P02 PDR PWS_.pdf

Performance Work Statement (PWS) Costar Group

04/12/2024 Version 1.0

Vision Statement

1 General Information

1.1 Introduction

1.2 Background

1.4 Non-Personal Services

1.6 Period of Performance

1.7 Place of Performance

1.8 Hours of Operation

1.9 Special Qualifications

1.10 Post Award/Kickoff Conference

1.12 Contractor Travel

N/A

1.13 Transition In

1.14 Transition Out

2 Definitions and Acronyms

2.1 Definitions

2.2 Acronyms

2 Government-Furnished Property and Services

3.1 Government Services

N/A

3.2 Facilities

N/A

3.3 Equipment

N/A

3.4 Materials

N/A

3.5 Quality Assurance (QA)

3 Contractor-Furnished Items and Services

4.1 Facilities

4.2 Equipment

4.3 Material

4.4 Contractor Responsibilities

4.5 Contractor Personnel

4.6 Identification of Contractor Employees

4.7 Quality Control

4.7.1 Quality Control Plan

Specific Tasks

Performance Work Statement (PWS)

Apartment Market Database

Vision Statement

To help HUD perform quality research, produce reports on housing markets in the nation, maintain accurate housing data, provide support to other HUD offices, most notably to HUD’s Office of Housing through the review of market conditions relating to Federal Housing Administration (FHA) mortgage insurance applications, and to calculate Fair Market Rents (FMRs), which are used in multiple HUD programs including the Housing Choice Voucher program.

1 General Information

1.1 Introduction

The Department of Housing and Urban Development (HUD), Economic Market Analysis Division

(EMAD) is seeking a dynamic rental real estate data and analytics database that is adept at meeting the varied needs of multiple HUD staff engaged in housing market analysis, mortgage insurance applications, and FMR estimates. Services shall include providing EMAD staff and relevant HQ employees online access to rental market data and shapefiles covering markets across the United States, and providing a project manager who shall be responsible for assisting users with the database.

1.2 Background

Section 209 of the National Housing Act states the following: The Secretary shall request such statistical surveys and legal and economic studies as he shall deem useful to guide the development of housing and the creation of a sound mortgage market in the United States and shall publish from time to time the results of such surveys and studies.

Through its FHA mortgage insurance programs, HUD insures the mortgages of rental developments serving family and elderly households. HUD’s field economists gather and review a wide range of housing and macroeconomic data to analyze market conditions and assess the demand for additional rental housing in specific housing market areas for every application for new construction and substantial rehabilitation project mortgage insurance. Easily accessible data of good quality is crucial in analyzing market conditions and to forecast demand. EMAD also conducts need assessments in support of the Section 202 Supportive Housing for the Elderly

Program. More recently, EMAD has analyzed local housing market conditions after natural disasters, such as Hurricanes Katrina, Rita, and Ike, to assist policymakers with rebuilding efforts.

EMAD frequently provides market intelligence to other organizations within HUD, such as the

HUD-FHA Single Family Housing Homeownership Center, Office of Public and Indian Housing, and Office of Community Planning and Development, and to the field office and regional office directors. EMAD assists other federal agencies, such as the Department of Agriculture’s Rural

Development Housing and Community Facilities Program and the Department of Defense’s multifamily housing construction projects. Finally, HUD also publishes many of EMAD’s housing studies and reports to provide information to builders, lenders, developers, planners, economic development officials, real estate professionals, local government officials, academics, and the general public. EMAD publishes the results of its housing analyses in the quarterly U.S. Housing

Market Conditions report and the individual Comprehensive Housing Market Analysis reports

(comprehensives), posted on the HUD USER website (http://www.huduser.org).

1.3 Constraints

1. The services identified in this PWS will adhere to the rules, regulations, laws, standards, and conventions identified by HUD as well as within the Federal Government.

2. The data collected under this project belongs to HUD and HUD reserves the right to analyze the data collected for the study and make it available to others for independent analysis. In such circumstances, HUD will acknowledge the Contractors role in collecting the data.

