amendment1.pdf

Solicitation: DU208WR-15-R-0001

TABLE OF CONTENTS Item starts on Page

Section A - FORM 1449 SECTION B - Supplies or Services/Prices SECTION C - Description/Specifications SECTION D - Packaging and Marking SECTION E - Inspection and Acceptance

2452.246-70 INSPECTION AND ACCEPTANCE. (FEB 2006)

SECTION F - Deliveries or Performance

2452.211-70 EFFECTIVE DATE AND CONTRACT PERIOD. (FEB 2006) - ALTERNATE I

(FEB 2006)

SECTION G - Contract Administration Data

2452.232-70 PAYMENT SCHEDULE AND INVOICE SUBMISSION (FIXED-PRICE). (DEC

2012) SECTION H - Special Contract Requirements SECTION I - Contract Clauses

52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR

EXECUTIVE ORDERS - COMMERCIAL ITEMS. (JUN 2014) - ALTERNATE II (MAY 2014)

52.252-2 CLAUSES INCORPORATED BY REFERENCE. (FEB 1998)

52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES. (APR 1984)

2452.203-70 PROHIBITION AGAINST THE USE OF GOVERNMENT EMPLOYEES. (FEB 2006)

2452.204-70 PRESERVATION OF, AND ACCESS TO, CONTRACT RECORDS (TANGIBLE AND

ELECTRONICALLY STORED INFORMATION (ESI) FORMATS). (DEC 2012)

2452.209-71 LIMITATION ON FUTURE CONTRACTS. (FEB 2000). Error! Bookmark not defined.

2452.209-72 ORGANIZATIONAL CONFLICTS OF INTEREST. (APR 1984)

2452.216-76 MINIMUM AND MAXIMUM QUANTITIES OR AMOUNTS FOR ORDER. (DEC 2012)

2452.216-78 ORDERING PROCEDURES. (FEB 2006)

2452.222-70 ACCESSIBILITY OF MEETINGS, CONFERENCES, AND SEMINARS TO

PERSONS WITH DISABILITIES. (FEB 2006)

2452.227-70 GOVERNMENT INFORMATION. (DEC 2012)

2452.237-70 KEY PERSONNEL. (FEB 2006)

2452.237-73 CONDUCT OF WORK AND TECHNICAL GUIDANCE. (DEC 2012)

2452.237-75 ACCESS TO HUD FACILITIES. (DEC 2012)

2452.237-77 TEMPORARY CLOSURE OF HUD FACILITIES. (DEC 2012)

2452.239-70 ACCESS TO HUD SYSTEMS. (DEC 2012)

2452.239-71 INFORMATION TECHNOLOGY VIRUS SECURITY. (FEB 2006)

SECTION J - List of Documents, Exhibits and Other Attachments

1. Agreement to Relocate

2. Letter to Taxing Authority

3. Management Letter to Tenant

4. Property Management Plan

5. Quality Assurance Surveillance Plan

6. Receipt for Security Deposit

7. Relocation Form - Declination of Offer to Relocate

8. Receipt for Utility Deposit/Transfer Fee

9. Sample Authorization for Release of Information

TABLE OF CONTENTS Item starts on Page

10. Consent of Resident to Use a Portion of Relocation Benefits

11. Resident’s Relocation Expense/Reimbursement Release Form

12. Release and Assumption of Liability Agreement

13. Emergency Housing/Temporary Hotel Stay

14. Sample-Relocation- Frequently Asked Questions

15. Sample-Relocation News Letter

16. Pricing Document (Solicitation only)

17. Non-Disclosure Statement (Solicitation only)

18. Past Performance Information (Solicitation only)

19. Past Performance Survey (Solicitation only)

20. Estimated CLIN Quantities (Solicitation only) SECTION K - Representations, Certifications, and Other Statements of Bidders

52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS. (APR 2010) 110

52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS. (JUL 2013).. 112

52.222-22 PREVIOUS CONTRACTS AND COMPLIANCE REPORTS. (FEB 1999)

SECTION L - Instructions,Conditions, and Notices to Bidders SECTION M - Evaluation Factors for Award The solicitation goes through page 134.

SECTION B - Supplies or Services/Prices

B.1. GEOGRAPHIC AREA AND PERIOD OF PERFORMANCE

Projects will be located in the continental United States, Alaska, Hawaii, Puerto Rico, and the U.S. Virgin Islands. HUD reserves the right to revise the geographical area if it is in the best interest of the Government. The period of performance is one year with four (4) one year options.

B.1.1 Property Management Contract Line Item Numbers will be divided up into five (5) regions, as follows:

Region 1 Northeast: Connecticut, Delaware Maine, Maryland, Massachusetts, New Hampshire, Rhode Island, Vermont, New Jersey, New York, Pennsylvania, Virginia and Washington DC

Region 2 Midwest: Illinois, Indiana, Michigan, Ohio, Wisconsin, Iowa, Kansas, Minnesota, Missouri, Nebraska, North Dakota, and South Dakota

Region 3 South: Florida, Georgia, North Carolina, South Carolina, West Virginia, Alabama, Kentucky, Mississippi, Tennessee, Arkansas, Louisiana, Oklahoma, and Texas

Region 4 West: Arizona, Colorado, Idaho, Montana, Nevada, New Mexico, Utah, Wyoming, California, Oregon, and Washington

Region 5: Outside the Continental United States: Alaska, Hawaii, Puerto Rico, and the U.S.

Virgin Islands

B.2. CONTRACT LINE ITEM NUMBERS AND PRICES

This table is to be completed by the Contractor Pricing should be sure to reflect costs such as on-site staffing for properties where the contractor is managing the properties.

Base Period 12 Months

Contract Line Item Number

Description of Requirement Estimated Quantity

Unit Price per Unit per Month

Total CLIN (Est.

