MODIFICATION
R -- Single-Family Supplemental Claims processing and Re-engineering and property Disposition Support
- Notice Date
- 6/8/2015
- Notice Type
- Modification/Amendment
- NAICS
- 541219
— Other Accounting Services
- Contracting Office
- Department of Housing and Urban Development, OCPO, Office of Policy and Systems, Community Service/Housing Support Div, 451 7th Street SW, Washington, District of Columbia, 20410, United States
- ZIP Code
- 20410
- Solicitation Number
- HUD-APP-H-2016-045
- Archive Date
- 7/10/2015
- Point of Contact
- Sarah L. Heyward, Phone: 2024025411, Brenda K Lee, Phone: 202-402-3504
- E-Mail Address
-
Sarah.L.Heyward@hud.gov, brenda.k.lee@hud.gov
(Sarah.L.Heyward@hud.gov, brenda.k.lee@hud.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- Request for Information (RFI) The U.S. Department of Housing and Urban Development (HUD) [Office of the Chief Procurement Officer (OCPO), Officer in support of the Federal Housing Administration (FHA)] provides insurance for lenders against losses from financing single family homes. FHA has a need to provide support in its control and processing of supplemental insurance claim benefit. Title: Single-Family Supplemental Claims Processing and Re-Engineering and Property Disposition Support THIS IS A REQUEST FOR INFORMATION ONLY (RFI). This RFI is issued solely for information and planning purposes – it does not constitute a Request for Proposal (RFP) or a promise to issue a RFP in the future. This request for information does not commit the Government to contract for any supply or service whatsoever. Further, HUD is not at this time seeking proposals and will not accept unsolicited proposals. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party’s expense. Not responding to this RFI does not preclude participation in any future RFP that may be issued. Interested parties are requested to respond with their capability statement to this RFI by June 25, 2015, by 12:00 p.m. EST. Responses shall be limited to 10 pages and submitted via e-mail to Sarah.L.Heyward@hud.gov. Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. To aid the Government, please segregate proprietary information. Please be advised that all submissions become Government property and will not be returned. Responses to the Sources Sought Notice/RFI: Interested Small Business offerors are encouraged to respond to this notice. However, be advised that generic capability statements are not sufficient for effective review of the respondents’ capacity and capability to perform the specific work as required. Response must directly demonstrate the company’s capability, experience, and/or ability to marshal resources to effectively and efficiently perform the tasks described in the attached Draft Performance Work Statement (PWS) in sufficient level of detail to allow definitive review of the capability statement and evidence that the contractor can satisfy the minimum requirements in compliance with FAR 52.219-14 (“Limitations of Subcontracting”). Failure to definitively address each of these requirements will result in a finding that respondent lacks capability to perform the work. In order for HUD to assess a firm’s capability, firms must submit a response that provides enough detail to indicate that it can provide the services identified above and the attached Draft PWS. HUD will not consider submissions of simple marketing materials/brochures, incomplete responses that do not conform to the requested elements of this notice, or references to websites. Responses to this notice shall be limited to ten (10) pages, and must include: 1. Company letterhead including: (a) HUD sources sought reference number and title; (b) Introduction of your company; (c) Point of contact with telephone, e-mail address and website address; (d) Written narrative outlining your firm’s capability and expertise in providing services outlined in the Draft SOW. 2. (c) Briefly describe the company, products and services, history, ownership, business size, business status (e.g., small, veteran-owned, woman-owned, etc.). If qualified as 8(a) firm (must be certified by SBA), Small Disadvantaged Business (must be certified by SBA), Woman-Owned Small Business, HUBZone firm (must be certified by SBA), and/or Service-Disabled Veteran-Owned Small Business (must be listed in the VetBiz Vendor Information Pages) and other information deemed relevant. 3. Name, title, telephone number, and email addresses of individuals who can verify the demonstrated capabilities identified in the responses in addition, to having the authority and knowledge to clarify responses with Government representatives. 