C05_Attachment 4 Questions and Answers.xlsx
XLSX spreadsheet 31 KB Posted
- Solicitation number
- 12RADZ26R0001
About this file
This file is a Questions and Answers document addressing 43 clarifications to the USDA Rural Development Multifamily Physical Inspection Program (MPIP) solicitation 12RADZ26R0001. The government confirmed that 4,000 physical inspections represent the anticipated annual funding level for the base contract year, with the SF-1449 quantity of 4,500 accounting for inspections that may not be completed, canceled, or rescheduled. Proposals shall be submitted via email to gary.brown3@usda.gov with Volumes I and II in PDF format and the Pricing Workbook (Attachment 2) in Excel format. The base period begins with anticipated contract award before September 30, 2026, and option years range from 3,500 to 4,500 inspections with pricing on a per-inspection basis determined at option exercise.
The government clarified that parallel inspections, required at 5% of the awarded base-period quantity, are separately billable and count toward annual inspection totals. Key Personnel requiring resumes and professional references include the Project Manager, Alternate Project Manager, and Supervisory Quality Control Leader; Project Managers may be proposed as contingent hires. Implementation and Evaluation Staff must individually meet specified qualifications, including 10 years of construction and building inspection experience with applicable certifications if supervising quality-assurance teams. Subcontractors are permitted for inspections, but the prime contractor remains responsible for performance quality and accuracy. Monthly program meetings with Rural Development are required alongside weekly email status updates. The applicable Fannie Mae guide is the January 2026 version, and all personnel performing work under the contract require background investigations completed 2-4 weeks before performance begins, with potential PIV/LincPass requirements for program management personnel.
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Other files
| File | Type | Posted |
|---|---|---|
| Sol_12RADZ26R0001_Amd_0002.pdf | ||
| C05_Attachment 1 A04_PWS MPIP Amended.pdf | ||
| Sol_12RADZ26R0001_Amd_0001.pdf | ||
| C05_Attachment 3_Past Performance Questionaire Amended.pdf | ||
| C04_Attachment 3_Past Performance Questionaire.pdf | ||
| C04_Attachment 1 A04_PWS MPIP.pdf | ||
| C04_Attachment 2- Price Workbook.xlsx | XLSX spreadsheet | |
| 12RADZ26R0001.pdf | ||
| C04_Attachment 4 Questions.xlsx | XLSX spreadsheet |
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Sheet1
| # | RFP Section | Page Number | Industry Comment/Question | Government Response |
| 1 | The solicitation number discrepancy appears in three places: the SF-1449, Block 5 on page 1 identifies the solicitation as 12RADZ26R0001; the Description section on page 1 of 21, which is PDF page 3, shows 12RADZ26R0002 in the page header and states in the text that 12RADZ26Q0002 is issued as the RFP; and the FAR 52.212-1 Instructions to Offerors section on page 18 of 21, PDF page 20, requires proposal file names to use 12RADZ26R0001. | SF-1449 p. 1; RFP pp. 1 & 18 of 21 | Please confirm the correct solicitation number for this procurement. The SF-1449 identifies the solicitation as 12RADZ26R0001, while the solicitation narrative and page headers reference 12RADZ26R0002 and 12RADZ26Q0002. Please confirm which solicitation number governs the proposal and all required proposal file naming. | The solicitation number is 12RADZ26R0001. |
| 2 | SF-1449, Schedule of Supplies/Services, Page 1; PWS Section 2.0, Description of Services, Page 6 of 37; PWS Section 3.0, Technical Requirements/Tasks, Page 8 of 37; and PWS Section 9.0, Schedule of Key Base Year Deliverables, Page 16 of 37. The SF-1449 lists the base CLIN quantity as 4,500 inspections, while the PWS describes an annual range of 3,500–4,500 inspections and specifically requires 4,000 acceptable inspections in the base year. | SF-1449 p. 1; PWS pp. 6, 8 & 16 of 37 | Please confirm the required base-year inspection quantity for pricing and proposal planning. The SF-1449 identifies CLIN 0001 as 4,500 inspections, while the PWS states that the contractor must complete 4,000 acceptable inspections during the base contract year and elsewhere describes the annual inspection requirement as between 3,500 and 4,500 inspections. Please clarify the quantity that offerors should use for the base-year price and the quantity the successful contractor will actually be obligated to complete. | With a portfolio of 12,500 properties, 4,000 physical inspections is the anticipated level of funding and contract inspections to be completed annually. The total of 4500, accounts for inspections that may not be completed/canceled/resceduled through out the year at no fault of the contractor. |
