SOLICITATION.pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

RD-31ME

WASHINGTON DC 20250

1400 INDEPENDENCE AVE, SW

PROCUREMENT MANAGEMENT DIVISION

USDA, RURAL DEVELOPMENT

CODE 16. ADMINISTERED BYCODE

X

X

531390

SIZE STANDARD:

% FOR:SET ASIDE:UNRESTRICTED OR

RD-31ME

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

04/08/2010 1500 ET

03/09/2010

202-692-0011ANTHONY WIMBUSH

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

AG-31ME-S-10-0008

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEM 1. REQUISITION NUMBER PAGE OF

1 92OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

15. DELIVER TO

WASHINGTON DC 20250

1400 INDEPENDENCE AVE, SW

PROCUREMENT MANAGEMENT DIVISION

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$2.0

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED VETERAN-

OWNED SMALL BUSINESS

HUBZONE SMALL

BUSINESS

EMERGING SMALL

BUSINESS

8(A)

USDA, RURAL DEVELOPMENT

Sole Source

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Tax ID Number: Not Available DUNS Number: Not Available T&MA (Technical and Management Assistance Services) Period of Performance: 04/01/2010 to 10/31/2011

001 T&MA Services as identified in the statement of DO work.

(Not Separately Priced) Period of Performance: 05/01/2010 to 04/30/2011 Continued ...

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

X

DATED

TATIA Evelyn-Bellamy

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDEND

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 3/2005)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT REF.

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS

NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 3/2005) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

002 Inquiries 12 MO

Period of Performance: 05/01/2010 to 04/30/2011

003 T&MA Letter to National Office 1 EA

Period of Performance: 05/01/2010 to 04/30/2011

004 Monthly Technical Log Report 12 MO

Period of Performance: 05/01/2010 to 04/30/2011

005 Schedule/Conduct Technical Application Grant 12 MO

Application Meeting

Period of Performance: 05/01/2010 to 04/30/2011

006 Follow-up/Cancellation 12 MO

Period of Performance: 05/01/2010 to 04/30/2011

007 Technical Assistance to Prepare Pre-Develppment 12 MO

Grant Application

Period of Performance: 05/01/2010 to 04/30/2011

008 Review/Recommendation Application 12 MO

Period of Performance: 05/01/2010 to 04/30/2011

009 Congratulation Package 12 MO

Period of Performance: 05/01/2010 to 04/30/2011

010 Technical Assistance Grant Application Processing 12 MO

Monthly Reports

Continued ...

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

922 of

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

3 92

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

AG-31ME-S-10-0008

Period of Performance: 05/01/2010 to 04/30/2011

011 Financial Certification or Assessment of Grantee 12 MO

Period of Performance: 05/01/2010 to 04/30/2011

012 SHARES Training and Technical Assistance 12 MO

Period of Performance: 05/01/2010 to 04/30/2011

013 Attend Quarterly Meetings and Site Visits 4 EA

Period of Performance: 05/01/2010 to 04/30/2011

014 High Risk Grantee Assessment and Remedies 12 MO

Period of Performance: 05/01/2010 to 04/30/2011

015 Technical Assistance for High Risk Plan 12 MO

Development & Implementation

Period of Performance: 05/01/2010 to 04/30/2011

016 Contacts 12 MO

Period of Performance: 05/01/2010 to 04/30/2011

017 Problem Identification & Resolution 12 MO

Period of Performance: 05/01/2010 to 04/30/2011

018 Monitoring Monthly Reports 12 MO

Period of Performance: 05/01/2010 to 04/30/2011

019 Mutual Self Help Housing Letter 4 EA

Period of Performance: 05/01/2010 to 04/30/2011

020 Travel in accordance with paragraphs C.15 & C17 of the Statement of work

Period of Performance: 05/01/2010 to 04/30/2011

021 Other Direct Costs as required in accordance with paragraph C.17

Period of Performance: 05/01/2010 to 04/30/2011

101 T&MA Services as identified in the statement of DO work.

(Option Line Item)

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

102 Inquiries 6 MO

(Option Line Item)

04/01/2011

Continued ...

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

4 92

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

AG-31ME-S-10-0008

Period of Performance: 05/01/2011 to 10/31/2011

103 T&MA Letter to National Office 1 EA

(Option Line Item)

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

104 Monthly Technical Log Report 6 MO

(Option Line Item)

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

105 Schedule/Conduct Technical Application Grant 6 MO

Application Meeting

(Option Line Item)

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

106 Follow-up/Cancellation 6 MO

(Option Line Item)

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

107 Technical Assistance to Prepare Pre-Develppment 6 MO

Grant Application

(Option Line Item)

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

108 Review/Recommendation Application 6 MO

(Option Line Item)

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

109 Congratulation Package 6 MO

(Option Line Item)

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

110 Technical Assistance Grant Application Processing 6 MO

Monthly Reports

(Option Line Item)

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

111 Financial Certification or Assessment of Grantee 6 MO

(Option Line Item)

Continued ...

