QA_Responses_-_DU100R-15-R-0001_-FBO_-_FINAL_-_Amend_2.pdf

SOLICITATION NO. DU100R-15-R-0001 AMENDMENT 000002

MF Mortgage Loan Servicing

Solicitation No. DU100R-15-R-0001

Questions and Government Responses

# Reference Question Government Response

General Comment

1 General Comment Please check the numbering for the tasks in the

PWS. It appears that they differ section by section which will make it difficult to respond in an organized way.

The Government recognizes the current

PWS format. However, the Offerors can still reference the applicable PWS sections and respond accordingly.

2 General Question FHA manages non-FHA properties (e.g. 202).

Does the Contractor need to provide a separate cash reconciliation for non-FHA properties since FHA does not have disbursement authority for those loans?

This contract will not include any 202 loans.

3 General Question No bonding requirements are listed in the RFP.

Is there a Bonding (fidelity bond) requirement?

Please see PWS Section 1.14 Bonding. This was added per RFP Amendment 2.

4 General Comment Please publish HUD’s chart of accounts, file format and a sample file with documentation for interfacing with the FHA Subsidiary

Ledger for all Offerors. This would allow technology teams of all Offerors to generate a working sample transfer file help them refine their pricing and IT “scale up” planning, if they are successful in their RFP response.

Please see Pre-Proposal PowerPoint

Presentation (slides 31-32) provided per

RFP Amendment 2.

5 General Question Will HUD provide the number of UCCs that will need to be monitored?

UCC services are required for all loans in the HUD-Held portfolio assigned to the servicer.

6 General Question Is there an expectation for an increase in the quantity of HUD-Held Notes?

The Government believes that through maturation it is possible the portfolio will decline.

7 General Question What is the current volume of data (total and by divisions/relevant offices)?

The current portfolio consists of 2,278 notes. For Property Disposition volume data please refer to Q/A #16.

8 General Question How are the operations within multi-family loan servicing unique from the HUD single family programs?

Single family loans usually encompass a single dwelling. Multifamily usually encompass a multiple unit dwelling.

9 General Question Will property managers/owners need login to manage the PD support or will HUD employees be logging in or both?

Yes – Project Manager Contractor needs login capability as well as Property

Disposition Division employees.

10 General Question Is it possible to see copies of HUD’s GL or how the interface looks and how many fields need to be interfaced with contractor software?

Offeror proposes interface chart fields.

Industry standard is ASCII flat file.

11 General Question Can you give more information on HUD’s GL as far as programming language, user interface design that it already encompasses, etc.?

Offeror proposes interface chart fields.

Industry standard is ASCII flat file. The GL is run on PeopleSoft Oracle

12 General Question Can any data or technology services work be done off shore?

No. The Government requires technology services by performed in the United States.

13 General Question When is the anticipated award date?

The anticipated award date is February 29, 2016.

RFP

14 Schedule B Of the $15,000,000+ of contract funding for the incumbent contract for FY 2015 how much was for cost reimbursable or pass-through expenses?

The Government considers this to be minimal.

15 Schedule B In order to properly estimate the level of effort required to support the scope of work for each

CLIN can you please provide projected transaction volumes for each of the transaction types described in Section 5 that will be required to support each of the CLINS?

The Government does not have transaction volumes. All transaction data will be provided at the time of contract award.

16 RFP, Pricing

Schedule

Item 0004, task 4 – Property Disposition

Portfolio Support – lists a quantity of 1,500. Is this property management support for 1,500 individual units total or 1,500 projects with multiple units within the project?

Yes. 1500 Units.

17 RFP, Pricing

Schedule

Item 0005, task 4 – Property Disposition

Portfolio Support – lists a quantity of 1,510. Is this relocation support for 1,510 renters/units total or 1,510 project with multiple renters/units within the project?

1510 Units

18 RFP, Pricing

Schedule

Item 0006, task 4 – Property Disposition

Portfolio Support – lists a sales quantity of

2,000. Is this selling support 2,000 projects with multiple units of various sizes or is this selling support of 2,000 units total so a lower amount of total projects?

2000 Units Total

19 CLIN 0001 What is an Administrative Loan Agent and what is the basis for estimating the fee to be paid?

We cannot find a reference to an

Administrative loan agent.

20 CLIN 0007 What is the basis for estimating the cost for this CLIN? It appears there is a not to exceed amount to cover the UCC Fees on a cost reimbursable basis, but on what basis do we estimate the costs for completing the filings and where do we include those volumes and costs?

Contract Line Item Number (CLIN) 0007 is a cost-reimbursable CLIN to pay fees levied by state, county, and/or local municipalities for the filing of Uniform Commercial Code

(UCC) for each applicable loan. CLIN 0007 is reimbursement for the UCC fess only.

21 CLIN 0008 What is the basis for estimating the volume

(number of pages) of new documents and can you provide the number of existing pages that will be transferred?

A legal file can consist of approximately

200 – 300 pages per file. This is strictly an estimate.

22 Task 7 and 8 What is the basis for estimating the level of effort, what are the volumes for each of the subtask requirements in each Task?

The volume data will be provided at the time of contract award.

23 RFP Section B.5, Paragraph a., Page

Will the total price vary based on the actual volume of units or is the total price fixed notwithstanding the actual volume?

Yes. Total price will vary based on the actual volume of notes and units serviced.

24 RFP Section B.6, Paragraph(s)

Schedule of Supplies or Services, Page(s)

HUD has established one CLIN for Task 2 for setup/takedown. Takedown activities are more detailed and complex. In order to allow us to price as effectively as possible, will HUD consider separate CLINs for loan setup and loan takedown?

The Government would like to keep the one

CLIN. However, the Offeror can provide one cost for set up and one cost for takedown.

25 RFP Section B.6, Paragraph(s)

Schedule of Supplies or Services, Page(s)

Task 5 UCC Fees - NTE $90,000 Annually.