3. All required changes shall be made in writing within the time outlined by the COR.

1.4 Non-Personal Services

The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services.

If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (CO) immediately. These services shall not be used to perform work of a policy, decision making, or management nature, i.e. inherently Government functions. All decisions relative to programs supported by the Contactor shall be the sole responsibility of the Government.

1.6 Period of Performance

The period of performance shall be for one based period of 12 months and two 12-month option periods and is estimated to be from September 29, 2024 through September 28, 2027.

1.7 Place of Performance

Data must be accessible to users on personal computers and HUD-issued computers. Staff may work from home, in their assigned Regional or satellite office, reassigned.

1.8 Hours of Operation

Access to data shall be furnished 24 hours a day, seven days a week because users are located across the country in different time zones and due to flexible work schedules.

1.9 Special Qualifications

N/A

1.10 Post Award/Kickoff Conference

The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Government intends to convene a Post Award Conference with the Contractor within ten business days after contract award. The Contracting Officer will notify the Contractor of the specific date, location, and agenda within five business days after contract award.

1.11 Status Meetings

The Contracting Officer, Contract Officer Representative (COR) and other Government personnel, as appropriate, may meet periodically with the Contractor to also review Contractor performance, requirement status, etc. At these meetings, the Contracting Officer (CO) will apprise the Contractor of how the Government views the Contractor's performance or progress of the requirement. The Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. Post Award Conference and subsequent meetings may be held via teleconference.

1.12 Contractor Travel

1.13 Transition In

1.14 Transition Out

2 Definitions and Acronyms

2.1 Definitions

Business/Work Days - Every official work day of the week, which are days between and including Monday to Friday. This does not include public holidays and weekends.

Calendar Day - Any day of the week.

Contractor - A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Contracting Officer (CO) - A person with authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: the only individual who can legally bind the Government.

Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

Performance Work Statement (PWS) - A statement of work for performance-based acquisitions that describes the required results in clear, specific and objective terms with measurable outcomes.

Physical Security - Actions that prevent the loss or damage of Government property.

Quality Assurance (QA) - Policies and procedures adopted by the Government to ensure that supplies and services acquired under Government contracts conform to the contracts quality requirements.

Quality Control (QC) - All necessary measures taken by the Contractor to assure that the quality of an end product of service shall meet contract requirements.

Service Contract - A contract that directly engages the time and effort of a Contractor whose primary purpose is to perform an identifiable task rather than to furnish an end item of supply.

Subcontractor - Any person, other than the prime Contractor, who offers to furnish or furnishes any supplies, material, equipment, or services of any kind under a prime contract or a subcontract entered into in connection with such prime contract, and any person who offers to furnish or furnishes general supplies to the prime contractor or a higher tier subcontractor. The Government does not have privity of contract with a subcontractor.

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms

CFR - Code of Federal Regulations CO - Contracting Officer COR - Contracting Officer Representative CFR - Code of Federal Regulations CPO - Office of the Chief Procurement Officer of HUD EST - Eastern Standard Time (U.S.)

ETC - Estimate to Completion FY - Fiscal Year GAO - U.S. General Accounting Office HUD - U.S. Department of Housing and Urban Development HUDAR - HUD Acquisition Regulation HUD/ISG - Internet Services Group within the Telecom Processing Division HUD Web - HUDs Intranet Web Site and related WEB pages.

IT - Information Technology MWP - Management and Work Plan OCPO - Office of the Chief Procurement Officer PM - Project Manager PD&R - Office of Policy Development and Research POC - Point of Contact QA - Quality Assurance QCP - Quality Control Plan RFP - Request-for-Proposal SF - Standard Form TBD - To be determined U.S.C - United States Code

2 Government-Furnished Property and Services N/A

3.1 Government Services

3.2 Facilities

3.3 Equipment

3.4 Materials

3.5 Quality Assurance (QA)

3 Contractor-Furnished Items and Services

The Contractor shall furnish, all facilities, equipment, and supplies required to perform the work under this contract that are not listed under Government-Furnished Property and Services.

