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Reverse Auction Program
Highlights

Announcing Upcoming Auctions:

Auction 561
Public Housing (to include photos of level 3 deficiencies)

Saturday, October 18, 2014 | 10:00am - 4:00pm (EST)
Preview of Auction 561 (MS-Excel)

You must have attended the mandatory teleconference on October 15, 2014 in order to participate in this Auction (no exceptions).

******************

Auction 560 - New York City Housing Authority (NYCHA)
Saturday, October 25, 2014 | 10:00am - 4:00pm (EST))
Preview of Auction 560 (MS-Excel)
 

560 Pre-Bid Teleconference Notice 

  • The Reverse Auction Program is planning Auction 561, an auction of approximately seven hundred, (700) public housing properties located throughout the United States.  This auction is scheduled for Saturday, October 18, 2014, from 10:00 AM until 4:00 PM Eastern time.  The period of performance (POP) will be one hundred four  (104) calendar days* beginning Oct 22, 2014, and ending Feb 2, 2015.  For further information on the incorporation of photos into the inspection process, please refer to the following link: http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/reac/products/prodpass/dcd4.0

    IMPORTANT:   Inspections included in Auction 561 are designated for taking photos of the level 3 deficiencies. Contractors are strongly encouraged to consider this when bidding.  All public housing inspections should be considered scattered sites.

    *Please note:  Inspections awarded in Auction 561 cannot be scheduled on federal holidays. The following federal holidays occur during this POP:

    Fall/Winter Federal Holidays 2014/2015

    Holiday

    Day of Week

    Date

    Veterans Day

    Tuesday

    November 11, 2014

    Thanksgiving

    Thursday

    November 27, 2014

    Christmas Day

    Thursday

    December 25, 2014

    New Year's Day

    Thursday

    January 1, 2015


    PLEASE NOTE:  Auction 561 inspections must be conducted utilizing the new 4.0 software. Photos of all level 3 deficiencies is mandatory.  We ask that contractors plan to complete these inspections within the established POP and bid accordingly.

    ***Note: In order to participate in the bidding activities for this Auction, you must be an Eligible RAP Contractor.***

    To participate in the bid process for Auction 561, there are six  (6) mandatory requirements that eligible contractors must meet:
  1. Be in good standing with HUD and have no;
  2. Have no open past due inspections;
  3. Scheduled inspections for recent auctions by the due date;
  4. Be in compliance with confirmation emails for properly scheduled inspections;
  5. Have attended the Mandatory teleconference on Oct 15, 2014; and  
  6. Have no Termination for Default actions in recent auctions or be prohibited from participating in auctions.

PENALTY: If a contractor is found to be in violation of these terms, the contractor will be notified via email and will be prohibited from participating in the next five (5) auctions.

Ceiling prices for Auction 561 are as follows:
Duration Ceiling Price
0.5 Day = $375
1 Day = $575
1.5 Days = $675
2 Days = $1,000
2.5 Days = $1,150
3 Days = $1,300


  • Auction 560 – is exclusively for properties of the New York City Housing Authority (NYCHA). The auction is scheduled for Saturday, 10/25/2014 from 10:00 AM until 4:00 PM Eastern time.  The auction will consist of approximately 125 Public Housing properties.  The period of performance will be one hundred and twenty (120) calendar days starting 12/01/2014, and ending  03/31/2014. No inspections are to commence before the scheduled POP start date.

    The NYCHA inspections will be conducted utilizing a protocol that differs from the current UPCS protocol.  These modifications represent one of the few REAC-approved modifications since the development of the UPCS protocol.  Accordingly, it is critical to understand the details of the revised protocol prior to bidding.  The "Inspection Protocol for Performing NYCHA Physical Inspections" is available on the below website.

    http://portal.hud.gov/hudportal/documents/huddoc?id=DOC_23146.pdf

    Sandy Impacted Project Inspection Protocol:  Contractors are further notified that certain NYCHA projects were impacted by Super Storm Sandy and are currently undergoing repair activities and contractors are to comply with Sandy Impacted Project Inspection protocol for these projects.

    Please note:  Inspections awarded in Auction 560 cannot be scheduled or performed on the following Federal Holidays.

     

    Holiday

    Day of Week

    Date

    Veterans Day

    Tuesday

    November 11, 2014

    Thanksgiving

    Thursday

    November 27, 2014

    Christmas Day

    Thursday

    December 25, 2014

    New Year's Day

    Thursday

    January 1, 2015

    Martin Luther King Day Monday January 19, 2015
    Washington's Birthday Monday February 16, 205

To participate in the bid process for Auction 561, there are six  (6) mandatory requirements that eligible contractors must meet:

  1. Be in good standing with HUD and have no;
  2. Have no open past due inspections;
  3. Scheduled inspections for recent auctions by the due date;
  4. Be in compliance with confirmation emails for properly scheduled inspections;
  5. Have attended the Mandatory teleconference on Oct 15, 2014; and  
  6. Have no Termination for Default actions in recent auctions or be prohibited from participating in auctions.

PENALTY:If a contractor is found to be in violation of these terms, the contractor will be notified via email and will be prohibited from participating in the next five (5) auctions.

*NOTE: Auction 560 inspections must be conducted utilizing the new 4.0 software. Please remember, in accordance with the terms and conditions of the Purchase Order, paragraph 6.6.2, if there is an Unsuccessful Inspection, the contractor shall immediately notify PIH-REAC (via the TAC) of an unsuccessful inspection (RUU), report the status of the inspection via Secure System and provide a copy of the POA/ED’s written confirmation of the property profile information, the agreed-upon schedule, and prior understanding that the residents were to be notified. PIH-REAC will confirm the unsuccessful inspection, notify the contractor, and if confirmed, will authorize payment of the unsuccessful inspection price in accordance with section 8.2.

