RFP 86614822R00014 Responses to Questions.pdf

Evaluation of PHA CARES Act Waivers – Responses to Questions

Solicitation No. 86614822R00014

1. Please provide the cover SF1449 page. Provided.

2. Can HUD please provide the estimated budget for this opportunity? Unfortunately, that cannot be provided.

3. Will HUD please extend the due date to September 1, 2022? Unfortunately, we are unable to extend the deadline beyond the current deadline of August 25.

4. Is there an incumbent contractor for this project? This is a new requirement.

5. Section B.4 (p. 2-4) Line Item Numbers and Prices -

a. Is it HUD’s intention to have FFP pricing at the labor category level (CLIN 001AA through 001AG, for example), or to have that at the higher level CLIN 001 - Task

1 Project Management? The former seems to be very prescriptive for FFP with the latter allowing the contractor to manage labor category mix while holding to a

FFP price. The subCLINs are not separately priced. This has been updated in the solicitation.

b. Where can the contractor include Other Direct Costs in the B.4 tables given that only labor is included? Updated.

6. On page 8, HUD mentions “On December 6, 2021, PIH issued a notice requesting all

PHAs to complete an online survey with CAWRT….” Can HUD please identify who and under what contract number and OMB control number the survey mentioned was conducted?

The CAWRT was developed under a HUD PIH (Public and Indian Housing) Contract with Nakapuna Solutions, LLC. The contract number is 86614821C00003 and the OMB

PRA number is 2577-0292 consisting of HUD-5883 and HUD-5885 Emergency Waiver

Reporting forms.

7. Who develops and manages the data within CAWRT? Does HUD have a data sharing agreement with this entity to expedite access and sharing of data with the selected evaluator?

HUD manages the data itself and there are no data sharing agreements. Data is publicly ava HUD manages the data itself and there are no data sharing agreements. Data is publicly available through the online dashboard at https://app.powerbigov.us/view?r=eyJrIjoiODkwNDI4YjQtNTA1My00NTUxLWIxODQtND

M0NDk0YzJkOWIzIiwidCI6IjYxNTUyNGM1LTIyZTktNGJjZC1hODkzLTExODBhNTNmY zdiMiJ9 https://app.powerbigov.us/view?r=eyJrIjoiODkwNDI4YjQtNTA1My00NTUxLWIxODQtNDM0NDk0YzJkOWIzIiwidCI6IjYxNTUyNGM1LTIyZTktNGJjZC1hODkzLTExODBhNTNmYzdiMiJ9 https://app.powerbigov.us/view?r=eyJrIjoiODkwNDI4YjQtNTA1My00NTUxLWIxODQtNDM0NDk0YzJkOWIzIiwidCI6IjYxNTUyNGM1LTIyZTktNGJjZC1hODkzLTExODBhNTNmYzdiMiJ9 https://app.powerbigov.us/view?r=eyJrIjoiODkwNDI4YjQtNTA1My00NTUxLWIxODQtNDM0NDk0YzJkOWIzIiwidCI6IjYxNTUyNGM1LTIyZTktNGJjZC1hODkzLTExODBhNTNmYzdiMiJ9 https://app.powerbigov.us/view?r=eyJrIjoiODkwNDI4YjQtNTA1My00NTUxLWIxODQtNDM0NDk0YzJkOWIzIiwidCI6IjYxNTUyNGM1LTIyZTktNGJjZC1hODkzLTExODBhNTNmYzdiMiJ9

8. 4.5 Contractor Personnel (p. 21) The qualifications for the Senior Analyst appear misaligned to the description. Qualifications include to “provide strategic direction vision and make tangible, valuable technical contributions with demonstrated capabilities in managing project tasks and budgets and …..provide client relationship management.”

These requirements seem extraneous for the description provided and speak more to the role of Senior Research Associate or higher level personnel. Can HUD please revise the qualifications for the Senior Analyst to align with the description?

The qualifications for a Senior Analyst are in line with HUD’s assessment of the responsibilities necessary to successfully meet the objectives of this study. Therefore, we respectfully decline the request to revise the qualifications for this position.

9. 5.1.1 (p. 23) states “Within one week of award, the Project Director and other project staff…” As a Project Director is not listed in the required staffing, can the government please change this accordingly to Contract/Project Manager?

The qualifications for a Senior Research Associate/Project Manager on page 21 of the solicitation states, “Incumbent may have one of many position titles which might include

Manager, Project Director or similar titles.” Therefore, a Project Director should be considered the same position as a Senior Research Associate/Project Manager.

