B2. RFQ RADZ22Q0004 MPIPP FINAL.pdf

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CODE 18a. PAYMENT WILL BE MADE BY

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FACILITYCODE

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

OFFEROR

RD-31ME

1400 INDEPENDENCE AVE, SW

RURAL DEVELOPMENT BUSINESS CENTER

PROCUREMENT MANAGEMENT OFFICE

USDA, RURAL DEVELOPMENT

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

09/05/2022 1730 ET

08/18/2022

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

12RADZ22Q0004

5. SOLICITATION NUMBER

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

1 62 1071524OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

WASHINGTON DC 20250

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

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ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

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11.

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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

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UNIT PRICE

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UNIT

21.

QUANTITY

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SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Period of Performance: 09/23/2022 to 06/22/2023

0001 MPIPP Administration Costs 9 MO

(Not Separately Priced) Product/Service Code: H956

The Contractor shall provide Multi-Family Physical Inspections Pilot Program Services (MPIPP) in accordance with the Performance Work Statement (PWS).

(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

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UNIT PRICE

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UNIT

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SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

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: 9 Months X Unit Price __________

= Total Price ______________.

0001AA Funding CLIN for CLIN 0001.

0001AB Funding CLIN for CLIN 0001.

0002 MPIPP Midwest Region Physical Inspections 300 EA

Product/Service Code: H956

The Contractor shall provide Multi-Family

Physical Inspections Pilot Program (MPIPP)

Services in accordance with the Performance Work

Statement (PWS).

The Contractor shall provide MidWest (MW) Region

Physical Inspections in accordance with the PWS.

Contractor will provide the price per inspection in the MW region.

Continued ...

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

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ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

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CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

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

12RADZ22Q0004

0003 MPIPP South Region Physical Inspections 400 EA

Product/Service Code: H956

The Contractor shall provide Multi-Family

Physical Inspections Pilot Program (MPIPP)

Services in accordance with the Performance Work

Statement (PWS).

The Contractor shall provide South (S) Region

Physical Inspections in accordance with the PWS.

Contractor will provide the price per inspection in the S region.

0004 MPIPP West Region Physical Inspections 100 EA

Product/Service Code: H956

The Contractor shall provide Multi-Family

Physical Inspections Pilot Program (MPIPP)

Services in accordance with the Performance Work

Statement (PWS).

The Contractor shall provide West (W) Region

Physical Inspections in accordance with the PWS.

Contractor will provide the price per inspection in the W region.

0005 MPIPP Northeast Region Physical Inspections 200 EA

Product/Service Code: H956

The Contractor shall provide Multi-Family

Physical Inspections Pilot Program (MPIPP)

Services in accordance with the Performance Work

Statement (PWS).

The Contractor shall provide NorthEast (NE)

Region Physical Inspections in accordance with the PWS.

Contractor will provide the price per inspection in the NE region.

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

Sponsored by GSA

FAR (48 CFR) 53.110

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 MPIPP Administrative Costs 9 MO 0002 MPIPP Midwest Region Physical Inspections 300 EA 0003 MPIPP South Region Physical Inspections 400 EA

0004 MPIPP West Region Physical Inspections 100 EA 0005 MPIPP Northeast Region Physical Inspections 200 EA

TOTAL COST

-Remainder of Page Left Intentionally Blank-

MPIPP PWS

US Department of Agriculture (USDA)

USDA Rural Development

Multifamily Asset Management Rural Housing Service (RHS)

PERFORMANCE WORK STATEMENT (PWS)

Multifamily Physical Inspection Pilot Program (MPIPP) August 11, 2022

Table of Contents Project Title ........................................................................................ Error! Bookmark not defined.

Introduction ........................................................................................ Error! Bookmark not defined.

1.0 Background

1.1 Objectives

Requirements ...................................................................................... Error! Bookmark not defined.

2.0 Description of Services

3.0 Technical Requirements / Tasks

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 Government Furnished Items

Deliverables ....................................................................................... Error! Bookmark not defined.

9.0 Schedule of Deliverables

9.2 Quality Standards

9.2.1 Review and Acceptance

10.0 Performance Requirements Summary

10.1 Quality Control Plan

11.0 Travel

Staffing Needs and Key Personnel ........................................................... Error! Bookmark not defined.