| 3 | SF-1449, Schedule of Supplies/Services, Page 1; PWS Section 5.0, Period of Performance, Page 13 of 37. The SF-1449 establishes the base period as September 30, 2026 through September 29, 2027, while the PWS establishes the base period as September 28, 2026 through September 27, 2027. | SF-1449 p. 1; PWS p. 13 of 37 | Please confirm the correct contract period of performance. The SF-1449 identifies the base period as September 30, 2026 through September 29, 2027, while PWS Section 5.0 identifies the base period as September 28, 2026 through September 27, 2027. Please clarify which dates govern the base period and corresponding option-year periods. | The period of performance will begin with the award of the contract anticapted before September 30, 2026. |
| 4 | RFP Format and Page Limitations, Page 11 of 21; FAR 52.212-1 Instructions to Offerors, Page 18 of 21. The RFP identifies Volume III as Past Performance and Volume IV as Price, but the electronic file-naming instructions identify the Price files as Volume III and do not provide a required filename for the Past Performance volume. | RFP pp. 11 & 18 of 21 | Please clarify the required proposal volume numbering and electronic file naming. The RFP Format and Page Limitations section identifies Volume III as Past Performance and Volume IV as Price; however, the electronic file-naming instructions identify the Price Narrative and Pricing Workbook as Volume III and do not provide a filename for the Past Performance volume. Please confirm the correct volume numbers and required filenames for all proposal submissions. | Pricing is Volume IV. |
| 5 | PWS Section 13.0, Key Personnel — MPIP Physical Inspectors, Pages 27–28 of 37; PWS Section 3.0, Technical Requirements/Tasks, Page 8 of 37; PWS Section 9.0, Schedule of Key Base Year Deliverables, Page 16 of 37. Section 13.0 states that the contractor shall provide enough qualified physical inspectors to complete up to 3,750 inspections per contract year, while Section 3.0 requires 4,000 acceptable inspections in the base year, and other portions of the PWS establish annual quantities up to 4,500. | PWS pp. 8, 16 & 27-28 of 37 | Please clarify the required inspector staffing capacity and annual inspection quantity. PWS Section 13.0 states that the Contractor shall provide enough qualified physical inspectors to complete up to 3,750 physical inspections per contract year, while other sections require 4,000 acceptable inspections in the base year and contemplate annual quantities of up to 4,500 inspections. Please confirm the maximum annual inspection workload for which offerors must demonstrate staffing capacity. | 4,000 physical inspections is the anticipated level of funding and contract inspections to be completed annually. |
| 6 | PWS Section 2.0, Description of Services, Page 6 of 37; PWS Attachment 4, Additional Guidelines, Page 36 of 37. Section 2.0 references a Fannie Mae Guide dated September 2026, while Attachment 4 identifies the applicable Fannie Mae document as “Instructions for Performing a Multifamily Property Condition Assessment — January 2026.” | PWS pp. 6 & 36 of 37 | Please confirm the correct version and publication date of the Fannie Mae guide that governs inspector qualifications, inspection procedures, and insurance requirements under this solicitation. PWS Section 2.0 references a September 2026 Fannie Mae guide, while Attachment 4 identifies the referenced document as the January 2026 version. | Januarty 2026 version - |
| 7 | PWS Section 9.0, Schedule of Key Base Year Deliverables, Page 16 of 37. Deliverable #4 is titled “Monthly Program Meetings,” but the detailed requirement states that the Contractor shall facilitate a weekly program meeting, while the due-date column again states monthly. | PWS p. 16 of 37 | Please confirm the required frequency of program meetings during the base year. PWS Section 9.0 identifies Deliverable #4 as “Monthly Program Meetings” and lists the due frequency as monthly, while the detailed requirement states that the Contractor shall facilitate a weekly program meeting. Please clarify whether program meetings are required weekly or monthly. | Monthly meetings with RD. Weekly check in via emails for status updates with RD MPIP lead. |
| 8 | Solicitation Description, Page 1 of 21; FAR 52.212-1 Instructions to Offerors, Page 17 of 21. The solicitation attachment list identifies Attachment 2 as the Pricing Workbook and Attachment 3 as the Past Performance Questionnaire, while the proposal-format instructions state, “Except for Attachment 3 - Price Workbook,” creating a conflicting attachment reference. | RFP pp. 1 & 17 of 21 | Please confirm the correct attachment number for the Pricing Workbook. The solicitation attachment list identifies Attachment 2 as the Pricing Workbook and Attachment 3 as the Past Performance Questionnaire; however, the FAR 52.212-1 proposal-format instructions reference “Attachment 3 - Price Workbook.” Please clarify which attachment designation governs proposal preparation and submission. | Pricing workbook is Attachment 2. |