10. 5.2. (p. 25) Does HUD have a detailed PHA contact sheet with direct leadership contacts available?

The COR will coordinate between the evaluation team and HUD’s Office of PIH if PHA contact information is necessary for the study.

11. 5.2.1. What PHA-level outcomes are of most interest to HUD? What beneficiary-level outcomes?

Please see the detailed research questions in the table of page 10 of the solicitation, under the column titled “Outcomes.” These research questions indicate the outcomes of interest for HUD.

12. 5.2. What administrative data will be made available to determine PHA characteristics to construct a valid sample of interviews and address research questions about observable

PHA characteristics tied to patterns of waiver adoption? Are measures of past PHA performance (PHAS, SEMAP, other assessments) among those characteristics potentially connected to waiver adoption that HUD wants to explore?

The evaluation team selected for this contract will be asked to consider sources of HUD administrative data to help measure the impact of select waivers on PHAs and assisted households. Therefore, it is the responsibility of the selected evaluation team for this contract to determine which source of administrative data (if any) should be selected for the study. The COR will work with the selected evaluation team for this contract to access requested HUD administrative data for the study.

13. 5.3. What is HUD’s current experience with the time required to clear OMB packages like the one anticipated for this study? Is there a backlog at this time?

The OMB PRA approval process typically takes up to 6-9 months, which includes at least three months of public comment. More information can be found at https://pra.digital.gov/clearance-process/

14. Key Personnel (pp. 68-70). Given the nature of the requirements of the project, will HUD please remove the Senior Analyst position as key personnel? This position could be filled by an array of staff performing duties as opposed to one person.

The qualifications for a Senior Analyst are in line with HUD’s assessment of the responsibilities necessary to successfully meet the objectives of this study. Therefore, we respectfully decline the request to revise the qualifications for this position.

15. On p. 120, it states “The Offeror shall submit a labor mix and level of effort represented by labor categories and number of hours per labor category.” Can HUD please clarify the details they are looking for in response to this requirement?

HUD is looking for the number of labor hours that will be dedicated under each labor category for each task.

16. On p. 120, it states that a Quality Control Plan is required. Does HUD have a standard

Quality Control Plan template and/or guidance available on the required components?

A standard template for a Quality Control Plan is not available. Please see the detailed description for the requirements of a Quality Control Plan on pages 120-121 of the solicitation to address this requirement.

17. On p. 121, it states “Small businesses determined non-responsible but otherwise eligible and in line for award must be referred to the Small Business Administration for a

Certificate of Competency.” Can you please explain what this means?

This is regarding contractor size and affiliation. SBA will make the determination in the form of a Certificate of Competency. See FAR 19.6.

18. On p. 125, it states that collectively at least one or more key personnel have: “authored or co-authored at least two published papers or reports related to HUD housing programs. Proposal includes citations of the published papers or reports. Citations must be verifiable.” Can HUD please confirm if it is acceptable that reports produced for local evaluations will meet this requirement? Additionally, can HUD please confirm what level of validation would be required for reports produced for HUD (i.e. under a cooperative agreement) that were never published publicly?

For this solicitation, “published” means that copies of the paper/report were distributed or accessible to a public audience. The paper report should be research focused (and related to HUD housing programs), and at a minimum should provide the objective(s) and research question(s), the methodology, and a summary of the analysis and findings.

The paper/report should be verifiable – such as a web address link to the paper/report or with a citation that allows HUD Technical Evaluation Panel (TEP) reviewers to access the paper/report to confirm that it meets the criteria. This includes all papers/reports, including those produced for HUD. A paper/report for a local evaluation that meets the forementioned criteria would be considered acceptable.

19. J.1 and J.2 attachments contain #REF! Errors and references to blank cells. Please confirm if we can populate cells (A1:B7) with labor categories and rates to make the J.1 and J.2 attachments calculate labor. Yes, you can.

20. The government notes that activities will be evaluated on a lowest-price, technically acceptable (LPTA) evaluation, rather than a Past Performance/Price Trade-Off basis.

This could lead to inferior solutions being presented to HUD in order to achieve the lowest-cost status. Would the government be willing to utilize other evaluation criteria

(e.g., Best-Value or Past-Performance/Price Trade-Off) where appropriate? This would allow HUD to consider a stronger technical approach and the advantages it brings and the opportunity to determine if the value warrants the price. This approach will result in a higher confidence that the future work will be successfully performed within budget, which is particularly important given the iterative nature of this project. This is a Best

Value LPTA. Please review the evaluation criteria.

