Solicitation_changes.pdf

The following are changes that are revised to solicitation

DU204SA-13-R-0004

Block 12 of Standard Form 33 is changed from 60 days to read: 120 days.

The following sections of the PWS are changed to read the following:

C.5.5.1 Quality Assurance Reviews

When defective performance is noted through HUD’s quality assurance activities, HUD may request that the Contractor correct the defective performance. The Contractor shall, no later than five (5) business days following receipt of HUD’s notice of defective performance, respond in writing to this request, describing the corrective actions taken, or to be taken, and when any outstanding corrective actions will be completed. HUD must agree that the Contractor’s plan to address defective performance is sufficient and may withhold paying current or future invoices until an acceptable plan for corrective action is achieved. The contractor shall complete all corrective action no later than 30 days after approval of the corrective action plan. If corrective action is not possible, HUD reserves the right to take other remedies permitted by the contract to include a Reduction in pay as specified in the PRS, Realignment, Non-assignment, Reassignment, and/or Non-exercise of the option periods.

C.5.2.2.3.8 Health and Safety Hazards and Emergency Repairs – The Contractor shall remedy any health and safety conditions and make any emergency repairs within one (1) calendar day of notification. The contractor shall update P260 with the corresponding work orders and before and after photographs within two (2) calendar days of completion of the remedial action.

C.5.2.2.1.2.1 Health and Safety Hazards and Emergency Repairs: – If the inspection identifies any health and safety conditions, or there is a need for emergency repairs, the Contractor shall remedy any health and safety conditions and make any emergency repairs within one (1) calendar day of the inspection. The contractor shall update P260 with the corresponding work orders and before and after photographs within two (2) calendar days of completion of the remedial action.

C.5.2.3.2 Routine Inspections- The Contractor shall routinely inspect and take all actions necessary to ensure that HUD properties are maintained in Ready to Show Condition. The Contractor shall inspect the property every two weeks, where intervals between inspections shall be at least 10 days and not more than 14 days. Property inspections performed in accordance to this schedule will begin on day eight (8) of property assignment.

The Contractor is required to conduct routine inspections and report inspection results on FSM Property Inspection Form (Attachment 7).

Notwithstanding the allowance of one day to upload documents generally, as noted elsewhere, the routine inspection reports must be uploaded within the 10th and 14th day interval. The contractor will receive credit for performing an inspection if they perform and report inspection results, upload completed FSM Property Inspection Form with photo documentation as required by HUD, completely populate all required fields in P260, and upload a copy of the sign-in sheet clearly identifying the FSM inspector, date, and purpose of the visit into P260 during the 10th and 14th day weekly inspection intervals.

The Contractor, as part of their property management plan documentation, shall submit an itemized account of the services performed for property management. The failure of the Contractor to perform (1) any routine inspection, and/or (2) the proper upload of required documentation within the required timeframe will be considered a complete failure by the Contractor in performing the required property inspection.

C.5.2.10 CUSTODIAL PROPERTIES - Custodial properties are vacant properties secured by a secretary-held mortgage, including a HECM. By virtue of its security interest, HUD has certain rights and responsibilities to ensure that the property is preserved and protected.

HUD does not hold title to custodial properties and therefore they are not offered for sale. Custodial properties will be assigned to the Contractor either through HUD’s case management system (P260) or through the GTR.

Within two (2) calendar days of notification of assignment the Contractor shall secure the property, perform initial services in accordance with

Section 5.2.2.2 to the extent that such requirements can be met without constituting an illegal trespass, and attach a completed copy of Part I –

Property Conveyance Condition Report of the HUD Property Inspection Report as an attachment in P260. The contractor shall leave the property in a step

1. If the property is occupied, the Contractor shall immediately notify the

GTR and await instructions prior to taking further action.

The Contractor shall inspect the property every two weeks, where intervals between inspections shall be at least 10 days and not more than 14 days. Property inspections performed in accordance to this schedule will begin on day eight (8) of property assignment.

The Contractor is required to conduct routine inspections and report inspection results on FSM Property Inspection Form (Attachment 7).

