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Department of Housing and Urban Development

Public and Indian Housing

Special Attention:

Public Housing Hub Directors, Public Housing Program Center
Coordinators, Director, Recovery and Prevention Corps, Headquarters
Office of Administration & Budget/Chief Financial Officer, Procurement
and Headquarters Procurement and Contracting Division, Denver Field
Contracting Operations, Philadelphia Field Contracting Operations,
Atlanta Field Contracting Operations, and Public Housing Agencies (PHA)

**Notice PIH 2004-16 (PHA)**

Issued: August 18, 2004

Expires: August 17, 2005

Cross References:

24 CFR Part 985

Subject: Section Eight Management Assessment Program (SEMAP) Guidance to
HUD Field Offices Assisting SEMAP Troubled and Near-Troubled PHAs

**1. [Purpose]{.underline}** This Notice replaces Notice PIH 2002-27 and
provides guidance for Hub Directors and Program Center Coordinators to
follow in assisting Public Housing Agencies (PHAs) determined troubled,
near-troubled, or non-troubled under the Section Eight Management
Assessment Program (SEMAP) for the Housing Choice Voucher Program.

**2. [Applicability]{.underline}**

A.  This Notice is for use by Hub Directors and Program Center
    Coordinators for reviewing PHA SEMAP performance certifications,
    assessing, modifying or withholding SEMAP performance designations,
    responding to PHA appeals, conducting remote and on-site quality
    control reviews and confirmatory reviews, following up with PHAs on
    deficient indicators, and reviewing, approving and monitoring
    completion of PHA corrective action plans.

B.  This Notice also provides guidance to the Office of Field
    Operations, Hub Directors and Program Center Coordinators that plan
    to use contract services to assist them in providing assessment and
    on-site technical assistance to PHAs involving program training and
    performance monitoring pursuant to HUD approved PHA corrective
    action plans.

**3. [Using the Guidance in this Notice]{.underline}** This Notice
provides information about the SEMAP process and flow of events for the
five (5) basic phases in the SEMAP process. These phases are (1) PHA
certification and rating, including PHAs that fail to submit a
certification; (2) field office modification of PHA certifications or
withholding scores or performance designations; (3) PHA appeals; (4)
PHAs designated non-troubled (including those PHAs that received "zero"
ratings in one or more SEMAP indicators and other non-troubled PHAs that
have serious management issues of non-compliance); and (5) PHAs
designated SEMAP troubled. In accordance with this Notice and to better
assist troubled, near-troubled, and non-troubled PHAs, Hub Directors and
Program Center Coordinators may either provide direct technical
assistance to the PHA or request approval from the PIH Assistant
Secretary to provide technical assistance to the PHA using contract
services.

**4. [SEMAP Regulations]{.underline}** SEMAP regulations (24 CFR Part
985) can be found on the PIH web site at
<http://www.hud.gov/offices/pih/programs/hcv/semap>.

**5. [PHA Certification and Rating]{.underline}** In accordance with
SEMAP regulations, all PHAs, unless otherwise excused, must complete and
submit their SEMAP certifications electronically using the Public and
Indian Housing Information Center's (PIC) SEMAP module for all
applicable indicators within 60 calendar days following the PHA's Fiscal
Year End (FYE).

PHAs with fiscal years ending in the first four quarters following the
effective date of the final rule, Deregulation of Small PHAs, 24 CFR
Parts 902, 903 and 985, published June 24, 2003, were not to be
evaluated under SEMAP for that fiscal year. PHAs with fiscal years
ending September 30, 2003, were the first group of PHAs exempted from
SEMAP, followed by PHAs with fiscal years ending December 31, 2003,
March 31, 2004 and June 30, 2004.

> Hub and Program Center staff should use the PIC SEMAP module to ensure
> that PHAs in their jurisdictions submit their SEMAP certifications in
> PIC SEMAP. Generally, PIC SEMAP will not be re-opened to permit PHAs
> to submit information once the 60-calendar day cut-off date has been
> reached. The system cut-off date is the end of the 60^th^ calendar day
> following the end of the PHA's fiscal year end. In accordance with the
> SEMAP regulations, PHAs that did not submit their certifications
> within 60 calendar days after FYE are rated troubled. Following the
> system cut-off date, HUD will run an overnight batch process resulting
> in a SEMAP profile for all PHAs that certified timely to HUD and a
> "zero" profile for all those PHAs that failed to submit their SEMAP
> certification to HUD.

If a Hub or Program Center is aware of an administrative error on the
part of the PHA, or a system functionality issue that is preventing the
submission of the PHA's certification, the Hub or Program Center must
work with the PHA, PIH's Information Services Division (ISD) and PICHELP
to ensure that the PHA's certification is received by HUD in a timely
manner. The telephone number for ISD is (202) 708-1445 and the telephone
number for PICHELP is (800)-366-6827.

> Listed below are the special rules regarding the certification
> requirements for small PHAs and PHAs that are operating "**limited**"
> or "**systemic**" Moving-to-Work (MTW) Demonstration Programs.

-   Small PHAs that are designated troubled must certify annually using
    PIC SEMAP.

-   Small PHAs, which are not troubled, and have fiscal years ending
    September 30, 2003, December 31, 2003, March 31, 2004 and June 30,
    2004, are not rated under SEMAP, unless these PHAs elected to submit
    their certification to HUD.

-   Small PHAs, unless exempt as noted above, will be assessed
    biennially for all indicators that apply. Regardless, small PHAs may
    elect to be assessed annually.

-   Small PHAs with less than one full year of program operations must
    certify using PIC SEMAP for all indicators that apply. However,
    these PHAs are not rated at all.

-   PHAs participating in the MTW Demonstration program must certify
    using either a "paper" certification or PIC SEMAP in accordance with
    their MTW Agreements and as follows:

-   PHAs in the Moving to Work (MTW) Demonstration whose entire housing
    voucher programs have been converted to the MTW demonstration (i.e.,
    that have\"**systemic**\" MTW programs) must submit a "paper" SEMAP
    certification form HUD-52648, and certify to their performance on
    all SEMAP indicators unless their MTW Agreement specifically states
    that they are exempt from reporting on all or selected SEMAP
    indicators. If appropriate, the PHA should explain why certain
    indicators do not apply based upon the components of its MTW
    program.

    []{.mark}

-   PHAs with only a **limited** number of voucher program families
    participating in their MTW demonstrations, must comply with all
    regular SEMAP requirements for the non-MTW portion of their programs
    and must submit their SEMAP certifications electronically for their
    regular voucher program (excluding the MTW portion). These PHAs will
    be rated as usual under SEMAP for the non-MTW portion of their
    regular voucher program that remains subject to all of the parts 982
    and 984 program rules. PIC SEMAP uses MTCS data, for the
    MTCS-verified SEMAP indicators, from form HUD-50058 family reports
    entered in MTCS and not marked MTW. PHAs with only a **limited**
    number of voucher program families participating in their MTW
    demonstrations **must also submit a separate "paper" SEMAP
    certification form for the MTW portion of their program**. If
    appropriate, the PHA should explain why certain SEMAP indicators do
    not apply based upon the components of its MTW program.

-   PHAs that have MTW programs must submit their paper SEMAP
    certifications for MTW to the HUD field office and must provide a
    copy to the Headquarters PIH Office of Public Housing Investments,
    Room 4130, that administers MTW. Although MTW PHAs must certify as
    to their performance under SEMAP, they will not be rated under SEMAP
    for MTW.

    **6. [Profile Modification]{.underline}** The SEMAP regulation
    permits the use of several tools that Hub Directors and Program
    Center Coordinators may use to modify PHA certifications or withhold
    SEMAP scores and performance designations.

    Hub Directors and Program Center Coordinators may, during the
    profile assessment and rating phase or anytime during the current
    fiscal year, modify or withhold the overall performance rating based
    on one or more of the following conditions:

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-   PHAs may be subject to a rating modification regarding indicators 1
    through 7 and the Deconcentration Bonus based on the latest IPA
    audit (regardless of the year completed), field management review,
    RIM review, OIG audit or on-site SEMAP confirmatory review. Hub and
    Program Center staff should determine whether the audit report
    identifies any indicator-specific deficiencies and modify the score
    as warranted. A PHA's score may be modified due to an OIG or
    independent audit, field management review, or other factor
    impacting one or more SEMAP indicators, such as litigation. Should a
    PHA become troubled as a result of such action, the PHA will be
    subject to the requirements noted above regarding troubled PHAs; or,

-   PHAs may be subject to having their SEMAP score or performance
    designation withheld based on litigation or any other circumstances
    having a direct bearing on a PHA's SEMAP indicators.

    If the rating is modified or withheld for any of these reasons, the
    Hub Director or Program Center Coordinator must inform the PHA in
    writing of the reasons for modifying or withholding the PHA's SEMAP
    rating.

    Hub Directors and Program Center Coordinators must complete the
    assessment and rating phase, approve the profiles, and issue the
    notification letters to PHAs not later than 120 calendar days after
    the PHA's FYE.

    **7. [Appeals]{.underline}** A PHA may appeal its overall SEMAP
    rating via PIC SEMAP to the Hub or Program Center, within 30
    calendar days after the date of the notification letter of its SEMAP
    score and performance designation. PHAs that failed to submit their
    SEMAP certifications to HUD, as required under HUD regulations, may
    not appeal their troubled designations except where it can be
    sufficiently demonstrated that HUD was at fault, contributed to, or
    prevented the PHA from certifying. Other PHAs may appeal to the Hub
    Director or Program Center Coordinator only if a successful appeal
    would result in a change in the overall SEMAP rating and performance
    designation (from troubled to standard, or high performer) as
    opposed to differences in point values. PHAs must provide reasons
    and justification for the appeal. Hub Directors and Program Center
    Coordinators must accept or deny the appeals and notify the PHAs
    within 30 calendar days following the date of the PHA appeal letter.
    The SEMAP score and designation are final unless or until changed by
    HUD.

    A PHA, after exhausting its right to appeal to the Hub or Program
    Center, may also appeal to the Assistant Secretary for Public and
    Indian Housing, under the same conditions noted above if submitted
    within 30 calendar days following the date of the Hub or Program
    Center denial letters. Headquarters will make a final determination
    regarding the appeal generally within 30 calendar days from the date
    of the PHA's letter and will inform the Hub Director or Program
    Center Coordinator of the final determination. The Hub or Program
    Center must promptly update PIC SEMAP and notify the PHA of the
    final determination within 10 calendar days following the date of
    Headquarters' letter.

