DRAFT_PWS_PP_INSPECTION_RFI_12_18_2018.docx

DRAFT: 12/18/2018_

PERFORMANCE WORK STATEMENT

(PWS)

FOR

PROPERTY PRESERVATION SERVICES

1. General Information and Scope of Work

The United States Department of Agriculture (USDA), Rural Development (RD), National Account and Financial Operations Center (NFAOC), Default Management Branch requires Property Preservation and Inspection Services

1.1Agency: NFAOC is a unit within RD, USDA, charged with servicing mortgage loans and grants extended to individuals in rural areas throughout the United States, Puerto Rico, American Samoa, the U.S. Virgin Islands, and the Pacific Trust Territories. Beginning operation in October 1996, NFAOC has serviced as many as 650,000 government loans and grants originating with U.S. Treasury funds. NFAOC’s mission is to be a cost effective service provider that strives to keep individuals and families in their homes through the use of various servicing tools including payment subsidies, moratoriums on payments, partial payment agreements and other methods. Low and very low income families are provided this subsidized loan program through a network of field offices across the United States of America (USA), its territories, and commonwealths.

1.2 Background: The USDA, RD, NFAOC provides exceptional servicing to 258,020 Single Family Homes (SFH) Direct Loans (DL) made or insured by the Rural Housing Service (RHS). Currently the loans are valued at over $14 billion in unpaid principal balance. Under the DL program, individuals and families receive direct financial assistance from the RD Housing Programs in the form of home loans to eligible low, and very low-income households, at affordable interest rates to achieve homeownership. The agency is committed to providing an opportunity for rural Americans to become and remain successful homeowners.

1.3 Scope of work: NFAOC requires services of a contractor to assist USDA, RD in providing a variety of nationwide property/asset management services associated with pre and post liquidation of SFH rural properties serving as security for rural housing loans and guarantees.

The anticipated services can generally be categorized as: inspections and asset preservation on a nationwide basis, and as further individually described in this PWS.

The Contractor shall provide all management, supervision, labor, tools; supplies, insurance, taxes, fees, permits to complete the services, including all reporting and documentation.

1.4 Definition: For purposes of this PWS the term day is intended to refer to calendar day.

1.5 Special Instructions: For all tasks listed in this PWS, except for Reports/Objective 3, before and after photos with date and time stamp are required deliverables for each individual service rendered.

2. Requirement (Objectives)

The tasks listed under the objectives below are provided to the contractor to help in gaining a better understanding of the requirements in order to successfully meet the objective. The tasks are not all inclusive as the contractor is expected to develop the total solution for meeting all the requirements of the objective in accordance with the performance based approach. All work performed for the following objective must adhere to Federal, State, and Local laws, statues, and ordinances.

2.1 (Objective 1 ) Property Inspections

The Contractor shall provide Pre and Post Foreclosure Inspection services for nationwide property/asset management associated with pre and post liquidation of SFH rural properties.

Supporting Tasks (Objective 1)

2.1.1 (Task 1) Perform Pre-and post-foreclosure inspections.

· Property Inspections

· Initial Vacant Property Inspection (Interior)

· Vacant Property Inspection (Ongoing)

· Insurance Loss/Home Improvement

· Construction Status

2.1.2 (Task 2) Deliverable – Contractor shall provide initial and ongoing management inspection reports via their secure online system. Inspection reports shall include at a minimum, the following information: vacancy status, reason for vacancy determination, picture of property, overall condition of property, grass height, structures and pooled secured and unsecured, status of utilities or reason why status cannot be provided, visible damages, identify presence of hazardous materials, and whether the property conforms to neighborhood conditions

· All Inspection Reports including monthly reports Performance Standards (PS) and Acceptable Quality Levels (AQL) (Objective 1) The following applies to Objective 2.1.2:

2.1.1.1 .

(PS1) All other inspections to include regular monthly inspections to be completed no later than 25 calendar days of contractor notification by the Government.

(AQL 1-4) - 95 % of tasks will be completed by the required completion date. Remaining reports will be delivered no later than one business day after original due date. Reports not delivered within one business day of the original due date will be furnished to the government at no charge.

2.2 (Objective 2 ) Property Preservation

Contractor shall provide property preservation services to protect the value of the assets.

