B2. RFQ 12RADZ22Q0007 RDVP RUI.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-RHS CODE 16. ADMINISTERED BYCODE

X

X

X

541350

SIZE STANDARD:

100.00 % FOR:SET ASIDE:UNRESTRICTED ORRD-31ME

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

09/12/2022 1730 ET

09/01/2022

DANIELLE RODRIGUEZ

(No collect calls)

INFORMATION CALL:

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

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

12RADZ22Q0007

5. SOLICITATION NUMBER

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

1 49 1071528OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

WASHINGTON DC 20250

ROOM 6900

1400 INDEPENDENCE AVENUE, SW

USDA, RURAL HOUSING SERVICES

USDA, RURAL HOUSING SERVICES

15. DELIVER TO

WASHINGTON DC 20250

1400 INDEPENDENCE AVE, SW

RURAL DEVELOPMENT BUSINESS CENTER

PROCUREMENT MANAGEMENT OFFICE

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$8.00

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 SCHEDULEX

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

USDA, RURAL DEVELOPMENT

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Period of Performance: 09/30/2022 to 03/28/2028

0001 Remote Inspections 1000 EA Product/Service Code: H956

Delivery: 09/29/2023 Period of Performance: 09/30/2022 to 09/29/2023

The Contractor shall provide Rural Development Voucher Program Remote Unit Inspections (RDVP RUI) Services in accordance with the Performance

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

HEREIN, IS ACCEPTED AS TO ITEMS:

X

XX

DATED

DANIELLE N. RODRIGUEZ

. 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.

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

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

OFFER

STANDARD FORM 1449 (REV. 2/2012)

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. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Work Statement (PWS).

The Contractor shall provide Remote Inspections in accordance with the PWS for the base period.

Contractor will provide the price per inspection.

0002 Administrative Costs 12 MO

Product/Service Code: H956

Delivery: 09/29/2023

Period of Performance: 09/30/2022 to 09/29/2023

The Contractor shall provide Rural Development

Voucher Program Remote Unit Inspections (RDVP

RUI) in accordance with the Performance Work

Statement (PWS).

This CLIN includes all the administration costs required for this contract for the base period.

Contractor to fill out the following cost with their proposal: 12 Months X Unit Price __________

= Total Price ______________.

1001 Remote Inspections 1000 EA

(Option Line Item)

08/30/2023

Product/Service Code: H956

Continued ...

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

49 2 of

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

3 49

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

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

12RADZ22Q0007

Delivery: 09/29/2024

Period of Performance: 09/30/2023 to 09/29/2024

The Contractor shall provide Rural Development

Voucher Program Remote Unit Inspections (RDVP

RUI) Services in accordance with the Performance

Work Statement (PWS).

The Contractor shall provide Remote Inspections in accordance with the PWS for the 1st Option period.

Contractor will provide the price per inspection.

1002 Administrative Costs 12 MO

(Option Line Item)

08/30/2023

Product/Service Code: H956

Delivery: 09/29/2024

Period of Performance: 09/30/2023 to 09/29/2024

The Contractor shall provide Rural Development

Voucher Program Remote Unit Inspections (RDVP

RUI) in accordance with the Performance Work

Statement (PWS).

This CLIN includes all the administration costs required for this contract for the 1st Option period.

Contractor to fill out the following cost with their proposal: 12 Months X Unit Price __________

= Total Price ______________.

2001 Remote Inspections 1000 EA

(Option Line Item)

08/30/2024

Product/Service Code: H956

Delivery: 09/29/2025

Period of Performance: 09/30/2024 to 09/29/2025

The Contractor shall provide Rural Development

Voucher Program Remote Unit Inspections (RDVP

RUI) Services in accordance with the Performance

Continued ...

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

Sponsored by GSA

FAR (48 CFR) 53.110

4 49

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

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

12RADZ22Q0007

Work Statement (PWS).

The Contractor shall provide Remote Inspections in accordance with the PWS for the 2nd Option period.

Contractor will provide the price per inspection.

2002 Administrative Costs 12 MO

(Option Line Item)

08/30/2024

Product/Service Code: H956

Delivery: 09/29/2025

Period of Performance: 09/30/2024 to 09/29/2025

The Contractor shall provide Rural Development

Voucher Program Remote Unit Inspections (RDVP

RUI) in accordance with the Performance Work

Statement (PWS).

This CLIN includes all the administration costs required for this contract for the 2nd Option period.

Contractor to fill out the following cost with their proposal: 12 Months X Unit Price __________

= Total Price ______________.

3001 Remote Inspections 1000 EA

(Option Line Item)

08/30/2025

Product/Service Code: H956

Delivery: 09/29/2026

Period of Performance: 09/30/2025 to 09/29/2026

The Contractor shall provide Rural Development

Voucher Program Remote Unit Inspections (RDVP

RUI) Services in accordance with the Performance

Work Statement (PWS).