Notwithstanding the allowance of one day to upload documents generally, as noted elsewhere, the routine inspection reports must be uploaded within the 10th and 14th day interval. The contractor will receive credit for performing an inspection if they perform and report inspection results, upload completed FSM Property Inspection Form with photo documentation as required by HUD, and completely populate all required fields in P260 during the 10th and 14th day weekly inspection intervals.

The Contractor shall maintain vacant custodial properties in accordance with the Contractor’s Property Management Plan and at the direction of the GTR, subject to the following conditions:

C.5.2.10.1 Notifications – The Contractor shall not be required to provide notifications of ownership to police, utility companies, HOA’s, and non-tax assessment entities.

C.5.2.10.2 Ready to Show Condition – The Contractor shall not be required to keep the interior of the property clean and ready to show as described in Section C-5.2.3.1, unless the unclean condition constitutes a health or safety hazard. However, the exterior of the property shall be maintained in accordance with the Ready to Show Condition requirements with the sole exception of personal property. These items of value should be moved inside a garage or structure if available.

C.5.2.10.3 Personal Property – The Contractor shall not remove any personal property unless it constitutes an imminent health or safety hazard (Section

5.2.2.1.2.1 and Definition of Health and Safety Hazard). Debris is not considered Personal Property.

C.5.2.10.4 Rents, Fees, Dues and Assessments – The Contractor shall not be responsible for payment of ground rents, fees, condominium or homeowner’s association (HOA) dues or special assessments (Section 5.2.5).

C.5.2.10.5 Environmental Compliance – Unless otherwise directed by the GTR, the Contractor shall not be responsible for the environmental compliance requirements identified under Section 5.2.6 unless the environmental condition is an imminent health or safety hazard to the public or is contributing to the deterioration of the property.

C.5.2.10.6 Rental Property Management –The Contractor shall not rent custodial properties.

C.5.4.2 ANNUAL AUDITED FINANCIAL STATEMENT REQUIRED

Each year, no later than ninety (90) days before the expiration of the base year and each option year, the Offeror shall deliver to the CO an original hard copy of the Offeror’s most-current, audited financial statement.

Performance Requirements Summary is revised to read:

Requirement

Performance

Measure

Quality

Assurance

Procedure

Frequency Minimum

Satisfactory

Rating

ONE-TIME REQUIREMENTS

3.1 Contractor has Computer systems Review of One time 100%

systems capability to perform required contract functions substantially meet

PWS requirements for functionality and user accessibility by the

45th day following contract award

Contractor’s systems by GTR

5.1.2 Contractor has

adequate facilities and staff

Contractor’s facilities and equipment are substantially complete and sufficient staff have been hired to perform initial contract responsibilities by the

45th day following contract award

Contractor certification to HUD, possible onsite inspection by HUD staff

One time 100%

5.2 Contactor can

assume full responsibility for property preservation and management

Contractor is able to take over full contract responsibilities by the

90th day following contract award

Performance assessment by GTR

One time 100%

ON-GOING REQUIREMENTS

Requirement Performance Measure Quality Assurance

Procedure

Frequency Minimum

Satisfactory

Rating

Pre-conveyance

5.2.1.1 Pre-Conveyance

Inspections and supporting documentation are submitted timely, complete, and legible.

Percentage of Pre-inspections submitted timely, complete and legible.

10% random sample of Pre-conveyance

Inspection and supporting documentation images and reports on

P260 reviewed by the

GTR

Monthly 95%

Acquisition (Post-conveyance)

5.1, 5.2.4, 5.2.5, 5.2.2.1, 5.2.2.3

Contractor ensures closings occur in a timely manner

Average days between Ratified contract and Closing date (Step 8 to Step

9).

100% Sample of P260 case data for the reporting period.

Quarterly Conforms with relevant industry standards or peer comparison.

5.2.2.1, 5.2.2.3

Properties are put into ready to show condition in a timely manner

Average days between assignment and Ready to Show

Condition

100% Sample of P260 case data for the reporting period.

Quarterly Within 7 calendar days

5.1, 5.1.3, 5.1.3.3, 5.1.3.5, 5.4

Contractor exhibits responsiveness, submits accurate invoices and submits monthly quality control review report in a timely fashion

Timely submission of monthly QC report, accuracy of billing, adequacy of updates to property management plan.

