PM and Relo RFP 86614921R00002.pdf

Nationwide Property Management and Relocation Services

Solicitation #86614921R00002

SECTION B – SUPPLIES OR SERVICES/PRICES……………………………………………………………….2

SECTION C – DESCRIPTION/SPECIFICATIONS……………………………………………………………….6

SECTION D – PACKAGING AND MARKING………………………………………………………………...112

SECTION E – INSPECTION AND ACCEPTANCE…………………………………………………………….113

SECTION F – DELIVERIES OR PERFORMANCE…………………………………………………………….114

SECTION G – CONTRACT ADMINISTRATION AND DATA………………………………………………..115

SECTION H – SPECIAL CONTRACT REQUIREMENTS……………………………………………………..117

SECTION I – CONTRACT CLAUSES…………………………………………………………………………..119

SECTION J – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS………………………...150

SECTION K – REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF BIDDERS….151

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO BIDDERS…………………………….179

SECTION M – EVALUATION FACTORS FOR AWARD……………………………………………………..188

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 ordering period for this IDIQ is five years.

B.1.1 Property Management and Tenant Relocation Contract Line-Item Numbers will be divided into CLINS for each period as follows:

B.2. CONTRACT LINE-ITEM NUMBERS AND PRICES

This table is to be completed by the contractor

Initial Ordering Period 12 Months

Contract

Line-

Item

Number

Description of Requirement Estimated

Quantity

Unit

Price

Estimated

Total Price

0001 Quality Control Plan and Transition-In Plan 1

Task 5.3 Occupied Property Management

Services 800 Units

Task 5.4.1 Management Services for Vacant

Property

Properties

Task 5.4.2 Vacant Property Unassigned Property

Management

0005 Task 5.4.3 Management Vacant Land

0006 Task 5.5 Tenant Relocation

Families

Task 5.6.1 HUD-Assisted Property Management without Relocation 200 Units

Task 5.5 & 5.6.1 HUD-Assisted Property

Management and Relocation (Property

Management)

400 Units

Management and Relocation (Relocation)

Task 5.6.2 Property Management for Unassigned

Task 5.7 Special Purpose Management Services

(Labor-hour CLIN) NTE

$175,000

Task Reimbursable – Includes Both Property

Management and Relocation Reimbursables NTE

$3,500,000

0013 Travel Reimbursable NTE $50,000

TOTAL INITIAL ORDERING PERIOD PRICE

Second Ordering Period 12 Months

Contract

Line-

Item

Number

Description of Requirement Estimated

Quantity

Unit

Price

Estimated

Total Price

Task 5.3 Occupied Property Management

Property

Management

0017 Task 5.4.3 Management Vacant Land

0018 Task 5.5 Tenant Relocation

Management and Relocation (Property

Management and Relocation (Relocation)

0025 Travel Reimbursable NTE $50,000

TOTAL SECOND ORDERING PERIOD PRICE

Third Ordering Period 12 Months

Line-

Item

Number

Description of Requirement Estimated

Quantity

Unit

Price

Estimated

Total Price

Task 5.3 Occupied Property Management

Property

Management

0029 Task 5.4.3 Management Vacant Land

0030 Task 5.5 Tenant Relocation

Task 5.5 & 5.6.1 HUD-Assisted Property

Management and Relocation (Property

Management and Relocation (Relocation)

0037 Travel Reimbursable NTE $50,000

TOTAL THIRD ORDERING PERIOD PRICE

Fourth Ordering Period 12 Months

Line-

Item

Number

Description of Requirement Estimated

Quantity

Unit

Price

Estimated

Total Price

0038 Task 5.3 Occupied Property Management Services 800 Units

Property

Management

0041 Task 5.4.3 Management Vacant Land

0042 Task 5.5 Tenant Relocation

Management and Relocation (Property

Management and Relocation (Relocation)