The Contractor shall provide Remote Inspections in accordance with the PWS for the 3rd Option period.

Contractor will provide the price per inspection.

Continued ...

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

5 49

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

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

12RADZ22Q0007

3002 Administrative Costs 12 MO

(Option Line Item)

08/30/2025

Product/Service Code: H956

Delivery: 09/29/2026

Period of Performance: 09/30/2025 to 09/29/2026

The Contractor shall provide Rural Development

Voucher Program Remote Unit Inspections (RDVP

RUI) in accordance with the Performance Work

Statement (PWS).

This CLIN includes all the administration costs required for this contract for the 3rd Option period.

Contractor to fill out the following cost with their proposal: 12 Months X Unit Price __________

= Total Price ______________.

4001 Remote Inspections 1000 EA

(Option Line Item)

08/30/2026

Product/Service Code: H956

Delivery: 09/29/2027

Period of Performance: 09/30/2026 to 09/29/2027

The Contractor shall provide Rural Development

Voucher Program Remote Unit Inspections (RDVP

RUI) Services in accordance with the Performance

Work Statement (PWS).

The Contractor shall provide Remote Inspections in accordance with the PWS for the 4th Option period.

Contractor will provide the price per inspection.

4002 Administrative Costs 12 MO

(Option Line Item)

08/30/2026

Product/Service Code: H956

Delivery: 09/29/2027

Continued ...

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

6 49

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

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

12RADZ22Q0007

Period of Performance: 09/30/2026 to 09/29/2027

The Contractor shall provide Rural Development

Voucher Program Remote Unit Inspections (RDVP

RUI) in accordance with the Performance Work

Statement (PWS).

This CLIN includes all the administration costs required for this contract for the 4th Option period.

Contractor to fill out the following cost with their proposal: 12 Months X Unit Price __________

= Total Price ______________.

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

Schedule of Supplies/Services

CONTINUATION OF STANDARD FORM 1449

SCHEDULE OF SUPPLIES/SERVICES

CLIN Schedule of Supplies/Services Qty Unit of Issue

Unit Price Quoted Amount

0001 Remote Inspections 1,000 EA 0002 Administrative Costs 12 MO 1001 Remote Inspections 1,000 EA

1002 Administrative Costs 12 MO 2001 Remote Inspections 1,000 EA

2002 Administrative Costs 12 MO

3001 Remote Inspections 1,000 EA

3002 Administrative Costs 12 MO

4001 Remote Inspections 1,000 EA

4002 Administrative Costs 12 MO

TOTAL COST

-Remainder of Page Left Intentionally Blank-

RDVP RUI PWS

US Department of Agriculture (USDA)

USDA Rural Development

Rural Housing Service (RHS) Multifamily Housing

Rural Development Voucher Program Remote Unit Inspections (RDVP RUI)

PERFORMANCE WORK STATEMENT (PWS)

August 30, 2022

Table of Contents

Rural Development Voucher Program (RDVP) Remote Unit Inspections (RUI)

INTRODUCTION

1.0 Background

1.1 Objectives

REQUIREMENTS

2.0 Description of Services/Scope

3.0 Technical Requirements / Tasks

(f) 5 Unit Passes Inspection: Initial or Move Inspection

3.1 Specific Objectives

3.2 Specific Requirements/Tasks

GENERAL INFORMATION

4.0 Contract Type

5.0 Period of Performance

6.0 Recognized Holidays

7.0 Place of Performance

8.0 Agency Furnished Items

DELIVERABLES

9.0 Schedule of Deliverables

9.1 Quality Standards

9.1.1 Review and Acceptance

10.0 Performance Requirements Summary

Quality Control Plan

10.1 13

STAFFING NEEDS AND KEY PERSONNEL

11.0 Staffing Needs/Skill and Relevant Experience

12.0 Key Personnel

12.1 Key Personnel Qualifications

13.0 Security Requirements

14.0 Data Rights

15.0 Management Requirements

16.0 Attachments

PROJECT TITLE

Rural Development Voucher Program (RDVP) Remote Unit Inspections (RUI)

INTRODUCTION

This is a non-personal services contract to provide remote unit inspection services for the Rural Development (RD) Voucher Program.

The Agency will not exercise any supervision or control over the contract service providers. The Contractor shall perform to the standards specified in this Performance Work Statement (PWS). Contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Agency.

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary as defined in this PWS.

1.0 Background

The United States Department of Agriculture, RD also known as the Agency is committed to helping improve the economy and quality of life in rural America. The Rural Development Voucher Program (RDVP) was created to offer some protection to eligible multifamily housing tenants in properties financed through Rural Development’s Section 515 Rural Rental Housing Program, who may be subject to economic hardship through the loss of rental assistance due to the prepayment of the RD mortgage. The RD Voucher helps tenants by providing a rental subsidy that will supplement the tenant’s rent payment.