Are the costs reimbursed monthly?

Yes. The cost for servicing UCCs is reimbursed on a monthly basis.

26 RFP Section B.6, Paragraph “Schedule of Supplies or

Services”, Page(s)

11 -15

We are required to provide annual costs for each performance period. However, to bill

HUD for services on a monthly basis, please identify which tasks are (1) billable on a monthly basis, (2) one time basis, or (3) as needed basis during base period and the 4 option periods.

Billing will be done on a monthly basis of actual work performed, loans processed, and/or UCC fees paid.

27 RFP Section B

Continuation Block, Paragraph(s) B.7, Page(s) 15-16

Paragraph B.7 states that, “The price of services for Tasks 7 and 8 shall be included in the per loan price for Tasks 2-4”, but Task 8 has a specific line item and a blank amount included in the pricing schedule. Please confirm that the pricing for Task 8 is included in Task 2-4.

Yes, the pricing for Task 8 shall be included in the price for Tasks 2-4. However, Task 8 does not have a specific line item nor a blank amount included in the pricing schedule. Task 8 is for audit, internal control, and system support services, and does not appear in RFP Section B.6 nor in

Attachment B – Pricing Schedule.

28 RFP Section B.7, Paragraph(s) Pricing

Schedules paragraph

4, Page(s) 15

CLIN 0007 states UCC fees apply to loan price for Tasks 2-4. Task 4 is Property disposition.

Do UCCs apply for Task 4?

UCC tracking and filing are required for properties in the property disposition portfolio as long as the notes are HUD-

Held.

29 RFP Section B.8, Paragraph(s) 1, Page(s) 16

Please define the travel expected of the

Contractor. Is this to cover the cost of the

Contractor traveling to Washington, DC to meet with the GTR/GTM monthly?

Please see Section 1.12 of the PWS

30 RFP Section B.9, Multiple Paragraphs

All times are quoted as “EST” (Eastern

Standard Time) - should all references to time

Yes.

- Instructions to

Offerors, Page 16-18 be Eastern Daylight Savings Time (EDT)?

31 RFP Section B.9.2, Paragraph 3, Page states that "Offeror's must qualified [sic] and provide proof under the NAICS code and size standard as a Small Business to be considered for award." Is this Solicitation a full and open competition or a set-aside for small business?

This is a full and open competition

(unrestricted). This section in the RFP refers only to those Offerors that are small businesses and respond to this RFP under

NAICS code 522390 - Other Activities

Related to Credit Intermediation.

32 RFP Section B.9.2

(3)

(This section) states that the Offeror must qualify and provide proof under the NAICS code and size standard as a Small Business to be considered for award. Please clarify, as this is a full and open competition.

Please refer to Q/A #31.

33 RFP Section B.9.9, Subcontractors, item f, Page 20

HUD specifies that the proposal include “A complete price proposal in the same format as the Offeror’s price proposal.” Is HUD requiring only Attachment B Pricing Sheet for each subcontractor?

This is correct. The subcontractor will complete a price proposal in the same format as the prime’s proposal as outlined in the RFP.

34 RFP Section B.9.9, Subcontractors, item f, Page 20

HUD specifies that the proposal include “A complete price proposal in the same format as the Offeror’s price proposal.” Since subcontractors are only providing a portion of the services, subcontractors would not have

“Unit” rates for each of the CLINs for Part

I. Therefore, please confirm that subcontractors are only required to submit Part

II and Part III of the Attachment B Pricing

Please refer to Q/A #33

Sheet.

35 RFP Section B9.9 (f) (This section) states that any subcontractor must submit a complete price proposal in the same format as the Offeror’s price proposal. If the subcontractor is providing certain specific duties (see B9.9 (a)) will this complete price proposal only cover those specific duties?

Please define “complete” in this context.

Yes, the subcontractor’s price proposal would only cover the specific duties provided by the subcontractor. “Complete” is referring to a comprehensive price proposal that details the items identified in

RFP Section B.9.9 (a-e).

36 RFP Section B.9.11, Paragraph(s) E.(f), Page(s) 22

Due to the complexity of the procurement, the number of religious holidays, and the

September 22 due date of the last set of questions, will HUD consider extending the

October 5 due date? There may be insufficient time between when answers are provided and the proposal due date of October 5 for vendors to incorporate their answers into their proposal.

The Government has revised the due date for proposals to November 2, 2015 at

2:00pm EST.

37 RFP Section B.9.12

Part 1, Paragraph(s)

(c), Page(s) 22

Will HUD expand the Technical Response page limit to allow Offerors to completely address each of the tasks and subtasks? The

15-page limit is insufficient to prepare a competitive proposal.

Yes, the page limit for the technical proposal, Factor 1 – Technical Approach will be increased from 30 pages.

38 RFP Section B.9.12

Part 1, Paragraph(s)

(c), Page(s) 22

The PWS is 112 pages. A 15-page limit on the

Technical Approach response is insufficient to allow a detailed response to each Performance

Work requirement. Will you expand page limit for the Technical Approach response to enable us to respond to each requirement as specified in the Technical Proposal Instructions?

Please refer to Q/A #37.

39 RFP Section B.9.12, The first bullet references PWS Tasks 0001 There are only 9 tasks. RFP Section B.9.12

Factor 1 Technical

Approach, Page 23 through 0011. We only identified 9 tasks. Can you confirm there are only 9 tasks?

was revised per RFP Amendment 1.

40 RFP Section B.9.12

Part 1, Paragraph(s)

(d), Page(s) 23

In previous proposals, as part of the proposal submission, we prepared a proposal matrix that identified by column headings the page of the

Performance Work Statement requirement identified under Technical Approach, the page of the response on which it was fully addressed and the Evaluation Factor to which it corresponded. Are these three column headings acceptable for this proposal?

