SOW Final.pdf

3/31/2022

U.S. COAST GUARD NINTH DISTRICT HOUSING AVAILABILITY ANALYSIS

(FY21)

STATEMENT OF WORK

1. DEFINITION, PURPOSE, AND SCOPE

The objective of this work effort is to provide a Housing Availability Analysis (HAA) for each of the contract locations listed. The HAA shall be a comprehensive, detailed investigation and forecast of housing requirements at a U.S. Coast Guard (USCG) location(s). This HAA is similar to the Housing Market Survey and Analysis (HMSA) but will require additional information.

The HAA shall be based on several types of input to be obtained by the Contractor, including but not limited to, the following:

• Surveys and direct observations on the part of the Contractor including a site visit to each USCG Location, compilation of local quality-of-life data including crime and safety, industrial usage (refineries, etc.), school rating, and neighborhood-by-neighborhood housing quality assessments. Provides analysis on how each aforementioned data pull impacts the availability and affordability of the rental market.

• Availability and cost of suitable rentals during the Assignment Year (AY) AY22- AY25 transfer season. There will be a bi-weekly deliverable on this point to the Project Officer.

• Collection of primary and secondary documented data including available housing inventory, future housing construction, population and demographic characteristics, rents, utility costs, rental vacancies, and occupancy turn-over.

• In-person interviews are also to be undertaken by the Contractor to locate the types of data listed above and to coordinate with and obtain unique insights from USCG Housing Office staff, installation leadership, and knowledgeable professionals at the installation, nearby communities, Coast Guard members that have recently moved into or are moving into the studied area, and from the local private sector.

• Contractor should verify availability of any found properties with sellers or landlords to ensure property would be a viable option for Coast Guard members moving into the area. Offerings of short term tourist type rentals should not be considered.

The Contractor shall prepare a comprehensive HAA, with a 5-year projection for each of the specified U.S. Coast Guard locations included in the contract. The HAAs shall be prepared in conformance with standard accepted procedures and this Statement of Work.

If any methods are in conflict, the Statement of Work will take precedence unless approved by Contracting Officer’s Representative (COR) and/or the Contracting Officer

(KO).

The HAA shall assess the balance between projected available, affordable, adequate private sector rental housing and the projected military rental housing demand.

The HAA shall focus on the local private-sector rental housing that may be available to service personnel in the market area. The Contractor shall conduct an analysis of present and prospective housing demand and supply relationships in the local housing market in order to assess the private sector’s ability to provide available, affordable and adequate support for the housing needs of accompanied (with dependents) and unaccompanied (without dependents) personnel stationed at the installation. The Contractor shall comprehensively evaluate the current and prospective dynamic forces affecting economic, demographic, and housing conditions, as well as housing inventory trends, in order to quantify the local demand for and supply of housing.

The Contractor shall provide a professional opinion, in layman’s terms, as to the number of accompanied and unaccompanied personnel, by grade and bedroom qualification, which can be reasonably accommodated in acceptable (i.e. available, affordable and adequate) rental housing within the market areas for the next five years.

All analytical parameters, such as market conditions, authorized personnel, USCG family housing inventory, and housing allowances, shall be for the base calendar year during which the study is done.

The HAA must address housing requirements for the USCG personnel within each market study at the following locations:

1.1 Contract Locations

Each grouping is broken down by expected period of performance per section 8.

However, these unit locations are subject to change.

Base Period

• Saginaw, MI (Zip codes: 48613, 48650, 48634, 48631, 48611, 48706, 48710, 48708, 48732, 48747, 48623, 48604, 48747, 48605, 48607, 48601, 48722, 48734, 48415, 48417, 48616, 48649, 48614, 48655, 48637, and 48626)

• Michigan City, MI (60 minute drive time radius of 10 On the Lake, Michigan City, IN 46360)

• Traverse City, MI (Zip codes: 49670, 49654, 49653, 49636, 49630, 49621,49686, 49690, 49630, 49684, 49640, 49650, 49685, 49696, 49637, 49643, 49617, 49635, 49613, 49616, 49683, 49620, 49649, 49663, 49668, 49625, 49614, 49675, 49645, 49660, 49619, 49638, 49618, 49601, 49689, 49660, 49411, and 49431)

