Market_Research_Sources_Sought_Brief_and_Questionnaire-_Multifamily_Rent_Subsidy_Contract_Mgmt__-_11-22-16.docx

SOURCES SOUGHT MARKET RESEARCH

Brief and Questionnaire

Performance-Based Contract Administrator (PBCA) Program

Multifamily Rent Subsidy Contract Management Services

The U.S. Department of Housing and Urban Development (HUD) is conducting Market Research in accordance with FAR Part 10.

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a request for offers, quotes or proposals. This notice does not represent a commitment by the Government to issue a solicitation or award a contract. This is a market research tool only to determine the capability of potential sources. No reimbursement will be made for any costs incurred and/or associated with providing information in response to this Sources Sought or any follow-up information. Contractors shall not submit proposals, quotes, or bids in response to this Sources Sought.

I. BACKGROUND: Under the Project Based Rental Assistance (PBRA) program, the Office of Multifamily Housing (OMH) provides monthly rental assistance payments on behalf of 1.2 million households throughout the U.S. These payments are made to over 17,000 private landlords, who are primarily responsible for assuring that the tenants receiving assistance are eligible for assistance under the terms of the Housing Act of 1937, as amended. Since 1999, HUD has relied on the support of the Performance-Based Contract Administrator (PBCA) to provide the day-to-day monitoring and oversight of roughly 90% of these Housing Assistant Payments (HAP) contracts. Under the current PBCA program, the responsibilities of participating contract administrators are defined in separate Annual Contributions Contracts (ACC) which HUD signed with State Finance Agencies and local housing agencies. These services must now be obtained through the use of competitive contracting processes that are fully compliant with the Competition in Contracting Act (CICA) and the Federal Acquisition Regulations (FAR).

II. BRIEF DESCRIPTION

HUD is seeking a contractor(s) to provide Multifamily Rent Subsidy Contract Management Services. The contractor shall perform various contract oversight tasks, including but not limited to:

A. National Tasks

1. HAP Contract Processing – Renewing HAP Contracts, Processing Owner Opt-outs, Processing Terminations, Expirations, Combinations, Bifurcations, and Assumptions.

· As HAP Contracts approach expiration, owners who want to renew the HAP Contract must request renewal in accordance with HUD regulations and requirements, as amended or revised, to ensure continued Section 8 assistance. The contractor must ensure that owners fulfill their obligations to residents and HUD, consistent with owner renewal decisions. In cases where owners elect to opt-out, combine or bifurcate contracts, or transfer the contract to another owner, the contractor will complete these transactions in accordance with HUD regulations and requirements.

2. Adjust Contract Rents and Conduct Utility Analysis.

· Contract rents under HAP Contracts that are adjusted at times other than Contract Renewal during the HAP Contract term must be adjusted in accordance with the HAP Contract and HUD requirements. The contractor must process contract rent adjustments correctly when requested by the owner under appropriate Budget-Based, Annual Adjustment Factor, Operation Cost Adjustment Factor, and Special Adjustments options and in a timely manner. If applicable, the contractor must analyze adjustments of the owner utility allowance schedule.

B. Regional Tasks

1. Conduct Management and Occupancy Reviews.

· The contractor must conduct an on-site Management and Occupancy Review (MOR) of each assigned Section 8 project. The review must evaluate, analyze, or assess the owner's operating policies, procedures, and practices related to compliance with the HAP Contract as set forth in regulations, handbooks, forms, notices, and guidance issued by HUD.

2. Validate and Pay Monthly Vouchers from Section 8 Owners.

· "Electronic Transmission of Required Data for Certification and Recertification and Subsidy Billing Procedures for Multifamily Subsidized Projects," requires Section 8 project owners to request housing assistance payments by vouchers submitted monthly through the Tenant Rental Assistance Certification System (TRACS). Vouchers are due the tenth (10th) day of the month preceding the month for which the owner is requesting payment. For vouchers received after the tenth (10th) day of the previous month, the contractor must submit the voucher within twenty calendars days of receipt. A contractor may not pay owners until owner vouchers are received, reviewed, and approved.

3. Do Intake for and Respond to Tenant Health, Safety, and Maintenance Issues.

· The contractor must accept and record tenant concerns and inquiries related to health, safety, and maintenance issues and follow-up with owners to ensure that owners take appropriate corrective actions.

4. Submit Contractor Financial Records and Certifications.

· The contractor must maintain complete and accurate financial records covering the contractor's contract administration of Covered Units. If the contractor is required to submit audited financial statements under the Office of Management and Budget (OMB) Circular A-133, the contractor must submit audited annual financial statements that fully comply with the requirements of OMB Circular A-133 by the earlier of thirty (30) days after receipt of the auditor's report, or nine (9) months after the contractor’s fiscal year end. This audit must be performed by an Independent Auditor.