Yes, your proposal matrix shall be identical or similar to the proposal matrix provided in

RFP Section B.9.12. The proposal matrix in

RFP Section B.9.12 includes all of the headings identified in your question.

41 RFP Section B.9.12

Part 1, Paragraph(s)

(d), Page(s) 23

In the Proposal Matrix, is the Comments column for Contractor comments or HUD evaluation comments?

The comments column is for Contractor comments.

42 RFP Section B.9.12

Part 1, Paragraph(s)

(d), Page(s) 23

Should the matrix include only the responses for Factor 1/Technical Approach?

The proposal matrix shall be included for all

Factors outlined in the Technical Proposal.

43 Reference: RFP

Section B.9.12 Part

1, Paragraph(s)

Factor 1 Technical

Approach, Page(s)

23 and Factor 2 –

Management Plan, Pages(s) 23-24

Is the Project Schedule in Factor 1, Technical

Approach (bullet 2) and the “schedule of all tasks and subtasks, meetings, and deliverables” defined in the Management Plan, sub-bullet 4 essentially the same and can it be responded to only once?

No, the project schedule in Factor 1 –

Technical Approach and the items identified in Factor 2 – Management Plan are not the same. Items identified in each evaluation factor must be addressed separately in corresponding evaluation factor.

44 RFP Section B.9.9. –

Subcontractors, Paragraph N/A;

Pages, 24 and 28

How is B.9.9. – Subcontractors – pg. 24, different from Letters of commitment – Pg.

28? Should these be separate or incorporated together?

They are separate and shall not be incorporated together. Letters of commitment are required for all key personnel listed under Factor 4 – Key

Personnel. In addition, letters of commitment are required for all businesses the prime contractor intends to subcontract/team with who will provide more than 10% of the total cost of labor during performance of the contract.

45 RFP Section: Factor

1 – Technical, Paragraph N/A

Pages N/A

How is the Factor 1 – Technical, subsection 2

– Project schedule, different from Factor 2 –

Management Plan, subsection 4 – project tasks?

Please refer to Q/A #43.

46 RFP Section B.9.12

- Factor 1 / Factor 2

- Technical

Approach /

Management Plan, Page 23 (2nd bullet under Technical

Approach) and 24

(2nd bullet on the page)

May vendors submit one project schedule covering all tasks, meetings, deliverables in either the technical approach or the management plan section?

No. Please refer to Q/A #43.

47 RFP Section B.9.12

- Factor 1 / Factor 2

- Technical

Approach /

Management Plan, Page 23 (2nd bullet under Technical

Approach) and 24

(2nd bullet on the page)

What level of the WBS does the government expect to see in the schedule?

The Government expects to see information that addresses all objectives and requirements outlined in the Performance

Work Statement and in the solicitation.

48 RFP Section B.9.12

- Factor 1 / Factor 2

- Technical

Approach /

Management Plan, Page 23 (2nd bullet under Technical

Approach) and 24

(2nd bullet on the page)

Should the schedule cover the base year only? The schedule should include the entire period of performance.

49 RFP Section B.9.12

Part 1, Paragraph(s)

Factor 1 Technical

Approach, Page(s)

Can the Project Schedule (bullet 2) and the

Labor Mix (bullet 4) be included as an appendix outside of the Technical Approach page count?

The project schedule and labor mix must be included within the page limitation.

50 RFP Section B.9.12

Part 1, Paragraph(s)

Factor 1 Technical

Approach, Page(s)

Since HUD has already provided Milestones and timeframes for the servicing and accounting activities, what other activities are required in the “project schedule” (bullet 2)?

Keep in mind there are different types of notes in the HUD-Held portfolio. Work will be performed separately for conventional notes, M2M/DEMO notes and

Property Disposition Division units.

51 RFP Section 9.12, Paragraph(s) Factor

1 – Technical

Approach, Page(s)

In the first bullet, HUD references

“Performance Work Statement Tasks 0001 through 0011”. In the PWS, there are 9 tasks, numbered 5.1.1 (Transition In) through 5.1.9

(Transition Out). Please confirm that there are only 9 numbered tasks.

Please refer to Q/A #39.

52 RFP Section B.9.12

Factor 4 - Key

Personnel, Page 24, How many full time contractors are currently engaged in the delivery of functions related to this PWS?

The Government encourages each Offeror to estimate its own approach to fulfill the requirements outlined in this RFP paragraph 1

53 RFP Section B.9.12

Factor 4 - Key

Personnel, Page 24, paragraph 1

Will the government consider substitutions for the certification requirements of Key Personnel

(e.g. additional years of direct experience)?

No substitutions for the certification requirements are permitted. The required and/or preferred certification requirements are outlined in the RFP.

54 RFP Section B.9.12, Part I – Technical

Proposal

Instructions, Factor

4 – Key Personnel,

d. Senior

Accounting Analyst, What is HUD’s definition of CPA equivalent certification?

RFP Section B.9.12 was revised accordingly.

55 Evaluation Factor 5

– Past Performance

(This section) states “if significant subcontracting/use of other teaming arrangements is anticipated, the past performance history of the proposed subcontractors/other team members must be evaluated.” In this context, define

“significant” to make clear when subcontractor past performance is provided/evaluated.

Please see RFP Section B.9.12, Factor 5 -

Past Performance (2 nd

Bullet).

56 RFP Section B.9.12

Factor 5 - Past

Performance, Page

26, paragraph 1, 1st bullet

Does the Past Performance Information table

(Attachment C) count towards page limitations?

No, please reference RFP Section B.9.12(d)

57 RFP Section B.9.12

Factor 6 -

Socioeconomic

Participation, Page

28, sub-section 2

Do the Letters of Commitment count towards page limitations?

No, RFP Section B.9.12 is revised per RFP

Amendment 2.