Low-income tenants who reside in the prepaying property are eligible to receive a voucher that they may use at that property or take to any other rental unit in the United States that passes RD inspection and where the owner will accept an RD Voucher, except for rental units in subsidized housing like USDA Section 521 Rural Rental Assistance (RA), HUD Section 8, and public housing where two housing subsidies would result.

1.1 Objectives

The goal of the RD Voucher Program is to provide “decent, safe, and sanitary” housing at an affordable cost to low-income families. To accomplish this, Rural Development set forth basic inspection standards in its RD Voucher Program Guide which all units must meet before assistance can be paid on behalf of a tenant. The Rural Development inspection standard defines “standard housing” and establishes the minimum criteria necessary for the health and safety of program participants. The Agency must determine that these standards are met prior to approving the use of the voucher.

The objective of the service is to schedule and conduct remote unit inspections in accordance with the RDVP Guide and any other future written Agency instructions.

REQUIREMENTS

2.0 Description of Services/Scope

The scope of the RDVP unit inspections services support project is to conduct approximately 1,000 remote unit inspections annually. Units inspected must meet the RD inspection standards as outlined in the RDVP Guide and guidance provided by Agency.

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary as defined in this PWS to perform Remote Unit Inspections (RUI).

The Contractor shall ensure all work accomplished in the performance of this PWS meets all applicable Federal, State, and local laws, regulations, and directives to include, but not limited to, Agency provided publications and/or related documents. Additionally, the contractor shall compile historical data, prepare required reports, and submit all information as specified by the deliverables presented in this PWS, ensuring all work in support of mission requirements tendered to the Agency for acceptance conform to the measurable performance standards of quality, timeliness, and quantity specified in the PWS of this contract.

The intent is to establish work requirements that are performance-based and results-oriented. The Contractor shall determine the best and most cost-effective ways to fulfill Remote Unit Inspections, emphasizing innovation and commercial best practices.

3.0 Technical Requirements / Tasks

The overriding objective of the RDVP RUI is to provide remote unit inspection services to the Agency.

Types of Inspections:

(a) Initial and move: All units must pass a unit inspection prior to the initial term of the lease and execution of the assistance contract. An initial inspection will be conducted for a family that is new to the RDVP program or a family that is moving to a new unit with assistance.

(b) Reinspection: A reinspection will be conducted within 10 business days of a failed inspection to ensure health and safety violations are corrected prior to tenant move in.

Table 1: Inspection Types

Inspection Type Frequency Notes/Next Steps Initial or Move Inspections performed for every move-in to ensure unit meets standards.

If unit fails, reinspect after 10 business days.

Reinspection

A Reinspection is conducted within 10 business days of a failure or a no show.

Owners can request extensions of up 3 days if the failed item(s) is not in the “emergency” category.

If unit fails inspection. A new unit should be selected for occupancy.

(c) Scheduling Inspections

Upon receipt of the Request for Tenancy Approval (RTA) from the Agency, the Contractor shall contact the property owner listed on the RTA to schedule the unit inspection. The Contractor will email and/or call the property owners listed on the RTA to schedule the inspections within 5 business days of receipt of the RTA from the Agency. The appointment should be scheduled at a mutually acceptable time. Unit inspections will be conducted within 7 business days from the day they are scheduled by the Contractor.

Owners should be given a one-hour window during which they will be contacted by the Contractor to conduct the inspection. As a note, tenants are encouraged, but not required, to be present for the inspection.

(d) Conducting the Inspection

Utilizing the Rural Development inspection standards, the Contractor should interpret the standards as broadly and consistently as possible. Using the Inspection Form, the Contractor shall strive to ensure consistency in areas requiring judgment. The Inspection form provides specific inspection guidance in the Inspection Instructions. See Attachment 6-A of the RD Guide for the Inspection Form and its instructions.

The Contractor shall ensure that the unit indicated on the paperwork is the unit that they are to inspect.

The Contractor shall verify the information on the RTA is accurate.

1. Unit number

2. Number of rooms

3. Utilities and responsibility

(e) For initial or move inspections, the Contractor shall inspect each room in the unit, inspecting all items on the inspection form and indicating if each item is acceptable, if there is a finding, or if there is a violation. NOTE: A violation is a finding that constitutes a health and safety issue. Findings that are cosmetic in nature will not be considered violations.

(f) Unit Passes Inspection: Initial or Move Inspection

If the unit passes the initial inspection, the Contractor shall email the Agency within 48 hours, the completed inspection packet, which consists of the Inspection Form, Inspection Result Sample Letter and the RDVP Remote Inspection Owner Certification. The Agency will then mail letters to the owner and tenant.

(g) Unit Fails Inspection: Initial Inspection

If the unit fails the initial inspection, the Contractor shall email the Agency within 48 hours, the failed inspection form with a list of deficiencies.

• The Agency will email or mail the owner a Failed Inspection Report listing the failed items that must be completed and schedule a reinspection within 10 days.

• choose to conduct a reinspection or allow the owner to submit documentation of completed corrections, at the Agency’s discretion.

