MIDDLETOWN PUBLIC HOUSING AGENCY
HOUSING CHOICE VOUCHER PROGRAM
ADMINISTRATIVE SERVICES AGREEMENT
SUMMARY OF RECOMMENDED CHANGES TO CURRENT SERVICES
· Report on program performance on a periodic basis as detailed in the agreement and Administrative Plan
· Perform criminal history screening of landlords on a periodic basis
· Develop a criminal activity screening/monitoring process in cooperation with the Middletown Police Department and City Prosecutor
· Implement an electronic on line complaint tracking system
· Implement real time on line access to program information and records regarding program performance
· Develop and implement a “Drug Free Workplace” policy for Consultant’s employees
· Notify Agency of Fair Hearings schedules
· Allow Agency employees to testify and present evidence at Fair Hearings
· Notify Agency of Fair Hearings outcomes including a detailed explanation for justifying the outcome
· Penalty assessed for failure of Consultant to provide requested information within allotted time period
· Required compliance with Ohio Public Records law
· Within 30 days of contract execution, consultant shall provide a detailed financial analysis of program account balances in order to determine the amount available for program administration purposes
· Agency and Consultant will mutually develop a system by which payments to landlords will be made by direct deposit in lieu of check
· Agency and Consultant will mutually develop a system to assure that all tenant utility assistance payments are applied to the utility obligations of the tenant
· All IRS 1099 M’s completed and sent 7 business days prior to reporting deadline
· City to receive electronic version of 1099 M’s on same reporting basis as above
· Criminal history checks to be done annually in a manner agreed upon by agency and consultant for all adult program participants and landlords
· Consultant shall participate with Agency in a comprehensive review of Administrative Plan to be completed within 90 days of contract execution
· Agency and consultant agree to review and update Administrative Plan annually thereafter
· City Manager shall designate a City employee responsible for working with consultant to implement provisions of agreement and administrative plan
· Agency shall arrange for interdepartmental coordination of, cooperation from, and communication with City agencies to assure effective implementation of Section 8 programs
· Agency is responsible for Housing Quality Standards inspections and enforcement except that consultant is responsible for initiating program sanctions against landlords for failure to comply with HQS upon notice from agency
· Agreement is subject to availability of federal funds
· Agency may terminate agreement for convenience on 120 days written notice
· Compensation to the consultant is based on the lowest base bid received by the Agency (that of Nelson & Associates) decreased by the deduct alternate for HQS service at a flat rate not based on the number of units rented
o First twelve months - $613,772
o Second twelve months - $632,185
o Third twelve months - $651,118
· Consultant shall indemnify agency