Administration of Section 8 Housing Choice Voucher Program

Agency:	Plainfield town
State:	Connecticut
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services
Posted Date:	Jan 6, 2026
Due Date:	Jan 27, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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REQUEST FOR PROPOSALS

Administration of Section 8 Housing Choice Voucher (HCV) Program

Housing Authority of the Town of Plainfield

CLOSING DATE: January 27, 2026

CLOSING TIME: 3:00 PM. EST

Dear Proposer:

Enclosed is a solicitation for the administration and operation of the Housing

Choice Voucher (HCV) Program for the Housing Authority of the Town of

Plainfield (PHA), Plainfield, Connecticut. PHA has authority to administer 200

vouchers and the current budget authority is allowing for approximately 175

vouchers to be leased.

Proposals submitted in response to this solicitation will be evaluated and the

successful Proposer will be selected in accordance with the PHA’s policies.

The current schedule for the solicitation is as follows:

Release of the RFP

January 5, 2026

Questions due by Email

January 20, 2026, 5:00 PM

Responses to Questions by Addendum January 22, 2026

Due Date of the RFP

January 27, 2026, 3:00 PM

Special PHA Board Meeting

January 27, 2026

Notice to Proceed Issued

February 10, 2026

Identified below are certain important items and their location in the RFP:

1. The Statement of Work is in Section I.

2. The Contract Period is outlined in Section II.

3. Instructions and conditions concerning proposal preparation

and submission are in Section III.

4. Factors for Award are found in Section IV.

5. Required forms and certifications are found in Section V.

6. The due date for proposals is: 3:00 p.m., January 27, 2026. Late

proposals will be not considered.

7. The contact person for additional information is:

Gloria J Bergeron, Chairman

Plainfield Housing Authority

8 Community Ave.

Plainfield, Connecticut 06374-9998

8. (860) 230-3001 or FAX (860) 230-3033.

9. Questions will be accepted through the close of business on

January 20, 2026 and an Addendum responding to all questions

will be issued, if necessary by no later than January 22.

Responses to all inquiries or requests for clarification will be provided

Housing Authority of the Town of Plainfield

Section 8 Administration RFP

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July 2026

by facsimile to those who provide a fax number or by USPS first class

mail.

In addition to other reservations and conditions contained in the proposal

documents, the Town of Plainfield reserves the right to waive any technical defects

in the proposals received; to waive any formalities or irregularities; to reject any

and all proposals for any reason, including that it or they do not conform to the

terms and conditions described herein, as determined by the Town in its sole

discretion; to accept or reject any part of any proposal received; to present and

negotiate terms of a contract together or separately with any party submitting a

proposal; to determine qualifications exclusively and finally; to request additional

qualifications; and to select any proposal or part thereof based on any combination

of factors, including the amount proposal, the time of completion, and the Town’s

best interests. The Town further reserves the right to retain all proposals submitted

and to use any ideas in a proposal regardless of whether or not that proposal is

selected.

SECTION I—STATEMENT OF WORK

A. INTRODUCTION

The Housing Authority of the Town of Plainfield (PHA) is currently

authorized to operate a Housing Choice Voucher Program of 200 units. Of

the 200 vouchers approximately 175 are under lease. The Section 8

Housing Choice Voucher Program has a waiting list but is currently closed

and not accepting applications at this time. The Housing Authority has

never scored below a standard perform for SEMAP. Current budget

utilization exceeds 98%.

At the current time the Section 8 HCV Program is managed in house. The

PHA currently does not have a FSS Program.

PHA's utilizes PHA-Web management computer services. The PHA also

uses Microsoft Office products.

B. SCOPE

The Contractor shall administer timely and within all applicable legal

requirements the specified Section 8 Housing Choice Voucher Program of

the PHA in accordance with an approved Work Plan and Schedule, the

specific requirements of the contract, Administrative Plan, and the current

and future program requirements of Federal statute, program regulations,

directives, and guidance applicable to the specified Section 8 program(s).

The latter requirements are not stated in their entirety in this Statement of

Work, but are incorporated by reference. Rather, the statement of work

identifies core functions. The Contractor's accomplishment of these

functions shall be measured by agreed upon performance standards.

Housing Authority of the Town of Plainfield

Section 8 Administration RFP

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July 2026

The PHA will consider proposals that use its office space (for a negotiated

cost) and other related administrative systems OR proposals that have the

major administrative activities based at another location. Proposers will

have to identify which business model that they intend to use and explain in

detail how program participants, landlords, applicants and members of the

public will be able to access the program. Proposals for off-site

administration will have to explain how program integrity, confidentiality,

record-keeping, and audit trail obligations will be met.

C. PREPARATORY AND TRANSITIONAL ACTIVITIES

(Months 1 -- 3)

The Contractor will have no more than 30 days from Notice to

Proceed/effective date of the Contract to undertake organizational activities

prior to assuming full responsibility for all operations. During the first 90

days of the performance period of the Contract, the Contractor will

implement any new or revised procedural systems pertaining to program

operations that make possible the operation of the programs according to

the performance standards established in this Contract and described

below in Section I, Subsection E and F.