0049 Travel Reimbursable NTE $50,000

TOTAL FOURTH ORDERING PERIOD PRICE

Fifth Ordering Period 12 Months

Line-

Item

Number

Description of Requirement Estimated

Quantity

Unit

Price

Estimated Total

Price

0050 Task 5.3 Occupied Property Management Services 800 Units

Property

Management

0053 Task 5.4.3 Management Vacant Land

0054 Task 5.5 Tenant Relocation

Management and Relocation (Property

Management and Relocation (Relocation)

0061 Travel Reimbursable NTE $50,000

TOTAL FIFTH ORDERING PERIOD PRICE

TRANSITION-OUT

0062 Transition-Out Plan

SECTION C - DESCRIPTION/SPECIFICATIONS

Performance Work Statement

Multifamily Property Management and Tenant Relocation, Vision Statement

To achieve excellence in providing property management and relocation services at multifamily and healthcare facilities.

1 General Information

1.1 Introduction

The Department of Housing and Urban Development (HUD), Office of Asset Management

Portfolio Oversight (OAMPO), Property Disposition Division (PD), requires contractor support to perform property management and tenant relocation services for multifamily and healthcare assigned properties. This includes market rate, affordable, and S8 assisted portfolio serving elderly, disabled, and non-disabled families, specialized facilities, mobile home parks, group homes, and vacant land.

1.2 Background

HUD program participants agree to comply with the terms of Regulatory Agreement, Section 8

Contracts, Capital Advance Agreements, and other program legal requirements. Failure to adhere to the terms of these controlling documents, may lead to a default, foreclosure, and/or termination of the contractual agreement.

To protect HUD's interest in a property and to protect the families, HUD may exercise its legal remedies to take possession of a property and/or terminate assistance under a HAP

Contract. Property takeovers or abatement of Section 8 Housing Assistance Payment (HAP)

Contracts are actions of last resort, they may be appropriate when an owner is not fulfilling his/her contractual obligation.

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 predict how many relocations and properties requiring property management services will be needed with any degree of accuracy because there are too many variables involved.

Special Purpose Management Services are for use in unusual circumstances, such as when a property or Healthcare Unit needs certain services not in conjunction with overall management of the property or healthcare unit that may not otherwise be defined under other tasks in the

PWS. The Government is not obligated to order any Special Purpose Management Services on this contract.

Properties assigned under this contract may have complex problems and significant operational issues including physical deterioration and/or deferred maintenance, vacancies, high crime location, and overall compliance issues with HUD regulations and guidance. Property attributes are diverse among properties with diverse property type, number of units, building type, and location as well as other characteristics such as population served and affordability levels.

1.3 Constraints

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. Constraints include the following:

• 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

• Multifamily Assisted Housing Reform and Affordability Act (MAHRA)

• HUD Handbook 4232.1 - Healthcare Mortgage Insurance Program Handbook

• Property Management System (PMS) User Manual or its successor

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

Mortgages

• 24 FR Part 27 - Nonjudicial Foreclosure of Multifamily and Single-Family Mortgages

• 42 CFR Part 24 Uniform Relocation Assistance and Real Property Acquisition for

Federal and Federally Assisted Programs

• 24 CFR Part 247 - Evictions from Certain Subsidized and HUD-Owned Properties

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

• 12 USC 1701z-11 - Management and Disposition of Multifamily Housing Projects

• 12 USC 1701z-12 - Housing Access

• 12 USC 1715-11a - Disposition of HUD-Owned Properties (Flexible Authority)

• 24 CFR Part 5 Subpart G - Physical Condition Standards and Inspection Requirements

• 24 CFR Part 882 Section 8 Moderate Rehabilitation Programs

• Access to EIV, Tenant Rental Assistance Certification System (TRACS), and Notes

Servicing Systems

• Families relocated from multifamily properties and healthcare facilities shall be in accordance with applicable statutes, state laws, regulations, policies, procedures, and directives. In the event HUD (PD) agrees to take possession of a project that is un-insured property while relocating tenants that qualify for housing assistance payments under the HAP contract any action taken by HUD or its Contractor during this agreement will be done primarily to benefit the tenant by providing decent, safe, and sanitary housing during the relocation effort.

