Combined_Questions_11-15-18.docx

Part I. Questions

1. Question: Does data received from the Census require cleaning before analysis can begin?

Answer: The Public Use Files are cleaned and edited by the Census Bureau before release. There may be some anomalies or inconsistencies that must be addressed.

2. Question: Does the HUD reports make use of the public use file on Census.gov or are there additional data sets that need to be obtained?

Answer: The reports will require the use of the public use files and, perhaps, output from the online table creator. We will not need internal data.

3. Question: Section B.3 - Please clarify that both the 2015 (CLIN 0001AA) and 2017 (0001AB) are to be delivered in the base year.

Answer: That’s correct.

4. Question: Please clarify if the 2015-2017 Metro CINCH/RD Report should be included as a CLIN in B.3 in the base year. There is a corresponding narrative description in 5.2 that does not have a corresponding CLIN in B.3.

Answer: That is correct. There should be a CLIN for that.

5. Question: PWS (Section 8) - We request that HUD change the # of days from 3 to 7 business days in the event any further analysis would be required to address a comment.

Answer: Changed the PRS table to 7 days from 3 days

6. Question: Section 5.4 Product Technical/ Topical Reports - The description for this task reads like the requirements for a monthly report and not the requirements for this activity. Please clarify the scoping requirements for this task including the number of working days from assignment to draft report submission.

Answer: Section 5.4 has been revised.

7. Question: Section 5.3. - Please clarify the format and specifications for the “database” required under: “The contractor shall produce eight Rental Dynamics Reports and ‘database’ based on the 2015-2019 AHS. This database may be incorporated in the CINCH database.”

Answer: The database should be a file with one record for each sample unit used in the analysis, suitable for linking to the AHS public use file. It should contain variables describing how the unit’s status changed between the beginning and ending periods. See the datasets on HUD USER for examples: https://www.huduser.gov/portal/datasets/cinch.html

8. Question: Is a transitional phase envisioned in which the new contractor will get to discuss the scope, data, etc., with the previous contractor, or will all materials be received directly from PD&R? Is there a protocol for transitioning in documentation from the prior contractor?

Answer: There is no transition. The contractor will provide all data to PD&R.. .

9. Question: We do not see a 2013-2015 CINCH report or any scoping for a 2013-2015 report in the RFP. Were these completed under the prior contract? If so, does HUD intend on making these reports available to offerors? (We are particularly interested in whether any methodology changes were identified).

Answer: The AHS selected a new sample in 2015. Consequently, there can be no 2013-2015 longitudinal analysis, such as CINCH.

10. Question: Regarding the Characteristics of HUD Assisted Renters and Their Unit Reports, on page 13 of 71 in the PWS there is a reference to the 2003 report that is 523 pages long including 450+ pages of tables. The 2013 report (https://www.huduser.gov/portal/sites/default/files/pdf/Characteristics-HUD-Assisted.pdf) is 48 pages. For budgeting purposes, should offerors assume that these reports will be closer in length to the 2003 report or the 2013 report?

Answer: The 2013 report.

11. Question: In Section 6 Deliverables (p.16 of 71), both the 2015-2017 and the 2017-2019 National CINCH reports are included in the base year. Please confirm that you meant to include the 2015-2017 national and the 2015-2017 metro reports in the base instead.

Answer: Correct, the base year CINCH analysis should cover only 2015-2017, national and metro.

12. Question: Are the technical/topical reports described in Section C, 5.4 (p. 15) the same as those described in Section C, 1.2, 4 (p. 7)? Can the government confirm the description of the technical/topical reports and when and how many are to be delivered?

Answer: Yes. The description in Section C, 1.2.4 is the correct one and C.5.4 has been revised. The number of reports are as follows:

a. 2 in the base period

b. 3 in option period 1

c. 2 in option period 2

d. 3 in option period 3

13. Question: Section C, 6.0 lists the deliverables. The base-year table lists “2017-2019 National CINCH/RD” and “2015-2017 National CINCH/RD” reports. Should one of these be a 2015-2017 Metro CINCH/RD report? Additionally, should the 2017 Characteristics Report be listed in this base-year table as well?