• If the Agency is not able to confirm repairs have been completed within the allotted time, RD will send a 5-day follow up to the owner. The RTA will be denied if the owner does not respond to the

Inspection Scheduling Standards Inspection type Scheduling timeline

Initial or move inspection Scheduled with the owner no more than 5 business days after receipt of the RTA from the Agency

Reinspection A Reinspection shall be conducted within 10 business days of a health and safety violation.

follow-up notice. The tenant will be notified and given the opportunity to continue to search for another unit.

(h) Termination

If an owner does not correct deficiencies within the 10 business days allotted after a failed inspection and is unresponsive to inquiries from the Contractor regarding the repair, the Agency will inform the tenant that they can look for another unit, move or continue living in the unit without RD assistance.

3.1 Specific Objectives

The Agency is seeking a Contractor to schedule and conduct remote unit inspections for the RDVP.

3.2 Specific Requirements/Tasks

(a) The Contractor shall work closely with the RDVP Program Manager and COR on the development, execution and review of all policies and procedures related to the conduct of remote unit inspections.

The Contractor shall perform the following tasks:

• Document initial and move inspections of units in the RDVP for compliance with the housing standards.

• If a unit fails the inspection, perform a reinspection within 10 business days.

Advise owners and residents of inspection results;

• Confirm that the unit is the size noted on the contract and which utilities are provided by the owner, and which are the responsibility of the tenant;

• Notifies the owner and resident in writing of specific violations so deficiencies can be corrected;

• Practice good customer service skills and professional courtesy in the performance of duties.

The Contractor shall establish and maintain a central filing system with electronic capabilities for all correspondence and communication with the applicants, owners, RDVP staff utilizing RD and contractor approved tracking information collection processes.

(b) Method for conducting inspection:

Using a mobile phone or tablet for ease of mobility using:

• Microsoft Teams

• FaceTime

• Google Meet

• Skype

• Zoom

• Or any other video call platform as available for the Contractor and the proxy

The Contractor will initiate the video call during the inspection time window.

(c) Inspection Process

The inspection must be conducted via an uninterrupted video call to ensure the unit being shown is the unit in question. If for some reason the call is dropped for more than 10 seconds, the proxy will need to exit the unit and show the remote inspector that they are in fact in the unit in question.

The proxy should be capable of showing that all relevant mechanicals are working, including smoke and carbon monoxide detectors.

(d) Inspection Procedure

Throughout the inspection, the Contractor personnel will instruct the proxy of where to move the mobile device so that the inspector can observe the items being inspected.

The inspection should begin with an introduction between the property owner proxy and the Contractor personnel or must record the name and affiliation of the proxy. The inspection should begin outside of the property with the exterior inspection. The inspector must be able to see the address and where applicable, unit number, of the property, to ensure that the unit being inspected is the same unit that will be occupied by the tenant.

(e) Proxy Evaluations

Some aspects of the inspection cannot be conducted via visual inspection alone and will require the proxy to indicate if an item is operating as required. Examples of these subjective items include items like ensuring the refrigerator and freezer are sufficiently cold, that hot water is present, and that the heating or cooling unit is operational. The inspector will still request the proxy to indicate if these items are functioning as required. Additionally, the proxy will sign a document indicated that all statements made during the inspection are true and the proxy may be subject to consequences and the lease may be canceled if the proxy made false statements. Tenants will also sign the attestation whenever they are present accepting the unit.

(f) Correspondence

Contractor will provide owner an appointment time in writing and give specific instructions on how to connect for the inspection. Even if the owner was conducting the inspection and is aware of the pass or of failed items, a letter must be sent informing them of the findings of the inspector and given 10 days to repair the item.

In the case of occupied unit inspections, tenants will be given copies of owner correspondence and will be made aware of any failed items that are deemed tenant responsibilities. Tenants will have the same number of days to correct any deficiencies at their own expense. All correspondence will have a number for landlords and tenants to call with any questions, to schedule appointments or to get in touch with their inspector.

(g) Inspector Training

Within 15 business days of the contract award, contractor must provide training materials and a plan on how it intends to train inspector personnel for Agency approval. Contractor must provide personnel training on the RD inspection standards prior to performing inspections. The Contractor will track and maintain a training log on the RD inspection process to ensure service delivery across the program is structured, standardized, and monitored.

3.3 Project Management/Administrative Requirements

(a) Project Management Plan

Within 20 business days after contract award, the Contactor shall develop and execute an agreed upon project management plan that includes all items necessary to execute this order, including, but not limited to a master schedule of multiple tasks required to address all aspects of the PWS to include:

• Goals and Objectives

• Schedule

• Roles and responsibilities

• Technical Approach

• Training Plan

(b) Post Award Conference

Within 10 business days after award, the Contracting Officer or COR will set up a post award conference.