| 9 | PWS Section 2.0, Description of Services, Page 6 of 37; PWS Section 11.0, Travel, Page 25 of 37; PWS Attachment 6, Stratified Sample of Projects to be Inspected, Page 37 of 37. Section 2.0 states that a single project may include several scattered-site properties at multiple addresses, potentially 100 miles or more apart, while remaining one unified project. Section 11.0 requires all travel costs to be included in the contract price, states that no inspections will be conducted in the Virgin Islands, but includes VI in the South Region and WP in the West Region. Attachment 6 is identified as TBD. | PWS pp. 6, 25 & 37 of 37 | Please provide the anticipated geographic distribution of inspections by region and, if available, by state for the base year and option years, or provide the completed Attachment 6 Stratified Sample of Projects to be Inspected. Because all travel costs must be included in the firm-fixed price, please also confirm whether all scattered-site addresses comprising one unified project constitute one billable inspection/CLIN unit; whether the Virgin Islands are excluded from performance despite VI appearing in the South Region list; and what WP denotes in the West Region list, or whether WP is a typographical error. | Georaphic distribution for fy27 is not avaiable. Overall distribution of portfolio of properties NE 16%, SO 39.2%, MW 30.4%, W - 14.3% Approxiamtely 160 properties are in outling areas such as VI, HI, PR, AK Scattered sites represents approximatly 5% of the portfolio . Typically this will be performed under 1 inspection, with all builidngs represented on all sites in the report. On occasion - property determination by the govt as to whether geographical seperation and size of scattered sites will require a 2 day inspection with seperate and distinct reports from each site. |
| 10 | PWS Section 3.2, Accuracy and Replicability Methodology, Page 10 of 37; PWS Section 3.0, Technical Requirements/Tasks, Page 8 of 37. The Accuracy and Replicability Methodology requires parallel inspections for at least 5% of the properties in the sample and states that this equals 155 parallel inspections based on a sample size of 3,100 inspections, while Section 3.0 requires 4,000 acceptable inspections in the base contract year. | PWS pp. 8 & 10 of 37 | Please confirm the correct base-year sample size to be used when calculating the required five-percent parallel inspections. PWS Section 3.2 states that 155 parallel inspections are required based on a sample size of 3,100 inspections, while other sections require 4,000 acceptable inspections during the base year. Please clarify the applicable base-year inspection population and the corresponding number of required parallel inspections. | The parralel inspections will be 5% of the awarded amount for the base period. |
| 11 | RFP Factor 2, Past Performance, Page 15 of 21; Attachment 3, Past Performance Questionnaire, Page 2 of 5. The RFP requires Past Performance Questionnaires to be submitted prior to the RFP closing date and references a Past Performance Cover Letter, while Attachment 3 directs evaluators to submit completed questionnaires no later than 3:00 PM EST on August 22, 2026. | RFP p. 15 of 21; Attachment 3 p. 2 of 5 | Please confirm the controlling deadline for submission of Past Performance Questionnaires and whether the reference to 3:00 PM EST on August 22, 2026 is intended to mean Eastern Time. The RFP also requires a Past Performance Cover Letter to be provided to the appropriate points of contact. Please confirm whether a separate Past Performance Cover Letter is required and, if so, provide the required format or minimum content. | Revised Due to conicide with solicitation close. The cover letter is the first two pages of Attachment three, and shall be filled out by the contractor submitting a proposal. In order for the reference to understand the information required. |
| 12 | FAR 52.212-1 Instructions to Offerors, Pages 17–18 of 21. The formatting instructions state that, except for the Pricing Workbook, all documents are required to be submitted in MS Word format (.doc or .docx); however, the electronic file-naming instructions require Volume I – Contract Documentation and Volume II – Technical/Management to be submitted as PDF files | RFP pp. 17-18 of 21 | Please confirm the required electronic file format for each proposal volume. FAR 52.212-1 states that, except for the Pricing Workbook, all documents must be submitted in MS Word format (.doc or .docx), while the electronic file-naming instructions specify PDF format for Volume I Contract Documentation and Volume II Technical/Management. Please clarify the required file format for each proposal volume. | |
