BSP-2013-001_-_HUD_BSP_Sources_Sought_Notice.pdf

U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

451 7

TH

Street SW Washington, DC 20410-8000

SOURCES SOUGHT NOTICE

GENERAL INFORMATION:

Document Type: Sources Sought Notice

Notice Number: BSP-2013-001

Posted Date: November 25, 2013

NAICS Code: 518210 – Data Processing, Hosting, and Related Services

NOTES:

1. This is NOT a solicitation for proposals, proposal abstracts, or quotations. This Sources Sought notice is a mechanism for obtaining feedback from industry in regard to the general requirements as stated below. It is a market research tool to determine potential sources prior to the issuance of a RFP. Small businesses are encouraged to respond to this inquiry. THIS

IS NOT A SYNOPSIS FOR A REQUEST FOR PROPOSAL (RFP). PLEASE DO NOT

SUBMIT A PROPOSAL.

2. Any vendor who is currently working on any MM III contract (e.g., OM, AM, FSM, or

MCM, etc.) shall be considered as having potential organization conflict of interest and therefore will not be considered.

TITLE: U.S Department of Housing & Urban Development Business Service Provider (BSP)

DESCRIPTION OF SERVICES REQUIRED:

The U.S. Department of Housing and Urban Development (HUD) Office of Single Family Asset

Management (SFAM) is seeking a business service provider to provide a web-enabled commercial-off-the-shelf (COTS) application which will assist with the management of SFAM’s

Real Estate Owned (REO) portfolio and analysis needs. These services include providing an application which can serve as the primary process for HUD staff and its business partners to send, receive, analyze, maintain, and manage information relative to HUD’s pre-conveyance, property management, and disposition activities. The Contractor’s application shall allow for immediate (real-time) availability to complete a variety of REO portfolio management functions which shall include interfacing with all HUD approved internal applications, providing reporting capabilities, and an electronic property listing and bid site.

DESCRIPTION OF CURRENT SYSTEM:

Currently, there are approximately 22,700 users accessing REO Property Information via HUD’s current REO case management application. HUD has over 45 million attachments stored in 18 terabytes of system data warehouse space. The current hardware configuration has 104 web servers designated for HUD. On a monthly basis, approximately 658,000 attachments are uploaded by MCMs, AMs and FSMs. The following are statistics of current process volumes and should be considered as an estimate for new services:

MCMs - there were 7,479 Conveyance Extension requests, 355 Occupied Conveyance requests, 21,093 Overallowables requests, and 210 Surchargeable Damage requests initiated.

FSMs - there were 11,355 HPIR inspections, 94,834 FSM inspections, 364 HOM, 1,571 work order notifications, 1,104 invoice transmittals, and 270,382 attachments.

AMs - there were 33,838 AM inspections, 8,654 routine inspections, 10,926 appraisals, 201 HOM, 16,220 Listed dispositions, 230 Direct Sales dispositions, 18,883 preliminary acceptances, 13,002 contracts, 10,564 settlements, 16,666 work order notifications, 871 invoice transmittals, and 276,425 attachments.

In addition to providing portfolio case management functions, the contractor maintains a HUD

Help Desk which supports approximately 1,500 support requests monthly. This does not include a call center specifically for the HUD Real Estate Owned (REO) Home Listing and Electronic

Bid Site (listing site for REO properties), which receives approximately 3,000 calls per month.

SALIENT CHARACTERISTICS: The system will/shall:

ASSET MANAGEMENT

The Contractor’s system shall contain (12) separate modules which shall be utilized by HUD staff, and M&M Contractors during the management and disposition of HUD’s REO properties. The modules are as follows:

Preconveyance

Work Order Notification

Reconveyance

Transmittal Invoices

Post Claim Review

Communications

Acquisition

Property Disposition

Property Services

Listing Services

Portal Access

Nonprofit/Asset Control Area (ACA)

Provide notification of property vandalism/change of condition utilizing a Work Order

Notification process that also allows field service managers and asset managers to document dates and description/details of incidents of vandalism.

Maintain rental or occupancy status information including but not limited to occupant name and contact information, lease details, security deposits, rent amount, collection, payment status, repairs, eviction actions.

