ARC Backlog Inspections RFI.docx

SOURCES SOUGHT MARKET RESEARCH

Brief and Questionnaire

Backlog Inspections 8(a) SMALL BUSINESSES ONLY

SOLICITATION NO:

The U.S. Department of Housing and Urban Development (HUD) is issuing this notice as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for National Standards for the Physical Inspection of Real Estate (NSPIRE) Backlog Inspections. Additional information about the requirement is available in the Appendix accompanying this notice. The result of this market research will contribute to determining the method of acquisition. The applicable North American Industry Classification System (NAICS) code assigned to this acquisition is 541350.

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a request for offers, quotes or proposals. This notice does not represent a commitment by the Government to issue a solicitation or award a contract. This is a market research tool only to determine the capability of potential sources. No reimbursement will be made for any costs incurred and/or associated with providing information in response to this Sources Sought or any follow-up information. Contractors shall not submit proposals, quotes, or bids in response to this Sources Sought.

I. BACKGROUND:

The U.S. Department of Housing and Urban Development (HUD) has transitioned from the legacy Uniform Physical Condition Standards (UPCS) inspection protocol to the National Standards for the Physical Inspection of Real Estate (NSPIRE) inspection protocol. HUD requires a Contractor to successfully execute NSPIRE inspections.

The NSPIRE model prioritizes health, safety, and functional defects over appearance. It implements inspections that better reflect the true physical conditions of the property. HUD would like to continue its historical goal of completing 18,000 inspection assessments annually for Public Housing, Multifamily, and other properties subject to Assessment and Recovery Center (ARC), formally known as the Real Estate Assessment Center (REAC), inspections. Compared to UPCS, the NSPIRE model supports the adoption of sound, year-round maintenance practices. Accordingly, HUD has updated its approach to procuring NSPIRE inspections to focus the Contractor on program and project management of scheduling and conducting NSPIRE inspections. HUD will provide NSPIRE training to Contractor staff, including inspectors, in accordance with section 3.1.3 of the Performance Work Statement (PWS). HUD’s objective is for the Contractor to take the responsibility for the inspection and inspection process by performing the following functions:

· Performing Human Resource Management functions

· Recruiting of inspectors

· Monitoring inspector performance

· Inspection planning

· Performing NSPIRE Inspections

It is estimated the contract will have one 12- month base period and two 12-month option periods.

II. BRIEF DESCRIPTION

HUD’s Office of Public and Indian Housing (PIH), ARC, is seeking Contractor support for the NSPIRE Inspection Services Model. The Contractor’s services are required so ARC will get complete and accurate:

1. Physical assessments on HUD-assisted and insured properties.

2. Assessments on health and safety risks.

3. Raw inspection data that support enforcement actions and sanctions.

1. Task 5.1 Program and Project Management Support Services

a. 5.1.1 Program and Project Management Planning The Contractor shall submit a PMP within 30 days of the kickoff meeting. It must include a Master Schedule (MS) (written is MS excel) that is submitted weekly to the COR and HUD Program/Project Manager, and visible to the Government daily, tracking inspections from assignment through payment status. The Government will provide the initial Master Schedule template to the Contractor and in response, the Contractor will provide a PMP with a Sample master schedule using the template provided by the government.

The Contractor shall submit a final version of the PMP and Master Schedule no later than five (5) business days after receipt of COR comments. The PMP shall address all the requirements contained in this PWS and define a detailed plan and master schedule for the entire program.

b. 5.1.2 Monthly Performance Report The Contractor shall develop performance metrics that allow tracking of project completion against the milestones set by ARC and what is reflected in the PMP program schedule. The Contractor shall electronically submit a Monthly Performance Report to the COR via electronic mail and upload to an established SharePoint site that reflects accomplishments and deliverables from the prior month; planned activities and deliverables for the upcoming month; and progress on meeting the milestones reflected in the PMP program schedule and the Master Schedule. The Monthly Performance Report shall be submitted within the first five (5) business days of the month end.

The report shall also reflect project progress, staffing plan metrics and updates, resources, risks, budget, workflow, quality control, and rejections and actions the Contractor took along with the Contractors QC Inspector to mitigate performance of deficiencies cited in the rejections and reporting for this task. The Contractor shall perform a detailed review of project deliverables for accuracy, completeness, and adherence to contractual and functional requirements and report the results of their analysis. Submit a monthly report by the 1st day of each month, outlining rejections and actions undertaken by the QC Inspector (e.g., training, field visits, etc.) in the preceding month to rectify performance deficiencies identified in the rejections.