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

5 92

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

AG-31ME-S-10-0008

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

112 SHARES Training and Technical Assistance 6 MO

(Option Line Item)

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

113 Attend Quarterly Meetings and Site Visits 2 EA

(Option Line Item)

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

114 High Risk Grantee Assessment and Remedies 6 MO

(Option Line Item)

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

115 Technical Assistance for High Risk Plan 6 MO

Development & Implementation

(Option Line Item)

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

116 Contacts 6 MO

(Option Line Item)

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

117 Problem Identification & Resolution 6 MO

(Option Line Item)

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

118 Monitoring Monthly Reports 6 MO

(Option Line Item)

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

119 Mutual Self Help Housing Letter 2 EA

(Option Line Item)

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

120 Travel in accordance with paragraphs C.15 & C17 of the Statement of work

(Option Line Item)

Continued ...

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

6 92

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

AG-31ME-S-10-0008

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

121 Other Direct Costs as required in accordance with paragraph C.17

(Option Line Item)

04/01/2011

Period of Performance: 05/01/2011 to 10/31/2011

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

SECTION C – STATEMENT OF WORK

USDA Rural Development Technical & Management Assistance

GENERAL

The purpose of this solicitation is to contract services for labor, management, supervision, materials, equipment, and local transportation necessary to provide training and technical assistance to public or private nonprofit corporations, agencies, institutions, organizations and other associations, including Indian tribes, eligible to receive assistance under the Section 523 Mutual Self-Help Technical Assistance Grant Program in accordance with 7 CFR Part §1944-I available in any Rural Development Office.

C.1 BACKGROUND

The Congress of the United States, as set forth in Section 523 of the Housing Act of 1949, as amended (Section 523 found in 42 United States Code (U.S.C. ) section 1490c) authorized the RHS to contract with national or regional public and/or private nonprofit corporations to provide training and technical assistance to public or private nonprofit corporations, agencies, institutions, organizations and other associations, including Indian tribes, eligible to receive assistance under the Mutual Self-Help Technical Assistance Grant program. The RHS is desirous of contracting for the services of a nonprofit entity to provide training and technical assistance to these “Grantee” organizations to improve their performance and ensure their success in working with households in the construction of their homes.

Currently, there are approximately (154) “Grantee” organizations in need of training and technical assistance. In addition, there is a need for outreach to expand the participation of other “Grantee” in the Mutual Self-Help Technical Assistance Grant program. The RHSs desires to issue new contract(s) to continue services to the existing “Grantee” organizations as well as expand the program to other nonprofit organizations within all of the Regions outlined in the Scope of Work

Rural Housing Service (hereafter referred to as RHS), is a division of Rural Development that administers the Section 523 Mutual Self-Help Technical Assistance Grant program. The Section 523 Mutual Self-Help Technical Assistance Grant program is authorized under Section 523 of the Housing Act of 1949. The Housing Act of 1949, 42 U.S.C Section 1490c authorizes RHS to contract with national/regional public and/or private nonprofit organizations to provide training and technical assistance to public and/or private nonprofit corporations, government agencies, institutions, organizations and other associations. This includes Indian tribes, eligible to receive assistance under the Mutual Self-Help Technical Assistance Grant program.

C.2 OBJECTIVE

The objective is to obtain the support services of a company with extensive knowledge and experience in providing Technical & Management Assistance as identified in the “General” paragraph above.

C.3 SCOPE

The Self-Help Technical Assistance Grant program funds nonprofit organizations, more commonly referred to as “Grantee” organizations, which are willing to locate and work with low and very low income people to finance and construct their own homes. Generally, these low (80% Medium Household income-MHI) and very low (50% MHI) income people of the area or country’s median income, are living in substandard housing. The “Grantee” organization maintains a staff of administrative and technical professionals to provide day-to-day technical assistance to participants in the self-help program. Technical assistance is provided in recruiting participants for the program and assisting them in securing the necessary financing for the purchase of the land and building of their home. Typically, some 5-8 households work together under the guidance of the “Grantee” to construct their homes once each participant’s loan has been closed.

The “Grantee” organization works with each household on purchasing construction material, teaching construction skills to use in building of the home, the coordination of funds disbursement and the mutual effort of all participants to complete each home.

Program participants typically obtain financing for the construction of their homes through the Rural Development field offices of USDA. Homes can only be financed in “rural areas” of the fifty (50) States including Puerto Rico, the Pacific territories, and the U. S. Virgin Islands. “Rural area” generally means a place, town, or city with a population of 10,000 or less which is not associated with a Metropolitan Statistical Area (MSA). In some cases, the population may be 10,000 to 20,000 if there is a serious lack of mortgage credit and the area is not associated with an MSA. In addition, some areas may meet a special exemption for a population not exceeding 25,000. There are 47 State Offices nationwide in the Rural Development mission area. In addition, there are field offices below the State level servicing local area, which will vary from State to State and territories. State and field offices are responsible for the day-to-day oversight and operation of the Self-Help Technical Assistance Grant program.

RHS desires to issue new contract(s) to continue service to the existing “Grantee” organizations as well as limited expansion of the program to other nonprofit organizations within all of the Regions outlined in the Scope of Work. Currently, there are approximately 165 “Grantee” organizations in need of training and technical assistance. In addition, there may be a need to expand the participation of other outside “Grantees” organizations in the Mutual Self Help Technical Assistance Grant program. RHS is desirous of contracting for the services of nonprofit entity/entities to provide training and technical assistance to “Grantee” organizations to improve their performance and ensure their success in working with households in the construction of their homes.