Quantity * Unit Price)

0001 Property Management

0001AA Task 1- Region 1 Property Management 5-50 Units 3

0001AB Task 1- Region 1 Property Management 51-150 Units 3

0001AC

Task 1- Region 1 Property Management 151-300 Units

0001AD Task 1- Region 1 Property Management 301 + Units 3

0001AE Task 1- Region 1 Property Management Vacant 3

0001AF Task 1- Region 1 Property Management Land 3 0001BA Task 1- Region 2 Property Management 5-50 Units 3 0001BB Task 1- Region 2 Property Management 51-150 Units 3

0001BC

Task 1- Region 2 Property Management 151-300 Units

0001BD Task 1- Region 2 Property Management 301 + Units 3 0001BE Task 1- Region 2 Property Management Vacant 3 0001BF Task 1- Region 2 Property Management Land 3 0001CA Task 1- Region 3 Property Management 5-50 Units 3 0001CB Task 1- Region 3 Property Management 51-150 Units 3

0001CC

Task 1- Region 3 Property Management 151-300 Units

0001CD Task 1- Region 3 Property Management 301 + Units 3 0001CE Task 1- Region 3 Property Management Vacant 3 0001CF Task 1- Region 3 Property Management Land 3 0001DA Task 1- Region 4 Property Management 5-50 Units 3 0001DB Task 1- Region 4 Property Management 51-150 Units 3

0001DC

Task 1- Region 4 Property Management 151-300 Units

0001DD Task 1- Region 4 Property Management 301 + Units 3 0001DE Task 1- Region 4 Property Management Vacant 3 0001DF Task 1- Region 4 Property Management Land 3 0001EA Task 1- Region 5 Property Management 5-50 Units 3 0001EB Task 1- Region 5 Property Management 51-150 Units 3

0001EC

Task 1- Region 5 Property Management 151-300 Units

0001ED Task 1- Region 5 Property Management 301 + Units 3 0001EE Task 1- Region 5 Property Management Vacant 3 0001EF Task 1- Region 5 Property Management Land 3 0001FA Property Management Incentive Fee Not to Exceed* 1 TBD TBD

0001FB Property Management Cost Reimbursable Not to 1 TBD TBD

Exceed*

0001FC Property Management Travel Not to Exceed* 1 TBD TBD

0002 Tenant Relocation

0002AA Task 2-Tenant Relocation 1-20 Families 20 0002AB Task 2-Tenant Relocation 21-50 Families 15

0002AC Task 2-Tenant Relocation 51-100 Families 15

0002AD Task 2-Tenant Relocation 100 + Families 20

0002BA Tenant Relocation Incentive Fee Not to Exceed* 1 TBD TBD

0002BB

Tenant Relocation Cost Reimbursable Not to Exceed*

TBD TBD

0002BC Tenant Relocation Travel Not to Exceed* 1 TBD TBD

TOTAL BASE PERIOD PRICE

* Incentive Fee, Cost Reimbursable, and Travel CLINS shall be established by the Government

Option Period One 12 Months

Contract Line Item Number

Description of Requirement Quantity

Unit Price per Unit per Month

Total CLIN (Est.

Quantity * Unit Price)

1001 Property Management

1001AA Task 1- Region 1 Property Management 5-50 Units 3

1001AB Task 1- Region 1 Property Management 51-150 Units 3

1001AC

Task 1- Region 1 Property Management 151-300 Units

1001AD Task 1- Region 1 Property Management 301 + Units 3

1001AE Task 1- Region 1 Property Management Vacant 3

1001AF Task 1- Region 1 Property Management Land 3 1001BA Task 1- Region 2 Property Management 5-50 Units 3 1001BB Task 1- Region 2 Property Management 51-150 Units 3

1001BC

Task 1- Region 2 Property Management 151-300 Units

1001BD Task 1- Region 2 Property Management 301 + Units 3 1001BE Task 1- Region 2 Property Management Vacant 3 1001BF Task 1- Region 2 Property Management Land 3 1001CA Task 1- Region 3 Property Management 5-50 Units 3 1001CB Task 1- Region 3 Property Management 51-150 Units 3

1001CC

Task 1- Region 3 Property Management 151-300 Units

1001CD Task 1- Region 3 Property Management 301 + Units 3 1001CE Task 1- Region 3 Property Management Vacant 3 1001CF Task 1- Region 3 Property Management Land 3 1001DA Task 1- Region 4 Property Management 5-50 Units 3 1001DB Task 1- Region 4 Property Management 51-150 Units 3

1001DC

Task 1- Region 4 Property Management 151-300 Units

1001DD Task 1- Region 4 Property Management 301 + Units 3 1001DE Task 1- Region 4 Property Management Vacant 3 1001DF Task 1- Region 4 Property Management Land 3 1001EA Task 1- Region 5 Property Management 5-50 Units 3 1001EB Task 1- Region 5 Property Management 51-150 Units 3

1001EC

Task 1- Region 5 Property Management 151-300 Units

1001ED Task 1- Region 5 Property Management 301 + Units 3 1001EE Task 1- Region 5 Property Management Vacant 3 1001EF Task 1- Region 5 Property Management Land 3

1001FA Property Management Incentive Fee Not to Exceed* 1 TBD TBD

1001FB

Property Management Cost Reimbursable Not to Exceed*

TBD TBD

1001FC Property Management Travel Not to Exceed* 1 TBD TBD

1002 Tenant Relocation

1002AA Task 2-Tenant Relocation 1-20 Families 20 1002AB Task 2-Tenant Relocation 21-50 Families 15

1002AC Task 2-Tenant Relocation 51-100 Families 15

1002AD Task 2-Tenant Relocation 100 + Families 20

1002BA Tenant Relocation Incentive Fee Not to Exceed* 1 TBD TBD

1002BB

Tenant Relocation Cost Reimbursable Not to Exceed*

TBD TBD

1002BC Tenant Relocation Travel Not to Exceed* 1 TBD TBD

TOTAL OPTION PERIOD ONE PRICE

Option Period Two 12 Months

Contract Line Item Number

Description of Requirement Quantity

Unit Price per Unit per Month

Total CLIN (Est.

