Third Party Administrator Services

The Vendor is required to provide third-party administrators to comprehensive administrative support and compliance services for a community development block grant (CDBG)-funded residential rehabilitation program administered in partnership with the authority.
- Requirement:
1. Program administration and compliance
•    Administer the homeowner rehabilitation program in compliance with all applicable federal and state regulations.
•    Maintain all required documentation for monitoring and audit purposes.
•    Develop written policies and procedures including procurement, conflict of interest, and internal controls.
2. Outreach, marketing and intake
•    Develop outreach materials and conduct marketing activities.
•    Receive and process applications.
•    Conduct applicant interviews and maintain applicant files.
3. Eligibility and verification
•    Verify household income eligibility (≤80% AMI unless otherwise specified).
•    Confirm owner occupancy and property eligibility.
•    Ensure taxes and insurance are current or compliant with repayment plans.
4. Environmental review
•    Complete environmental review tier i and tier ii procedures are subject to the national environmental policy act (NEPA) standards.
•    Assist authority with maintaining the environmental review documentation and any SHPO (if applicable) documentation.
•    Assist with documentation and activity requirements associated with hazards such as asbestos, lead, and radon.
5. Property assessment and work write-ups
•    Conduct detailed property inspections.
•    Develop written scopes of work and cost estimates.
•    Ensure compliance with building codes and lead-based paint regulations.
6. Contractor procurement and oversight
•    Manage competitive procurement of contractors.
•    Verify contractor licensing and insurance.
•    Prepare and administer construction contracts.
7. Construction management
•    Perform progress inspections.
•    Manage change orders.
•    Approve contractor payment requests.
8. Financial management and reporting
•    Track expenditures and prepare draw requests.
•    Submit required progress and performance reports.
•    Maintain financial records in compliance with federal standards.
9. Project closeout
•    Conduct final inspections and obtain lien waivers.
•    Prepare closeout documentation.
•    Support monitoring visits.