C.4 DESCRIPTION OF SERVICES

The Contractor shall furnish all labor, management, supervision, materials, equipment, and local transportation necessary to provide training and technical assistance to public or private nonprofit corporations, agencies, institutions, organizations and other associations, including Indian tribes, eligible to receive assistance under the Section 523 Mutual Self-Help Technical Assistance Grant Program in accordance with 7 CFR Part 1944-I (available in any Rural Development Office or at the following website: http://www.rurdev.usda.gov/regs/regs/pdf/1944i.pdf

The Rural Housing Service (RHS) anticipates awarding a contract for each of the four (4) regions identified below. Only one (1) contract will be awarded for each region. The award SHALL be made to the nonprofit organization that represents the best value to the Government; all evaluation factors considered. A vendor SHALL receive ONLY one (1) award.

Region 1: (9) Southeast, includes the following states: AL, FL, GA, MS, NC, SC, TN, PR, and VI

Region 2: (11) South Central, includes the following states: AR, KS, LA, MO, NE, ND, NM, OK, SD, TX, and WY.

Region 3: (21) Northeast and Midwestern, CT, DE, IL, IA, IN, KY, MA, MD, ME, MI, MN, NH, NJ, NY, OH, PA, RI, VA, VT, WI, and WV.

Region 4: (12) Western, AK, AZ, CA, CO, HI, ID, MT, NV, OR, UT, WA, and W. Pacific Territory.

Currently, there are (26) “Grantee” organizations in Region 1. (42) "Grantee" organizations in Region 2.

(22) "Grantee" organizations in Region 3. (64) "Grantee" organizations in Region 4. There is one contract for each of the four (4) Regions at this time and all of these existing contracts will expire on

April 30, 2010. It will be RHS’ intention to award new contract(s) to continue the existing service to the Self-Help Grantees in each of the Regions.

The RHS, an Agency within the United States Department of Agriculture (USDA), is a credit Agency for housing loans and grants to assist low and very low-income rural residents. The RHS is one Agency in the Rural Development mission area of USDA. One of the many programs administered by the RHS is the Section 523 Mutual Self-Help Technical Assistance Grant program. The Section 523 Mutual Self- Help Technical Assistance Grant program is authorized under Section 523 of the Housing Act of 1949, as amended.

The primary purpose of the Self-Help Technical Assistance Grant program is to fund nonprofit organizations, more commonly referred to as “Grantee” organizations that are willing to locate and work with low and very low income people to finance and construct their own homes. Generally, these low and very low-income people are below 50% of the area or county’s median income, living in substandard housing. The Grantee organization maintains a staff of administrative and technical professionals to provide day-to-day technical assistance to participants in the self-help program. Technical assistance is provided in recruiting participants for the program and assisting them in securing the necessary financing for the purchase of the land and building of their home. Typically, some 5-8 households work together under the guidance of the “Grantee” to construct their homes once each participant’s loan has been closed. The “Grantee” organization works with each household on construction material purchase, teaching construction skills to use in building of the home and the coordination of funds disbursement and the mutual effort of all participants to complete each home.

Program participants typically obtain financing for the construction of their homes through the Rural Development field offices of USDA, typically located in a county or District Office for the particular area. Homes can only be financed in “rural areas” of the 50 States including Puerto Rico, the Pacific territories and the U. S. Virgin Islands. “Rural area” generally means a place, town, or city with a population of 10,000 or less which is not associated with a Metropolitan Statistical Area (MSA). In some cases, the population may be between 10,000 to 20,000 if there is a serious lack of mortgage credit and the area is not associated with an MSA. In addition, some area may meet a special exemption for a population not exceeding 25,000. There are 47 State Offices nationwide in the Rural Development mission area. In addition, there are field offices below the State level servicing local area, which will vary from State to State and territories. State and field offices are responsible for the day-to-day oversight and operation of the Self-Help Technical Assistance Grant program.

The Contractor shall provide services for the following functions:

PARAGRAPH FUNCTION

C.6 Outreach C.7 Pre Development Grant Application Processing C.8 Technical Assistance Grant Application Processing C.9 Monitoring

C.10 RESERVED

C.11 RESERVED

C.12 Travel

C.5 WORK HOURS/DAYS

C.5.a REGULAR WORKING HOURS

The Government's regular (normal) working hours are from 7:30 a.m. to 4:00 p.m., Monday through Friday except federal holidays and other days specifically designated by the Contracting Officer.

C.5.b FEDERAL HOLIDAYS

New Year's Day, Martin Luther King, Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day.

C.5.c PERIOD OF PERFORMANCE Base Period 1 May 2010 thru 30 April 2011 or 12 months from the date of award Option Period I 1 May 2011 thru 31 October 2012

C.6 DEFINITIONS - TECHNICAL

Contractor: The term Contractor refers to both the prime Contractor and subcontractors. The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

Contractor Representative: A person(s) designated by the Contractor to be his/her authorized representative. One such person shall serve as the Government's principal point of contact.

