Housing Choice Voucher Annual Recertification Services

Issue Date: 09/21/2026
Submission Deadline: 10/09/2026 @4:30PM
HOUSING CHOICE VOUCHER
ANNUAL RECERTIFICAITON
SERVICES
RFP NUMBER: 2026-035
Andrea Quinichett. Aquinichett@cmhanet.com. 614.421.4434
cmhanet.com

REQUEST FOR PROPOSALS (RFP) NO. 2026-035
HOUSING CHOICE VOUCHER ANNUAL RECERTIFICATIONS SERVICES
RFP Document
Table of Contents
[Table No. 1]
Section Description Page
Introduction 3
RFP Information at a Glance 3
1.0 HA'S Reservation of Rights 4
2.0 Scope of Work/Technical Specifications 5
2.0.1 Program Information 5
Role 5
Responsibilities 5
2.1 Quality Assurance and Performance Standards 5
2.2 Data Security and Confidentiality 6
2.3 CMHA Assignment of Work 7
2.4 Contractor Responsibility 7
2.5 General Requirements 7
3.0 Proposal Format 8
3.1 Tabbed Proposal Submittal 8-10
3.2 E n t r y of Proposed Fees 11
3.3 P r o p osal Submission 12
3.4 Proposer's Responsibilities--Contact With the HA 12
3.5 Pre-proposal Conference 12
3.6.1 Cut-Off for Questions 13
4.0 Proposal Evaluation 13
4.1 Evaluation Factors 14
4.2 Evaluation Method/Plan 14
4.3 Determination of Top-ranked Proposer 15
5.0 Contract Award 16
5.1 Contract Award Procedure 16
5.2 Contract Conditions 16
5.3 Licensing and Insurance Requirements 17-18
5.4 Right to Negotiate Fees 18
5.5 Contract Services Standards 18
6.0 Additional Considerations 18
Attachments A-G 21-32
The Columbus Metropolitan Housing Authority
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REQUEST FOR PROPOSALS (RFP) NO. 2026-035
HOUSING CHOICE VOUCHER ANNUAL RECERTIFICATIONS SERVICES
INTRODUCTION
he Columbus Metropolitan Housing Authority (hereinafter, "HA") is a public entity, formed in 1934 to
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provide federally subsidized housing and housing assistance to low-income families, in Columbus and
Franklin County. CMHA is headed by a President & CEO and is governed by a Board of Commissioners and
is subject to the requirements of Title 24 of the Code of Federal Regulations (hereinafter, "CFR") and CMHA's
procurement policy. The Agency was brought into existence by resolution of the State of Ohio's Board of
Housing on May 8th, 1934. CMHA is a subdivision of the State of Ohio.
Cu rrently, the HA owns and/or manages: (a) 34 multi-family apartment complexes totaling 4,558 units; (b)
eight senior complexes, totaling 714 units; and (c) seven Service Enriched complexes, totaling 410 units.
The HA also administers approximately 13,500 Section 8 Housing Choice Vouchers and manages the HUD
Project-Based Rental Assistance contracts covering 81,000 units in Ohio and Washington, D.C. through its
subsidiary, Assisted Housing Services Corporation. The HA currently has approximately 186 employees.
n keeping with its mandate to provide efficient and effective services, the HA is now soliciting proposals from
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qualified, licensed and insured entities to provide the services specified herein to the HA. All proposals
submitted in response to this solicitation must conform to all of the requirements and specifications outlined
within this document and any designated attachments in its entirety.
RFP INFORMATION AT A GLANCE
[Table No.2]
Andrea Quinichett
HA CONTACT PERSON Assistant Vice President of Purchasing
614.421.4434
aquinichett@cmhanet.com
HOW TO OBTAIN THE RFP DOCUMENTS ON THE HA 1. Access the cmhanet.com
WEBSITE 2. Click on the "Business Opportunities/Section 3" heading
3. Click on the "Purchasing/Open Opportunities" heading
If you have any problems in accessing or registering on the
system, please call the Purchasing Department at 614.421.4434
CUT-OFF FOR QUESTIONS Wednesday September 30, 2026 @ 1:00pm
aquinichett@cmhanet.com
HOW TO FULLY RESPOND TO THIS RFP BY SUBMITTING As directed within Section 3.0 of the RFP document,
A PROPOSAL SUBMITTAL All pricing must be submitted separately, to
feeproposal@cmhanet.com. All technical responses must
be submitted and received to
technicalresponse@cmhanet.com no later than the
submittal deadline stated herein (or within any ensuing
addendum).