2. Task 5.2 NSPIRE Inspections

The Contractor shall provide Inspection activities in accordance with appropriate HUD standards and procedures. These activities include:

1. NSPIRE Inspections

a. Multifamily

b. Public Housing

The following is provided as a guide for NSPIRE inspections:

Inspection Sample Size for NSPIRE Inspections

Assisted Units in Property

Inspected Units Sample

Assisted Units in Property

Inspected Units Sample

5.2.1 Scheduling Communications

Communications regarding scheduling shall be maintained by the Contractor during the life of the contract. The schedule of inspections shall be provided to HUD through the methods specified by HUD. The Contractor shall schedule at least 10% of assigned inspections within 30 calendar days of receipt from the COR.

ARC requires and the Contractor shall send a 28-calendar-day notice of the inspection. The Contractor shall notify the designated point of contact via telephone, followed by a written confirmation via email. The Contractor may schedule the inspection for an agreed upon inspection date prior to 28 days and send the notice but no sooner than 28-calendar days.

At fourteen days (14) and again at two (2) days prior to the inspection, the Contractor will call and email the PHA and/or POA and perform the following:

5.2.2 Conducting NSPIRE Inspections

The Contractor shall perform Federal physical inspections in conformance with the standards in Federal regulations at eCFR :: 24 CFR Part 5 Subpart G -- Physical Inspection of Real Estate and at National Standards for the Physical Inspection of Real Estate: Inspection Standards. HUD will identify the priorities and the highest priority inspections are to be scheduled and conducted first.

The Contractor shall be familiar with all HUD inspector notices and guides and shall incorporate this guidance into its procedures when performing inspections, including the NSPIRE Inspection Protocol and Guidance.

All inspections shall occur in the presence of the property representative.

5.2.3 Health and Safety (H&S) Reports

At the end of each inspection day, the inspector will inform the property representative that the property’s primary contact will receive a link to Salesforce to access the official H&S report within 24 hours.

At the end of each inspection day and the conclusion of the inspection, the inspector shall review the results with the property representative, and the inspector shall ensure the property representative acknowledges receipt of the 24-hour H&S report by e-signing the H&S Report in the NSPIRE app. This report contains the Life–Threatening (LT) and Severe hazards as defined in the NSPIRE final rule and standards. For inspections spanning multiple days, a report will be provided at the end of each day.

If the Contractor is unable to generate the report, the inspector shall contact the TAC for further direction and documentation of reasons why.

5.3 Disposition of Inspections

HUD will provide the disposition of inspections to include any clarifications via either a data extract (e.g., Excel spreadsheet) or HUD’s physical inspection system of record (e.g., Salesforce). There are currently seven different dispositions:

1. Accepted Inspections

2. Late Inspections

3. Un-inspectable Property

4. Unsuccessful Inspections

5. Cancelled Inspections

6. Postponed Inspections

7. Rejected Inspections

5.4 Quality Control Plan

The Contractor's quality control program is the means by which the Contractor assures that they are in compliance with the requirements of the contract. The Contractor shall provide the associated QCP to the Government as directed.

The Contractor shall develop, maintain, enforce, and document a QCP. The QCP shall ensure the Government receives the level of quality that is consistent with the requirements specified in this contract.

The QCP shall be sufficiently detailed to provide the Contractor's methodology for identifying and recruiting qualified personnel. The QCP shall also provide the Contractor's methodology for resolving problems identified by the Government during reviews conducted in accordance with its Quality Assurance Surveillance Plan (QASP).

The QCP shall also provide the Contractor's methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system. The QCP shall demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the Government's QASP. The QCP shall address Quality Management Approach, Quality Assurance, Quality Control and Quality Standards.

6.0 Deliverables

The Contractor shall complete all work and submit all deliverables as specified herein. The Government reserves the right to make changes to delivery dates.

III. INSTRUCTIONS TO RESPONDENTS

Interested parties are requested to respond to this Sources Sought by responding to the Questionnaire below. Respondents must provide the responses below the questions on the Questionnaire.

A. Due Date - Responses to this Sources Sought are due 1:00 PM Central Time Tuesday, 4/7/2026. Responses received after the specified date and time may not be considered. If you are not interested, please provide a negative reply.

This RFI is for 8(a) Small Businesses only.