12.0 Staffing Needs/Skill and Relevant Experience

13.0 Key Personnel

13.1 Key Personnel Qualifications ................................................. Error! Bookmark not defined.

14.0 Security Requirements

15.0 Data Rights

16.0 Section 508 – Electronic and Information Technology Standards Error! Bookmark not defined.

17.0 Management Requirements

18.0 Attachments

PROJECT TITLE

Multifamily Physical Inspection Pilot Program (MPIPP).

INTRODUCTION

This is a non-personal services contract to provide physical inspection and pilot assessment services for the Multifamily Asset Management Branch of the Rural Housing Service (RHS) under the USDA Rural Development Agency. The Government 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 Government. 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 Agency’s current physical inspection protocol has not been modified in over twenty years.

Physical inspections are currently performed by RD Loan Specialists in the field. A recent re-alignment from a state-based servicing model to a region-based servicing model, and the implementation of a new risk-based system for evaluating the portfolio, provides an ideal opportunity to make changes to the current physical inspection protocol. The Agency also recognizes that many other federal and state agencies use well-trained, professional, contract inspectors to perform their physical condition assessments and that there are already well-tested protocols in use in the multifamily housing industry that could be adopted to meet the Agency’s needs.

The Agency’s physical condition performance standards, which describe the physical condition of a properly managed project are found at 7 CFR 3560.103(a)(3)) and Chapter 5 of Handbook- 2-3560 Multifamily Asset Management Handbook (https://www.rd.usda.gov/resources/directives/handbooks). The Agency’s interest in protecting the physical condition of projects that it has financed includes:

• Providing decent, safe, and sanitary affordable housing to the residents.

• Protecting and enhancing the security of its investment; and

• Assuring compliance with all applicable State and local laws.

Borrowers are responsible for the long-term, cost-effective preservation of the housing project. The Agency has specified two types of requirements borrowers must meet:

• Performance standards for the project; and

• Maintenance procedures and systems that property managers must design and follow.

It is the Agency’s responsibility to monitor the quality of housing and maintenance practices by performing regular physical inspections.

1.1 Objectives

The Contractor shall ensure that 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, the publications in Attachment 4, Additional Guidelines. The Contractor shall compile historical data, prepare required reports, and submit all information as specified by the Deliverables presented in the contract. The Contractor shall ensure all work in support of mission requirements tendered to the Government 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 housing inspection services, emphasizing innovation and commercial best practices.

The objective of the service is to implement a government provided physical inspection pilot program to test and validate the reliability and effectiveness of a new multifamily housing physical inspection protocol.

The contractor shall provide qualified multifamily housing inspectors to conduct approximately 1,000 multifamily physical inspections using the standard Mortgage Bankers Association (MBA) form 3.03 (at https://www.mba.org/docs/default-source/cmf-policy/cmf_pol_mba_standard_inspection_form.xlsm?sfvrsn=808eab6c_1). This link is also provided in Attachment 2, Required Forms. MBA form 3.03 provides two systems for rating the physical condition of a property: an MBA rating system and a Fannie Mae rating standard. The Agency’s new protocol requires the use of the Fannie Mae standard.

Instructions on completing the MBA form 3.03 are found in the 2019 version of the MBA Reference Guide: Commercial and Multifamily Inspection Reports (https://www.mba.org/Documents/mba.org/files/CREF/WhitePapers/20768_CMF_Property_Insp ection_Reference_Guide.pdf). (See Attachment 4 – Additional Guidelines)

Instructions on how to apply the Fannie Mae rating system are found in the MBA Guide and in Fannie Mae’s, “FANNIE MAE MULTIFAMILY INSTRUCTIONS FOR PERFORMING A MULTIFAMILY PROPERTY CONDITION ASSESSMENT” (the “Guide”) ((https://www.mba.org/audience/cref-professionals/commercial/multifamily-resources). (See Attachment 4 – Additional Guidelines)

Although this protocol has been proven to produce accurate, consistent results in multifamily properties in mainly urban and peri-urban areas, the Agency proposes implementing a pilot inspection program to verify that this protocol will result in accurate, objective, and consistent results in federally assisted RD projects in rural areas.

REQUIREMENTS

2.0 Description of Services

The contractor shall implement a multifamily physical inspection pilot program to verify that the Agency’s proposed protocol will result in accurate, objective, and consistent results in federally assisted multifamily RD projects in rural areas.

