Fee Accounting Services – (RFP) NO. SJPHA 2026-01

THE HOUSING AUTHORITY OF THE PARISH OF ST. JAMES
REQUEST FOR PROPOSALS (RFP)
RFP NO. SJPHA2026-01
FEE ACCOUNTING SERVICES
ST. JAMES PARISH HOUSING AUTHORITY
PROPOSALS DUE:
SEPTEMBER 11, 2026,
AT 11:00 A.M.
Issued
July 30, 2026

REQUEST FOR PROPOSALS (RFP) NO. SJPHA2026-01 FEE ACCOUNTING SERVICES
RFP Document
Table of Contents
Sectio Description Page
n
Introduction 3
RFP Information at a Glance 3
1.0 The SJPHA's Reservation of Rights 4
2.0 Scope of Work/Technical Specifications 5
3.0 Proposal Format 7
3.1 Tabbed Proposal Submittal 7
3.2 E n t ry of Proposed Fees 8
3.3 Additional Information Pertaining to the Pricing Items 9
3.4 P r o posal Submission 11
3.5 Proposer's Responsibilities - Contact With the SJPHA 12
3.6 Proposer's Responsibilities-Equal Employment Opportunity and Supplier Diversity 12
3.7 Pre-proposal Conference 14
3.8 Recap of Attachments 15
4.0 Proposal Evaluation 16
4.1 Evaluation Factors 16
4.2 Evaluation Method 16
5.0 Contract Award 18
5.1 Contract Award Procedure 18
5.2 Contract Conditions 18
5.3 Contract Period 19
5.4 Licensing and Insurance Requirements 19
5.5 Right to Negotiate Fees 20
5.6 Contract Services Standards 20
5.7 Prompt Return of Contract Documents 20
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REQUEST FOR PROPOSALS (RFP) NO. SJPHA2026-01 FEE ACCOUNTING SERVICES
INTRODUCTION
The Housing Authority of the Parish of St. James (hereinafter, "SJPHA") is a public entity that was formed in 1965 to provide federally
subsidized housing and housing assistance to low-income families, within the Parish of St. James, Louisiana. The SJPHA is headed by
an Executive Director (ED) and is governed by a five-person board of commissioners and is subject to the requirements of Title 24 of
the Code of Federal Regulations (hereinafter, "CFR") and the SJPHA's procurement policy. Though brought into existence by a
Resolution of the Police Juror, it is a separate entity from the St. James Parish Government.
Currently, the SJPHA owns and/or manages: (a) 6 multi-family apartment complexes totaling 316 units; that include 2 Project Based
Rental Assistance complexes, totaling 64 units; with 4 designated as Public Housing (low rent) The agency currently has a sub-
management agreement to manage its RAD-PBRA units and earns a sub-management fee; The SJPHA currently has approximately 15
FT employees.
In keeping with its mandate to provide efficient and effective services, the SJPHA is now soliciting proposals from qualified, licensed,
and insured entities to provide the noted services to the SJPHA as included in the scope of work in this document. All bids/quotes
submitted in response to this solicitation must conform to all the requirements and specifications outlined within this document and
any designated attachments in its entirety.
RFP INFORMATION AT A GLANCE
ST. JAMES HOUSING Dana S. Groover, Executive Director
AUTHORITY Telephone: 225-869-3278, EXT. 3 (TDD {Relay 711})
CONTACT PERSON Email: dgroover@stjameshousing.com
1. Download Documents by accessing St. James Housing Authority
HOW TO OBTAIN THE RFP at www.stjameshousing.com or
DOCUMENTS ON THE Access complete RFP documents by accessing or registering for Demand
APPLICABLE INTERNET SITE Star - now named OpenBids powered by EUNA (link can be found on our
website or you can visit demandstar.com/registration) Registration is free
to access our agency bids and quotes and payment of fees to access other
procurement opportunities is not required for this process.
PRE-PROPOSAL No pre-proposal conference will be held for this RFP.
CONFERENCE
All questions pertaining to this Request for Proposals should be submitted
QUESTION SUBMITTAL in writing, to Jessica Coleman at admin@stjameshousing.com no later
DEADLINE than 10 calendar days prior to submission deadline. Oral
communications are discouraged, and SJPHA will not be bound by any oral
answers or interpretations of the RFP.
1.) Upload digital/electronic copies through Demand Star bid portal using the
PROPOSAL SUBMITTAL prompts and upload instructions.
