MPIP PWS

US Department of Agriculture (USDA)

USDA Rural Development (RD) Rural Housing Service (RHS) Multifamily Housing Program

PERFORMANCE WORK STATEMENT (PWS)

RD Multifamily Physical Inspection Program (MPIP)

May 27, 2026

Table of Contents

PROJECT TITLE

INTRODUCTION

1.0 Background

1.1 Objectives

REQUIREMENTS

2.0 Description of Services

The contractor shall provide qualified multifamily housing inspectors to conduct between 3,500 and 4,500 multifamily physical inspections per contract year

3.0 Technical Requirements / Tasks

3.1 Specific Objectives

3.2 Specific Requirements/Tasks

3.2.1 MPIP Quality Assurance Protocol (QAP)

All inspectors must follow the Code of Conduct. The contractor must ensure that failure to do so may result in issuance of a Letter of Warning, issuance of one or more Performance Deficiencies (PDs), may result in suspension, or decertification as an RD Inspector

3.2.2 Quality Control Plan………………………………………………………………...12

GENERAL INFORMATION………………………………………………. .…………….12

4.0 Contract Type ……………………………………………………………………

5.0 Period of Performance ……………………………………………………………

6.0 Recognized Holidays ………………………………….…………………………….13

7.0 Place of Performance ………………………………………………………………..14

8.0 Government Furnished Items……………...…………………………………………14

DELIVERABLES……………………………………………. ……………………………14

9.0 Schedule of Deliverables ..………………………………………………………….14

9.1 Quality Standards…………………………………………………………………18

All documents must 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.

9.1.1 Review and Acceptance ………………………………...……………...….20

10.0 Performance Requirements Summary ………………………………………...……20

11.0 Travel ……………………………………………………………………………

STAFFING NEEDS AND KEY PERSONNEL……………………………………………..25

12.0 Staffing Needs/Skill and Relevant Experience…..……………….……………...…25

13.0 Key Personnel ………………………………………………………………26

14.0 Security Requirements…………………………………………………………… . 29

15.0 Data Rights ..………………………………………………………………………..29

16.0 Management Requirements ………………………………………………………...29

ATTACHMENTS…………………………………………………………………….………30

17.0 Attachments………………………………………………………………….………..30

Attachment 1 - Acronyms and Definitions ………………………………….…………31 Attachment 2 - Required Forms………………………………………………………..33 Attachment 3 - Regulations and Handbook References ……………………………….34 Attachment 4 - Additional Guidelines………………………………………………….35 Attachment 5 - Contractor Certification of Insurance Requirements ………………….36 Attachment 6 - Stratified Sample of Projects for Inspection…………………………...37

ASTME 2018-08 -Standard Guide for Property Condition Assessments: Baseline Property Condition Assessment Process. This guide is to define good commercial and customary practice in the United States of America for conducting a baseline property condition assessment (PCA) of the improvements located on a parcel of commercial real estate by performing a walk-through survey and conducting research as outlined within this guide. https://webstore.ansi.org/standards/astm/astme201808

Property Condition Assessment online course offered by CEG – Assessment https://cegassessments.com/product/pca-elearning/ …

Department of Housing and Urban Development (HUD) Real Estate Assessment Center-https://www.hud.gov/reac

MBA Reference Guide: Commercial and Multifamily Inspection Reports -https://www.mba.org/docs/default-source/cmf-policy/27664-cmf-property-inspection-reference-guide-2025.pdf?sfvrsn=cce6f1d5_1

INSTRUCTIONS FOR PERFORMING A MULTIFAMILY PROPERTY

CONDITION ASSESSMENT Fannie Mae - January 2026 https://multifamily.fanniemae.com/media/36771/display https://webstore.ansi.org/standards/astm/astme201808 https://cegassessments.com/product/pca-elearning/ https://www.hud.gov/reac https://www.mba.org/docs/default-source/cmf-policy/27664-cmf-property-inspection-reference-guide-2025.pdf?sfvrsn=cce6f1d5_1 https://www.mba.org/docs/default-source/cmf-policy/27664-cmf-property-inspection-reference-guide-2025.pdf?sfvrsn=cce6f1d5_1