#  {#section .unnumbered}

# 8. [Non-Troubled PHAs]{.underline} The field office notification letter must require all non-troubled PHAs to correct all SEMAP deficiencies and "zero" ratings within 45 calendar days from the date of the HUD notice. PHAs must provide written notification to Hub Directors or Program Center Coordinators describing the status of the deficiencies and corrective actions taken.  {#non-troubled-phas-the-field-office-notification-letter-must-require-all-non-troubled-phas-to-correct-all-semap-deficiencies-and-zero-ratings-within-45-calendar-days-from-the-date-of-the-hud-notice.-phas-must-provide-written-notification-to-hub-directors-or-program-center-coordinators-describing-the-status-of-the-deficiencies-and-corrective-actions-taken. .unnumbered}

Hub Directors and Program Center Coordinators may require, where
warranted, non-troubled PHAs that do not correct all SEMAP deficiencies
during the 45 calendar day period following notification to submit a
corrective action plan that complies with 24 CFR Part 985.107 within 30
calendar days following the date of the notification letter from the Hub
or Program Center.

**9. [Troubled PHAs]{.underline}** If a PHA is designated troubled,
including those PHAs that have been designated troubled due to
non-submission of their SEMAP certification, the Hub or Program Center
must conduct an on-site review to determine the magnitude and
seriousness of the PHA's non-compliance with housing voucher program
rules and specific SEMAP performance requirements. The Hub or Program
Center may also partner with or make arrangements with the Recovery and
Prevention Corps to conduct the on-site review on behalf of the Hub or
Program Center. In the event that neither the field office or the
Recovery and Prevention Corps can complete the assessment, the Hub or
Program Center may request exception approval from the Assistant
Secretary to use contractor assistance to complete the on-site
assessment. The Hub or Program Center or Recovery and Prevention Corps
must provide the PHA with a written report of findings within 90
calendar days (120 calendar days if using a contractor to complete the
assessment) following score notification. The report should contain a
review of the overall housing choice voucher program, a thorough review
of each of the indicators or problem areas listed as deficient, a
determination of the apparent reasons for the deficiencies and recommend
strategies for improvement. The PHA must use the report to develop its
corrective action plan.

The corrective action plan must comply with 24 CFR Part 985.107 and must
be submitted to the Hub or Program Center for review and approval within
30 calendar days following the date of notification letter of the
on-site review results. Hubs and Program Centers must approve the
corrective action plans within 30 calendar days following the date of
the PHA submission. This affords the PHA adequate time to implement the
needed corrective actions prior to the end of the third SEMAP reporting
period.

In some cases, the Hub or Program Center may be relieved from conducting
an on-site review of a troubled PHA if:

-   The Hub or Program Center or Recovery and Prevention Corps conducted
    a management review within one year from the date the PHA was
    designated troubled that identified deficiencies and identified
    corrective actions to resolve the current deficiencies; or

-   Other information that satisfies the Hub or Program Center that the
    resulting deficiencies are minor in nature and relatively easy to
    monitor and correct remotely such as a PHA's failure to submit its
    SEMAP certification or failure to meet the PIC reporting
    requirements.

    Hubs and Program Centers may continue to conduct remote reviews of
    small troubled PHAs where the deficiencies are easily and quickly
    diagnosed or where the Hub or Program Center is aware of a
    particular problem such as the untimely death or resignation of an
    executive director, etc. or some unforeseeable event that has a
    direct bearing on the PHA's ability to certify using PIC SEMAP.

    For PHAs designated troubled, Hubs and Program Centers must complete
    the on-site assessments as required under HUD regulations at 24 CFR
    Part 985.107, and this Notice.

    Once a PHA has been determined troubled, it will remain troubled
    until the Hub or Program Center formally removes the PHA's troubled
    designation and notifies the PHA of its new performance designation.
    In order to formally remove the PHA's troubled designation and
    before changing a PHA's subsequent annual overall performance rating
    from troubled to a higher performance rating pursuant to corrective
    actions the PHA has undertaken, Hub or Program Center or Recovery
    and Prevention Corps staff must conduct a final on-site confirmatory
    review to ensure that appropriate program improvement has occurred.
    A PHA that failed to submit its SEMAP certification will remain
    troubled for the full fiscal year and all required actions that
    apply to troubled PHAs will also apply to these PHAs.

    **10. [Technical Assistance for Troubled and Near-Troubled
    PHAs]{.underline}**

    Hubs and Program Centers may elect to provide technical assistance
    to the PHA using existing HUD staff resources or request contractor
    assistance using one of the following procurement methods:

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-   Indefinite Quantity Small Business Contracts (IQCs);

-   List of 8(a) Socially/Economically disadvantaged businesses;

-   GSA schedule; and

-   Open Market (This method should not be used if the work exceeds
    \$100,000).

    The Headquarters assigned Government Technical Representative (GTR)
    in the Procurement and Contracting Division will provide on-going
    coordination and technical assistance to the Hubs and Program
    Centers and will share responsibility with the field GTM for
    monitoring contractor performance. The GTR will maintain the task
    and purchase order files, prepare forms necessary to reserve the
    appropriate funds, including the transfer of funds to the Recovery
    and Prevention Corps when accessing their IQCs, prepare periodic and
    quarterly reports, and perform contract closeout. The GTR will work
    with the Hubs and Program Centers and the Field Contracting Offices
    in Denver, Philadelphia, and Atlanta to issue the task/purchase
    orders that have been approved by PIH on a case-by-case basis.

    Hubs and Program Centers may use contractors to assist PHAs in the
    implementation of approved Corrective Action Plans or other
    technical assistance as needed. Hub and Program Center staff should
    be sure to work closely with PHAs needing assistance to ensure that
    HUD's as well as the PHA's needs, as contained in Statements of Work
    (SOW), are adequately met.

    Hubs and Program Centers will need to refer to
    <http://hudweb.hud.gov/po/p/semap> to use or modify the sample
    Statement of Work (SOW) and other procurement related forms that are
    contained on this website to describe the specific work to be
    completed at each PHA or series of PHAs by the contractors. It is
    understood that PHAs designated SEMAP troubled or near-troubled
    (with significant housing choice voucher program management
    deficiencies) will require different levels of contractor effort due
    to size, complexity, the number of indicators failed, differences in
    the magnitude and seriousness of the deficiencies, and the extent of
    assistance identified at each PHA. Hubs and Program Centers, in
    developing their procurement requests, will have the flexibility to
    make these determinations.

    Those Hubs or Program Centers that do not have at least one
    qualified GTM will need to delegate this responsibility to one or
    more individual(s). PIH recommends that all specialist staff working
    directly with PHAs be assigned GTM responsibilities. This is simply
    too much work to merely be assigned to a single individual or an
    individual that is not directly connected to or working with the
    troubled or near-troubled PHAs that will be receiving this
    assistance. The individual(s), if they did not attend the PIH
    training sessions offered during 2002 must complete the on-line
    course in order to become a designated GTM. The Office of the Chief
    Procurement Officer (OCPO) maintains a listing of qualified GTMs on
    its website (<http://hudweb.hud.gov/po/arc/>) and the Field
    Contracting Offices refer to the web listing to ensure that a
    qualified GTM will be available to oversee the awarded contract.

    **11. [Corrective Action Plans]{.underline}**

    Corrective Action Plans (CAPs) are generally defined in 24 CFR Part
    985.107. Corrective action plans should be developed by the PHAs
    based on the results of the on-site review. In approving PHA CAPs,
    Hubs and Program Centers should consider the nature and extent of
    the program and indicator failures identified during the on-site
    review, and whether the action items or the term proposed by the PHA
    in its CAP, will result in a satisfactory performance rating within
    the allotted recovery period. See the sample corrective action plan
    format that has been provided in Appendix 1 on page 14.

    The intent of the CAP is to map out a comprehensive strategy to
    effectively address the identified SEMAP and other housing choice
    voucher program deficiencies. For this example, the PHA scored a "0"
    for this indicator and does not have, in place, a viable policy or
    practice for making effective Rent Reasonableness determinations.
    The sample plan includes a sample strategy that assigns specific key
    tasks to particular individuals that must be completed by a specific
    date and result in a deliverable that can be verified and tested by
    HUD during regular program monitoring.

    Hub and Program Center staff must monitor PHA performance during the
    term of the CAP and may also rely upon regular reporting and
    supporting documentation provided under the plan by the PHA or by
    the contractor that is providing technical assistance. Hubs and
    Program Centers should review the PHA or contractor monthly reports
    for accuracy, acceptability, and to confirm the progress or lack of
    progress and respond directly to the PHA or the contractor as needed
    regarding the information received. If necessary, the HUB and
    Program Center should recommend alternatives or modifications as may
    be required concerning the reporting strategy or the CAP.

    There may be instances where the PHA, Hub, or Program Center may, in
    conjunction with their monitoring responsibilities, need to amend or
    update a CAP in order to accomplish the goals and resolve the
    deficiencies. Corrective action plans should be viewed as "living"
    documents that may need to be amended from time to time.

    HUD may take remedial action if the PHA does not correct identified
    SEMAP deficiencies or prepare and implement a viable corrective
    action plan, where required, or demonstrate sufficient program
    improvement by the third SEMAP reporting cycle since first being
    designated troubled. HUD may determine that these actions constitute
    a default under the Annual Contributions Contract (ACC).
    Additionally, HUD may decide to transfer a troubled PHA's housing
    choice voucher program to another PHA, or may solicit bids from
    contractors to manage the PHA's troubled housing choice voucher
    program.

    In some cases, the Hub or Program Center may either partner with the
    Recovery and Prevention Corps or make arrangements with the Recovery
    and Prevention Corps to conduct a final confirmatory review on
    behalf of the Hub or Program Center. In limited cases, Hubs or
    Program Centers may conduct remote confirmatory reviews if the
    documentation provided by the PHA conclusively establishes that the
    remedial actions undertaken were effective and will result in a
    higher performance designation. This responsibility however, may not
    be performed by a contractor. The confirmatory review requirement
    does not apply to ratings that have been successfully appealed.