4. DUNS number, CAGE Code, Tax Identification Number, and company structure (Corporation, LLC, partnership, joint venture, etc.) Companies also must be registered in the System for Award Management (SAM, at www.sam.gov ) to be considered as potential sources 5. Identification of the firm’s GSA Schedule contract(s) by Schedule number and contract number and SINs that are applicable to this potential requirement are requested. If the company has a Government approved accounting system, please identify the agency that approved the system. Please submit copies of any documentation such as letters or certificates to indicate the firm’s status (see item #1, above). The Government does not presently intend to award a contract, but wants to obtain price, delivery, or other market information for planning purposes. Interested parties are requested to respond to this notice by June 25, 2015 at 12:00 p.m. EST. HUD representatives may or may not choose to meet with potential offerors. Such discussions would only be intended to get further clarification of potential capability to meet the requirements, especially any development and certification risks. RFI responses will NOT be shared with other industry suppliers and will solely be used as part of the planning process. Questions: Questions regarding this announcement shall be submitted in writing by e-mail to the Contract Specialist, Sarah.L.Heyward@hud.gov. Verbal questions will NOT be accepted. Questions and Answers will be posted to the Federal Business Opportunities (FedBizOpps) website. Questions shall NOT contain proprietary or classified information. The Government does not guarantee that questions received after June 15, 2015 at 2:00 p.m. EST will be reviewed. Background: The Single Family Post Insurance Division (SFPID) has two Branches: the Single Family Claims Branch (SFCB) and the Single Family Acquired Assets Branch (SFAAB). Support is required for both of these Branches. I. SFCB Support When a homeowner defaults on a single-family FHA-insured mortgage, the mortgagee presents a claim for insurance benefits to the SFCB. The SFCB is responsible for the payment of insurance benefits based on claims filed by Lending Institutions. Other responsibilities include the receipt and disposition of mail and correspondence relating to claims processing, claim forms, and other miscellaneous documents. To ensure that claims submitted by mortgagees for insurance benefits are reviewed and processed in an accurate and timely manner, the SFCB requires support in its control and processing of Supplemental claims, delivery of incoming mail, and file maintenance. Claim processing is highly automated and carried out by the Single Family Claims Subsystem (also known as A43C) of the Single Family Insurance System/Insurance in Force (also known as A43 and SFIS/IIF). In FY 2014, there was a claim volume of 500,000 transactions. Approximately 80 percent were processed automatically, with an estimated 100,000 claims processed as exceptions which required manual intervention. Certain processes are not automated and the claims must be processed manually, as are exceptions that occur within the automated processes. The affected claims include supplemental claims for forward mortgages. Supplemental claims are processed utilizing the following systems: A43, A43C, and the Lender Electronic Assessment Portal (also known as LEAP). The SFCB has two Sections: the Financial Operations and Control Section (FOC), and the Review and Compliance Section (RCS). FOC is responsible for selected accounting activities (manual payment requests, accounts receivable, collections, administrative offsets, disbursements, reissued payments, related reports), the receipt, review, routing and disposition of mail (i.e., correspondence and claims), and maintaining files of claim source document forms. Prepare the Treasury Disbursement Statistics (AX2) payment daily, process manual payments for review for official certification. RCS is responsible for reviewing and processing supplemental and suspended claims (claims that fail A43C system edits). It also serves as a resource for technical guidance and direction on the proper submission of claims. Entered approximately 10,000 claim forms per month for data entry entered into A43C system. They shall prepare (stuff and seal envelopes) the return and denied supplemental claim packages to mortgagee. Return competed envelopes back to HUD for mailing. Additional requirements imposed on lenders providing FHA insured mortgages (such as the requirement to employ loss mitigation tools designed to help mortgagors retain ownership of their homes) result in an additional workload related to loss mitigation claims. The Branch receives numerous telephone and written inquiries from clients [i.e., mortgagees, HUD Field Office and Home Ownership Center (HOC) representatives, Headquarters staff, and servicing agents]. Delays in processing claims and responding to inquiries due to high volume can cause the Department to incur greater costs because of extended time frames for calculation of interest. These delays result in higher claim payments and a decrease in customer satisfaction as to the timeliness of services provided to them. Increasing volumes of claims and monitoring activities directly impact on the Branch’s capability to process claims in a timely manner. The Single Family Claims Branch (SFCB) has a requirement to scan approximately 7,000 claim forms per month. Because of space constraints, the SFCB needs to preserve these vital