PROJECT TITLE

RD Multifamily Physical Inspection Program (MPIP)

INTRODUCTION

This is a non-personal services contract to provide physical inspection 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 whole 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

Previously, the Agency’s physical inspection protocol had not been modified in over twenty years. Physical inspections were performed by RD Loan Specialists. A recent re-alignment from a state-based servicing model to a region-based servicing model provided an ideal opportunity to make changes to the current physical inspection protocol. The Agency also recognizes that many other federal and state agencies use professionally trained 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.usda.gov/sites/default/files/guidance-documents/RHS%20HB-2-3560%20Consolidated.pdf ). 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.

Between October 2022 and August 2023, RD implemented the Multifamily Physical Inspection Pilot Program (MPIPP) program to test and evaluate the reliability and effectiveness of a new multifamily housing physical inspection protocol. The program provided qualified multifamily housing inspectors to conduct 1,075 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 https://www.usda.gov/sites/default/files/guidance-documents/RHS%20HB-2-3560%20Consolidated.pdf https://www.usda.gov/sites/default/files/guidance-documents/RHS%20HB-2-3560%20Consolidated.pdf https://www.mba.org/docs/default-source/cmf-policy/cmf_pol_mba_standard_inspection_form.xlsm?sfvrsn=808eab6c_1 https://www.mba.org/docs/default-source/cmf-policy/cmf_pol_mba_standard_inspection_form.xlsm?sfvrsn=808eab6c_1

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 MPIPP tested the use of the Fannie Mae standard.

RD’s evaluation of the MPIPP concluded that using this protocol results in accurate, objective, and consistent results in federally assisted RD projects in rural areas. As a result, USDA RD is seeking a contractor to provide physical inspection assessments of properties overseen by the Multifamily Asset Management Branch of the Rural Housing Service (RHS) under the USDA Rural Development Agency using this new protocol.

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 program using the protocol defined below.

The contractor shall provide qualified multifamily housing inspectors to conduct between 3,500 and 4,500 multifamily physical inspections per year 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 2025 version of the MBA Reference Guide: Commercial and Multifamily Inspection Reports -https://www.mba.org/docs/default-source/cmf-policy/27664-cmf-property-inspection-reference-guide-2025.pdf?sfvrsn=cce6f1d5_1 (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, " INSTRUCTIONS FOR PERFORMING A MULTIFAMILY PROPERTY CONDITION ASSESSMENT” Fannie Mae - January 2026 https://multifamily.fanniemae.com/media/36771/display (See Attachment 4 - Additional Guidelines)

REQUIREMENTS

https://www.mba.org/docs/default-source/cmf-policy/cmf_pol_mba_standard_inspection_form.xlsm?sfvrsn=808eab6c_1 https://www.mba.org/docs/default-source/cmf-policy/cmf_pol_mba_standard_inspection_form.xlsm?sfvrsn=808eab6c_1 https://www.mba.org/docs/default-source/cmf-policy/27664-cmf-property-inspection-reference-guide-2025.pdf?sfvrsn=cce6f1d5_1 https://www.mba.org/docs/default-source/cmf-policy/27664-cmf-property-inspection-reference-guide-2025.pdf?sfvrsn=cce6f1d5_1

2.0 Description of Services

The contractor shall provide qualified multifamily housing inspectors to conduct between 3,500 and 4,500 multifamily physical inspections per contract year. Inspections will encompass the Agency Section 515 multifamily housing, Section 514 on and off farm labor housing programs and Section 521 stand-alone rental assistance program. A single project may have one property with one unit or it may include several properties located at multiple addresses, which are referred to as scattered sites. The scattered site locations could be several miles apart, even up to 100 miles or more, as long as they remain within the same state. Despite the physical distance, all scattered-site properties are still part of one unified project.