This meeting will be held virtually. The purpose of this meeting is to discuss and review the following:

• Contract objectives and requirements

• Schedule

• Roles and responsibilities

• Next steps

(c) Biweekly Program Meeting & Status Reports

Once every two weeks, the contractor is responsible for facilitating a biweekly program meeting with a planned agenda, to provide discussions and cross-program updates with the RDVP Program Manager and COR. This meeting shall be held virtually. The meeting must be scheduled a minimum of 2 business days prior to the date the meeting is to be held. The Contractor shall provide a biweekly status report that accurately reflects a current status of all inspections. The planned agenda & status reports shall be provided via email to the RDVP Project Manager and COR 2 business days prior to the meeting.

(d) Monthly Status Reports

The reports shall reflect the accomplishments achieved during the current reporting period, to include number and status of completed inspections and projections for the upcoming reporting period(s).

Summarize period progress, status of inspections, upcoming work, milestones issues, schedules, and risks if applicable associated with this contract. Monthly Status Reports are due on the 5th business day of the month and shall be submitted electronically to the COR.

GENERAL INFORMATION

4.0 Contract Type

This is a Firm-Fixed-Price (FFP) contract.

5.0 Period of Performance

This contract will be for a base year plus four one-year optional periods and consists of the following:

Performance Period Start Date End Date Base Period 09/30/2022 9/29/2023 Option Period 1 9/30/2023 9/29/2024 Option Period 2 9/30/2024 9/29/2025 Option Period 3 9/30/2025 9/29/2026 Option Period 4 9/30/2026 9/29/2027 52.217-8 Optional Extension 9/30/2027 3/29/2028

6.0 Recognized Holidays

The scope of services under this award may occur outside of normal business days and hours and can occur on Federal Holidays, although Federal Agency support may not be available.

(a) The following are the annual federal holidays. The actual date of observance for the Agency each year may differ from the calendar date.

HOLIDAY DATE

New Year’s Day 1 January Martin Luther King Jr.’s Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Juneteenth National Independence Day 19 June Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December

(b) In addition to the annual holidays, the Agency may observe additional days as holidays, those to include:

• Any other day designated by Federal Statue

• Any other day designated by Executive Order

• Any other day designated by the President’s Proclamation

(c) Unless otherwise authorized by the Contracting Officer, observance of holidays by Agency personnel shall not otherwise be a reason for an extension to the period of performance, delivery schedule, or entitlement of payment by the Agency to the Contractor. In the event the Contractor’s personnel (including subcontractor) work during the holiday, they may be compensated for the work in accordance with the Contractor’s operational/employee/business procedures; however, no form of holiday or other premium compensation will be paid by the Agency, either as an additional direct or indirect cost, over the payments authorized in the contract.

7.0 Place of Performance

The work to be performed under this contract will be performed at the Contractor facilities and other locations. The Contractor will provide all supplies, equipment, facilities, and services, etc. at the place of performance.

8.0 Agency Furnished Items

The Agency will provide electronic copies of standards, protocols, and processes documents sufficient to describe the performance of work. All materials will remain the property of the Agency and will be returned to the Contracting Officer Representative (COR) upon request or at the end of the contract period.

DELIVERABLES

9.0 Schedule of Deliverables

In performing the services and providing the support described in the PWS, the Contractor shall provide the written deliverables as described within this document. All deliverables shall be submitted to the COR for inspection, review, and acceptance by the due date. All deliverables become the property of the Agency.

All the deliverables (e.g., meetings, products, activities, reports, schedules, plans, documents, etc.) and due dates, including interim steps and final product delivery shall be the property of USDA. In addition to the minimum set of deliverables defined in the contract, Contractor shall deliver the following deliverables

Schedule of Key Deliverables

# Description Details Delivery Format Due Date

1 Monthly Status Report PWS 3.3(d)

Must meet the requirements of the PWS and be complete.

Via email to CO and COR

5th- business day of each month detailing the previous month’s activities.

2 Project Management Plan PWS 3.3(a)

Must meet the requirements of the PWS and be complete.

Via email and in a document format acceptable to Contractor and RDVP Program Manager and COR

Due 15 calendar days after the Post Award Conference.

Update as required in the monthly status report due the 5th day of each month for the previous month’s activities

3 Biweekly Program Meeting Agenda & Status Reports PWS 3.3(c)

Must be held on time every two weeks. Via email to RDVP Program Manager and COR in Word and PDF format.

2 business days prior to biweekly Program meeting.

# Description Details Delivery Format Due Date

4 Quality Control Plan (QCP)

PWS 10.1

Must meet the requirements of the PWS and be complete.

Word and PDF format.

15 calendar days after contract award

9.1 Quality Standards

The Agency will work with the Contractor to define specific quality standards for each deliverable and work product produced. For any documents, the Agency expects them to be timely, thorough, and accurate.

As each deliverable is usually the result of a series of activities, it is vital that the Contractor and the Agency have the same expectations on the content and approach for the deliverable, the activities involved to develop it, including reviews of drafts, organization, and any other expectations for the final product, prior to the commencement of work.