58 Procurement Notice:

Letters of

Commitment

a. Is there a template HUD can provide for

Key Personnel Commitment Letters?

b. Additionally, is there a template HUD can provide for Subcontractor’s Commitment

Letters?

The Government will not provide a sample template. Please complete your letters per the information provided in RFP Sections

B.9.9 and B.9.12.

59 RFP Section B.9.12., Paragraph(s) Factor

6 (2), Page(s) 28

If a subcontractor provides less than 10% of prime’s total cost of labor, is a subcontractor cost buildup required? Can fully burdened rates be used to show its labor cost?

Per RFP Section B.9.9, the subcontractor shall submit a price proposal in the same format as the Offeror’s price proposal in accordance with the RFP.

60 RFP Section B.9.12., Paragraph(s) Factor

6 (2), Page(s) 28

If a subcontractor provides labor and non-labor items and the subcontractor labor costs are less than 10% of the prime’s cost of labor, do we need to provide a cost buildup for subcontractor labor costs?

Please see Q/A #59.

61 RFP Section – Part

II – Business

Proposal

Instructions;

Paragraph N/A

Pages 28

Does the government want the entire section C inserted into the proposal?

No, the Offeror shall complete and include

Sections C.1, C.2, and C.3 of the solicitation into their proposal.

62 RFP Section –

Factor 6 -

Socioeconomic

Participation, Paragraph N/; Pages

What is the page limit for the socioeconomic section?

There is no page limit for Factor 6 -

Socioeconomic Participation.

63 RFP Section: Factor

6 - Socioeconomic

Participation;

Paragraph N/A;

Pages 32

Can we complete factor 6, without revealing dollar value, as that will provide an indication of overall price, within Technical Volume?

No, the Offeror shall complete the table in

Factor 6 as outlined per the RFP.

64 RFP Section C.4

(FAR 52.212-5),

Paragraph (b), Page

Please confirm that the Service Contract

Reporting Requirements in FAR 52.204-14 are applicable to this contract.

Yes, FAR 52.204-14 is applicable to this contract.

65 RFP Section C.4

(FAR 52.212-5),

Paragraph (b), Page

Will HUD provide the applicable wage determination?

This question is not applicable to the referenced RFP Section

66 RFP Section C.9, Paragraph 2452.209-

72 (Organizational

Conflicts of

Interest), Page 68

Is there a method or system for an Offeror to obtain pre-clearance or approval of subcontractors with conflicts of interest prior to the submission of an offer?

No, there isn’t a method of obtaining pre-clearance besides notifying the Government of any potential conflicts of interest.

67 RFP Section

2452.237-75

(Access to HUD

Facilities), Page 74

Who is responsible for the costs and expenses of the background investigations and related checks, the Offeror or HUD?

The Government is responsible for the PIV approval process.

68 RFP Section

2452.239-70

(Access to HUD

Systems), Page 77

Who is responsible for the costs and expenses of the background investigations and related checks, the Offeror or HUD?

Please refer to Q/A #67

69 Attachment B, Instructions Tab, Part I

Attachment B Instructions Part I states that the rates proposed in the CLIN Rate Table should not include ODCs. In contrast, the RFP

[Reference RFP Section B.9.13, Paragraph(s)

FAR CLAUSE 52.215-20 (b), Page(s) 29] indicates that pricing includes ODCs. Yet, the

A breakdown of all ODCs shall be reflected in the tab titled “Part III” in Attachment B-

Pricing Sheet. The Tab titled “Part I –

CLIN Rate Table” will be incorporated into

Section B – Schedule and is the total contract award price. The pricing in the

CLIN Rate Table is to be inserted in section B-

Schedule, upon contract award. How do we incorporate ODCs into final pricing?

“Part I – CLIN Rate Table” is the sum of the following tabs Part II (all applicable tabs, Tasks 5-8, and Part III to comprise the loan price for each task.

70 Attachment B-

Pricing Workbook, Instruction Tab, Cell

B5 & CLIN

worksheets

Where are Offerors to show Other Direct Costs

(ODC), the costs that do not relate to labor, such as servicing system costs (including the additional costs for FISMA & NIST compliance) and G&A?

Please refer to question/answer #69. Per the

Attachment B- Instructions tab, a breakdown of all ODCs shall be outlined in the titled “Part III. G&A shall be outlined in the tabs titled “Part II”. Regarding Part II tabs, the spreadsheet can be revised to show your cost buildup (G&A, Overhead, and profit) for your labor rates.

71 Attachment B-

Pricing Workbook

Should the "Base Period Total" (column E in the Part I Worksheet) for each task equal the

"Base Period Total" cell (Column E) in each of the Part II task worksheets (1-4)? A sample would be helpful.

Please see Q/A #69

72 Attachment B, Part

I – CLIN Rate

Table, Row 6, Base

Period of 09/30/15 to 09/29/16

This time period does not coincide with the

RFP Contractor Period of Performance

1/4/2016 to 1/3 /2016 for base and subsequent option periods [Reference: RFP Section B.3, Page 10] and RFP Schedule of Supplies or

Services [Reference: RFP Section B.6, Page(s)

11 -15].

The Government has removed the anticipated period of performance within

Attachment B - Pricing Sheet. Offerors may refer to RFP Section B.3 regarding the anticipated period of performance.

73 Attachment B, Part

I – CLIN Rate

Table, All

Performance periods

Column D

“Unit” does not define whether a task is billable as “one time only” or on a monthly basis during the performance period. For example, Task 2 – Administrative new loan set up is a one-time cost per unit. However, Task

3 -Notes Servicing services are provided each month. Please identify each task’s billing

Billing is submitted on a monthly basis.

The billing is based upon the number of units and projects serviced during each month. The number of units and projects can vary from month to month. The billing should be adjusted accordingly.

criteria.

74 Attachment B, Part

II-Task 1-Con. Site

Rates Tab

This tab lists government labor category titles

(GLC). Are these HUD-established labor categories for the contractor to use and propose associated contractor labor categories that best fit GLC? If so, can HUD provide detailed descriptions and qualification standards for all

GLC?