Supporting Tasks Objective 2

2.2.1 (Task 1) Initial Securing tasks to protect the asset from further damage to include but not limited to:

· Rekey of deadbolts and knoblocks on all entrances, padlocking if necessary

· Secure all other openings, outbuildings, and pool gates with padlock and hasp or as prescribed by local regulations

· Secure windows and door locks from inside the dwelling

· Initial Grass Cut

· Winterization

· Report on presence and operational status of sump pump

· If emergency repairs are needed, the vendor will contact the CSC for approval to use emergency up to the allowable amount for the service in the contract. (pumping basement, boarding, etc.)

· Before photos documenting work to be performed and bid requests, if applicable

· After photos documenting work performed

· Lockbox installed on primary door if possible. If unable to be placed on primary door, place on secondary entrance. Report will note which door has lockbox

2.2.2 (Task 2) Removal of Personal Property

· On presale property, personal property shall not be removed (whether interior or exterior) unless the items are determined to be hazardous materials, posing a violation, or an obstruction to a grass cut

· On post sale properties, vendor will follow state and local specific requirements as they pertain to personal property

2.2.3 (Task 3) Boarding

· Emergency board-ups will be completed only to the extent necessary to protect the property from vandalism or to correct a potential hazard.

· Contractor shall provide before and after photos of work

2.2.4 (Task 4) Debris Removal

· Contractor shall remove and/or bid debris removal according to USDA guidelines

2.2.5 (Task 5) Animal Removal

· 0-35 lbs.

· 36 lbs and above

2.2.6 (Task 6) Other Tasks

· The following tasks shall be completed as required, to protect the property from further damage.

2.2.6.1 Capping of Dryer Vents/Gas Lines/Wires/Water Lines

2.2.6.2 Extermination

2.2.6.3 Fence Replacement/Repair

2.2.6.4 Pool/Hot Tub Cleaning/Repair/Removal/Secure

2.2.6.5 Roof Repair/Replace

2.2.6.6 Thawing

2.2.6.7 Tree Trimming- (only trees touching the house or outbuildings) Prohibits street view or sidewalk obstruction

2.2.6.8 Vine Removal- (only vines touching the house or outbuildings)

2.2.6.9 Winterization – Heavily Soiled Toilet

2.2.6.10 Gutter Cleaning/Repair

2.2.6.11 Tree/Sapling Removal-When touching main dwelling or outbuilding or positioned in such a way as to cause possible damage to the structure.

2.2.6.12 Replace Chimney Cap

2.2.6.13 Cap Roof vent

2.2.6.14 Eviction assistance

2.2.6.15 Water Well/Septic – Inspections of systems pump tank, flush lines, etc, if needed.

2.2.6.16 Storm Clean up – due to windstorms

2.2.6.17 Utilities – Payment Processing, Utility Research, Usage Charge, Utility Transfer

2.2.6.18 Pump Basement

2.2.6.19 Sale Cleaning

2.2.6.20 Trim Shrubbery – if cause possible impedance to walkways

2.2.6.21 Labor/Materials - Add additional heating fuel

2.2.6.22 Winterization Re-Fresh

2.2.6.23 Snow Removal/Ice Removal Roof

2.2.6.24 Reglaze window

2.2.6.25 Sump Pump Repair/Replace

2.2.7 (Task 7) Automobile Removal

· Remove automotives per State and local ordinances

2.2.7.1 (PS1) Contractor shall remove vehicles from property.

2.2.7.2 (AQL1) 95 % of tasks will be completed within 14 days; remaining 5% will be completed within 21 days unless an exception is granted by RD.

2.2.8(Task 8) Meth/Mold/Lead/Hazardous Material Inspections/Remediation/Abatement.

2.2.8.1 (PS1) Contractor shall notify CSC/RD of environmental abatements needed for property. If applicable, once bids are received to abate the environmental hazard, Vendor will provide oversight to Sub-contractor to complete abatement within the timeline identified on the bid.

2.2.8.1 (AQL1) Will provide oversight to Sub-Contractor to complete abatement within the timeline identified and approved on the Bid

2.2.9 (Task 9) Demolition

2.2.9.1 (PS1) Contractor shall provide demolition services for properties that are beyond repair. Vendor notifies CSC/RD of demolition needed for property.

2.2.9.1 (AQL1) Once Bids are received to demolish the property (if applicable), Vendor will provide oversight to Sub-contractor to complete the demolition within the timeline identified on the Bid.