RETURN & DEADLINE 2.) Hard copies may be submitted: Sealed proposals (one "marked" original,
and THREE copies of the proposal) are due at the following location:
St. James Parish Housing Authority
SEPTEMBER September 11,
Attention: Procurement Specialist
2026
2627 N. King Avenue, PO Box 280
@ 11:00 A.M. Lutcher, LA 70071
Can be mailed or delivered using any authorized delivery service or physically
brought to the address above. Hard copy Submittal package must have the
following notation on the bottom left-hand corner "Proposal for: Fee Accounting
Services due September 11 2026 at 11:00 a.m.-Enclosed."
**Emailed or Faxed proposals will not be accepted.**
Current Agency Fee BDO
Accountant
Current Auditing Firm Smith Marion
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REQUEST FOR PROPOSALS (RFP) NO. SJPHA2026-01 FEE ACCOUNTING SERVICES
1.0 THE SJPHA'S RESERVATION OF RIGHTS. The SJPHA reserves the right to:
1.1 Right to Reject, Waive, or Terminate the RFP. Reject any or all proposals, to waive any
informality in the RFP process, or terminate the RFP process at any time, if deemed by the
SJPHA to be in its best interests.
1.2 Right to Not Award. Not to award a contract pursuant to this RFP.
1.3 Right to Terminate. Terminate a contract awarded pursuant to this RFP, at any time for its
convenience upon 10 days' written notice to the successful Proposer(s).
1.4 Right to Determine Time and Location. Determine the days, hours, and locations that the
successful Proposer(s) shall provide the services called for in this RFP.
1.5 Right to Retain Proposals. Retain all proposals submitted and do not permit withdrawal for a
period of 60 days subsequent to the deadline for receiving proposals without the written
consent of the SJPHA's Executive Director, who serves as the Contracting Officer (CO).
1.6 Right to Negotiate. Negotiate the fees proposed by the Proposer entity.
1.7 Right to Reject Any Proposal. 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 No Obligation to Compensate. Have no obligation to compensate any Proposer for any costs
incurred in responding to this RFP.
1.9 Right to Prohibit. 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 requesting or 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 CO in writing within 5 days of the
discovery of any item listed herein or of any item that is issued thereafter by the SJPHA that
he/she feels needs to be addressed. Failure to abide by this time frame shall relieve the SJPHA,
but not the prospective Proposer, of any responsibility pertaining to such issue.
1.10 Right to Reject - Obtaining Competitive Solicitation Documents. SJPHA is the official and
appropriate venue to obtain the RFP documents (and any other information pertaining to this
RFP such as addenda). Accordingly, by submitting a response to this RFP the respondent
thereby affirms that he/she obtained all information in the RFP. Any other group such as an
association or a bid depository that informs potential respondents of the availability of such
competitive solicitations are hereby instructed to not distribute these documents to any such
potential respondents, but to instruct the potential respondents to visit the noted Internet-
based software to obtain the documents. The SJPHA will reject without consideration any
response submitted from a firm that has not obtained the documents from SJPHA.
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REQUEST FOR PROPOSALS (RFP) NO. SJPHA2026-01 FEE ACCOUNTING SERVICES
2.0 SCOPE OF WORK/TECHNICAL SPECIFICATIONS.
St. James Parish Housing Authority (SJPHA) is requesting proposals from qualified, licensed,
and insured entities to provide the SJPHA with the following detailed Information for fee Accounting
Services:
* The firm shall process all documents required for budget and operating subsidy
preparation, including subsidy calculation; budget forms; utility estimates; all
required HUD forms; reporting; and PHAS financial Internet submissions.
Preparation of the SJPHA operating budgets shall include at least one revision.
* The firm will perform all operations necessary to maintain the general ledger and
subsidiary ledgers for the Authority; and prepare, maintain, or furnish, as applicable
and at a minimum the following reports and records:
Operating Period
Prepare Form HUD 52295, Tenants Accounts Receivable
Prepare Form HUD 52266, Statement and Voucher for Accruing Annual
Contributions- Annually.
Prepare Form HUD 52267, Computation of Payments in Lieu of Taxes- Annually
Prepare Form HUD 52399, Development Cost Control Statement - Quarterly.
Prepare Form 52595, Balance Sheet -Annually
Prepare Form 52596, Statement of Income and Expense and Changes in Surplus
or Deficit from Operations - Annually
Prepare Form HUD 52598, Analysis of Non-Routine Expenditures -
Semi-Annually
Prepare Form HUD 52599, Statement of Operating Receipts and Expenditures -
Semi-Annually.
Prepare Reconciliation of Bank Statements - Monthly
Prepare Complete Financial Statement - Monthly
Maintain Property Register
Maintain Insurance Register
Prepare or assist in preparation of Operating Budget and revisions to the
Operating Budgets, including PFS calculations, Utilities and Investment
Adjustments within time frames established by HUD Regulations.