    **12. [Quality Control/Remote Monitoring]{.underline}**

    In order to ensure the reliability of indicator ratings that are
    derived from PHA self-certification and for conducting remote
    reviews, Hubs and Program Centers must examine an annual percentage
    of PHA supporting quality control file documentation. Hubs and
    Program Centers must examine 20 percent of their PHAs with 250 or
    more units and 10 percent of their PHAs with 249 and fewer units,
    but not fewer than 5 tenant files. Hubs and Program Centers must
    select a random sample of the PHA's supporting quality control file
    documentation for SEMAP Indicators: 1 (Selection from the Waiting
    List), 2 (Rent Reasonableness), 3 (Adjusted Income), 5 (HQS Quality
    Control Inspections) and 6 (HQS Enforcement). HUBs and Program
    Centers must request file documentation that confirms:

-   Quality Control (QC) samples were taken in an unbiased manner in a
    size meeting at least the minimum level required by Section 985.2;

-   The methodology of the quality control testing reflected the SEMAP
    indicator criteria being tested; and

-   The PHA's certification is consistent with the QC sample results.

    As noted in Section 985.3, \"The method for selecting the PHA\'s
    quality control sample under paragraphs (a), (b), (c), (e) and (f)
    of Section 985.3 must leave a clear audit trail that can be used to
    verify that the PHA\'s quality control sample was drawn in an
    unbiased manner.\" PHAs need not submit the detailed file-by-file
    documentation. Summary and example information should suffice along
    with the list of files sampled. The HUB or Program Center's request
    for this supporting documentation should be completed as part of the
    ongoing processing of new certification submissions for all FYE
    quarters. SEMAP scores may be changed, as appropriate, as a result
    of the review as described in 985.103(d).

#  {#section-1 .unnumbered}

# 13. [Procurement of Vendor Assistance]{.underline}  {#procurement-of-vendor-assistance .unnumbered}

PIH may request the use of contractors to provide remedial program
assistance to SEMAP troubled and near-troubled PHAs.

[]{.mark}

Once approved by PIH, Hubs and Program Centers will be able to use the
documents contained on HUD's internal website to develop their
procurement packages pursuant to the methodologies explained below. It
is essential that Hubs and Program Centers quickly review their
contracting needs to provide substantive assistance to the identified
PHAs as timely as possible to permit PHAs the maximum opportunity to
improve their programs within the allotted time.

Hubs and Program Centers seeking contractor assistance must prepare the
procurement documents noted below and may request assistance from the
Housing Voucher Management and Operations Division, Field Contracting
Offices (Denver, Philadelphia and Atlanta) and the Headquarters assigned
GTR in completing the appropriate forms. The same document package will
be used for requesting **all** contracting work regardless of the
contracting method used (IQC, 8(a), GSA or Open-Market Purchase Order).
The primary difference will be the contracting method used, the
recommended contractor sources, the estimated dollar value of the
proposed work, and the degree of competition that varies according to
the method used.

[]{.mark}

Hubs and Program Centers will need to prepare the following documents
(all of which are contained on <http://hudweb.hud.gov/po/p/semap>) and
transmit the draft procurement requests via email to
<larry_r._tipton@hud.gov> in the program office for preliminary review.
Upon approval, two copies of the final procurement requests must be
mailed in duplicate to the U.S. Department of Housing and Urban
Development, 451 7^th^ Street SW, Room 4210, Washington, DC 20410 to the
attention of the Housing Voucher Management and Operations Division,
Larry Tipton, Housing Program Specialist, via Fed-X to deliver to the
Headquarters assigned GTR for processing.

The order of documents should be as follows:

[]{.mark}

-   Form HUD **720:** Request for Contract Services (**Appendix 2)**

-   **Statements of Work:** There are two sample SOW formats on the
    website. The first (**Appendix 3a**) can be used "as-is" or can be
    modified as needed to incorporate local and/or PHA needs to request
    contract services for the on-site assessment. The second SOW
    (**Appendix 3b**) can be used "as-is" or can be further modified as
    needed to incorporate local and/or PHA needs to request contract
    services for technical assistance and/or training. **Note:**
    ***Field offices should discuss the development of SOWs with the
    PHAs that will be receiving assistance and take into consideration
    any recommendations the PHA may offer regarding task development.***

-   **Selection of Contract Method and Recommended Source(s) Appendix
    4:** *(Do not mix the contract methods. There are different
    competition requirements that pertain to each method.)* **Note:
    *Field GTMs, in developing SOWs and researching potential
    contractors, should contact the contractor(s) to ensure that the
    correct contact information remains valid. If the contractor
    information provided is no longer valid or has been changed, please
    contact the Housing Voucher Management and Operations Division.***

-   **Contractor Selection Factors, Appendix 4:** The selection factors
    have already been incorporated into Appendix 4. The Hub or Program
    Center or the HQ GTR may need to modify the factors or the order of
    factors depending upon the contractual method used. **Note: (*In the
    case of single source 8(a) selections, the Hubs or Program Centers
    must include a written source selection justification for selecting
    the particular contractor. Hubs and Program Centers may use the
    space provided in Appendix 4 or may submit a separate justification
    that is attached to the procurement request package.) ***

-   **Government Cost Estimate**, **Appendix 5: *(Field offices, in
    preparing government cost estimates should project the estimated
    costs for the work that is needed.)***

# [Procurement Methods]{.underline} {#procurement-methods .unnumbered}

#  {#section-2 .unnumbered}

# Existing IQC Procurements {#existing-iqc-procurements .unnumbered}

Hubs and Program Centers may use the small business contractors listed
below to request contractor assistance for small troubled PHAs. All
requests for contract services, using the IQC, will be forwarded to the
Headquarters Office of the Chief Procurement Officer (OCPO) for
processing, solicitation, and award as detailed below.

The firms that can be used to provide assistance to the small PHAs (250
units and fewer) under the IQC are as follows:

-   Brown & Company CPAs (finance) COPC-21646

-   Nelrod Company COPC-21647

-   Spectrum Consulting Associates, Inc. COPC-21648

-   MD Strum Housing Service COPC-21649

-   Rosenberg Housing Group COPC-21651

-   North American Management COPC-21653

-   National Housing Group COPC-21658

    When selecting this method, Hubs and Program Centers must list all
    of these contractors on Appendix 5. During processing, the GTR will
    forward the requests for contract services to the Headquarters OCPO
    for solicitation. Following solicitation, the GTM will need to
    review the proposals, including the cost proposal, and notify the
    GTR of the recommended selection(s). Once a vendor has been
    selected, the OCPO will award the task order. Following award, the
    field GTM and the GTR will work together to monitor the contractor's
    performance, provide oversight to the contractor, review the
    periodic progress reports and invoices, and closeout the task order
    following completion of the work.

#  {#section-3 .unnumbered}

# Use of Other Contract Methods  {#use-of-other-contract-methods .unnumbered}

#  {#section-4 .unnumbered}

# Hubs and Program Centers may use several additional contracting methods, including the use of contractors on the 8(a), GSA and Open-Market lists. The SEMAP Vendor List located at [**http://hudweb.hud.gov/po/p/semap**](http://hudweb.hud.gov/po/p/semap), provides Hubs and Program Centers with a comprehensive listing of available contractors who have responded to HUD's request for qualifications. Contractors who responded to the request were asked to submit a one-page capability statement that described their experience and capabilities regarding the housing choice voucher program and SEMAP remediation. PIH will periodically update the Vendor List to ensure that the information contained on the website is up to date and is accurate.  {#hubs-and-program-centers-may-use-several-additional-contracting-methods-including-the-use-of-contractors-on-the-8a-gsa-and-open-market-lists.-the-semap-vendor-list-located-at-httphudweb.hud.govpopsemap-provides-hubs-and-program-centers-with-a-comprehensive-listing-of-available-contractors-who-have-responded-to-huds-request-for-qualifications.-contractors-who-responded-to-the-request-were-asked-to-submit-a-one-page-capability-statement-that-described-their-experience-and-capabilities-regarding-the-housing-choice-voucher-program-and-semap-remediation.-pih-will-periodically-update-the-vendor-list-to-ensure-that-the-information-contained-on-the-website-is-up-to-date-and-is-accurate. .unnumbered}

#  {#section-5 .unnumbered}

Using the website, Hub Directors, Program Center Coordinators and their
assigned GTMs will be able to review the contractor's capabilities,
determine the appropriate procurement method, consult with the
Headquarters GTR regarding the competition requirements for the
particular vehicle, and complete the procurement package documents
outlined above. Hub and Program Center staff may also use the above
website to contact individual contractors to request more detailed
information regarding their experience or confirm whether the contractor
is 8(a), GSA, or open-market.

#  {#section-6 .unnumbered}

# 8(a) Procurements {#a-procurements .unnumbered}

When selecting a contractor using the 8(a) procurement method, it is
important to note that requests for contract services using the 8(a)
method are not competed and are single-sourced. As noted earlier in this
Notice, Hubs and Program Centers will need to refer to the Vendor List
of 8(a) firms and their capabilities and will need to select the firm
from which they wish to receive a proposal (see Appendix 4). The
rationale for selecting a contractor using this source must be
documented using either the space provided on Appendix 4 or a separate
memorandum that describes the reasons for selection (experience,
capability, availability) and why this contractor is the most
appropriate source.

#  {#section-7 .unnumbered}

# GSA Procurements {#gsa-procurements .unnumbered}

Hubs and Program Centers may also select contractors from the GSA
schedule list. It is HUD policy that requests for contract services
using the GSA schedules must be competed among at least three small
business contractors. Consideration and preference must be given to
small, woman-owned small, and small disadvantaged business schedule
contractors. Similarly, Hubs and Program Centers will need to refer to
the Vendor List of GSA firms and their capabilities and will need to
list the firms from which they wish to receive proposals (see Appendix
4).

##  {#section-8 .unnumbered}

## Open-Market Procurements {#open-market-procurements .unnumbered}

Hubs and Program Centers may also select contractors from the
open-market list. For purposes of this program, open-market procurements
should be limited to \$100,000 or less. Purchases under \$100,000 are
automatically set-aside for small business and are awarded using
simplified acquisition procedures,

Requests for open market contract services not exceeding \$25,000, must
be competed among at least three contractors. As above, Hubs and Program
Centers will need to refer to the Vendor List of open-market contractors
and their capabilities and will need to list the contractors from which
they wish to receive proposals (see Appendix 4).

The Field Contracting Officer must publicize requests for any contract
services exceeding \$25,000, using FedBizzOps. Any and all responses
that are received using this procurement method will need to be
evaluated by the GTM in consultation with the GTR on the basis
established in the solicitation.