4.1 Facilities

The contractor shall furnish facility.

4.2 Equipment

The contractor shall furnish equipment.

4.3 Material

The contractor shall furnish materials

4.4 Contractor Responsibilities

The Contractor shall only conduct business with designated Government personnel listed as points of contact (POCs). Names of authorized personnel shall be provided to the Contractor by the Government, in writing, and updated as necessary throughout the contract period.

U.S. Government records, copies of original results and reports, verified original data, corrected data and corrected supporting final reports which are maintained by the Contractor remain the property of the U.S. Government. These files/results must be surrendered to the COR.

4.5 Contractor Personnel

The Contractor shall provide a Contract/Project Manager who shall be responsible for the performance of work. An alternate shall also be designated to act in the absence of the

Contract/Project Manager. These Contractor personnel (main point of contact and alternate point of contact) are considered Key Personnel by the Government and shall be listed as such in accordance with HUDAR 2452.237-70, "Key Personnel. The Contract/Project Manager and alternate shall have full authority to act on all contact matters relating to daily operations of this contract. Accordingly, at a minimum, the points of contact shall have the technical knowledge of the requirement and be in the position to actually receive assignment, guidance, and direction from the COR, SubCOR and CO per HUDAR 2452.237-73, "Conduct of Work and Technical

Guidance" and shall be allocated enough hours to the requirement to ensure successful performance. These points of points of contact shall each be an employee of the Contractor. An employee of a subcontractor is not acceptable for either of these positions. The Contract/Project

Manager or alternate shall be available between the hours of 8:00am to 4:30pm Monday through

Friday EST, except Federal Holidays or when the Government facility is closed for administrative reasons.

4.6 Identification of Contractor Employees

All Contractor/subcontractor personnel shall wear company picture identification badges as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone, or via electronic mail, Contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees.

Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation. Where practicable, Contractor/subcontractors occupying collocated space with their Government program customer shall identify their workspace area with their name and company affiliation, or at a minimum, "Contractor" after name.

4.7 Quality Control

The Contractor shall establish and maintain a complete quality control program that shall ensure services are performed in accordance with this contract. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-reoccurrence of defective services. The Contractor's quality control program is how he assures himself that his work complies with the requirements of the contract. The Contractor shall provide the associated Quality Control Plan to the Government as directed.

4.7.1 Quality Control Plan

The Contractor shall develop, maintain, enforce, and document a Quality Control Plan (QCP).

The QCP shall ensure the Government receives the level of quality that is consistent with the requirements specified in this contract. The QCP shall be sufficiently detailed to provide the Contractor's methodology for identifying and recruiting qualified personnel.

The QCP shall also provide the Contractor's methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system. The QCP shall demonstrate and validate that the services or deliverables to be provided under the contract are completed. The QCP shall address Quality Management Approach, Quality Assurance, Quality Control and Quality Standards.

Specific Tasks

The Contractor shall provide the Department of Housing and Urban Development (HUD) with access to an online database that:

1. There will be a minimum of 39 licensed users. The licensees will be granted access to all geographical areas. The contractor shall allow licenses to be transferred to different HUD employees if a license holder no longer requires the services or a licensee leaves the agency."

2. Provides current and historical real-time rental market data (updated monthly) on demand to HUD EMAD and relevant HQ staff since at least the year 2000 for new, existing and planned market rate and affordable (including rent controlled, rent restricted, rent stabilized, and rent subsidized) properties at the individual property level and at national, regional, state (including Puerto Rico), county, city, zip, MSA, submarket, and distance from address levels, or as users define research parameters. In the case of limited market information, individualized search is to be completed by the contractor as requested by

HUD employee. All users require access to all geographic areas.

3. Provides market data that is recognized by HUD and commercial real estate industry and is accepted by lenders and owners as reliable and verifiable that includes but is not be limited to rents, overall and stabilized vacancy rates, absorption, and deliveries for new and existing properties. Provide data.