The contractor shall meet the education and experience requirements found in Section 1.3.C in the Fannie Mae guide dated September 2026 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.

Qualified contract inspectors will perform between 3,500 and 4,500 inspections per contract year, completing the following tabs on MBA Form 3.03 and use the Fannie Mae rating system:

• General Information tab

• Management Information and Interview tab

• Multifamily, Mobile Homes, Cooperative Housing, Student Housing Tab

("Multifamily")

• Physical Condition Assessment and Deferred Maintenance tab

• Photo’s tab

• Fannie Mae Assessment Addendum

Inspections must be conducted using the MBA 3.03 Excel Spreadsheet. The Contractor must provide RD with the PDF results of the tabs noted above. Instructions and tips on completing these tabs are found in the 2025 version of the MBA Reference Guide: Commercial and Multifamily Inspection Reports and in the Fannie Mae Guide. (See Attachment 4) All inspections 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 five (5) percent of vacant units or at least two (2) vacant units must also be inspected. For example, a forty-eight (48) unit project with three (3) vacant units would require ten (10) occupied units and two (2) vacant units to be inspected for a total of twelve (12) units. The inspector must inspect at least one (1) handicapped accessible unit from the required number of occupied and vacant unit unless one is not available. If a handicapped accessible unit is not available for inspection it must be noted on form 3.03 in the General Comment Box on the Multifamily, Mobile Homes, Cooperative Housing, Student Housing Tab or some other agreed upon location on the PDF of form 3.03.

Contractor will be provided with a spreadsheet describing which properties must be inspected, where they are located and the number of dwelling units at each project. The contact information needed to schedule inspections will be provided after contract award. All projects shall be inspected using the same protocol and they must be completed within the specified period of performance. 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 replacement.

The inspection report must note any deficiency on the Physical Condition Assessment and Deferred maintenance tab, provide a description that will allow all parties to easily locate where the deficiency is found, provide a photo of the deficiency and the estimated cost of repairing the deficiency based on the inspector’s professional judgment.

See the MBA Guide Chapter entitled, "Physical Condition and Deferred Maintenance," (See the link in Attachment 4, Other Guidelines pages 17-20) for instructions on how to apply these terms.

All three types of deficiencies must be listed on the Physical Condition Assessment 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 (3) 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.

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

The Chapter entitled, "Physical Condition and Deferred Maintenance," in the MBA Reference Guide pages 17-20 gives detailed instructions on how to complete the Physical Condition Assessment 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 highlighted on MBA form

3.03 or addressed in either the Fannie Mae or MBA Guide. The Agency’s requirements are found at 7 CFR 3560.103 of the Code of Federal Regulations, and Section 5.3.C of Chapter 5 of HB -2-3560 MFH Asset Management Handbook

( https://www.usda.gov/sites/default/files/guidance-documents/RHS%20HB-2- 3560%20Consolidated.pdf ) and Appendix 5 of that Handbook. The contractor must ensure that all inspectors have the training and certifications needed to assess these standards. Inspectors must report any accessibility violations as deferred maintenance items on the Physical Condition Assessment 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. The contractor must also resolve any issues encountered with the MBA form

3.03 and/or develop workaround solutions to any problems encountered with the form.

3.0 Technical Requirements / Tasks

The contractor shall provide qualified multifamily housing inspectors to conduct between 3,500 and 4,500 technically acceptable multifamily physical inspections per contact year following the protocol and standards outlined in this PWS. The contractor must schedule and complete 4,000 acceptable inspections in the base contract year of the contract and between 3,500 and 4,500 inspections in contract option years one (1) through four (4) depending on funding.

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 MPIP.

The contractor must develop and execute all agreed upon processes and procedures necessary for implementing the MPIP in agreed upon timeframes.

3.1 Specific Objectives

The Agency is seeking a Contractor to provide between 3,500 and 4,500 technically acceptable physical inspections per contract year meeting the standards outlined in this PWS.