documents. Many of the records are bound with staples and fasteners which may need to be removed for proper scanning. All documents are Sensitive and classified up to the SECRET level. Provide the previously sorted and batched claim forms, perform Optical Character reading to extract specific data elements and perform data entry, electronic file transfer (EFT) to upload data files to HUD’s data processing facility and return the source documents to the Claims Branch. Provide the necessary resources and infrastructure to manage, perform, and administer the contract. Required to be fully operational, including facilities, equipment, information technology, training, personnel and requisite supplies within 30 calendar days from date of contract award. Analyze the current process and make cost effective recommendations on how to transition to a paperless process. Transitioning to a paperless process for the supplemental claims would reduce processing time; eliminate costs for transportation, shipping, storage, and office rental space. We are expecting to implement this process within two years of the effective date of the contract. This change will improve the security to sensitive information by using a secure network or program that prevents paper claims from being submitted via manual procedure. II. SFAAB Support HUD acquires and sells approximately 70,000 single family properties annually under its Single Family Property Disposition (SFPD) Program. To operate this program, HUD employs approximately 120 staff at Headquarters in Washington, DC and four Homeownership Centers (HOCs) across the nation (Philadelphia, PA; Atlanta, GA; Denver, CO; Santa Ana, CA) and utilizes SAMS to manage and account for its portfolio of acquired properties. The Single Family Acquired Assets Management System (also known as A80S and SAMS) is a HUD operated management and accounting system in a HUD controlled automated processing environment. SAMS maintains approximately 100,000 profiles of payees who perform services required to hold, market, and sell HUD’s single-family property inventory. Currently, approximately 800 global file maintenance activities are processed per month. The system disburses approximately $400 million annually via Electronic Funds Transfer (EFT) and check for services, and necessary to maintain these properties in a safe and secure manner. A. Global File Maintenance Global file maintenance activities provide support to program operations by maintaining a global data base in SAMS including a profile of each vendor and taxing authority known as a payee to which HUD makes payment. Information regarding each lease made by HUD and information regarding each system user is also maintained. SAMS currently contains approximately 100,000 payees/vendors including: 90,000 real estate brokers; 1,000 trade and service vendors; 200 closing agents and 5,000 other one-time payees, and it periodically pays various taxes and assessments to approximately 5,000 taxing authorities nationwide. Also, HUD occasionally leases single family properties to individuals, local governments, or non-profit organizations. In accordance with the Debt Collection Improvement ACT (DCIA), The Department must process all applicable payments via EFT through the Automated Clearing House (ACH) network. Global file maintenance activities also include maintaining a database of vendor EFT profiles (i.e., bank account information). M&Ms and HOC staff shall complete SAMS forms with information pertaining to vendors, taxing authorities, leases/lessees, and mail the completed forms to the provider. Perform specified review procedures to ensure that the forms are properly authorized and completed before entering data. To insure the vendor name/tax identification number (TIN) data entered into SAMS is correct, Perform a preliminary check (match) of the Internal Revenue Service database. B. Customer Service Help Desk Possess capability to communicate with HUD Headquarters staff and assist them with technical problems encountered with the tasks specified herein. Provide a Customer Service Desk to resolve problems and to respond to inquiries made by originating HOCs and Headquarters staff regarding the tasks specified herein. Communicate with customers via E-mail or facsimile in order to maintain a record. Communicate principally with HOCs and occasionally with M&M contractors. Also, possess the capability to communicate with HOC staff to resolve errors or omissions on SAMS’ forms, which shall be defined during training by HUD. Granted access to relevant components of HUD’s system to perform the tasks specified herein upon successful completion of the Personal Identity Verification (PIV) process.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/notices/325adf904f905ca42cc1c7aa7d948e30)
- Place of Performance
- Address: Contractor's Facility, Washington, District of Columbia, United States
- Record
- SN03756321-W 20150610/150608234532-325adf904f905ca42cc1c7aa7d948e30 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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