Provide all required services relating to CGP, CFP and Energy Performance
Contract Subsidy Calculations, if applicable
Electronically submit PHAS data to REAC
Prepare mandatory Adjustments
Energy Performance contracting financial statements, as may be required.
Utility Allowance Analysis, Annually
Asset Management and SAGIS
Prepare journal vouchers on a monthly basis
Maintain the general ledgers on a monthly basis, including development
of all entries
Provide a detailed transaction register (receipts/disbursements) on a
monthly basis
Assist in coding checks
Assist in the preparation of payroll and all related reporting
Prepare all debt services entries
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REQUEST FOR PROPOSALS (RFP) NO. SJPHA2026-01 FEE ACCOUNTING SERVICES
Prepare all monthly, quarterly; semi-annual and year-end financial
statements and annual closing entries
Maintain property ledger / capitalized equipment
* Complete the close out for the fiscal year to include the preparation of all forms required by
HUD and transmission of the Financial Data Schedule (FDS) to REAC.
* Work directly with auditors to satisfy requests and provide documentation to support year end
papers and all accounting activities as required;
* Prepare and finalize MDA
* Provide guidance and training to PHA staff as it pertains to proper coding and documentation
of checks and payments
* Provide monthly details of all journal entries with schedules necessary for PHA Director to
monitor and draw funds to comply with HUD's recent mandates
* Ensure housing software BLIs and codes are updated and line up with GAAP
* Prepare and enter required Operating Subsidy data in REAC for proper and timely submission
* The fee accounting services provided by the successful Proposer must be in accordance with
Generally Accepted Accounting Procedures (GAAP) and reporting provisions of applicable HUD
guidelines for Low Income Housing Programs for use in auditing purposes.
* Preparation of form 990 for the agency's non-profit affiliate (501c3) (f needed - currently
using auditing firm for component unit to complete this requirement)
Programs
Property/Program (requiring grant TOTAL UNITS/DETAILS
tracking schedules)
Oscar Brooks (Low rent - AMP 1) 76
72
Vacherie (Low rent - AMP 2)
60
Baytree (Low rent - AMP 2)
44
St. James Hymel (Low rent -
AMP 2)
28
Convent Trace (RAD-PBRA) -
(earn sub management fee -
Business Activity revenue)
36
Central Crossing (RAD-PBRA)
(earn sub management fee -
Business Activity revenue)
Fy 2025
ROSS - service Coordinator (in
2nd year of 3 year grant)
Fy 2026
ROSS - FSS (FSS Salary plus
training stipend) - Escrow
accounts, plus Forfeiture
accounts
Pending final award and 6 month implementation
Jobs Plus Grantee - recently
awarded - one time 3 year
grant (salaries, admin &
incentives)
Permanent repairs obligated by FEMA in 12/2025 - pending
FEMA - Damages incurred by
final contract
Hurricane IDA - pending work
completion in 2027 with 75% of
eligible funds submitted as
recovered
Current years open and not submitted for audit include 2023,
CFP - Low rent - PH
2024, 2025,2026 recently closed out Lead based paint grant
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REQUEST FOR PROPOSALS (RFP) NO. SJPHA2026-01 FEE ACCOUNTING SERVICES
General Requirements
* The fee accountant may visit the Authority as needed to perform the required work but in no
case less than once annually upon request and/or if requested with an additional fee or
expense quoted separately.
* The fee accountant shall adequately protect the Authority's books and records in his/her
possession including heat-resistant file cabinets meeting the requirements of current Federal
Specifications.
* The fee accountant shall arrange to have the books, records and files in his possession
returned to the Authority for HUD auditors and annual audits when scheduled.
* The fee accountant shall pay for all telephone calls, administrative expenses and visits
involved with maintaining the books of accounts.
* All financial reports prepared by the accountant shall be signed by him/her without
qualification. Such signature shall be construed only as certification of the accuracy of
the report according to the best of his/her knowledge and belief, based on information
and data furnished by the Authority, or which is readily available to the fee accountant.
* All books of accounts and records maintained for the Authority, together with all supporting
documents, shall remain the property of the Authority and shall be returned to the Authority
after they have served their purpose with the accountant but in any event upon termination
of the contract.
* The Proposer shall keep the Board of Commissioners of the Authority apprised of areas of
concern, including but not limited to, untimely deposits; unauthorized expenditures; and
internal control weakness via a monthly report provided for presentation by the Executive
Director at each Board Meeting.