The labor categories provided are for estimated purposes only. Offerors may propose their own labor mix.

75 Attachment B, Instructions Tab, Part III

Attachment B Instructions reference Part III which is an outline for submission of other pricing info. Did the Tab III replace Part III or is there a Part III that did not get included?

Attachment B – Pricing Sheet has been revised to include the correct titles.

76 PWS Section C-1

General Information, Paragraph(s) 1.2, Page(s) 2

Will the Contractor hold any deposits/escrows for real estate taxes, insurance or reserves for replacements or will all deposits/escrows be held in the Minority Bank Program? If the contractor will hold deposits/escrows, what is the existing balance of the deposits/escrows?

Contractor will hold tax escrows. There are a handful of notes remaining in the portfolio with hazard insurances escrows. Residual

Receipts escrows (if there are funds available) will be held by the contractor.

Reserve for Replacement escrows will be held in the Minority Bank Program.

Existing balances of each escrow varies by note.

77 PWS Section 1.2, Paragraph 7, Page 2

Are all Reserve for Replacement funds held at a Minority Bank (8) under the Minority Bank

Program? If not, how much is required to be held under the Program?

Please refer to Q/A #76

78 PWS Section 1.2.1, Are the Mortgage Credit Enhanced loans under the Risk Share Program and the FFB Direct loans also to be tracked under this engagement

Notes will be tracked only upon default.

or only if they default and have a claim?

79 PWS Section 1.2.1

Risk Share and

Direct Loans

Where are these loans included in Section B and what are the volumes?

This is a new FHA Program and no historical data is available. The loans are direct loans by Federal Home Loan Bank and Housing Authority. Servicing will commence upon default on the note.

Currently there is zero volume.

80 PWS Section C-1

General Information, Paragraph(s) 1.2.2, Page(s) 3

How many properties are included in the

Property Disposition Portfolio? The RFP states there are 5,000 units, but how many properties make-up the 5,000 units?

Currently there are approximately 30

Property Disposition Division properties containing almost 2000 units. However, the volume could escalate up to 5,000 units.

81 PWS Section 1.2.2

Property Disposition

Division

Please provide a detailed breakdown of the responsibilities between the multifamily servicer and the PDD and volumes of transactions and interactions? Does this include defaulted note sales or only REO?

Only REO: Property Disposition Division provides oversight of Property Manager and

Relocation Contractor who provides management of properties, and conducts relocation of tenants. The number of transactions for sales, Property Management and Relocation Contractor vary significantly depending on number, size and complexity of properties. However, services provided by subject contractor are for accounting and reporting.

82 PWS Section C-1, Paragraph(s) 1.2.2, Page(s) 3

The PWS states there are approximately 5,000 units currently in the portfolio. On average, how long do these properties and units stay in the property disposition portfolio?

Average time in the Property Disposition

Division portfolio by service type:

PM: 9 months to 2 years

RELO: 6 months to 1 year

SALES: 1 to 2 years

83 PWS Section C-1, Paragraph(s) 1.2.2, Page(s) 3

The PWS states there are approximately 5,000 units currently in the portfolio. How many projects will enter and leave the property disposition portfolio annually?

Average number of properties annually:

(Incoming and leaving are about the same.)

Sales: 15 – 25 properties

RELO: 2 – 7

PM: 2 - 7

84 PWS Section C-1, Paragraph(s) 1.2.2, Page(s) 3 & Section

C-5, 5.1.1 Task 1 –

Transition-in, item2

– Set-up initial

Assignment, Page 29

The PWS states there are approximately 5,000 units currently in the portfolio. On an average, how many units are in a multifamily property?

Technically, a Multifamily property can consist of 5 or more units. However, the average number of units in the Property

Disposition Division portfolio can expand up to the range listed below.

Average number of units in a multifamily property :

PM: 20 - 250

RELO: 5 - 200

SALES: 25 - 250

85 PWS Section 1.4, Is there an associated clearance required for personnel who have exposure with the data?

All contractor employees must adhere to the

PIV process.

86 PWS Section C-1

General Information, Paragraph(s) 1.4.1, Page(s) 9

The Performance Work Statements says, “The

Contractor’s servicing system shall interface with the following integrated information management systems in production on Oracle, Legacy or Sybase infrastructure or platforms.”

Can you please expand on HUD’s vision for the system interface (i.e. can HUD define the meaning of “interface”)?

An automated, inbound and outbound transfer of data that meets FISMA guidelines.

The Government’s position is that your services will need to maintain current technology and future technology refresh.

Refer to PWS section 1.4.1 system requirements.

87 PWS Section 1.4.1, Paragraph c, Page 9

Is there an existing interface between the incumbent system and Pay.gov today? If so, No. We can provide you the manuals from

Treasury outlining the requirements for can the interface specifications be provided for both upload and download?

establishing pay.gov.

88 PWS Section 1.4.1, Paragraph d, Page 9

Is there an existing automated interface between the incumbent system and the CIR system today? If so, can the interface specifications be provided for both upload and download?

More detail can be found at www.fiscal.teasury.gov.

89 PWS Section 1.4.1, Paragraph e, Page 9

Please describe the requirements to interface with the Treasury NTDO Disbursement

System.

Please refer to www.fms.treas.gov\ntdo\index.jsp

90 PWS Section 1.4.1, Paragraph f, Page 9

There is no paragraph (f). Was this intentionally the case or is there a missing system requirement?

The Government has revised the PWS to reflect this change per RFP Amendment 2.

91 PWS Section 1.4.1, Paragraph g, Page 9

Please describe the requirements to interface with the HUD Multifamily Housing Data

Warehouse.

ASCII Flat file, which is normal industry standard format.