• Grand Haven, MI (Zip codes: 49437, 49461, 49425, 49457, 49445, 49440, 49442, 49451, 49303, 49318, 49441, 49415, 49456, and 49417)

• D1 Unit (TBD)

Option Year period One

• Alexandria Bay, NY (60 minute drive time radius of 45864 Landon Road, Wellesley Island, NY 13640)

• Marquette, MI (Zip codes: 49861, 49879, 49814, 49849, 49866, 49855, 49885, 49841, and 49833)

• Charlevoix, MI (60 minute drive time radius of 101 Coast Guard Drive, Charlevoix, MI 49720)

• Outside D9 unit TBD

Option Year Period Two

• Sturgeon Bay, WI (60 minute drive time radius of 2501 Canal Road, Sturgeon Bay, WI 54235)

• Duluth, MN (Zip codes: 55771, 55725, 00060, 00161, 55731, 55723, 55703, 55790, 55781, 55710, 55732, 55706, 55792, 55750, 55719, 55758, 55708, 55750, 55602, 55801, 55734, 55751, 55746, 55738, 55724, 55763, 55741, 55751, 55804, 55811, 55779, 55702, 55736, 55798, 55726, 55780, 55720, 55733, 55810, 55805, 55802, 55810, 55807, 55808, 55757, 55767, 55749, 54836, 54873, 54849, 54854, 54864, 54880, and54838)

• Outside D9 unit TBD

Option Year Period Three

• Units TBD

2. TASKS

Tasks to be completed by the Contractor shall include but are not be limited to the following:

2.1. Housing Market Area Maps: Maps of proposed market area boundaries will be provided as government furnished material; the Contractor shall confirm the proposed market areas including exclusions.

The housing market area is defined for the HAA as those communities within a reasonable commuting distance (RCD) of their permanent duty station. RCD is defined as a round-trip travel time of two hours or less during peak commute times. The morning (inbound) commute shall be between the hours of 0600 and 0900; the evening (outbound) commute shall be between the hours of 1500 and 1830. The Contractor shall consider special circumstances including road and weather conditions (specifically during winter driving conditions) for all seasons and tourist seasons that may affect commuting times.

If the Contractor finds that the proposed maps and market areas are not properly defined to meet the round-trip travel time of two hours or less during peak commute times, they may propose changes to the government’s boundaries. Any changes proposed by the Contractor must be approved by the COR.

The approved housing market area(s) shall be the basis of the draft and final studies.

2.2. Kickoff Meeting/Schedule (Deliverable 1): In coordination with the COR, the Contractor shall organize and conduct Kickoff Meetings with the USCG location leadership, housing personnel and other staff as designated by the COR. The meetings shall address:

a. Special issues and assumptions to be used in the analyses

b. The study schedule

c. The housing market area

d. On-base and off-base personnel and community officials relevant to obtaining housing information in support of the analyses

e. Processes used to obtain information and data

f. Study methodology

g. Results of Local Members Housing Choices Survey. (Government administered internal survey will be initiated and concluded between Kickoff meeting and Draft Report (Task 2.7, Deliverable 6).

The Contractor shall provide the study schedule for Government approval.

The Government Furnished Materials, noted in Paragraph 4, will be delivered in electronic or paper form at or prior to the Kickoff Meeting. The Contractor shall be responsible for recording and documenting items of discussion and decisions for this and all subsequent meetings, interviews, or telephone conversations. The contractor shall provide Kickoff Meeting notes within 10 calendar days of Kick-off meeting.

2.3. Site Visits (Deliverable 2): All studies shall be conducted in the field. Site visits shall be limited to contractor and select Government stakeholders. Contractor shall provide a brief trip report within 5 calendar days at the end of the site visit. To maximize benefit of site visit, contractors shall coordinate meetings with the local resources in advance of site visit.

2.4. Monthly Progress Reports (Deliverable 3): The Contractor shall furnish the COR a monthly Progress Report briefly describing work completed and anticipated for the preceding and following months, respectively. The Contracting Officer’s Representative will assess each report and provide guidance to the Contractor as needed. The Progress Reports shall be submitted no later than 15 days following the month being reported.