• For properties assigned as HUD-held non-insured and strictly brought into inventory for the purpose of managing for the duration of relocation the Contractor shall develop or have available for use by the Contractor and HUD a centralized, computer-based property management relocation accounting system utilized to maintain consistency in accounting and financial operations.

• In the event that a property is assigned or has an existing task order assigning the property in a location that there is a Presidentially-Declared Major Disaster or in a jurisdiction where a State of Emergency has been enacted by local authorities due to a

Pandemic or Endemic, the Contracting Officer, COR and the Contractor shall come to a consensus by way of the Contracting Officer and Contractor signing and placing in the official contract file an Alternative Execution Notification placing a waiver that minimizes face-to-face contact due to public health concerns.

• The Contractor must demonstrate experience working with a portfolio of troubled multifamily assets, project-based Section 8 programs, tenant-based section 8 programs, and low-income housing programs.

• Contractor must have experience working with FHA/HUD multifamily and Healthcare mortgage insurance programs, conventional multifamily lending, or subsidized housing programs. Subsidized housing programs include: Low Income Housing Tax Credits, Project-Based Section 8 programs, Section 202 or Section 811 Capital Advance programs, Public Housing Programs, Rural Housing Service loans, or other multifamily mortgage programs with direct government subsidies. The Contractor must also have experience working with public housing authorities and the tenant-based section 8 program.

• Corporate level relocation coordinator/specialist or equivalent must have experience in providing mobility services and opportunity counseling services to residents requiring relocation services. To include, at a minimum, services for motivating residents to move, informing residents of neighborhoods of opportunity, locating units and landlords, help residents be effective in their search for decent, safe, and sanitary housing and or housing meeting HQS standards units, maintaining a line of communication with Housing

Authorities and advocate groups, and voucher process.

• Corporate level relocation coordinator/specialist or equivalent must have experience in providing and conforming to the requirements of working with people with disabilities.

• The Contractor must demonstrate experience in their usage of mobility training to residents to be relocated.

• In the event of a healthcare facility closure, the contractor shall have demonstrated experience coordinating with State and Federal Agencies and Ombudsman to meet State and Federal Guidelines and laws in ensuring patients and residents are safely and appropriately transferred in accordance with approvals required of local, State, other

Federal health authorities or shall engage a subcontractor with such demonstrated experience. Additionally, the contractor/subcontractor will ensure the Provider or

Receiver provides a properly licensed or credentialed manager/administrator and coordinates with local, State, other Federal Agencies, local Independent Living Centers, Protection and Advocacy Organizations, and other groups supporting the rights of the elderly and individuals with disabilities in ensuring that relocation is done in the most integrated setting appropriate to the needs of the individual.

• Contractor shall demonstrate their ability to hire a national insurance agency to provide liability insurance to each assigned property assigned for property management.

• On-site property managers, on-site maintenance men, and relocation coordinators/specialists shall not be sub-contractors.

• The Uniform Relocation Act Guidelines are generally NOT considered to apply to the relocations covered by this Contract. Relocations covered by this Contract will be performed in accordance with the guidelines set forth below unless otherwise directed by the CO/CS/COR.

• HUD will not assume any financial obligation beyond the closing date.

1.4 Description of Services

The Contractor shall provide property management and relocation services to assigned projects to protect HUDs interest and relocate residents from properties that do not meet Decent, Safe, and Sanitary conditions. The property management relocation for multifamily and healthcare services shall include:

• Transition-In Plan

• Project Plan for usage throughout the duration of the contract

• Occupied Property Management Services

• Vacant Property Management and Land Property Management

• Relocation Services

• Perform Property Management Services for Uninsured HUD Assisted Properties and

Unassigned Properties

• Special Purpose Management Services

• Transition-Out

Detailed descriptions of specific tasks are provided in Section 5 Specific Tasks and

Deliverables.

1.5 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 base period of 12 months and four 12-month option periods.

1.7 Place of Performance

The services to be performed under this contract shall be performed at the assigned properties. This contract is Nationwide covering the entire United States including Alaska, Hawaii, The Caribbean (Puerto Rico and U.S. Virgin Islands).

