Questions_and_Answers.xlsx

XLSX spreadsheet 27 KB Posted Oct 19, 2015

Attached to: Multifamily Property Management and Tenant Relocation
Solicitation number: DU208WR-15-R-0001
Issued by: Department of Housing and Urban Development Denver Regional Office

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Questions and Answers

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File	Type	Posted
DU208WR-15-R-0001__-_Amenddment_000002.pdf	PDF	Oct 20, 2015
Questions_and_Answers.xlsx	XLSX spreadsheet	Oct 20, 2015
Past_Performance_Survey.docx	DOCX document	Oct 19, 2015
PM_RFP_-_Pricing_Information.xlsx	XLSX spreadsheet	Oct 19, 2015
amendment1.pdf	PDF	Oct 19, 2015
DU208WR-15-R-0001.pdf	PDF	Sep 25, 2015

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Sheet1

Number	Question	Answer
1	When you are asking for the per unit cost are you asking for

A. Per unit cost from Operating Expense? If so, (Monthly or Yearly)? B. Per unit cost to include Capital Expenditure (CapEx)?

Proposals should provide for the Per Unit Costs from the Operating Expense and should be calculated on a Unit Price per Unit per Month as specified in Section B.2 Contract Line Items and Prices.
2	How do you want to see the cost broken down?	Pricing should be completed as stated in page 121 of the solicitation: Offerors shall provide a unit rate per unit per month for each line item using the chart in Section B; these unit prices will based on the requirements set forth in Section C, Descriptions/Specifications. Estimated quantities are provided in Attachment 19 of this solicitation to assist offerors in determining their technical approaches and estimate the amount of labor effort needed to support that technical approach. Offerors will also provide further information about their proposals by preparing and submitting two Excel charts (one for the Property Management task and one for the Relocation Task) using the format specified by Attachment 16; this information will be used to assess each offeror’s understanding of the requirements.
3	Do we need to have an asset manager on our team or does HUD have an assigned Asset Manager for this Repo properties?	The contractor will be required to have someone on staff to perform some asset functions, such as certifying and recertifying tenants for section 8, vouchers and such. HUD currently has staff that performs the foreclosure sales etc.
4	Is there an incumbent vendor?	Yes
5	Is there an active contract on these services? If yes, what is the contract number?	Yes, C-ATL-02021
6	Is this a follow-on requirement? If so, could you please provide the incumbent contract number for this opportunity? If not is this a new contract	Yes, C-ATL-02021
7	Is there an incumbent? If so, what is their name and contract number?	Yes, PRDS Corporation, C-ATL-02021
8	Is there a transition-in period applicable for this contract? If so, what is the length of time?	There is not a transition-in period applicable for this contract.
9	Is there a requirement for the current contractor to assist the successor with a transition-in?	There is no requirement for the current contractor to assist the successor with transition in
10	What is the expected contract award date and the period of performance to begin?	The anticipated award date is 01/30/2016. Base year with 4 option periods.
11	If the proposal is to be emailed, please clarify 2452.215-70 Proposal Content (b) proposals shall be submitted in original and 1 copy of Part 1 and 1 copy of Part II.	1 copy of Part 1 and 1 Part II of your proposal should be sent by email to Christopher.S.Stuart@hud.gov at the date and time specified in block 8 of the 1449.
12	If the proposal is to be emailed, please clarify 2452.215-70 Proposal Content (b) proposals shall be submitted in original and 1 copy of Part 1 and 1 copy of Part II.	1 copy of Part 1 and 1 Part II of your proposal should be sent by email to Christopher.S.Stuart@hud.gov at the date and time specified in block 8 of the 1449.
13	If the delivery is via email, is there a size limit on the files that can be submitted electronically?	The size limit on files sent via email is 5 (MB) megabytes.
14	Please confirm that subcontracting to a large business is acceptable as long as the 8a vendor performs 51% of the contract.	Subcontracting with a large business is acceptable as long as the 8(a) vendor performs 51% of the contract.
15	Please clarify the correct NAICS code: the SF1449 has 531311 yet on page 113 it is listed as 561421.	The NAICS code is 531311 and page 113 has been correct to read NAICS code 531311
16	Will the current entire inventory transition to the new Contractor? If yes, what is the timetable?	Property management properties will transfer; however, relocations that are in process will not.