Quality Assurance (QA) Program: A program implemented by the Government to evaluate the output quality and responsiveness of the Contractor to ensure that the Government receives the services for which public funds are expended. It is emphasized that the government's quality assurance program is not a substitute for the quality control program implemented and administered by the Contractor.

Quality Control (QC) Plan: A plan developed by the contractor for its internal use to ensure that it performs and delivers high-quality service. Often, the quality control plan is part of the contractor’s original proposal and, in many cases, is incorporated into the resultant contract.

Region 1: Southeast, includes the following states: AL, FL, GA, MS, NC, SC, TN, PR, and VI

Region 2: South Central, includes the following states: AR, KS, LA, MO, NE, ND, NM, OK, SD, TX, and WY.

Region 3: Northeast and Midwestern, CT, DE, IL, IA, IN, KY, MA, MD, ME, MI, MN, NH, NJ, NY, OH, PA, RI, VA, VT, WI, and WV.

Region 4: Western, AK, AZ, CA, CO, HI, ID, MT, NV, OR, UT, WA, and W. Pacific Territory.

C.7 GOVERNMENT FURNISHED PROPERTY, MATERIALS, AND SERVICES

The Government will furnish or make available to the contractor all applicable Government regulations, policies, etc. These documents are available for viewing at web site: http://www.rurdev.usda.gov/regs, Part 1944 “Housing” Instruction 1944-I http://www.rurdev.usda.gov/regs/regs/pdf/1944i.pdf .

Government furnished materials that are unique to a technical requirement are listed under that requirement.

C.8 CONTRACTOR FURNISHED ITEMS

Except for items listed in paragraph C.7, the Contractor shall provide all facilities, equipment, materials, and services to perform the requirements of this contract.

C.9 TECHNICAL REQUIREMENT: OUTREACH

C.9.a. GENERAL REQUIREMENTS

Promote the use of The Mutual and Self-Help Housing Program to include, but not limited to, the dissemination of program information, to provide technical and management assistance, and to help create new relationships and partnerships within the rural communities.

C.9.b. DEFINITIONS

Inquiries: Questions and/or requests for information in regards to The Mutual and Self- Help Housing program. Inquiries can be generated by the contractor to promote interest in the program.

C.9.c. GOVERNMENT FURNISHED ITEMS

Program informational material: See Section C.7 for availability.

C.9.d CONTRACTOR FURNISHED ITEMS

The contractor shall provide all items not listed in C.7. that are required to accomplish Outreach.

C.9.e DEFINITE DELIVERY/QUANTITY WORK

C.9.e.1 INQUIRES

i) Perform and/or respond to a minimum of five (5) inquires per month.

ii) Provide program guidance to inquirers.

iii) Maintain a database of all inquiries. The database shall include, but not limited to name of organization, contact person name, mailing address, telephone number, fax number, e-mail address. Provide an electronic database of inquires, to the COR, by the 15th of each month, per Attachment J.C.9e.1.

iv) Send correspondence to inquirers including, but not limited to, videotape, information package, if appropriate, schedule a site visit.

v) Submit application package to inquirer (when requested and/or appropriate).

vi) Provide on-site overview of the Section 523 program, when applicable.

C.9.e.2 FOLLOW UP/CANCELLATION

i) Send a follow-up letter, to inquirers, within five (5) business days from the 60th day, per

Attachment J.C.9.e.2.

ii) Send a follow-up letter, to inquirers, within five (5) business days from the 120th day, per

Attachment J.C.9.e.2.

iii) Send inquirers a withdrawal letter, within five (5) business days from the 180th day, per

Attachment J.C.9.2. The letter shall advise the inquirer to contact the T&MA contractor when prepared to pursue a pre development grant application and/or technical assistance grant application.

C.9.e.3 T&MA LETTER TO NATIONAL OFFICE

Submit a letter to the National Office, Chief, Special Programs and New initiatives, with a carbon copy to the State Office, within five (5) business days of receipt from the inquirer’s written confirmation to begin the pre-development grant application and/or technical assistance grant application phase. This information may be submitted by any media. Per Attachment J.C.9.e.3.

C.9.e.4 OUTREACH MEETINGS

i) Conduct two (2) meetings per year for regions equal to or less than ten (10) states. Conduct four

(4) meetings per year for regions greater than ten (10) states. A state cannot be revisited until all states have had outreach meetings conducted.

ii) Submit outreach meeting plan to the COR for approval within 15 calendar days after award and option period, per Attachment J.C.9.e.4.

iii) Submit sign-in sheet as proof of attendance with the monthly report, per Attachment J.C.9.e.4.

C.9.f. DELIVERABLES

N/A

C.9.g. REPORTS

Submit a monthly summary report to the COR with a copy to the State Director, by the 15th of each month. The report shall be submitted in the format of Attachment J.C.9.g.

C.10 TECHNICAL REQUIREMENT: PRE DEVELOPMENT GRANT APPLICATION

PROCESSING

C.10.a GENERAL REQUIREMENTS

Provide technical and management assistance for the preparation of the pre development grant application and/or technical assistance grant application, including, but not limited to, scheduling and conducting meetings, reviewing applications, and preparing recommendations.