III. INSTRUCTIONS TO RESPONDENTS

Interested parties are requested to respond to this Sources Sought by responding to the Questionnaires below. Respondents must provide the responses below the questions on the Questionnaires. There are two (2) Questionnaires - Questionnaire for National Tasks and Questionnaire for Regional Tasks. Respondents may provide responses to either Questionnaire or both Questionnaires, if qualified. Respondents are encouraged, if qualified, to provide answers to both Questionnaires, but may provide responses to only one of the Questionnaires if the respondent does not meet the qualifications for both.

A. Due Date - Responses to this Sources Sought are due on Tuesday, December 6, 2016 at 5:00 pm CST. Responses received after the specified date and time may not be considered.

B. Response Submission

1. Questionnaire for National Tasks

Responses to the Questionnaire for National Tasks shall be submitted below each question on the Questionnaire. The completed Questionnaire with responses shall be submitted in Microsoft (MS) Word and shall not exceed fifteen (15) pages. Respondents must use 12 point Times New Roman font type with 1-inch margins on standard 8-1/2 by 11-inch paper.

2. Questionnaire for Regional Tasks

Responses to the Questionnaire for Regional Tasks shall be submitted below each question on the Questionnaire. The completed Questionnaire with responses shall be submitted in Microsoft (MS) Word and shall not exceed sixteen (16) pages. Respondents must use 12 point Times New Roman font type with 1-inch margins on standard 8-1/2 by 11-inch paper.

C. Graphics or pictures are not allowed. Illustrations such as tables, flowcharts, organizational charts, process charts, diagrams, or other similar type informational charts may be used and will be counted against the page count limitations noted above. Please ensure all illustrations have readable font size for the text. Files submitted shall not contain Macros or exceed more than a total of 5MB.

D. All responses must be UNCLASSIFIED and will become Government property, and will not be returned. Standard marketing brochures or catalogs will be discarded.

E. The Government recognizes that proprietary data may be a part of your submittal. If so, clearly mark such restricted or propriety data and present it as an addendum to the non-restricted/non propriety information. All submittals received will be reviewed for informational purposes. The Government reserves the right to independently verify all information submitted.

F. Reponses that are not in accordance with the instructions above, including the due date and time and page limitations, may not be considered.

G. Responses shall be emailed to the following: PBCA@hud.gov; Cathy.J.Baker@hud.gov; and Leroy.H.White@hud.gov

IV. QUESTIONNAIRE – National Tasks

Interested parties are requested to respond to this Sources Sought Questionnaire below for National Tasks.

A. Section 1: Corporate Description Provide all answers below the question.

Responses must include all of the following information:

1. Name of firm, CAGE Code and DUNS Number.

2. State the business size status and NAICS code, including whether: Small, Small Disadvantaged, 8(a), Women-Owned, HUBZone, Veteran Owned and/or Service Disabled Veteran-Owned Business, etc.

3. Points of contact, including: Name, Title, Phone, and E-mail Address.

4. Affiliate information, including parent corporation, joint venture partners, potential teaming partners, prime contractor (if potential sub) or subcontractors (if potential prime).

B. Section 2: Firm’s Experience Provide all answers below the question.

Please indicate the extent of your firm’s experience in performing Multifamily Rent Subsidy Contract Management or similar services. If the firm is partnering or subcontracting with other firms, please provide separately the experience of each firm. Please review the PBCA Multifamily Rent Subsidy Contract Management Services Brief above.

C. Section 3: Multifamily Rent Subsidy Contract Management or Similar Services

Describe your firm’s experience in Multifamily Rent Subsidy Contract Management or Similar Services. Specifically:

1. What experience does your firm have in working with housing subsidy contract payments, including but not limited to multifamily housing subsidy programs or similar services. Please include in your response the duration for each contract performance to date. Further, clearly explain your scope of work performed, the geographic area covered, and an estimate of the number of properties or units served under each contract.

2. What experience does your firm have with administering and managing the oversight of rent subsidy contracts with multifamily properties, including the renewal of and rent adjustments on those contracts, or similar services. Please include in your response the duration for each contract performance to date. Further, clearly explain your scope of work performed, the geographic area covered, and an estimate of the number of properties or units served under each contract.

3. What experience does your firm have with performing utility analyses on subsidized multifamily properties or similar services? Please include in your response the duration for each contract performance to date. Further, clearly explain your scope of work performed, the geographic area covered, and an estimate of the number of properties or units served under each contract.

D. Section 4: Key Personnel Please review the PBCA Multifamily Rent Subsidy Contract Management Services Brief above.

Provide all answers below..

Please describe the types of labor categories, years of experience and level of experience (e.g. certifications, degrees, etc.) that you use to perform the services requested, including but not limited to:

1. Experience and technical expertise in managing the oversight of rent subsidy programs and the proper adjustment of rents on an annual basis for government subsidy contracts. Experience properly overseeing and accounting for a utility allowance in the context of multifamily, subsidized properties

2. Experience in advising property owners and agents on various renewal options available based on the circumstance and acting as an advocate for the program. Experience properly identifying and calculating the proper level of rent adjustment.