Specifically:

• Adherence to Requirements - Work products and deliverables shall adhere to the requirements in the contract.

• Accuracy – Work products and deliverables shall be free from errors and mistakes; and be developed in accordance with applicable laws, regulations, policies, and procedures.

• Completeness – Work products and deliverables shall have all parts or elements adhering to the required content.

• Clarity – Work products and deliverables shall be easy to understand.

• Timeliness – Work products and deliverables shall be available at time required and be delivered on or before specified due dates.

• Format – Work products and deliverables shall be submitted in hard and/or soft copy, as agreed by the contractor and USDA. Both hard and soft copy formats shall follow specified guidance, directives, and/or policies.

9.1.1 Review and Acceptance

The Contractor shall submit deliverables to the COR for inspection, review, and acceptance. Final acceptance will occur upon COR signature. All deliverables become the property of the Agency. The Agency will provide timely comments on deliverables, as necessary. The Contractor must incorporate the Agency’s comments within five (5) workdays of receipt of the COR’s comments, unless otherwise mutually agreed to. In the event of rejection of any deliverables, the Contractor will be notified in writing by the COR of the specific reasons why the deliverables are unacceptable. The Contractor must return revised deliverables to the COR within five (5) workdays.

10.0 Performance Requirements Summary

The contractor shall meet or exceed the requirements stated in this contract. The COR will measure performance through monitoring. The contractor must fully document and explain any deviations from the stated objectives. The contractor’s services shall be considered successful if performance provides the expected outcomes within the performance standards.

Performance Requirement

Expected Outcome/Standard

Performance Standard

Method of Surveillance

Incentive (Positive and/or Negative)

Project Management Plan PWS 3.3(a)

Contractor provides a draft detailed project plan within the required time frame and must be complete IAW the

PWS.

No deviations from the standard.

COR will solicit feedback from USDA Stakeholders

Non-conforming services will result in Non- Conforming Reports issued to Contractor and potential negative CPARS report.

Monthly Reporting PWS 3.3(d)

Contractor provides comprehensive monthly reports by the 5th day of the month for previous month activities.

Contractor delivers on the agreed upon schedule 100% of the time.

COR will solicit feedback from USDA Stakeholders

Non-conforming services will result in Non- Conforming Reports issued to Contractor and potential negative CPARS report.

Bi-Weekly Status Reporting PWS 3.3(c)

Contractor provides accurate and current informative status reports according to the PWS.

Contractor delivers on the agreed upon schedule 100% of the time.

COR will solicit feedback from USDA Stakeholders

Non-conforming services will result in Non- Conforming Reports issued to Contractor and potential negative CPARS report.

Scheduling of Inspections PWS 3.0(c)

Contractor will email and/or call the property owners listed on the RTA to schedule the inspections within 5 business days of receipt of the RTA from the Agency.

Contractor delivers on the agreed upon schedule 100% of the time.

COR will solicit feedback from USDA Stakeholders

Non-conforming services will result in Non- Conforming Reports issued to Contractor and potential negative CPARS report.

Unit Inspection Process PWS 3.2(c)

Unit inspections will be conducted within 7 business days from the day they are scheduled by the Contractor

Contractor delivers on the agreed upon schedule 100% of the time.

COR will solicit feedback from USDA Stakeholders

Non-conforming services will result in Non- Conforming Reports issued to Contractor and potential negative CPARS report.

Completed Inspections & Reinspections

PWS 3.0

Contractor completes timely inspections and reinspection within scheduled times/dates in accordance with PWS.

No deviation from the standard.

COR will monitor reporting of completions and status

Non-conforming services will result in Non-conforming Reports issued to Contractor and

Performance Requirement

Expected Outcome/Standard

Performance Standard

Method of Surveillance

Incentive (Positive and/or Negative) potential negative CPARS report.

10.1 Quality Control Plan

The Contractor will develop a Quality Control Plan that monitors quality assurance throughout the life of the contract ensuring inspections are conducted within the RDVP requirements. The Contractor shall develop, deliver, maintain, and adhere to a Quality Control Plan ensure that the deliverables will meet all requirements of the contract. Within 30 calendar days of contract award the Contractor shall submit the Quality Control Plan which will identify the minimum performance indicators, indices, and metrics to be used. The Quality Control Plan shall be delivered in Word and PDF format. The Quality Control Plan shall consist of the following information at a minimum:

• Identification of staff position performing the inspection

• Description of the inspection process, documentation, and methods

• Frequency and method of surveillance to ensure quality inspections

• Method of tracking inspections throughout the process

• Description of the approach and procedures for communicating with the Agency, owners, tenants, and other stakeholders

STAFFING NEEDS AND KEY PERSONNEL

11.0 Staffing Needs/Skill and Relevant Experience

The contractor shall be responsible for employing qualified personnel to perform the services required throughout the life of this contract. The Contractor shall have the personnel, organization, and administrative control necessary to ensure that each task is completed satisfactorily. If questions arise that the Contractor is using other than qualified personnel, the Contractor shall provide proof that personnel possess the proper qualifications and experience.