1.8 Hours of Operation

The Contractor is responsible for providing services from corporate staff 8:00 am to 4:30 pm

CST Monday thru Friday except for Federal holidays or when the facility is closed due to local or national emergencies, administrative closing, or similar Government directed facility closings. However, in the event an incident occurs, or an emergency occurs at a property the

Contractor shall provide sufficient personnel to perform critical tasks at the property or relocation site in addition to the normal operation hours.

The Contractor is responsible for ensuring the on-site management office and relocation office provides services 40 hours per week. The hours of operation shall ensure coverage is provided based on the need of the property and residents. The Government reserves the right to change hours of operation. Government agencies will not be available during scheduled holidays, inclement weather, weekends, and after duty hours. The Contractor shall always maintain an adequate workforce for the uninterrupted performance of all tasks defined within the contract when the facility is not closed for the above reasons.

1.9 Special Qualifications

The Contractor is responsible for ensuring corporate level employees overseeing relocation, property management, property maintenance and procurement (purchasers) possess and maintain the following current certifications during the execution of this contract:

Certified Occupancy Specialist (COS), Certified Apartment Manager (CAM), Certified Property

Manager (CPM).

Corporate level procurement officer or equivalent must possess a Certified Professional Public

Buyer (CPPB) certificate.

On-site maintenance supervisor must be a Certified Apartment Maintenance Technician.

Contractor must have experience providing counseling services in support of the relocation of tenants in multifamily properties.

In the event of a healthcare facility relocation, the contractor shall have demonstrated experience relocating healthcare facilities or shall engage a subcontractor with such demonstrated experience. Additionally, the contractor/subcontractor will coordinate with local, State, other

Federal Agencies and other groups supporting the rights of the elderly and individuals with disabilities in ensuring that relocation is done in the most integrated setting appropriate to the needs of the individual

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, Contracting Officer Representative (COR) and other Government personnel, as appropriate may meet monthly with the Contractor to review Contractor performance, requirement status, etc. At these meetings, the Contracting Officer 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 for each assigned property and task assignment. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. The

Contractor shall take minutes of the meeting and submit a detailed written report of the meeting including any decisions made and/or actions to be taken by PD and the Contractor. Post Award

Conference and subsequent meetings may be held via teleconference.

1.12 Contractor Travel

All costs incurred by the Contractor in connection with the performance of work under this contract shall be borne solely by the Contractor, except as follows:

Property Management. The Contractor shall be reimbursed for travel costs, in accordance with the Joint Federal Travel Regulations, incurred to make the initial trip required to take control of an assigned property.

Tenant Relocation. The Contractor shall be reimbursed for travel costs, in accordance with the

Joint Federal Travel Regulations incurred to inspect each unit and initiate contact with each resident providing detailed information for Tenant Relocation.

Reimbursement of travel costs for the above referenced travel will be in accordance with the

Federal Travel Regulation and in accordance with FAR 31.205-46. The Contractor shall travel using the lower cost mode transportation commensurate with the mission requirements. When necessary to use air travel, the Contractor shall use the tourist class, economy class or similar lodging accommodations to the extent they are available and commensurate with the mission requirements. HUD will not reimburse Contractor's local travel. Local travel is defined as travel within fifty (50) miles of the Contractors Corporate office. Travel will be reimbursed on a cost reimbursable basis; no profit or fee will be paid. Prior to each trip, the Contractor shall submit a detailed estimate of travel costs to the SCOR, if there is one, and the COR.

1.13 Transition In

The Contractor shall, upon the Contracting Officer's written notice, furnish Transition-In services as required. As a successor, the Contractor shall have sufficient personnel on board during the

45-day Transition-In period to ensure a smooth transition with the incumbent Contractor. During the Transition-In period, the Contractor shall become familiar with the requirements to commence full performance of services by the end of the contract Transition-In period.

Transition-In is not required if the successor Contractor is the incumbent Contractor.