21. Please confirm that the page limits do not apply to the proposal matrix, resumes, or attachments. No, they do not.

22. Is there an incumbent? Please disclose their name and contact information. (See

Section 1.14, “Transition In” p. 15) See question 4.

23. Is there an SF-1449 or a similar form? If so, please provide it. See question 1.

24. What is the NAICS Code and dollar threshold for this effort? )See Section B, “SUPPLIES

OR SERVICES/PRICES” p. 2) See question 2 regarding dollar threshold. The NAICS

Code is provided in the solicitation posting.

25. What are the 100 PHAs and how many staff per PHA? Since pricing is dependent upon workload, knowing this information is essential for developing a fixed price (See Task

5.5.2, “Qualitative Data Collection and Analysis” p. 32)

The contractor for this study is tasked with selecting each of the 100 PHAs for this study, based on their own determination of how to most effectively address the research questions, objectives, and tasks for this study. Per Task 5.5.2 (pg. 32), “PHA sites selected for interviews shall be based on a stratified purposeful sample of 100 PHA sites that submitted CAWRT survey data. Using data from CAWRT, the selection criteria will include PHAs from a variety of geographic regions (categorized as “networks” in the

CAWRT dashboard), a diverse range of PHA sizes (based on the PHA Evaluation of

PHA CARES Act Waivers Solicitation No. 86614822R00014 Page 33 of 131 size categories in CAWRT), and classification of PHAs by program type (such as PHAs that offer both public housing and housing choice vouchers, PHAs with only housing choice vouchers, or PHAs with only public housing).”

The contractor for this study determines the number of PHA representatives and other stakeholders for interviews, based on what the contractor considers the most cost efficient and feasible in addressing the research questions, objectives, and tasks of the study. Please reference Task 5.5.2 (pg. 32): “Interview respondents shall include, at a minimum, leadership or staff from participating PHAs. Depending on feasibility and funding limitations, the Contractor is encouraged to also seek interview respondents that include PHA residents and tenants, resident advisory boards, landlords, property managers, HUD PIH program staff, or other stakeholders that were involved or impacted by the implementation of PHA waivers offered by the CARES Act. The contractor may conduct individual or group interviews among respondents at each PHA site, based on what the Contractor and local stakeholders consider most efficient and convenient.”

26. Is there a minimum number of interviews to be conducted? (See Task 5.5.2, “Qualitative

Data Collection and Analysis” p. 32)

The Contractor for this study determines the number of interviews, based on what the contractor considers most cost efficient and feasible in addressing the research questions, objectives, and tasks of the study. Please reference Task 5.5.2 (pg. 32):

“Interview respondents shall include, at a minimum, leadership or staff from participating

PHAs. Depending on feasibility and funding limitations, the Contractor is encouraged to also seek interview respondents that include PHA residents and tenants, resident advisory boards, landlords, property managers, HUD PIH program staff, or other stakeholders that were involved or impacted by the implementation of PHA waivers offered by the CARES Act. The Contractor may conduct individual or group interviews among respondents at each PHA site, based on what the Contractor and local stakeholders consider most efficient and convenient.”

27. How many surveys have already been conducted, and how many surveys in total will be conducted? (See Task 5.5.2, “Qualitative Data Collection and Analysis” p. 32)

Please visit the public-facing CAWRT dashboard site

(https://www.hud.gov/program_offices/public_indian_housing/covid_19_resources/cawrt

_data_dashboard) which includes CAWRT survey submission information and data. Per this site, 3,200 PHAs responded to this survey (out of 3,810). PHAs were required to submit surveys by December 20, 2021.

28. Please confirm the number of volumes. (See Section L(b), p. 116)

1 copy of Part I and 1 copy of Part II.

29. What information must be included in the past performance? (Section L, p.121)

a. E.g., should point of contact, when the contract was performed, and contracts for similar dollar values be included? A Past Performance assessment chart has been included.

30. Is there a Past Performance Questionnaire to be included, and if so, when is it due?

(See Section L, p. 121) A Past Performance assessment chart has been included, and it is due when the proposals are due.

31. The senior analyst description includes designing computer models. Can you elaborate on the expectations for this requirement? (See Section 4.5, “Contractor Personnel” p.