B. Responses shall be emailed to the following: Christopher.j.rodriguez@hud.gov The Subject line shall be:

Name of Your Company – CDBG-DR– SS – 866141-26-SS-0001

C. Response Submission Responses to the Questionnaire shall be submitted below each question on the Questionnaire. The completed Questionnaire with responses shall be submitted in Microsoft (MS) Word and shall not exceed fifteen (15) pages. Respondents must use 11 point Times New Roman font type with 1-inch margins on standard 8-1/2 by 11-inch paper.

D. Graphics or pictures are not allowed. Illustrations such as tables, flowcharts, organizational charts, process charts, diagrams, or other similar type informational charts may be used and will be counted against the page count limitations noted above. Please ensure all illustrations have readable font size for the text. Files submitted shall not contain Macros or exceed more than a total of 5MB.

E. All responses must be UNCLASSIFIED and will become Government property, and will not be returned. Standard marketing brochures or catalogs will be discarded.

F. The Government recognizes that proprietary data may be a part of your submittal. If so, clearly mark such restricted or propriety data and present it as an addendum to the non-restricted/non propriety information. All submittals received will be reviewed for informational purposes. The Government reserves the right to independently verify all information submitted.

G. Reponses that are not in accordance with the instructions above, including the due date and time and page limitations, may not be considered.

IV. QUESTIONNAIRE –

Interested parties are requested to respond to this Sources Sought Questionnaire below for

A. Section 1.1: Corporate Description Provide all answers below the question and not on a separate document.

Responses must include all of the following information for prime and subcontractors or teaming partners.

1. Name of firm, CAGE Code, Unique Entity Identifier (UEI), and Tax ID Number

2. State if your firm has a GSA Schedule for the services required in the Brief and provide the GSA contract number.

3. State the business size status and NAICS code, including whether: Small, Small Disadvantaged, 8(a), Women-Owned, HUBZone, Veteran Owned and/or Service Disabled Veteran-Owned Business, etc.

4. If 8(a) provide exit date.

5. Points of contact, including: Name, Title, Phone, and E-mail Address.

6. SBA 8(a) office address (name, telephone no, email and address).

Section 1.2: Subcontractor or Teaming Partner Corporate Description Provide all answers below the question.

Responses must include all of the following information:

7. Name of firm, CAGE Code, Unique Entity Identifier (UEI), and Tax ID Number

8. State if your firm has a GSA Schedule for the services required in the Brief and provide the GSA contract number.

9. State the business size status and NAICS code, including whether: Small, Small Disadvantaged, 8(a), Women-Owned, HUBZone, Veteran Owned and/or Service Disabled Veteran-Owned Business, etc.

10. If 8(a) provide exit date.

11. Points of contact, including: Name, Title, Phone, and E-mail Address.

B. Section 2: Firm’s Experience – Number of Years

Please indicate the extent of your firm’s experience in performing housing research analysis and developing public-friendly, plain language materials, promoting government research, policy and programs or similar services. If the firm is partnering or subcontracting with other firms, please provide separately the experience of each firm. Please review II. BRIEF DESCRIPTION above.

1. Prime Contractor Name:

Years ___________Proposed % of Work to be Performed by Prime

2. Subcontractor or Partner Name:

Years _ __________Proposed % of Work to be Performed by Subcontractor

C. FAR 52.219-14 - - Limitation on Subcontracting Section

52.219-14 -- Limitation on Subcontracting requires states the vendor will not pay more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count towards the prime contractor's 50 percent subcontract amount that cannot be exceeded. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract;

Can your firm comply with FAR 54.219-14 in the performance of Marketing Support for HUD Housing Surveys services?

Yes_____ No______

D. Section 3: Experience in Performing the Services in Section II BRIEF DESCRIPTION above or similar services Provide all answers below the question.

Describe your firm’s experience in the following areas:

1. What experience does your firm have collecting data through qualitative interviews?

2. What experience does your firm have effectively communicating research results both written and orally for a variety of audiences?

3. What experience does your firm have conducting inspections?

4. What experience does your firm have conducting mixed methods research to determine social impacts?

PLEASE DO NOT PROVIDE ANY SUPPLEMENTAL INFORMATION. DO NOT SUBMIT TECHNICAL OR COST PROPOSALS OR ANY OTHER INFORMATION. THE PURPOSE OF THIS MARKET RESEARCH IS TO OBTAIN OVERALL SUMMARY INFORMATION.

YOU ARE REQUESTED TO ANSWER THE QUESTIONS LISTED IN THE QUESTIONNAIRE ONLY.

MARKET RESEARCH ONLY – BRIEF DESCRIPTION OF SERVICES

Market Research – FAR Part 10 Page 4 of 7 Brief and Questionnaire Backlog Inspections