PROPOSAL SUBMITAL RETURN & DEADLINE Friday October 9th, 2026, by 4:30pm
Note: The "electronic copy" proposals and financial information
must be received by the HA by no later than 2:00pm on this
date.
ANTICIPATED APPROVAL BY HA BOARD OF January 2027
COMMISSIONERS
The Columbus Metropolitan Housing Authority
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REQUEST FOR PROPOSALS (RFP) NO. 2026-035
HOUSING CHOICE VOUCHER ANNUAL RECERTIFICATIONS SERVICES
1.0 HA'S RESERVATION OF RIGHTS:
1.1 The HA reserves the right to reject any or all proposals, to waive any informality in
the RFP process, or to terminate the RFP process at any time, if deemed by the HA to
be in its best interests.
1.2 The HA reserves the right not to award a contract pursuant to this RFP.
1.3 The HA reserves the right to terminate a contract awarded pursuant to this RFP, at
any time for its convenience upon 30 days written notice to the successful proposer(s).
1.4 The HA reserves the right to determine the days, hours and locations that the
successful proposer(s) shall provide the services called for in this RFP.
1.5 The HA reserves the right to retain all proposals submitted and not permit withdrawal
for a period of 60 days subsequent to the deadline for receiving proposals without the
written consent of the HA Contracting Officer (CO)/Purchasing Manager.
1.6 The HA reserves the right to negotiate the fees proposed by the proposer entity.
1.7 The HA reserves the right to reject and not consider any proposal that does not meet
the requirements of this RFP, including but not necessarily limited to incomplete
proposals and/or proposals offering alternate or non-requested services.
1.8 The HA shall have no obligation to compensate any proposer for any costs incurred in
responding to this RFP.
1.9 The HA shall reserve the right to at any time during the RFP or contract process to
prohibit any further participation by a proposer or reject any proposal submitted that
does not conform to any of the requirements detailed herein. By accessing the HA
website, www.cmhanet.com and downloading this document, each prospective
proposer is thereby agreeing to abide by all terms and conditions listed within this
document, and further agrees that he/she will inform the Purchasing Manager or
designee in writing within 5 days of the discovery of any item listed herein or of any
item that is issued thereafter by the HA that he/she feels needs to be addressed.
Failure to abide by this time frame shall relieve the HA, but not the prospective
proposer, of any responsibility pertaining to such issue.
1.10 The HA reserves the right to continue its Resident Services programs at the HA's sole
discretion and expense. See Attachment J.
1.11 The HA shall pay utility bills for all rental assistance demonstration and public housing
units under the terms of an existing contract.
1.12 The HA reserves the right to select a single or multiple award contract.
1.13 The HA reserves the right to add requirements during the contract period when
it is in the best interest of the HA.
The Columbus Metropolitan Housing Authority
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REQUEST FOR PROPOSALS (RFP) NO. 2026-035
HOUSING CHOICE VOUCHER ANNUAL RECERTIFICATIONS SERVICES
2 SCOPE OF WORK (SOW)/TECHNICAL SPECIFICATIONS (T/S): The HA wishes to procure
third-party support to process Annual Recertifications to maintain Housing Choice
Voucher Program (HCVP) compliance, participant service levels, operational
effectiveness during periods of staffing shortages, increasing workload demands, and
evolving regulatory requirements.
2.0 THIRD-PARTY ADMINISTRATION OF HOUSING CHOICE VOUCHER ANNUAL
RECERTIFICIAITONS
The Columbus Metropolitan Housing Authority (CMHA) is soliciting proposals from
qualified and experienced firms to provide comprehensive third-party administration
and processing services for Housing Choice Voucher Program (HCVP) Annual
Recertifications. The selected Contractor shall provide professional, accurate, and
timely recertification processing services in accordance with all applicable U.S.