[]{.mark}

In all cases, Hubs and Program Centers should provide contractors with
up-front estimates of the level of effort that would be required for
completion. For example, the SOW should express a need for one person or
a team of full time persons for one or more weeks or months and also,
limit the page length of the proposals that will be reviewed by Hubs and
Program Centers prior to making contractor selection recommendations to
the GTR. (This information is also contained on Appendix 4 of the Notice
and on the website). Hubs and Program Centers may also access OCPO's
web-based Contract Café at <http://hudweb.hud.gov/po/arc/> to obtain
specific information or additional training instructions regarding
Government Technical Representative and Government Technical Monitor
responsibilities.

If you have any questions concerning this notice, you may contact Larry
Tipton in the Housing Voucher Management and Operations Division by
email at <larry.r.tipton@hud.gov> or by telephone at (202) 708-0477,
ext. 4153 respectively.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_[/s/]{.underline}\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Michael Liu

Assistant Secretary

Office of Public and Indian Housing

Appendix 1 -- Sample Corrective Action Plan (CAP)

+---+------+-----+-----------------+--------+------+--------+------+
| # |      |     |                 |        |      |        |      |
| # |      |     |                 |        |      |        |      |
| # |      |     |                 |        |      |        |      |
|   |      |     |                 |        |      |        |      |
| S |      |     |                 |        |      |        |      |
| A |      |     |                 |        |      |        |      |
| M |      |     |                 |        |      |        |      |
| P |      |     |                 |        |      |        |      |
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|   |      |     |                 |        |      |        |      |
| { |      |     |                 |        |      |        |      |
| # |      |     |                 |        |      |        |      |
| s |      |     |                 |        |      |        |      |
| a |      |     |                 |        |      |        |      |
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| p |      |     |                 |        |      |        |      |
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| c |      |     |                 |        |      |        |      |
| o |      |     |                 |        |      |        |      |
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| - |      |     |                 |        |      |        |      |
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| c |      |     |                 |        |      |        |      |
| t |      |     |                 |        |      |        |      |
| i |      |     |                 |        |      |        |      |
| o |      |     |                 |        |      |        |      |
| n |      |     |                 |        |      |        |      |
| - |      |     |                 |        |      |        |      |
| p |      |     |                 |        |      |        |      |
| l |      |     |                 |        |      |        |      |
| a |      |     |                 |        |      |        |      |
| n |      |     |                 |        |      |        |      |
|   |      |     |                 |        |      |        |      |
| . |      |     |                 |        |      |        |      |
| u |      |     |                 |        |      |        |      |
| n |      |     |                 |        |      |        |      |
| n |      |     |                 |        |      |        |      |
| u |      |     |                 |        |      |        |      |
| m |      |     |                 |        |      |        |      |
| b |      |     |                 |        |      |        |      |
| e |      |     |                 |        |      |        |      |
| r |      |     |                 |        |      |        |      |
| e |      |     |                 |        |      |        |      |
| d |      |     |                 |        |      |        |      |
| } |      |     |                 |        |      |        |      |
+---+------+-----+-----------------+--------+------+--------+------+
| * | **P  | *   | **Key Tasks to  | **     | **Co | **PHA  | ###  |
| * | rogr | *Re | be completed**  | Comple | mple | or HUD |  Del |
| A | am** | sou |                 | tion** | tion | Lead   | iver |
| c |      | rce |                 |        | Date | Per    | able |
| t | **   | s** |                 | **     | (a   | son(s) |   {# |
| i | Defi |     |                 | Target | ctua | A      | deli |
| o | cien | *   |                 | Date** | l)** | ccount | vera |
| n | cy** | *Ne |                 |        |      | able** | ble  |
| * |      | ede |                 |        |      |        | .unn |
| * |      | d** |                 |        |      | **For  | umbe |
|   |      |     |                 |        |      | Action | red} |
| * |      | **  |                 |        |      | Item** |      |
| * |      | (FO |                 |        |      |        |      |
| P |      | HUD |                 |        |      | **     |      |
| l |      | or  |                 |        |      | Comple |      |
| a |      | TA  |                 |        |      | tion** |      |
| n |      | F   |                 |        |      |        |      |
| * |      | und |                 |        |      |        |      |
| * |      | ing |                 |        |      |        |      |
|   |      | )** |                 |        |      |        |      |
| * |      |     |                 |        |      |        |      |
| * |      |     |                 |        |      |        |      |
| I |      |     |                 |        |      |        |      |
| t |      |     |                 |        |      |        |      |
| e |      |     |                 |        |      |        |      |
| m |      |     |                 |        |      |        |      |
| * |      |     |                 |        |      |        |      |
| * |      |     |                 |        |      |        |      |
+---+------+-----+-----------------+--------+------+--------+------+
| A | Rent | FO, | Develop and     | June   |      | J.     | Copy |
| 1 |      | M.  | adopt Rent      | 15,    |      | Evans, | of   |
|   | Re   | Sm  |                 | 2002   |      | H      | B    |
|   | ason | ith | Reasonableness  |        |      | ousing | oard |
|   | able |     | Policy to       |        |      |        | Appr |
|   | ness |     | comply w/HUD    |        |      | P      | oved |
|   |      |     | regulations     |        |      | rogram | New  |
|   |      |     |                 |        |      | A      | Rent |
|   |      |     |                 |        |      | nalyst |      |
|   |      |     |                 |        |      |        | Re   |
|   |      |     |                 |        |      |        | ason |
|   |      |     |                 |        |      |        | able |
|   |      |     |                 |        |      |        | ness |
|   |      |     |                 |        |      |        |      |
|   |      |     |                 |        |      |        | Po   |
|   |      |     |                 |        |      |        | licy |
+---+------+-----+-----------------+--------+------+--------+------+
|   |      |     | Develop         | August | S    | J.     | Copy |
|   |      |     | implementation  | 30,    | epte | Evans, | of   |
|   |      |     | procedures for  | 2002   | mber | H      | im   |
|   |      |     | staff to follow |        | 20,  | ousing | plem |
|   |      |     |                 |        | 2002 |        | enta |
|   |      |     |                 |        |      | P      | tion |
|   |      |     |                 |        |      | rogram | pr   |
|   |      |     |                 |        |      | A      | oced |
|   |      |     |                 |        |      | nalyst | ures |
+---+------+-----+-----------------+--------+------+--------+------+
|   |      |     | Develop         | Sep    | Oct  | T.     | C    |
|   |      |     | Database for    | tember | ober | Co     | ompl |
|   |      |     | maintaining     | 30,    | 25,  | llins, | eted |
|   |      |     |                 | 2002   |      | Prog   | data |
|   |      |     | comparative     |        | 2002 | rammer | base |
|   |      |     | rental          |        |      | and J. |      |
|   |      |     | information for |        |      | Evans, |      |
|   |      |     |                 |        |      | H      |      |
|   |      |     | various unit    |        |      | ousing |      |
|   |      |     | sizes and areas |        |      | P      |      |
|   |      |     | within the City |        |      | rogram |      |
|   |      |     |                 |        |      | A      |      |
|   |      |     |                 |        |      | nalyst |      |
+---+------+-----+-----------------+--------+------+--------+------+
|   |      | TA  | Provide rent    |        |      | HUD    | Trai |
|   |      | F   | reasonableness  |        |      |        | ning |
|   |      | und |                 |        |      |        | c    |
|   |      | ing | training to     |        |      |        | ompl |
|   |      | s   | staff           |        |      |        | eted |
|   |      | upp |                 |        |      |        |      |
|   |      | ort |                 |        |      |        |      |
|   |      | f   |                 |        |      |        |      |
|   |      | rom |                 |        |      |        |      |
|   |      | HUD |                 |        |      |        |      |
+---+------+-----+-----------------+--------+------+--------+------+
|   |      | HUD | Full            |        |      | H.     | HUD  |
|   |      | and | implementation  |        |      | Smith, | an   |
|   |      | /or | and testing of  |        |      | H      | d/or |
|   |      |     | newly developed |        |      | ousing | co   |
|   |      | C   | rent            |        |      | Choice | ntra |
|   |      | ont | reasonableness  |        |      | V      | ctor |
|   |      | rac | policy          |        |      | oucher | tes  |
|   |      | tor |                 |        |      | P      | ting |
|   |      |     |                 |        |      | rogram | re   |
|   |      |     |                 |        |      | Di     | port |
|   |      |     |                 |        |      | rector |      |
|   |      |     |                 |        |      | & HUD  |      |
|   |      |     |                 |        |      | M      |      |
|   |      |     |                 |        |      | onitor |      |
+---+------+-----+-----------------+--------+------+--------+------+

Appendix 2 -- Revised Form HUD-720

+-----------------------------------+------------+---------------------+
| ##  {#section-9 .unnumbered}      | **U.S.     |                     |
|                                   | Department |                     |
| ## Reques                         | of         |                     |
| t for  {#request-for .unnumbered} | Housing**  |                     |
|                                   |            |                     |
| **Contract Services**             | **and      |                     |
|                                   | Urban      |                     |
|                                   | Dev        |                     |
|                                   | elopment** |                     |
|                                   |            |                     |
|                                   | Office of  |                     |
|                                   | Admi       |                     |
|                                   | nistration |                     |
+-----------------------------------+------------+---------------------+
| 1\. Requisition Number:           |            | 2\. Customer        |
|                                   |            | Control Number:     |
+-----------------------------------+------------+---------------------+

3\. Description (services, service area minimum/maximum quantities,
required delivery date, type of contract recommended, etc.):