3.2 Specific Requirements/Tasks

The base-year of MPIP must be carried out in two (2) phases within twelve (12) months of contract award. These two (2) phases shall include the following principal tasks:

https://www.usda.gov/sites/default/files/guidance-documents/RHS%20HB-2-3560%20Consolidated.pdf

Two Phases of the MPIP Base Year Table Phase I

Post Award and Kickoff Phase II

Full Implementation Post Award Orientation Full Implementation Contractor Onboarding Full Roll Out Review Project Plans Full Roll Out

Inspector Training Mobilization

8 Weeks 44 weeks

The contractor shall incorporate the Baseline Master Program Schedule submitted with its proposal and showing the timeline for completing each of the two phases above into a Final Master Program Plan due fifteen (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 of the base year contract if the Contractor has reason/justification to implement the base year inspections on a different time schedule, if the 4,000 inspections are completed within the base contract year period of performance.

The contractor is also required to formulate an MPIP Implementation Plan. The MPIP Implementation Plan must demonstrate how the contractor will implement each phase of the program and justify any changes to the Final Master Program Plan. At the end of the base contract year, the Agency expects the contractor to have completed 4,000 technically acceptable Physical Inspection Reports.

The MPIP Implementation plan must include the components noted below. The contractor’s implementation plan must, at a minimum, include the following:

Effective Performance Metrics

The contractor must develop a set of effective performance measures for the entire MPIP life cycle, using industry best practices. The contractor shall include well-defined performance metrics and measurement methodology to support and ensure that the end products satisfy the performance objectives and that inspections are accurate, consistent, and objective.

MPIP Communication Protocol

The contractor must develop a comprehensive communication plan which informs multifamily borrowers and management agents of the inspection protocol and what they must do to prepare for the inspection. These materials must explain 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 RD Servicing Specialist who is assigned their project.

MPIP Scheduling and Notification Protocol

The contractor must develop and document the protocol they will use 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 inspections across the country.

For the purposes of the MPIP, property owners and management agents shall be given a maximum of up to thirty (30) calendar 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 Phase II and in option years of the MPIP, the contractor may schedule and perform the inspection with fewer than thirty days’ notice if all parties agree to an accelerated schedule in writing.

The inspection date and time may be agreed to by telephone or email and then confirmed by email. 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. The contractor must employ a protocol of periodic communication with the property’s point of contact (POC) after the inspection date and time have been confirmed in the days leading up to the inspection to remind the POC of the inspection requirements. There shall be at least one (1) email notice seven to ten (7-10) calendar days before the date and time of the inspection and a second email forty-eight (48) hours before the date and time of the inspection.

MPIP 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 Government Sponsored Entities (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 3.03 or in the MBA and Fannie Mae guidance. The pre-orientation training shall 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.

Accuracy and Replicability Methodology

The contractor must develop and document a methodology for evaluating the accuracy and replicability of results across inspectors/inspections. The contractor must conduct parallel inspections for at least five percent (5%) of the properties in the sample (155 parallel inspections in the base contract year based on a sample size of 3,100 inspections).

3.2.1 MPIP Quality Assurance Protocol (QAP)

The contractor must develop a protocol for determining whether an inspector understands and accurately executes the inspection protocol. This contractor’s plan must 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 up to five percent (5 %) of the total number of inspections required each year.

The QAP should ensure that inspector’s submit completed inspections to the contractor no later than forty-eight (48 ) hours after the inspection has been completed. The QAP must also ensure that the contractor reviews each inspection to determine that it is error free, complete and in standard and provide it to the RD COR within ten (10) business days of the completion of the inspection.

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

• Arrive on time.

• Identify yourself as a contractor to USDA Rural Development0 not an employee of

USDA Rural Development.

• Be courteous and professional at all times.

• Always display the contractor issued photo identification badge.

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

• Defer questions from the residents about the property to the owner or agent representative.