C.10.b DEFINITIONS

Prospective Organization: An inquirer that has submitted a letter of intent to complete and submit a pre development grant application and/or technical assistance grant application, and an inquirer that has been approved through an application process, but has not received grant funds.

C.10.c GOVERNMENT FURNISHED ITEMS

Pre development grant application and technical assistance grant forms.

C.10.d. CONTRACTOR FURNISHED ITEMS

The contractor shall provide all items not listed in C.10.c. that are required to accomplish Pre Development Grant Application Development.

C.10.e DEFINITE DELIVERY/QUANTITY WORK

C.10.e.1 SCHEDULE/CONDUCT PRE DEVELOPMENT GRANT APPLICATION

MEETING

i) Schedule and/or conduct a pre-development grant application meeting within 30 calendar days of receipt of the National Office approval letter.

ii) Maintain a database for prospective organizations. Provide an electronic version to the COR, by the 15th of each month, per Attachment J.C.10.e.1.

iii) Submit sign-in sheet as proof of attendance with the monthly report, per Attachment J.C.10.e.1.

C.10.e.2 FOLLOW-UP/CANCELLATION

i) Send a follow-up letter, to prospective organizations, within five (5) business days from the 60th day, per Attachment J.C.10.e.2.

ii) Send a follow-up letter, to prospective organizations, within five (5) business days from the 120th day, per Attachment J.C.10.e.2.

iii) Send prospective organizations a letter, within five (5) business days from the 180th day. The letter shall advise the prospective organizations to contact the T&MA contractor when prepared to pursue a pre development grant application, per Attachment J.C.10.e.2.

iv) Maintain a database of all prospective organizations.. The database shall include, but not limited to name of organization, contact person name, mailing address, telephone number, fax number, e-mail address, current status of prospective organizations (active or withdrawn). Provide an electronic version to the COR by the 15th of each month.

C.10.e.3 TECHNICAL ASSISTANCE TO PREPARE APPLICATION

Provide professional and timely technical and management assistance to prospective organizations in the preparation of pre development grant application, per Attachment J.C.10.e.3.

C.10.e.4 REVIEW/RECOMMEND APPLICATION

i) Review pre-application for compliance with RD Instruction1944-I. Visit the following website for additional information: (www.rurdev.usda.gov/regs/regs/pdf/1944i.pdf)

ii) Provide recommendation for approval or denial to State Office in compliance with RD

Instruction 1944-I and most current AN. The State Office shall notify the prospective organizations of grant eligibility determination with a copy to the contractor. The letter shall include, but not limited to, the projected 523 program funds required, number of homes projected. DO NOT CARBON COPY THE APPLICANTS.

C.10.e.5 CONGRATULATION PACKAGE

Forward a congratulation letter/information letter to the prospective organizations within 5 business days of receipt of the pre development grant agreement, per Attachment J.C.10.e.5.

C.10.f DELIVERABLES

N/A

C.10.g REPORTS

Submit, by the 15th of each month, a monthly summary report to the COR, with a copy to the State Director. The report shall be submitted in the format of Attachment J-C.10.g.

C.11 TECHNICAL REQUIREMENT: TECHNICAL ASSISTANCE GRANT

APPLICATION PROCESSING

C.11.a GENERAL REQUIREMENTS

Provide technical and management assistance for the preparation of the technical assistance grant application, including, but not limited to, scheduling and conducting meetings, reviewing applications, and preparing recommendations.

C.11.b DEFINITIONS

Prospective Organization: An inquirer that has submitted a letter of intent to complete and submit a pre development grant application and/or technical assistance grant application, and an inquirer that has been approved through an application process, but has not received grant funds.

Grantee: A prospective organization that has received grant funds to provide technical assistance.

New Grantee: A grantee that has received grant funds to provide technical assistance, but has not successfully completed the first two-year grant cycle.

Operating Grantee: A Grantee that has received grant funds to provide technical assistance and has successfully completed the first two-year grant cycle.

Pre-Development Grantee: A grantee that has received grant funds for a Pre-Development grant.

C.11.c GOVERNMENT FURNISHED ITEMS

Application forms for federal assistance.

C.11.d CONTRACTOR FURNISHED ITEMS

The contractor shall provide all items not listed in C.11.c. that are required to accomplish Technical Assistance Grant Application Processing.

C.11.e DEFINITE DELIVERY/QUANTITY WORK

C.11.e.1 SCHEDULE/CONDUCT TECHNICAL ASSISTANCE GRANT

APPLICATION DEVELOPMENT MEETING

i) Schedule and/or conduct a technical assistance grant application development meeting, within 30 calendar days of issuance of congratulations letter, per Attachment J.C.11.e.1.

ii) Maintain a database for pre-development grantees.

iii) Submit sign-in sheet as proof of attendance with the monthly report.

C.11.e.2 FOLLOW-UP/CANCELLATION

i) Send a follow-up letter, to pre-development grantees, within five

(5) business days from the 60th day, per Attachment J.C.11.e.2.

ii) Send a follow-up letter, to pre-development grantees, within five (5) business days from the

120th day, per Attachment J.C.11.e.2.

iii) Send pre-development grantees and/or grantees a letter, within five (5) business days from the

180th day. The letter shall advise the pre-development grantee and/or grantee to contact the T&MA contractor when prepared to pursue a technical assistance grant application, per Attachment J.C.11.e.2.

iv) Maintain a database of all pre-development and operating grantees. The database shall include, but not limited to, name of organization, contact person name, mailing address, telephone number, fax number, e-mail address, current status of the grantee, date of the grant period (i.e., grant amount, proposed number of houses, such as award/closing and ending date). Provide a summary of the current status and any pertinent data. Provide an electronic version to the COR, by the 15th of each month.