Department of Housing and Urban Development (HUD) regulations, CMHA policies and
procedures, administrative plan requirements, applicable notices and guidance, and
any future regulatory changes implemented during the term of the contract.
The Contractor shall assume responsibility for the assigned Annual Recertification
workload and shall process recertifications from initiation through completion (with the
exception of background checks and EIV) in a manner that supports CMHA's regulatory
compliance obligations, participant service standards, quality assurance expectations,
and operational objectives.
2.0.1 The Contractor shall:
2.0.2 Review and process Annual Recertification files assigned by CMHA in
accordance with HUD regulations, the CMHA Administrative Plan,
HOTMA regulations on recertifications effective after January 1, 2027,
and established program requirements.
2.0.3 Conduct comprehensive file reviews to verify household composition,
income, assets, deductions, expenses, and all other eligibility factors
required for Annual Recertification determinations.
2.0.4 Obtain, review, validate, and document third-party verifications and
supporting documentation required to complete eligibility and rent
calculations.
2.0.5 Calculate annual adjusted income, tenant rent, utility allowances,
housing assistance payments, and all other program determinations
associated with Annual Recertification processing.
2.0.6 Identify missing, incomplete, inconsistent, or conflicting information
and take appropriate action to obtain the clarification, documentation,
or verification needed to complete processing. If required information
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REQUEST FOR PROPOSALS (RFP) NO. 2026-035
HOUSING CHOICE VOUCHER ANNUAL RECERTIFICATIONS SERVICES
is not received, prepare the applicable noncompliance and intent to
terminate participation documentation.
2.0.7 Maintain complete and accurate electronic case documentation
sufficient to support quality control reviews, audits, monitoring
activities, compliance reviews, and regulatory inspections.
2.0.8 Enter all required information into CMHA-designated systems, software
platforms, databases, and document repositories.
2.0.9 Comply with all CMHA-established performance standards, processing
requirements, workflow procedures, quality assurance protocols,
security requirements, and reporting expectations.
2.0.10 Communicate professionally and effectively with CMHA staff
regarding assigned files, documentation deficiencies, status updates,
and processing issues requiring resolution.
2.0.11 Correctly identified processing errors, deficiencies, or quality
findings within timeframes established by CMHA.
2.0.12 Participate in training, implementation meetings, process
reviews, regulatory updates, and operational discussions as requested
by CMHA.
2.0.13 Maintain sufficient staffing, expertise, and resources necessary to
meet contract requirements and assigned processing deadlines.
2.1 Quality Assurance and Performance Standards
2.1.1 The Contractor shall perform all services with a high degree of accuracy,
consistency, professionalism, and regulatory compliance. All work
products shall be subject to CMHA review and quality control measures.
CMHA reserves the right to reject incomplete, inaccurate, untimely, or
non-compliant work and require corrective action.
2.1.2 The Contractor shall implement internal quality assurance measures
designed to ensure compliance with HUD regulations, CMHA policies,
and contract requirements and shall cooperate fully with any quality
reviews, file audits, monitoring activities, or performance evaluations
conducted by CMHA.
2.2 Data Security and Confidentiality
2.2.1 The Contractor shall maintain strict confidentiality of all participant,
applicant, landlord, and CMHA information. The Contractor shall comply
with all federal, state, local, and CMHA privacy, confidentiality,
cybersecurity, and records management requirements. All participant
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REQUEST FOR PROPOSALS (RFP) NO. 2026-035
HOUSING CHOICE VOUCHER ANNUAL RECERTIFICATIONS SERVICES
information shall be protected against unauthorized access, disclosure,
alteration, or destruction.