+---------------------------------------+---+---------------------------+
| 4\. Type of Action:                   |   | 5\. Modification to:      |
+---------------------------------------+---+---------------------------+
| Contract: Other:                      |   | Contract No:              |
+---------------------------------------+---+---------------------------+
| Full & Open Competition Delivery/Task |   | Delivery Task Order No:   |
| Order No:                             |   |                           |
+---------------------------------------+---+---------------------------+
| Limited Competition to Contract No:   |   | Interagency Agreement No: |
+---------------------------------------+---+---------------------------+
| Sole Source Simplified                |   | Option Change Order       |
| Acquisition/Purchase Order            |   |                           |
+---------------------------------------+---+---------------------------+
| Interagency Agreement                 |   | Administrative            |
|                                       |   | Incremental Funding       |
+---------------------------------------+---+---------------------------+
|                                       |   | Other:                    |
+---------------------------------------+---+---------------------------+
| 6\. Period of performance / New       | 7 |                           |
| Completion Date:                      | \ |                           |
|                                       | . |                           |
|                                       | P |                           |
|                                       | r |                           |
|                                       | e |                           |
|                                       | f |                           |
|                                       | e |                           |
|                                       | r |                           |
|                                       | e |                           |
|                                       | n |                           |
|                                       | c |                           |
|                                       | e |                           |
|                                       | P |                           |
|                                       | r |                           |
|                                       | o |                           |
|                                       | g |                           |
|                                       | r |                           |
|                                       | a |                           |
|                                       | m |                           |
|                                       | R |                           |
|                                       | e |                           |
|                                       | c |                           |
|                                       | o |                           |
|                                       | m |                           |
|                                       | m |                           |
|                                       | e |                           |
|                                       | n |                           |
|                                       | d |                           |
|                                       | a |                           |
|                                       | t |                           |
|                                       | i |                           |
|                                       | o |                           |
|                                       | n |                           |
|                                       | : |                           |
|                                       |   |                           |
|                                       | S |                           |
|                                       | m |                           |
|                                       | a |                           |
|                                       | l |                           |
|                                       | l |                           |
|                                       | B |                           |
|                                       | u |                           |
|                                       | s |                           |
|                                       | i |                           |
|                                       | n |                           |
|                                       | e |                           |
|                                       | s |                           |
|                                       | s |                           |
|                                       | S |                           |
|                                       | e |                           |
|                                       | t |                           |
|                                       | - |                           |
|                                       | A |                           |
|                                       | s |                           |
|                                       | i |                           |
|                                       | d |                           |
|                                       | e |                           |
|                                       | 8 |                           |
|                                       | ( |                           |
|                                       | a |                           |
|                                       | ) |                           |
|                                       | H |                           |
|                                       | U |                           |
|                                       | B |                           |
|                                       | z |                           |
|                                       | o |                           |
|                                       | n |                           |
|                                       | e |                           |
+---------------------------------------+---+---------------------------+
| 8\. Estimated Amount of This Action:  | 9 |                           |
| (e.g., initial contract period and    | \ |                           |
| option periods)                       | . |                           |
|                                       | A |                           |
| \$                                    | m |                           |
|                                       | o |                           |
|                                       | u |                           |
|                                       | n |                           |
|                                       | t |                           |
|                                       | o |                           |
|                                       | f |                           |
|                                       | F |                           |
|                                       | u |                           |
|                                       | n |                           |
|                                       | d |                           |
|                                       | s |                           |
|                                       | t |                           |
|                                       | b |                           |
|                                       | e |                           |
|                                       | O |                           |
|                                       | b |                           |
|                                       | l |                           |
|                                       | i |                           |
|                                       | g |                           |
|                                       | a |                           |
|                                       | t |                           |
|                                       | e |                           |
|                                       | d |                           |
|                                       | a |                           |
|                                       | t |                           |
|                                       | t |                           |
|                                       | h |                           |
|                                       | i |                           |
|                                       | s |                           |
|                                       | T |                           |
|                                       | i |                           |
|                                       | m |                           |
|                                       | e |                           |
|                                       | : |                           |
|                                       |   |                           |
|                                       | \ |                           |
|                                       | $ |                           |
+---------------------------------------+---+---------------------------+

10\. Source of Funding:

Salaries & Expenses (S&E) 86 0143 Working Capital 86x4586 Other:

+-----------------------------------+-----------------------------------+
| 11\. Name of Government Technical | 12\. Name of Government Technical |
| Representative: (name,            | Monitor: (name, office/division,  |
| office/division, phone)           | telephone):                       |
|                                   |                                   |
| Paula Perkins, GTR, PCP, PIH,     |                                   |
| 202-808-0614, ext. 7657           |                                   |
+-----------------------------------+-----------------------------------+
| 13\. Source Selection Authority:  | 14\. Contractor Name: (if         |
| (if applicable, e.g.,             | applicable, e.g., modification,   |
| modification, task order, etc.)   | task order, etc.)                 |
+-----------------------------------+-----------------------------------+
| 15\. Electronic Information       |                                   |
| Technology (EIT)                  |                                   |
|                                   |                                   |
| Mandatory Section 508             |                                   |
| documentation attached            |                                   |
+-----------------------------------+-----------------------------------+

Concurrences/Approvals

+-----------------------------------+-----------------------------------+
| 16\. Requestor: (name, office,    | 17\. Approving Official: (name,   |
| signature & date)                 | title, signature & date)          |
|                                   |                                   |
| X                                 | Michael Liu, A/S for PIH          |
|                                   |                                   |
|                                   | X                                 |
+-----------------------------------+-----------------------------------+

18\. Accounting Certification:

Funds Available: X Funding Certification attached

[\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_]{.underline}

signature & date

# Small Business Set-Aside Determination {#small-business-set-aside-determination .unnumbered}

+---------------------------------------+------------------------------+
| 19\. Set-aside:                       | 20\. Small Business Review - |
|                                       | Signature & Date:            |
| Small Business - full Competitive     |                              |
| 8(a) No Set-aside                     | X                            |
|                                       |                              |
| Small Business - Partial Sole source  |                              |
| 8(a)                                  |                              |
|                                       |                              |
| HUBzone competitive HUBzone sole      |                              |
| source                                |                              |
|                                       |                              |
| NAICS Size standard                   |                              |
+---------------------------------------+------------------------------+

Appendix 3a

**(Statement of Work for On-Site Assessment Assistance)**

**[STATEMENT OF WORK]{.underline}**

INDEPENDENT ASSESSMENT OF HOUSING CHOICE VOUCHER PROGRAM SEMAP
DEFICIENCIES, REPORT OF FINDINGS, AND DEVELOPMENT of a SEMAP CORRECTIVE
ACTION PLAN FOR THE

**["[anytown]{.mark}" PUBLIC HOUSING AGENCY]{.underline}**

**1.0 Introduction**

The United States Department of Housing and Urban Development (HUD) is
required, in accordance with HUD regulations, to annually assesses each
PHA's performance under the Section Eight Management Assessment Program
(SEMAP). HUD annually assigns a SEMAP score and overall performance
rating for each PHA. When a PHA has been assigned an overall rating of
troubled, HUD Field Offices must conduct an on-site review of the PHA's
Housing Choice Voucher Program in order to assess the magnitude and
seriousness of the PHA's noncompliance with HUD regulations and SEMAP
performance requirements.

HUD has developed the PIH Information Center (PIC) as its primary
reporting medium for PHAs. PIC is a web-enabled integrated system
consisting of eight modules and twenty submodules. PIC has more than
11,000 registered users at the PHA and 1,000 PIH staff users. PIC is a
2-way communication system with reports submitted by PHAs and the
assessment or response to those reports provided by HUD staff within the
same system.

The score achieved by the PHA is based on both self-reported data and
data from HUD data systems. PHAs are required, in accordance with HUD
regulations to certify their performance annually under the Housing
Choice Voucher Program (HCVP) using the PIC SEMAP submodule. The
certification is combined in PIC SEMAP with data from other sources such
as PIC submodules and the HUDCAPS accounting system to determine the
score. A PHA with a score of less than 60 percent is designated as
Troubled.

PHAs are also required to transmit Family Reports (Form HUD-50058)
concerning the demographics and other information for all households
participating in their Housing Choice Voucher Program. The PHA uploads
this data into the PIC Form 50058 Submission submodule. In order to
receive full points under SEMAP, a PHA must submit a required percentage
of Family Reports. The current minimum required reporting rate is 85
percent of all households. A maximum of five indicators are scored based
on data recorded on the HUD-50058 that is submitted into PIC.

> The Troubled PHA, and in some cases a near-troubled PHA, must develop
> a Corrective Action Plan (CAP) for HUD review and approval and HUD
> must continue to monitor the PHA's progress to ensure the performance
> targets contained in the CAP are met and that the PHA will be able to
> attain a satisfactory SEMAP rating by the third SEMAP reporting cycle.
> A PHA's failure to correct identified SEMAP deficiencies or to prepare
> and implement a corrective action plan may be determined by HUD to
> constitute a default under the Annual Contributions Contract (ACC).

In accomplishing these tasks, HUD field offices may use the services of
outside contractors to conduct on-site reviews of PHAs that have been
designated troubled, near-troubled or non-troubled but have significant
management and operational deficiencies that result in systemic
deficiencies, issues, or failures under the Housing Choice Voucher
program.

2.0 Background

The PHA administers a Housing Choice Voucher program that includes
approximately [...]{.mark} units. The PHA was initially placed on HUD's
SEMAP troubled list, or is near-troubled or is non-troubled but has
significant management deficiencies that adversely impact the PHA's
Housing Choice Voucher program. The PHA's SEMAP score for the Fiscal
Year Ending (FYE) is [...]{.mark}, [attached]{.mark}. Based on the SEMAP
score achieved, the PHA is designated a SEMAP troubled, near-troubled or
non-troubled performer. (Field offices must indicate the performance
designation of the PHA. [**Note:** (If there are other relevant
management reviews, confirmatory reviews, OIG audits, independent
audits, litigation, etc. the Field office should provide a brief summary
of each and provide the contractor with a copy of the report to place
the contractor in a better position to bid on the work that will be
required.)]{.mark}

3.0 General Requirements

HUD requires the services of an outside Contractor to:

-   [Conduct]{.mark} an on-site review of the PHA's Housing Choice
    Voucher Program and provide a written report to HUD describing its
    findings and recommendations for corrective action. [and;]{.mark}

-   [Assist]{.mark} the PHA in developing a viable SEMAP Corrective
    Action Plan to address the program deficiencies described in the
    written report and as approved by HUD.

The Contractor shall provide the necessary personnel and resources to
meet the deadlines established by this SOW and for the tasks specified.
**Note:** [(Field Offices will need to determine the level of effort and
staffing needs \[a one person job or a team of persons job\] for each
procurement or group of procurements sought.)]{.mark} This information
is contained on the "Selection of Contract Vehicle and Sources" Form
contained on the Website. See Attachment 4,
<http://hudweb.hud.gov/po/p/semap>.

The Contractor shall attend, as directed, one or more meetings as needed
at HUD Headquarters or a selected HUD Field Office site (HUB or Program
Center), for the purposes of discussing the scope of this Task Order.

**4.0 Specific Requirements**

The Contractor shall arrange and pay for all logistics, scheduling
aspects, and hotel and travel facilities as needed to complete this work
and fulfill this Task Order and shall make prudent use of transportation
methods for personnel site visit travel to include automobile
reimbursement, rail or air travel.