1.14 Transition Out

To minimize any decrease in productivity and to prevent possible negative impacts on additional services, the Contractor shall have sufficient personnel on board during the 45-day Transition-

Out period. The incumbent Contractor shall ensure a smooth transition with the successor

Contractor during the Transition-Out period, prior to completion of contractual performance. The incumbent Contractor shall aid the successor in the development of plans, procedures, and methods for the assumption of all on going work. The Contractor shall provide an orderly transition of work acceptance and accomplishment, such that full control by the successor Contractor is achieved by the end of the new contract Transition-In period.

2 Definitions and Acronyms

2.1 Definitions

Assisted Living Facility (ALF) - A proprietary, public, or nonprofit project of at least 20 beds that is designed for frail elderly. Frail elderly means an elderly person of at least 62 years who is unable to perform at least three activities of daily living. Activities of daily living are activities regularly necessary for personal care including bathing, dressing, eating, getting in or out of beds and chairs, walking, going outdoors, using the toilet, preparing meals, shopping for personal items, obtaining and taking medications, managing money, using the telephone, or performing light or heavy housework. Residents may make their own arrangements for support services, such as physical therapy, nursing care, podiatry, etc. Residents may employ their own private staff to help with activities of daily living or other household/personal needs. A resident may have a contract with a home health agency for nursing and personal care services. Must be licensed or regulated by the State, municipality, or other political subdivision in which the project is located. Must provide areas for central dining, kitchen (or preparation area where food is supplied from an offsite location), lounges, recreation, and other projects appropriate for the provision of supportive services to the residents of the project. Where food is provided from an offsite location, the preparation area in the project must be of sufficient size to allow for the installation of a full kitchen if it becomes necessary, or additional land must be available to add kitchen space. Must provide continuous protective oversight that at a minimum includes awareness by management and staff of the resident’s condition and location as well as the ability to intervene in a crisis on a 24-hour basis. Must offer three meals per day to each resident. (a)

Residents in accommodations without kitchens must take three meals a day provided by the project. (b) Residents whose accommodations have a kitchen must take at least one meal a day provided by the project. The assisted living project's admission agreement must state that no dwelling unit in the project will be occupied by more than one person without the consent of the other residents of that unit. The resident who signed the admission agreement must consent before another person(s) may occupy the unit. Not less than one (1) full bathroom must be provided for every four (4) residents and bathroom access from any bedroom or sleeping area must not pass through a public corridor or area.

Board and Care Home (B&C) - A proprietary residential project or a residential project owned by a private nonprofit corporation or association which consists of at least 20 accommodations, bedrooms with a maximum of 4 persons for each accommodation, each with a full bath. Must be regulated by the State in accordance with Section 1616(e) of the Social Security Act (Keys

Amendment) and meet the States eligibility requirements. The State also must have certified to the U.S. Department of Health and Human Services that the State is in compliance with the provisions of 1616(e). Specifically, the State must have the legislative authority and regulatory body that enables it to conduct unscheduled inspections of the project. Provides room, board, and continuous protective oversight. At a minimum continuous protective oversight includes awareness by management and staff of the resident’s condition and location, as well as the ability to intervene in a crisis on a 24-hour basis. Must be a freestanding structure or an identifiable and separate portion of an assisted living project, intermediate care project or nursing home. Must provide areas for central dining, kitchen (or preparation area where food is supplied from an offsite location), lounges, recreation, and other multipurpose rooms. Where food is provided from an offsite location, the preparation area in the project must be of sufficient size to allow for the installation of a full kitchen if it becomes necessary, or additional land must be available to add kitchen space. Must offer three meals per day to each resident. (a) Residents in accommodations without kitchens must take the three meals a day provided by the project. (b)

Residents whose accommodations have a kitchen must take at least one meal a day provided by the project. Charges may be assessed for providing other services that are in addition to those services included in the basic residential fee. Such services may include housekeeping, laundry, supervision of nutrition or medication and assistance with daily living (bathing, dressing, shopping, and eating). Not less than one (1) full bathroom must be provided for every four (4) residents and bathroom access from any bedroom or sleeping area must not pass through a public corridor or area.

Business/Workdays - Every official workday of the week which includes days between Monday to Friday. This does not include public holidays and weekends.

Calendar Day - Any day of the week.

