RFP-2025-005 Professional Services: PH Management

Request for Proposals
Professional Services: Public Housing Management
RFP-2025-005

The Abbeville Housing Authority (AHA) invites qualified and experienced firms or individuals to submit proposals to provide Annual Re-examination, Interim Re-examination, Waiting List Management, Quality Control Review Services and Community Services monitoring for the Public Housing Program. 

If interested, download the RFP from our website at www.abbevillehousing.org or contact the Executive Director, Larry Haqq at lhaqq@abbevillehousing.org. the deadline is November 17, 2025.

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Abbeville Housing Authority (AHA)
Professional Services for Annual and Interim Re-examinations, Waiting List Management, and Quality Control Review
RFP Number: RFP-2025-005
Issue Date: 11/04/2025
Proposal Due Date: November 19th, 2025 at 3:00 p.m.
Contact Person and questions: Larry Haqq- Executive Director
Email: LHaqq@abbevillehousing.org 

1. Introduction
   The Abbeville Housing Authority (AHA) invites qualified and experienced firms or individuals to submit proposals to provide Annual Re-examination, Interim Re-examination, Waiting List Management, Quality Control Review Services and Community Services monitoring for the Public Housing Program.
   
   These services are essential to ensuring compliance with all applicable U.S. Department of Housing and Urban Development (HUD) regulations, AHA's Admissions and Continued Occupancy Policy (ACOP) .
   
   The selected contractor will work collaboratively with AHA staff to ensure accurate, timely, and compliant processing of tenant data, maintenance of waiting lists, and completion of quality assurance reviews.
   
   
2. Scope of Services
   1. Annual and Interim Re-examinations 
      The contractor shall:
      1. Conduct annual and interim re-examinations for Public Housing program participants.
      2. Verify household composition, income, and assets using HUD's prescribed verification hierarchy.
      3. Ensure correct application of deductions, allowances, and utility schedules.
      4. Update and process forms including, but not limited to, HUD-50058, rent calculation worksheets, and required verification documents.
      5. Issue appropriate notices to tenants, including rent change notices and interim re-exam results.
      6. Ensure compliance with 24 CFR Part 5, Part 960, and Part 982, and HUD Handbook 4350.3 REV-1.
         
         
   2. Waiting List Management
      The contractor shall:
      
      1. Maintain and update the Public Housing waiting lists in accordance with AHA's policies and HUD regulations.
      2. Process new applications, verify eligibility, and ensure applicant data accuracy.
      3. Conduct periodic purges and manage applicant communication (mailings, notices, and status updates).
      4. Document all actions in AHA's management software (SACS or equivalent system).
      5. Prepare reports on waiting list activity and applicant demographics as requested.
         
         
   3. Quality Control Review 
      The contractor shall:
      1. Conduct 100 percent quality control (QC) reviews of annual and interim re-examinations.
      2. Identify deficiencies, miscalculations, or non-compliance issues.
      3. Prepare QC reports summarizing findings and corrective actions.
      4. Provide recommendations to strengthen internal controls and ensure HUD audit readiness.
      5. Support AHA during HUD, REAC, or internal audits as needed.
         
         
3. Contract Term 
   The initial contract term will be one (1) year, with the option to renew for up to four (4) additional one-year periods at the discretion of AHA, contingent upon satisfactory performance and available funding.
   
   
4. Proposal Requirements 
   All proposals must include:
   1. Cover Letter summarizing qualifications and understanding of the scope.
   2. Company Profile with relevant background and years of experience in HUD program administration.
   3. Staffing Plan and Key Personnel including resumes, certifications, and experience in re-examinations and waiting list management.
   4. Detailed Work Plan describing the approach to completing the tasks listed in the scope of work.
   5. Quality Assurance Procedures demonstrating methods for verifying accuracy and compliance.
   6. Cost Proposal detailing hourly or per-file rates, estimated costs, and any additional expenses, (site visits, travel, lodging, etc).
   7. References from at least three (3) current or recent housing authorities or similar clients.
   8. Required Forms and Certifications (HUD 5369-B, 5369-C, 5370-C, proof of insurance, W-9, and SAM reg).
   9. Public Housing Specialist/Management Certification