Within 30 days of the effective date of the contract, the Contractor shall

complete the following preparatory activities and take all other actions

necessary to fully assume all contracted activities on the 31st day at the

minimum baseline of performance.

a. Work Plan

Within 7 days of the Notice to Proceed/Contract Effective Date, the

Contractor shall attend an orientation and planning session at the

offices of the PHA.

Within 21 days of the Contract Effective Date, the Contractor shall

submit a Final Work Plan specified in Section III together with a

schedule, describing how the Contractor plans to perform all

services and set milestones for measuring progress.

b. Financial Management

The Contractor must be prepared to assume responsibility for timely

and accurate payments to landlords and for other key financial

management and reporting functions from the beginning of the

Transitional Period. The PHA’s Controller will prepare all financial

reports, such as VMS and budgets with consultation of the

Contractor for the duration of the engagement.

The Contractor will prepare the monthly and any required interim

check files including HAP payments to landlords and utility

Housing Authority of the Town of Plainfield

Section 8 Administration RFP

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July 2026

reimbursements to tenants. The Contractor will submit a request for

wire transfer with all supporting documents and will then print and

sign the checks in the most efficient and economical manner, which

the Contractor will mail. PHA will rely upon the Contractor to ensure

the accuracy and timeliness of the check amounts paid. The

Contractor will serve with fiduciary responsibility.

c. Review Information from Current Files and PHA Staff Needed for

Ongoing Operation of the Program

As part of the Work Plan development phase, the Contractor shall

review current files and interview the PHA’s leasing coordinator as

needed, to baseline record-keeping systems for a smooth

transition, maintaining program operations for existing families and

housing units. The Contractor is to use the current tenant files and

inspection records of PHA. The Contractor is not responsible to

correct past deficiencies reflected in these files, only to ensure

orderly and complete files going forward.

d. Review and Assume Maintenance for the PHA’s Section 8

Administrative Plan

Within 90 days of the contract award, the Contractor shall review the

existing PHA Administrative Plan, identify if any "significant"

changes (requiring a public hearing) are required, and recommend

the amending language required for those changes to the PHA for

action. The Contractor shall regularly review, revise as needed, and

maintain a current Administrative Plan taking into account all

applicable Federal policy and regulations and the performance

standards and measures established under this contract.

e. Rent Reasonableness

The Contractor will be expected to use, maintain and document the

use of a rent reasonableness program acceptable to PHA during the

duration of the contract. The Contractor will coordinate with any

decisions of an applicable Fair Rent Commission.

f. Utility Allowances

The Contractor will be expected to use, maintain and document the

use and rational for the values of this schedule.

g. Review the PHA's current utilization and recommend actions to

manage utilization

If it is found that the number of families on the waiting list is

insufficient to achieve and maintain the appropriate level of lease-up

for the current operating environment, the Contractor shall

Housing Authority of the Town of Plainfield

Section 8 Administration RFP

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July 2026

immediately initiate outreach and marketing efforts to increase the

waiting list and design and implement a lease-up program. The

Contractor will also closely monitor current federal actions regarding

available budget authority and will provide an estimate of how many

and when households may be taken from the list and put into

housing search.

h. Improve Relationships with Participating Landlords and

Increasing Housing Opportunities by Recruiting New Owners

as Program Participants

The Contractor shall establish a plan to inform and educate

participating landlords about the program and in particular PHA’s

efforts to improve the timeliness and reliability of HQS inspections.

The Plan shall also include multiple ways to encourage families to

make a broad search for housing, including neighborhoods low in

poverty.

i. Establish an Inspection Schedule and Ensure HQS Enforcement.

The Contractor will review the inspection schedule that the PHA is

following to ensure that all HQS Inspections that were required have

been completed on time and that all inspection findings and follow-

up inspections are completed. The Contractor must state the

manner all inspections from contract date forward will be completed,

stating that adequate scheduling systems are in place to inspect all

new units placed under HAP contract meet HQS requirements prior

to execution of the HAP contract. Units which fail to meet HQS shall

have rents abated in accordance with HUD regulations and PHA

policies. The Contractor must have adequate HQS certified

inspectors (certified by a nationally known institute or organization)

to meet all inspections (annual, HQS quality control, request for

tenancy approval, and re-inspection of failed units) as required. The

contract must state clearly whether the inspectors are employees or

subcontractors.

j. Design and Implement Tracking and Reporting Procedures

The Contractor shall establish procedures and ensure staff capacity

needed for electronic reporting of household level data, adding

families as they are certified or re-certified and making such reports.

This also includes establishing other systems needed for

unit/landlord processing, HAP payment processing, rent

reasonableness, waiting list management, and making reports

required under HUD regulations and handbooks.

If and when the PHA determines to upgrade its own software, the

Contractor will be expected to provide assistance in evaluating the

Section 8 and waiting list functionality of any new or updated

Housing Authority of the Town of Plainfield

Section 8 Administration RFP

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July 2026

This page summarizes the opportunity, including an overview and a preview of the attached documents.

Administration of Section 8 Housing Choice Voucher Program

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