Provide the ability for the MCM to document recommendations for removal of occupants, GTR review and determination, and assignment to FSM for eviction or lease.

Report and maintain contact and payment information relative to homeowner’s association

(HOA) dues, charges and ground rents.

Generate a letter of introduction to the HOA and a process to facilitate recurring HOA invoices for review and approval

Display property tax data such as tax a type; tax ID/parcel numbers, tax due and penalty dates and the selection of the taxing authority NAID and provide a process to ensure timely payment of real property taxes.

Provide a process to support work order notifications which includes notes, emails, and attachments between the MCM, AM’s, FSM’s, Closing Agent’s and GTR’s.

Create transmittal invoices for specific expenses incurred for REO properties. The process shall include the ability to add notes, emails, and attachments.

Utilize e-mail programs to send and receive communications inside and outside of HUD. The functionality shall allow the users to communicate with all parties involved in the management or disposition of a property as an addressee or CC and the ability to maintain contacts in an address book.

Property Disposition

Consist of five (5) sub-modules, which include: property disposition, valuations, marketing/sales methods, sales contracts, and HUD-1 Settlement Data.

Create property disposition process which allows for the following:

A disposition to be created for HOM status or listing of properties.

A disposition to be canceled and the ability for the FSM and AM to enter a rejection reason.

A disposition process where inspections, valuation, property condition report, photos and addendums are available to the property listing site.

A disposition comprised of two independent user levels: creator and approver and should contain a rejection process.

The ability to specify the commission split between the Selling Agent and Listing Agent.

The standard commission of six (6) percent is split is 50/50. The Contractor shall not allow the broker commissions to be above 3 percent; however, selling broker commission can be less.

Allows Property addendums to be added to the disposition and display on the listing site.

A process when creating a disposition for AM and HUD to manage specific addendums.

Each addendum shall be attached on a national level or contract area, state or individual to properties.

A minimum broker commission which does not apply to Dollar ($1) homes.

A process for a property to be temporarily suspended from the listing process for a variety of issues relating to the management of the property.

The AM to add advertising codes to a property disposition to help identify attributes of a property for future marketing purposes. The advertising codes and descriptions will be used on the property listing site.

A process for the AM to perform a price reduction on a property listing. A new disposition and approval is used to relist the property or a direct sale.

A property disposition which includes a threshold for the minimum acceptable bid.

The utilization of the HUD Program codes.

The utilization of the HUD - special program codes.

The calculation of the maximum allowable commission, maximum allowable closing costs and special sales incentives.

The utilization of HUD’s Held Off Market (HOM) codes when creating a listing disposition.

Property disposition to be geocoded with a Y or N for the Revitalization Area and coding for the different NSP programs.

The ability for the geocoding process and information to be sent from SAMS to the

Contractor’s application.

A disposition Ready Approval Date which triggers a second approval.

The ability to approve multiple dispositions at a time.

Marketing/Sales Methods

Provide the functionality to accommodate the hierarchy and requirements associated with each sales method as described 24 CFR 291.205 through 24 CFR 291.210(d).

Sales Contract

Provide a method which has the ability to:

Create, save, edit and pre-populate Sales Contracts, Addendums and other related forms for the broker that submits a winning offer.

Allow AM’s and Selling Broker’s to expedite corrections to the required forms and the ability to print all related documentation for ink signatures.

HUD-1 Settlement Data

Maintain all HUD-1 settlement information.

Create a HUD-1 for the Closing Agent and/or AMs and allow information to be edited.

Listing Services

Create a Listing Services Module which consists of two (2) sub-modules: HUD REO

Listing and Electronic Bid Site which includes functionality for Listing Site/Broker

Registration.

HUD REO Home Listing and Electronic Bid Site

Provide an Internet Real Estate Listing process which serves the Real Estate industry and potential Homebuyers. The listing site shall include all data elements found on MLS listing sites. Features shall include mapping technologies to display HUD homes for sale.

Listing Site/Broker Registration

Require Real Estate Brokers and Agents to register on the HUD property listing site.

Electronic Signatures

Provide a process which provides the for electronic signatures to be utilized when executing the HUD REO Sales Contract and related addenda.

