Q_ A_DU100R-16-R-0001_4-15-16.pdf

U.S. Department of Housing and Urban Development Washington, D.C. 20410

OFFICE OF THE CHIEF PROCUREMENT OFFICER

Visit our web page at http://www.hud.gov/offices/cpo/index.cfm

Reference: Questions in response to Request for Proposal Number DU100R-16-R-0001 Single- Family Claims Processing, Business Process Improvement & Property Disposition Support Services

To: Prospective Offerors

The following questions and answers addressed below are hereby incorporated into this solicitation:

THE CLOSING DATE OF THIS SOLICITAITON IS TUESDAY, APRIL 29, 2016, at 2:00 p.m. E.S.T.

THE QUESTIONS AND ANSWERS ARE CONSOLIDATED INTO ONE SET IN

RESPONSE TO THIS REQUEST FOR PROPOSAL. NO OTHER QUESTIONS ARE

ACCEPTED.

Q1. What is expected or meant by “Property Disposition Support Services”? What do these responsibilities entail?

R1.The responsibilities for Property Disposition Support Services entail all duties in the PWS under Task 5.2. Additional information may be found in Attachment 2 Exhibit III.

Q2. There are currently 3 contractors. For this opportunity, will all 3 contracts be combined? If not, which contracts will be up for bid with this opportunity?

R2. All three contracts will be consolidated into one comprehensive contract.

Q3. For the Business Process Improvement portion of the contract – is HUD seeking the contractor to develop a system for it to use? Or simply the contractor devises a way to automate processing using its own systems?

R3. HUD is seeking the contractor to develop a process that will allow for future claims to be received electronically and uploaded into the A43C system.

Q4. If HUD wants the contractor to develop a system, are bidders expected to price separately in the proposal?

R4. No, the Business Process Improvement is Contract line item 004 and should be priced in the pricing proposal.

Q5. Who is the incumbent currently performing this work?

R5. Williams Adley, Consummate Computer Consultants System (C 3 System) and Kearney & Company.

Q6. Has the scope of work changed since the last award?

R6. The scope of work for the three separate contracts will be consolidated into one comprehensive contract. The scope of work will remain the same except for the addition of the Business Process Improvement.

Q7. Is the final proposal due on April 1, 2016?

R7. The due date of Proposal is April 29, 2016.

Q8. Is there an incumbent currently performing these services? If so, what are their names and contract numbers?

R8. At this current time we have one contractor performing work, which is Kearney &

Company, contract number GS-23F0092JDU100R-15-T-00003.

Williams Adley, contract number DU100R-15-T00002.

C3 System, contract number DU100R-14-C-03/0373/14/403353.

Q9. If there is an incumbent, where is the site located?

R9. There are three incumbents:

Williams Adley & Company 1030 15th Street, NW Suite 350 west Washington, DC 20005-5945

Consummate Computer Consultants System, (C3 System) 319 Geronimo RD Lusby, MD 20657-2532

Kearney & Company 4501 Ford Ave, STE. 1400 Alexandria, VA 22302-1435

Q10. Will the incumbent bet required to attend training at the contractor’s facilities? Will the contractor be required to travel to the incumbent’s facilities?

R10. The incumbent will not be required to attend training and the contractor will not be required to travel to the incumbent’s facilities.

Q11. When does HUD anticipate awarding this contract?

R11. As soon as possible

Q12. What is the transition-in time period?

R12. Thirty days upon completion of the PIV process.

Q13. What date does HUD anticipate performance to start on this contract?

R13. See R11 & R12

Q14. Are SCA wages and benefits applicable to this contract?

R14. No, this is Professional Service Contract, SCA does not apply.

Q15. Are there any conflicts of interest in being a HUD M&M Contractor for Single Family Properties?

R15. You cannot perform functions as a HUD M&M Contractor and perform functions under this contract simultaneously.

Q16. Is GSA schedule pricing acceptable as demonstration of fair and reasonable prices?

R16. See Section V SOLICITATION PROVISION (M) (N) (O) and (T) of the solicitation.

Q17. We have received excellent CPARS, is it acceptable to include a copy of the most recent rating in the proposal?

R17. No, See Section V (L) Past Performance. The contractor shall provide the survey contained in Attachment 4 to each past performance reference in sufficient time for the reference to complete and submit the survey directly to the HUD Contracting Officer prior to the date and time for submission of proposals. Offerors are not required to submit surveys for references where past performance is available in the Past Performance Information Retrieval System (PPIRS).

Q18. Would HUD please disclose the historical volume of supplemental claims that the contractor will need to process.

R18. Over the past 12 months, HUD has received 30,880 incoming supplemental claims.

Q19. Would HUD please disclose the historical volume of inquiries received by the Customer service Help Desk?

R19. The average number of Customer Service Help Desk inquiries, incoming and outgoing, is 50 per month.

Q20. Is there a current backlog of supplemental claims that need processing? If so, what is the volume?

R20. There is currently a backlog of supplemental claims. However, the current backlog amount is not available at this time.

Q21. Where does HUD anticipate the post award/kickoff conference will be located?

R21. U.S. Department of Housing and Urban Development, 451 7th Street SW, Washington, DC, 20410.

Q22. Would HUD agree to hold all of the Status Meetings by webinar?

R22. No. However, HUD will consider other alternatives such as face to face meeting VPN, telephone conference call, live meeting, etc., which are less costly.

Q23. How many contractors’ employees does HUD anticipate working on-site at HUD's facility?

R23. Currently we have one contractor onsite processing daily work. We may request one additional contractor to assist when workload increases.