4. Based on research done using this database, staff may generate reports, question an applicant about information on their MAP application, such as future vacancy or rent trends, or in the case of a Section 8 contract renewal, staff may question comparable property data on the owner submitted Rent Comparability Study, and estimate FMRs.

HUD and HUD business partners require reliable and industry accepted data for these risk-based decisions.

5. Staff must be able to select a multifamily property, mixed used property, or any property type (office, industrial, retail, flex, multi-family, student, land, hospitality, health care, specialty, and sports & entertainment) and the database must provide data on similar projects that compare to it. Each comparable property must be identified on a qualitative scale which is compared to the subject property; however, HUD users should be able select different comparable properties.

6. Sale and rental comparable data should include photos of each property and generate maps for locating them. Available data will include not only existing completed projects but also properties that are under construction and announced/proposed projects that are anticipated to come on the market. In the case of limited data for markets or sub-markets the contractor is to provide research assistance to provide data such as comparables or market information as describes in pre-packaged reports.

7. Customized searches for both sale and rental comparables of multifamily properties are required. This includes searching by property address, defining an area by radius, or by drawing on an interactive map that can be saved, updated, and customized. Customization should allow the HUD user to delete projects which are not fully comparable and replace with projects we think better compare to the subject as well as create lists by age, unit count, condition, and rents.

8. Generate in both data and graph form. While not all data need be available in a graph and/or chart, at a minimum, multifamily patterns in rent growth, vacancy, sales price per unit, and capitalization rates should be available. For each of these, the data and associated graphs should provide 5-10 years of historical data, current data, and the industry standard

5-year forward projection based on what is currently under construction. In addition, anticipated completion of those properties and what demand will be based on renter household growth, vacancy, quality, age, and other factors which assist in the HUD user evaluating the owner submitted RCS and MAP Appraisal should be provided.

9. Data for all Individual Property Research for Apartments, Retail, and Office Properties shall include the following:

a. Improved Sales with Photos (exterior and interior) and Map.

b. Apartment Rents & Commercial Leases with Photos and Maps

c. Land Sales with Photos and Maps

10. Prepackaged Reports. These should be templates of each property or market selected so that they are easy and quick to produce. The information should update monthly at a minimum. Staff should have the access to the data within 5 minutes of selecting their research parameters. Forecasted data for market and submarket reports shall use the industry standard demographic/econometric research data and not be extrapolated from historical data. Potential vendors should provide sample reports.

Prepackaged Report #1

A report which includes market information used by underwriters to assist in the evaluation of MAP applications and appraisals. This report is for a single, existing property and shall include:

• Detailed Property Information with Photos

• Subject Unit Mix and Current Subject Rents and Vacancy Rate

• Detailed Rent Comps with Photos and Maps

• Projects Under Construction and Recent Deliveries

• Detailed Sale Comps with Photos, Maps, and Cap Rates

• Market Demographics

• Submarket Data including rents, vacancy – 5-10 years history, present data and data forecasted over the next 3 years

• Supply & Demand Trends

Prepackaged Report #2

A Rent Survey Reports for a single, existing property. These reports will be used to determine if rents requested in Section 8 Contract renewals and in MAP applications are supported by the market. The following data is the minimum requirement:

• Detailed Property Information with Photos

• Subject Unit Mix and Current Subject Rents and Vacancy Rate

• Detailed Rent Comparables with Photos and Maps

• Projects Under Construction, Recent Deliveries, and Demolitions

• Trends in Rents – 5-10 years history, present data and data forecasted over the next 3 years

• Trends in Vacancy – 5-10 years history, present data and data forecasted over the next 3 years

Prepacked Report #3

Market & Submarket Reports for Apartment, Retail and Office Markets. This report provides market trends for both markets and submarkets as listed in the MF City and State Market attachment. The minimum data required for this report is:

• Projects Under Construction, Recent Deliveries, and Demolitions

• Market Trends in Sales broken down per unit and per square footage of the unit

• Market Trends in Rents – 5-10 years history, present data and data forecasted over the next 3 years

• Trends in Vacancy – 5-10 years history, present data and data forecasted over the next 3 years

Micro Data Search

Staff shall also be able to obtain the micro data below to confirm information submitted on applications.