The process for electronically signing Authorized Documents must ensure the document is presented to the signatory before an electronic signature is obtained. The electronic signature must be attached to, or logically associated with, the document that has been electronically signed.

A mortgagee’s electronic signature technology must comply with all requirements of the

ESIGN Act, including those relating to disclosures, consent, signature, presentation, delivery, and retention and any state law applicable to the transaction.

Portal Access

Accommodate non-PIV users with restricted access to perform limited tasks related to data and attachment submission for their assigned case numbers. A second level of approval by the AM, MCM, and FSM for all data submitted by non-PIV users shall be required.

Nonprofit/Asset Control Area (ACA)

Maintain a record of all nonprofit organizations and Asset Control Area (ACA) participants approved by HUD to purchase acquired properties including the organization name and their HUD assigned name and address identifier (NAID). Additional requirements for the nonprofit and ACA information are outlined in the following sections o ACA Module: ACA General Information - For HUD-approved Nonprofit

Agencies who are participating in the Asset Control Area program (ACA), the

Contractor shall provide a method for associating approved areas of operation with participants by census tract block groups. This function shall have the capability to enter census tract block groups simultaneously as a list or to enter them individually.

DATA EXCHANGE – SUPPORT/MAINTENANCE

Supply data exchange support and maintenance services with internal and external systems. The Contractor shall ensure the method provided accepts all System of Record data elements from SAMS. Data exchange support and maintenance services include the following.

Interface Control Document

Provide and maintain an Interface Control Document (ICD) for each internal and external system utilized for data exchange. The ICD shall describe the application’s interfaces with each internal and external system utilized for data exchange and the rules for communicating with each. The ICD shall also identify compatibility and components of key elements of the application. The ICD shall clearly communicate all possible inputs and outputs from the application for all potential actions. The Contractor shall update the

ICD whenever changes to the interfaces occur.

Data Exchange – Internal

Exchange data utilizing HUD’s Secure File Transfer Portal site with the SAMS system and with a number of other HUD and non-HUD systems in order to support the required services.

Interact with SFAM to gather information from multiple HUD systems such as: the Single

Family Asset Management System (SAMS), the Single Family Insurance Claims A43C, Geocode Service Center (A-15), the Single Family Data Warehouse, and other HUD systems.

Data Exchange – External Services

Exchange data with Homesales.gov on a daily basis using a file containing information related to HUD REO properties that are currently available for sale.

Receive information from real estate brokers and other purchasers submitting bids on

HUD REO properties, and provide the information to pay.gov. Pay.Gov - HUD has an intergovernmental relationship with an online electronic financial service for federal agencies. All payment information for earnest money deposits and time extension requests for properties under contract will be provided to this service. Pay.gov will process the information and collect the funds from the purchaser’s account then transfer the funds to SAMS.

Attachments & Emails – HUD, FSM, AM, and MCM Communications

Send and receive communications. The functionality should include the capability to maintain an address book.

Allow for automatic email notifications based on events.

Have the capability for the GTR, FSM, AM, MCM, and vendors to attach and categorize multiple documents and photos pertaining to cases.

Data Exchange - Data Warehouse

Receive monthly batch jobs from the Single Family Data Warehouse (SFDW) which contains pre-conveyance case information. This data is used by Lenders to submit case information before conveyances.

Data Exchange – Dashboards

Include an onscreen dashboard for HUD management, HUD GTR’s, MCMs, AMs and

FSMs. The dashboard shall display pending work actions for each user group based upon their designated user roles.

SYSTEM REPORTING

General Reporting

Allows users to generate unscheduled standard and management reports which allows users to monitor and perform analysis of HUD's single-family disposition program, nonprofit program, and the ACA Program.

Provide the ability to archive report queries and formats, and provide multiple levels of access to users which allows them to create, modify, and generate reports. All reports shall have the ability to be exported to Word, Excel, CSV, or PDF. This functionality shall be available to users at all times.

Ad Hoc Reports

Provide a method which has the ability for HUD staff to create ad hoc data queries that shall provide users the ability to specify various types of criteria such as formulas and conditional statements; assist with the creation and generation of additional ad-hoc management reports.