Quantity * Unit Price)

2001 Property Management

2001AA Task 1- Region 1 Property Management 5-50 Units 3

2001AB Task 1- Region 1 Property Management 51-150 Units 3

2001AC

Task 1- Region 1 Property Management 151-300 Units

2001AD Task 1- Region 1 Property Management 301 + Units 3

2001AF Task 1- Region 1 Property Management Vacant 3

2001AG Task 1- Region 1 Property Management Land 3 2001BA Task 1- Region 2 Property Management 5-50 Units 3 2001BB Task 1- Region 2 Property Management 51-150 Units 3

2001BC

Task 1- Region 2 Property Management 151-300 Units

2001BD Task 1- Region 2 Property Management 301 + Units 3 2001BE Task 1- Region 2 Property Management Vacant 3 2001BF Task 1- Region 2 Property Management Land 3 2001CA Task 1- Region 3 Property Management 5-50 Units 3 2001CB Task 1- Region 3 Property Management 51-150 Units 3

2001CC

Task 1- Region 3 Property Management 151-300 Units

2001CD Task 1- Region 3 Property Management 301 + Units 3 2001CE Task 1- Region 3 Property Management Vacant 3 2001CF Task 1- Region 3 Property Management Land 3 2001DA Task 1- Region 4 Property Management 5-50 Units 3 2001DB Task 1- Region 4 Property Management 51-150 Units 3

2001DC

Task 1- Region 4 Property Management 151-300 Units

2001DD Task 1- Region 4 Property Management 301 + Units 3 2001DE Task 1- Region 4 Property Management Vacant 3 2001DF Task 1- Region 4 Property Management Land 3 2001EA Task 1- Region 5 Property Management 5-50 Units 3 2001EB Task 1- Region 5 Property Management 51-150 Units 3

2001EC

Task 1- Region 5 Property Management 151-300 Units

2001ED Task 1- Region 5 Property Management 301 + Units 3 2001EE Task 1- Region 5 Property Management Vacant 3 2001EF Task 1- Region 5 Property Management Land 3

2001FA Property Management Incentive Fee Not to Exceed* 1 TBD TBD

2001FB

Property Management Cost Reimbursable Not to Exceed*

2001FC Property Management Travel Not to Exceed* 1 TBD TBD

2002 Tenant Relocation

2002AA Task 2-Tenant Relocation 1-20 Families 20 2002AB Task 2-Tenant Relocation 21-50 Families 15

2002AC Task 2-Tenant Relocation 51-100 Families 15

2002AD Task 2-Tenant Relocation 100 + Families 20

2002BA Tenant Relocation Incentive Fee Not to Exceed* 1 TBD TBD

2002BB

Tenant Relocation Cost Reimbursable Not to Exceed*

TBD TBD

2002BC Tenant Relocation Travel Not to Exceed* 1 TBD TBD

TOTAL OPTION PERIOD TWO PRICE

Option Period Three 12 Months

Contract Line Item Number

Description of Requirement Quantity

Unit Price per Unit per Month

Total CLIN (Est.

Quantity * Unit Price)

3001 Task 1 Property Management

3001AA Task 1- Region 1 Property Management 5-50 Units 3

3001AB Task 1- Region 1 Property Management 51-150 Units 3

3001AC

Task 1- Region 1 Property Management 151-300 Units

3001AD Task 1- Region 1 Property Management 301 + Units 3

3001AE Task 1- Region 1 Property Management Vacant 3

3001AF Task 1- Region 1 Property Management Land 3 3001BA Task 1- Region 2 Property Management 5-50 Units 3 3001BB Task 1- Region 2 Property Management 51-150 Units 3

3001BC

Task 1- Region 2 Property Management 151-300 Units

3001BD Task 1- Region 2 Property Management 301 + Units 3 3001BE Task 1- Region 2 Property Management Vacant 3 3001BF Task 1- Region 2 Property Management Land 3 3001CA Task 1- Region 3 Property Management 5-50 Units 3 3001CB Task 1- Region 3 Property Management 51-150 Units 3

3001CC

Task 1- Region 3 Property Management 151-300 Units

3001CD Task 1- Region 3 Property Management 301 + Units 3 3001CE Task 1- Region 3 Property Management Vacant 3 3001CF Task 1- Region 3 Property Management Land 3 3001DA Task 1- Region 4 Property Management 5-50 Units 3 3001DB Task 1- Region 4 Property Management 51-150 Units 3

3001DC

Task 1- Region 4 Property Management 151-300 Units

3001DD Task 1- Region 4 Property Management 301 + Units 3 3001DE Task 1- Region 4 Property Management Vacant 3 3001DF Task 1- Region 4 Property Management Land 3 3001EA Task 1- Region 5 Property Management 5-50 Units 3 3001EB Task 1- Region 5 Property Management 51-150 Units 3

3001EC

Task 1- Region 5 Property Management 151-300 Units

3001ED Task 1- Region 5 Property Management 301 + Units 3 3001EE Task 1- Region 5 Property Management Vacant 3 3001EF Task 1- Region 5 Property Management Land 3

3001FA Property Management Incentive Fee Not to Exceed* 1 TBD TBD

3001FB

Property Management Cost Reimbursable Not to Exceed*

3001FC Property Management Travel Not to Exceed* 1 TBD TBD

3002 Task 2-Tenant Relocation

3002AA Task 2-Tenant Relocation 1-20 Families 20 3002AB Task 2-Tenant Relocation 21-50 Families 15

3002AC Task 2-Tenant Relocation 51-100 Families 15

3002AD Task 2-Tenant Relocation 100 + Families 20

3002BA Tenant Relocation Incentive Fee Not to Exceed* 1 TBD TBD

3002BB

Tenant Relocation Cost Reimbursable Not to Exceed*

TBD TBD

3002BC Tenant Relocation Travel Not to Exceed* 1 TBD TBD

TOTAL OPTION PERIOD THREE PRICE

Option Period Four 12 Months

Contract Line Item Number

Description of Requirement Quantity

Unit Price per Unit per Month

Total CLIN (Est.