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.

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.

Contracting Officers Representative (COR) - Acts as the contracting officer’s representative in all matters concerning the technical aspects of the contract. The COR is responsible for the technical direction and evaluation of the Contractors performance but does not have the authority to modify the contract in any way. The Contracting Officer appoints the COR in writing.

Decent, Safe and Sanitary and in Good Repair (DSS/GR) - A property and each unit that fully meets local building, housing, safety, and health codes.

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.

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.

EIV - A comprehensive on-line system for the determination and verification of various resident information and income that PHAs use in determining rental subsidy. Additionally, EIV collects supplemental employment and benefit information through data sharing agreements with the

Social Security Administration (SSA) and the Department of Health and Human Services (HHS).

Elderly - Sixty-two years of age or over.

Elderly family - A family whose head (including co-head), spouse, or sole member is a person who is at least 62 years of age. It may include two or more persons who are at least 62 years of age living together, or one or more persons who are at least 62 years of age living with one or more live-in aides.

Extreme Low Income - 30 percent of the area's median income level.

Government Furnished Property (GFP) - Property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract.

Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. It also includes contractor-acquired property. If the property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

Healthcare Mortgage 232 Facility - Section 232 mortgage insurance is available on mortgages that finance residential healthcare facilities, such as, nursing homes, assisted living facilities and board and care facilities.

Intermediate Care Facility (ICF) - A proprietary residential project or project of a private nonprofit corporation or association which consists of at least 20 beds and is licensed or regulated by the State, the municipality or other political subdivision in which the project is located. Provides for the accommodation of persons who require minimum but continuous care

(24-hour staffing/supervision) but are not in need of continuous medical or nursing services. Corresponds to the Department of Health and Human Services definition of

"Intermediate Care Facility" (ICF).

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 - A person or family whose 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 SCOR.

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

Median Income - 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 - Generally refers to 5 or more units of residential housing.

National Housing Act - The National Housing Act of 1934 - PL 479, 73rd Congress, 48 Stat.

1246, 12 U.S.C. 1701 et seq.

Nursing Home or Skilled Nursing Facility (SNF) - A public project, proprietary project, or project of a private nonprofit corporation or association, which consists of at least 20 beds and is licensed or regulated by the State (or, if there is no State law providing for such licensing and regulation by the State, by the municipality or other political subdivision in which the project is located). Provides for the accommodation of convalescents or other persons who are not acutely ill and not in need of hospital care but who require skilled nursing care and related medical services, in which such nursing care and medical services are prescribed by, or are performed under the general direction of, persons licensed to provide such care or services in accordance with the laws of the State where the project is located.

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 Contractors expense or revenue.

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

Performance Requirements Summary (PRS) - A listing of the performance requirements under the contract that are to be evaluated by the Government on a regular basis, performance indicators for these requirements, performance standards for these requirement and surveillance methods to be used to determine if performance standards are met.

Performance Standard - The Contractor's performance level required by the Government.

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

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

Property Disposition Division (PDD) - The Division activities consist of the management, relocation and sale of those properties acquired by HUD and those in MIP status.

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.

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 Assurance Surveillance Plan (QASP) - A plan describing how the agency will survey, observe, test, sample, evaluate and document the Contractor's performance in meeting critical performance standards identified in the contract.

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.

Residents: See definition for “tenants” below.

Section 8 - Housing Choice Voucher Program, funded by HUD which provides tenant based rental assistance.

Section 8 Vouchering - Application process to obtain subsidy payments.

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.

Specialized Facilities - Assisted living facilities, nursing homes, and retirement centers.

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.

Subordinate Contracting Officers Representative (SCOR) - Provides technical monitoring, advice, and assistance to aid the COR in the technical direction and evaluation of the Contractors performance. The Contracting Officer appoints the SCOR in writing.

Subject Matter Expert (SME) - Provides technical monitoring, advice, and assistance to aid the

COR in the technical direction and evaluation of the Contractors performance.