The contractor shall meet the education and experience requirements found in Section 1.3.C in the Fannie Mae guide referenced above (see Attachment 4) and in Section 13.0 Key Personnel of this PWS. The contractor must use inspectors that meet the education and professional experience requirements found in Section 1.3.D of the Fannie Mae Guide referenced above (and found in Attachment 4) and in Section 13.0 Key Personnel of this PWS. The contractor must also certify that it meets the insurance requirements found in Section 1.3.E of the Fannie Mae Guide referenced above and found in Attachment 4. The Contractor must sign Attachment 5, Certification of Education, Experience, and Insurance Requirements and submit it with a proposal to be considered a qualified candidate.

Qualified, contract inspectors will perform 1,000, pilot inspections completing the following tabs on MBA Form 3.03 and use the Fannie Mae rating system:

• General Information tab

• Physical Condition and DM tab

• Photo’s tab

• Rent Roll tab

• Management Interview tab

• Multifamily tab

• Fannie Mae Addendum

Instructions and tips on completing these tabs are found in the 2019 version of the MBA Reference Guide: Commercial and Multifamily Inspection Reports and in the Fannie Mae Guide.

(See Attachment 4.) All pilot inspection must conform to the Unit Inspection Table below instead of the unit inspection requirements found in the Fannie Mae and MBA guides:

Unit Inspection Table

0 - 5 units All

6 – 30 units 6 units

31 – 74 units 10 units

75 or more Units 15 Units

If a project has vacancies, the greater of 5 percent of vacant units or at least 2 vacant units must also be inspected. For example, a 48-unit project with 3 vacant units would require 10 occupied units and 2 vacant units to be inspected for a total of 12 units.

The 1,000 pilot inspections will be made up of a stratified sample of projects that represent several key characteristics of the multifamily portfolio. All projects shall be inspected using the same protocol regardless of these characteristics. The stratified sample of projects to be inspected is attached in Appendix 6 by region. If, for some reason, a project on the list cannot be scheduled and inspected, the Contractor must request a replacement project for inspection and state why the original project could not be inspected. The Agency will provide the Contractor with a suitable replacement. The characteristics that make up the stratified sample of projects are:

• Region – the Agency divides the country into four regions Northeast, South, Midwest and West. The sample reflects the geographic distribution of projects so that 40% (400) are from the South and 30% (300) from the Midwest. The remainder come from the Northeast and West Regions – 10% (100) are in the West Region and 20% (200) come from the Northeast Region.

• Project Size – Approximately 52% of all RD projects have 25 or fewer units (small projects), 38% have between 25 to 50 units (medium sized projects), and 10% have 50 or more units (large projects). The sample reflects project size distribution across regions

• Tax Credits – About 24% of all projects benefit from tax credits. The representative sample will reflect this based on the number of tax credit projects found in each region.

• Family/Elderly Designation – About 60% of all RD projects are designated as family projects and about 40% are designated as elderly projects. The representative sample reflects this characteristic.

• Performance Rating – RD’s new risk rating system shows that about fifty percent of properties classified as “performing”, thirty percent as “watch” and twenty percent as “troubled” or “critical”. The representative sample reflects this breakdown.

If an inspector does not deem current repair and maintenance practices or procedures sufficient to maintain the Property, then the inspection report must note any deficiency and provide appropriate recommendations. Any item noted as a deficiency must state whether the deficiency is a:

• Routine maintenance deficiency

• A major or minor deferred maintenance deficiency

• Life safety deficiency

See the MBA Guide Chapter entitled, “Physical Condition and Deferred Maintenance,” (See the link in Attachment 4, Other Guidelines and go to pages 18-21) for instructions on how to apply these terms. All three types of deficiencies must be listed on the Physical Condition and Deferred Maintenance tab of Inspection Form 3.03. The inspector may make comments on this tab in the inspection area where the deficiency is found but all three types must be listed in the Deferred Maintenance section of this tab which requires the inspector to:

• Identify the deficiency and describe the condition and location found.

• Rate the deficiency as major or minor using the drop-down menu.

• State whether the item is a life safety finding using the drop-down menu.

• Add a photo of the deficiency using the Add button.

• Give an estimate of the cost to repair the deficiency.

The Chapter entitled, “Physical Condition and Deferred Maintenance,” in the MBA Reference Guide pages 18-21 gives detailed instructions on how to complete the Physical Condition and Deferred Maintenance tab on form 3.03. Attachment 2 provides a copy and a link to the form and Attachment 4 provides the name and link to the MBA Guide.