17	Please provide current inventory data in regards to the number, size, and location of properties.	Currently, HUD's contractor is managing 3 properties for a total of 296 units located in Minnesota, Illinois and Oklahoma. There are currently 3 relocations in various stages with a total of 417 units. They are located in Kansas, Georgia and Maryland.
18	C.1.: Please explain what is meant by “insured and insured HUD owned and mortgagee in possession properties”. Is the reference to FHA loans or liability coverage or physical property damage insurance, or some other type of coverage?	This should be "insured and uninsured" as stated in the solicitation. Insured properties are FHA insured however the owner has either not managed the property according the Regulatory Agreement or are delinquent and the uninsured properties are not FHA insured however the properties have an executed HAP contract with HUD. The contractor is required to solicit for liability insurance for assigned property management properties. The liability insurance for each assigned property is a property expense and not at the expense of the contractor.
19	C.2: This section states that HUD is unable to give estimated quantities. If so, the quantities shown in exhibit 19 are only for pricing purposes and not based on historical volumes, correct?	Yes, the inventory for property management and relocation fluxuates continuously. The volume of assignments was based on historical data over a period of 10 years.
20	If Attachment 19 is not for pricing purposes only, please provide the number and location of the properties that correspond to the estimated units per year.	The solicitation has been updated so that Attachment 19 is now Attachment 20 and provides the estimated quantities that should be provided for pricing purposes.
21	What were the volumes in 2013 and 2014 for the services identified in the CLINs?	FY 2015: Property Mgmt. 4 properties with 319 units; Relo was 3 properties with 417 units. These properties were located in Georgia, Missouri and Kansas: FY2014 Property Mgmt. - 4 properties with 40 units; Relo was 3 properties with 18 units. These properties were located in Ohio, Iowa, and Missouri. FY 2013 Property Mgmt. was 2 properties with 232 units; Relo was 2 properties with 216 units. This properties were located in Missouri, Maryland, Ohio and Michigan.; FY 2012 was 2 properties with 40 units Relo was 11 properties with 538 units. These properties were located in Texas, Missouri, Michigan, Louisiana, Arkansas, Ohio, Maryland, Mississippi, and New Jersey. FY 2011 - 2 PM properties with 184 units; Relo was 13 properties with 412 units. These properties were located in Nebraska, Texas, Oklahoma, Louisiana, New Mexico and Missouri.
22	Please provide historical volume detail on the number, size, and location of properties per year.	See answer to question 21.
23	C.7.3: The cost of the each assigned property computer and internet access approved by the GTR is reimbursable, correct?	Yes, the cost of each assigned property computer and internet access is approved by the GTR as a reimbursable or property expense.
24	C11.27.1 Please provide examples of non-expendable property inventory that would have serial numbers?	An example of non-expendable property inventory with serial numbers are appliances in each unit, office equipment, lawn equipment, and maintenance equipment, etc.
25	C11.6.1: Will prior approval be necessary before paying recurring expenses (utilities for example)?	At this time the Contractor submits the invoice to the GTM for review and approval. The GTM forwards the invoice to GTR for final approval. The GTR approves and forwards the payment documents to appropriate disbursement entity for payment.
26	Will HUD provide a complete list of approved Pass-Through Expenses for this contract?	No. A pass-through expense is any expense that is directly associated with the property i.e. utilities, lawn maintenance, and repairs. The number of pass-through costs are too extensive to list.
27	C11.22: Will special use properties (senior care facilities, nursing homes, etc.) be assigned under this contract?	Yes, special use properties can be assigned under this contract.
28	C11.26: Who will be responsible for the actual marketing and leasing of the properties?	The marketing for the leasing of vacant units is the responsibility of the contractor. The marketing for the sale of the property is the responsibility of HUD.
29	C.14: The Quality Control Plan is to be submitted to the contracting officer and GTR before the post-award meeting. What is the time frame for this post-award meeting from the date of award?	The time frame for a post award meeting from the date of award is approximately 10 day.
30	24. Would it be possible to have the on-site office provide services to multiple properties if they are located within a specified number of miles (for example less than 20 miles)?	No. There must be adequate staff on-site 5 days per week at each HUD-managed property.