This information shall be available on all properties in the database.

• Photographs of the properties

• Location on a map

• Fees and concessions which impact rent

• Address of property, including city and county, with map location

• Property assessor parcel number and parcel map, year built, last purchase date

• Owner’s name and phone number for a comparable sale—this would include both the Seller’s name and phone number and the Buyer’s name and phone number

• Lot Size and zoning for sale comparables

• Sales Price if applicable

• Financing information for sale comparables

• New Lender information for sale comparables

• Description of property improvements, includes number and types of buildings & parking

• Detailed Property description, including types of units, size, unit mix, amenities, age, rehab dates

• Vacancy rate

• Income description—all sources

• Detailed Expense amounts where available

• Listing agent name and phone number for sale comparables

• Sales agent name and phone number for sale comparables

• Management Agent Contact information

• Move-in cost for residents, including reoccurring costs, deposits, and other

• Pet policies

• Market or subsidized and type of subsidy

• Inclusion in a relative rating scale when compared to other properties, such 1-5, with superior and inferior properties identified.

11. At minimum, data should update monthly.

12. Data, such as charts, graphs, photographs, and reports shall be downloadable in PDF form.

Comparative data, such as unit square footage, rents, unit types, shall be downloadable in

PDF or Excel formats.

13. Provide shapefiles for the current CoStar-defined markets and submarkets in the United

States (including Puerto Rico). A shapefile is a type of file format that is used in geographic information systems (GIS) software. The shapefile is not a report, nor does it contain any rental market data; rather it spatially defines the boundaries of data in a format usable by

GIS software. Shapefiles should be transferred to EMAD a minimum of once per calendar year. The shapefile transfer should also include a data dictionary. If CoStar adds or redefines a market or submarket, a new shapefile should be sent to EMAD within 30 days of the change.

14. All EMAD personnel and relevant HQ staff shall have individual access to the online database and the Contractor shall furnish all resources necessary to support the staff that have access to the subscription.

15. The Contractor shall provide a contract/program/project manager who shall be responsible for assisting users with database use. This Technical Support shall consist of guidance and training for new and existing users and shall assist users in initial onboarding, accessing reports, and navigating the database. The contractor is to provide a phone accessible help desk to assist users during business hours. At HUD’s option, in addition to training and technical described above, HUD will require up to two group trainings which include all assigned users each calendar year. Trainings will be virtual and at a minimum should allow all assigned users to view a single computer screen, hear multiple speakers, and allow both with HUD and contractor speaking ability. Typically, trainings are accomplished using

Zoom, TEAMS, or a similar platform. One training is completed in October and a second training, if needed is in March. The second training may include assigned users, and up to

70 additional HUD staff and supervisors.

16. The Contractor shall notify the Contracting Officer’s Representative (COR) prior to instituting substantial changes to the database that may affect its use as it relates to HUDs subscription. The Contractor’s manager shall provide a briefing to the COR, if so requested. This individual shall be designated in writing to the Contracting Officer seven business days after the contract award and prior to a change.

17. HUD requires usage reports. The usage report provides information on the present Fiscal year, October 1- September 30 and includes all assigned users. Upon request from the

COR, the contractor shall provide periodic usage reports no more than once a quarter. The report shall be provided within three business days of written request from the COR. The final report will be submitted in excel spreadsheet format. The Acceptable Quality Level

(AQL) is 100% within three business days with a two-day deviation. The Report should incorporate graphs that compare usage and allow the COR to review individual and aggregate staff use monthly & year to date.

18. Contractors are required to use and submit invoices after services have been received in the

Invoice Process Platform (IPP). Vendors can enroll here: https://www.ipp.gov. Billing issues, questions, and invoices are to be directed to the assigned COR with copy to the

Contracting Specialist and the Contracting Officer.

https://www.ipp.gov/