Accessibility Issues - The Agency requires the borrower and/or management to establish a policy regarding project and unit accessibility for applicants, tenants, and employees in accordance with applicable civil rights legislation. These issues are not sufficiently addressed in either the Fannie Mae or MBA Guide. The Agency’s requirements are found at 8 CFR 3560. 103 of the Code of Federal Regulations, and Appendix 4 and Section 5.3.C of Chapter 5 of HB -2-3560 MFH Asset Management Handbook (https://www.rd.usda.gov/resources/directives/handbooks). The contractor must ensure that all inspectors have the training and requirements needed to assess these standards. Inspectors must report any accessibility violations as major deferred maintenance items on the Physical Condition and Deferred Maintenance tab of MBA Form 3.03

The Contractor shall furnish all necessary inspection equipment required to conduct physical inspections. The Contractor shall furnish all required hardware and data collection devices (laptop, tablet, or smartphone as applicable) and the necessary expertise to maintain the necessary IT environment for the data collection devices. Any other items required for performance of this contract not listed as government furnished are the responsibility of the contractor

3.0 Technical Requirements / Tasks

The overriding objective of the MPIPP is to test and validate that the new physical inspection protocol will result in accurate, objective, and consistent results at federally assisted RD projects in rural areas.

The contractor must provide the technical and functional support as required for integration of all tasks specified within this PWS.

The contractor must provide the centralized administrative, clerical, documentation, and related functions to support the MPIPP.

The contractor must develop and execute all agreed upon processes and procedures necessary for implementing the MPIPP and evaluating the results in agreed upon time frames.

3.1 Specific Objectives

The Agency is seeking a Contractor to implement a national physical inspection pilot program to test and evaluate whether its new physical inspection protocol results in accurate, objective, and consistent results at federally assisted RD projects in rural areas.

3.2 Specific Requirements/Tasks

The MPIPP must be carried out in three phases within 9-months of contract award. These three phases should include the following principal tasks:

Three Stages of the MPIPP Table

Phase I Post Award and Kickoff

Phase II Field Testing

Phase III Full Demo & Evaluation

Post Award Orientation Field Testing Roll Out Full Demo

Contractor Onboarding Evaluation of Data Model and Methods Evaluation of Demo

Review Project Plans Modifications if Necessary Modification for Nationwide Roll Out

Inspector Training Complete at least 300 inspections

Complete Remainder of Inspections (700)

Mobilization 8 Weeks 12 weeks 14 weeks

The contractor’s proposal must provide a draft Baseline Master Program Schedule showing the timeline for completing each of the three phases above of the MPIPP. A final master program plan will be due 15-business days after contract award (see item 2 in the Schedule of Key Deliverables). The Agency is open to negotiating the number of weeks needed to complete each phase if the Contractor has reason/justification to implement the pilot on a different time schedule.

The contractor is also required to formulate an MPIPP Implementation Plan (see item 3 in the Schedule of Key Deliverables). The Contractor’s proposal must include a first draft of the MPIPP Implementation Plan. The final plan will be due 30-buisness days after contract award.

The contractor must demonstrate how it would implement each phase of the pilot program and justify any changes to the above. At the end of the MPIPP, the Agency expects approximately 1,000 successfully completed Physical Inspection Reports and a written report concluding whether the new protocol generates accurate, objective, and consistent results in federally assisted RD projects in rural areas. If the report concludes that the MPIPP was not successful, the report must recommend any changes that can be made to the new protocol so that it meets the Agency’s needs.

The MPIPP Implementation plan must include the components noted below. All proposals must include a draft description of how they will implement the components below or complete the specific tasks noted below. As noted above, the final MPIPP Implementation Plan will be required 30-business days after the contract award. The contractor’s implementation plan must as a minimum include the following:

Effective Performance Metrics: The contractor must develop a set of effective performance measures for each of the three implementation phases as well as for the entire MPIPP life cycle, using industry best practices. The contractor is requested to propose well-defined performance metrics and measurement methodology to support and ensure that the end products satisfy the performance objectives.

MPIPP Communication Protocol: The contractor must develop a comprehensive communication plan which informs multifamily borrowers and management agents that they will be taking part in the MPIPP. The plan should include materials that describe the pilot program, the rationale for the new physical inspection protocol, the overall goals of the pilot program.

and describe what they must do to prepare for the inspection. These materials must explain what owners and agents must do to prepare for the inspection and what documents/certifications they must present to an inspector on the date of the inspection. The communication plan must also explain what happens once the inspection is completed and how the Owner/Agent can follow-up with the Loan Specialist who is assigned their project.