| 13 | FAR 52.212-1 Instructions to Offerors, Page 18 of 21. The solicitation provides electronic file-naming requirements and separately provides the Contracting Officer's email address for questions, but does not clearly identify the required method, email address, portal, or other location for submission of the proposal itself. | RFP p. 18 of 21 | Please confirm the required method and destination for proposal submission, including the applicable email address, electronic portal, or other submission location. Please also confirm whether all proposal volumes are to be transmitted together or may be transmitted in separate electronic messages. | Submissions shall be submitted via email to the contracting officer gary.brown3@usda.gov. Each volume shall be s |
| 14 | FAR 52.217-8, Page 3 of 21; Factor 3 Price, Page 17 of 21. FAR 52.217-8 provides for an extension of services, while the price evaluation states that the Total Evaluated Price will include the five-year ordering period and a six-month option period. Elsewhere, the solicitation states that total contract duration shall not exceed five years. | RFP pp. 3 & 17 of 21 | Please clarify whether the six-month extension under FAR 52.217-8 must be separately priced and included in the Total Evaluated Price. If so, please identify the applicable CLIN or pricing methodology and clarify whether the potential six-month extension may extend total contract performance beyond the stated five-year maximum period. | The pricing workbook will calculate the -8 prcing for evaluation purposes. |
| 15 | SF-1449 Schedule of Supplies/Services, Page 2; PWS Section 9.0, Schedule of Key Deliverables in Option Years 1-4, Page 17 of 37. The SF-1449 establishes a quantity of 4,500 inspections for each option-year CLIN, while the PWS states that option-year requirements may range from 3,500 to 4,500 inspections | SF-1449 p. 2; PWS p. 17 of 37 | Please clarify whether the 4,500-unit quantity identified for each option-year CLIN represents a firm quantity, an estimated quantity, or a maximum quantity. If the Government requires fewer than 4,500 inspections during an option year, please explain how the actual quantity and payment will be determined and when the Contractor will be notified of the required annual quantity. | With a portfolio of 12,500 properties, 4,000 physical inspections is the anticipated level of funding and contract inspections to be completed annually. The total of 4500, accounts for inspections that may not be completed/canceled/resceduled through out the year at no fault of the contractor. This a per inspection price,and the amount will be deterimened at option exercise. |
| 16 | PWS Section 3.2, Accuracy and Replicability Methodology, Pages 10-11 of 37. The PWS states that the Contractor must conduct parallel inspections for at least five percent of the sample, but the following Quality Assurance Protocol states that parallel inspections may be used for up to five percent of the inspections. | PWS pp. 10-11 of 37 | Please clarify whether the five-percent parallel inspection requirement is a minimum requirement, a maximum allowance, or an exact requirement. Please identify the percentage offerors should use for staffing, scheduling, and pricing purposes. | The actual amount will be determined prior to the contract year and will be based on need and budget. |
| 17 | PWS Section 3.2, Accuracy and Replicability Methodology and Section 3.2.1, Quality Assurance Protocol, Pages 10-11 of 37. Parallel inspections are required as part of the accuracy and quality process, but the PWS does not clearly state whether those inspections are separately compensable. | PWS pp. 10-11 of 37 | Please clarify whether required parallel inspections are separately billable inspections, whether they count toward the annual contracted inspection quantity, or whether they are considered Contractor quality-control activities that must be absorbed within the unit price of the primary inspection. | Yes the parallel inspection will be paid as if it was a standalone inspection. |
| 18 | PWS Section 9.0, Schedule of Key Base Year Deliverables, Page 16 of 37; Performance Requirements Summary, Page 22 of 37. The Final Written Program Report narrative states that the report is due within two weeks of the end of the contract, while the due-date column states two weeks before the end of the Base Year. The deliverables schedule identifies the report as Deliverable #6, while the Performance Requirements Summary references Deliverable #7. | PWS pp. 16 & 22 of 37 | Please confirm the required due date for the Base Year Final Written Program Report and clarify whether it is due two weeks before the end of the Base Year or within two weeks after the end of the contract year. Please also confirm whether the Final Written Program Report is Deliverable #6 or Deliverable #7. | Deliverable 6, The Base year final written program report is due two weeks prior to end of the base year. |