Provide reporting assistance to all HUD staff as needed.

Performance Reporting and Asset Allocation

Assign new case acquisitions each quarter by percentages to multiple AMs and FSMs in a geographical contract area. This allocation shall be able to incorporate all adjustments requested by the Government.

Have the ability to generate data relative to the performance of HUD REO portfolio and have the ability to generate reports monthly and annually so that HUD is informed of the performance of its portfolio and how it is meeting the Department’s objectives.

Provide a scoring method for reporting the monthly performance of the AM, FSM, and

MCM utilizing metrics provided by HUD.

Generate scorecards and shall allow the GTRs to input quantitative data relative to the performance measures utilized to evaluate each metric identified by HUD, as well as, allow the GTR to assess and weigh qualitative data on overall performance.

Summarize monthly and annually the AM, FSM, and MCM performance based on the scorecard.

Valuations

Collect, display, and track multiple types of valuation records for each property such as

Appraisals, Broker Price Opinions (BPO) and Automated Valuation Model (AVM) or

Automated Valuation Model with comparables.

Capture and validate the appraiser ID from the data provided by SAMS and displays an approval/reject flag if the appraiser is not on the HUD approved roster.

Valuation data which shall be displayed includes at a minimum:

Dates, values, appraiser name, CHUMS ID, and insurability designation relative to all appraisals obtained.

Required repairs, costs for repairs, and reasons for the repairs.

Record dates, values, and broker’s name relative to all Broker Price Opinions.

CONTRACTOR SUPPORT SERVICES

AUDIT SUPPORT

Periodically SFAM undergoes audits performed by various Government and independent auditors. The Contractor shall assist the Government with responding to various audit requests.

HELP DESK SERVICES

The Contractor shall establish Help Desk Services for HUD staff, M&M Contractors, Selling

Brokers and other users to support the Contractor’s applications and its associated infrastructure.

The primary contact between users and support staff is by telephone and e-mail. The Contractor shall maintain the Help Desk during the hours of 6:00am to 8:00pm EST, except for Federal holidays.

The Help Desk Services shall ensure that customer inquiries are resolved within 24 hours.

Customer inquiries which require longer resolution shall be documented and reported to the GTR.

The Contractor shall create and provide Help Desk Procedures.

The Contractor shall provide a method to accept, manage, track, and resolve Help Desk service requests. The functionality shall include the ability to generate detail and summary tracking reports by request type, status, and resolution date.

INFORMATION SECURITY

The Contractor shall develop and implement a comprehensive Information Technology Security

Program (ITSP) which addresses the management, operational, and technical aspects of protecting the confidentiality, integrity and availability of information and information technology systems. The ITSP shall ensure the contractor is responsible for information and IT security when physical or electronic access to HUD’s computer systems, networks, or IT infrastructure is required or when information systems are used to store, generate, process or exchange information with HUD or on behalf of HUD, regardless of where the information resides. The Contractor shall develop and submit a Contractor IT Security Program Plan.

The Contractor shall be required to adhere to the rules, regulations, laws, standards and conventions identified by HUD as well as within the Federal Government. Constraints applicable to this requirement include, but are not limited to:

HUD Handbook 2400.25, Information Security Policy

HUD Handbook 732.3, Personnel Security/Suitability

Federal Information Processing Standards 201 (FIPS 201), Sections 2.1 and 2.2

Homeland Security Presidential Directive 12 (HSPD-12)

OMB Memorandum M-05-24, Implementing Guidance for HSPD-12

NIST 800-53 rev. 3, Recommended Security Controls for Federal Information Systems and Organizations

Access – The Contractor shall provide data security with multiple levels of access for users including HUD employees and designated contractors, which supports HUD’s business procedures and workflow. The Contractor shall ensure the security and privacy of the information collected and stored.

Geographical Access – The Contractor shall provide HUD staff from the four (4) HOCs access to their specific geographical locations. In addition the M&M contractors are assigned geographical locations (contract areas) within each of the HOC jurisdictions and may periodically be realigned.