1.  **Scope of Work**

**Task A: On-Site Review**

Pursuant to specific regulatory requirements contained in 24 CFR Part
985.107, the objective of this task is to conduct an on-site review of
the PHA's SEMAP performance under the Housing Choice Voucher Program to
determine the magnitude and seriousness of the PHA's non-compliance with
applicable HUD regulations and prepare a written report of findings that
also contains specific recommendations for program improvement.

The Contractor shall:

**A1** Not later than [fifteen (15) working days]{.mark} after approval
of the final Technical Assistance Plan (TAP) as agreed to by the field
office and the contractor, Contractor shall be on-site to begin
providing on-site technical assistance. **(Field offices should be aware
that solicited contractors will provide a draft Technical Assistance
Plan for field review in response to the SOW. The draft TAP will include
the contractor's strategy for accomplishing the work requested, a cost
proposal and timeline that will be reviewed by the GTM during the
contractor selection process. Field offices, after selecting a
contractor and TAP may also require modification or changes to the draft
TAP. Once contractor has provided and HUD has approved a final TAP, all
parties will be able to establish a firm starting date.)**

**A2** Specifically review the following SEMAP requirements: [(Field
offices,]{.mark} after consulting with their PHAs[, decide which
indicators or whether all SEMAP indicators listed below are to be
reviewed by contractor during the on-site review. Field offices should
delete the indicators that are not to be reviewed and]{.mark} may add
additional tasks as needed to improve program delivery.)

-   **Indicator A : [Selection from the Waiting List]{.underline} { 24
    CFR 982.54(d) and 982.204 (a) }** The PHA's policy and actual
    practices on selection of applicants from the waiting list and the
    method of maintaining the waiting list including local preferences,
    as applicable.

-   **Indicator B: [Reasonable Rent]{.underline} { 24 CFR 982.4,
    982.54(d) (15), 982.158 (f) (7), 982.507 }** Rent Reasonableness
    data and written method of verifying comparable rents charged on the
    private unassisted market or rent charged by the owner for
    comparable assisted or unassisted units in buildings or premises.
    This shall include application at the time of initial leasing,
    before any increase in the rent to owner and at the HAP contract
    anniversary if there is a 5% decrease in the published Fair Market
    Rent and includes comparisons based on size, type, quality, age,
    amenities, housing services, maintenance and utilities.

-   **Indicator C: [Determination of Adjusted Income]{.underline} { 24
    CFR 982.516, 24CFR Part 5 Subpart F}** The method of obtaining and
    using third party verifications at admission and annual
    re-certifications, including the timeliness of annual re-exams, the
    method used for error prevention in tenant rent calculations and
    determination of adjusted income.

-   **Indicator D: [Utility Allowance Schedule]{.underline} { 24 CFR
    982.517 }** The process for reviewing, updating and adjusting the
    utility allowances.

-   **Indicator E: [Housing Quality Standards (HQS) Quality Control
    Inspections]{.underline} { 24CFR 982.405(b) }** The process for
    conducting and tracking HQS quality control inspections.

-   **Indicator F: [HQS Enforcement]{.underline} { 24 CFR 982.404 }**
    The methods for enforcing the HQS requirements and policies and
    procedures for abatement of HAP payments and contract terminations.

-   **Indicator G: [Expanding Housing Opportunities]{.underline} { 24CFR
    982.54(d)(5), 982.153(b)(3) and (b)(4), 982.301(a), 982. 301(a) and
    983.301(b)(4) and (b)(12) }** The policy on expanding housing
    opportunities and de-concentration.

-   **Indicator H: [Deconcentration Bonus ]{.underline}**The method and
    system to track the percentage of tenant based voucher program
    families with children who live in and who have moved during the
    PHA's fiscal year to low poverty census tracks in the PHA's
    principle area of operation.

-   **Indicator I: [Payment Standards]{.underline} { 24 CFR 982. 503 }**
    The method and timeliness of adopting a payment standard schedule
    that establishes voucher payment standard amounts by unit size for
    each FMR area in the PHA's jurisdiction.

-   **Indicator J: [Annual Re-examinations]{.underline} { 24 CFR 982.
    Part 516 }** The policy and actual practices for initiating and
    conducting annual re-examinations of all participant families. This
    shall include the verification process and procedures.

-   **Indicator K: [Correct Tenant Rent Calculations]{.underline} { 24
    CFR 982 Subpart K }** The method and accuracy of determining Tenant
    Rent calculations.

-   **Indicator L: [Pre-contract Housing Quality Standards (HQS)
    inspections]{.underline} { 24 CFR 982.305 }** The methods, processes
    and procedures between the PHA ,the inspector and the landlords for
    scheduling pre-contract inspections that include the notification
    procedures for inspections and follow-up inspections, re-scheduling
    of initial inspections for acceptable reasons, timeliness of
    inspections, and the current status of pre-contract HQS inspections
    and follow-up re-inspections.

-   **Indicator M: [Annual HQS Inspections]{.underline} { 24 CFR 982.
    405 (a) }** The current status of on-time HQS annual inspections and
    follow-up re-inspections. This shall include an analysis of
    practices and procedures for scheduling, conducting and reporting
    results between the inspector and the PHA.

-   **Indicator N: [Lease Up]{.underline} { Revisions to SEMAP Lease-Up
    Indicator, 24 CFR Part 985.3(n) published in the Federal Register,
    Vol. 66, No. 190, October 1, 2001 }** Whether The PHA enters into
    HAP contracts for at least 95% of the number of units under ACC or
    whether the PHA enters into HAP contracts for at least 95% of the
    available annual budget authority.

-   **Indicator O: [Family Self Sufficiency (FSS), Enrollment,
    Escrow]{.underline} { 24 CFR 984.105, 984.305 }** The PHA has
    enrolled families in FSS as required: (a)The number of mandatory FSS
    slots or the number of FSS slots under a HUD-approved exception, (b)
    the number of FSS families currently enrolled, and (c) the number
    (initial PHA) of families who have moved under portability and whose
    program assistance is administered by another PHA and the percent of
    FSS slots filled (b + c divided by a). And, the PHA has made
    progress in supporting FSS as measured by the percent of currently
    enrolled FSS families with escrow account balances.

# A3 In addition to the specific SEMAP indicators noted above, the Contractor shall include in the review and written report an assessment of the PHA's preparation and submission of the 50058 family information reports and information to determine whether the PHA is properly collecting, recording and providing correct tenant program information to HUD. {#a3-in-addition-to-the-specific-semap-indicators-noted-above-the-contractor-shall-include-in-the-review-and-written-report-an-assessment-of-the-phas-preparation-and-submission-of-the-50058-family-information-reports-and-information-to-determine-whether-the-pha-is-properly-collecting-recording-and-providing-correct-tenant-program-information-to-hud. .unnumbered}

**A4** The Contractor shall review the PHA's quality control sampling
methodology used in the preparation of its SEMAP certification. This
shall include a reasonable sample of the PHA's supporting quality
control file documentation for Indicators: 1 (Selection from the Waiting
List), 2 (Rent Reasonableness), 3 (Adjusted Income), 5 (HQS Quality
Control Inspections) and 6 (HQS Enforcement) and confirm that the PHA's
quality control samples:

-   Were taken in an unbiased manner in a size meeting at least the
    minimum levels required by Section 985.2;

-   The methodology employed by the PHA in its quality control testing
    reflected the SEMAP indicator criteria being tested; and,

-   The certification is consistent with the results obtained through
    the QC sample.

    **A5** The Contractor shall prepare a written report that summarizes
    the results of the on-site review, the nature of and the causes of
    the identified deficiencies as well as the magnitude and seriousness
    of the program deficiencies identified in the PHA's scoring report.
    The report shall evaluate the PHA's performance on each indicator
    reviewed based on documentation obtained from the review and the
    SEMAP criteria established by HUD.

    **A6** The report will include but will not be limited to:

-   Objectives and methodology of the assessments;

-   Overall conclusions on assessment results;

-   Observations and recommendations on SEMAP requirements;

-   Recommendations for operational improvements relative to SEMAP;

-   Recommendations for any needed revisions, additions or deletions to
    the administrative plan, procedures and systems that must be
    implemented in order to improve the Housing Choice Voucher Program
    and the PHA's SEMAP scores; and

-   Recommendations and strategies for improvement in SEMAP scores.

    **Deliverable:**

    The Contractor shall complete the on-site review and prepare and
    submit a draft comprehensive report (items A2 through A6) for review
    and approval by the HUD GTR/GTM not later than [10 working
    days]{.mark} following the first site visit. In addition to the
    above, this report shall identify policy requirements versus actual
    practices and shall provide recommendations for correcting
    identified deficiencies for regulatory compliance and sound business
    practices that will allow maximum points for SEMAP by the end of the
    third SEMAP reporting cycle. The Contractor shall also provide a
    copy of the draft report to the PHA for comment [(the PHA should
    provide its comments to HUD]{.mark} or to the contractor within [5
    working days]{.mark} to ensure the PHA's comments are taken into
    account and included in the final report). The Contractor shall
    provide its final report, incorporating the PHA's and HUD's comments
    and suggestions to the HUD GTR/GTM within [5 working days]{.mark}
    following HUD approval of the draft report.

    **Task B: Corrective Action Plan**

    **B1** The Contractor shall provide technical assistance to the
    troubled PHA and assist the PHA to develop a viable Corrective
    Action Plan pursuant to 24 CFR, Part 985.107. The goal of the
    Corrective Action Plan will be to address each of the aforementioned
    SEMAP deficiencies as identified in the scoring report, the on-site
    review report and to improve overall, the PHA's Housing Choice
    Voucher Program administration, operations and service delivery.

    **B2** The Corrective Action Plan, in addition to the requirements
    noted above, shall include specific remedial action items, staff
    accountability assignments, and date-specific program deliverables
    that will result in the accomplishment of the action items and bring
    the PHA into full compliance with SEMAP by the end of the third
    SEMAP rating period.

    **B3** Contractor shall assist the PHA in developing a tracking and
    monitoring system for incorporation into the Corrective Action Plan
    that will allow the PHA and HUD to track and monitor the progress of
    all Corrective Action Plan activities and improvements relative to
    the SEMAP indicators.

    **Deliverable**

    The Contractor shall assist the PHA to prepare a final PHA approved
    SEMAP Corrective Action Plan that addresses each of the deficiencies
    cited in the final report of findings and that contains a tracking
    and monitoring system. The Contractor shall deliver the PHA's
    Corrective Action Plan for review and approval by the HUD GTR/GTM
    not later than 30 working days following completion and acceptance
    of the Final On-Site Review Report.