| 19 | PWS Section 9.0, Schedule of Key Deliverables in Option Years 1-4, Page 18 of 37. The option-year Final Written Program Report narrative states that the report is due within two weeks of the end of contract, while the due-date column states two weeks before the end of each contract year. | PWS p. 18 of 37 | Please confirm whether each option-year Final Written Program Report is due two weeks before the end of the applicable option year or within two weeks after the end of that option year. | Final written reports are due two weeks prior to the end of each option period. |
| 20 | PWS Section 9.1, Criteria for Acceptable Inspections, Pages 18-19 of 37. The PWS states that each inspection report must contain seven completed tabs from MBA Form 3.03, but only six tabs are enumerated, and the following paragraph refers to the six tabs required. | PWS pp. 18-19 of 37 | Please confirm whether six or seven MBA Form 3.03 tabs are required for an acceptable inspection report. If seven tabs are required, please identify the seventh required tab. | Tabs:1. General Info Management Interview, Physical and Deferred Maitenance, Photos,MFH, Fannie Mae tab ( rating break down) |
| 21 | PWS Attachment 2, Required Forms, Page 33 of 37. The PWS requires completion of Excel Workbook #2 for each inspection and submission with monthly reports; however, Excel Workbook #2 is not included among the solicitation files provided in the Attachments/Links section. | PWS p. 33 of 37 | Please provide the referenced Excel Workbook #2 that must be completed for each inspection and submitted with the monthly reports, or provide instructions for obtaining the current version of that required form. | This requirement is at the link provided in the PWS. |
| 22 | RFP Factor 1, Subfactor 3, Transition/Quality Assurance, Pages 14-15 of 21; PWS Section 3.2.2, Quality Control Plan, Page 12 of 37. The RFP requests a Quality Assurance approach/plan, while the PWS requires a Quality Control Plan to be submitted with the proposal. | RFP pp. 14-15 of 21; PWS p. 12 of 37 | Please clarify whether the Quality Assurance approach required under RFP Subfactor 3 and the Quality Control Plan required by PWS Section 3.2.2 are separate proposal documents or may be addressed in one combined plan. Please also confirm whether the Quality Control Plan is included within the 25-page Volume II Technical limit or may be submitted as an attachment outside that page limit. | The Quality Assuramce Approach is part of the evaluation critera and is part of the limit. The Quality Control Plan is a Separate document. |
| 23 | PWS Section 3.2.2, Quality Control Plan, Page 12 of 37. The QC Plan requirements reference the performance objectives in Section 6.0 Performance Requirements Summary, while the actual Performance Requirements Summary is identified as Section 10.0. | PWS p. 12 of 37 | Please confirm that the reference to Section 6.0 Performance Requirements Summary in PWS Section 3.2.2 should instead reference Section 10.0 Performance Requirements Summary. | I believe that this is a typo and it should be referencing Section 10 not Section 6. |
| 24 | RFP Factor 1, Technical/Management, Page 11 of 21; Subfactor 3, Pages 14-15 of 21. Subfactor 3 is identified as Transition/Quality Assurance/Subcontracting Plan, but the subsequent detailed submission requirements provide instructions for the Transition Plan and Quality Assurance approach without separate instructions or evaluation criteria for the Subcontracting Plan | RFP pp. 11 & 14-15 of 21 | Please provide the required content, level of detail, and evaluation criteria for the Subcontracting Plan identified under Factor 1, Subfactor 3. Please also confirm whether the Subcontracting Plan is included within the 25-page Volume II Technical limit. | There is no requirement for a subcontracting plan. |
| 25 | RFP Subfactor 1, Technical Approach/Management Plan, Page 12 of 21; PWS Section 13.0, Key Personnel, Pages 26-29 of 37. The RFP requires resumes, commitment documentation, a staffing matrix, and three professional references for all designated Key Personnel. The PWS explicitly identifies the Project Manager and alternate as Key Personnel but also places Implementation and Evaluation Staff within Section 13.0, Key Personnel. | RFP p. 12 of 21; PWS pp. 26-29 of 37 | Please identify all positions considered designated Key Personnel for proposal-submission purposes. Specifically, please confirm whether the required resumes, staffing documentation, and three professional references per individual are required only for the Project Manager and alternate or also for Implementation and Evaluation Staff and other proposed personnel. Additionally, because the RFP permits signed Letters of Commitment for non-employees while the PWS requires the Project Manager and alternate to be employees of the Contractor, please confirm whether a proposed Project Manager or alternate may be a non-employee at proposal submission if that individual will become an employee of the prime Contractor before contract performance. | The key personnell considered for evaluation purposes are the Project Manager, Alternate Project Manager and the Supervisory Quality Control Leader. |