GTR reporting based on verified complaints and review of monthly quality control report

Quarterly Fewer than 3 verified complaints pertaining to responsivene ss and accuracy and timeliness of responses;

fewer than 3 delayed closings due to Contractor failure to pay rents, fees, dues or assessments

5.2.2.1 HUD Property

Inspections and supporting documentation are submitted timely, complete, and legible.

Percentage of HUD

Property inspections submitted timely, complete and legible.

10% random sample of HUD Property

Inspections and supporting documentation images and reports on

P260 reviewed by the

GTR

Monthly 95%

5.2.2.2

5.2.2.3

Initial Securing and Initial

Percentage of Asset

Manager Initial

GTR review of Initial services costs by

Clean-out

Services are completed, at a high standard and at a ready to list condition.

Inspections reviewed where property met ready to list conditions.

Contractor within a contract area

5.2.3 Properties are

free of health and safety hazards

Percentage of inspected properties where hazards are not observed

100% of initial inspections completed by the AM and scored in P260

Monthly 95%

5.2.3 Identified

imminent health and safety hazards are abated immediately

Percentage of hazards that are abated within

24 hours of discovery or notification

GTR comparison of

100% of AM reports with identified H&S hazards and work orders and photos on

P260

Monthly 95%

5.2.3 Properties are

maintained in clean, safe, sanitary condition

Average score of all

AM inspections completed during period

100% of initial inspections completed by the AM and scored in P260

Monthly 95%`

5.2.3.2 Contractor

performs bi-weekly inspections as required

At a minimum, Contractor shall inspect the property once every two weeks

100% Sample of P260 case data for the reporting period

Quarterly 100%

5.2.6

5.2.7

Other

Environmental

Inspections

(Lead Based

Paint and

Termite and

Wood) and supporting documentation are submitted timely, complete, and

Percentage of Other

Environmental

Inspections submitted timely, complete and legible.

10% random sample of Other

Environmental

Inspections and supporting documentation images and reports on

P260 reviewed by the

GTR

legible.

5.2.17 Repairs and/or

cosmetic enhancements are completed timely, at a high standard, and within the approved cost estimate.

Percentage of work orders completed timely and within the approved cost estimate

GTR review of Work

Order reports in P260

Quarterly 95%

SECTION D – Packaging and Marking

D.3 MARKING OF DELIVERABLES is revised to read:

Upon request from HUD, the contractor will forward to the appropriate HUD Record Retention Center, physical property files for all cases that have been closed or re-conveyed for at least one year. The Contractor shall obtain the number of record storage boxes necessary to retire files in compliance to the below directions. The actual cost of shipping the record storage boxes will be reimbursed as a pass-through expense.

The Contractor shall obtain the number of record storage boxes necessary to retire files in compliance to the below directions. The actual cost of shipping the record storage boxes will be reimbursed as a pass-through expense.

The Contractor will download from HUDCLIPS, Standard Form 135, Record Transmittal and Receipt.

Case files must be separated between properties sold with FHA insurance and those sold without FHA insurance.

Case files for insured sales are to be boxed together in case number order and a list compiled identifying the files contained in each box.

Case files for un-insured sales are to be boxed together in case number order and a list compiled identifying the files contained in each box.

For each box, the Contractor will complete Standard Form 135 in its entirety and attach a copy to the related box. Each box must identify the year closed, whether the case files represent loans that are insured or uninsured and the disposal date. (The disposal date on insured sales is 30 years. The disposal date for uninsured sales is 6 years.)

The Contractor will deliver the original Standard Form 135 for each box to the GTR or to the individual identified by the GTR, who will obtain record accession numbers from HUD’s Administrative Service Division.

Upon receipt of the accession numbers, the Contractor will identify each box by the accession number, the box number and the total number of boxes, i.e. Box 1 of 2.

The Contractor will ensure that all boxes are in numeric order and, if shipping in quantity, that they are on a pallet.

The Contractor will notify the GTR that the boxes are ready for shipment to the designated Record Center.

HUD will reimburse, as a pass-through expense, the Contractor for the actual cost of shipment to the record center exclusive of the Contractor’s labor to prepare the files for shipping.