Q24. When does HUD expect the delivery of the Business Process Improvement Plan?

R24. HUD requires delivery of the Business Process Improvement Plan by the end of the third contract year.

Q25. (K) Volume I – Technical Proposal Instructions. There is no mention in of a Transition-In Plan yet in 1.7.1 it states that a Transition-In Plan should be included in the proposal. Please clarify.

R25. See the Section 1.7.1 of the PWS and Factor 2 Management Plan of the solicitation under Amendment 1.

Q26. (L) Key Personnel. If the contractor can demonstrate sufficient experience and expertise in project management, will HUD waive the Certified Project Management Professional (PMP) and Program Management Professional (PgMP) designation requirements?

R26. No

Q27. L) Technical Discussion, Key Personnel (page 55): The requirements for the Project and Alternate Project Manager required that they be either a certified Project Management Professional (PMP) or a certified Program Management Professional (PgMP). However, the

SOW states that there are no special qualifications required (section 1.6.5). Are the Project Manager and Assistant program required to hold PMP or PgMP certifications? If so, what is meant by “there are no special requirements in section 1.6.5?

R27. The Project and Alternate Project Manager required that they be either a certified Project Management Professional (PMP) or a certified Program Management Professional (PgMP) there is no other special requirement.

Q28. M) Volume II-Price Proposal: Item four stated HUDF will calculate the total price of Tier I for risk based Supplemental Claims Processing and Tier I for Document Control and Manual Payments. Will only the base year be used for calculating the total or will the total for the base plus all four option years be used?

R28. The base year CLIN 0005 Risk-Based Supplemental Claims Processing Tier I 1-2,500 and 0008 Document Control and Manual Payments Tier I 1-250. Tier 1 will be used to evaluate the price for these description and the option years for Tier 1.

Q29. 1.7.1 Transition-In. How long does HUD expect the PIV process to take once employees are hired by the Contractor?

R29. The PIV process is dependent upon OPM’s turnaround time, which can take anywhere from six weeks to six months or more.

Q30. 1.7.2: Transition out: Is there an incumbent in place and if so, does their contract require they aid in development of successor’s plans, procedures and methods?

R30. No.

Q31. The section states that the transition in actually begins with completion of the PIV process.

Those transition items being fully staffed, orderly transition of work acceptance/accomplishment, etc. with full performance to begin within 30 work days.

Does the transition period actually start with completion of the PIV process?

R31. Yes.

Q32. What constitutes completion of the PIV process?

R32. See Section III (2) Addendum to 52.212-4 (K) HUDAR 2452.239-70 ACCESS TO HUD SYSTEMS (DEVIATION SEPT 2015) in the solicitation. Also, please refer to OPM’s website at www.opm.gov for further information on the PIV process.

Q33. Is it completion by the entire staff or is there an acceptable minimum percentage of the total staff that has completed the process?

R33. Every staff member must complete the PIV process prior to beginning work.

http://www.opm.gov/

Q34. How long does it take to complete the actual PIV process?

R34. The PIV process may take anywhere from 6 weeks to 6 months.

Q35. 3.1. Will staff at HUD’s Headquarter that will be conducting the training be on-site at the contractor’s place of business? If not, is the training for tasks 5.1 and 5.2 an online/webinar training?

R35. Training will be held at the contractor’s facility.

Q36. 4.2 Facilities. The contractor is expected to retrieve records when requested - will HUD please provide historical volume as to the number of requests for the paper records per month?

R36. We receive approximately 0-4 requests in a month.

Q37. 4.4. Will necessary Federal Records Center boxes be provided to the contractor at no cost to the contractor?

R37. Federal Records Center boxes will be provided by HUD at no cost to the contractor.

Q38. Are the delivery expenses of the boxes to the identified record centers reimbursable to the contractor?

R38. No.

Q39. C5. Will HUD please confirm that there is no Task Four? HUD’s tasks in the PWS are numbered 5.1.1.3 Task Three and the next task is 5.1.1.4 Task Five.

R39. See Amendment 2 Revised PWS Task 5.1.1.4 in Task Four.

Q40. C5. What percentages of claims currently fail Pre-Screening?

R40. Approximately 10%.

Q41. C5. What percentages of claims are returned to the Mortgagee for Missing Documents/additional information?

R41. Approximately 27%.

Q42. C5. What percentage of claims have Lender Appeals returned for correction?

R42. Approximately 5%.

Q43. C5 Specific Tasks and Deliverables: Testing. Would HUD please disclose how long the contractor will be performing the tasks in a "test server environment"?

R43. There are several claim types that will be performed during the test server environment. It can take approximately 30 – 60 days for the test server environment. The amount of time also depends on the contractor’s understanding of the key punch instructions.

Q44. Until the contractor is given the approval to begin sending actual live work to HUD's server, will this mean there is a duplication of effort?

R44. No

Q45. 5.1.1.1. Contractor shall distribute remaining documents; but to whom?

R45. Remaining documents shall be given to the HUD GTM.

Q46. 5.1.1.2 Task Two. Will HUD provide the program to convert the data from the 27011 Claim form into machine-readable form?

R46. Keypunch instructions are provided in Attachment 2 Exhibit II.

Q47. 5.1.1.4. It states the contractor shall retrieve source documents from RCS and prepare boxes daily for pickup. Please provide the average daily volume of documents and number of boxes.

R47. The average number of boxes prepared daily is approximately 10. However, HUD anticipates a reduction in preparation of boxes under this contract.

