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United States Department of Agriculture
Rural Development
Kentucky State Office
November 17, 2010
REQUEST FOR QUOTATIONS (RFQ)
The US Department of Agriculture, Rural Development, Kentucky State Office is seeking quotations for Single Family Housing Appraisals for the various counties of Kentucky.
We highly value our relationship with the appraisers filling our needs. We hope that each appraiser who has been working with us submits a quotation. Of course new appraisers are also very welcome to compete. We are especially seeking additional appraisers in South Eastern KY. If you submitted a quotation last year, but did not receive any orders, this is your chance to submit a new quotation. The due date for Quotations is shown in block 11(b) of the Standard Form 18 provided in this packet. Earlier submissions are encouraged. Late submissions might not be considered.
REQUIRED ORIENTATION SESSION:
This year, all appraisers competing for this opportunity must attend a Mandatory Orientation Session. Attendance at a prior session will NOT qualify you for this opportunity. Three sessions are being offered. See RFQ paragraphs A.8 and A.9 and the attached training announcement for more information.
We plan to issue Blanket Purchase Agreements (BPAs) which will allow for the issuance of BPA Call Orders by our Area Office staff. It is anticipated that the BPA will begin in February 2011 through 12 months thereafter. We may issue case by case individual purchase orders from your same price quotation.
If you are new to Government acquisitions, I realize the Request For Quotation may be a bit confusing, but I’m sure everything will become clear when we explain it at the orientation session. If you have any questions, it is helpful to submit them as far in advance of the orientation session as possible so we can give written answers.
NEW VENDORS:
If you are not registered in the Government’s Central Contractor Registration (CCR) and/or On Line Representations and Certifications (ORCA) systems, or have a USDA VID#, please begin the process immediately. The first step is to call Dunn & Bradstreet at 1-866-705-5711 to obtain your DUNS number. Both the information and the call are free, although there is a charge for expedited processing. Normal processing can take weeks, so you are advised to make the call immediately. There is also a waiting period of a minimum of 2 days between CCR and ORCA registrations. You may quote before completing registrations, but cannot receive a BPA without full registrations. Please see the enclosed “New Vendor Packet” of information regarding registrations.
Thank you for your interest in providing appraisals to USDA Rural Development. I hope to see you at one of the mandatory orientation sessions. Please feel free to call me, or send me written questions if anything is not clear to you. I can be reached by phone at 859-224-7332, by FAX at 859-224-7339, or by Email at david.beveridge@ky.usda.gov Sincerely, David R. Beveridge
Contracting Officer
General Information Regarding Requests for Quotations for Single Family Housing Appraisals
We issued Requests for Quotation for Single Family Housing appraisals under a Blanket Purchase Agreement (BPA). Under this method of ordering, a document called a Blanket Purchase Agreement (BPA) is issued. Orders (which are called BPA Calls) are issued directly by our Area Offices throughout Kentucky. You may compete for any or all counties in Kentucky. If you compete for multiple counties, you may receive more than one BPA. Unique features under the BPA method are that you will submit only one consolidated monthly invoice for each BPA.
Generally the annual dollar volume of a BPA is over the dollar threshold that requires certain clauses be included in the document. Therefore, BPAs will include the several required clauses. These are generally not negotiable since they are required by either law or regulation. These clauses are included in the Request for Quotations. Law or regulation may require us to modify the BPA at any time to modify/add/include certain clauses.
GENERAL INFORMATION
If you would like to submit a price quotation for any or all of the counties, enter your price quotation on the Price Quotation Page in the RFQ. We anticipate awarding new BPAs in January or February. Unless you otherwise specify, we will also retain your price quotation for emergency individual orders that may be required in exceptional circumstances, as for example when the appraiser awarded a BPA has a conflict of interest or is otherwise not able to provide the appraisal. The number of appraisals in any given county vary widely from year to year.
It is possible that during the year, the field office that services any individual county will change. If you are issued a BPA we will advise you of relevant changes as they occur.
You may submit price quotations for any or all of the counties. We do require that the price you quote be valid for any and all appraisals in the county for which you quote a price. Prices under the BPA Method are firm for the entire 12 month period.