The Contractor’s personnel must have demonstrated experiences, documented in their resume, referencing the required skills for successfully completing these tasks. All personnel must be fully trained and ready for the tasks for which they are performing and demonstrate good verbal and written communication skills.

All Contractor/subcontractor personnel shall wear company picture identification badges as to distinguish themselves from Agency employees. When conversing with Agency personnel during business meetings, over the telephone, or via electronic mail, Contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Agency employees. Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation.

The Contractor shall provide a sufficient number of qualified physical inspectors to complete the remote unit inspections required by the contract. Inspectors should have a minimum of 3 years of experience in the real estate, construction, building maintenance, property inspection or property management field.

Inspectors must have knowledge of applicable federal, state, and local building codes and regulations of the property jurisdiction.

Role Minimum Required Experience / Skill

Inspector Minimum of 3 years of experience in the real estate, construction building maintenance, property inspection or property management field. Must have knowledge of applicable federal, state, and local building codes and regulations of the property jurisdiction.

The Contractor must submit resumes of all personnel and these resumes must be accepted by the COR prior to the start of work on this contract.

12.0 Key Personnel

The contractor shall provide personnel that possess the skills, experience, and education necessary to effectively perform the work for this contract.

The Contractor shall obtain the consent of the Contracting Officer prior to making key personnel substitutions. Replacements for key personnel must possess qualifications equal to or exceeding the qualifications of the personnel being replaced unless the Contracting Officer approves an exception.

Requests for changes in key personnel shall be submitted to the Contracting Officer at least 15 working days prior to making any permanent substitutions. The request should contain a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. The Contracting Officer will notify the Contractor within 10 working days after receipt of all required information of the decision on substitutions. The task order will be modified to reflect any approved changes.

Contractor may propose additional Key Personnel if necessary to meet the objectives/tasks of the requirement. If a new Key Personnel labor category is proposed, Contractor must provide a justification and rationale.

The Contractor must submit resumes of key personnel and these resumes must be accepted by the COR prior to the start of work on this contract.

The Contractor shall focus on ensuring resources are technically capable to meet the requirements outlined within the contract. Once resources have been allocated, no substitution shall be made without prior notification to and the concurrence of the COR. During the first ninety (90) days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment.

All proposed substitutes must meet or exceed the qualifications of the position to be replaced. The COR shall be notified in writing of any proposed substitution at least 15 days in advance of the proposed substitution. The notification shall include the following:

• Explanation of the circumstances necessitating the change prior to the removal or substitution.

• A complete resume of the proposed substitute; and,

• Any other information requested by the COR to enable him/her to judge whether the Contractor is maintaining the same high quality of personnel

12.1 Key Personnel Qualifications

The Contractor shall provide information on their approach for finding, obtaining, and providing technical personnel with the required skill levels to fulfill the requirements of this contract by time of award. Key Contractor personnel must be able to demonstrate hands-on experience, knowledge, skills, and abilities as described below:

Role Minimum Required Experience / Skill

Project Manager Minimum of 5 years of experience in Project Management. The experience must include directly overseeing projects with scope and complexity similar to the requirements of this PWS.

The Contractor shall provide a Project Manager who shall be responsible for the performance of all work.

The Project Manager shall have full authority to act on all contract matters relating to daily operations of this contract. Accordingly, at a minimum, the points of contact shall have the technical knowledge of the requirement and be in the position to receive assignments, guidance and direction from the CO and COR, and shall be allocated enough hours to the requirement to ensure successful performance. These points of contact shall each be an employee of the Contractor. An employee of a Subcontractor is not acceptable for either of these positions. The Project Manager shall be available between the hours of 8:00 am to 4:30 pm, Monday through Friday EST, except Federal Holidays or when the Agency facility is closed for administrative reasons.

13.0 Security Requirements

The Contractor and any subcontractors must meet the Agency’s onboarding requirements.

14.0 Data Rights

If data is to be produced, furnished, acquired, or used in meeting contract requirements, delineate the respective rights and obligations of the Agency and the contractor regarding the use, production, and disclosure of that data.

15.0 Management Requirements

The contractor shall manage all work performed for this contract, including work performed by any subcontractors.

The contractor’s Project Manager shall attend meetings as directed and shall collaborate with the Contracting Officer’s Representative (COR) on an ongoing basis. The contractor shall establish and maintain effective communication with the C/PM and the COR.

The contractor shall manage all prime and subcontractor(s) in a manner that allows completion of objectives within the schedule, cost, quality, scope, and technical requirements.

The contractor shall coordinate its efforts with the COR, as directed by the CO/COR to ensure the success of the project.