Quantity * Unit Price)

4001 Property Management

4001AA Task 1- Region 1 Property Management 5-50 Units 3

4001AB Task 1- Region 1 Property Management 51-150 Units 3

4001AC

Task 1- Region 1 Property Management 151-300 Units

4001AD Task 1- Region 1 Property Management 301 + Units 3

4001AE Task 1- Region 1 Property Management Vacant 3

4001AF Task 1- Region 1 Property Management Land 3 4001BA Task 1- Region 2 Property Management 5-50 Units 3 4001BB Task 1- Region 2 Property Management 51-150 Units 3

4001BC

Task 1- Region 2 Property Management 151-300 Units

4001BD Task 1- Region 2 Property Management 301 + Units 3 4001BE Task 1- Region 2 Property Management Vacant 3 4001BF Task 1- Region 2 Property Management Land 3 4001CA Task 1- Region 3 Property Management 5-50 Units 3 4001CB Task 1- Region 3 Property Management 51-150 Units 3

4001CC

Task 1- Region 3 Property Management 151-300 Units

4001CD Task 1- Region 3 Property Management 301 + Units 3 4001CE Task 1- Region 3 Property Management Vacant 3 4001CF Task 1- Region 3 Property Management Land 3 4001DA Task 1- Region 4 Property Management 5-50 Units 3 4001DB Task 1- Region 4 Property Management 51-150 Units 3

4001DC

Task 1- Region 4 Property Management 151-300 Units

4001DD Task 1- Region 4 Property Management 301 + Units 3 4001DE Task 1- Region 4 Property Management Vacant 3 4001DF Task 1- Region 4 Property Management Land 3 4001EA Task 1- Region 5 Property Management 5-50 Units 3 4001EB Task 1- Region 5 Property Management 51-150 Units 3

4001EC

Task 1- Region 5 Property Management 151-300 Units

4001ED Task 1- Region 5 Property Management 301 + Units 3 4001EE Task 1- Region 5 Property Management Vacant 3 4001EF Task 1- Region 5 Property Management Land 3

4001FA Property Management Incentive Fee Not to Exceed* 1 TBD TBD

4001FB

Property Management Cost Reimbursable Not to Exceed*

TBD TBD

4001FC Property Management Travel Not to Exceed* 1 TBD TBD

4002 Tenant Relocation

4002AA Task 2-Tenant Relocation 1-20 Families 20 4002AB Task 2-Tenant Relocation 21-50 Families 15

4002AC Task 2-Tenant Relocation 51-100 Families 15

4002AD Task 2-Tenant Relocation 100 + Families 20

4002BA Tenant Relocation Incentive Fee Not to Exceed* 1 TBD TBD

4002BB

Tenant Relocation Cost Reimbursable Not to Exceed*

TBD TBD

4002BC Tenant Relocation Travel Not to Exceed* 1 TBD TBD

TOTAL OPTION PERIOD FOUR PRICE

* Incentive Fee, Cost Reimbursable, and Travel CLINS shall be established by the Government

Total Proposed Price Base Period $_____________________

Total Proposed Price Option Period 1 $____________________

Total Proposed Price Option Period 2 $____________________

Total Proposed Price Option Period 3 $____________________

Total Proposed Price Option Period 4 $____________________

Overall Total Price $____________________

SECTION C - Description/Specifications

Performance Work Statement

Multifamily Property Management and Tenant Relocation, C.1. INTRODUCTION:

This is a performance-based work statement, described in detail in Section C, addressing the provision of property management and relocation services for HUD’s Property Disposition Division. The property management services will be limited to HUD-owned and Mortgagee-in-Possession (MIP) properties. The relocation services provided pursuant to this work statement will primarily be for tenants at insured and uninsured HUD-owned and MIP properties, and properties where the Housing Assistance Payments Contract has been abated. The PD Division provides property management and relocation services for the entire country.

C.2. BACKGROUND:

C.2.1. HUD is committed to taking the necessary actions to ensure that both the quality of housing and quality of life for residents in these properties are upgraded to and/or maintained at Departmental standards.

C.2.2. HUD has established a process to keep its commitment to provide safe and affordable housing to families in HUD-assisted properties, carrying out various enforcement strategies where there are non-performing property owners and/or management agents. While property takeovers or abatement of Section 8 Housing Assistance Payment (HAP) Contracts would be actions of last resort, such actions and subsequent relocation of tenants may be the appropriate action when owners and management agents are not fulfilling their contractual obligations. Thus, HUD is anticipating that it will continue to need property management and relocation services at multifamily properties where the Department initiates property takeover or enforcement action. However, HUD cannot, since there are so many variables involved, predict with any degree of accuracy how many relocations or properties requiring management services will be needed.

C.2.3. Properties assigned under this contract may have significant physical deterioration and/or deferred maintenance issues. Property conditions may require special attention or additional time, such as, scattered sites covering more than a 25 mile radius, high rise buildings, known structural problems, and/or located in high crime areas.

C.3.0. OBJECTIVE:

C.3.1. The purpose of this contract is to obtain the services of multifamily property management and tenant relocation with professional expertise in multifamily property management and tenant relocation services for market rate, section 8 and elderly properties. Contractors are expected to be individuals or firms that are highly qualified, knowledgeable and capable of performing the required services as defined in Section C.11 and C.12 of this contract and in the relevant HUD Handbooks and guides. The names of the principal persons who are to perform these services are to be listed in Section G.

C.3.2. The Contractor must have the capacity to provide the necessary services, facilities, professional and technical personnel, and all else necessary to manage properties and relocate tenants in accordance with the contract.

C.3.3. The Contractor must have the capacity to provide multiple contract requirements within the same timeframe in differing parts of the contract’s jurisdiction.

C.4. Acronyms:

ALF Assisted Living Facility CFR Code of Federal Regulations CSMS/PMS Comprehensive Service and Monitoring System/Property

Management System CO Contracting Officer DSS/GR Decent, Safe and Sanitary and In Good Repair FAR Federal Acquisition Regulation GTM Government Technical Monitor GTR Government Technical Representative HAP Housing Assistance Payment (Contract) HUD U.S. Department of Housing and Urban Development HUDAR HUD’s Acquisition Regulation MIP Mortgagee-in-Possession NLT No Later Than PD Property Disposition PMS Property Management System PIV Personal Identity Verification Card PO Purchase Order QC Quality Control RFP Request for Proposal SCLS Service Contract Labor Standards SF Standard Form SME Subject Matter Expert

C.5. Definitions:

Annually: Once a year.