Q48. It also states that mail needs to be distributed to the five offices in SFPID. Where specifically are those five offices located?

R48. The offices that need distribution of mail are located within HUD Headquarters, 451 7th Street SW, Washington, DC, on the sixth floor and within very close proximity of each other.

Q49. 5.1.1.6. What is HUD’s desired timeframe to move to paperless process for supplemental claims?

R49. The Business Process Improvement is required to be completed by the end of the third contract year.

Q50. Does HUD have the IT infrastructure to support a paperless environment or will HUD rely on the contractor to provide?

R50. The contractor is required to provide and implement a paperless environment.

Q51. 5.2.1.1. Please provide examples of “Other Task”.

R51. See Attachment 2 Exhibit I.

Q52. 1.7.2 The Contractor shall surrender all mail, forms, files documents, training materials, books… etc. Does this mean email also?

R52. No. See R53.

Q53. Does this include the paperless database that will be delivered during option period 3?

R53. The contractor shall surrender all information that is the property of HUD and anything that is pertinent to the processing of supplemental claims. Contract Clause 52.227-14 RIGHTS IN DATA—GENERAL applies.

Q54. 5.1.1.2 What kind of Electronic File Transfer will the contractor use to upload keypunch data files to HUDs server?

R54. The format is ASCII, which is located under Section IV Attachment 2 Exhibit II.

Q55. FTP?

R55. See R54

Q56. Web service?

R56. There is no web service.

Q57. What kind of format for these files does the government recognize?

R57. See R54

Q58. What format should the daily list of batches uploaded to HUDs server be provided?

R58. See R54

Q59. 5.1.14 Will the programs (HERMIT, DEPCON, etc.) be installed by HUD IT staff for the onsite contractor?

R59. The contractor will be given access to the programs to complete the duties of the tasks.

Q60. Is there a current claims processing backlog?

R60. See R20.

Q61. Will the winning contractor be tasked to assist with this backlog? If so, what is the timeframe anticipated for resolving the backlog?

R61. The contractor shall receive no more than 6,000 supplemental claims. These claims shall be processed within 30 days of receipt.

Q62. How many total files are currently in storage?

R62. None

Q63. How many are hard copy files?

R63. None

Q64. How many are electronic files?

R64. None

Q65. How many indexed document types are there? Please describe them.

R65. None

Q66. Will the contractor be responsible for storage costs for electronic files?

R66. Yes

Q67. What are the facility requirements for safe storage of hard copy files? Is there a requirement for a fire rating or other facility rating/certification?

R67. Please see Section 4.1 of the PWS. There are no fire rating or facility rating/certification requirements.

Q68. How are the storage boxes labeled or marked? Please provide the procedures for access, retrieval, and review for hard copy files.

R68. The contractor shall label the boxes in numerical order. The procedures for accessing, retrieving and reviewing hard copy files shall be determined by the contractor.

Q69. What are the historical processing times for claims processing?

R69. The contractor shall maintain operations to limit supplemental claim inventory to no more than 30 days aged from when the supplemental claim is received to when the claim is processed. HUD cannot provide a monthly volume forecast, as it cannot predict the volume of supplemental claims that will be submitted. Currently HUD is receiving approximately 2,000 claims per month. Historical processing times have been varied because the volume of outstanding supplemental claims has varied.

Q70. Please provide a monthly volume forecast for claims processing, including any fluctuation (seasonal, day of the month, day of the week, etc.)

R70. See R80 The Contractor shall be paid the unit price of each claim that is processed.

The CLINs are structure by Tier 1, Tier II and Tier III, Greater than or equal to.

Risk-Based Supplemental Claims Tier I – Greater than or equal to 2,500 Tier II – Greater than or equal to 5,000 Tier III - Greater than or equal to 6,000

Document Control and Manual Payments Tier I – Greater than or equal to 250 Tier II – Greater than or equal to 500

Q71. What is the government estimated level of effort for the engagement? (i.e. Total number of labor hours?, Labor hours per labor category?)

R71. Current contracts are fixed price. This information is not available.

Q72. Is there an encumbrance? If yes, please provide the name of the contractor.

R72. See R5.

Q73. What are the applicable guidance for the engagement, such as agency-specific audit guides, CFO Act audit, OMB A-133 audit, OMB A-123 etc.)?

R73. See Task 5.1.1.3 of the PWS and Attachment 2 Exhibits I, II, and III.

Q74. What was the price of the previous contract for Base and Option periods?

R74. Williams Adley 12 months option = $7,699,932.60 C3 System, seven months option = $695,252.82 Kearney & Company, three months option = $370,944.00

Q75. Will travel be involved?

R75. No. Local travel is required to HUD Headquarters for specific tasks which is not reimbursable.

Q76. RFP, Attachment 5 - Will the Government please confirm the completion of Attachment 5 (Non-Disclosure Form) is a post-award requirement?

R76. Non-Disclosure forms are required for all contractor employees before they begin to perform.

Q77. Page 2 to d of 83 - RFP, Item No. 0002, 0011, 0020, 0029, and 0037 - Item No. 0002 does not have a volume of transactions associated with the activity and requests a firm fixed price (FFP) for a 12-month period. In order for Offerors to provide an accurate technical response and realistic estimated level of effort, it is important to understand the Government’s estimated level of transactions for Item 002, Mail Processing/File maintenance of Supporting Documents for Paid Claims. These volume estimates are essential in order for the contractor to develop its FFP and technical solutions. Without such knowledge, incumbents would have an unfair competitive advantage over non-incumbents.

Will the Government please provide the estimated level of incoming mail by claim type?