92 PWS Section 1.4.1, Paragraph h, Page

Please describe the requirements to interface with the Online Property Integrated

Information Suite (OPIIS) Data Warehouse.

93 PWS Section 1.4.1, Paragraph i, Page 10

Please describe the requirements to interface with the Integrated Real Estate

Management System (iREMS).

94 PWS Section 1.4.1, Paragraph j, Page 10

Is there an existing automated interface between the incumbent system and the Post-

Closing Portfolio Manager (PCPM) system

There is not an automated interface between the PCPM and the current contractor’s system.

http://www.fiscal.teasury.gov/ http://www.fms.treas.gov/ntdo/index.jsp today? If so, can the interface specifications be provided for both upload and download?

95 PWS Section 1.4.1, Paragraph l, Page 10

Please describe the data required to support the

Inventory of Automated Systems (IAS) and how often this information is required to be updated.

This is an internal HUD process. IAS is an internal database of all HUD’s major and minor applications. This process is strictly a coordination method to ensure that all systems including the contractor’s system is in compliance with HUD’s system upgrades.

96 PWS Section 1.4.1, Paragraph m, Page

Is there an interface requirement for the

Service Desk Tracking System?

No. This is your internal tracking system necessary to track Help Desk issues. The

Government will certify all users through a designated security officer.

97 PWS Section 1.4.1, Paragraph n, Page

Please confirm that the access to the Electronic

Line of Credit Control System (ELOCCS) is manual and no data interface is required.

Correct. ELOCCS is a web based application and the contractor can log in directly to retrieve data.

There are no interface requirements.

98 PWS Section 1.4.1, Paragraph o, Page

Is there an existing automated interface between the incumbent system and the HUD

Automated Release Tracking System

(HARTS) system today? If so, can the interface specifications be provided for both upload and download?

There is not an interface with HARTS.

New release data must be coordinated with the Government prior to execution.

99 PWS Section 1.4.1, Paragraph p, Page

Please confirm that the File Transfer

Repository (FTR) is the system to transfer

That is correct. The files are FTR/SFTP or

Flat ASCII file.

10 interface files to HUD.

100 PWS Section 1.4.1, Paragraph q, Page

Is there an existing automated interface between the incumbent system and the HUD

Metropolitan Area Network system today? If so, can the interface specifications be provided?

No. The current system is a proprietary system and no specifications can be provided.

Once the contract is awarded, interface specification will be provided. The contractor must propose a solution to interface with HUD and federal infrastructure.

101 PWS Section 1.4.1, Paragraph q, Page

What is the Metropolitan Area Network, where does it reside and who accesses it?

The Metropolitan Area Network is the HUD platform used to connect users with computer resources in a geographic area.

Please refer to question #101 for further information.

102 PWS Section 1.4.2, Paragraph 1, Page

10, and

PWS Section

5.1.6.1, Paragraph a, Referenced section indicates that "loan servicing documents and correspondence" must be stored in a NARA certified facility.

Please confirm if HUD intends that paper correspondence and servicing documents are to also be retained in the secure NARA certified facility, after they have been imaged in accordance with the Federal Government initiative for paper-less file keeping.

The incumbent currently houses all legal files on behalf of HUD in a fireproof environment. Yes the contractor will be required to store these file for HUD as well as imaged files made available to HUD.

Some correspondence files are stored hard copy as we transition to imaged files. Refer back to PWS Section 5.1.6.1.

103 PWS Section 1.4.2

Document Storage

Requirements, Page

10, paragraph 1

Does the government have a facility clearance level requirement?

Yes there must be a moderate level of security clearance.

104 PWS Section 1.4.1, Paragraph(s) a-q, Page(s) 9-10

Please provide detailed system interface requirements to enable us to prepare a competitive bid.

Specific interface requirements cannot be provided at this time. More details will be provided once the contract is awarded.

Refer to response to question #86.

105 PWS Section 1.4, Paragraph(s)

Constraints/Table of

Regulations, Laws, Standards and

Conventions/OMB memorandum 11-32

“Accelerating

Payments to Small

Business for Goods and Services”, Page(s) 9/Line 3

OMB requires accelerated Small Business

Vendor Payment reporting. These requirements are not listed in the PWS. Please describe HUD’s requirements to support this initiative.

Please see FAR Clause 52.212-4 which is incorporated by reference into this RFP.

Please refer to RFP Section C.8.

106 PWS Section 1.4.1

System

Requirements

Who owns the system currently used to support the program and will it or can it be transferred to a successor contractor? If not, how much time will be permitted to complete, test and accept the interfaces to be built for each of these requirements and how and where should we estimate the costs? Can HUD also provide the specifications for each of these interfaces in order to estimate the level of effort to complete each? If the system is owned by the incumbent and already has these built under the existing contract, will the time and cost for this requirement be excluded from our cost and time, otherwise how can this be a level playing field for new bidders?

The current system is proprietary and owned by the incumbent. The Government does not have any specifications on this system. Time permitted to complete systems functions will be addressed in the

Transition-In plan.

Proprietary-Industry norm is ASCII, please refer to PWS.

In order to clarify the unique nature of the federal Government’s MF Loan Servicing requirements which may differ from current non-Federal government practices, the following general information is provided;

The Government has several unique interface requirements that the Multifamily

Loan Servicing contractor must provide.

The major interfaces take place between the following systems and include, but are not limited to, data flows between:

OPIIS and the MFLS Contractor system iREMS and the MFLS Contractor

PCPM and the MFLS Contractor

FHA-SL and the MFLS Contractor system

Treasury and the MFLS Contractor system

IRS and the MFLS Contractor system

HUD-approved Third Party Providers and

Vendors and the MFLS Contractor system

MFLS Contractor system solution to

MFDW

OPIIS

iREMS

PCPM does not interface with the incumbent’s system.