Answer: Yes. The base year CINCH/RD should be 2015-17 national and metro. The 2015 and 2017 characteristics report are both in the base year.

14. Question: Could the government provide clarification on the number of CINCH and RD reports – both national and metro – to be produced in each of the 2015-2017 and 2017-2019 periods? Additionally, can the government provide clarification on the number of databases accompanying these reports?

Answer: Over the course of the contract:

1. National report covering 2015-2017. (base)

2. Two metropolitan reports covering 2015-2017. (base)

3. National report covering 2017-2019. (option 2)

4. Two metropolitan reports covering 2017-2019. (option 2)

5. Two supplemental metropolitan reports covering 2015-2019. (option 2) There should be one database in the base year (as the metro cases are part of the national PUF) (see C.5.2 and C.5.3).

There should be one national database (including the core metros) and one metro database in option year 2. (see C.5.2 and C.5.3) The contractor is also required to updated and maintain the AHS Bibliography database and Reports that are provided by HUD. (see C.5.5)

15. Question: Can the government confirm the Management Plan (listed in Section C, 6.1) and the Quality Control Plan (listed in Section C, 6.3) would only be delivered under the Base Year?

Answer: Yes.

16. Question: Can the government confirm the type of deliverables for updating and maintaining the bibliographic database (listed in Section C, 5.5)? Is the contractor expected to produce a yearly pdf report to update their existing spreadsheet only using information gathered about new AHS citations?

Answer: Yes, that’s correct.

17. Question: Section 5.1 of the RFP states that HUD will provide summary tables on which the Characteristics of HUD-Assisted Renters and Their Units report will be based. Will the contractor be required to run any additional tables for this report?

Answer: The contractor will need to prepare exhibits for the body of the report. The contractor will need to summarize results from the tables provided by HUD.

18. Question: Section 5.1 of the RFP also states that the Characteristics report must include a section describing the merging of HUD administrative data to the AHS. Will HUD be doing the necessary data merges in-house, and will HUD provide the methodology of that process to the contractor for the section in the report that describes the merge?

Answer: Yes.

19. Question: Will HUD make previous SAS codes to generate the CINCH and other relevant reports available to the contractor?

Answer: Yes. Note, however, that the previous CINCH reports were prepared before the survey was redesigned in 2015. There have been changes in variable names and database structure.

20. Question: Section 5.4 of the RFP discusses creating technical/topical reports. The description of these reports implies these to be progress reports that must be submitted with each invoice. Is that what these reports are? If yes, how are they different from the Monthly Progress Reports described in section 6.4? If no, can you please clarify the description of these reports, their anticipated length and the anticipated number of these reports per year?

Answer: Section 5.4 has been revised to match Section C, 1.2.4 which has the correct description of these reports.

21. Question: Is the contractor required to use SAS or can the contractor use other statistical packages?

Answer: SAS or similar comma delimited file

22. Question: Section 5.4 of the RFP discusses creating technical/topical reports. The description of these reports implies these to be progress reports that must be submitted with each invoice. Is that what these reports are? If yes, how are they different from the Monthly Progress Reports described in section 6.4? If no, can you please clarify the description of these reports, their anticipated length and the anticipated number of these reports per year?

Answer: Section 5.4 has been revised to match Section C, 1.2.4 which has the correct description of these reports.

Part II. Questions:

1. Question: Given that the Atch_J.3_Price_Volumne_Labor_and_Rates template was provided by the Government, it appears that the Base and All Options (Column AD) does not include the subtotals for Columns Y (CLIN 0003AB) and AC (CLIN 0003AC). Was that intentional?

Answer: The spreadsheet has been corrected.

2. Question: For charts, graphs, and boxes in the technical proposal, may we use a minimum of 10-point type font?

Answer: It’s acceptable Section L has been revised.

3. Question: Please confirm that the 15-page limit on Page 66 refers only to Factor 1.

Answer: Yes. Factor 1 Technical Approach shall not exceed the 15-page limit.

4. Question: Please confirm that a cover sheet and cover letter may be included in the technical proposal and not count towards the 10-page limit.

Answer: The Cover letter is not included in the count towards the 15-page limit.

5. Question: Please confirm that letters of commitment are only required for key personnel.

Answer: Yes. The letter of commitment is for any key personnel you designate which may include current employees, potential employees, subcontractors, or teaming partners.