| 26 | PWS Section 13.0, Key Personnel, Pages 27-28 of 37; PWS Section 16.0, Management Requirements, Page 29 of 37; FAR 52.219-14, Page 3 of 21. The PWS permits subcontractor participation but requires MPIP reports to be signed by an employee of the Contractor and requires the Project Manager and alternate to be employees of the prime Contractor. | RFP p. 3 of 21; PWS pp. 27-29 of 37 | Please confirm whether qualified subcontractor personnel may perform MPIP physical inspections. If subcontractor inspectors are permitted, please clarify whether every resulting MPIP report must subsequently be reviewed and signed by a qualified employee of the prime Contractor and identify any additional prime-performance restrictions applicable to individual inspections. | Yes subcontractors are permitted, but ultimately the prime contractor is responsible for performance, quality and accuracy of the inspections. |
| 27 | PWS Section 13.0, Contractor Implementation and Evaluation Staff, Page 27 of 37. The quality-assurance review team must be supervised by a professional engineer, licensed or registered architect, or an individual with appropriate experience and certifications in the construction field. | PWS p. 27 of 37 | Please clarify what construction-field experience and professional certifications USDA considers acceptable for the individual supervising the quality-assurance review team when that individual is not a professional engineer or licensed/registered architect. | The supervisor of the quality assurance team if not a proffesional engineer or architect, shall have 10 years experience in construction and building inspection career fields with appilicable industry standard certifications. |
| 28 | PWS Section 12.0, Staffing Needs/Skill and Relevant Experience, Page 25 of 37; PWS Section 13.0, Contractor Implementation and Evaluation Staff, Page 27 of 37. Section 12.0 states that the Contractor may meet minimum qualifications individually or collectively, while Section 13.0 states that qualified Implementation and Evaluation Staff must possess specified education and professional experience. | PWS pp. 25 & 27 of 37 | Please clarify whether each individual proposed as Implementation and Evaluation Staff must independently satisfy all education and professional-experience requirements stated in Section 13.0, or whether those qualifications may be satisfied collectively across the proposed Implementation and Evaluation team. | Yes each individual needs to meet the experience required. |
| 29 | PWS Section 13.0, Key Personnel, Pages 27-28 of 37; PWS Attachment 4, Additional Guidelines, Page 36 of 37. Section 13.0 references ASTM E2018-08 as amended or restated from time-to-time and also references ASTM E2018-08 or the most current version, while Attachment 4 specifically identifies ASTM E2018-08. | PWS pp. 27-28 & 36 of 37 | Please confirm the specific edition of ASTM E2018 that will govern inspection performance, inspector qualifications, report preparation, and evaluation under this contract. | The edition of ASTM-E2018 used for inspection will be the most current public version applicable to multi family housing inspections. |
| 30 | PWS Attachment 5, Certification of Education, Experience, and Insurance Requirements, Page 37 of 37. Attachment 5 requires certification that all contractor and/or subcontractor employees meet the education and experience requirements of Fannie Mae Section 1.3.C, that all inspectors meet Section 1.3.D, and that contractor and subcontractor employees meet the applicable Section 1.3.E insurance requirements. The signed certification must be submitted with the proposal. | PWS p. 37 of 37 | Please clarify whether the Attachment 5 certification that all contractor and/or subcontractor employees meet the education and experience requirements of Fannie Mae Section 1.3.C applies to every individual performing any work under the contract or only to personnel performing Implementation and Evaluation functions. Please also confirm the required insurance types and minimum coverage limits applicable to the prime Contractor and subcontractors, and whether the signed Attachment 5 certification is sufficient with the proposal or whether certificates of insurance or other supporting documentation must also be submitted. | Yes everyone performing work under the contract requires these certifications. |