MPIPP Scheduling and Notification Protocol: The contractor must develop and document the protocol they will used to notify borrowers and management agents of a pending inspection. The plan must describe the notification and scheduling procedures that will be used to schedule all 1,000 inspections across the country. The scheduling and notification protocol should incorporate CDC procedures to mitigate the impact of the COVID pandemic if it is still an issue during the pilot program. On Fridays, USDA continues to share the CDC’s COVID-19 community levels to guide masking protocols for the following week.

CDC has updated COVID-19 community levels to guide masking protocols for the following week (COVID-19 Community Levels | CDC).

For the purposes of the MPIPP, property owners and management agents shall be given a maximum of up to twenty-eight-days’ notice of an impending inspection. This period is considered sufficient to enable property managers to assemble all the necessary documentation that an inspector may need to examine at the time of the inspection and to make all other arrangements necessary to facilitate the on-site visit by the inspector including informing all residents of the inspection. In Phases II and III of the MPIPP the inspection contractor may perform the inspection with fewer than twenty-eight days’ notice if all parties agree to an accelerated schedule in writing.

The contractor must employ a protocol of periodic communication with the property’s point of contact (POC) in the days leading up to the inspection to remind the POC of the inspection requirements. These communications shall include a review of the requirements that the property owner’s point of contact will need to complete prior to and during the inspection, the expectations regarding the services of the on-site representative, the requirements for available certificates/licenses and similar documentation of regulatory compliance, with special emphasis on the requirement pertaining to health and safety deficiencies that may be identified during the inspection.

MPIPP Training Protocol: The contractor must develop and document a pre-training orientation for inspectors to the new protocol. Although the Agency is adopting a protocol and inspection form that are in widespread use by the GSEs and MBA lenders, the RD portfolio may differ from the portfolios of other agencies and lenders. Furthermore, the new RD protocol includes an emphasis on confirming that a project meets the Agency’s accessibility requirements, and these requirements are not highlighted on MBA Form 3.0 or the MBA and Fannie Mae guidance. The pre-orientation training should familiarize inspectors with the similarities and differences between the Agency’s proposed protocol and that used by others.

The contractor must also develop, document, and implement a training plan that translates the written protocol by using real-world examples. The contractor must also develop a Field Training component that tests the inspector’s ability to implement the protocol in actual inspection settings using mock and shadow inspections. The plan must include a method for formally testing an inspector’s technical knowledge and procedures for monitoring and making updates to tools and procedures over time.

MPIPP Evaluation Protocol: The contractor must develop and document a protocol and methodology for evaluating whether the new protocol will result in objective, accurate and replicable results in federally assisted RD projects in rural areas.

Accuracy and Replicability Methodology: The contractor must develop and document a methodology for evaluating the accuracy and replicability of inspections across inspectors. The contractor must conduct parallel inspections for at least five percent of the properties in the sample (about 50 parallel inspections based on a sample size of no more 1000 inspections).

MPIPP Quality Assurance Protocol (QAP): The contractor must develop a protocol for determining whether an inspector understands and accurately executes the inspection protocol.

This protocol should help inspectors answer questions regarding the protocol as they arise before, during or after an inspection. The plan should provide for a limited number of parallel inspections (see above Accuracy and Replicability Methodology) to ensure that a recently completed inspection conducted by an inspector is a true representation of the physical condition of the property at the time the inspection took place. The focus is on verifying the quality of the inspection as well as assessing the inspector’s performance. Parallel inspections may be used for this purpose.

The QAP must also document and describe the Code of Conduct (COC) that inspectors must follow when inspecting RD projects. The COC should include, but does not have to be limited to the following:

o Arrive on time.

o Identify yourself as a contractor to USDA Rural Development, not an employee of USDA Rural Development.

o Be courteous and professional at all times.

o Display the contractor issued photo identification badge at all times.

o Always be accompanied by the property owner or a representative while on the property.

o Defer questions from the residents regarding the property to the owner or agent representative.

o Do not make promises that items will be repaired based on inspection results.

o Do not offer an opinion as to the quality of the site, unit, or building.

o Refer to persons living in the units as residents not tenants.

o Refer to the property as a development or apartment complex and not a project.