R77. The current level of incoming mail is approximately 50 pieces per day.

Q78. Will the Government confirm if the volume of incoming mail is steady or are there fluctuations throughout the year (i.e., increases and decreases)?

R78. The volume of mail may fluctuate from day to day. The historical volume is irrelevant because these volumes fluctuated and do not forecast the future volume of incoming mail.

Q79. If fluctuations occur or are anticipated, will the Government provide either the historical or anticipated volumes by month and claim type?

R79. See R76 and R77.

Q80. Page 2 to 6 of 83 - RFP, Item No. 0005, 0006, 0007, 0008, 0009, 0014, 0015, 0016, 0017, 0018, 0023, 0024, 0025, 0026, 0027, 0031, 0032, 0033, 0034, 0035, 0039, 0040, 0041, 0042, and 0043- These items state “Greater than or equal to …” a transaction volume. However, that would mean that anything equal or above that transaction volume should be included in the Price quote (e.g., greater than or equal to 2,500 could mean 1M transactions), which we do not believe is the intent. Instead, we believe the Government’s intent is to provide equal to or less than for Tier I pricing and ranges for Tier II and III pricing as follows: Will the Government please confirm this is the intent and make the necessary updates to the CLIN pricing?

R80 See R70 Greater than or Equal to mean is based on the limit of each Tier. The contractor shall be paid the unit price for each claim processed. This is for Tiers I, II and

III.

Q81. Page 17 of 83 - RFP, SECTION III, Section (D), Paragraph a) - This section references an “Attachment 3 Pricing Sheet;” however, this attachment was not provided. Will the Government please clarify?

R81. See R298 Price proposal. The contractor is required to submit their pricing in excel format and pdf.

Q82. Page 18 of 83 - RFP, SECTION III, Section (E) - Will the Government please confirm if the table included in paragraph b) is to be included in proposals submitted? If so, is it included in the page limitations of Volume I?

R82. No, but need to be address in Factor 2 Management Plan that has a page limitation of 25.

Q83. Page 43 of 83 - RFP, SECTION V, Section (1) - Will the Government please clarify in which proposal volume/section should Offerors include the following required items?

R83. See Section V Volume I Technical Proposal

Q84. Terms of any express warranty.

R84. As an attachment, not included in the page count.

Q85. Period for acceptance of offers.

R85. See Section V (J) TECHNICAL AND PRICE PROPOSAL SUBMISSION, Period for acceptance shall be a 90 day acceptance period.

Q86. Page 48 of 83 - RFP, SECTION V, Section (A), Paragraph (5) - This section states, “(5) Proposals shall be submitted in two parts, Volume I Technical Proposal and Volume II Business Proposal.” However, page 51 of 83 calls the volumes “Volume 1 – Technical Proposal” and “Volume 2 – Price Proposal.” Will the Government please clarify how Offerors should name each volume?

R86. Volume I Technical Proposal and Volume II Price Proposal Section V (J) TECHNICAL AND PRICE PROPOSAL SUBMISSION of the solicitation.

Q87. Page48 of 83 - RFP, SECTION V, Section (F) - This section states, “If subcontractors are proposed, please include a commitment letter from the subcontractor detailing…” Will the Government please clarify in which proposal volume/section should Offerors include the subcontractor commitment letter?

R87. Volume I Technical Proposal

Q88. Page 50 of 83 - RFP, SECTION V, Section (I), Paragraph (c) - This section states, “Offerors shall provide a statement which describes concisely all relevant facts concerning any past, present or planned interest (financial, contractual, organizational, or otherwise) relating to the work to be performed under the proposed contract and bearing on whether the offeror has a possible organizational conflict of interest with respect to…” Will the Government please clarify the following?

R88. See Section III (2) Addendum to HUDAR 2452.209-70 POTENTIAL ORGANIZATIONAL CONFLICTS OF INTEREST. (FEB 2000) if you have a potential organization conflict you may submit a migration plan in Volume I Technical Proposal as an attachment only if it applies to your organization See Section V (P) Mitigation Plan.

Q89. Is this statement required in all cases or only when an Offeror believes a conflict of interest may exist?

R89. Only if it applies to your organization.

Q90. In which proposal volume/section should Offerors include this statement?

R90. See R88.

Q91. Page 50 of 83 - RFP, SECTION V, Section (J), Paragraph C- This section states proposals must be submitted in “sealed envelopes clearly marked on the outside with the following information…” As later requirements dictate proposals must be provided in 3-ring binders, please confirm it is acceptable for the offeror to include required materials in a box with appropriate markings on the outside.

R91. See Section V(J) Technical And Price Proposal Submission.

Q92. Page 51 of 83 - RFP, SECTION V, Section (J), Paragraph C. - Will the Government provide information on any special security requirements at the Government’s location regarding hand delivery of proposals?

R92. No

Q93. Page 51 of 83 - RFP, SECTION V, Section (J), Paragraph D. - Will the Government please provide a Point of Contact phone number relating to hand delivery of proposals?

R93. See Section V (J) Technical and Price Proposal Submission.

Q94. Page 51 of 83 - RFP, SECTION V, Section (J), Paragraph C. - This section states proposals must be submitted in “sealed envelopes clearly marked on the outside with the following information…” As later requirements dictate proposals must be provided in 3-ring binders, will the Government please confirm it is acceptable for the Offeror to include required materials in a box with appropriate markings on the outside?

R94. See R91.