    **6.0 Monthly Billings, [Monthly, Weekly]{.mark} [or
    Bi-Weekly]{.mark} Reports and Final Exit Report**

    The Contractor shall submit timely monthly billings, [monthly,
    weekly]{.mark} [or bi-weekly]{.mark} narrative reports and a final
    exit report that includes recommendations for further improvements
    as needed to the GTR/GTM not later than [five (5) working
    days]{.mark} following the month in which the work occurred. The
    narrative reports shall describe the status and progress regarding
    each of the elements of the Corrective Action Plan.

    The narrative reports shall identify significant problems or
    concerns as well as their causes, the need for specific HUD action
    or intervention, describe the likely impact of the issue on the
    successful completion of the task(s), and/or corrective action(s)
    and the effect that such corrective action(s) may have on the
    accomplishment of the contract objectives/tasks.

    The monthly billings must include an itemized listing of staff
    responsibilities and costs pursuant to the tasks detailed in this
    Statement of Work. Monthly billings that are incomplete or lacking
    sufficient detail will be returned unpaid to the contractor pending
    correction or additional information.

    7.0 Deductions for Untimely or Unacceptable Performance

    The GTR and GTM will review the Contractor's deliverable submissions
    within 10 business days of receipt for acceptability. If the
    Contractor is not notified within 20 working days of
    unacceptability, the Contractor may assume the deliverable is
    acceptable. The GTR and GTM will also review the deliverables for
    timely submission in accordance with the contract requirements. For
    any deliverable submitted untimely, the Contractor shall be assessed
    a deduction of 3% of the contract price for each day of delay. HUD
    may take other remedies for deliverables that are deemed
    unacceptable, including re-performance.

    **8.0 Applicable Directives**

    The Contractor shall adhere to all current and subsequent revisions
    of HUD regulations including, but not limited to the following,
    statutes, regulations, and other directives in the performance of
    this contract, as cited in paragraph 7.0, Performance Requirements:

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-   24 CFR , Sections 888, 982, 983, 984 and 985

-   Form HUD 52648 (8/2000) SEMAP Certification

-   All relevant HUD Notices/Directives/Handbooks

-   All other pertinent Federal, state and local laws

    **9.0 Period of performance**

    The total period of performance for this Task Order [shall not
    exceed \_\_\_\_ weeks/months from date of Task Order award. (field
    offices will need to determine the appropriate period of
    performance, taking into account any unforeseen delays that may
    result.)]{.mark}

    Appendix 3b

    (Statement of Work for Technical Assistance, Training, etc.)

    **[STATEMENT OF WORK]{.underline}**

    IMPLEMENTATION OF HUD APPROVED CORRECTIVE ACTION PLAN, TRAINING AND
    ON-SITE TECHNICAL ASSISTANCE FOR THE

    **["[anytown]{.mark}" PUBLIC HOUSING AGENCY]{.underline}**

    **1. Introduction**

    The United States Department of Housing and Urban Development (HUD)
    is required, in accordance with HUD regulations at 24 Code of
    Federal Regulations (CFR) Part 985, to assess annually each PHA's
    performance under the Housing Choice Voucher Program (HCVP) and
    Section Eight Management Assessment Program (SEMAP) and must assign
    annually each PHA a SEMAP score and overall performance rating. When
    a PHA has been assigned an overall rating of troubled, certain
    statutory and regulatory requirements go into effect. For example,
    HUD Field Offices must conduct an on-site review of the PHA's
    Housing Choice Voucher Program in order to assess the magnitude and
    seriousness of the PHA's noncompliance with HUD regulations and
    SEMAP performance requirements.

    HUD has developed the PIH Information Center (PIC) as its primary
    reporting medium for PHAs. PIC is a web-enabled integrated system
    consisting of eight modules and twenty submodules. PIC has more than
    11,000 registered users at the PHA and 1,000 PIH staff users. PIC is
    a 2-way communication system with reports submitted by PHAs and the
    assessment or response to those reports provided by HUD staff within
    the same system.

    The score achieved by the PHA is based on both self-reported data
    and data from HUD data systems. PHAs, unless otherwise excused, are
    required, in accordance with HUD regulations to certify their
    performance annually under the Housing Choice Voucher Program (HCVP)
    using the PIC SEMAP submodule. The certification is combined in PIC
    SEMAP with data from other sources such as PIC submodules and the
    HUDCAPS accounting system to determine the score. A PHA with a score
    of less than 60 percent is designated as Troubled.

    > PHAs are also required to transmit Family Reports (Form HUD-50058)
    > concerning the demographics and other information for all
    > households participating in their Housing Choice Voucher Program.
    > The PHA uploads this data into the PIC Form 50058 Submission
    > submodule. In order to receive full points under SEMAP, a PHA must
    > submit a required percentage of Family Reports. The current
    > minimum required reporting rate is 85 percent of all households. A
    > maximum of five indicators are scored based on data recorded on
    > the HUD-50058 that is submitted into PIC.

    []{.mark}

    > The Troubled PHA, and in some cases a near-troubled PHA or a PHA
    > with significant management deficiencies, must develop a
    > Corrective Action Plan (CAP) for HUD review and approval and HUD
    > must continue to monitor the PHA's progress to ensure the
    > performance targets contained in the HUD approved CAP are met and
    > that the PHA will be able to attain a satisfactory SEMAP rating by
    > the end of the third SEMAP reporting cycle. A PHA's failure to
    > correct identified SEMAP deficiencies or to prepare and implement
    > a CAP may be determined by HUD to constitute a default under the
    > Annual Contributions Contract (ACC).

    2\. Background

    The PHA administers a Housing Choice Voucher program that includes
    approximately [...]{.mark} voucher units. The PHA is SEMAP troubled
    or near-troubled with significant management deficiencies that
    impact the PHA's operation and administration of the Housing Choice
    Voucher Program. The PHA's SEMAP score for the FYE [...]{.mark} is
    [...]{.mark}., [attached]{.mark}. Based on the SEMAP score achieved,
    the PHA is designated a SEMAP troubled or near-troubled performer.
    Copies of the results of the on-site review and the HUD approved
    Corrective Action Plan (CAP) are attached for the Contractors'
    information, review and use in developing a work plan and cost
    proposal for review by HUD that will assist the PHA in meeting the
    target tasks in the CAP. **Note:** [I*f there are other relevant
    management reviews, confirmatory reviews, OIG audits, independent
    audit reports, litigation etc. field offices should provide a brief
    summary of each and provide copies of the relevant documents to
    place the contractor in a better position to bid on the work that
    will be required.)*]{.mark}

    **3. General Requirements**

    HUD requires the services of an outside Contractor to:

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-   Provide assistance to the PHA in its implementation of the CAP,
    provide staff development and programmatic training and provide
    on-site technical assistance to the SEMAP troubled or near troubled
    PHA as defined in this Task Order.

-   The Contractor shall provide the necessary personnel and resources
    to meet the deadlines established bythe CAP and this SOW and for the
    tasks specified. **Note:** [*(Field offices will need to determine
    the level of effort and staffing needs (a one person job or a team
    of persons job) for each procurement or group of procurements
    sought.)* *This information is also contained on the "Selection of
    Contract Vehicle and Sources" Form contained on the Website. See
    Attachment 4,* <http://hudweb.hud.gov/po/p/semap>.]{.mark}

    []{.mark}

-   The Contractor shall attend, as directed, one or more meetings as
    needed at HUD Headquarters or a selected HUD Field Office site (HUB
    or Program Center), for the purposes of discussing the scope of this
    Task Order and to reach a mutual understanding of the work
    requirements.

**4. Specific Requirements**

The Contractor shall be responsible for arranging all logistics,
scheduling aspects, and hotel and travel facilities as needed to fulfill
this Task Order and shall make prudent use of transportation methods for
personnel site visit travel to include automobile reimbursement, rail,
or air travel.

5\. Scope of Work/Required Tasks

1.  The Contractor shall provide expert technical assistance and
    programmatic training to the PHA's executive and management staff
    and other PHA line staff in implementing the HUD-approved Corrective
    Action Plan and shall participate, interact and collaborate with
    HUD, PHA staff, residents, property owners/agents and others as
    needed, in order to successfully complete the HUD-approved
    Corrective Action Plan.

2.  Not later than [fifteen (15) working days or other agreed upon
    date]{.mark} after approval of the final Technical Assistance Plan
    (TAP) as agreed to by the Hub or Program Center and the Contractor,
    the Contractor shall be on-site to begin providing on-site technical
    assistance. Note: [*(Field offices should be aware that solicited
    contractors will provide a draft Technical Assistance Plan for field
    review in response to the SOW. The draft TAP will include the
    contractor's strategy for accomplishing the work requested, a cost
    proposal and timeline that will be reviewed by the GTM during the
    contractor selection process. Field offices, after selecting a
    contractor and TAP may also require modification or changes to the
    draft TAP in order to complete the approved CAP and overall
    recovery. Once contractor has provided and HUD has approved a final
    TAP, all parties will be able to establish a firm start
    date.)*]{.mark}

3.  The Contractor shall provide on-site technical assistance to the
    SEMAP troubled PHA to assist the PHA in implementing the
    recommendations contained in the on-site review report and the
    HUD-approved PHA Corrective Action Plan. The work to be performed
    under this task includes, but is not limited to, the following:

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a.  Assisting the PHA in completing any needed revisions, additions or
    deletions to the administrative plan, other PHA policies, or
    procedures and systems improvements, including the implementation of
    tracking mechanisms for measuring improvement and progress in
    meeting targeted deadlines and the accomplishment of program
    deliverables as specified in the HUD approved Corrective Action Plan
    and as otherwise requested from the Contractor.

b.  Providing training to the Housing Choice Voucher Program staff to
    facilitate the accomplishment of the SEMAP Corrective Action Plan
    and carry out the action items and overall improvements to the
    Housing Choice Voucher Program.

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1.  In addition to the specific SEMAP indicators noted above, the
    Contractor shall include a written assessment report PHA's
    preparation and submission of the 50058 family information reports.

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5.  The Contractor shall review the PHA's quality control sampling
    methodology used in the preparation of its SEMAP certification to
    ensure PHA compliance with 24 CFR Part 985.2, paragraphs (a), (b),
    (c), (e) and (f). This shall include a reasonable sample of the
    PHA's supporting quality control file documentation for the SEMAP
    indicators that require the PHA to conduct tenant file samples.