PLEASE DO NOT PROVIDE ANY SUPPLEMENTAL INFORMATION. DO NOT SUBMIT TECHNICAL OR COST PROPOSALS OR ANY OTHER INFORMATION. THE PURPOSE OF THIS MARKET RESEARCH IS TO OBTAIN OVERALL SUMMARY INFORMATION.

YOU ARE REQUESTED TO ANSWER THE QUESTIONS LISTED IN THE QUESTIONNAIRE ONLY.

V. QUESTIONNAIRE – Regional Tasks

Interested parties are requested to respond to this Sources Sought Questionnaire below for Regional Tasks.

A. Section 1: Corporate Description Provide all answers below the question.

Responses must include all of the following information:

1. Name of firm, CAGE Code and DUNS Number.

2. State the business size status and NAICS code, including whether: Small, Small Disadvantaged, 8(a), Women-Owned, HUBZone, Veteran Owned and/or Service Disabled Veteran-Owned Business.

3. Points of contact, including: Name, Title, Phone, and E-mail Address.

4. Affiliate information, including parent corporation, joint venture partners, potential teaming partners, prime contractor (if potential sub) or subcontractors (if potential prime).

B. Section 2: Firm’s Experience

Please indicate the extent of your firm’s experience in performing Multifamily Rent Subsidy Contract Management or similar services. If the firm is partnering or subcontracting with other firms, please provide separately the experience of each firm. Please review the PBCA Multifamily Rent Subsidy Contract Management Services Brief above.

C. Section 3: Multifamily Rent Subsidy Contract Management or Similar Services

Describe your firm’s experience in Multifamily Rent Subsidy Contract Management or Similar Services. Specifically:

1. What experience does your firm have in working with housing subsidy contract payments, including but not limited to multifamily housing subsidy programs? Please include in your response the duration for each contract performance to date. Further, clearly explain your scope of work performed, the geographic area covered, and an estimate of the number of properties or units served under each contract.

2. What experience does your firm have performing on-site inspections of multifamily housing properties, including but not limited to an inspection of physical condition, occupancy levels, income verification, and rent rolls, or similar services? Please include in your response the duration for each contract performance to date. Further, clearly explain your scope of work performed, the geographic area covered, and an estimate of the number of properties or units served under each contract.

3. What is your firm’s experience with processing payments made as part of a rent subsidy contract, including verification of the appropriate voucher amount and any special claims, or similar services? Please include in your response the duration for each contract performance to date. Further, clearly explain your scope of work performed, the geographic area covered, and an estimate of the number of properties or units served under each contract.

4. What is your firm’s experience in doing intake, recordation, and follow-up on tenant complaints, including those of a time-sensitive nature such as those effecting the health and safety of tenants, or similar services. Please include in your response the duration for each contract performance to date. Further, clearly explain your scope of work performed, the geographic area covered, and an estimate of the number of properties or units served under each contract.

D. Section 4: Key Personnel Please review the PBCA Multifamily Rent Subsidy Contract Management Services Brief above.

Provide all answers below.

Please describe the types of labor categories, years of experience and level of experience (e.g. certifications, degrees, etc.) that you use to perform the services requested, including but not limited to:

1. Experience and technical expertise in overseeing rent subsidy programs, including the verification and payment of vouchers, performance of on-site inspections, and intake and resolution of tenant complaints.

2. Experience in working with and managing the processing and payment of housing subsidy contract vouchers, including special claims. Familiarity and experience with the various situations such as property vacancy issues and verification of validity of submitted vouchers.

3. Experience working with and managing the inspection of properties that have units subsidized through housing subsidy contracts or programs. Familiarity and experience with inspection of the property’s physical condition, tenant records, and property management staff as required. Knowledge of inspection protocol for affordable housing properties and identifying non-compliance issues through an on-site inspection.

4. Experience working with and managing a working group specializing in receiving and documenting issues raised by tenants via phone call. Experience following-up on issues to confirm resolution. Experience with processing and achieving resolution of complaints of an urgent nature, including those pertaining to the health and safety of tenants.

PLEASE DO NOT PROVIDE ANY SUPPLEMENTAL INFORMATION. DO NOT SUBMIT TECHNICAL OR COST PROPOSALS OR ANY OTHER INFORMATION. THE PURPOSE OF THIS MARKET RESEARCH IS TO OBTAIN OVERALL SUMMARY INFORMATION.

YOU ARE REQUESTED TO ANSWER THE QUESTIONS LISTED IN THE QUESTIONNAIRE ONLY.

MARKET RESEARCH ONLY – BRIEF DESCRIPTION OF SERVICES

Market Research – FAR Part 10 Page 10 of 10 Brief and Questionnaire PBCA Multifamily Rent Subsidy Contract Management Services