| 31 | Solicitation Clause 452.204-71, Personal Identity Verification and Workforce Integrity of Contractor Employees, Pages 8-9 of 21; PWS Section 14.0, Security Requirements, Page 29 of 37. The solicitation establishes USDA PIV/workforce-integrity requirements, while the PWS states that Contractor and subcontractor employees must satisfy Agency onboarding requirements. | RFP pp. 8-9 of 21; PWS p. 29 of 37 | Please clarify the onboarding, identity-verification, background-investigation, and PIV/LincPass requirements applicable to physical inspectors, subcontractor inspectors, Implementation and Evaluation Staff, and other Contractor personnel. Please also identify whether these requirements must be completed before personnel may begin field inspections and the anticipated Government processing timeframe. | "All personnel will require a background-investigation at a minumum. Yes, these requirements need to take place prior to work begining, and take approximately 2-4 weeks to complete. Program Management personnel may require a PIV/Lincpass at a point throughout the contract. " |
| 32 | PWS Section 9.1.1, Review and Acceptance, Page 20 of 37. The PWS provides a $500 cancellation payment for qualifying inspections canceled within 48 hours and states that the Contractor may subsequently complete the inspection for the full inspection price. | PWS p. 20 of 37 | Please clarify how the $500 late-cancellation payment is to be invoiced and whether it will be paid in addition to the full inspection price if the same property is subsequently inspected. Please identify the applicable CLIN or pricing mechanism for invoicing the $500 cancellation fee and confirm whether a qualifying cancelled inspection counts toward the annual contracted inspection quantity or whether a replacement inspection remains required. | The late cancellation fee is to be invoiced as such, a subsuquent inspection of the same property would be billed at the full inspection rate. All billed under the same clin. |
| 33 | PWS Section 13.0, Implementation and Evaluation Staff, item 2(f) | 27 | Item 2(a) permits qualifying professional experience in 'one or more of the following disciplines,' one of which is 'Experience implementing and evaluation of pilot physical inspection programs.' Item 2(f) separately states 'Prior experience conducting and evaluating a similar pilot program to test the proof of concept of a proposed protocol.' This criterion does not appear in Fannie Mae Form 4099 Section 1.3.C, which the PWS identifies as the source of these requirements. Please confirm whether item 2(f) is a mandatory standalone requirement or an alternative qualifying pathway already available under item 2(a). | Item 2f is not a standalone requirement as each letter under 2 is an anlternate way of meeting the required qualifications. |
| 34 | PWS Section 13.0, Implementation and Evaluation Staff, item 2(b) | 27 | Item 2(b) requires experience 'performing multifamily property physical needs assessments, completed a minimum of five (5) property inspections, and reporting of physical inspection findings in a manner consistent with these Instructions or ASTM E2018-08.' Please confirm whether condominium associations, townhome communities, and multi-building apartment properties count toward the five-property minimum, and whether comprehensive property condition reports documenting building systems, deficiencies, and opinions of probable repair cost satisfy the 'consistent with' standard where they were not prepared under the ASTM E2018 report format specifically. | If reports are being done with similar details to the ASTM 2018 they would be considered relevant toward the property inspection type. |
| 35 | FAR 52.212-1 Addendum, format and electronic file naming | 19, 20 | The addendum states 'Except for Attachment 3- Price Workbook, all documents are required to be submitted in MS Word format (doc or .docx). Offerors that do not comply with the detailed instructions for the format and content of the quote will be considered ineligible for award.' The electronic file naming instructions that immediately follow require Volume I - Contract Documentation and Volume II - Technical / Management to be submitted as .pdf. Please confirm the required file format for Volumes I and II. Please also confirm that the pricing workbook is Attachment 2, as the reference to 'Attachment 3- Price Workbook' conflicts with the attachment list, in which Attachment 2 is the Pricing Workbook and Attachment 3 is the Past Performance Questionnaire. | |