31	Will task orders be issued for individual properties or groups of properties?	Each property will be issued by modification against a task order.
32	Will task orders be issued separately for property management and relocation tasks?	Orders for property management and relocation tasks will be issued by modification against the same task order
33	When task orders are issued will prices be renegotiated?	No. Prices will not be renegotiated after the award of the contract.
34	Page 85 – mentions Key Personnel but does not give any specifics; does HUD have requirements for the number and types of Key Personnel	There is no specific requirement for the number or type of Key Personnel. Key Personnel should be consisant with the definition of Key Personnel in the solicitation. The definition of key personnel can be found on page 31 of the solicitation and reads as follows; "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 relocation coordinator, 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."
35	A.2.3 – please clarify that Key Personnel resumes (2 pages each) do not count toward the page count for any of the specific items in Volume I Technical.	Key Personnel Resumes and Letters of Commitment do not count as part of the Management Plan page count of 14 pages. They should be provided as an Appendix.
36	30. A.2.4 – states Attachment 19 is the Past Performance Survey and that is not correct. Please clarify Attachment 19 is Estimated Quantities and Past Performance Survey does not have an attachment number. (Should the Past Performance Survey be Attachment 18?)	The numbering of Attachments has been correct and clearly identified. The Past Performance Survey is Attachment number 19 and Estimated Quantities is Attachment number 20
37	31. P. 130 Under Past Performance, 2nd bullet, 2nd sentence: this is an incomplete sentence: “The past performance efforts submitted have to the solicitation requirements to determine relevancy.” Please correct sentence.	Page 130 Under Past Performance, 2nd bullet, 2nd sentence has been corrected to read, "The past performance efforts submitted have to meet the solicitation requirements to determine relevancy;"
38	Instead of a nationwide contract, would HUD consider awarding five contracts by geographic area?	Only 1 nationwide contract will be awarded.
39	Does HUD have a Multi-Family Property Management System to manage communications, store documents, provide P&P history, etc.? If so, can information be provided on the specific functionality that is provided for tasks required in the PWS?	No, HUD does not have a Multi-Family Property Management System.
40	Will prospective bidders be given access to the HUD Multi-Family Property Management System during the RFP process in order to review functionality?	No, HUD does not have a Multi-Family Property Management System.
41	C.11.28: Provides a list of 25 different reports. Can the information required be combined (as appropriate) into fewer reports?	With prior approval from the CO and GTR the reports can be combined as long as HUD receives all of the information listed within the 25 reports and in a format acceptable by the CO/GTR.
42	Does HUD’s system have tracking/reporting functionality for the information required?
HUD currently utilizes a system for tracking and reporting expenditures, rent rolls, delinquencies, contracts, subcontracts, sale process and closing, etc., for each property management assignment.
43	C.11.3.1 & C.11.3.6: Will HUD provide current contact lists of tenants, utility companies and taxing authorities for each assigned property?	The contractor will be provided with a rent roll for the property, owner information and prior management agent. However the contractor will be responsible for obtaining the name and address of the utility companies and taxing authorities.
44	C.11.9.2: Petty Cash Fund. Are the dollar amounts indicated for the various number of units ($100, $150, $200) based on per property? Does HUD require separate petty cash funds for each property? Or does Contractor have discretion on how the petty cash fund is managed for all assigned properties?	Yes the dollar amounts indicated for various units are based on per property. HUD requires each property to have their own petty cash fund, for tracking purposes. The contractor does not have the discretion to manage the petty cash fund for the assigned properties.
45	Do volume cover letters and section dividers count toward the page count of the proposal?	Volume cover letters and section dividers do not count toward page count of proposal.
46	Please clarify AS 2102-Limitations on Size of Technical Proposal -the only exemption from the page limitation is the past performance chart and past performance survey – is that correct?	Additionally, cover letters and section dividers will not count toward page count of proposal.