2.2.10 (Task 10) Code Violations

· Vendor will contact the issuing entity to verify all items listed on the violation needed to be addressed and clear violation to avoid penalty. Code violations are demands by a city/municipality to correct an existing defect at a property that influences the safety or standards of the local city/municipality. Such defects must be resolved according to the city/municipality; otherwise, the city/municipality has the right to assess a penalty on the property.

2.2.10.1 (PS1) Contractor shall clear all code violations.

2.2.10.2 (AQL1) 95 % of tasks will be completed within 14 days; remaining 5% will be completed within 21 days unless an exception is grated by RD.

2.2.11 (Task 11) Lawn Maintenance

· At the beginning of the season, properties that meet the following criteria will be added to the initial grass cut list:

· Vacant

· Secured

· Not maintained by HOA/ COA

· Once the initial grass cut is complete, grass recuts will auto generate on a bi-weekly basis while in season. During the off season, recuts will continue in the year round grass cut states and on any propety for which a grass cut is needed upon an visit to the property regardless of the season (as per local ordinance)

· All lawn services will consist of mowing, trimming, edging, removal of clippings and broom sweeping as necessary. This it to include all driveways and sidewalks

· Maintain lawn grass height of no greater than 4 inches and no less than 2 inches or in compliance with local ordinances

· There will also be a weekly grass report provided to USDA during grass cut season (March 1st-October 31st). This will be used to facilitate a weekly meeting to go through the grass cut season to identify issues

2.2.11.1 (PS1) Contractor shall perform initial grass cut and maintain grass throughout the year

2.2.11.2 (AQL1) 95 % of tasks will be completed within 14 days; remaining 5% will be completed within 21 days unless an exception is granted by RD

2.2.12 (Task 12) Snow/Ice Removal

· Vendor will monitor snow/ice fall accumulations. If snow accumulations are greater than 3 inches of snow vendor will generate a “Snow Removal” work order. Snow will be removed from one car length of an existing driveway, an 18 inch path to the entrance of the house, and from any existing steps to a porch needed to access the house. This may include removal of snow from rooftops to ensure no excess damage to property

2.2.12.1 (PS1) Contractor shall monitor snow/ice fall accumulations and remove snow/ice

2.2.12.2 (AQL1) Tasks will be completed as per local ordinances.

2.2.13 (Task 13) Deliverables

· Vendor/Contractors Quality Assurance Plan

· Contractor shall provide a method of oversight of subcontractors for quality assurance

2.2.13.1 (PS1) Contractor shall provide a Quality Assurance Plan

2.2.13.5 (AQL1) 100 % of tasks will be completed within 10 days of contract award

2.3 (Objective 3 ) Reports Daily

Weekly:

Monthly:

2.3.22 (PS1) Tasks 2.3.1-2.3.6: Contractor shall provice daily reports

2.3.23 (AQL1) 95% received within 1 business day, emaining 5% no greater than 3 business days from original due date.

2.3.24 (PS1) Tasks 2.3.7-2.3.13: Contractor shall provice weekly reports

2.3.25 (AQL1) 95% received within 1 busines day of original due date. Remaining 5% no greater than 3 business days from original due date.

2.3.26 (PS1) Tasks 2.3.14-2.3.21: Contractor shall provide monthly reports

2.3.27 (AQL1) 95% received within 1 busines day of original due date. Remaining 5% no greater than 3 business days from original due date.

3 Constraints.

3.1 Vendors shall be licensed and bonded. Vendors shall be certified to perform services requested.

4 Government-furnished Resources.

4.1 There will be no government furnished resources.

5 Contract Deliverables.

6 Acronyms.

7 Performance Requirement Summary (PRS).

7.1 Performance Requirement Summary (PRS).

Property Inspections:

2.1.1 Perform Property Inspections

Property Preservation*

2.2.1 (Task 1) – 2.2.6 (Task 6)

*All tasks must be completed within local and state requirements.

2.2.1 – Task 1 – Initial Secure

2.2.2 – Task 2 – Removal of personal property

2.2.3 – Task 3 – Boarding

2.2.4 – Task 4 – Debris Removal

2.2.5 – Task 5 – Animal Removal

2.2.6 – Task 6 – Other Tasks

Property Preservation *

2.2.7 (Task 7) – Automobile Removal *All tasks must be completed within local and state requirements

Property Preservation *

2.2.8 (Task 8) Environmental Abatements *All tasks must be completed within local and state requirements.

Property Preservation *

2.2.9 (Task 9) Demolition

*All tasks must be completed within local and state requirements.

