessment of tenant/unit level conditions, adherence to requirements related to overall application, leasing, occupancy, and operations. If the Authority determines that tenant file reviews performed by the vendor are flagged due to findings, concerns with poor performance, or late submission, the contract will be subject to cancelation and termination within 15 days.

· Perform Reviews inclusive of appropriate income and rent eligibility based on household size and including student status as applicable, utility allowance calculations.

· Review will encompass leases and other documents completed at the time of application and leasing.

· Vendor will document Review as well as outcomes of Review for compliance.

· Vendor is responsible for advance correspondence and scheduling with property ownership/management as well as follow-up communications on monitoring findings/concerns/recommendations and closeout efforts. Said communications may be via mail, email, phone, or some combination thereof.

· Vendor will further document outcomes on any required Federal, State forms as well as in the Authority’s DMS system. All reviews must be completed by November 30th annually to comply with Authority’s internal regulations.

· Technical Requirements and Resources – The Authority will provide a virtual desktop environment through which the Vendor will be able to access the necessary software and file locations, including limited access to the Authority’s Data Management System (DMS) to complete the required work. The vendor is expected to supply its own laptops and/or tablets as appropriate along with basic Microsoft Office software. The vendor is also expected to provide a device capable of completing multifactor authentication (MFA) as required by IHDA security policies. IHDA will provide guidance on processes and documents including applicable templates. The vendor will be responsible for ensuring their provided equipment is compatible with related DMS access and IHDA information security protocols. IHDA will not provide any hardware or software for the performance of the required tasks.

Milestones and Deliverables:

Vendor Mandatory Requirements:

· Vendor must have at least seven (7) years of experience performing similar functions for quasi-governmental or governmental funding entities at the state or local levels.

· Vendor must have a demonstrated knowledge and expertise in common multifamily rental affordable housing funding including Low-Income Housing Tax Credits (LIHTC), National Housing Trust Fund (NHTF), HOME Investment Partnerships Program (HOME), and Section 811.

· Vendor must have Certifications in relevant subject matter including: NCHM Tax Credit Specialist, NCHM Blended Occupancy Specialist, NCHM Certified Occupancy Specialist. The Authority will consider comparable certifications.

· Vendor must have familiarity with other bond, loan, grant, subsidy resources.

· Vendor must have a minimum of three (3) staff members to complete the assigned Reviews in the required timeframe.

Contract Term: One (1) Year Pricing: All Pricing must be submitted in BidBuy.

WARRANTY:

All services will be done in a professional manner and in accordance with all applicable laws.

Notes to Vendor: Payment is derived from locally held funds; the Authority does not receive General Revenue funding. It is the Authority’s policy to pay NET30. All Quoted prices must be valid for 90 days from date of submission. All prices must include shipping and handling charges. No price increases will be accepted. In the event of a price decrease, the Authority is guaranteed to receive the lowest price. We reserve the right to reject all offers; to reject individual offers for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; and to waive minor defects. Vendor must agree to partial ship equipment in case of a delay on total order. Vendor may attach separate page describing his or her proposal for equipment or services. Winning vendor will be chosen on low total bid for all products or services. Pursuant to Title 4 Illinois Admin. Code 1.45459g)(2), a small business awarded a contract procured as a small business set-aside may subcontract no more than 49% of the value of the contract to a business not registered in the Small Business Set-Aside Program.

By submitting a bid and, if applicable, Vendor certifies it is a responsible bidder and authorized to transact or conduct affairs in Illinois (30 ILCS 500/1.15.80, 20-43).