Q&A_5-29-2019.pdf

86543G19R0003, AMENDMENT 000002

QUESTIONS AND ANSWERS

Reference: Questions in response to Solicitation Number 86543G19R0003 – Post Closing Portfolio Management Support

To: Prospective Offerors

The following questions and answers addressed below are hereby incorporated into this solicitation:

THE CLOSING DATE OF THIS SOLICITAITON IS CHANGED FROM MAY 27, 2019

3:00 PM EST TO JUNE 5, 2019; 3:00 PM EST.

Q1. 1. P.60 of Solicitation: Regarding the due date of May 27, 2019 at 3 pm EST, which is Memorial Day, would HUD consider extending the deadline by one week to allow adequate time for a response?

A1. See Amendment 1

Q2. 2. P.5, PWS: Regarding the review and analysis of each property’s Annual Financial Statement (AFS) to verify the surplus cash calculation and to confirm HUD received the correct payment on surplus cash notes, is the timing cycle for submission of AFS the same for all properties? Or Could HUD describe the anticipated timing cycle for completion of this requirement on an annual basis?

A2. The majority of the AFS’s have a calendar year end of December 30th of each year.

Q3. 3. P.18, PWS: 5.3 Support and Service: Regarding the Help Desk, could HUD provide the existing user manuals and system design of the Dashboard, so we may adequately evaluate the amount of effort involved in help desk support? Also, approximately how many help desk calls are received annually and what is the average amount of time required to resolve a help desk call?

A3 The help desk handles approximately 1000 call per year. However, the number of calls may vary. The average time is approximately 5 minutes.

Q4. Contract When is the anticipated contract award date?

A4. August 30, 2019

Q5. Contract Does HUD anticipate oral presentations to determine best and final offer?

A5. No. oral presentations will not be held.

Q6. General: Can HUD provide a distribution of the number of properties with associated operating fiscal year ends?

A6. The majority of the Annual Financial Statements’ have a calendar year end, December 31st of each year.

Q7. General How many HUD Account Executives will be interfacing with this project?

A7. There are approximately 392 HUD Account Executives. Currently about 200 have access to the system.

Q8. General: What is the typical portfolio size for each HUD Account Executive?

A8 Information is not available.

Q9. General: The Solicitation includes a line item for the base year and option years for Travel not to exceed $5,000. Is travel expected during the contract?

A9. Little to no travel is expected.

Q10. General: Can HUD share how many AFS were reviewed last year (2018)?

A10. This is proprietary information is not available.

Q11. General: It is our understanding that additional labor categories can be added for consideration. Can labor categories on page 68 of the Solicitation be eliminated or consolidated?

A11 See Page 68 Currently, the labor categories have been identified and the Offeror shall provide pricing for all of these labor categories. The Offeror may propose additional labor categories if deemed necessary. All newly proposed labor categories outside of the ones identified in this contract shall be subject to review, negotiation and approval by the Contracting Officer.

No, these labor categories cannot be eliminated, but can be consolidated.

Q.12. General: The Proposal Matrix on page 64 of the Solicitation refers to Section V2(k) and Section V(e) in columns 4 and 5, respectively. Can HUD clarify where in the solicitation Section V2(k) and V(e) are located?

A.12 . Page 63 Section V (k) TECHNICAL PROPOSAL INSTRUCTIONS and page 68 Section V (l) EVALUATION FACTORS FOR AWARD. See Amendment 2

Q13 General Page 7 of the solicitation states “Some owners are required to only file paper Annual Financial Statements”. How many entities file paper AFS? What is the manner in which these are received?

A13. Page 7 of the PWS 2.1 Definitions AFS - HUD generally requires that Annual Financial Statements on the entity that owns the project securing the Loan be filed electronically with REAC. Some owners are required to only file paper Annual Financial Statements. Very few entities file paper statements and they are sent directly to HUD.