Q95. Page 53 of 83 - RFP, SECTION V, Section (K), Paragraph (b) - Will the Government please confirm Representations and Certifications are excluded from page count in Volume I, and may be included as an attachment?

R95. See Section V (V) FAR 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS-COMMERCIAL ITEMS (Mar 2016). It is not included in a page count. It may be used as attachments or you may submit electronoic, follow the instruction in the clause.

“The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) website accessed through http://www.acquisition.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (q) of this provision.”

Q96. Page 53 of 83 - RFP, SECTION V, Section (K), Paragraph (c) - Will the Government please confirm that it desires ONLY résumés for Factor 3 – Key Personnel, and no additional narrative should be included?

R96. See Section V (L) TECHNICAL DISCUSSION Key Personnel and Section (S) Evaluation-Commercial Items Factor 3.

Q97. Page 53 of 83 - RFP, SECTION V, Section (K), Paragraph (e) - Will the Government please confirm proposal volume cover pages are also excluded from the page limitations?

R97. See Section V (K) VOLUME I - Technical Proposal Instructions (e) and Note:

Q98. Page 53 of 83 - RFP, SECTION V, Section (K), Paragraph (e) - This section dictates that “Charts, such as Management Structure Organizational Chart(s)” are excluded from page count.

Will the Government [lease clarify if these types of charts include all tables and charts, (e.g., Proposal Matrix) or just this example specifically?

R98. See R97.

Q99. Page53 of 83 - RFP, SECTION V, Section (K), Paragraph (e) - Referring to “Questionnaires received from Offeror’s References as required in Attachment 5” being excluded from page count:

R99. Attachment 5 Non-Disclosure is not included in the page count

Q100. Attachment 5 is a Non-Disclosure Form. Will the Government please clarify?

R100. See Section III (2) Addendum to HUDAR 2452.239-70 ACCESS TO HUD SYSTEMS (DEVIATION SEPT 2015) (h) Nondisclosure of information.

Q101. Assuming this should read “Attachment 4” (Past Performance Survey), Section (L) states that “the reference to complete and submit the survey directly to the HUD Contracting Officer prior to the date and time for submission of proposals.” Will the Government please confirm the offeror is not to include Past Performance Surveys as part of their proposal submission?

R101. See R17 and Section V (L) Technical Discussion Past Performance.

Q102. Will the Government please confirm this should read “Attachment 3” (Past Performance Information)?

R102. See R17.

Q103. Page 53 of 83, 57 of 83 - RFP, SECTION V, Sections (K) and (L) - Will the Government clarify if the narratives that are to support the Past Performance Information Chart as an attachment are also excluded from page count?

R103. See R17 & R102

Q104. Page 57 of 83 - RFP, SECTION V, Section (L) - This sections states “If the offeror is proposing to subcontract (or use joint ventures/ partners, or other entities other than the prime contractor to perform) more than 20% of the contract value, the offeror shall submit a separate chart and narrative described for past performance above, for the proposed subcontractor(s).” Will the Government please clarify the number of past performance citations required to for each subcontractor (e.g., 3)?

R104. See R17. If the subcontractor is performing more than 20% of the work 4 references are required.

Q105. Page 57 of 83 - RFP, SECTION V, Section (L) - Will the Government confirm if subcontractor past performance references are included, is the subcontractor required to provide all four references?

R105. See R17 and R105

Q106. Attachment 1 - PWS (General)- Per the Performance Work Statement (PWS), it is implied that the Government is implementing paperless risk-based processes and systems within six months that will significantly affect the work that is currently performed under the incumbent’s contracts. Will the Government please explain why it is in the Government’s best interest to issue an RFP for services that will significantly change how the services will be performed in the near future?

R106. HUD is not implementing a paperless process within six months. The paperless process is part of the Business Process Improvement which is to be completed by the contractor by the end of the third contract year. The purpose of this contract is to consolidate the three existing contracts into one comprehensive contract and transition the supplemental claim process into a paperless risk-based process.

Q107. Would the Government please consider extending the current incumbent’s contracts until the paperless risk-based systems and processes are implemented, in order to allow the Government to fully assess the effects of the reengineered processes and systems, as well as the required types and level of services?

R107. No

Q108. Will the Government please consider consolidating several contracts, issue and award a new contract (requiring significant transition), implement significant changes to work load requirements in the Base Period, then perform required services at levels that are yet known for the Base Period and all Option Periods, and expect Offerors are to provide a reasonable a Firm Fixed Price (FFP)?

R108. No

Q109. Based on the above, is it in the Government’s best interest to postpone this procurement until the Government has implemented its paperless risk-based processes and systems?

R109. No

Q110. Page 4 Attachment 1 – PWS, Section 1.7.1- This sections states, “Upon award the awardee shall finalized the transition plan in accordance with approval from the GTR/GTM which shall be submitted within 30 days from contract award.”

Will the Government please clarify how long it take to complete the Government’s process for completing background investigations and granting Personal Identity Verification (PIV) access to the required Government systems?

Q110. See R34

Q111. Will the Government please determine if it is feasible that the transition of services to a contractor other than an incumbent be accomplished in 30 days with the existing PIV processes?

R111. The transition period begins with completion of the PIV process. The 30-day transition period is feasible because it will begin with completion of the PIV process and not at contract award.

Q112. Will the Government please confirm if incumbent contractors/employees are required to have all current employees undergo background investigations and access approval to Government systems?

R112. Yes

Q113. Page 9 Attachment 1 – PWS, Section 3.2- The Government states it will provide workspace for Contractor employees assigned to work under Task 5.1.1.5. Will the Government please state the number workspaces to be provided for Contractor employees assigned to work on site?

