SOW.doc

SECTION C – STATEMENT OF WORK

USDA Rural Housing Service 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 the Housing Act of 1949, as amended (Section 523 found in 42 United States Code 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(ies) 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, as amended (Section 523 found in 42 United States Code 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: https://www.cfda.gov/index?s=program&mode=form&tab=step1&id=d60339d5e4872307d8e303c035e35d5e 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 December 31, 2007. 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

Training/Workshops/National Conferences

C.11

Training Handbooks

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 April 2010 thru 31 March 2011 or 12 months from the date of award.

Option Period I

1 April 2011 thru 30 Sep 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. The maximum number of inquiries is an annual average of 20 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. INDEFINITE QUANTITY WORK

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

INDEFINITE QUANTITY WORK

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

INDEFINITE QUANTITY WORK

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 Visit the following website for additional information: (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 contract bid (115) 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

Attend quarterly review meetings between grantee and RD, unless RD notifies the contractor, in writing, that contractor attendance is not required. Two (2) of the four (4) quarterly meetings must be conducted at the grantee’s designated site. A minimum of four (4) site visits are required in lieu of quarterly meetings.(STATEMENTS CONTRADICT EACH OTHER) 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

INDEFINITE QUANTITY WORK

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

TRAINING/WORKSHOPS

i) Conduct one workshop per year per region; this may be accomplished in conjunction with the National Conference. The workshop shall be designed to include training sessions and modules that will benefit and meet the needs of prospective, new, and operating grantees. Workshops shall include sessions by staff category, Board of Directors, Construction Supervisors, Group Coordinators, Project Directors, and bookkeepers. The workshops shall not exceed three (3) business days (Tuesday through Thursday) and shall be provided on-site, per Attachment J.C.13.e.1.

ii) MUST submit a regional workshop plan, to the COR, for review and approval at least three (3) months prior to the start of the workshop. The plan shall include, but not limited to, a cost comparison of three (3) locations, per diem rates, and projected attendee count, per Attachment J.C.13.e.1.

iii) MUST submit a tentative workshop agenda to the COR for review and approval at least 60 days prior to the date of the workshop. The agenda shall include, but not limited to, the following: training specific for all new and operating grantees to develop staff job skills, (e.g., capacity building; strategic planning; information exchange; other Federal sources of funding, such as Section 8 and SHOP Loan program; leveraging; 502 loan packaging; development; etc.). House plans, Basic Bookkeeping, Accounting for Individual Borrower 502 Loan Accounts, OMB Circulars, A-110, A-122, (Cost Allocation/Indirect Cost); and Credit Counseling, Loan Underwriting. The workshop shall be Self-Help and low-income housing in scope, but also provide some level of Civil Rights and Fair Housing information. Any changes to the approved agenda must be resubmitted for approval.

iv) Provide additional workshops as requested. Additional workshops shall be incorporated, via modification to the contract, in accordance with the Changes Clause.

C.13.e.2

NATIONAL CONFERENCES

i) A minimum of one National Conference shall be conducted during the contract performance period. The conference shall be designed to include training sessions and modules that will benefit and meet the needs of prospective, new, and operating grantees. Conference shall include sessions by staff category, Board of Directors, Construction Supervisors, Group Coordinators, Project Directors, and Bookkeepers. The conference shall not exceed three (3) business days (Tuesday through Thursday). Training shall be provided on site, per Attachment J.C.13.e.2.

ii) MUST submit a conference plan, to the COR, for review and approval at least 12 months prior to the start of the conference. The plan shall include, but not limited to a cost comparison of three (3) locations, per diem rates, and projected attendee count.

iii) MUST submit a tentative agenda, to the COR, for review and approval at least 60 days prior to the date of the conference. The agenda shall include, but not limited to the following: Training specific for all new and operating grantees to develop staff job skills; (e.g., capacity building; strategic planning; information exchange; other Federal sources of funding, Section 8 and SHOP Loan Program; leveraging, 502 loan packaging; development; etc.). House plans, Basic Bookkeeping, Accounting for Individual Borrower 502 Loan Accounts, OMB Circulars, A-110, A-122, (Cost Allocation/Indirect Cost); Credit Counseling; and Loan Underwriting. The conference shall be Self-Help and low-income housing in scope, but also provide some level of Civil Rights and Fair Housing information. Any changes to the approved agenda must be resubmitted for approval, to the COR.

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.

INDEFINITE QUANTITY WORK

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

GRANTEE TRAINING HANDBOOKS – (MAY BE REQUIRED AT FUTURE

DATE)

C.14.a

GENERAL REQUIREMENTS

Maintain a master nationwide electronic version of Grantee Training Handbooks approved by the National Office, attention COR.

C.14.b

DEFINITIONS

The training handbooks must contain the following categories: Group Co-ordinator, Construction Supervisor, and Financial Guide for Federally Funded Organizations, Accounting for Individual Family 502 Loan Accounts, and Guide for Basic Bookkeeping for Non-Profit Organization, Board of Directors, and Project Directors. The handbooks will be used to provide training in workshops and conferences to the RD staff and grantees.

C. 14.c

GOVERNMENT FURNISHED ITEMS

N/A

C.14.d

CONTRACTOR FURNISHED ITEMS

The contractor shall provide all items not listed in C.14.c. that are required to assure the accuracy and compliance in the maintenance of the handbooks.

C.14.e

DEFINITE DELIVERY/QUANTITY WORK

C.14.e.1

GRANTEE TRAINING HANDBOOK MAINTENANCE

i) Submit any proposed additions or changes in electronic version thirty (30) calendar days in advance of release to the COR for review and approval.

ii) Distribute to each grantee organization the electronic version with instructions on replacing the updates, within 5 business days of approval by COR.

iii) Maintenance of these handbooks will be on an as needed basis, reflective of RHS Regulations or program changes.

C.14.e.2

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 option years.

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 years. 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 IAW 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 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 I nclude 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