MANDATORY REGISTRATION IN ELECTRONIC SYSTEMS
To receive a BPA you must be registered in the Government’s CCR and ORCA systems, and have a valid VID Number. Information regarding registering in those systems is included in the “New Vendor Packet”, a copy of which is enclosed. Registering in CCR and ORCA requires you to have your DUNS number, which can take a while to obtain. Please see the enclosed “New Vendor Packet” for information about obtaining your DUNS number from Dunn and Bradstreet Corporation.
MANDATORY ORIENTATION SESSION
Vendors are also notified that no BPA will be issued to any vendor who did not attend one of the three Mandatory appraiser Orientation Sessions. See paragraphs A.8 and A.9 of the RFQ for more information regarding the mandatory orientation session. Attendance at a prior session WILL NOT qualify you to receive a BPA. All competitors must attend one of the offered sessions to receive a BPA and/or purchase order. See the attached training announcement for further information, as well as registration details.
You may attend without making a reservation. However registration will allow us to contact you if there is a “last minute” change to the meeting site due to changes in the number of attendees. Also we can better accommodate you and ensure the comfort of all if you make our reservation as requested above. For your comfort, business casual dress is appropriate.
At least one appraiser from your firm who is certified by the Kentucky Appraisal Board as a Certified General Real Property Appraiser, or as a Certified Residential Real Property Appraiser must attend the orientation session for your firm to receive purchase orders or BPAs.
PRICE EVALUATION INFORMATION
The USDA Rural Development, Kentucky State Office has noticed that some appraisers are broadening the geographical area in which they wish to provide appraisals. While the area that a vendor wishes to work is at their own discretion, we do find that appraisals conducted without an intimate knowledge of the local community may not yield an as accurate as possible appraisal. Therefore, as we did in previous competitions, we will allow an evaluation credit for certain factors that we believe are of value to the Government. Insert the appropriate information on the price quotation page to claim any price evaluation credit to which you may be entitled. See the RFQ section entitled “Price Evaluation Credit Factors”. The evaluation methodology and the “Price Evaluation Credit Factors” will be further explained during the scheduled orientation session.
QUOTATION SUBMISSION INFORMATION
Submit your quotation to arrive no later than the due date and time specified in block 11(b) of the “Request for Quotation Standard Form 18” at the address specified in the RFQ paragraph PLACE FOR SUBMISSION OF QUOTATIONS. Quotations received late might not be considered.
You may also submit a scanned image of your quotation by Email to: david.beveridge@ky.usda.gov If you respond by Email, be sure to include a scanned image of all of the pages noted in the QUOTATION PREPARATION INSTRUCTIONS in the RFQ, and also send a hard copy by Mail or other delivery service to the address specified in the paragraph PLACE FOR SUBMISSION OF QUOTATIONS.
PRIOR YEAR PRICES:
Because it is public information and because we are often asked for the information, attached is the results of the last competition showing prices paid per appraisal for each county.
November 10, 2010
TRAINING NOTICE
To all Appraisers interested in doing business with USDA Rural Development. At least one appraiser in your company certified by the Kentucky Appraisal Board as a Certified General Real Property Appraiser, or as a Certified Real Property Appraiser must attend the orientation session for your firm to receive purchase orders or BPAs resulting from this competition.
Attendance at prior sessions will NOT qualify your firm.
Current appraisers must attend one of these sessions to receive a new BPA or Purchase Order.
Our office determined that changes to the appraisal program are so significant to require that all appraisers attend a mandatory orientation session to compete for the next Blanket Purchase Agreements (BPAs) to be issued by our office. Attendance at a prior orientation session will NOT qualify you to receive a new BPA regardless of the price you quote.
We will hold three sessions throughout Kentucky. You need attend only one session. You may attend any one of the sessions to qualify. Sessions begin at 10:00 AM. The doors are scheduled to be open by 9:30 AM. You must attend the entire session to receive credit for attendance. We reserve the right to make audio recordings of the entire session. Business casual dress is appropriate.
At least one appraiser certified by the Kentucky Appraisal Board as a Certified General Appraiser, or as a Certified Residential Appraiser must attend the orientation session for your firm to compete and qualify to receive our next purchase orders or Blanket Purchase Agreements (BPAs). We anticipate that sessions will be completed by 12:00 NOON. We will provide copies of the Request for Quotation either at the orientation session, or shortly thereafter. Generally, only one BPA will be issued per county, unless equal evaluated quotations are received. You may compete for as many counties as you choose. NOTE: We are especially seeking additional appraisers in southeastern Kentucky.