GENERAL INFORMATION

4.0 Contract Type

This is a firm fixed price contract.

5.0 Period of Performance

This contract will be for a period of performance of 9-months after award and consists of the following:

Performance Period Start Date End Date Base Period September 30, 2022 June 29, 2023

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 Government support may not be available.

(a) Following are the annual federal holidays. The actual date of observance for the Government 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 Government 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 Government personnel shall not otherwise be a reason for an extension to the period of performance, delivery schedule, or entitlement of payment by the Government 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 Government, 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 Government Furnished Items

The Government will provide electronic copies of standards, protocols, and processes documents sufficient to describe the new RD inspection process. Copies of required materials may be provided to the Contractor in hard copy or soft copy. All materials will remain the property of the Government and will be returned to the COR upon request or at the end of the contract period.

The Contractor may receive from RD the following information:

1. RD IT requirements for Contractor to receive and transmit inspection information via a private network or dedicated mailbox provided by the government to share only authorized information.

2. Property profile information needed to schedule and complete inspections (e.g., Project Identifier, Project Name, Project Address, Contact Information, Required Inspection Count, Year Built, etc.).

3. Inspection results for submitted inspections (e.g., approved for payment, in review, rejected and reason).

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/ACOR for inspection, review, and acceptance by the due date. All deliverables become the property of the Government.

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. The Contractor shall deliver the following deliverables

Schedule of Key Deliverables

# Description Details Delivery Format Due Date

Post Award Conference

Discuss and review the following:

• Pilot Objectives

• Pilot Schedule

• Pilot Roles and responsibilities

• Next steps.

Government provides contractor list of sample projects to be inspected.

Via email, or virtual meetings with CO and

COR

5 - business days after execution of award

Baseline Master Program Schedule -see Section 3.2, Provide a master program plan of timeline for completing each of the three phases of the

MPIPP.

Via email to COR and RD if requested

15-business days after award.

Specific Requirements/ Tasks, above

MPIPP

Implementation Plan – Final Version of Draft Plan Submitted with Proposal -see Section 3.2, Specific Requirements/ Tasks

The draft MPIPP Implementation Plan is submitted with the proposal.

The Final MPIPP Implementation Plan must addresses all the components in Section 3.2:

• Effective Performance Metrics

• MPIPP Communication Protocol

• MPIPP Scheduling and Notification Protocol

• MPIPP Training Protocol

• MPIPP Evaluation Protocol

• Accuracy and Replicability Methodology

• MPIPP Quality Assurance Protocol

In a format acceptable to contractor and USDA program staff.

Via email, or virtual meetings with CO and

COR

30 - business days after award

Updates as required

Updated in the monthly status report

Monthly Status Report (Section 9.0 Schedule of Deliverables)

Summarize period progress, upcoming work, milestones issues, schedules, and risks if applicable associated with this contract. Monthly reports must also include a completed copy of Excel Workbook 2, for each property inspected over the course of the month. (See Attachment 2 – Required Forms).

Via email to CO and

COR

5th-business day of each month

Weekly Program Meetings

Facilitate a weekly program meeting with a planned agenda, to provide discussions and cross-program progress, updates, problems/risks with the Program Manager and SME.

In a format acceptable to contractor and USDA program staff

Weekly on agreed day unless CO grants an extension.

1000 completed physical inspections

1,000 inspections. Have at least 150 inspections been completed by the end of Phase 2-20-weeks and all inspections completed at

Must meet the criteria for acceptable inspections in Section

3.2 with at least 150

Within the period of performance of the contract.

least two weeks prior to the end of the contract.

inspections completed in 20-weeks and all inspections completed at least two weeks prior to the end on the contract.

Draft of Final Pilot Program Report

Draft report, based on data collected, summarizing whether the new inspection protocol produces accurate inspections of federally assisted housing in rural areas.

In a format acceptable to contractor and USDA program staff

30-business days before end of contract.

Final Written Pilot Program Report

Written report, based on data collected, summarizing whether the new inspection protocol produces accurate inspections of federally assisted housing in rural areas.

In a format acceptable to contractor and USDA program staff

Two-weeks before end of contract.

9.1 Quality Standards

For any documents, the Government 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 Government 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.