* Monthly data submitted to the vendor by the 6th business day of the Month, shall be returned
to the Housing Authority by the closed of business of Friday prior to the 3rd Tuesday of each
month to the Executive Director for review and inclusion in the monthly Board reports via
email of the Month. Data from the Housing Authority submitted after the required deadline
shall be completed and returned at the next most appropriate time and in most cases prior to
the end of the month. Exceptions and delayed reports are expected during times of Fiscal
year ending and close out and submission and preparation of the FDS.
* Close out reports and records for annual auditing purposes are to be submitted to the
Executive Director for inclusion in the annual audit and are to be delivered in a tabbed and
indexed binder or submitted electronically in an agreed-upon format that is acceptable by the
agency, auditors and/or HUD.
3.0 PROPOSAL FORMAT
3.1 Tabbed Proposal Submittal. SJPHA intends to retain the successful Proposer pursuant to a
"Best Value" basis, not a "Low Bid" basis ("Best Value," in that the SJPHA will, as detailed
below, consider factors other than just cost in making the award decision). Therefore, so that
the SJPHA can properly evaluate the offers received, all proposals submitted in response to this
RFP should be formatted in accordance with the sequence noted within the table below. Each
category must be separated by numbered index dividers or page dividers and labeled with the
corresponding tab reference also noted below. None of the proposed services may conflict with
any requirement the SJPHA has published herein or has issued by addendum.
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REQUEST FOR PROPOSALS (RFP) NO. SJPHA2026-01 FEE ACCOUNTING SERVICES
Tab
No. Description
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.
2 Proposed Services: As more fully detailed within Scope of Work / Technical Specifications,
of this document, the Proposer shall, at a minimum, clearly detail within the information
submitted under this tab documentation providing:
* Letter of Intent-Provide a cover letter transmitting the response, introducing the
respondent's company and expressing interest in providing services to SJPHA.
* Service Approach-Provide an overview of the approach your company intends to
take in completing the Scope of Services.
3 Demonstrated Understanding of the Requirement: Evaluation Factor No. 2, herein, the
Proposers provide an overview of the approach your firm intends to take in completing the
Scope of Services. Respondents are encouraged to be as specific in their submissions as
possible to demonstrate an understanding of the objectives of SJPHA.
4 Appropriateness of the Technical Approach: Evaluation Factor No. 3, herein the Proposer
Technical Approach (including, if appropriate, labor categories estimated hours and skill
mix) and the Proposer's proposed Work Plan to provide the required services.
5 Technical Capabilities: Evaluation Factor No. 4, herein, include in your proposal the
Technical Capabilities (in terms of personnel equipment, and materials) and Management
Plan (including staffing of key position, method of assigning work, and procedures for
maintaining level of service, etc.).
6 Demonstrated Experience/Demonstrated Successful Past Performance: Evaluation Factor
No. 5, herein, the Proposer's demonstrated experience in performing similar work and the
Proposer's demonstrated successful past performance in performing services for Housing
Authorities (including meeting costs, schedules and performance requirement) contract
work substantially similar to that required by this solicitation.
* How staff are retained, screened, trained, and monitored;
* The proposed quality control program;
* Explanation and copies of forms that will be used and reports that will be submitted, (if
applicable) and the method of such reports (i.e., written, fax, Internet, etc.); and
* A complete description of the products and services the company provides.
7 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 the
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.
8 Client Information/References: The past performance of the respondent on prior work of
the same or similar nature, based on the letters of reference and/or client lists submitted,
and based upon the results of any consultation that the SJPHA chooses to conduct with such.
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 in the RFP. The listing shall at a minimum include:
* Client's name
* Client's contact name
* Client's telephone number
* A brief description and scope of the service(s) and the dates services were provided.
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REQUEST FOR PROPOSALS (RFP) NO. SJPHA2026-01 FEE ACCOUNTING SERVICES
9 Certification Forms and Affidavits: These forms are attached and are part of the RFP
documents. These forms must be fully completed, executed, and submitted under this tab
as part of the proposal submittal.
* Profile of Firm Form
* Form HUD-5369-C Certifications and Representations of Offerors, Non-Construction
Contract
* Form HUD-92010 Equal Employment Opportunity Certification
* Form HUD-50070 Certification of a Drug-Free Workplace
* E-Verify Form
10 Proposal Compensation Form - The cost Proposer proposes to charge SJPHA
11 Other information (optional): Include any other information which may be helpful to the
Evaluation Committee in evaluating your firm's qualifications, including peer reviews within
the past three years and any disciplinary action received within the past three years. Also,
describe any regulatory action taken by any oversight body against the organization.
Optional Tabs. 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.