21)

For this study, the Senior Analyst will be required to meet the items within the position description that are relevant to the tasks of this study. For example, the Senior Analyst will need to “review collected data and analyses…” or “apply quantitative and/or qualitative analysis techniques and methods”, etc. The Senior Analyst will not need to design computer models as that is not related to the tasks outlined in this study. See section 4.5, pg. 21.

32. If this contract is fixed price, why are labor and direct costs required in the monthly reporting? (See Section 5.1.3, “Monthly Reporting and Ongoing Communication” p. 24)

To verify work and level of effort.

33. Please elaborate on the term “administrative data” referenced throughout the report?

(See Task 5.5.1, CAWRT and Administrative Data Analysis” p. 32)

A detailed description for administrative data is provided on page 12, under Study

Components and Data Sources, as follows:

“HUD Administrative Data: The evaluation will consider whether any of HUD’s administrative data might be analyzed to measure the impact of select waivers on PHAs and assisted households. PIC data and other HUD administrative data sources may help address how waivers offered by the CARES Act affected the quality of PHA services and https://www.hud.gov/program_offices/public_indian_housing/covid_19_resources/cawrt_data_dashboard general operations. This includes (but is not limited to) potential delays in annual reexaminations, pass or fail rates of Housing Quality Standards (HQS) inspections, and

PHA reporting rates of administrative data.”

34. What is the expected staffing required to perform this work? (See Section B.4)

The expected staffing are the positions listed in B.4.

35. Is the proposal matrix to be included within the technical proposal? (See Section L, p.

117) Yes.

36. Why is a PhD required/desired for several of the positions need to perform this work?

(See Section 4.5 of Performance Work Statement)

The position descriptions and requirements within the table of Section 4.5 (pg. 21) do not require a PhD for any of the positions. However, all senior positions require a minimum of a master’s degree with experience, or less experience is required if the incumbent holds a PhD (see each position description for the exact amount of required experience for each position). Relevant experience and education in a related field helps to demonstrate that the incumbent has acquired the necessary skills and technical expertise to successfully manage this study.

37. Why is this requirement evaluated as LPTA? (See Section M, Best Evaluation Process and Award) This was chosen as the best strategy with the timeframe allotted.

38. Can a version of the Reps and Certs be submitted electronically from our SAM profile?

(See Section L, Proposal Content Alternate II) Yes.

39. Are travel costs expected to be estimated and included in the pricing? (See paragraph

1.13 Contractor Travel, Performance Work Statement)

Travel costs should not be included in pricing, as travel is not included for this study.

Therefore, HUD will not pay for any travel costs. All interviews will be conducted remotely via phone, video conferencing, etc (see Task 5.5.2, pag 32). The Opening

Meeting (task 5.1.1, pg. 23) with the COR and other HUD staff will also be conducted remotely.

40. How many trips will be request to the Washington, DC area during performance of the contract? (See paragraph 1.13 Contractor Travel, Performance Work Statement)

Travel costs should not be included in pricing, as travel is not included for this study.

Therefore, HUD will not pay for travel costs to Washington, DC. All meetings and communication with the COR and HUD staff, including the Opening Meeting (task 5.1.1,

pg. 23), will be done remotely.

41. On page 19, the solicitation states, “The Contractor shall provide a Contract/Project

Manager who shall be responsible for the performance of work. An alternate shall also be designated to act in the absence of the Contract/Project Manager. These Contractor personnel (main point of contact and alternate point of contact are considered Key

Personnel by the Government and shall be listed as such in accordance with HUDAR

2452.237-70, “Key personnel.” However, on page 23, in Section 5: Specific Tasks, the solicitation states, “Project Director” is involved in the individual task. Please clarify whether the title Project Director and Contract/Project Manager are interchangeable titles or whether the government has identified different roles of the Contract/Project

Manager and Project Director? Yes, they are interchangeable.

42. On page 112, the solicitation states, “(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references.”

a. Please clarify in what volume and section of the proposal the Past Performance Information needs to be included. Does it need to be included after the Management Plan in the Technical proposal? A Past Performance assessment chart has been included.

b. Please clarify whether the Past Performance Information has a page limit. No, it does not.

43. Please clarify whether Exhibits and Graphics can have a font size of smaller than 12-point type font. Yes, Exhibits and Graphics can have a font size smaller than 12-point.

44. Please consider extending the due date to September 1, 2022. See question 3.