| 36 | Attachment 2 Price Workbook / PWS Sections 3.0 and 13.0 | Workbook Attachment 2 PWS 8, 27 | PWS Section 3.0 states the contractor 'must schedule and complete 4,000 acceptable inspections in the base contract year' and between 3,500 and 4,500 in option years one through four. The Price Workbook prices 4,500 inspections in the base period. Please confirm the quantity to be priced for the base period. Separately, PWS Section 13.0 states the contractor 'shall provide enough qualified physical inspectors to complete up to 3,750 physical inspections per contract year,' which conflicts with the quantities stated elsewhere. Please confirm the governing annual quantity. Please also confirm whether payment is made per acceptable inspection performed or against the priced quantity. | 4,000 physical inspections is the anticipated level of funding and contract inspections to be completed annually. |
| 37 | PWS Section 3.2, Accuracy and Replicability Methodology | 10 | This section states 'The contractor must conduct parallel inspections for at least five percent (5%) of the properties in the sample (155 parallel inspections in the base contract year based on a sample size of 3,100 inspections).' The base year requirement stated elsewhere in the PWS is 4,000 inspections, and five percent of 4,000 is 200. Please confirm the base year sample size and the required number of parallel inspections. Please also confirm whether parallel inspections count toward the required annual inspection quantity and whether they are separately payable. | The parallel inspections are a billable inspection from the contractor and will be counted in the base contract for inspections. The parallel inspection allows the Agency a Quality control check of inspections. |
| 38 | Attachment 2 Price Workbook, Total Evaluated Price tab | Workbook Attachment 2, TEP tab | The Total Evaluated Price tab includes a line for a six month extension under FAR 52.217-8 with no quantity identified. Please provide the basis of estimate for this line, including the number of inspections or the level of effort to be priced. | This is calculated at 50% on the final option period. |
| 39 | PWS Section 9.0, Schedule of Key Base Year Deliverables, item 4 | 16 | Deliverable 4 is titled 'Monthly Program Meetings' and the Due Date column states 'Monthly on agreed day.' The Details column states the contractor shall 'Facilitate a weekly program meeting with a planned agenda delivered at least twenty-four (24) hours prior to each meeting.' Please confirm whether program meetings during the base year are held monthly or weekly. | See question 7 in first set - Monthly meetings with RD. Weekly check in via emails for status updates with RD MPIP lead. |
| 40 | PWS Section 2.0 / Attachment 4, Additional Guidelines | 6, 35 | PWS Section 2.0 states 'The contractor shall meet the education and experience requirements found in Section 1.3.C in the Fannie Mae guide dated September 2026.' Attachment 4 identifies the guide as 'INSTRUCTIONS FOR PERFORMING A MULTIFAMILY PROPERTY CONDITION ASSESSMENT Fannie Mae - January 2026.' The version currently published at the referenced link is dated July 2026. Because Sections 1.3.C, 1.3.D, and 1.3.E of that guide govern key personnel qualifications and insurance requirements, please confirm which version controls. | See question 6 - January 2026 - later version was not avaiable when drafting notice |
| 41 | PWS Attachment 6 | 37 | Attachment 6, Stratified Sample of Projects to be Inspected, is marked TBD. Please confirm whether the stratified sample, or the anticipated geographic distribution of inspections by state or region, will be provided prior to the proposal due date. This information is material to staffing, scheduling, and travel pricing. | See question 9 for a break down of our portfolio locoations. The list of properties will not be available. |
| 42 | PWS Section 13.0, Project Manager | 28 | This section states 'These points of contact shall each be an employee of the Contractor. An employee of a Subcontractor is not acceptable for either of these positions.' Subfactor 1 requires 'signed Letters of Commitment for non-employees' as part of the key personnel documentation package. Please confirm whether the Project Manager and Alternate Project Manager may be proposed as contingent hires supported by signed Letters of Commitment, becoming employees of the Contractor upon award. | It is ideal that the Project Manager and alternate are already employees of the contractor, however it is acceptable to propose contingent hires with supporting documents. |
| 43 | PWS Section 8.0, Government Furnished Items | 14 | This section states the Contractor may receive 'RD IT requirements for Contractor to receive and transmit inspection information via a private network or dedicated mailbox provided by the government.' Please confirm whether contractor personnel accessing that private network or dedicated mailbox will require PIV credentialing under AGAR 452.204-71, and whether any restriction applies to the physical location of personnel performing scheduling and administrative support functions. | Program Management personnel may require a PIV/Lincpass at a point throughout the contract. |
File details come from the government source that posted it. Updated .