R113. The Government shall provide one workstation assigned to the onsite contractor.

Q114. Page 10 Attachment 1 – PWS, Section 4.2- This section of the PWS provides a high level of description of the equipment the contractor will provide; however, it does not provide details on the number of workstations or other equipment.

Will the Government please provide a description of the software and hardware necessary to perform the imaging required in PWS 5.1.1.2?

R114. The type of software and hardware for the imaging requirement is decided by the contractor. See Attachment Exhibit II.

Q115. Will the Government please state the number of workstations currently provided by the incumbent contractor(s) to perform the tasks?

R115. The Government does not provide workstation to the contractor. See R23.

Q116. Page 12 and 13 Attachment 1 – PWS, Section 5.1.1.1- In order for offers to provide an accurate technical response and realistic estimated level of effort, it is important to understand the Government’s estimated level of transactions processed for PWS 5.1.1.1. These volume estimates are essential in order for any contractor to develop its FFP and technical solutions.

Without such knowledge, incumbents would have an unfair competitive advantage over non-incumbents. Would the Government please provide the estimated level of incoming mail by claim type?

R116. See R77.

Q117. Will the Government please confirm if the volume of incoming mail is received in a steady state, or is there fluctuation in volumes received (i.e., peaks and valleys)?

R117. See R78.

R118. If volume of incoming mail fluctuates, would the Government please provide historical volumes by month and claim type?

R118. See R79.

Q119. Page 13 Attachment 1 – PWS, Section 5.1.1.2 - In order for offers to provide an accurate technical response and realistic estimated level of effort, it is important to understand the Government’s estimated level of transactions processed for PWS 5.1.1.2. These volume estimates are essential in order any contractor to develop its Firm Fixed Unit Price for these services, as well as their technical approach and solutions. Without such knowledge, incumbents would have an unfair competitive advantage over non-incumbents. Will the Government please confirm is the volume of transactions received is performed in a steady state, or is there fluctuation in volumes (i.e., peaks and valleys)?

R119. The volume of transactions fluctuates from day to day.

Q120. If volume of incoming mail fluctuates, would the Government please provide historical volumes by month and claim type?

R120. The historical volume is irrelevant because these volumes fluctuated and do not forecast the future volume of incoming mail.

Q121. Page 13 Attachment 1 – PWS, Section 5.1.1.3- In order for offers to provide an accurate technical response and realistic estimated level of effort, it is important to understand the Government’s estimated level of Supplemental Claims Review for Forward Mortgage/Claim Type 05 processed for PWS 5.1.1.3. These volume estimates are essential in order for a contractor to develop its Firm Fixed Unit Price for these services, as well as provide a sound technical response. Without such knowledge, incumbents would have an unfair competitive advantage over non-incumbents. Will the Government please confirm if the volume of transactions is in a steady state or is there fluctuation in volumes (i.e., peaks and valleys)?

R121. The volume of transactions fluctuates from day to day.

Q122. Would the Government please provide historical monthly Supplemental Claims Review for Forward Mortgage/Claim Type 05 processed over the past two (2) years?

R122. There is a fluctuation in the supplemental claims received during a week’s timeframe. Due to the specific contractual agreement of the previous contract, historical data would be irrelevant because HUD had a significant backlog. Per the PWS, the contractor under this award is to maintain operations to limit supplemental claim inventory to more than 30 days aged.

Q123. Based on performance standards in PWS 5.1.1.3, there appears to be range of monthly transactions. This suggests that this task also would require and optional CLIN. Would the Government please clarify?

R123. A Tier pricing range has been included for the supplemental claims due to the fluctuation that may occur.

Q124. Page 13 Attachment 1 – PWS, Section 5.1.1.3 - PWS 5.1.1.3 requires the Contractor to research, review, analyze, calculate, and make recommendation actions for supplemental claims for forward mortgages daily and in accordance with HUD Handbook 4330.4, FHA Single Family Insurance Claims, pertinent Mortgagee Letters, and FAQs provided by HUD. It also states that the expected publication “Single Family Housing Policy Handbook (HUD Handbook 4000.1)” will replace this reference. No information pertaining to the processing and recommendation making pertaining to this task can be found in Exhibit 1.

In order for Offerors to provide an accurate technical response and realistic estimated level of effort, will the Government please clarify what document provides the basis of estimating level of effort for researching, reviewing, analyzing, calculating, and making recommendation actions for supplemental claims throughout the period of performance?

R124. The contractor is performing the actual review of the supplemental claim in accordance with HUD policy (HUD Handbook 4330.4, FHA Single Family Insurance Claims, pertinent Mortgagee Letters, and FAQs provided by HUD). Additionally when HUD publishes their Single Family Housing Policy Handbook (HUD Handbook 4000.1), the contractor will be required to process supplemental claims in accordance with that reference. Contractors will be reviewing the original FHA Claim and the Supplemental Claim (Claim Type 05) and ensuring the supplemental claim is processed according to HUD policy.

Q125. Page 14 Attachment 1 – PWS, Section 5.1.1.4- In order for offers to provide an accurate technical response and realistic estimated level of effort, it is important to understand the Government’s estimated level of Supplemental Claims Processing processed for PWS 5.1.1.4.

These volume estimates are essential in order for any contractor to develop its technical response and Firm Fixed Unit Price for these services. Without such knowledge, incumbents would have an unfair competitive advantage over non-incumbents. Will the Government please is the volume of transactions is in a steady state or are their fluctuation in volumes (i.e., peaks and valleys)?