Record Storage Boxes shall be shipped to the following locations:

Philadelphia HOC Records

Philadelphia Federal Record Center 14700 Townsend Road Philadelphia, PA 19154

Denver HOC Records (for Case Files)

Denver Federal Center Building 48 PO Box 25307 Denver, Colorado 80225-0308 (or West 6 Ave and Kipling Street Denver, Colorado 80225)

Denver HOC Records (for Non-scheduled items and miscellaneous legal documents on hold) Iron Mountain Record Management 5050 Moline St.

Denver, Colorado 80239

All information submitted to HUD under this contract shall be clearly labeled with the contract and applicable SAMS numbers. Each report shall be delivered in one electronic copy to the GTR and CO. Each deliverable shall have the following information on the outside of the electronic media or in the body of the email:

· The Title of the Deliverable;

· The [program] Tracking Number;

· The Contract Number and Title;

· The Date Prepared; and

· The Name of the Contractor and a Point of Contact for the

Deliverable

The following Clauses are revised to read:

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.3 HUDAR 2452.237-70 KEY PERSONNEL. (FEB 2006)

(a) Definition. "Personnel" mean employees of the contractor, or any subcontractor(s), affiliates, joint venture partners, or team members, and consultants engaged by any of those entities.

(b) The personnel specified below are considered to be essential to the work being performed under this contract. Prior to diverting any of the specified individuals to other projects, the contractor shall notify the Contracting Officer reasonably in advance and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No diversion shall be made by the contractor without the written consent of the Contracting Officer. Key personnel shall perform as follows: Contract Manager, Project Manager and Quality Control Manager and tasks, percentage of effort, number of hours, etc., for which they are responsible, as applicable.

Key Personnel Positions Percentage of time devoted to requirement/contract area

Project Manager 100% Contract Manager 100% Quality Control Manager 100%

H.14 OFFICE LOCATION is revised to read:

Contractors are permitted to manage multiple areas within the same HOC jurisdiction from a single office, provided they meet all of the other terms and conditions of this contract.

SECTION I – CONTRACT CLAUSES

FAR Clause FAR 52.222.11 is removed

HUDAR 2452.216-76 MINIMUM AND MAXIMUM QUANTITIES OR AMOUNTS FOR ORDER.

(DEC 2012)

(a) The minimum quantity or amount to be ordered under this contract shall not be less than: See below.

(b) The maximum quantity or amount to be ordered under this contract shall not exceed: See below

Contract Areas: 1P Guaranteed Minimum Amount: $1,000,000 Maximum Amount: $270,955,363

Contract Areas: 3P Guaranteed Minimum Amount: $1,000,000 Maximum Amount: $270,955,363

Contract Areas: 4P Guaranteed Minimum Amount: $1,000,000 Maximum Amount: $270,955,363 Contract Areas: 5P Guaranteed Minimum Amount: $1,000,000 Maximum Amount: $270,955,363 Contract Areas: 1D Guaranteed Minimum Amount: $1,000,000 Maximum Amount: $262,586,303

Contract Areas: 2D Guaranteed Minimum Amount: $1,000,000 Maximum Amount: $262,586,303

Contract Areas: 4D Guaranteed Minimum Amount: $1,000,000 Maximum Amount: $262,586,303

Contract Areas: 5D Guaranteed Minimum Amount: $1,000,000 Maximum Amount: $262,586,303

Section L.6 HUDAR 2452.215.70 (C)PROPOSAL CONTENT is revised to read:

Volume III, Past/Present Performance Proposal

2. The requested Past/Present Performance information shall be provided in a separate volume, or section, of the proposal package labeled “Volume III, Past/Present Performance

Information.” A summary page shall be provided describing the role of the offeror and any joint venture partner, if applicable, describing the nature of work, criticality of work, and percentage of overall work. Offerors/joint venture partners shall complete a separate summary sheet for each active or completed contracts performed in the past three years that the offeror/joint venture partner considers relevant in demonstrating its ability to perform the proposed effort. Each offeror shall address its three most recent and relevant contracts. Each offeror, whether or not a joint venture, shall only submit three recent contracts. Subcontractor’s past/present performance is in addition to this requirement.

