13 - HOME PROGRAM ADMINISTRATION

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PART II SCOPE OF SERVICES The Contractor shall provide the following scope of services: (choose contracted services) A. Project Management 1. Develop a recordkeeping system consistent with program guidelines, including the establishment of a filing system. 2. Maintenance of filing system. 3. Provide general advice and technical assistance to the City personnel on implementation of project and regulatory matters. 4. Furnish City with necessary forms and procedures required for implementation of project. 5. Assist the City in meeting all special condition requirements that may be stipulated in the contract between the City and TDHCA. 6. Prepare and submit to TDHCA documentation necessary for amending the HOME contract. 7. Conduct re- assessment of environmental clearance for any program amendments. 8. Prepare Financial Information Report for City. 9. Establish procedures to document expenditures associated with local administration of the project. 10. Provide guidance and assistance to City regarding acquisition of property: • Submit required reports concerning acquisition activities to TDHCA; • Establish a separate acquisition file for each parcel of real property acquired; • Determine necessary method(s) for acquiring real property; • Prepare correspondence to the property owners for the City's signature to acquire the property or to secure an easement; and • Assist the City in negotiation with property owner(s). 11. Maintain HOME Property Management register for any property /equipment purchased or leased. 12. Serve as liaison for the City during any monitoring visit by staff representatives from either TDHCA or the U.S. Department of Housing and Urban Development (HUD). B. Financial Mana eg ment 1. Assist the City in proving its ability to manage the grant funds to the state's audit division. 2. Assist the City in establishing and maintaining a bank account (Direct Deposit account) and/or separate local bank account, journals and ledgers. 3. Assist the City in submitting the required Accounting System Certification letter, Direct Deposit Authorization Form (if applicable), and/or Depository/Authorized Signatory form to TDHCA. 4. Prepare all fund drawdowns on behalf of the City in order to ensure orderly, timely payments to all contracting parties within the allotted time period. 5. Review invoices received for payment and file back -up documentation. 6. Provide general advice and technical assistance to City personnel on implementation of project and regulatory matters. 7. Assist the City in establishing procedures to handle the use of any HOME program income. C. Environmental Review 1. Prepare environmental assessment, as necessary. 2. Coordinate environmental clearance procedures with other federal or state agencies and interested parties responsible for implementing applicable laws. 3. Document consideration of any public comments. 4. Prepare any required re- assessment of environmental assessment. 5. Prepare Request for Release of Funds and certifications to be sent to TDHCA.