16.0 Attachments

Attachment 1 – Rural Development Voucher Program Guide

(https://www.rd.usda.gov/files/MO-Voucher%20Program%20Guidebook.pdf)

Provisions/Clauses

CONTRACT PROVISIONS & CLAUSES

PROVISIONS INCORPORATED BY REFERENCE

FAR 52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions Sept 2007

FAR 52.204-7 System for Award Management Oct 2018 FAR 52.204-16 Commercial and Government Entity Code Reporting Aug 2020 FAR 52.204-26 Covered Telecommunications Equipment or Services-Representation Oct 2020

FAR 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services Nov 2021

FAR 52.212-2 Evaluation—Commercial Products and Commercial Services Nov 2021

FAR 52.212-3 Offeror Representations and Certifications—Commercial Products and Commercial Services May 2022

PROVISIONS BY FULL TEXT

FAR 52.204-17 Ownership or Control of Offeror (Aug 2020)

(a) Definitions. As used in this provision–

Commercial and Government Entity (CAGE) code means–

(1) An identifier assigned to entities located in the United States or its outlying areas by the Defense Logistics Agency (DLA) Commercial and Government Entity (CAGE) Branch to identify a commercial or government entity by unique location; or

(2) An identifier assigned by a member of the North Atlantic Treaty Organization (NATO) or by the NATO Support and Procurement Agency (NSPA) to entities located outside the United States and its outlying areas that the DLA Commercial and Government Entity (CAGE) Branch records and maintains in the CAGE master file. This type of code is known as a NATO CAGE (NCAGE) code.

Highest-level owner means the entity that owns or controls an immediate owner of the offeror, or that owns or controls one or more entities that control an immediate owner of the offeror. No entity owns or exercises control of the highest level owner.

Immediate owner means an entity, other than the offeror, that has direct control of the offeror.

Indicators of control include, but are not limited to, one or more of the following: ownership or interlocking management, identity of interests among family members, shared facilities and equipment, and the common use of employees.

(b) The Offeror represents that it □ has or □ does not have an immediate owner. If the Offeror has more than one immediate owner (such as a joint venture), then the Offeror shall respond to paragraph (c) and if applicable, paragraph (d) of this provision for each participant in the joint venture.

(c) If the Offeror indicates "has" in paragraph (b) of this provision, enter the following information:

Immediate owner CAGE code: ____________________

Immediate owner legal name: ______________________

(Do not use a "doing business as" name)

Is the immediate owner owned or controlled by another entity?: □ Yes or □ No.

(d) If the Offeror indicates "yes" in paragraph (c) of this provision, indicating that the immediate owner is owned or controlled by another entity, then enter the following information:

Highest-level owner CAGE code: ___________________

Highest-level owner legal name: ___________________

(Do not use a "doing business as" name)

(End of provision)

FAR 52.204-20 Predecessor of Offeror (Aug 2020)

(a) Definitions. As used in this provision–

Commercial and Government Entity (CAGE) code means–

(1) An identifier assigned to entities located in the United States or its outlying areas by the Defense Logistics Agency (DLA) Commercial and Government Entity (CAGE) Branch to identify a commercial or government entity by unique location; or

(2) An identifier assigned by a member of the North Atlantic Treaty Organization (NATO) or by the NATO Support and Procurement Agency (NSPA) to entities located outside the United States and its outlying areas that the DLA Commercial and Government Entity (CAGE) Branch records and maintains in the CAGE master file. This type of code is known as a NATO CAGE (NCAGE) code.

Predecessor means an entity that is replaced by a successor and includes any predecessors of the predecessor.

Successor means an entity that has replaced a predecessor by acquiring the assets and carrying out the affairs of the predecessor under a new name (often through acquisition or merger). The term "successor" does not include new offices/divisions of the same company or a company that only changes its name.

The extent of the responsibility of the successor for the liabilities of the predecessor may vary, depending on State law and specific circumstances.

(b) The Offeror represents that it □ is or □ is not a successor to a predecessor that held a Federal contract or grant within the last three years.

(c) If the Offeror has indicated "is" in paragraph (b) of this provision, enter the following information for all predecessors that held a Federal contract or grant within the last three years (if more than one predecessor, list in reverse chronological order):

Predecessor CAGE code: (or mark "Unknown").

Predecessor legal name: .

(Do not use a "doing business as" name).

(End of provision)

FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021)

The Offeror shall not complete the representation at paragraph (d)(1) of this provision if the Offeror has represented that it "does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument" in paragraph (c)(1) in the provision at 52.204-26, Covered Telecommunications Equipment or Services—Representation, or in paragraph (v)(2)(i) of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Products or Commercial Services. The Offeror shall not complete the representation in paragraph (d)(2) of this provision if the Offeror has represented that it "does not use covered telecommunications equipment or services, or any equipment, system, or service that uses covered telecommunications equipment or services" in paragraph (c)(2) of the provision at 52.204-26, or in paragraph (v)(2)(ii) of the provision at 52.212-3.

(a)…