R125. See Amendment 2 Task 5.1.1.4 has been updated.

Q126. Would the Government please provide the historical monthly Supplemental Claims Processing processed over the past two (2) years?

R126. See Amendment 2 Task 5.1.1.4 has been updated.

Q127. Based on performance standards in PWS 5.1.1.3m these claims are forwarded to be processed in PWS 5.1.1.4.; however, there appears to be range of monthly transactions and would require an optional CLIN. Would the Government please clarify?

R127. See Amendment 2 Task 5.1.1.4 has been updated.

Q128. Page 15 Attachment 1 – PWS, Section 5.1.1.5- In order for Offerors to provide an accurate technical response and realistic estimated level of effort, it is important to understand the Government’s estimated level of File Maintenance of Supporting Documents for Paid Claims processed for PWS 5.1.1.5. These volume estimates are essential in order for any contractor to develop its Firm Fixed Unit Price for these services. Without such knowledge, incumbents would have an advantage over non-incumbents. Will the Government please confirm fs the volume of transactions is in a steady state, or is there fluctuation in volumes (i.e., peaks and valleys)?

R128. The volume of transactions fluctuates from day to day.

Q129. Would the Government please provide historical monthly File Maintenance of Supporting Documents for Paid Claims that have been processed over the past two (2) years?

R129. Due to the specific contractual agreement of the previous contract, historical data would be irrelevant because HUD had a significant backlog.

Q130. Page 15 Attachment 1 – PWS, Section 5.1.1.6 - This task states that HUD will transition to a paperless process for supplemental claims. Would the Government please clarify:

When does HUD expect that this transition will occur?

R130. HUD expects the Business Process Improvement to be completed by the end of the third contract year.

Q131. How this business process improvement affect the other Tasks in terms of levels of transactions and type of transactions?

R131. The Business Process Improvement will eliminate the transactions for Task 5.1.1.1 and will reduce, if not eliminate, the transactions for Task 5.1.1.2. Tasks 5.1.1.3 and 5.1.1.5 will remain the same in level of transactions but the transactions will be paperless.

Q132. When this transition occurs, how it will affect future years and pricing?

R132. Funding for Tasks 5.1.1.1 will be eliminated and funding for Task 5.1.1.2 will be reduced or eliminated.

Q133. Process Reegineering appears to be an ongoing activity priced on a monthly basis.

Would the Government please provide the number of hours the Government expects to be provided for reengineering (which is people-driven, not transaction-based [e.g., 1,000 resource hours])?

R133. Future years and pricing, and the reengineering hours are not available.

R134. Page 15 Attachment 1 - PWS 5.1.1.6 - This section provides a description of the Government’s transition to paperless processes, which appears to eliminate or significantly reduce the work required to be performed in many of the tasks included in 5.1.

Would the Government please provide the project schedule for testing/implementing the process and system improvements?

R134. Information is not available.

Q135. Will the Government please clarify the role of the contractor awarded this PWS in testing, including documenting and implementing the new processes?

R135. The contractor shall be responsible for testing, documenting and implementing the new process.

Q136. Will the Government please state when does it anticipates these paperless systems and processes will be implemented?

R136. HUD expects the Business Process Improvement to be implemented by the end of the third contract year.

Q137. Will the Government please state what it estimates to affect the work required to perform Tasks 5.1.1.1 to 5.1.1.6?

R137. See R131.

Q138. With the reengineered paperless risk-based process, will the Government state which of the Tasks or Subtasks in PWS 5.1.1 will be eliminated?

R138. See R131.

Q139. In order for offers to provide an accurate technical response and realistic estimated level of effort, would the Government please clarify the “as-is” processes to be affected and provide the reengineered “to-be” process descriptions?

R139. See Task 5.1.1.6 in the PWS and the Business Process Improvement Section IV Attachment 2 Exhibit I.

Q140. Since this is an FFP contract, will the Government please specify the “as-is” transaction volumes for PWS Tasks 5.1.1.1 to 5.1.1.6, as well as the Government “to-be” transaction volumes for PWS Tasks 5.1.1.1 to 5.1.1.6, post implementation of the reengineered processes?

R140. Because transaction volumes fluctuate daily, as-is volumes cannot be provided. The to-be transaction volumes cannot be projected for Tasks 5.1.1.3, 5.1.1.4, and 5.1.1.5. Task

5.1.1.1 will be eliminated and Task 5.1.1.2 will be reduced or eliminated.

Q141. Since the reengineering and system interface developments are projected to occur in the Base Period of the contract, would the Government please consider issuing an RFP after the paperless risk-based processes and systems are implemented, in order to allow the Government to better assess the level of required services for the balance of the Base Year and for each of the four (4) Option Years?

R141. No. The Business Process Improvement is required by the end of the third contract year and not the base period.

Q142. Non-incumbent contractors do not have insight on how or when the Government is going to implement these improvements. Would the Government please publish the requirement analysis, design documents, and impacts to the internal controls and security controls of these revised operations?

R142. This information is not available because the contractor will be responsible for providing the Business Process Improvement.

Q143. PWS, Section 5.1.1.2 Task Two: Claims Imaging – Claims Without Conveyance of Title (CWCOT) and Supplemental Claims (off-site) - Can you provide more details on the A43C sub-system technical architecture? For example, what is the technology stack? What technology platform is the A43C on (Java, .net, etc.)?

R143. This task does not require use of the A43C System.

Q144. PWS, Section 5.1 Scope of Work: Mail Processing Supplemental Claims Processing Support, File Maintenance and Claims Paperless Reengineering- In what system and/or subsystem is a global unique identifier created for a given supplemental claim?