2.3 CMHA Assignment of Work
2.3.1 Annual Recertification files shall be assigned by CMHA at its sole
discretion. CMHA does not guarantee a specific volume of assignments
and retains full authority overwork allocation throughout the contract
term
2.3.2 CMHA reserves the right to increase, decrease, suspend, or reassign the
number of annual recertifications referred to the Contractor during the
contract term based on operational needs, staffing levels, funding
availability, workload demands, regulatory requirements, and program
priorities. No minimum volume of assignments is guaranteed.
2.4 Contractor Responsibility
2.4.1 The Contractor shall perform all work in a manner that supports CMHA's
objectives of maintaining regulatory compliance, timely processing of
Annual Recertifications, operational stability, workflow continuity,
participant service delivery, and overall program performance.
2.5 General Requirements
2.5.1 CMHA's system of records is Yardi. The selected provider must
demonstrate proficiency and efficiency in processing work within the
Yardi platform and ensure that all required documentation, case notes,
and client records are accurately uploaded, maintained, and
documented in the system in a timely manner.
2.5.2 Company shall practice acceptable safety precautions so as not to cause
harm to any person or property while performing services under this RFP
or any resulting contract. Company shall follow industry safety
standards and use only industry approved safety equipment in
accordance with the manufacturer's specification in the performance
of all duties.
2.5.3 Company shall pay all of its employees, including any and all approved
Subcontractors, at least the legal minimum wages as determined by the
United States Department of Labor and the United States Department
of Housing and Urban Development of Labor Prevailing Wages as
attached (if applicable).
The Columbus Metropolitan Housing Authority
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REQUEST FOR PROPOSALS (RFP) NO. 2026-035
HOUSING CHOICE VOUCHER ANNUAL RECERTIFICATIONS SERVICES
2.5.4 Company must provide, at their own expense, all equipment, vehicles,
labor, material, supplies, and tools necessary to perform all of the
services required under this RFP and any resulting contract.
3.0 PROPOSAL FORMAT:
3.1 Tabbed Proposal Submittal: The HA intends to retain the successful proposer
pursuant to a "Best Value" basis, not a "Low Proposal" basis ("Best Value," in
that the HA will, as detailed within the following Section 4.0, consider factors
other than just cost in making the award decision). Therefore, so that the HA
can properly evaluate the offers received, all proposals submitted in response
to this RFP must be formatted in accordance with the sequence noted
following. Each category must be separated by numbered index dividers (which
number extends so that each tab can be located without opening the proposal)
and labeled with the corresponding tab reference also noted below. None of
the proposed services may conflict with any requirement the HA has published
herein or has issued by addendum.
3.2
[Table No. 3]
RFP Ta
Section b Description
No.
3.1.1 1 Form of Proposal: This Form is attached hereto as
Attachment A to this RFP document. This 1-page Form must
be fully completed, executed where provided thereon and
submitted under this tab as a part of the proposal submittal.
3.1.2 2 Form HUD-5369-C (8/93), Certifications and
Representations of Offerors, Non-Construction Contract:
This Form is located on the The HA website as an addendum
to this RFP document. This 2-page Form must be fully
completed, executed where provided thereon and
submitted under this tab as a part of the proposal submittal.
3.1.2.1 2 Form HUD-5369-A (11/92), Representations,
Certifications, and Statements of Proposers, Public and
Indian Housing Programs: This Form is located on the the
HA website as an addendum to this RFP document. This 4-
page Form must be fully completed, executed where
provided thereon and submitted under this tab as a part of
the proposal submittal.
3.1.3 3 Profile of Firm Form: The Profile of Firm Form is attached
hereto as Attachment B to this RFP document. This 2-page
Form must be fully completed, executed and submitted
under this tab as a part of the proposal submittal.
The Columbus Metropolitan Housing Authority
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REQUEST FOR PROPOSALS (RFP) NO. 2026-035
HOUSING CHOICE VOUCHER ANNUAL RECERTIFICATIONS SERVICES
3.1.4 4 Proposed Services: As more fully detailed within Section
2.0, Scope of Proposal/Technical Specifications, of this
document, the proposer shall, at a minimum, clearly detail
within the information submitted under this tab
documentation showing:
3.1.4.1 As detailed within Section 4.1, Evaluation Factor No. 2, The
proposer's DEMONSTRATED EXPERIENCE in performing
similar work (including honoring proposed costs and
adherence to high performance standards) substantially
similar to that required by this solicitation of a unit count of
100 or more.