Property Preservation *

2.2.10 (Task 10) Code Violations

*All tasks must be completed within local and state requirements.

Property Preservation *

2.2.11 (Task 11) Lawn Maintenance

*All tasks must be completed within local and state requirements.

Contractor shall perform initial grass cut and maintain grass throughout the year.

At the beginning of the season, properties that meet the following criteria will be added to the initial grass cut list:

1. Vacant

2. Secured

3. Not maintained by HOA/COA Once the initial grass cut is completed, grass recuts will auto generate on a bi-weekly basis while in season. During the off season, recuts will continue in the year round grass cut states and on any property for which a grass cut is needed upon an visit to the property regardless of the season (as per local ordinance)

All lawn services will consist of mowing, trimming, edging, removal of clippings and broom sweeping as necessary. This is to include all driveways and sidewalks.

Maintain lawn grass height of no greater than 4 inches and no less than 2 inches or in compliance with local ordinances.

There will also be a weekly grass report provided to RD/CSC during grass cut season (March 1st-October 31). This will be used to facilitate a weekly meeting to go through the grass cut season to identify issues.

Property Preservation *

2.2.12 (Task 12) Snow Removal

*All tasks must be completed within local and state requirements.

Deliverables

2.2.13 Vendor/Contractor Quality Assurance Plan

8 Invoicing, Charges, Payments, and Special Instructions

Overview

The contractor shall submit an invoice monthly for all services provided during each month. Invoices shall be submitted to the COR with a courtesy copy to the CO.

9 Invoice Submittal

United States Department of Agriculture Rural Development Customer Service Center-CSC 4300 Goodfellow Boulevard Bldg. 105, FC-213 St. Louis, MO 63120 314.457.5441

To assist USDA, RD in making timely payments the invoice must include at a minimum:

· Name and address of the Contractor (mailing address for check)

· Contract Number, Purchase order Number, Order Number

· Invoice Number, date, and Vendor Express Number (VXP), if any

· DUNS Number, Tax ID no (or equivalent)

· Total amount due under the invoice

· Service type rendered and amount due per individual service

In addition to the information required by the Prompt Payment Act, the following information must be included on the invoice.

· Order Number

· Period of Performance

· Detailed list of services provided

· Travel receipts, in accordance with the FTR

· POC for company with phone, fax, e-mail

Contractor's invoicing department will closely monitor any subcontractor's results for accuracy, timeliness, quality, and completion including documentary photos to verify the work actually performed. Contractor shall closely monitor all preservation work to assure compliance with the applicable USDA, RD guidelines and customer requirements.

Contractor must assure that the invoicing is consistent with all approved bids with all results appropriately documented to USDA, RD and shall provide lien releases for all materials and labor together with any state or local permits, approvals, and acceptance or sign off documents of such local governing entities.

A Trip/Service Charge applies when USDA, RD orders services at the property for non preservation activity. Note: The Trip/Service Charge will be inserted in the contract as a “plug-in” NTE, Other Direct Costs: Travel. This Trip/Service Charge includes: allowing appraiser, insurance adjusters, etc. access to the property, as well as, meeting the former occupant to retrieve personal property. A trip/service charge is applicable in cases where the requested property preservation activity cannot be completed due to circumstances beyond the Contractor control, i.e. the property is newly posted for sale, re-occupied, renovations in process, the property cannot be located, (assuming not located previously), the work is found completed by others, the requested lawn cut is not required, etc. A charge is also applicable for orders placed specifically and exclusively to confirm restoration of utility services, or confirm that securing and winterization remain intact.

A trip/service charge is not applicable if the estimate is approved or if the trip to the property is the result of a recent and erroneous Contractor property inspection. If the Contractor inspection incorrectly reports the occupancy status there is no trip/service charge. If the Contractor inspection reports problems at the property and this proves to be erroneous and therefore the trip unnecessary, there is no trip/service charge.

10 Payment Procedures

Payment Due Date

Unless otherwise specified in the contract, payments under this contract will be made on the 30th calendar day after the later of:

The date of actual receipt of a proper invoice in the office designated to receive the Invoice, or the date tasks are formally accepted by the Government.

If the services covered by a submitted invoice are rejected for failure to conform to the technical requirements of this contract, the provisions stated above will apply to the properly resubmitted invoice.

Payment under this contract will be made by Electronic Funds Transfer. The recipient of this contract must designate a financial institution or authorized payment agent through which federal payment may be due.

pg. 16