In addition to the above, the Contractor must adhere to the following standards to be paid for a completed inspection:

Criteria for Acceptable Inspections: The criteria below will determine whether an inspection report is acceptable so that the contractor is eligible to receive payment for completed inspections. Each inspection report must:

o Be comprised of seven completed tabs from MBA Form 3.03: (I) General Info, (ii) Physical Condition Assessment and DM, (iii) Photos, (iv) Mgmt. Interview, (v) Rent Roll, (vi) Multifamily, and (vii) Fannie Mae Addendum. Each of the applicable data fields under these tabs must be populated with relevant and detailed comments as necessary.

o The report must demonstrate that the inspection met the required sample size for buildings and units noted above. Each inspected unit must be recorded using the “Detailed Report of Units Inspected” on the “Multifamily” tab of the MBA Form 3.03.

o The Contractor must certify that for each property inspected, the inspector inspected all items covered by the six tabs required on MBA Form 3.03. If a violation is found, the Inspection Contractor must report the violations in the appropriate box on the “Physical Condition” tab of MBA Form 3.03. If no suitable place exists on Form 3.03 to record a violation observed during the inspection, the inspector must use the comment boxes “Exterior – Additional description of the property conditions” or the “Interior – Additional Description of the property conditions.

o The Contractor must certify that for each property inspected, the inspector checked for the accessibility issues found at 7 CFR 3560. 103 of the Code of Federal Regulations, and Appendix 4 and Section 5.3.C of Chapter 5 of HB -2-3560 MFH Asset Management Handbook (https://www.rd.usda.gov/resources/directives/handbooks). (See Attachment 3). If an inspector observes a departure from the accessibility guidelines, they must report the departure using the appropriate comment box on tab “Physical Condition & DM” of the MBA Form 3.03.

o Submitted reports must be accompanied with required photographic documentation.

Instructions and tips for how to take photos and include them with Form 3.03 are covered in the Photos section of the MBA Guide (See Attachment 4: Additional Guidelines). In addition to including a photo of all deficiencies noted in the report, the inspector must also include the following:

Glamour shot — Typically, the first photo in the report is a “glamour shot” which is a representative photo of the property, but not necessarily encompassing the entire property or its buildings.

Property signage — Typically, the second photo in the report shows the Subject Property’s signage which displays the property name and/or street address, in relation to the street and/or to the property. If there is no signage, a photo of the street address on the building is appropriate.

Entrance — If possible, the main entrance photo should be taken in relation to either the glamour shot, or property signage as described above. Photo captions should identify directions.

Exterior — Exterior photographs should include exterior building fronts, windows, doors, exterior amenities, parking areas, walkways, balconies, mechanicals, drives, parking lots, sidewalks, landscaping, and roofs if accessible.

Interior — Interior photographs should include lobbies, hallways, stairs, interior amenities, other common areas, elevators, mechanical rooms, ceilings, floor coverings and resident or tenant unit interiors.

Required Common Area Signage – photos of the following common area signage must also be included. The report must note if one or more of these is missing. These must be posted in a conspicuous area:

“And Justice for All” poster (Green) dated 12/2015.

HUD Equal Housing Opportunity poster in English (Blue) dated 8/2011 HUD Equal Housing Opportunity poster - Spanish (Yellow) dated 6/2011 Current Affirmative Fair Housing Marketing Plan (AFHMP)

Should not be older than 5 years.

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 Government. The Government will provide timely comments on deliverables, as necessary. The Contractor must incorporate the Government’s comments within five (5) work days 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 is 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.

Table of Performance Requirements Work

Requirement(s) Performance Measure(s) /

Standard(s)

Acceptable Performance Level (APL)

Examples of Method(s) of Surveillance Post Award Conference (Section 9.0 Schedule of Deliverables - #1)

Conducted 5-business days after award unless extension granted by government CO.

All contractor staff at no less than the minimum stated qualification requirement levels.

All Contract staff have required minimum qualification requirements as specified in

PWS.

COR and SME Review of contractor's assessment/verification of contractor personnel credentials.

Requirement(s)

Performance Measure(s) / Standard(s)

Acceptable Performance Level (APL)

Examples of Method(s) of Surveillance Baseline Master Program Schedule (Section 3.2 Specific Requirements/Tasks and Section 9.0 Schedule of Deliverables - #2)

Provide a master program plan of timeline for completing each of the three phases of the MPIPP within 15-business days of award unless CO approves an extension

Master Program Schedule covers all item in Three Stages of the MPIPP Table.

COR and SME review and provide feedback within 10-business days.