Relevant Contracts. Submit information on contracts that you consider relevant in demonstrating your ability to perform the proposed effort. For the purpose of this solicitation, recency is performance occurring within the last three (3) years prior to the proposal submission date. Relevant contracts and projects include those that were accomplished in a similar manner to the requirements of this solicitation. Include rationale supporting your assertion of relevance. Offerors are required to explain what aspects of the contracts are deemed relevant to the proposed effort, and to what aspects of the proposed effort they relate.

3. If the example an offeror is submitting is an ordering type contract (e.g. an Indefinite Delivery “D” type contract per FAR

16.5), only after issuance of a delivery/task order does performance begin. An individual order (or orders) under the basic ordering contract should be submitted in lieu of just the basic ordering contract itself. Each submitted order shall be considered a separate effort unless information is provided indicating follow-on or series of orders for continued performance of the same scope and such can be verified by the user/customer. In this event, such submitted multiple orders shall be considered as a single effort for evaluation purposes.

For all submittals, the performance on efforts identified shall be restricted to those completed or ongoing during the past three years from the proposal submission date. The offeror's/joint venture partners’ Past/Present Performance information may include data on efforts performed by other divisions or corporate management if such resources will be used in the performance of the proposed effort; however, Attachment 11 shall clearly indicate the division or corporate organization that performed or is presently performing the contract. Contracts listed may include those with the Federal Government, state and local

Governments or their agencies, and commercial customers.

4. Offerors or joint venture partners that either have no prior contracts or do not possess relevant corporate Past/Present

Performance, but have key personnel with relevant past performance while employed by another company(s), may demonstrate the performance of such key personnel by submitting the names, letters of commitment and summary sheets for three of the most recent and relevant contracts under which such key personnel performed the same role currently being proposed on the instant acquisition and this performance occurred during the past three years from the proposal submission date. Note, however that the

Names, letters of commitment and quality of the key personnel’s performance under the submitted contract must be able to be verified by the Government. Offerors are to submit contact information for each key personnel past performance reference.

Offerors are to submit enough information in their summary sheet to show the relevance of the past performance of the key personnel.

8. The Past/Present Performance Questionnaire (Attachment 10) will be one means used by the Government to obtain past/present performance information. The Government reserves the right to change, alter, and/or supplement the questionnaire without further notice to the offeror(s). The offeror shall send out and track the completion of the Past/Present Performance

Questionnaires to each of the offeror’s/joint venture partners’ points of contact identified on the Past Performance Information sheet (Attachment 11). The responsibility to send out and track the completion of the Past/Present Performance Questionnaires rests solely with the offeror, i.e., it shall not be delegated to any other entity. The Transmittal Letter (Attachment 13) shall be used by the offeror in sending out the Past/Present

Performance Questionnaires. The offeror shall exert its best efforts to ensure that at least two POCs per relevant contract submit a completed Past/Present Performance Questionnaire directly to the Government not later than the date established in this RFP. Each of the offeror’s POCs may submit its completed

Past/Present Performance Questionnaire either electronically or by mail. If sending electronically, please e-mail to

Kristin.T.Frantz@HUD.gov. If mailing, the POCs may return the completed questionnaire via mail to:

U.S. Department of Housing and Urban Development Attn: Kristin Frantz

40 Marietta Street, 14th Floor Atlanta, Georgia 30303

If mailing, the outside envelope must be marked as follows:

NOTE: TO BE OPENED BY ADDRESSEE ONLY

The completed questionnaires should be contained in a second envelope marked with the mailing address and the following legend:

SOURCE SELECTION INFORMATION - See FAR 2.101 and 3.104

FOR OFFICIAL USE ONLY

Once the Past/Present Performance Questionnaires are completed by your POCs, the information contained therein shall be considered source selection sensitive and shall not be released to the offeror.

Note: Past and Present Performance Questionnaire (Attachment 10) is not required to be submitted with key personnel information.

The following language is added to section M.2 EVALUATION APPROACH C. Past/Present Performance Factor.

Note: For any offeror that submit more than three recent contracts for the offeror/joint venture, key personnel and subcontractors for evaluation, the contracting officer will select only the three recent contracts for evaluation and the other contracts will not be evaluated.