3.1.4.2 As detailed within Section 4.1, Evaluation Factor No. 3,
herein, the proposer's QUALIFICATIONS as demonstrated by
required certifications, performance standards, expertise in
dealing with housing choice vouchers and compliance.
3.1.4.4 As detailed within Section 4.1, Evaluation Factor No. 4, The
proposer's MANAGEMENT & MARKETING PLAN AND
REPORTING (including but not limited to staffing,
operations, successful audits, and professional services
offered). The proposer's REPORTING providing IT solutions
for residents and owners to include, but not limited to
electronic tools for online applications, work orders,
payments and financial reporting. The Proposer shall
disclose their anticipated Financial and Managerial
software. Proposer is asked to submit samples of their:
completed annual recertification; quality assurance plan;
annual recertification workflow; staff capacity plan
3.1.4.5 If appropriate, how manager's staff are selected, screened,
trained, retained and monitored.
3.1.4.6 The proposed quality control program (if applicable);
3.1.4.7 An explanation and copies of forms that will be used and
reports that will be submitted and the method of such
reports (i.e. written; fax; internet; etc.);
3.1.4.8 A complete description of the products and services the
firms provides.
3.1.5 5 Managerial Capacity/Financial Viability: The proposer
entity must submit under this tab a concise description of
its managerial and financial capacity to deliver the proposed
services, including brief professional resumes for the
persons identified within areas (5) and (6) of Attachment B,
Profile of Firm Form. Such information shall include the
proposer's qualifications to provide the services; a
description of the background and current organization of
the firm and three (3) years of audited financial statements
to include cash flow or equivalent (3 years of tax
documentation) as approved by the HA prior to submission
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REQUEST FOR PROPOSALS (RFP) NO. 2026-035
HOUSING CHOICE VOUCHER ANNUAL RECERTIFICATIONS SERVICES
of the Response (Contractor shall include this
documentation with the Fee Proposal Sheet as noted in
Table 2).
3.1.6 6 Client Information: The proposer shall submit a listing of
former or current clients, including any other Public Housing
Authority, for whom the proposer has performed similar or
like services to those being proposed herein. The listing
shall, at a minimum, include:
3.1.6.1 The client's name;
3.1.6.2 The client's contact name;
3.1.6.3 The client's telephone number;
3.1.6.4 A brief description and scope of the service(s) and the dates
the services were provided;
3.1.7 7 Equal Employment Opportunity: The proposer must submit
under this tab a copy of its Equal Opportunity Employment
Policy.
3.1.8 8 Subcontractor/Joint Venture Information (Optional Item):
The proposer shall identify hereunder whether or not he/she
intends to use any subcontractors for this job, if awarded,
and/or if the proposal is a joint venture with another firm.
Please remember that all information required from the
proposer under the proceeding tabs must also be included
for any major subcontractors (10% or more) or from any joint
venture.
3.1.9 9 Other Information (Optional Item): The proposer may
include hereunder any other general information that the
proposer believes is appropriate to assist the HA in its
evaluation.
3.1.11 If no information is to be placed under any of the above noted tabs
(especially the "Optional" tabs), please place there under a statement
such as "NO INFORMATION IS BEING PLACED UNDER THIS TAB" or "THIS
TAB LEFT INTENTIONALLY BLANK." DO NOT eliminate any of the tabs.
3.1.12 Proposal Submittal Binding Method: It is acceptable that the
proposer bind the proposal submittals in such a manner that the HA
can, if needed, remove the binding (i.e. "comb-type;", 3-ring binder;
etc.).
3.1.13 Proposal Submittal Electronic Method: It is preferable and
recommended that The proposer shall submit the all- inclusive
technical portion of the response to
technicalresponse@cmhanet.com , ensuring that all information
requested in Section 3.0 Proposal Format are included.
The Columbus Metropolitan Housing Authority
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