MPIPP Implementation Plan – Final Version of Draft Plan Submitted with Proposal (Section 3.2 Specific Requirements/Tasks and Section 9.0 Schedule of Deliverables - #3)

Final MPIPP submitted within 30-buisness days after contract award unless the CO grants an extension.

Final plan covers all 7-sections described in Deliverable #3.

Zero incidents of deliverables being submitted later than 30-buisness days of receipt unless approved by CO.

COR and SME Review and provide feedback within 10-business days.

Performance Measure(s) / Standard(s)

Acceptable Performance Level (APL)

Examples of Method(s) of Surveillance Monthly Status Reports (Section 9.0 Schedule of Deliverables - #4)

All Monthly Reports submitted by the 5th-business day of each month unless CO approves an extension.

All Monthly Reports must summarize:

• period progress,

• upcoming work,

• milestones issues,

• schedules,

• Risks, if applicable, associated with this contract.

• Monthly reports must also include a completed copy of Excel Workbook 2, for each property inspected over the course of the month with all data fields completed. (See Attachment 2 – Required Forms).

All Monthly Reports submitted by the 5th-business of each month unless CO grants an extension

All Monthly Reports include sections listed.

All Monthly Reports include updated Excel Workbook 2, for each property inspected over the course of the month.

COR and SME Review and provide feedback within 5-business days.

Performance Measure(s) / Standard(s)

Acceptable Performance Level (APL)

Examples of Method(s) of Surveillance Weekly Program Meetings (Section 9.0 Schedule of Deliverables - #5)

Contractor will facilitate all Weekly Program Meeting held on day agreed by both parties unless CO approves an alternate day.

Contractor provides an agenda at least 24-hours prior to each meeting that covers cross-program progress, updates, issues scheduling inspections, requests to swap a project on sample list for a new project, problems/risks.

Contractor Facilitate a weekly program meeting with a planned agenda, to provide discussions and cross-program progress, updates, problems/risks with the Program Manager and

SME.

COR and SME provide feedback as needed.

1000 completed physical inspections (Section 2.0 Description of Services, Section 9.0 Schedule of Deliverables

- #6, Section 9.1 Quality Standards - Criteria for Acceptable Inspections, and Section 9.1.1 Review and Acceptance.

Contractor has completed (passed Criteria for Acceptable Inspections) at least 300 inspections by the end of Phase 2 or 20-weeks.

The Contract has completed all inspections at least two weeks prior to the end of the contract.

All inspections must meet the criteria for acceptable inspections in Section 3.2 to receive payment.

The contractor must complete at least 300 inspections by the end of Phase 2 (20-weeks after award) unless the CO grants and extension.

All inspections must be completed at least two weeks prior to the end on the contract.

Within the period of performance of the contract.

COR and staff review all inspections for acceptability and payment.

Performance Measure(s) / Standard(s)

Acceptable Performance Level (APL)

Examples of Method(s) of Surveillance Draft of Final Pilot Program Report (Section 9.0 Schedule of Deliverables - #7)

Contractor submits a draft report, based on data collected, summarizing whether the new inspection protocol produces accurate inspections of federally assisted housing in rural areas within 30-business days of the end of the contract unless the CO grants an extension.

Report is submitted with 30-business days of the end of the contract unless CO grants an extension

Report summarizes all data collected and provides the Contractor’s judgement as to whether the new inspection protocol produces objective, accurate and consistent results on the projects inspected. The report must also include any recommendation the Contractor believes would improve implementation of the protocol.

COR and SME review within 10-business days of receipt.

Performance Measure(s) / Standard(s)

Acceptable Performance Level (APL)

Examples of Method(s) of Surveillance Final Written Pilot Program Report (Section 9.0 Schedule of Deliverables - #8)

Written report, based on data collected, summarizing whether the new inspection protocol produces accurate inspections of federally assisted housing in rural areas within two weeks of the end of contract unless CO grants an extension.

Report is submitted with two weeks of the end of the contract unless CO grants an extension

Report summarizes all data collected and provides the Contractor’s judgement as to whether the new inspection protocol produces objective, accurate and consistent results on the projects inspected.

CO and SME review within 5-business days of receipt.

10.1 Quality Control Plan

The contractor shall develop, deliver, maintain, and adhere to a Quality Control (QC) Plan to ensure prior to delivery that their deliverables will meet the requirements of the contract.