C.11.e.3 TECHNICAL ASSISTANCE TO PREPARE APPLICATION

Provide professional and timely technical and management assistance to a pre-development grantee in the preparation of technical assistance grant application, per Attachment J.C.11.e.3.

C.11.e.4 REVIEW/RECOMMEND APPLICATION

i) Review technical assistance grant application for compliance with RD Instruction1944-I.

ii) Provide recommendation for approval or denial to State Office in compliance with RD

Instruction 1944-I and most current AN. The State Office shall notify the pre-development grantee and/or operating grantee of grant eligibility determination with a copy to the contractor.

DO NOT CARBON COPY THE APPLICANTS. See Attachment J.C.11.e.4.

C.11.e.5 CONGRATULATION PACKAGE

Forward a congratulation letter/information letter to the pre-development grantee and/or operating grantee within 5 business days of the receipt of the grant agreement, per Attachment J.C.11.e.5.

C.11.f DELIVERABLES

N/A

C.11.g. REPORTS

Submit, by the 15th of each month, a monthly summary report to the COR with a copy to the State Director. The report shall be submitted in the format of Attachment J.C.11.g.

C.12 TECHNICAL REQUIREMENT: MONITORING

C.12.a GENERAL REQUIREMENTS

Provide technical and management assistance for the monitoring of the grantees in accordance with the RD Instruction1944-I (www.rurdev.usda.gov/regs/regs/pdf/1944i.pdf), including, but not limited to, financial certification, training, meetings, high risk grantee management, preparing housing development plans, perform contacts, problem identification and resolution.

The ranges of Grantees for each region are specified below:

Region Minimum Maximum 1 15 25 2 30 40 3 15 25 4 55 65

C.12.b DEFINITIONS

SHARES: Self-Help Automated Reporting and Evaluation System (SHARES). SHARES is an internet-ready application designed to manage, track, evaluate and report on the status of the Self-Help Housing, Section 523 Grant Program, as well as share information with all parties that provide assistance to this program.

High Risk Grantee: A new grantee or an operating grantee that has failed to perform in accordance with the grant agreement and/or RD Instruction 1944-I.

Contacts: Includes, but not limited to, discussions on the administration of the grant and performance under the grant.

C.12.c GOVERNMENT FURNISHED ITEMS

SHARES database access and users manual.

C.12.d CONTRACTOR FURNISHED ITEMS

The contractor shall provide all items not listed in C.12.c. that are required to accomplish Monitoring.

C.12.e DEFINITE DELIVERY/QUANTITY WORK

C.12.e.1 FINANCIAL CERTIFICATION OR ASSESSMENT OF GRANTEE

Provide certification, to the State Office, that grantee is in compliance with RD Instruction 1944-I or an assessment report in accordance with RD Instruction 1944-I, 1944.411 (f), (g) within 90 calendar days of grant award, per Attachment J.C.12.e.1.

C.12.e.2 SHARES TRAINING AND TECHNICAL ASSISTANCE

Provide training and continuous support to Grantee on the utilization of SHARES, per Attachment J.C.12.e.2.

C.12.e.3 ATTEND QUARTERLY MEETINGS AND SITE VISITS WITH

GRANTEE

Two of the four quarterly meetings are to be held at grantees site. Contractor is required to attend quarterly meetings unless RD advises in writing that attendance is not required. If contractor is not required to attend quarterly meetings then they must make at least four site visits to grantee’s office.

Submit sign in sheet as proof of attendance with the monthly report, to the COR, by the 15th of each month, per Attachment J.C.12.e.3.

C.12.e.4 HIGH RISK GRANTEE ASSESSMENT AND REMEDIES

Provide a high risk grantee assessment, within (30) calendar days of receipt of State Director notification of possible high risk grantee. Propose remedies (conditions and restrictions) for deficiencies identified.

The assessment shall be submitted to the State Director in the format provided in Attachment J.C.12.e.4.

C.12.e.5 TECHNICAL MANAGEMENT ASSISTANCE FOR IMPLEMENTING

REMEDIES FOR HIGH RISK DESIGNATION

Provide technical and management assistance, as requested by RD or grantee organization with consultation with RD. The range of high risk grantees is two (2) minimum to five (5) maximum per month. Plan due within (30) calendar days via certified mail, per Attachment J.C.12.e.5.

C.12.e.6 CONTACTS

i) Make contact with Pre-Development and operating grantees once a month. Based on scheduling, contact via telephone or email is acceptable, per Attachment J.C.12.e.6.

ii) Make contact with new, and high risk grantees biweekly. Based on scheduling, contact via telephone or email, per Attachment J.C.12.e.6.