3.2 Entry of Proposed Fees: The proposed fees shall be submitted by the Proposer and received
by SJPHA on the Proposal Cost Form as provided. A Proposer must enter a proposed fee for
each item (failure to provide a proposed fee may deem your proposal to be unresponsive) "No
Proposal" will not be allowed for any item, though a "No Charge" will be allowed for certain
items. Unless otherwise stated, the proposed fees submitted by each Proposer are inclusive of
all related costs to provide the proposed services, including, but not limited to employee wages
and benefits; clerical support; overhead; profit; licensing; insurance; materials; supplies; tools,
equipment; long distance telephone calls; document copying not specifically agreed to by
SJPHA; etc.
3.2.1 Pricing Items. The proposed fees (Pricing Items) shall be submitted by the Proposer
and received by the SJPHA where provided within the Proposal Compensation Form.
Unless otherwise stated, the proposed fees are all-inclusive of all related costs that the
successful Proposer will incur to provide the noted services, including, but not
limited to: employee wages and benefits; clerical support; overhead; profit; licensing;
insurance; materials; supplies; tools; equipment; long distance telephone calls; travel
expenses; document copying not specifically agreed to by the Agency; etc.
Item# Qty U/M Description
1 1 Each Fee for SJPHA Annual Fee Accounting Services pertaining to FYE 09/30/2027
(PUBLIC HOUSING)
2 1 Each Fee for SJPHA Fee Accounting Services pertaining to FYE 09/30/2028 (PUBLIC
HOUSING)
3 1 Each Fee for SJPHA Fee Accounting Services pertaining to FYE 09/30/2029 (PUBLIC
HOUSING)
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REQUEST FOR PROPOSALS (RFP) NO. SJPHA2026-01 FEE ACCOUNTING SERVICES
4 1 Each Fee for SJPHA Fee Accounting Services pertaining to FYE 09/30/2030 (PUBLIC
HOUSING)
5 1 Each Fee for SJPHA Fee Accounting Services pertaining to FYE 09/30/2031 (PUBLIC
HOUSING)
6 10 Hours Potential Additional Consulting for SJPHA (for, at the Agency's discretion, outside
the scope of this RFP, which may be required by the Agency during the ensuing
contract periods) PUBLIC HOUSING
7 1 Each Fee for SJPHA Fee Accounting Services pertaining to FYE 09/30/2027 (MULTI-
FAMILY APARTMENTS)
8 1 Each Fee for SJPHA Fee Accounting Services pertaining to FYE 09/30/2028 (MULTI-
FAMILY APARTMENTS)
9 1 Each Fee for SJPHA Fee Accounting Services pertaining to FYE 09/30/2029 (MULTI-
FAMILY APARTMENTS)
10 1 Each Fee for SJPHA Fee Accounting Services pertaining to FYE 09/30/2030 (MULTI-
FAMILY APARTMENTS)
11 Each Fee for SJPHA Fee Accounting Services pertaining to FYE 09/30/2031 (MULTI-
FAMILY APARTMENTS)
12 10 Hours Potential Additional Consulting for SJPHA (for, at the Agency's discretion, outside
the scope of this RFP, which may be required by the Agency during the ensuing
contract periods) MULTI-FAMILY APARTMENTS
3.3 Additional Information Pertaining to the Pricing Items.
3.3.1 IMPORTANT NOTICE!!! Entry of Costs. Proposers must submit, where provided within
the RFP Proposal Compensation Cost Form, every Pricing Item detailed within the
Compensation Cost Form.
3.3.1.1 Realistic Cost for each Pricing Item, especially Pricing Item. Each
Proposer is strongly encouraged to enter where provided on the RFP
Proposal Compensation Form a realistic cost for each Pricing Item,
especially the hourly fees required. For example, if the successful
Proposer enters $1.00 per hour for any hourly fee Pricing Item (Proposers
typically do so in an effort to improve their position in regard to
Evaluation Factor No. 1, then the $1.00 per hour is what the successful
Proposer will charge the SJPHA for any work that the SJPHA may retain
the successful Proposer to provide if the SJPHA deems such retention is
in the SJPHA's best interests to do so. Accordingly, it is the SJPHA's
opinion that it is very much in the best interests of the Proposer to
propose a realistic hourly fee for each Pricing Item. If, despite this
warning, the successful Proposer proposes an hourly fee that the SJPHA
deems is not realistic, then the SJPHA reserves the right to require the
successful Proposer to, at contract execution, present a cash bond in a
suitable amount (e.g., $3,000.00, which the SJPHA will hold during the
term of the ensuing contract period) to ensure that the successful
Proposer will fulfill his/her obligation in this matter.
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