2.5. Data Collection (Deliverable 4): Critical information on the local housing market includes the number, quality/adequacy, and cost of rental units in each market segment as defined by rental cost and number of bedrooms. A survey of market area communities shall be conducted to identify housing which is unsuitable for reasons related to quality, health, safety, and crime; to the maximum extent possible, objective and impartial sources of information should be the basis for exclusions based on adequacy within the market area. Multiple data points in addition to exclusions of census tract and housing may also apply in identifying housing quality. Determine if availability is driving affordability and is the buying market impacting the rental market.

To be considered adequate, a housing unit must meet the requirements of OMB Circular A-45 and the Coast Guard Housing Manual (COMDTINST M11101.13 (series)). The unit must be a complete dwelling unit with private entrance, bathroom, and kitchen for the sole use of the occupants. The unit must be well constructed, in a good state of repair and not pose a health or safety hazard and meets the commuting requirements of section

2.1. The unit shall not be a seasonal rental or mobile home. To be considered, the units must be at least 550 sq. ft. with 1 bath for a 1BR; 750 sq. ft. with 1 bath for a 2BR; 960

sq. ft. with 1 bath for a 3BR; and 1,190 sq. ft. with 2 baths for a 4BR.Additionally, the unit shall provide the number of bedrooms, based on accompaniment status and pay grade, as indicated in the Coast Guard Housing Manual.

Data shall be collected during a site visit to the location(s) and surrounding communities, as well as via telephone and the Internet. Information gathered from newspaper classified listings, property managers, city and county planners and engineers, county assessors, representatives of local boards of realtors, real estate developers, bankers, census publications, USCG and other military housing office personnel, and others is to be utilized to estimate the current and future housing inventory. This information is to be disaggregated by housing type (i.e., single and multi-family housing units, etc.), bedroom mix, tenure of occupancy and rental cost. Reports with addresses, points of contact to confirm rentals and rental information will be required bi-weekly for each location. Track the days on the market for rentals that become removed from the market.

Communicate to inbound members as needed to track renting process and analysis if process has impact on timeliness to locate and acquire rental unit at new location.

Member contact information would be provided by the Project Officer.

The Contracting Officer’s Representative (COR) will provide current and projected detailed data for USCG personnel, at each location, as indicated in Paragraph 4.

2.6. Analysis (Deliverable 5): The Contractor will analyze current and projected private-sector housing supply and demand relationships in order to determine the ability of the private sector to support the needs of unaccompanied and accompanied USCG personnel (and their families) with adequate housing; unaccompanied and accompanied personnel shall be analyzed separately. The goal is to evaluate the current and prospective dynamic forces affecting economic, demographic, and housing inventory trends in order to estimate local housing market characteristics. Special consideration shall be given to housing areas, especially rural, remote, or tourist destination areas, when determining the optimal housing analysis within the defined housing area.

The analysis will identify existing suitable (available & adequate) community housing assets and levels of vacancy which are likely to be available in each of the market areas, projected five years (Y+5) from current year (Y). Housing that does not meet the requirements of OMB Circular A-45 and the USCG Housing Manual shall be excluded.

Information derived from expert opinion shall be combined with data gathered from various source publications (i.e., census databases, local governments, local building officials, etc.) and local building activity data such that estimates of current and future adequate community housing can be made. Housing supply conditions shall be analyzed in terms of number, type, occupancy cost, adequacy, and bedroom mix as determined in the preceding Task.

The procedures approved by USCG will be followed to determine the total housing requirement for each market area. The analysis will include the following:

a. Determine current year (Y) and projected year (Y+5) USCG private sector housing requirement.

b. Prepare current and projected affordability ranges for authorized USCG personnel by grade and the following:

1. 100% of the Basic Allowance for Housing (BAH) + National Out-of- Pocket Amount.

2. BAH + 20% of Non-Locality BAH + National Out-of-Pocket Amount (Sensitivity Analysis)

c. Prepare a sensitivity analysis of housing requirements.

d. Prepare baseline housing market projections using updated market data.

e. Prepare current rental cost distributions by number of bedrooms using collected data; if parking is not included and parking fees are additional to rental costs, identify those fees separately.

f. Compute expected available & adequate rentals for USCG renters by number of bedrooms and rental cost; Itemize additional parking fees separately from the rental cost. Provide explanation of market share and computations of data.

g. Summarize the number of unaccompanied and accompanied personnel that can reasonably be accommodated by the rental housing markets within the market areas, in the current year (Y) and projected year (Y+5); provide separate summaries for each of the affordability ranges and for an availability summary with no affordability cap.

h. Compare number of USCG personnel that can be reasonably accommodated by the rental housing market to the private sector USCG housing requirement, to determine the community housing shortfall.

i. Provide a concise summary, in layman’s terms, delineating the existing and/or projected housing deficit or surplus. Include the breakdown by bedroom style.