C.12.e.7 PROBLEM IDENTIFICATION

Provide consultation, technical and management assistance, and facilitation services in identifying and resolving deficiencies. Deficiencies and resolutions shall be submitted, in writing, to the State Office, with copies to the RD offices supporting the grantee, per Attachment J.C.12.e.7.

C.12.f DELIVERABLES

N/A

C.12.g REPORTS

Submit, by the 15th of each month, a monthly summary report to the COR, with a copy to the State Director. The report shall be submitted in the format of Attachment J.C.12.g.

C.13 TECHNICAL REQUIREMENT: TRAINING/WORKSHOPS/NATIONAL

CONFERENCES

C.13.a GENERAL REQUIREMENTS

Provide training, workshops, and conferences to the RD staff and grantees.

C.13.b DEFINITIONS

N/A

C.13.c GOVERNMENT FURNISHED ITEMS

N/A

C.13.d CONTRACTOR FURNISHED ITEMS

The contractor shall provide all items not listed in C.13.c. that are required to accomplish Training/Workshop/National Conferences.

C.13.e. DEFINITE DELIVERY/QUANTITY WORK

C.13.e.1 RESERVED

C.13.e.2 RESERVED

C.13.e.3 TECHNICAL & MANAGEMENT ASSISTANCE ANNUAL

CONTRACTOR MEETING

***All Directors and Housing Program Managers MUST attend each Annual Contractor Meeting. The contractor's personnel may also attend.***

C.13.f. DELIVERABLES

N/A

C.13.g REPORTS

Submit, by the 15th of each month, a monthly summary report to the National Office with a copy to the State Director. The report shall be submitted in the format of Attachment J.C.13.g.

C.14 MUTUAL SELF HELP HOUSING NEWSLETTER

Publish a Newsletter at least quarterly. If the Contractor has an existing newsletter, a section must be incorporated on the Rural Development Mutual Self-Help Housing Program and related housing issues.

C.15 TRAVEL

i) Local travel will not be reimbursed. The cost of local travel shall be included in the firm-fixed-price. Local travel is any travel within a 50-mile radius of the contractor’s office.

ii) Travel outside the local area shall be reimbursed in accordance with the Federal Travel

Regulations and market prices. A not-to-exceed amount will be provided at the time of award of the base year and at the time of exercising the option period.

iii) Travel Assistance Funds will be provided based on availability of funds for grantees to attend a workshop in their region. The Government may also provide travel assistance based on availability of funds for grantees to attend the national conference. Funds are provided to supplement the cost of one (1) representative from each grant organization. Travel will be reimbursed in accordance with the Joint Travel Regulations and/or Federal Travel Regulations and market prices. A not-to-exceed amount will be provided at the time of award of the base year and option period. The travel funds will be used for assisting travel based on the need of the grant organization.

C.16 GENERAL ADMINISTRATIVE REQUIREMENTS

Ranges (minimums and maximums) specified for services are subject to a 10% variance. Any variances exceeding 10% are subject to upward/downward price negotiations in accordance with the “Changes” clause.

C.17 PAYMENT PROCEDURES

a. Invoices: The Contractor shall submit an invoice monthly for services provided during the month. Invoices may be submitted electronically to the CO. The offeror shall include the payment address in their proposal, if it is different from that shown for the Offeror in accordance with paragraph G.2, INVOICE AND PAYMENT PROVISIONS.

b. Travel expenses/cost shall be reported on the Travel Expense Voucher, Attachment J2.

Receipts for expenses, e.g., tickets, hotel lodging, etc. shall be attached thereto. Travel cost shall be cost reimbursable for actual cost, not exceeding the limitations set forth in the Federal Travel Regulations (FTR).

c. The Contractor will be authorized under this contract to purchase miscellaneous equipment, supplies, postage, and commercial software as required and approved by the COR. The General & Administrative Fee on purchases for this contract shall be considered as an other-direct charge (ODC). The Government will reimburse the contractor for these purchases. The original invoice for these purchases shall accompany contractor’s invoice. Contractors shall not purchase any miscellaneous items without prior approval from the COR/COTR. Failure to obtain the COR’s/COTR’s approval will result in the contractor not being reimbursed for the purchase.

d. To assist the USDA/Rural Development, in making timely payments, the invoice shall include at a minimum:

i. Name and address of the Contractor (mailing address for check)

ii. Contract Number; Purchase Order Number; Task Order Number

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

iv. Total amount due under the Invoice

v. Total amount per contract line item by ordering entity

SECTION D: PACKAGING and MARKING

***SEE SECTION L.10 - Submission of Proposals

SECTION E: INSPECTION and ACCEPTANCE

E.1 52.246-1 CONTRACTOR INSPECTION REQUIREMENTS-- (APR 1984)

E.2 52.246-4 INSPECTION OF SERVICES--FIXED-PRICE (AUG 1996)

(Reference 46.304)

(a) Definition. "Services," as used in this clause, includes services performed, workmanship, and material furnished or utilized in the performance of services.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

(c) The Government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

(d) If the Government performs inspections or tests on the premises of the Contractor or a subcontractor, the Contractor shall furnish, and shall require subcontractors to furnish, at no increase in contract price, all reasonable facilities and assistance for the safe and convenient performance of these duties.

(e) If any of the services do not conform with contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by reperformance, the Government may-

(1) Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

(2) Reduce the contract price to reflect the reduced value of the services performed.