Tenants: Individuals who are living in multifamily housing or healthcare facilities. This could include people over the age of 65 and people with disabilities, including mental health disabilities.1

Tenant Relocation Meeting - A meeting held at the beginning of the relocation process to inform tenants of available assistance. The local Housing Authority, Relocation Coordinator, 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 explains both orally and in writing to the tenants the relocation process and benefits.

The local Housing Authority explains its role, responsibilities, and the vouchering process.

Tenant Rental Assistance Certification System (TRACS) - 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 SCOR.

2.2 Acronyms

ALF - Assisted Living Facility

AQL - Acceptable Quality Level

1 In other related documents, such as HAP contracts, the Department may have used the term “chronically mentally ill.” Because “people with mental health disabilities” is the preferred term, we use that term throughout, but these terms have the same meaning.

B&C - Board and Care Facility

CAM - Certified Apartment Manager

CFO or OCFO - Office of the Chief Financial Officer of HUD

CFR - Code of Federal Regulations

CIO or OCIO - Office of the Chief Information Officer of HUD

CO - Contracting Officer

COR - Contracting Officer Representative

COS - Certified Occupancy Specialist

CPM - Certified Property Manager

CPO - Office of the Chief Procurement Officer of HUD

CPPB - Certified Professional Public Buyer

CSMS - Comprehensive Service and Monitoring System

CST - Central Standard Time (U.S)

EIV - Enterprise Income Verification

GFP – Government Furnished Equipment

GAO - U.S. General Accounting Office

HA - Housing Authority

HAP - Housing Assistance Payment

HQS – Housing Quality Standards

HUD - U.S. Department of Housing and Urban Development

HUDAR - HUD Acquisition Regulation

ICF - Intermediate Care Facility

IG or OIG - Inspector General (Office of) iREMS - Integrated Real Estate Management System

IT - Information Technology

MAHRA - Multifamily Assisted Housing Reform and Affordability Act

MIP - Mortgagee-in-Possession

NTE – Not to Exceed

OCPO - Office of the Chief Procurement Officer

OIG - Office of Inspector General

OMB - Office of Management and Budget

PL - Public Law

PM - Project Manager

PMS - Property Management System

POC - Point of Contact

PPM - Project Planning and Management

QA - Quality Assurance

QASP - Quality Assurance Surveillance Plan

QCP - Quality Control Plan

SF - Standard Form

SNF - Skilled Nursing Facility

TBD - To be determined

TDD - Telecommunications Device for Deaf Persons

TRACS - Tenant Rental Assistance Certification System

U.S.C - United States Code

3 Government-Furnished Property and Services

The Contractor shall ensure accurate control and accountability of all Government-Furnished

Property in accordance with the terms and conditions of this contract. The Government will furnish, at no cost to the Contractor, the GFP shown below.

3.1 Government Services

No Government Services will be provided.

3.2 Facilities

No facilities will be provided by the Government.

3.3 Equipment

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

For the Contractors use, the Government shall provide access to CSMS/PMS, or its successor.

As approved by the SCOR, 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.

3.4 Materials

The Government will provide the following:

• Mortgagee-in-Possession Agreement (MIP)

• Deed, if applicable

• Legal instrument allowing HUD to manage the property on behalf of the owner

• Rent Roll or TRACS Report

• iREMS Report (Detailed)

• Regulatory Agreement

3.5 Quality Assurance (QA)

The Government will evaluate the Contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the

Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable quality level.

4 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 a corporate office properly staffed, equipped, and supplied, including a 24-hour emergency telephone number (any office established to support this contract shall have a 24-hour monitored number, including site property offices). The Contractor shall also maintain a Telecommunications Device for Deaf Persons (TDD) and a toll-free number for use by tenants in all offices. The Contractor must maintain an accounting system, administrative support, and computer equipment necessary to meet the requirements of the PMS Procedures

Manual or its successor and maintain those normal overhead items necessary to maintain an office from which the work of this contract is to be managed. At a minimum, the office from which the Contractor proposes to manage this contract must be located within the Continental

US. The Contractors office from which the work of this contract is managed, and all property site offices will be open Monday through Friday, except for the Federal Holidays observed by HUD.