FHA-SL

The FHA Subsidiary Ledger (FHA-SL) is

FHA’s official system of record of financial transactions and is FHA’s core financial system. The FHA-SL produces FHA’s audited financial statements, provides funds controls for all FHA financial operations, and supports the FHA Comptroller’s cash management and contract accounting functions. The FHA Subsidiary Ledger integrates all of FHA’s financial operations through interfaces with the systems that perform underwriting, servicing, and post insurance operations for FHA’s insurance programs.

The FHA-SL sends financial data to the US

Department of Treasury, CashLink, Fedwire, RFCLink, and PAY.GOV. These systems – in addition to the MFLS

Contractor system – send data to the FHA-

SL using specific data fields referred to as

Chartfields which are part of the FHA-SL’s

PeopleSoft COTS Financials and Revenue

Management software.

Treasury

The MFLS Contractor system must be able to send financial data to the US Department of Treasury, CashLink, Fedwire, RFCLink, and PAY.GOV. The data file formats for these interfaces are found on the Bureau of the Fiscal Services’ website:

http://fiscal.treasury.gov/fsservices/fs_servi ces.htm.

MFDW

The Multifamily Data Warehouse (MFDW) is the key source of multifamily data and is an integrated data warehouse that contains critical multifamily business data from

FHA’s Multifamily automated systems including the MFLS Contractor system. The

MFDW allows queries and provides reporting tools to support oversight activities, market and economic assessment, public and stakeholder communication, planning and performance evaluation, policies and guidelines promulgation, monitoring and enforcement. The data fields in the interface from the MFLS Contractor system to the MFDW are similar to those described in the PWS.

The Government cannot predict the solution an Offeror may propose. The Government does not plan to exclude any time or cost from any Offeror’s proposed solution.

107 PWS Section 1.4.2

& 5.1.6, Page 10 &

Can you provide the volume of hard-copy legal documents requiring storage in a NARA certified facility?

Legal files and correspondence files to support approximately 2278 notes, which consists of approximately 1200 bank boxes for storage. Historical documents could consist of approximately 2000 note files of

2 notes per bank box.

108 PWS Section 1.4.3, Paragraph(s) 1, Page(s) 10

Please define “Govcloud.” The cloud and/or Govcloud is an approved solution hosted on a FedRAMP approved

Customer Service Provider.

109 PWS Section 1.4.3, Page(s) 10

This section specifies that the Hosting

Platform must be approved in FedRAMP and

Govcloud. Since “Govcloud” is not a

Yes if they meet the requirements of NIST

SP 800-145, the solution must be hosted on a FedRAMP approved CSP.

trademarked name and is used by several companies to describe their services, including

Amazon; IBM; Microsoft; and other

FedRAMP-authorized Infrastructure as a

Service (IAAS) providers, can the offeror choose any FedRAMP authorized IAAS provider to host the solution?

110 PWS Section 1.4.3, Page(s) 10

Is the Amazon AWS Govcloud service the required Hosting Platform for the solution, as specified in 1.4.3, “Must be approved in the

Federal Risk & Authorization Management

Program (FedRAMP) and Govcloud.”

Please refer to Q/A #109.

111 PWS Section 1.4.3, Paragraph(s) 1, Page(s) 10

If HUD intends to require the use of a large business such as Amazon for the Govcloud requirement, will the large business participation for Govcloud count in the

Socioeconomic participation score under

Factor 6?

Please refer to Factor 6 – Socioeconomic

Participation. This factor captures subcontracting information for small business concerns

112 PWS Section 1.4.3, Paragraph(s) 1, Page(s) 10

Is the use of an authorized FedRAMP service provider required or preferred?

Yes if they meet the requirements of NIST

SP 800-145, the solution must be hosted on a FedRAMP approved Customer Service

Provider.

113 PWS Section 1.4.3, Page(s) 10

Can the offeror acquire FedRAMP authorization after a contract is awarded to meet the requirements of the RFP?

If the Offeror’s proposed solution meets all five of the essential characteristics in NIST

SP 800-145, the proposed solution must be hosted on a FedRAMP CSP as stated in the response to Question 112.

The proposed solution must subsequently meet all IT security requirements and request and receive the application-specific

Authorization to Operate (ATO) from HUD prior to the end of the transition period.

114 PWS Section 1.4.3

Hosting Platform

Will the existing system be required to meet

FEDRAMP requirements prior to bidding, if so how is it possible for any new bidder to compete?

Effective with all new procurements after

June 2014 that meets NIST SP 800-145 requirements, any proposed system must be hosted on a FedRAMP approved Customer

Service Provider. Each Offeror can propose a solution as outlined in the PWS.

115 PWS Section 1.5

Description of

Services

Please provide volumes for each of the requirements listed in order to complete a level of effort estimate?

Please refer back to RFP Section B.6

116 PWS Section 1.5

Description of

Services, Page 11, 3rd major bullet on the page

What is the time requirement for document retention?

The normal retention period is 6 years and 3 months. However, legal files are not retired

(sent to the Federal Retention Center) until a note has completely been satisfied.

Then the historical documents can be sent to the Federal Retention Center upon approval by the GTR.

117 PWS Section 1.8

Place of

Performance

Can you please provide the number of FTE’s by labor category currently employed by the incumbent contractor and confirm that the level of effort projected in the future will be equivalent to current?

Please refer to Q/A #52.

118 PWS Section 1.9, Paragraph 1, Page

Should we assume the hours of operation are

Eastern Daylight Savings Time?

Eastern time

119 PWS Section 1.9

Hours of operation

Is this assumed to be Eastern Time? Eastern time

120 PWS Section 1.9

Hours of Operation, Page 12, paragraph 1

If the government reserves the right to change hours of operations, does this suggest it can do so without a contract modification?

Yes. However, the Government does not intent to change the hours of operation.