Q14 General: The Solicitation indicates the Surplus Cash Analysis will be performed for 1,240 existing properties each year. On page 23 of the PWS, it states there are 1,900 properties in the PCPM database. Can HUD clarify the number of properties for which the Surplus Cash Analysis will be conducted annually?

A14. Up to 1,240.

Q15 General What is the expected time period to close out the Preliminary Surplus Cash Analysis and re-reviews?

A15. For Preliminary Surplus Cash Analysis see 5.1.4 of the PWS. For Re-reviews no more than 30 days.

Q16 Key Personnel Page 26 of the Solicitation identifies Key Personnel. Are the data populated for the “% of Effort” for the Project Manager and SME for illustrative purposes only or is the Project Manager expected to provide 75% support, while the SME provides 100% support for the duration of the contract?

A16. See Solicitation, Page 25, 2452.237-70 KEY PERSONNEL (FEB 2006) The Project Manager is expected to provide 75% percent of effort for the duration of the contract. The SME expected to provide 100% percent of effort for the duration of the contract.

Q17 Database Section 5.4.2 of the PWS states the contractor makes recommendations for database enhancements. Is the level of effort to implement and test database enhancements included in the estimated 500 hours in the Solicitation as CLINs 006, 014, 0021, 0028, and 0035?

A17 The Level of Effort hours will be agreed upon by the Contractor and the COR before any enhancements begin.

Q18 Database What type of data is available for the 1,900 property records (i.e. financials, physical inspections, etc.)?

A18 See 5.1.1 and 5.4.3 in the PWS.

Q19 Database Is the contractor required to maintain the database using Microsoft SQL Server 2012 R2 or is the contractor required to use Telerik Reporting and UI for the dashboard?

A19 HUD doesn’t prescribe how the data is maintained. HUD requires a dashboard that will perform using the most current browser that HUD us using

Q20 Is HUD open to using other hosting methods/tools?

A20 See A19.

Q21 Is HUD open to using other tools/applications for the UI dashboard to ease future modernization?

A21 See A19 and A20.

Q22 Database: What functionality does the dashboard offer? Does it have input capabilities.

A22 See 5.1.1 and 5.4.3 in the PWS. Yes, the dashboard has input features that are limited by level of user access

Q23 Database : What format does the PCPM database export data to the Loan Servicers? In what manner is the data shared with the Loan Servicers? Is it a flat file delivery or system interface?

A23 Currently the file is exported in excel and is in flat file format.

Q24 Database: Online applications are referenced on page 23; can HUD specify how the online applications interface with the Access DB and Dashboard?

A24 The contactor determines applications and how they interface.

Q25 Database: How many HUD users and external users are expected of the UI and Access DB?

A25 Currently HUD use is only through the dashboard browser and is limited by level of access.

Q26 Database: How does the current PCPM database obtain data at this time? Is the incumbent extracting data directly from HUD source systems or are the datasets being provided by HUD personnel?

A26 See 5.1.1, 5.4.3 and 5.4.4 in the PWS.

Q27 Online applications are referenced on page 23, can HUD specify how the online applications interface with the Access DB and Dashboard.

A27 See 5.1.1, 5.4.3 and 5.4.4 in the PWS

Q28 Database: How many HUD users and external users are expected of the UI and Access DB?

A28 Currently about 200 have access to the system, however this may vary, Q29 How does the current PCPM database obtain data at this time? Is the incumbent extracting data directly from HUD source systems or are the datasets being provided by HUD personnel?

A29 See 5.1.1 and 5.4.3 of the PWS

Q30 Database: What data is collected from the Servicers via the PCPM?

A30 See 5.1.1 and 5.4.3 PWS HUD does not have a user guide.

Q31 Database: What is the estimated volume of data currently stored on the MS SQL Server (estimated number of tables, records, fields, etc.)?

A31 See PWS Section 5.4.3, Data Input Sources for quantity estimate.

Q32 . The RFP due date falls on the Memorial Day holiday. Is it possible to move this date out to a later date?