Bi-Weekly: Once every two weeks.

Business Day: Monday through Friday, excluding federally observed holidays.

Calendar Day: Sunday through Saturday.

Common Areas: The physical areas within a property that are normally accessible and open to residents. The term includes facilities and amenities such as swimming pools, health spas, special function rooms, etc.

Contracting Officer: The HUD official authorized to execute and administer this contract on behalf of HUD including any duly appointed successor or authorized representative.

Contractor: The individual, partnership, corporation, or other entity that is the party subject to the terms and conditions of this Contract

Day: Unless otherwise defined “day” shall always represent calendar day.

Defective Service: The term refers to the performance or non-performance of services under a contract that does not meet the standard of performance requirement as specified in the Contract.

Directives: Written instructions issued within the Government to implement program requirements. These directives may be "Handbooks," "Notices," "Special Directives” and memoranda. Directives shall apply to the work performed by the Contractor as expressly stated and referenced in this Contract.

Decent, Safe and Sanitary and in Good Repair (DSS/GR): means that the property and each unit in the property must, at a minimum, fully meet local building, housing, safety and health codes.

Federal Acquisition Regulation: Found at 48 CFR Chapter 1. The FAR is the Federal regulation that governs all Federal contracting.

Fiscal year: The Government's accounting period - the 12 months starting on October 1 of the current year and ending September 30 of the next calendar year (e.g., 10/1/05 - 9/30/06).

“Government”, “HUD”, and “Department”: will be used interchangeably to mean the United States Department of Housing and Urban Development.

GTM: The Government Technical Monitor designated by the GTR to provide technical monitoring, advice, and assistance to aid the GTR in the technical direction and evaluation of the Contractor’s performance. The Contracting Officer appoints the GTM in writing.

GTR: The Government Technical Representative acts as the contracting officer’s representative in all matters concerning the technical aspects of the contract. The GTR is responsible for the technical direction and evaluation of the Contractor’s performance but does not have the authority to modify the contract in any way. The Contracting Officer appoints the GTR in writing.

National Housing Act: The National Housing Act - PL 479, 73rd Congress, 48 Stat. 1246, 12

U.S.C. 1701 et seq.

HUDAR: HUD Acquisition Regulation, found at 48 CFR Chapter 24. The HUDAR is HUD's procurement regulation implementing and supplementing the FAR.

Key Personnel: Management staff identified in the Offeror’s proposal and later identified in Section I under Key Personnel in the contract. Individuals must be in a position of authority (line manager) above the on-site manager, and/or on-site maintenance personnel. Additionally, other essential personnel the Contractor shall designate as a key person involved in oversight of the responsibilities under the contract are key personnel. All key personnel are subject to the provisions of HUDAR 2452.237-70.

Latent Defect: Defects that existed at the time of acceptance and that could not have been discovered by observation or inspection made with ordinary care.

Low-Income Person/Family: Low-income person or family annual income does not exceed 80% of the median income, in a geographic area with adjustments for larger and smaller families. Median income for a geographic area can be obtained by contacting the GTM.

Low Income Resident: A low-income person or family who resides in the property (or properties) managed under this Contract.

Median Income- Median income is the amount that divides the income distribution into two equal groups, half having income above that amount, and half having income below that amount.

Monthly: Refers to once each calendar month.

Multifamily: Multifamily, generally refers to 5 or more units of residential housing.

Normal Business Hours: 8:00 am to 4:30 pm local time.

PD Division: The Division activities consist of the management, relocation and sale of those properties acquired by HUD and those in MIP status.

Pass-Through Cost: Any actual cost or expenditure that is incurred or made relative to the direct on-site management of a property assigned under the contract. These costs are covered by an operating budget established for the property and approved by HUD. The cost would include all operating expenses of the property and direct costs incurred at the property for the day-to-day operations of the property; security services, any repairs or subContractor for work performed at the property such as utility expenses incurred by the property. The expenses identified, as pass-through costs are direct expenses to the property with no profits nor benefits realized by the Contractor. Pass-through costs are not deemed as a Contractor’s expense or revenue.

Patent Defect: Defects actually known at the time of acceptance.

Procurement: Acquisition of supplies or services by means of purchasing or awarding contracts/subcontracts.

Property Manager: The individual, partnership, corporation, or other entity that is the party subject to the terms and conditions of this contract. This contract uses the term “Contractor” rather than “Property Manager.”

Prorated: A distribution of charges when multiple properties (more than one FHA case Number) are shared by one office and utilities/services are shared. Charges are to be prorated by the number of units at each property.

Quality Assurance: A plan and systematic pattern of all Government actions, to provide confidence that adequate technical requirements are established, products and services conform to established technical requirements, and satisfactory performance is achieved.

Quality Control: Those actions taken by the Contractor to control the production of outputs to ensure that they conform to the contract requirements.

Quarterly: Once every three calendar months (i.e., January – March, April – June, July – September and October – December). In reference to quarterly inspections, the dates of quarterly inspections are to be determined by the assignment date of a property.

Section 8: “Section 8” is a common name for the Housing Choice Voucher Program, funded by the HUD which provides tenant based rental assistance.

Section 8 Vouchering: Application process to obtain subsidy payments.

Service Contract Labor Standards: The Service Contract Labor Standards is applicable to persons employed by the Contractor; however, persons employed in a bona fide executive, administrative, or professional capacity as defined in Part 541 of Title 29,CFR, are exempt.

Specialized Facilities: These facilities are defined as, assisted living facilities, nursing homes, and retirement centers.

Subject Matter Expert: Provides technical monitoring, advice, and assistance to aid the GTR in the technical direction and evaluation of the Contractor’s performance.