Christopher Stuart: Christopher Stuart:

47	Please confirm that the Proposal Matrix and the Key Personnel resumes are not included in the total 54 page count limitation?	That is correct. Proposal Matrix and the Key Personnel resumes are not included in the total 54 page count.
48	In regards to past performance, please clarify that HUD is not looking for a detailed written description of past performance but is requesting the completion of the past performance chart and survey?	HUD is only requesting the completion of the past performance chart and survey
49	C.1 It states that relocation services will be provided primarily for tenants at insured and uninsured HUD-owned and MIP properties where the Housing Assistance Payments Contract has been abated. Does this mean that there are situations where relocation services would be for other types of properties? If so, what type of properties would they be for and how many?	Yes. There is a possibility that the Contractor may be required to relocate tenants from nursing homes or group homes. The Contractor, per HUD approval, provides relocation assistance to tenants that are in properties that do not meet decent, safe and sanitary conditions. These properties may be insured or non-insured and with or without a HAP contract. HUD is unable to predict the number of properties that fall in this category.
50	C.11.3.6 It says to notify all entities in writing of a change in management. Will the Contractor be given a list of entities that is required to be notified when assuming service for the property?	Entities to be notified upon takeover of a property are tenants, utility companies and taxing authorities. The rent roll will be provided to the contractor however it the responsibility of the contractor to obtain the name and address of the utility company and taxing authority.
51	C.11.7.4 Can the security deposit checking account be in the name of the Subcontractor?	No.
52	C.11.26.5 Are the costs associated with having the appropriate key personnel available to assist with scheduled open house events, sale, tenant meeting, etc. pass through expenses or is it to be included in the property management fee?	The costs associated with having the appropriate key personnel available to asset with the scheduled open house events, sale, tenant meeting, etc. is to be included in the property management fee.
53	46. Page 124 (A) – Please confirm that if the proposal is to be submitted via e-mail, it must be sent by 5pm one working day prior to the date specified for receipt of offers.	That is not correct. 52.212-1 INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS. (Apr 2014) (2)(B) states, "There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government's control prior to the time set for receipt of offers"
54	A.2.3: The first bullet point states the proposed key personnel will be evaluated based on how closely their experience, qualifications, etc. match the key positions identified in the solicitation. Please identify the solicitation section that identifies the key personnel.	The definition of key personnel can be found on page 31 of the solicitation and reads as follows; 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 relocation coordinator, 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. Additionally, section A.2.3 has been changed to read “Match the key positions defined in the solicitation.”
55	Will leasing of vacant units be the responsibility of the contractor?	Yes
56	Please clarify Pricing Schedule pages 18-37 which shows Task 1 with only quantities of 3. Is this correct?	The quantity of 3 for Task 1 is the correct estimated quantity.
57	Will a blanket approval be provided for recurring costs?	No.
58	Please correct Attachment 19 to reflect accurate unit ranges under Task 2.	Attachment 19 has been corrected.
59	Can you confirm that purchases of computer equipment to be kept on property, establishment of petty cash funds, maintaining a telecom device for resident use and HVAC maintenance are pass-through items or provide a complete list of all Pass-Through expenses?	Yes these are pass through expenses. Petty Cash will be reimbursed either every two weeks or monthly, the remaining will be paid directly from our paying office.
60	Confirm that only 1 toll free numbered required for the contract and it’s not required at all locations.	Yes, one toll free number for all assignments.
61	C.11.26 states the contractor is to assist with the sale of the property. Who is responsible for selling the property?	Normally the on-site manager or area supervisor
62	How long are properties typically held before being sold?	Properties are typically held for 6 months to a year, however the time fluxuates