The contract manager or alternate shall be available during the normal business hours, which coincide with the PD Division.

4.2 Equipment

The Contractor shall furnish a toll-free telephone number that is provided to tenants and HUD personnel for daily operational business, Interface Equipment and Software, equipment that has the capability of running Microsoft Windows or any other word processing or data processing systems accepted by HUD, Personal computer must have E-mail or other acceptable method to enable direct PC-to-PC communication with HUD and transmittal of spreadsheets documents.

The Contractor shall, in the case of a non-insured, HUD-Held property management relocation property assignment, be prepared to utilize and provide the COR/SCOR access to its own computer accounting software system. The system will be used to track tenant activities, repairs, maintenance (monthly, quarterly, and yearly), accounts payable, and accounts receivables.

4.3 Material

The Contractor shall furnish all forms that shall be used to manage the work required under this contract for property management and relocation services: Relocation Newsletter, Frequently

Asked Questions (FAQ) Emergency Housing Tenant Release Agreement, Agreement/Contract to

Relocate, Declination of Offer to Relocate, Authorization for Release of Information, Receipt of

Security Deposit, Consent of Resident Release to Use a Portion of Relocation Benefits to Offset

Obligations, Residents Relocation Expense/Reimbursement, Receipt for Utility Deposit/Transfer

Fee, Weekly Relocation Summary Reports, Weekly Relocation Outreach Reports, Weekly

Relocation Detailed Reports, Monthly Detailed Relocation Expense Reports per assigned property, and Ad HOC reports when requested.

4.4 Contractor Responsibilities

The Contractor shall only conduct business with designated Government personnel listed as points of contact (POCs). Names of authorized personnel will 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 receive assignment, guidance, and direction from the

CO, CS, COR and SCOR 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 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 CST and in the event of emergency occurrence requiring immediate response to the requirements of this contract, 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.

5 Specific Tasks

5.1 Transition-In

The transition-in plan shall be prepared by the Contractor and submitted with their bid proposal and will become a part of the contract once awarded. The transition-in plan shall include at a minimum:

The Contractor shall establish staff and appoint a Transition Manager, or equivalent, with the authority to accept direction from the Government and will be responsible for accomplishing the transition activities ensuring milestones are being met within 1 business day of contract award.

The Contractor shall provide a list of employees including corresponding resumes that will be responsible for overseeing property management and relocation services within 1 business day of contract award.

All contract personnel that will have access to HUD systems or have access to Personal

Identification Indicators (PII) (tenant information) will need to complete the Personal

Identification Verification (PIV) forms and submit the PIV packet to the COR within 2 business days of contract award to ensure the PIV’ing process is complete within 30 calendar days of contract award. The Contractor shall be cognizant that the corporate level relocation coordinator/specialist, property management site monitor or equivalent, corporate staff member responsible for accounts receivable and accounts payable, on-site relocation specialist or equivalent, and the on-site property manager will have access to PII and must be PIV’d prior to having access to tenant information or HUD systems.

The Contractor shall establish an account with an insurance provider that can provide a general liability insurance umbrella policy. The general liability insurance umbrella policy shall be in place and ready for assignment of properties within 45 days of contract award. The insurance policy shall include a stipulation providing the ability to add and remove assigned properties.

The insurance umbrella must be able to provide services Nationally for property management assignments.

The Contractor shall submit access forms for staff that will be responsible for entering data into the CSMS/PMS system or its successor within 45 days of contract award to the COR.

Performance Standards

a) Standard: In tasks completed within 45 days of Contract award date

AQL: Zero Deviation

Deliverables

A004 Transition-In Plan

5.2 Project Management Plan

The Contractor shall provide a Project Management Plan (PMP) within 21 days of contract execution date that outlines the procedures and methods to be used to procure supplies, materials, equipment, and services necessary for the maintenance, repair, liability insurance, security and operation of each property assigned under this contract.

The PMP shall also include the procedures and methods to be used for the following:

Adequately planning the award of subcontracts in advance to obtain the required prior approvals.

The Contractor shall develop, for each property, a tailored property PMP…