121 PWS Section 1.13.1

Transition-In

Will HUD provide full specifications, requirements, manuals, policies and guidelines for all servicing activity and provide full incumbent shadowing and appropriate training and staff support to explain specifications and operating procedures and support for transition of all electronic and manual files for all functions on day one of the contract? Will all transition costs be excluded from the contract evaluation given that the incumbent will have no costs and will have an unfair advantage?

The Government has a series of Handbooks and Guidelines that will be distributed at the time of award of the contract. As far as specific technical information, the system information is proprietary and will not be distributed.

The Government will evaluate all proposed costs.

122 PWS Section 1.13.1

Transition-in, Page

13, paragraph 1

Does the 90 day transition in period account for the government security clearance process for designated contractor key personnel?

The 180 days Transition–In includes the 6

– 8 weeks security process. The PWS will be changed to reflect the 180 day

Transition-in Period. Refer to Section

1.13.1 of the PWS

123 PWS Section 1.13.1

Transition-in, Page

13, paragraph 1

Does this contract require a specific clearance level for contractor personnel?

All contractor personnel must clear the

Government’s PIV process

124 PWS Section 1.13.1

Transition-in, Page

13, paragraph 1

Will the contractor be expected to receive an

Authority to Operate by HUD within the 90 day period?

Yes, the contractor’s proposed solution must receive an Authorization to Operate

(ATO) by the end of the 180 day transition-in period. In order to receive the ATO from

HUD, the contractor’s proposed solution must undergo a Security Test and

Evaluation (ST&E) conducted in accordance with Office of Management and

Budget (OMB) Circular A-130, Appendix

III, Security of Federal Automated

Information Resources, and in accordance with HUD policy and guidance on Security

Assessments and ATOs.

A Security Assessment Report (SAR) is produced as part of the ST&E and provides the Authorizing Official with important information necessary to make an informed, risk-based decision regarding the operation of the contractor’s proposed solution.

The contractor’s proposed solution must follow the Risk Management Framework steps:

1. Categorize

a. Security Categorization

b. Information System Description

c. Information System Registration

2. Select

a. Common Control Identification

b. Security Control Selection

c. Monitoring Strategy

d. Security Plan Approval

3. Implement

a. Security Control Implementation

b. Security Control Documentation

4. Assess

a. Assessment Preparation

b. Security Control Assessment

c. Security Assessment Report

d. Remediation Actions

5. Authorize

a. Plan of Action and Milestones

b. Security Authorization Package

c. Risk Determination

d. Risk Acceptance

6. Monitor

a. Information System and

Environment Changes

b. Ongoing Security Control

Assessment

c. Ongoing Remediation Actions

d. Key Updates

e. Security Status Reporting

f. Ongoing Risk Determination and

Acceptance

The ST&E high level steps include:

1. Review of IT security documentation (see HUD IT

Security Policy Handbook, Handbook 2400.25 Rev 4, August

2014)

2. Analysis of Vulnerability Scan results

3. Interview of system and security personnel

4. Observation of System

Administrators executing various commands

The contractor’s proposed solution must provide evidence of completion of the Risk

Management Framework, ST&E, and SAR to HUD’s Chief Information Security

Officer (CISO) who in turn will recommend to the Authorizing Official (AO) that the proposed solution be granted an

Authorization to Operate (ATO).

Depending on the risks associated with the contractor’s proposed solution, the AO will authorize operation of the application to commence operation.

The contractor should meet with the Office of the Chief Information Office, IT Security

Office, as soon as possible after contract award to discuss compliance with HUD and federal IT security requirements.

The average time needed for review and approval of the completed SAR by OCIO and the AO is 45 days.

125 PWS Section 3.1

Materials, Page 22, bullets 1 and 2

Can hard / soft copy documents and other materials be scanned / saved to a CD or an encrypted external hard drive supplied by the contractor?

No. The Government will provide hard copy documents and soft copy data via secured external hard drive.

126 PWS Section C-4

Contractor furnished items

Can HUD provide the projected scope of facilities, equipment and material required given there is no basis for a bidder to estimate the associated costs?

The Government will only provide the data.

All other equipment outlined in the PWS must be provided by the Offeror as outlined in the PWS. However, the Offeror can propose a solution to address the scope of this requirement but all proposed solutions must be approved by the Government.

127 PWS Section 4.5

Contractor

Personnel, Page 23, paragraph 1, and

RFP Section B.9.12

Factor 4 - Key

Personnel, Page 24, paragraphs 1 and 2

The PWS states two key personnel resources

(PM and an alternative) while the FBO lists 6 key personnel positions.

PWS Section 4.5 references that the Project

Manager and alternate are considered Key

Personnel and outlines their overall responsibility for monitoring the contract performance of work. As outlined in RFP

Section B.9.12, the Project Manager and 5 additional labor categories are identified as key personnel along with their required certifications, experience, and education.

128 PWS Section C-4

Contractor

Furnished Items and

Services, Paragraph(s) 4.5, Page(s)

Can Key Personnel other than the Project

Manager and Alternate Project Manager be employees of a subcontractor?

All Key Personnel positions and alternates are to be employees of the Prime.

129 PWS Section 5.1.1

Task 1 - Transition-in, Page 26, paragraph 1

Does the current servicer use McCracken as their system for servicing the portfolio?

The current servicer uses a proprietary system.

130 PWS Section 5.1.1 –

Task 1 (Page 27)

The second to last bullet point at the bottom of the page states that system upgrades need to be fully compatible with HUD’s current standard hardware and software. Please provide a list of

HUD’s current standard hardware and software.

This will be provided upon award of contract.

131 PWS Section 5.1.1

Task 1 - Transition-

Does HUD have existing online help functional requirements?

No.

in, Page 27, paragraph 1, 5th bullet on the page

132 PWS Section 5.1.1 in, Page 29, paragraph 1, 5th bullet on the page

Would HUD explain what the multifamily warehouse is?

A Data Warehouse is a repository of integrated information…