63	Please confirm that costs associated with internet access for each property are reimbursable.	Internet is a property expense
64	Page 28, C.2.2 – Will the selected contractor have access to a list of troubled assets that are at risk of triggering takeover and/or enforcement actions?	No
65	Page 34, C.8.1.1 – Will a unique toll free number be required for each asset?	One toll free number can be used for all assigned properties.
66	Page 52, C.12.1.2 – Can HUD please provide the time frame required as well as the unit counts associated with each of the 10 most recent relocations?	HUD strives for a relocation to be completed within 90-150 days of the issuance of a Task Order. The 10 most recent relocations accounted for a combined total of 758 families relocated. The relocations took an average of 90 to 180 days to complete.
67	Page 119, (d) A.1 Proposal Matrix - Does it count against the page count of the Technical Proposal?	The Proposal Matrix does not count against the page count of the Technical Proposal
68	Page 122, SUBCONTRACT/CONSULTANT AGREEMENTS- Will HUD accept fully negotiated Teaming Agreements as validation of mutually agreed upon subcontracting terms?	HUD will accept fully negotiated Teaming Agreements as validation of mutually agreed upon subcontracting terms
69	Page 122, Section AS 2102 LIMITATION ON SIZE OF TECHNICAL PROPOSAL (b) - Can graphics and tables contain font that is smaller than 12-point?	HUD will accept graphics and table font no smaller than 10 point. All other font should be in 12 point.
70	Page 121, B.2 Price: Attachment 16: Excel worksheet - We were unable to locate an attachment 16. Can HUD please provide this Attachment and all other files, if any?	Please see amendment for attachment 16.
71	Page 120 A.2.3 Key Personnel: Are Key Personnel Resumes and Letters of Commitment part of the Management Plan page count (14 pages) or can they be provided as an Appendix?	Key Personnel Resumes and Letters of Commitment do not count as part of the Management Plan page count of 14 pages. They should be provided as an Appendix.
72	Page 120 A.2.3 Key Personnel: Does the 2-page limit for Key Personnel apply to a combination of 1 resume plus a letter of commitment, or just to each resume?	The 2-page limit for Key Personnel apples to a combination of 1 resume plus a letter of commitment.
73	Is there an incumbent for this contract? If so, can HUD please provide the contract number and the geographic coverage of the existing contract?	Yes, PRDS Corporation, C-ATL-02021, provide services throughout the United States including Alaska, Hawaii, and the Caribbean.
74	Will the Contractor Employees be able to utilize onsite office and storage space at the facility?	Property management properties will have an office and storage space to be utilized per property. Relocation assignments will not have an office or storage space.
75	Where are the properties located? Is there a list of the assets?	HUD's Contractor is responsible for all 50 states, Puerto Rico and the Virgin Islands. Please refer to #17 above for the location of current management inventory and relocations.
76	What programs are the properties being operated under?	Not limited to: FHA Insured, 202, 811, PRAC, Non-Insured (HAP Only)
77	Do you have a breakdown or description of the Asset types? For example, a 32-unit garden style rural project is operated differently than a 300-unit urban high-rise project.	The break down of asset types is located in section B.2 Contract Line Items and Prices.
78	Can you provide contract period of performance/start date? Is it a universal date or a staggered schedule?	The anticipated award date is 01/31/2016. Base year with 4 option periods.
79	Is there an existing on-site staff currently on the properties?	Staff is normally on-site when we take a property into inventory, it is up to the contractor if they want to keep the staff or hire new staff.
80	What programs are the properties being operated under?	Not limited to: FHA Insured, 202, 811, PRAC, Non-Insured (HAP Only)
81	Is there an Incumbent currently or is this a new requirement?	Yes
82	If there is an incumbent can you provide the incumbent's information?	Yes, PRDS Corporation, C-ATL-02021
83	Can you direct me to a source where I can find an electronic copy of this HUD Past Performance Survey. It is included in a HUD RFP as a PDF file and is therefore not fillable.	One is provided as part of this amendment.
84	Would you consider extending the due date for the solicitation?	Yes. The new due date is October 3, 2015.

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File details come from the government source that posted it. Updated Nov 14, 2017.