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

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

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

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

• Do not attend an inspection, or take part in an inspection in any capacity, which is being conducted by another MPIP inspector while providing independent consulting services of any kind on behalf of the property owner or representative.

• Do not include in attendance or participation during an RD inspection any unauthorized person, including family, friends, or MPIP inspectors unless the MPIP inspector is authorized to conduct a parallel inspection.

• Do not use any facility on a property, property owner’s office, housing agency office, or RD field office to conduct personal business.

• Do not use profanity or other offensive language prior to, during or after an inspection.

• Do not engage in fraudulent activities, such as, but not limited to, falsifying an inspection.

• Do not conduct an inspection under the influence of alcohol or drugs.

• Do not smoke anywhere on a property.

• Do not threaten, verbally or in writing, residents, inspection participants, property representatives or any other individual with whom the inspector comes in contact.

• Do not carry a firearm or weapon of any kind, or any other object that could be construed as a weapon, on a property.

• Do not commit theft or intentional damage to property.

• Do not threaten or engage in violence against any person while conducting an inspection;

and

• Do not engage in sexual misconduct or any other type of unwanted conduct.

All inspectors must follow the Code of Conduct. The contactor must ensure that failure to do so may result in issuance of a Letter of Warning. Issuance of one or more Performance Deficiencies (PDs) may result in suspension, or decertification as an RD inspector.

3.2.2 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 meet the requirements of the contract. The QC Plan submitted with the Contractor’s proposal must identify the minimum performance indicators, indices, and metrics to be used. The QC Plan will be finalized after contract award.

The QC Plan shall be delivered in Word and PDF format. The contractor’s QC Plan shall consist of the following information at a minimum:

• A description of the review/audit process, its documentation, methods of internal review, identification of staff position(s) performing the reviews, and the frequency of the reviews.

• A description of the approach and procedures for communicating with the government.

handling corrective actions' and identifying and implementing potential improvements to the program services.

• A process for project tracking in terms of the deliverables identified in the proposal.

• A description of the performance requirements for each phase of the project and/or labor category.

• A description of the performance objective for each Performance Standard in Section 6.0

Performance Requirements Summary.

• A description of the quantifiable Acceptable Level of Performance for each Performance

Standard (Reference: Section 10.0 Performance Requirements Summary).

• A description of the method of surveillance including who will perform the surveillance, the frequency, and the process for accomplishing the surveillance.

GENERAL INFORMATION

4.0 Contract Type

This is a Firm Fixed Priced (FFP) contract.

5.0 Period of Performance

This FFP contract will be a base period of 12 months and four (4) 12-month option year periods.

Performance Period Start Date End Date Base Period September 28, 2026 September 27, 2027

Option Year 1 September 28, 2027 September 27, 2028 Option Year 2 September 28, 2028 September 27, 2029 Option Year 3 September 28, 2029 September 27, 2030 Option Year 4 September 28, 2030 September 27, 2031

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.

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

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

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 addresses of properties shall be provided by agency and verified by management. The Contractor shall provide all supplies, equipment, facilities, and services, etc. at the inspection site location 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 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 all items noted in the table below.

Schedule of Key Base Year Deliverables

# Description Details Delivery Format Due Date

Post Award Conference

Discuss and review the following:

• Objectives

• Schedule

• Roles and responsibilities

• Next Steps

Government provides contractor list of projects to be inspected

Via Virtual meeting with CO and COR

Ten (10) business days after execution of award

Final Master Program/MPIP Implementation Plan Quality Control Plan See Section 3.2., Specific Requirements.

Tasks, above

Provide a final master program plan of timeline for completing each of the two (2) phases of the MPIP. These will be adopted in the base year and used in option years one through four (1-4).

MPIP Implementation Plan and Quality Control Plan must, at a minimum include elements contained in Section 3.2

Via email to COR and RD if requested

Fifteen (15) business days after award

Monthly Status Report (Section

9.0 Schedule of

Deliverables)

Reports must be submitted by the fifth (5) business day of each month unless the CO grants an extension.