MANDATORY ORIENTATION SESSION SCHEDULE
November 29, 2010 Lexington, KY at:
Crown Plaza (Campbell House)
1375 Harrodsburg Road
Lexington, KY 40504
November 30, 2010 Morehead KY at:
Morehead Conference Center
111 East First Street
Morehead, KY 40351
December 02, 2010 Bowling Green KY at:
Hilton Garden Inn
1020 Wilkinson Trace
Bowling Green, KY 42103
We have a phone line to give status on sessions so you can check in advance for delays or cancellation. That phone number is 859-224-7677. The phone line will not be monitored for incoming messages.
Competitors must have current and valid registrations in the following US Government systems to receive an award:
Central Contractor Registration (CCR) system, On Line Representations and Certifications Application (ORCA) system and, Have a valid USDA FFIS Vendor Identification Number (VID#).
While these usually take only about an hour each, with a few days wait between CCR and ORCA registrations, and a few days for the FFIS VID# there can be incidents causing significant delays. If you do not have all registrations current and complete we advise you start immediately.
By November 15, 2010 please register for the session you wish to attend.
CONTINUED ON REVERSE SIDE
If you wish to compete, please register by Monday, November 15, 2010 Send a registration Email message to both david.beveridge@ky.usda.gov and to linda.wolfe@ky.usda.gov You may request a read receipt, but be aware that we will not read registration messages for extraneous information or requests.
To register please send one email message for each attendee to both of the above Email addresses.
Format the “SUBJECT” line of the message to read:
REGISTRATION-Name of City-Name of attendee (last name then first name) If you need accessibility accommodations include “-ACCESSIBILITY ACCOMMODATION NEEDED” at the end of the subject line, and in the body of the message describe the accommodation needed. Do not specify if an accessibility accommodation is NOT needed.
For Example the subject line would read:
REGISTRATION-Lexington-Smith John- ACCESSIBILITY ACCOMMODATION NEEDED
(NOTE-Be sure to include the – in all places indicated in the example).
The phrase “-ACCESSIBILITY ACCOMMODATION NEEDED” is to be used ONLY if such an accommodation is needed.
It is important to pre-register by Nov 15 or as soon as possible thereafter, so we will have enough copies of the RFQ and training materials which we plan to distribute at the sessions. We will make only a few extra copies of the RFQ and training materials, so if you do not pre-register, you might have to wait for copies to be mailed to you.
If you have not completed the CCR and ORCA registrations or do not have a current and valid USDA VID#, you can request our “New Vendor Packet” which explains about those registrations by sending a separate Email message to the same Email addresses referenced above for registrations. We will furnish the information by return Email.
The subject line of that Email message should read:
“REQUEST FOR NEW VENDOR PACKET”
If you get this notice after Monday, November 15, 2010, please register as soon as you receive this notice. You may, however, attend without pre-registering.
Please include all of the below requested information in your registration:
Appraiser’s Name:_______________________________________________________
Company Name:_________________________________________________________
Address:____________________________________
City/State/Zip:_______________________________
Email address:_______________________________
Phone:_____________________________________
Alternate Phone:_____________________________
Selected Appraiser Orientation Meeting Reservation:
/_/ -November 29, 2010 at Lexington, KY
/_/ -November 30, 2010 at Morehead
/_/ -December 02, 2010 at Bowling Green, KY
Sessions will begin at 10:00 AM Local time at each location.
Sincerely, David R. Beveridge, Contracting Officer
771 Corporate Drive • Suite 20 • Lexington, KY 40503
Phone: (859) 224-7300 • Fax: (859) 224-7425 • TDD: (859) 224-7422 • Web: http://www.rurdev.usda.gov/ky
Committed to the future of rural communities.
“USDA is an equal opportunity provider, employer and lender.”
To file a complaint of discrimination write USDA, Director, Office of Civil Rights, Room 326-W, Whitten Building, 14th and
Independence Avenue, SW, Washington, DC 20250-9410 or call (202) 720-5964 (voice or TDD).