Role Based Access - All application users including HUD staff, business partners, and customers shall have role-based access to processes that are independent of geographic location. The Contractor’s application shall conform to HUD’s current and future business practices and policies. Additionally, the Contractor’s application shall have the ability to provide an audit trail of each user’s transactions.

DATA-FIXES AND ENHANCEMENTS

The Contractor shall perform back end database corrections known as “data-fixes” to correct errors that are not correctable by users within the application. The Contractor shall also review and analyze system enhancement requests submitted by the GTR/GTM to determine the level of effort to implement the requested enhancement. The Contractor shall implement the requested data fixes or enhancements upon approval of the GTR/GTM. Data fixes or enhancements are authorized by the GTR/GTM only.

The Contractor shall also provide a method for users to submit data fixes and enhancement requests to the GTR/GTM. The method shall provide the ability for the GTR/GTM to review, accept, manage, track, and resolve data fixes and enhancement requests submitted by the users.

System Interactions

SFAM and the Contractor’s provided method for portfolio management shall be the system of record for case management functions. The Single Family Acquired Asset Management System

(SAMS) (A80S) is the system of record for financial management functions in compliance with the Federal Credit Reform Act and processes disbursements to M&M contractors, vendors, taxing authorities, and homeowners’ associations.

SAMS and the Contractor’s provided method for portfolio management shall operate using a shared system of record approach, where the Contractor’s provided method shall provide related performance of REO property management functions to SAMS.

The Contractor’s provided method shall have the ability to receive, maintain, provide, and manage all information necessary to support the REO Case Management System of Record for

HUD’s Single Family Disposition Process (SFDP).

New property acquisitions will be provided by the A43C Claim system to SAMS. SAMS assigns new properties to geographical contract areas and performs the data exchange with the

Contractor’s provided method.

SAMS assigns a unique identification number to each contractor or vendor directly involved in doing business with HUD who may be paid for the products or services provided to HUD.

Applications/Systems

The following is a listing of applications and systems the Contractor’s provided method may have interactions with:

Homesales.Gov

Pay.gov

A43C Single Family Insurance Claim System

A15 GEO Code Service Center

Single Family Data Warehouse (SFDW)

SAMS

TRANSITION

The Contractor shall be fully operational six months after award date. The time between contract award and the six months shall be the Transition-In period. During this time the Contractor shall complete any modifications to the web-enabled COTS product that are needed to fully comply with all aspects of the contract requirements. The transition-in period shall also allow for User

Acceptance Testing (UAT). The Contractor shall provide the test environment, along with a test plan/script and a method which allows the UAT to be performed remotely. The UAT team shall be designated by the HUD GTR/GTM.

INFORMATION SUBMISSION INSTRUCTIONS:

Interested vendors should submit a tailored capability statement for this requirement not to exceed fifteen (15) single sided pages including all attachments, charts, etc. (single spaced, 12 point font minimum) that clearly details the firm’s ability to perform the aspects of the notice described above. Vendor responses should demonstrate their capability for each of the requirements stated above. Tailored capability statements should also include an indication of current certified business status; this indication should be clearly marked on the first page of your capability statement, as well as, business name, point of contact, address and DUNS number.

All capability statements sent in response to this SOURCES SOUGHT notice must be submitted electronically (via e-mail) in Adobe Portable Document Format (PDF) to Demetress E.

Stringfield, Contract Specialist, at demetress.e.stringfield@hud.gov. The e-mail subject line must specify Sources Sought Number # BSP-2013-001, as well as, the company name. Facsimile responses will not be accepted.

CLOSING DATE FOR SUBMISSIONS:

Submissions must be received at the above email address no later than 2:00PM (EST) ON

WEDNESDAY, DECEMBER 11, 2013.

DISCLAIMER AND IMPORTANT NOTES: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in this response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities.

However, responses to this notice will not be considered adequate responses to a solicitation.

CONFIDENTIALITY: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). Vendors shall mark any information deemed proprietary with the appropriate markings in accordance with FAR Part 27.

POINT OF CONTRACT: Demetress E. Stringfield, Contract Specialist, demetress.e.stringfield@hud.gov.

mailto:demetress.e.stringfield@hud.gov mailto:demetress.e.stringfield@hud.gov