R144. There is no system or subsystem.

Q145. General - Who are the current incumbent contractors and which tasks from PWS are they currently responsible for completing?

R145.

C3 System – Task 5.1.1.2 Kearney & Company – Tasks 5.1.1.3, 5.1.1.4, 5.2.1.1, 5.2.1.2, 5.2.1.3, 5.2.1.4 Williams Adley – Tasks 5.1.1.1, 5.1.1.3, and 5.1.1.5

Q146. PWS, Section 5.1.1.6 Task Seven: Business Process Improvement - Please confirm that HUD would like for the contractor to price only the tasks outlined in Task Seven for business process improvements and that any other proposed process improvements will be considered by HUD during the contract period and priced separately.

R146. The Business Process Improvement Contract Line Item is to be Price for the base year and the two options years. See SF1449.

Q147. PWS, Section 4.2 Equipment - The PWS states that “all equipment and software shall be compatible with HUD’s Office of Chief Information Officer (OCIO), Standard Platform, (includes Workstations and Servers)”. Can the government provide the contractor with information on HUD’s OCIO Standard Platform, including Workstations and Servers?

R147. See R115. This information will be provided once the contract is awarded.

Q148. PWS, Section 4.2 Equipment - What is the model of scanner on-site? What are the on-site printer model/specifications?

R148. The scanner should be able to perform Optical Character Reading.

Q149. PWS, Section 5.1.1.6 Task Seven: Business Process Improvement - Is the contractor responsible for building a supplemental claim payment system (electronic filing record system) which would interface with A43C?

R149. The contractor will be responsible for providing and implementing a paperless supplemental process that will interface with the A43C System.

Q150. PWS, Section 4.5 Contractor Personnel - Can the government confirm that a Bidder's proposed Project Manager, Assistant Project Manager, and Forward Mortgage Loan Servicing and Claims Processing Subject Matter Expert must be employees of the Prime, and may not be employed by a sub-contractor to the Prime?

R150. Yes, the Key Personnel for the contract must be employed by the Prime.

Q151. PWS, Section 1.7 Transition-in Period and Section 3.1 Government Services - Section 1.7.1 of the SOW states the contractor shall submit a finalized transition-in plan, “within 30 days from contract award,” to include, “ a detailed description of all transition-in activities and a timeline for the implementation and completion of all transition-in activities.”

However, Section 3.1 of the SOW states, “initial training will take place…within one week after contract award prior to the Contractor’s going on-line in the production databases.”

Can HUD provide additional information on expectations and timelines related to the Transition-In plan?

R151. No. The contractor is to submit a Transition–in plan with their proposal. See Amendment 2, Factor 2, Management Plan, and Section 3.1 of the PWS.

Q152. PWS, Section 5.1.1.6 Task Seven: Business Process Improvement - Is the expectation that the contractor will implement the process improvements included in the contractor's process improvement plan deliverable?

R152. HUD expects the contractor to provide and implement the business process improvements.

Q153. Solicitation Section (D) HUDAR 2452.232-70 - The Solicitation references “Attachment 3 Pricing Sheet of the solicitation,” but there is no attachment 3 for pricing included with the updated/final RFP documents. Can HUD provide a revised "attachment 3: pricing sheet" that matches the updates in the final solicitation?

R153. See R298

Q154. PWS, Section 5.1.1.2 Task Two: Claims Imaging - Considering the fact that the 27011 form for the original HUD claims are submitted electronically and the HUD Supplemental claims only require the scanning of the first 6 pages of the 27011 form, is there a requirement as part of the paperless initiative to scan supporting documentation for original and supplemental claims?

R154. Please refer to the PWS Task 5.1.1.6

Q155. PWS, Section 5.1.1.2 Task Two: Claims Imaging - HUD has indicated that only a maximum volume of 400,000 images will be scanned yearly. Is that a hard scan stop? Please explain the thought process.

R155. HUD does not anticipate exceeding 400,000 images within a year. However, this will result in a scan stop. Only the HUD-27011 should be scanned.

Q156. Proposal states contractor will be required to process 4000 claims per month and then states 400 claims per month. Need clarity on number of claims that will be required to be processed per month?

R156. HUD has provided a Tier pricing range for this requirement.

Q157. Will minority sub-contractors, who do not meet small business size, be matched with prime contractors to satisfy minority participation quota? Or will it be sub-contractor responsibility to reach out to prime contractor?

R157. The program office determined the NACIS code that meets their requirement.

However, the contractor may submit any NACIS they desire.

Q158. Can prime/sub-contractor be contracted to do some but not all the tasks? For example, sub-contractor has capabilities to complete Tasks 1-5 but not 6-7.

R158. The Prime contractor must to 50% of the labor cost in accordance with the FAR 52.219-14, Limitations on Subcontracting.

Q159. Will sub-contractors be allowed to submit proposal separate from a prime contractor?

R159. No, however, the sub-contractor can submit their proposal in a sealed envelope with the prime.

Q160. Under Task 5.1.1.2 – contractor shall deliver the CWCOT claims batches to the GTM within 24 hours of receipt. Is this a physical delivery or electronic delivery?

R160. This is a physical delivery.

Q161. Under task 5.1.1.5 – approximately how many documents are anticipated to be picked up at HUD each day? Alternatively, can these documents be sent to the contractor, if they are not locally based and if so, will this be a reimbursable expense?

R161. Currently, it is approximately 350 documents that are picked up daily.