6. Question: Please confirm that resumes are only required for key personnel as described in G.6 and that they are 2-page max.

Answer: Yes. Resumes are only required for Key Personnel. Section L Factor 2: Key Personnel resume is limited to 2 pages. Key personnel minimum qualification described in G.6.

7. Question: Under Section 1.11 Status Meetings - please clarify why these meetings are at “no additional cost to the government.”

Answer: This is your opportunity to tell us how to score your performance based on the progress of the requirements.

8. Question: Section L. 8. I: Factor 1 Technical Approach: b. Can the offeror submit a project schedule as an attachment and not part of the 10-page maximum?

Answer: Please see L.8 (b). Factor 1 Technical Approach is a 15-page limit.

9. Question: Please confirm the number of past performance examples that you would like submitted by the prime contractor. Is it 5?

Answer: Yes. Please refer to Section L. Factor 3 Past Performance (a).

10. Question: Section L.8. III. Factor 3 Past Performance: b. If a subcontractor is completing more than 20% of the work, do they need to submit 5 of their own past performance references as well? How many past performance references should the subcontractor include?

Answer: Yes. Please refer to Section L. Factor 3 Past Performance (b).

11. Question: We are aware that this work was on the forecast with a budget of $1-2 million. Can you please provide a close or high-end limit of what funding is available for this contract, as this is a large range?

Answer: This is acquisition sensitive data and is not appropriate for disclosure at this juncture.

12. Question: On G.1. the column header indicates "due from contract award." Should that be "due from date of execution of contract year"?

Answer: Due from the date of award.

13. Question: Given this is a Time and Materials contract, please confirm the requirement for a professional employee compensation plan. (Volume 2 Business Proposal #2, pg. 68).

Answer: This is not a time and materials contract. See 52.222-46 Section L Volume 2 Business Proposal (2)

14. Question: Can the government provide an anticipated level of effort for the work described in the PWS?

Answer: Magnitude is defined as 65,000 or greater analyzed records

15. Question: Should the Quantity column of the deliverable tables (Section C, 6.0) have a “2 or 3” for the Metro CINCH/RD rows?

Answer: See PWS section 5.2

1. Two metropolitan reports covering 2017-2019.

2. Two supplemental metropolitan reports covering 2015-2019.

16. Question: Section G.7 states that the Alternate Project Manager must be an employee of the contractor. Can the person be a part-time employee of the prime contractor? Additionally, is the person required to be currently employed by the prime contractor Answer: The Alternate Project Manager must be employed by the prime contractor however; An alternate shall also be designated to act in the absence of the Project Manager AND ne of the other Key Personnel can be designated to serve as the Alternate Project Manager

17. Question: Are sub-contractors required to be small businesses?

Answer: No, See 52.219-14 limitation on subcontracting.

18. Question: Deliverables: Under Section 6.0, the PWS references the following as deliverables: Management Plan, Progress Reports and Quality Control Plan. However, there are no CLIN numbers provided for these deliverables. Can HUD clarify whether there will be CLIN numbers assigned to these? If not, please clarify how the effort/time involved on these deliverables should be incorporated in the pricing proposal?

Answer: Management Plan (PWS 6.1) and the Quality Control Plan (PWS 6.3) are due during the base period within 14 days of the base award. The CLIN 0001AF Progress Report, 0001AG Management Plan, 0001AH Quality Control Plan has been added under the base year.

19. Question: Payment Schedule: We understand from Section L.2 that the Government contemplates awarding a firm-fixed price contract, with payment due at the time of completion of deliverables. In order to assist with cash-flow challenges for a woman-owned small business (WOSB), would HUD consider a partial payment schedule (i.e. flat monthly payments) in lieu of payment upon completion?

Answer: We are providing partial payments as deliverables are met. See Deliverables Schedules 6.0.

21. Question: I am hoping to find out if there is an incumbent contractor currently performing these services or if this is a new requirement. If there is an incumbent, could you please provide the contract number?

Answer: We currently have an incumbent performing, however this is the first time that a woman owned set-side has been used utilized. The current contract number is DU204SB-14-C-01.