Task Order: An order for services placed against an established contract authorized by the Contracting Officer.

Tenant Relocation Meeting. A meeting held at the beginning of the relocation process to inform tenants of available assistance. The local Housing Authority and a representative from Property Disposition Division, when available, make presentations at the meeting. The purpose of the meeting is to explain to the tenants the reason for the relocation decision and the relocation benefits that are being offered to the tenants. The Relocation Coordinator participates in the meeting by explaining both orally and in writing to the tenants the relocation process and benefits. The local Housing Authority participates in the meeting by explaining its role and responsibilities

TRACS: Tenant Rental Assistance Certification System: Collects and maintains accurate certified tenant rental assistance data.

Very Low-Income Person. A person whose annual income does not exceed 50% of the median income in a geographic area with adjustments for smaller and larger families. Median income for a geographic area can be obtained by contacting the GTM.

Wages: Payment for services as appropriate with the service Contract labor Standards applicable wage determination.

Weekly: Once every seven days.

C.6. APPLICABLE DOCUMENTS

C.6.1 HUD Handbooks:

HUD Handbook 4315.1, Rev. 1, Changes 1 & 2 – Multifamily Property Disposition

HUD Handbook 4350.1 – Multifamily Asset Management and Project Servicing

HUD Handbook 4350.3 – Occupancy Requirements of Subsidized Multifamily Housing Programs

HUD Handbook 1378 – Tenant Assistance Relocation and Real Property Acquisition

Property Management System (PMS) User Manual

C.6.2 Statutes, Regulations and Notices as related to: Multifamily Property Disposition:

24 CFR Part 290 – Disposition of Multifamily Projects and Sale of HUD-held Multifamily Mortgages

42 CFR Part 24 – Uniform Relocation Assistance and Real Property Acquisition for Federal and Federally-Assisted Programs

24 CFR Part 886 – Section 8 Housing Assistance Program; Special Allocations

24 CFR Part 882 – Section 8 Moderate Rehabilitation Programs

C.7. Government Furnished Information:

C.7.1. The Government shall furnish property, equipment and services as listed:

C.7.2. For the Contractor’s use, the Government shall provide access to CSMS/PMS, or its successor.

C.7.3 As approved by the GTM, the Contractor shall purchase and deliver to each assigned property a personal computer. The computer must have the capability for direct entry into CSMS/PMS, or its successor. The computer software must have the capability of running Microsoft Windows and have E-mail or other acceptable method to enable direct PC-to-PC communication with HUD and transmittal of spreadsheets and documents in HUD format. The purchase of a personal computer and Internet access is a property expense.

C.8 CONTRACTOR-FURNISHED COMPUTER EQUIPMENT AND SERVICES

C.8.1. The following items are required at the Contractor’s office in order to perform under the contract:

C.8.1.1. A toll free telephone number shall be established by the Contractor and provided to tenants and HUD personnel for daily operational business.

C.8.2. Interface Equipment and Software: Interface equipment must have the capability of providing direct data entry into CSMS/PMS, or its successor and TRACS. The Contractor shall provide equipment that has the capability of running Microsoft Windows or any other word processing or data processing systems accepted by HUD.

C.8.3. Personal Computer Software: Personal computer must have E-mail or other acceptable method to enable direct PC-to-PC communication with HUD and transmittal of spreadsheets and documents.

C.8.4. Facsimile Machine: The Contractor shall have a fax machine capable of receiving and transmitting documents at any time.

C.8.5. Within 10 business days, after the execution of this contract, the Contractor shall submit to the GTR, all forms that shall be used to manage the work required under this contract for property management and relocation services. The GTR shall notify the Contractor in writing of approval of forms to be used or provide suggestive changes to the forms within five (5) business days of the Contractor’s submission.

C.8.5.1. Relocation Newsletter

C.8.5.2. Frequently Asked Questions (FAQ)

C.8.5.3. Emergency Housing Tenant Release Agreement

C.8.5.4. Agreement to Relocate

C.8.5.5. Declination of Offer to Relocate

C.8.5.6. Authorization for Release of Information

C.8.5.7. Receipt of Security Deposit

C.8.5.8. Consent of Resident Release to Use a Portion of Relocation Benefits to Offset Obligations

C.8.5.9. Resident’s Relocation Expense/Reimbursement

C.8.5.10. Receipt for Utility Deposit/Transfer Fee

C. 9 SCOPE

C.9.1. Location of Properties: This contract is Nationwide covering the entire United States including Alaska, Hawaii, The Caribbean (Puerto Rico and U.S. Virgin Islands). HUD reserves the right to revise the geographical area if it is in the best interest of the Government.

C.9.2. Time and Order of Work: Delivery Schedule and due dates of deliverables are defined in the PWS. Because of the time-critical nature of health and safety issues, delivery periods are often short and require strict adherence unless otherwise agreed to, in writing by the GTR/GTM.

C.9.3. Computer Hardware and Software Requirements: The Contractor shall have necessary computer hardware and software to perform the following functions:

C.9.3.1. Send electronic mail communications.

C.9.3.2. Provide files compatible with HUD’s standard word processing and data processing systems. (HUD is presently using utilizing Microsoft Office 2010 SR-1 - Word, Excel, Access, and PowerPoint).

C.9.3.3. Provide hyperlinked index

C.9.3.4. Record and write full reports to USB Drive.

C.9.4. Communications: In addition to maintaining electronic mail, the Contractor shall have the capability to communicate with HUD via conventional telephone, wireless telephone, and facsimile transmission.

C.9.5. Coordination of Effort: It is presumed that some work under this contract may be subcontracted. Nonetheless, the Contractor shall be responsible for final review of all deliverables and shall ensure the timeliness, accuracy, and completeness of all submissions.

C.10 SPECIFIC WORK REQUIREMENTS:

C.10.1.Task Orders to be issued under this contract will be for property management and tenant relocation services as described in task assignments listed below and performed in accordance with the property management/relocation request, information and calculation sheets attached with the task order/work order. The Contractor shall be responsible for management and administration of all task orders/work orders assigned under the contract and shall furnish the necessary personnel, materials (including any packing materials necessary), labor, services, equipment, and facilities, and otherwise do all things necessary or incidental to assure completion of each assigned task order in accordance with the contract.