(f) If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may-

(1) By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or

(2) Terminate the contract for default.

E.3 452.246-70 INSPECTION AND ACCEPTANCE (FEB 1988)

(a) The Contracting Officer or the Contracting Officer's duly authorized representative will inspect and accept the supplies and/or services to be provided under this contract.

(b) Inspection and acceptance will be performed at Various Locations.

E.4 ACCEPTANCE

The performance and quality of work delivered by the contractor, including services rendered and any documentation or written material compiled shall be subject to inspection, review, and acceptance by the Government.

E.5 CONTRACTOR QUALITY CONTROL (QC)

(a) The Contractor shall establish and maintain a Quality Control Program (QCP) in accordance with the FAR 52.246-4, “INSPECTION OF SERVICES - FIXED PRICE” clause, Section E, to ensure that the work performed under the contract conforms to the contract requirements. The Contractor shall submit to the Contracting Office, a QCP, for approval, 30 calendar days after award of the contract. The Contracting Officer will notify the Contractor of acceptance or required modifications to the plan within five (5) working days after receipt of the plan. The Contractor shall make appropriate modifications and obtain acceptance of the plan by the Contracting Officer within five (5) working days after notification. A general description of the Contractor’s (QCP) shall be available for Government review during the pre-award survey.

(b) The Contractor’s QCP shall provide top Contractor management with an effective and efficient means of identifying and correcting problems throughout the entire scope of operations.

(c) The QCP shall include:

(1) A description of the Contractor’s quality control system. The system must cover all contract services, specify work to be inspected on either a schedule or unscheduled basis, and describe how inspections are to be conducted.

(2) The name(s) and qualifications of the individual(s) responsible for performing the quality control inspections, and the extent of their authority.

(3) A description of the methods to be used for identifying and preventing defects in the quality of service performed.

(4) Provisions for recording the results of inspections and for recording corrective action taken.

(5) Provisions to update and revise the QCP during the performance of the contract.

(d) A file of all Quality Control inspections both performed and scheduled inspection results, and dates and details or corrective actions taken shall be maintained by the Contractor through the term of this contract. The file shall be the property of the Government and made available to the Contracting Officer during regular workings hours. The file shall be turned over to completion/termination of the contract.

E.6 GOVERNMENT QUALITY ASSURANCE (QA)

Under this Performance Based Services Contract (PBSC), the Government will establish and maintain a quality assurance program in accordance with the FAR 52.246-4, “INSPECTION OF SERVICES - FIXED PRICE” clause, Section E. Each phase of the services rendered under this contract is subject to Government inspection, during the Contractor’s operations and after completion of the tasks. The Government’s Quality Assurance Surveillance Program is not a substitute for Quality Control by the Contractor. All findings of unsatisfactory or non-performed work will be administered in accordance with the “INSPECTION OF SERVICES - FIXED PRICE” clause, Section E. All costs associated with rework are the responsibility of the Contractor. The Government reserves the right to choose the inspection methods to be used in implementing its Quality Assurance Program and to vary the inspection methods utilized during the work, without notice to the Contractor.

E.7 PERFORMANCE EVALUATION MEETINGS

(a) The Contractor shall meet with the Government’s representative monthly during the first six months of the contract. Thereafter, meetings will be as often as necessary at the discretion of the Contracting Officer. A mutual effort will be made to resolve all problems identified. The written minutes of these meetings, prepared by the Government, shall be signed by the

Contractor’s representative and the Government’s representative. Should the Contractor not concur with the minutes, the Contractor shall state, in writing, to the Contracting Officer any areas of disagreement within 10 calendar days.

(b) The Government will periodically assess the Contractor’s overall performance on this contract using the Contractor’s Performance Evaluation System (CPS), https://cps.nih.gov. The Government may use CPS to evaluate the Contractor more frequently if it becomes necessary.

The Contractor will be afforded an opportunity to comment on each evaluation performed when the Government uses the CPS. The Contractor has 30 calendar days to submit written comments on unsatisfactory ratings.

Section F- Deliveries of Performance

F.1 PERIOD OF PERFORMANCE

The estimated period of performance includes an initial award base period consisting of 1 year (12 months) from the date of award and one (1) option period of 6 months for a total of 18 months (includes base and all option periods if exercised).

F.2 WORK HOURS

The Government's regular (normal) working hours are from 7:30 a.m. to 4:00 p.m., Monday through Friday except federal holidays and other days specifically designated by the Contracting Officer.

F.3 PLACE OF PERFORMANCE

The work shall be located in the 48 continental United States and the possibility of Puerto Rico, Alaska, and Hawaii.

F.4 DELIVERABLES

A deliverable schedule will be identified in each contract. Each task may require some or all of the following deliverables as part of the task. The contractor shall comply with the deliverables and time schedule as identified in each individual task order.

Deliverables Description

Draft Scope Document Detailed Project Work Plan User Certified Scope Document User Certified Detailed Business Requirements Design, Development, and Unit Testing Completed.

Contractor shall provide walkthrough showing all applications meet government specifications and follow requirements as outlined in the previous deliverable.

Implementation Plan Milestone Schedule Estimated Cost…