A32 See Amendment 1 Q33. If the offeror intends to work in partnership/Prime-Sub relationship, or other business arrangement, with 1 to 2 subcontractors, how many past performance references are the subcontractors requested to provide (e.g. past performance references from the prime, plus past performance reference from the team of subcontractors) May the required total references of Past Performance be combined?

A33 No. See Solicitation, Page 65-66 Past Performance.

Q34. For offeror evaluation purposes, will Past Performance questionnaires and evaluations be numerically scored? And, will such scoring be weighted equally, regardless as to whether they are from the Prime or the Sub(s)?

A34 See Solicitation Page 69-70, Factor 3 Past Performance.

Q35 Who is the incumbent contractor?

A35 MBI Consulting LLC

Q36 P.5, PWS: Regarding the review and analysis of each property’s Annual Financial Statement (AFS) to verify the surplus cash calculation and to confirm HUD received the correct payment on surplus cash notes, is the timing cycle for submission of AFS the same for all properties? Or Could HUD describe the anticipated timing cycle for completion of this requirement on an annual basis?

A36 See A2.

Q34 P.18, PWS: 5.3 Support and Service: Regarding the Help Desk, could HUD provide the existing user manuals and system design of the Dashboard, so we may adequately evaluate the amount of effort involved in help desk support? Also, approximately how many help desk calls are received annually and what is the average amount of time required to resolve a help desk call?

A36 See A3.

Q35 P. 22/23; PWS: 5.4.3 Database Maintenance and Data Input/Data Input Sources: What is the approximate disk storage space required for the existing applications and data?

A35 Information is not available.

Q36 5. P.24, PWS: 5.4.3 Database and Application Maintenance: Could you clarify comment regarding the raw records with varchar or memo fields “Contractor will be required to address needs associated with this structure”. What are the anticipated needs?

A36 HUD cannot anticipate the needs. The contractor will be required to perform as described in PWS Section 5.4.3

Q37 P.20, PWS: 5.3.2 Meeting and Reporting: The third paragraph states “The Contractor shall ensure that its reporting system within the database has the ability to generate and send reports by any unique data field within the database.” What reporting system is currently used?

A37 The reporting system will be determined by the contractor. HUD needs the ability generate and send reports by any unique data field within the database

Q38 P.60, (e ) Subcontractors: e) states to include a complete price proposal in the same format as the offerors. Do you want the Subcontractor Pricing in a separate Pricing Volume than the prime?

A38 Yes.

Q39 P.7, PWS: 1.13 Transition In: Where will the transition in period be based? Will travel be required to visit the incumbent location for transition?

A39 HUD is not able to determine if travel is required for this task.

Q40 P.18, PWS: 6.3 Support and Service: Does the Help Desk include a manual containing help desk responses to commonly asked questions?

A40 HUD does not own the help desk manual

Q41 Has MBI Consulting of Bethesda, MD been issued a new HUD Contract?

A41 Information is not available.

Q42 The instruction states that it should be sent directly to you. Should this be sent via email or regular mail?

A42 See Solicitation, Page 61, TECHNICAL AND BUSINESS PROPOSAL SUBMISSION – Faxed or E-Mail submissions ARE NOT BEING ACCEPTED.

Past Performance Reference shall be sent directly to me via email at brenda.k.lee@hud.gov. See page 65-66 PAST PERFORMANCE.

Q43 On page 1 of the survey, the paragraph above the first box says the following: The Department of Housing and Urban Development (HUD) is procuring the services described in the box below. You have been selected by the contractor or key personnel identified above to provide past performance information to HUD to be used in evaluating the offeror’s proposal for this acquisition. The box referenced has the following instructions in it: Summarize the services acquired here. What should be put into this box, the services HUD is acquiring or the service we performed as a subcontractor to the reference?

A43 The services that HUD is acquiring, as described in Solicitation No.#86543G19R00003, Attachment A, PWS.