Briefly include a discussion on the city’s General Plan for economic development.

Discuss the impacts from local development or natural disasters, including major infrastructure improvements on the Reasonable Commute Distance (RCD) and availability/supply and forecasted CG ability to afford private housing. If a deficit is projected, discuss whether the deficit is primarily a housing supply issue or an affordability issue. Based on this summary provide an inventory recommendation.

2.7. Draft Report (Deliverable 6): The Contractor shall prepare and deliver copies of the Draft HAA Report for review by the Government. The Draft Report shall include all basic components of the Final Report in order to allow for adequate presentation and review of the document.

At a minimum, the report shall include a map depicting the housing market area for each location listed above, existing and projected service personnel demand (projected five years from current year), and the condition, size, cost and trends in private-sector housing supplies (renter vs. homeowner, cost, quality, quantities according to unit type, and vacancies). Maps should include location points of existing CG Inventory. For homeownership, an analysis should be made to determine any driving factors behind this.

Provide property location data to verify that area of consideration remained within the housing market area and was commensurate with the general adequacy criteria.

The report shall list the major assumptions used in developing the analysis (i.e., marital factors, housing allowances, etc.) and a concise summary of observations and economic conditions based on research and interviews; define, describe and quantify the impacts of seasonal influences, commuting issues, rental/growth restrictions, development/construction activity and any projected demographic changes. The report shall include a clear description of current market conditions and changes to the economy that influence the Contractor’s projections. Lastly, the Contractor shall use the analyses to make adjustment recommendations regarding the existing Government owned housing inventory.

The Contracting Officer’s Representative will review the report with the location contacts and Housing Program Manager Office, and will provide consolidated review comments to the Contractor within ten (10) days following its receipt.

2.8. Presentation/Review Support: The Contractor shall make a teleconference presentation of the results of the Draft Report to involved parties at the USCG location and elsewhere as determined by the COR. The COR may substitute email correspondence for this teleconference if it is in the best interest of the Government to do so. The Contractor will receive written and/or verbal comments on the Draft Reports during and/or subsequent to this teleconference. The Contractor will respond to the comments in writing indicating concurrence with the comments or providing justification for non-concurrence. The COR will review the responses and provide concurrence or further direction.

2.9. Final Report (Deliverable 7): The Contractor shall, upon acceptance of the Draft Report by the Contracting Officer’s Representative, produce and deliver copy of the Final Report in a searchable Adobe Acrobat .pdf to include a final presentation of the analysis with a Q and A session for USCG stakeholders.

2.10. Supporting Documentation (Deliverable 8): The Contractor will deliver to the COR an electronic (CD) copy of appropriate backup materials used in the analysis including key items of correspondence, meeting and interview notes, and intermediate data. All supporting documents shall include native files.

3. Project Deliverables and Schedule of Work The Contractor shall propose a schedule and provide the deliverables within that period of performance unless approved by the COR or KO. Work by the Contractor under this task order is to begin as soon as practical following the Government’s issuance of the

Julia Rang Do we want this or will PDF report be acceptable

Notice to Proceed. Deliverables due are to be submitted in accordance with the following schedule unless otherwise directed by the Government’s KO. The schedule will be modified when there are changes in the Government Furnished Materials subsequent to the analysis or when major market or mission changes occur during the course of the study.

Task No. Description

Deliverable No. Submittal Due *

Notes

2.1 Housing Market Area Maps (confirmed and approved)

N/A 15 days from Notice to Proceed

(1), (3)

2.2 Kickoff Meeting/ Study Schedule/Meeting Notes

15 days from Notice to Proceed *

(1), (3)

2.3 Site Visit/Trip Report 2 Coordinate with CG

schedule

(1)(3)

2.4 Monthly Progress

Reports 3 15 days after reporting month ends (1)(3)

2.5

Bi-weekly housing report w/current rental data and member

COMMS

4 Bi-weekly starting 1 apr- 31Sept

(4)

2.6 Data Collection 5 Include in Draft Report (3)

2.7 Analysis 6 Include in Draft Report (3)

2.8 Draft Report 7

60 days after Kick-off Meeting or finalizing Market Area Map

(1), (3)

2.9 Draft Report Presentation/Review Support

N/A 10 days from delivery of Draft Report

(1), (3)

2.10 Final Report 8

10 days from receipt of government comments on Draft Report

(1), (2), (3)

2.11 Supporting

Documentation 9 10 days from Final Report submittal (3)

Notes:

(1) Electronic copy per location via e-mail

(2) 1 CDs (per location with supporting documentation); Distribution to COR.

