Third Party Administrator Services

The Vendor is required to provide third party administrator services for include:
- General work requirements
•    The contractor must notify all employees and subcontractors of all laws, policies, and procedures applicable to the work and must ensure its employees and subcontractors follow them. 
•    Must receive written approval from the agency for all project data and software systems and documents prior to implementation and use.
- Policies and procedures
1. Referral of cases: 
•    As the agency identifies and approves cases, referrals will be provided to the contractor for program services. 
•    The agency will upload case documents into the electronic management system. 
•    The agency must notify the contractor of the case address and case number by email. 
•    The contractor has 30 days from the date of the e-mail notification to complete intake and enrollment services and follow the established deadlines in the work activity sequence table. 
•    If the contractor is unable to perform grant services at any point due to a participant being non-responsive after three documented attempts, the contractor must document the attempts in the shared tracking spreadsheet provided by the agency, and may refer the case back to the agency for further consideration.  
•    After three documented attempts and referral back to the agency, the case will no longer be the responsibility of the contractor.
2. Intake and enrollment:
•    Coordinate and complete intake and enrollment services. 
•    The contractor must ensure the owners and tenants and owner-occupants meet qualifications for participation in the program through the collection of required documents and completion of enrollment forms. 
•    At intake and enrollment, the contractor must explain the program process and program expectations to participants. 
•    Completing the intake and enrollment process does not guarantee that the family and owner is eligible for funding from the agency.
•    The contractor must ensure that intake proceedings are conducted as conveniently as possible for the participants with preference given to an in-person meeting. 
•    It is permissible for the contractor to collect program forms and documents by mail or e-mail if the contractor explains program expectations to program participants via phone.
•    The agency enrollment forms will be created by the agency.  
•    The contractor must use the enrollment forms created by the agency. 
•    The contractor must not make any changes or modifications to the enrollment forms without first obtaining agency approval. 
•    The contractor must ensure the owner occupants, landlords and tenants review and sign the forms, as applicable, for intake and enrollment. 
•    Forms are available in the agency’s electronic management system. 
•    The forms needed for intake and enrollment, pre-lead hazard control and post-lead hazard control are outlined in each section.
•    Upload completed intake and enrollment forms into the agency’s electronic management system and label them “intake forms.” 
•    The agency must provide copies of all necessary forms for the work to the contractor shortly after the execution of the contract. 
•    The agency reserves the right to require the contractor to ensure the completion of additional forms. 
•    The agency will share new forms or updated versions of existing forms with the contractor as they become available.
- Coordination and performance of lead inspection and risk assessment and healthy homes assessment
•    Perform a full lead inspection and risk assessment for each property enrolled into the program. 
•    The lead inspection and risk assessment will determine the nature and scope of the lead hazards and the types of lead hazard controls needed (lead specialized cleaning, interim control and abatement techniques).
•    The contractor must ensure its lead inspection and risk assessments incorporate x-ray fluorescence analysis, environmental sampling, and visual assessment of all potential lead hazards.  
•    The lead-based paint threshold used will be 1.0 mg/cm2. 
•    The contractor must ensure environmental samples collected during a lead inspection and risk assessment are sent for analysis to a state approved laboratory secured by the contractor. 
•    It is also during the completion of the lead inspection and risk assessment that photos should be taken of both the interior and the exterior of the enrolled property. 
•    The photographs will be used in the bidding process and submitted to the state historic preservation office for approval.  
•    Identified during the lead inspection and risk assessment, the contractor must send a non-approval letter to the owner and occupants and the contractor must close the case.