C.10.2. Incentive/Disincentive - The Contractor shall make every effort to contact the GTR/GTM regarding the particulars for each assigned property. The Contractor shall keep the GTR/GTM apprised of efforts taken to manage and/or relocate tenants within the scheduled time frames established in the deliverables. The GTR or a designated GTM shall establish and reconfirm the deliverable due dates in writing, for purposes of calculating incentives/disincentives. No incentive shall be paid without written confirmation of the scheduled submission dates.

C.10.2.1. Incentives and disincentives under this contract shall apply for each property management and/or relocation assigned. Applied incentives or disincentives are dependent on the review of each specified deliverable in Section C.11 and C.12 of this contract. If the Contractor submits a deliverable with minimal errors and earlier than the agreed upon due date, an incentive may be awarded. Minimal errors are not serious enough to affect the integrity of the deliverable such as: minimal misspelled words or minimal typographical errors. If the Contractor turns in a deliverable late (after the due date stated in writing from the CO/GTR/GTM) a disincentive may be charged. The Contractor will receive a disincentive if the deliverable has major errors. Major errors affect the integrity of the deliverable such as but not limited to: not reviewing and updating all tenant files; not providing a detailed management plan within the contract timeframe; not providing all required documentation; providing incorrect information; or discrepancies or conflicting information provided in the deliverable.

C.10.2.2. The GTR/GTM will provide an email confirming deliverable due dates. This email will be used for the purpose of determining incentive/disincentive due dates. The GTR or a designated GTM shall determine the deliverable due date in accordance with contract requirement deliverables. The maximum eligible amount of incentive shall be shown on the task orders. A disincentive may be assessed, but in no case shall the disincentive exceed 50% of the fee.

C.10.2.3. Incentives/disincentives shall be calculated from the deliverable due date as defined in the PWS. All hard copy deliverables must be submitted and received in the Property Disposition (PD) Division located in Fort Worth, Texas. Deliverables with due dates falling on weekends or holidays would be eligible for the incentive if the deliverable is received prior to the weekend or holiday. The deliverable would not be considered late, or subject to a disincentive, if received by the first business day following the weekend or holiday; however no incentive would be paid. Deliverables received after the first business day following a weekend or holiday shall have the disincentive assessed from the actual deliverable due date.

C.10.2.4. If a deliverable is received and deemed unacceptable due to major errors or missing information, the time during which the PD Division is reviewing the original deliverable will not be counted against the Contractor in calculating disincentive. The day the deliverable is returned to the Contractor for correction for major errors including the number of days the Contractor takes to correct major errors will be added to the number of days used in the calculation for late disincentive. This will continue until the deliverable is accepted as free from major errors.

C.10.3. A centralized, computer-based property management and accounting information system developed for use by HUD in the management of multifamily HUD-owned and Mortgagee-in-Possession (MIP) inventory shall be utilized by the contactor to maintain consistency in accounting and financial operations across the nation.

C.10.4. The Contractor has specific responsibilities pertaining to the daily operations of the project. These responsibilities include the management of tenant records, the collection and posting of rent monies, the procurement of goods and services related to daily operating expenses and the submission of invoices and tax bills for payment.

C.11 TASK 1 – Property Management:

The Contractor shall perform Property Management Services (PM) as outlined in this section.

C.11.1. The Contractor shall physically be on-site and in control of the property within 24 hours, of notification of the assignment to the Contractor’s inventory. Refer to HUD Handbook 4315.1, R-1, C-2. Weekends are not exempt from 24 hour requirement unless notified by the GTR or GTM.

C.11.2. The on-site property office shall be open five (5) days per week (M-F), 8 hours per day, during normal business hours, except for Federal holidays and inclement weather as determined by the GTM.

C.11.3.. The Contractor shall accomplish the following within the first 48 hours of property control:

C.11.3.1. Notify tenants in writing of change in management.

C.11.3.2. Begin physical inspection of the property including unit inspections.

C.11.3.3. Tenants shall be given a written notification prior to unit inspections in accordance with the local law.

C.11.3.4. Identify any emergency or adverse conditions (visible mold, leaking roofs, infestation, no working utilities, raw sewage, etc.) and prepare a written repair summary recommendation and submit to the GTR/GTM within 48 hours of completion.

C.11.3.5. Recommend to GTR and GTM if the office needs to be made accessible in accordance with Section 504 of the Rehabilitation Act of 1973.

C.11.3.6. Notify all entities in writing of change of management. Provide the GTM with a copy of the notifications within 24 hours of distribution.

C.11.3.7. The Contractor shall make a determination to directly manage or subcontract the services for Specialized Facilities in accordance with FAR Part 44.4.

(Nursing Home Services, Retirement Centers, and Alternate Living Facilities (ALFs) and notify the GTR and GTM.

C.11.4.The Contractor shall accomplish the following within five (5) business days of property control:

C.11.4.1. Within five (5) business days submit, to the GTM for review, position descriptions, names and resumes for proposed project employees. The Contractor shall notify the GTM by email when initial profiles have been initiated. All position descriptions shall be signed by each site employee and maintained at the property site.

C.11.4.2. The Contractor shall operate assigned specialized facilities through management services that shall provide and maintain the required tenant/patient level of care, bookkeeping and accounting services.

C.11.4.3. The Contractor shall ensure that licenses, permits, and certifications that are required and necessary are obtained, filed with the appropriate authorities, and displayed in compliance with any ordinance, State law, or Federal statue which requires such action.

C.11.4.4. The Contractor shall ensure that on-site employees that are hired have the required expertise and qualifications necessary to perform the services required to provide the proper level of care for the operation of the Specialized Facility assigned to them.

C.11.4.5. The Contractor shall also ensure compliance on the part of a subContractor with any directives issued by any public agency having jurisdiction in the operation of the Specialized Facility assigned.