6.  The Contractor shall ensure that the PHA has developed and has in
    place a tracking and monitoring system for tracking and monitoring
    its progress in completing its HUD approved CAP and that the PHA
    actively tracks its periodic progress and accomplishments for all
    SEMAP indicators.

7.  The Contractor shall prepare and assemble a final comprehensive,
    written report that details the PHA's recovery and CAP
    accomplishment.

**Deliverables:**

1.  The Contractor shall be on site not later than [fifteen (15) working
    days or other agreed upon date]{.mark} following approval of the
    final Technical Assistance Plan (TAP) by the GTR, GTM and
    Contracting Officer to begin providing expert technical assistance
    and programmatic training to the PHA's executive and management
    staff and other PHA line staff in implementing the HUD-approved
    Corrective Action Plan. The Contractor shall actively participate,
    interact and collaborate with HUD, PHA staff, residents, property
    owners/agents and others as needed, in order to successfully
    complete the HUD-approved Corrective Action Plan.

2.  The Contractor shall submit, via email, [(weekly, bi-weekly or
    monthly]{.mark} [as decided by the GTM)]{.mark} narrative reports to
    the GTR, GTM, and Contracting Officer not later than the fifth
    working day following the period in which the work occurred. The
    reports shall detail the PHA's overall corrective action and
    recovery progress, including the following:

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a.  Detail and describe the PHA's status and progress regarding each of
    the program elements of the Corrective Action Plan.

b.  Identify significant problems or concerns as well as their causes,
    the need for specific HUD action or intervention, describe the
    likely impact of the issue on the successful completion of the
    proposed task(s), and proposed corrective action(s), and the effect
    that such corrective action(s) may have, on the accomplishment of
    the HUD approved Corrective Action Plan and the contract
    objectives/tasks.

c.  The Contractor shall submit advance drafts for review by the GTR,
    GTM and Contracting Officer of all needed revisions, additions or
    deletions to the administrative plan, other PHA policies, or
    procedures and system improvements, including tracking mechanisms or
    systems for measuring improvement and progress in meeting targeted
    deadlines and program deliverables as specified in the HUD approved
    CAP and any subsequently approved enhancements by HUD.

d.  The Contractor shall submit advance drafts for review by the GTR,
    GTM and Contracting Officer of all training items and materials that
    will be provided to PHA executive, management and/or PHA line staff
    in conjunction with CAP task item accomplishment or implementation
    activities.

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3.  The Contractor shall provide a written assessment of the PHA's
    preparation and submission of 50058 family information reports that
    includes a determination of whether the PHA is regularly and
    systematically collecting, recording and providing correct and
    up-to-date tenant program information to HUD.

4.  The Contractor shall provide a written assessment of the PHA's
    quality control sampling methodology used in the preparation of its
    SEMAP certification or that should be used in future certifications.
    This shall include a reasonable sample of the PHA's supporting
    quality control file documentation for Indicators: 1 (Selection from
    the Waiting List), 2 (Rent Reasonableness), 3 (Adjusted Income), 5
    (HQS Quality Control Inspections) and 6 (HQS Enforcement) and
    confirm that the PHA's quality control samples:

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a.  Were taken in an unbiased manner in a size meeting at least the
    minimum levels required by Section 985.2;

b.  The methodology employed by the PHA in its quality control testing
    reflected the SEMAP indicator criteria being tested; and,

c.  The certification is consistent with the results obtained through
    the QC sample.

5\. The Contractor shall provide a written assessment of the PHA's
tracking and monitoring system for tracking and monitoring its progress
in completing its HUD approved CAP and a determination whether the PHA
actively tracks its periodic progress and accomplishments for all SEMAP
indicators and that its certifications are accurately based on
verifiable results obtained through tenant file sampling.

> 6\. The Contractor shall deliver a final comprehensive, written report
> to the HUD GTR, GTM, and the Contracting Officer, no more than [10
> working days (or as]{.mark} [otherwise agreed by the GTR, GTM and
> Contracting Officer)]{.mark} following completion of the work. In
> addition to the above, the final report shall include the following:

a.  Summarize the PHA's program accomplishments pursuant to the HUD
    approved Corrective Action Plan;

b.  Include a projection of the PHA's improved SEMAP performance and
    likely score;

c.  Identify any policy requirements versus actual practices that need
    to be resolved and any additional recommendations for further
    correcting the previously identified deficiencies for improving
    regulatory compliance and establishing sound business practices that
    will allow maximum points for SEMAP.

**6. Monthly Billings**

The Contractor shall submit a monthly invoice to the GTR and GTM not
later than five working days following the month in which the work
occurred. The invoice shall be for the fixed monthly price identified in
the pricing schedule. The GTR and GTM will review the narrative reports,
invoice and the deliverables for the time period to ascertain if any
deductions are due for unacceptable or untimely performance.

7\. Deductions for Untimely or Unacceptable Performance

The GTR and GTM will review the Contractor's deliverable submissions
within 10 business days of receipt for acceptability. If the Contractor
is not notified within 20 working days of unacceptability, the
Contractor may assume the deliverable is acceptable. The GTR and GTM
will also review the deliverables for timely submission in accordance
with the contract requirements. For any deliverable submitted untimely,
the Contractor shall be assessed a deduction of 3% of the contract price
for each day of delay. HUD may take other remedies for deliverables that
are deemed unacceptable, including re-performance.

**8. Applicable Directives**

The Contractor shall adhere to all current and subsequent revisions of
HUD regulations including, but not limited to the following, statutes,
regulations, and other directives in the performance of this contract,
as cited in paragraph 7.0, Performance Requirements:

-   24 CFR , Sections 888, 982, 983, 984 and 985

-   Form HUD 52648 (8/2000) SEMAP Certification

-   All relevant HUD Notices/Directives/Handbooks

-   All other pertinent Federal, state and local laws.

**9. Period of Performance**

The total period of performance for this contract shall be [\_\_\_\_\_\_
weeks/months]{.mark} from date of award of Task Order. [Field offices
must decide the appropriate period by which contractor must complete all
activities, including final invoices and final products and reports
taking into account any unforeseen delays that may result. The period
should be expressed in weeks/months from date of award of Task
Order.]{.mark}

Appendix 4

Selection of Contract Method and Source(s)

Memorandum For: Gail Robertson , Director

Paula Perkins, GTR

Office of Procurement and Contracting Services (PCS)

From: [...Director, ... Office of Public Housing]{.mark}

Subject: Selection of Contract Vehicle and Sources

(1) Pursuant to the attached Statement of Work, the contract method to
    be used for this procurement action shall be:

> \_\_\_\_\_\_\_ The PIH Small Business IQC (*not available at this
> time*)

\_\_\_\_\_\_\_ PIH Small Business/Small PHA Indefinite Quantity
Contracts (IQCs)

\_\_\_\_\_\_\_ Listing of 8(a) Socially/Economically Disadvantaged
Businesses **(Identify *the best source and provide justification as
detailed in this notice)***

\_\_\_\_\_\_\_ GSA Schedule (Identify *3 sources for competition*)

\_\_\_\_\_\_\_ Open Market (This method should not be used if the work
exceeds \$100,000). (Identify *3 best sources for competition*) If the
estimated amount of the work exceeds \$25,000, the requirement will be
publicized by the Field Contracting Officer.

> \(2\) Please solicit proposals from the following contractors:

1\. [Name]{.mark}

> [Address]{.mark}
>
> [Telephone, Fax and e-mail]{.mark} [for each contractor]{.mark}

2\. [Name]{.mark}

> [Address]{.mark}
>
> [Telephone, Fax and e-mail]{.mark} [for each contractor]{.mark}

3\. [Name]{.mark}

> [Address]{.mark}
>
> [Telephone, Fax and e-mail]{.mark} [for each contractor]{.mark}

\(3\) Level of Effort: The sources solicited should be notified that the
estimated Level of Effort required to perform this work is:

[Labor Category:]{.underline} [Labor Hours:]{.underline}

[\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_]{.underline}

[\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_]{.underline}

[\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_]{.underline}

(4) Proposal Instructions and Evaluation Factors:

Interested contractors should submit three (3) copies of their written
approach to complete the requirements listed in the SOW to the GTR for
distribution to the Contracting Officer and the Field assigned GTM. The
written approach is limited to not more [than twelve (12) pages (or the
number of pages]{.mark} [decided by the field office]{.mark}), excluding
resumes, that specifically addresses each of the following selection
criteria. **Note:** *(Due to the nature of the contract vehicle being
utilized the GTR may need to modify the evaluation criteria. If so, the
GTR will notify the GTM of any changes made):*

-   Contractor's availability to undertake the work requested

-   Contractor's technical assistance plan, cost proposal and timeline
    for meeting the objectives of the Statement of Work

-   Contractor's Key person qualifications

-   Contractor's past performance Contractor's capability and experience
    in undertaking and accomplishing similar work as requested under the
    Statement of Work

-   Contractor's capacity to perform the work requested

> **Appendix 5**

Sample Government Cost Estimate

Direct Labor Costs (Contractor)

> Task No. 1

[(i.e. 1 person @ 25 hours @ \$80/hr.= \$2,000)]{.mark}

Task No. 2

[(i.e. 1 person @ 25 hours @ \$80/hr.= \$2,000)]{.mark}

Task No. 3

[(i.e. 1 person @ 90 days/720 hrs. \[720 hours\] @ \$80/hr. =
\$57,600)]{.mark}

**Total Direct Labor Costs** [(Add the total task costs)]{.mark} \$
61,600.00

**Total Overhead & Fringe Benefits**

[(50% of direct labor cost of \$61,600 equals \$30,800)]{.mark}
30,800.00

**Sub-Total \$ 92,400.00**

# Other Direct Costs

Transportation Costs 5,000.00

Per Diem [(\$40.00/day or whatever the appropriate rate)]{.mark}
3,600.00

Lodging [(\$140/day or whatever the appropriate rate)]{.mark} 12,600.00

Equipment/Material Costs [(if appropriate)]{.mark} 300.00

Other Direct Costs [(postage, copying, duplicating)]{.mark} 500.00

Rental Car [(Rental car costs @ \$35.00/day for 90 days)]{.mark}
3,150.00

**Sub-Total \$ 117,550.00**

# Indirect Costs

General & Administrative Costs (G&A @ 12% of \$117,550=) 14,106.00

**Sub-Total 131,656.00**

Fee/Profit (8% of \$131,656.00 = 10,532.00) 10,532.00

**Sub-Total \$142,188.00**

# Grand Total Government Cost Estimate [\$142,188.00]{.underline}