Summarize period progress, upcoming work, milestones issues, schedules and risks if applicable associated with this contract. 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

Fifth(5th) business day of each month

# Description Details Delivery Format Due Date

Monthly Program Meetings

Facilitate a weekly program meeting with a planned agenda delivered at least twenty-four

(24) hours prior to each meeting to provide discussions and cross-program progress, updates, issues scheduling inspections, requests, to swap a project on sample list for a new project, problem/risks with the Program Manager and SME. Contractor shall provide meeting minutes within 3 business days of meetings.

In a format acceptable to contractor and USDA program staff

Monthly on agreed day unless CO Grants an extension

4,000 completed physical inspections

4,000 acceptable inspections completed at least two (2) weeks prior to the end of the Base Year of the contract.

Must meet the criteria for acceptable inspections in Section 3.2. All inspections completed at least two weeks prior to the end of the Base Year of the contract.

Within the period of performance of the Base Year.

Base Year Final Written Program Report

Written report, based on data collected, summarizing whether the MPIP is producing accurate inspections of federally assisted housing in rural areas. Lessons Learned, Suggestions for Improvement within two (2) weeks of the end of contract unless CO grants an extension.

In a format acceptable to contractor and USDA program staff

Two (2) weeks before end of the Base Year.

Schedule of Key Deliverables in Option Years 1-4 # Description Details Delivery

Format Due Date

Status Report (Section 9.0 Schedule of Deliverables)

Reports must be submitted by the fifth (5) business day of each month unless the CO grants an extension. Summarize period progress, upcoming work, milestones issues, schedules, and risks if applicable associated with this contract. 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

Fifth (5th) business day of each month

Program Meetings

Facilitate a monthly program meeting with a planned agenda provided at least twenty-four

(24) hours prior to each meeting, to provide discussions and cross-program progress, updates, issues scheduling inspections, requests to swap a project on sample list for a new project. problems/risks with the Program Manager and SME.

Contractor shall provide written meeting minutes within three

(3) business days of meeting

In a format acceptable to contractor and USDA program staff

Monthly on agreed day unless CO grants an extension.

Between 3,500 - 4,500 completed physical inspections

Between 3,500 - 4,500 inspections. Inspections must be completed at least two (2) weeks prior to the end of the contract

Must meet the criteria for acceptable inspections in Section 3.2 and all inspections completed at least two (2) weeks prior to the option of the contract in effect

Within the period of performance of the contract year in effect

# Description Details Delivery Format

Due Date

Final Written Program Report

Written report. based on data collected, summarizing whether the MPIP is producing accurate inspections of federally assisted housing in rural areas; Lessons Learned; and Suggestions for Improvement within two (2) weeks of the end of contract unless CO grants an extension.

In a format acceptable to contractor and USDA program staff

Two (2) weeks before end of each contract year.

9.1 Quality Standards

All documents must 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:

• Be comprised of seven (7) completed tabs from MBA Form 3.03:(i) General Info, (ii)

Physical Condition Assessment and Deferred Maintenance tab, (iii) Photos tab, (iv) Management Interview and Information tab, (v) Multifamily tab, and (vi) Fannie Mae Assessment Addendum tab. Each of the applicable data fields under these tabs must be populated with relevant and detailed comments, as necessary. The Agency and the contractor will agree on which data fields on these tabs must be filled after the award of the contact.

• The report must demonstrate that the inspection met the required sample size for vacant and occupied units as noted above and that at least one (1) handicapped unit was chosen among those if available. Each inspected unit must be recorded on the "Detailed Report of Units Inspected" on the "Multifamily" tab of the MBA Form 3.03.

• 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 Deferred Maintenance Table at the bottom on the Physical Condition Assessment and Deferred Maintenance 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.

