HRD is seeking a vendor to co-manage the rental escrow program. Operation responsibilities will be shared between HRD and the selected service provider. The anticipated distribution of responsibilities is as follows. See Attachment F, RACI Matrix for additional details on responsibilities. Pre-Program Design o HRD will lead development of workflow processes/procedures. o HRD will lead application design, escrow communications, marketing and outreach materials. The service provider is expected to support marketing and outreach once materials are available. Initial application review / Inspection scheduling o The Service Provider will review the initial application materials primarily for completeness. The provider will ensure the tenant has submitted all necessary documents. If documentation is missing, the Service Provider will support the tenant in obtaining necessary documents. o The Service Provider will also help the tenant schedule their BSEED inspection at time of application. o The Service Provider will notify HRD and BSEED of all received applications. Property CoC & ownership confirmation o BSEED will confirm the CoC status and ownership status of all properties. Inspections o BSEED will conduct initial inspections within 3 days of the reviewed application. Only complete applications will be inspected. HRD will ensure inspections are conducted. o Additional inspections will be completed at the request of property owners to exit properties from the program. Final application decision o HRD will make final application approval or denial decision based on initial application materials provided by Service Provider, BSEED’s Certification of Occupancy (CoC) & ownership status findings, and property inspection report. Tenant & Landlord notification o The Service Provider will be responsible for notifying landlords of initial application submission and after HRD’s final application decision. Notification must be done via mail and email when contact information is available. The Service Provider will be responsible for providing final notification to landlords and tenants when escrow accounts are closed.