C.11.4.6. The Contractor will be required to subcontract for security guard services as directed by the GTR/GTM. In some cases, security needs will include armed guards, unarmed guards and/or police officers. The Contractor is responsible for regularly monitoring the security subContractor. The monitoring includes, but is not limited to, confirmation of the number of guards and/or police officers per shift on a property site, verification of Contractor’s certified payrolls with adequate documentation and verification of gun permits and licenses. All wages and benefits will be according to SCA determinations.

Security Contractor invoices that are not fully compliant with the subcontract will not be paid until full compliance is achieved.

C.11.5. All services must be provided in accordance with all applicable statutes, regulations and directives.

C.11.6. All property operating expenses incurred that are necessary for the administration and operation of the assigned properties, shall be paid through the PMS accounting system or its successor.

C.11.6.1. All property expenses will be submitted to the GTR and GTM for approval prior to payment.

C.11.7. The Contractor shall accomplish the following within ten (10) business days of property control:

C.11.7.1. The Contractor shall complete a data base providing the following information for each property management assigned: Project Rental Rate to establish rental rates to be charged for units and amenities and Building Definition to show a definition of all buildings and units within the property.

C.11.7.2. The Contractor shall provide a physical summary report to the GTR/GTM including the conditions of the exterior, common areas, commercial and vacant units. Report must include repairs necessary in each vacant unit to be placed in rentable condition.

C.11.7.3. The Contractor shall determine any obvious environmental concerns and notify the GTM in writing. Examples of obvious environmental concerns are; raw sewage, exposed wiring, non-working smoke detectors, no heat, or missing entry doors. The list provided is not all-inclusive. If there are no obvious environmental concerns the Contractor shall notify the GTM in writing. Any questions or concerns should be directed to the GTR/GTM.

C.11.7.4. Establish a security deposit checking account in a federally insured financial institution and make deposit (if applicable) within 10 business days of receiving the funds. The financial institution must have a public banking office located within 10 miles of the property, unless otherwise agreed to in writing by the GTM. The account must be established in accordance with HUD Handbook 4315.1, R-1, CHG-2. The account must be in the names of the Contractor and the property. If no security deposit funds are received, upon notification from the GTM, the Contractor shall ensure that a demand letter is sent and must maintain evidence that the delinquent party receives it.

Furthermore, the Contractor must send a copy of the demand letter to the GTM within 24 hours of sending the original demand letter.

C.11.7.5. Determine the status (tenant in good standing, delinquent and/or in the process of being evicted) of all tenants including commercial tenants. If HUD-Owned property convert tenants to the HUD model lease [month-to-month]. If MIP property, convert tenants to month-to-month leases as their current lease expires, in accordance with HUD Handbook 4315.1 Rev 1 CHG 2. Identify any delinquent rents from tenants and forward a recommendation for resolution to the GTM for review and concurrence.

C.11.7.6. Remove trash, broom sweep and secure/board all vacant units.

C.11.7.7. The Contractor shall have a computer and equipment available on the property site which meets the minimum specifications as determined by HUD. If it is necessary to purchase a new computer, the Contractor shall notify the GTM prior to the purchase. A minimum of one on–site person must be trained on all systems within two-business days after the computer is installed.

C.11.8. The Contractor shall complete the initial physical survey, plan, and actions, defined in Handbook 4315.1 REV-1, CHG-2, for all units and common areas, noting conditions that do not meet the decent, safe and sanitary and in good repair (DSS/GR) standards discussed herein, and submit to the GTM within 20-business days of property control.

C.11.9. The Contractor shall accomplish the following within 30-calendar days of property control:

11.9.1. The Contractor shall notify each tenant, in writing, whether security deposit funds have been made available by the previous owner. Email a copy of notification sent to tenants regarding the status of security deposit funds to the GTR/GTM within 30 days.

11.9.2. The Contractor shall establish a petty cash fund. Petty cash is used for small purchases such as postage for sending the collection transmittals to the lockbox, small repair items and cleaning items, etc. The amount of petty cash depends on the number of units and any special needs or activities that may be going on at the property. Usually the amount of petty cash is as follows:

• 50 units - $100

• 100 units - $150

• 150 units - $200

C.11.10. The Contractor shall accomplish the following within 60 calendar days of task order issuance:

C.11.10.1. In accordance with HUD Handbook 4315.1, REV. 1, CHG 2., the Contractor shall prepare and submit to the GTR/GTM for review and approval a Management Plan to serve as a guide to conduct all property operations, within 60 days of property takeover.

C.11.10.2. In accordance with HUD Handbook 4315.1 REV-1, CHG-2, submit the property operating budget to the GTR/GTM for review and approval.

C.11.10.3. The Contractor shall, only if directed in writing by the GTR, complete a Comprehensive Project Repair Plan as defined in HUD Handbook 4315.1

REV-1, CHG-2.

C.11.10.4. The Contractor must maintain a Telecommunications Device (TDD) for resident use.

C.11.11. Maintenance of Properties - Ensure the property is decent, safe and sanitary and in good repair in accordance with HUD Handbook 4315.1, Rev. 1, CHG.2.

C.11.11.1. The Contractor shall ensure that there are operational smoke detectors, fire extinguishers, and carbon monoxide detectors, if required by State or local laws. Smoke and carbon monoxide detector inspections shall be made monthly throughout the property and inspections for fire extinguishers shall be made no less than quarterly and shall be retained in a file readily available on-site.

C.11.11.2. The Contractor shall respond to tenant complaints within two (2) business days. Contractor shall respond to and address requests for repairs within 24 hours. If the repairs cannot be completed within 24 hours, within two (2) business days of the request, the tenant must be notified of the actions to be taken to correct the deficiencies and the expected date of completion.

Complaints regarding health and safety i.e. fire, flood etc., should be addressed within 2 hours of reported incident.

C.11.11.3. The Contractor shall ensure that all doors and windows in occupied units are securable (i.e. all windows and doors can be locked by the tenants). If window bars are in place they must comply with local code enforcement.

C.11.11.4. The…