• 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, Section 5.3.C of Chapter 5 of HB-2-3560 MFH Asset Management Handbook (https://www.usda.gov/sites/default/files/guidance-documents/RHS%20HB-2- 3560%20Consolidated.pdf ) and Appendix 5 of Handbook 2. (See Attachment 3). If an inspector observes a departure from the accessibility guidelines, they must report the departure in the Deferred Maintenance Table of the Physical Condition Assessment and Deferred Maintenance tab" of the MBA Form 3.03.

• Submitted reports must be accompanied by required photographic documentation.

Photographs must have date and time stamp. 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:

o 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.

o Property signage - Typically, the second photo in the report shows the Subject property’s signage which displays the property name and/or street address, and the Fair Housing and Handicapped Accessibility logos 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.

o 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.

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

o Common Areas and Amenities - Photographs of accessible/non-accessible routes to all common areas/amenities.

o 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.

o Required Common Area Signage - photos of the following common area signage must also be included. The report must note if one (1) or more of these is missing. These must be posted in a conspicuous area:

“And Justice for All “ Poster HUD Equal Housing Opportunity poster – English HUD Equal Housing Opportunity poster – Spanish House Rules Grievance Procedures Office Hours and Emergency Telephone numbers.

9.1.1 Review and Acceptance

The Contractor shall submit deliverables to the Project Manager and 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 review each inspection report to ensure it is complete and in standard within ten (10) business days of the inspection being completed. The Agency will review each inspection and inform the contractor of any comments/corrections within three (3) business days of receipt of the inspection. The Contractor must incorporate the Government’s comments, if accepted, within five (5) business 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 are unacceptable. The Contractor must return revised deliverables to the COR within five (5 ) business days.

The Agency will pay a flat fee of $ 500.00 if an inspection is cancelled within forty-eight (48) hours of the inspection date and time provided that:

1. The COR and the RD Program Specialist are notified immediately of the need to cancel the inspection& and

2. The Contractor can document that the cancellation was unavoidable and not the fault of the contractor/inspector.

The contractor would then have the option of completing the inspection later with all party’s approval within the period of performance for the full cost of the inspection.

If for some reason the full inspection cannot be completed within the period of performance, the Agency will provide a new property for inspection.

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 Base Year Performance Requirements

Work Requirement(s)

Performance Measure(s) Standard(s)

Acceptable

Performance Level

(APL)

Method(s) of Surveillance

Post Award Conference (Section

9.0 Schedule of

Deliverables - #1)

Conducted ten (10) business days after award unless extension granted by government CO.

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

All Contractor personnel have required minimum qualification requirements as specified in PWS.

Key personnel in attendance.

Final Master Program Plan Implementation Plan Quality Control Plan (Section 3.2 Specific Requirements/Tasks and Section 9.0 Schedule of Deliverables - #2)

Provide a final master program plan of timeline for completing each of the two (2) phases of the MPIP within fifteen (15) business days of award unless CO approves an extension. These will be adopted in the base year and used in option years one through four (1-4).

Master Program Schedule covers all item in two

(2) Phases of the MPIP Table.

COR and SME review and provide feedback within ten (10)

Monthly Status Reports (Section 9.0 Schedule of Deliverables - #3)

All Monthly Reports submitted by the fifth (5th) business day of each month unless CO approves an

All Monthly Reports must summarize:

• period progress,

• upcoming work,

• milestones issues,

• schedules,

• Risks, if applicable, associated with this contract.

• Monthly reports must 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).

submitted by the fifth (5th) business day of each month unless CO grants an 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 five (5 )

Requirement(s)

Performance Measure(s) / Standard(s)

Acceptable Performance Level

(APL)

Method(s) of Surveillance

Monthly Program Meetings (Section 9.0 Schedule of Deliverables - #4)

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

Contractor provides an agenda at least twenty-four

(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 facilitated monthly program meetings.

Agendas provided as required.

Discussions addressed cross-program progress, updates, problems/risks with the Program Manager and SME

COR and SME provide feedback as needed

4,000 acceptably completed physical…