(3) Required as supporting documentation.

(4) See section 2.5 para 3. For detailed description of properties.

* Schedule applies to each HAA area independently and may be conducted concurrently.

4. Government Furnished Materials The Government shall furnish to the Contractor at, or prior to, the Kickoff Meeting the items listed below:

Do we really want CDs

a. Recommended market area map and boundaries (attached). Map and boundaries can be modified during the kick-off meeting or contractor site visits, but changes must be approved by the COR.

b. Housing Requirements Analysis (HRA) reports showing authorized manpower projected five years (Y+5) from the current year (Y) for all USCG personnel at the Location, segmented by pay grade to the extent feasible.

c. The most recent USCG requirements policy guidance as described in the USCG Housing Manual.

d. Housing areas within the market area that are considered unsuitable for housing uniformed personnel and describing the boundaries of each unsuitable area by census tracts or other geographic features.

e. The current and projected Military Family Housing (MFH) inventory, grade group and bedroom designations for each USCG location. Housing units that are USCG owned, leased, available through privatization agreements (if any) or under contract or available through other programs, inter-agency agreements, or contracts will be separately identified.

f. Identification of any unique aspects of the community that would particularly influence the housing market or the availability of housing to the USCG.

Examples are agriculture, seasonal patterns, natural barriers, building trends, vacancy rates, market growth, economy changes and trends, etc.

5. Special Considerations Qualifications The Contractor (and assigned Economist(s) and Market Analyst(s)) shall have a minimum of five (5) years experience in performance of Housing Market Surveys and Analyses. Demonstration of this experience, in the form of a completed housing study, shall be submitted to the Government along with proposal.

Deliverable Criteria Reports shall be delivered as a searchable Adobe Acrobat (.pdf) software electronic document, sized in a standard letter 8.5 x 11 inches format. Area within page margins shall not exceed 7 x 10 inches. Avoid the use of oversized illustrations, charts, maps or artwork, however, foldout maps or tables are permitted and shall not exceed 11 x 17 inches with a maximum image size of 9.75 x 15.5 inches. Contractor shall also provide one (1) hard copy of the Final Report and one CD-ROMs with the Final Report in Microsoft Word and Adobe Acrobat PDF software formats along with any other supporting data.

Public Disclosures The Contractor shall make no public announcements or disclosures relative to information contained or developed under this contract except as authorized in writing by the Contracting Officer or Contracting Officer Representative (COR).

Records

Do we really want in CD ROM

The Contractor is required to provide a record of all significant conferences, meetings, discussions, verbal directives, telephone conversations, trip reports, or other exchanges of information with Government representatives relative to this contract in which the Contractor and/or designated representatives participated. Meeting notes shall include pertinent details of discussion and any agreements by which stakeholder. The Contractor shall be required to provide a record of requests for and/or receipt of Government Furnished Material or data that, if not furnished in a timely manner, would significantly impair the normal progression of work under this contract.

6. Contract Administration Data Contracting Officer The term Contracting Officer (KO), as used herein does not include any representative not acting within the scope of his/her authority. Notwithstanding any of the provisions of this contract, the KO shall be the only individual authorized to redirect the effort or in any way amend or modify the terms of this contract. Final inspection and acceptance of work called for under this contract shall be performed by KO or his/her duly authorized Contracting Officer Representative (COR).

7. Travel Contractor travel may be required to support this requirement. All travel required by the Government outside the local commuting area(s) will be reimbursed to the Contractor in accordance with the Federal Travel Regulations. The Contractor shall be responsible for obtaining COR approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

8. Period of Performance

Base Period 01APR2022—31JAN2023 Option Period One 01FEB2023—31JAN2024 Option Period Two 01FEB2024—31JAN2025 Option Period Three 01FEB2025—31JAN2026