 

Ceiling prices for Auction 560 are as follows:
Duration Ceiling Price
0.5 Day = $900
1 Day = $1,100
1.5 Days = $1,500
2 Days = $1,650
2.5 Days = $2,000
3 Days = $2,200


Fall/Winter Federal Holidays 2014/2015

Holiday

Day of Week

Date

Labor Day

Monday

September 1, 2014

Columbus Day

Monday

October 13, 2014

Veterans Day

Tuesday

November 11, 2014

Thanksgiving

Thursday

November 27, 2014

Christmas Day

Thursday

December 25, 2014

New Year's Day

Thursday

January 1, 2015

Martin Luther King's Birthday

Monday

January 19, 2015

George Washington's Birthday

Monday

February 16, 2015

Per Section 5.1 of the Reverse Auction Program’s Purchase Order Terms and Conditions….”inspectors shall not conduct inspection activities on weekends or Federal holidays”. 


ATTENTION: NOTIFICATION OF UPCOMING CHANGES TO DCD 4.0 SOFTWARE

REAC is further enhancing its inspection reporting process by including photo documentation of deficiencies observed during the course of the inspection. Initially, the photo documentation will limit its activity of photographing only Level 3 observed deficiencies. During the initial phase a limited number of inspectors will be utilizing our new photograph capability in selected physical inspections of Public Housing and Multifamily properties. We are making efforts to ensure that all affected properties are aware that inspectors will be photographing deficiencies. These inspections will be inspections of record, with the inspection report reviewed and released like any other REAC physical inspection and will now include photo documentation.

The proposed timeframe is as follows: beginning this month, QA Inspectors will test the software. After QA testing is complete, the photograph capability will be expanded to all physical inspections, with the time period from October 2014 to December 2014 devoted to the full implementation of this technology. Further communications will be provided in the near future concerning the full implementation timetable; however, all inspectors should begin to prepare.

Below are the recommended and minimum specifications that inspectors must have in order to use the DCD 4.0 Photo software:

Feature

Recommended Specifications
(DCD 4.0 Photo)

Minimum Specifications for Tablets
(DCD 4.0 Phto)

  1. Operating System

Windows 8.1

Windows 8.1

  1. Rear Camera

3.15 MP

2 MP

  1. Processor Speed

1.9 GHz

1.8 GHz

  1. Hard Drive

64 GB

64 GB

  1. Memory (RAM)

8 GB

4 GB

  1. Screen Size (inches)

~ 10

~ 10

  1. Screen Resolution

1920 x 1200

1280 x 800

  1. Internet Capability

Yes

Yes

Any questions about this process can be addressed to the REAC TAC at:  1-888-245-4860.   


Helpful Links for 4.0 - HUD's New Inspection Software Helpful Information for Becoming a RAP Contractor
 
Helpful Information for Contractors

Click to Access:
The new 4.0 DCD webpage

Click to Access:
RAPID External User Guide - Contractor Management
Introduction to the Bulk Scheduling module (YOUTUBE VIDEO)

Click to Review:
The Scoring Notice

Introduction to Request a Participant ID
(YOUTUBE VIDEO)
Introduction to the Bulk Scheduling module
(YOUTUBE VIDEO)

Click to Access:
Online Inspector Training

Introduction to Request a RAP ID
(YOUTUBE VIDEO)
Introduction to the Search Inspection module (YOUTUBE VIDEO)

Click to Access:
Multi-Family Training (for property representatives & HUD employees)

Introduction to the Contractor Profile View  Module
(YOUTUBE VIDEO)
Inspector Management - Profile View
(YOUTUBE VIDEO)

Click to Access:
Public Housing Training (for property representatives & HUD employees)

 

Click to Access:
XML Generator and Bulk Scheduling Process

    XML Generator User Guide

*PLEASE NOTE:  An added feature of the 4.0 software is the Bulk Scheduling process.  For those of you interested in exploring the new 4.0 PASS system and using the “Bulk Scheduling” function in the current PASS System, an XML file must be created.  A tutorial is available and an optional tool has been developed to create an XML file for the Bulk Scheduling feature. The XML generator tool checks for the mandatory fields for Bulk Scheduling and does a data validation before uploading the inspection schedule file to Secure Systems. (See above for access to XML Generator.)


  • The RAP Newsletter - November 2012
     
  • Special Offering Statement - The following actions will be cause for termination for default for all awarded inspections:

    • Failure to schedule inspections within 20 days of the award email.
    • Failure to update and maintain accurate inspection schedule information in HUD's Secure Systems.
    • Failure to have an active inspector assigned to a scheduled inspection.
    • Failure of inspector to appear for any reason for an inspection scheduled with HUD's Quality Assurance (QA) staff. In these cases QA will conduct the inspection and no payment will be due to the contractor.
       
  • Special Announcement: Recently, we have noticed that some contractors are attempting to place last minute bids on several lots during the last hour of the auction. Since several of these lots have proxy bids in place, it may take a few minutes to receive confirmation of a bid. Once the bids are placed, the "Place Bids Button" will be grayed out until the bid is verified; please be patient until the bids are finalized for the lot in question.

    All bids placed by the contractors will be finalized on a "first come, first served" basis, and any bids accepted by the auction web site will be considered final. This being said, we expect delays in placing bids during the last hour of the auction, as such we encourage you to place bids as early as possible to ensure that your bids are accepted. HUD will proceed with awarding the auction results based on bids accepted by the auction website. Thank you for your cooperation.
     
  • Inspection Review Notice: Contractors should check the Inspection Review Web Page often. It is required that posted challenges be responded to within 3 business days. If no response is received within this time-frame, and REAC was not informed of any IT/ technical difficulties, the inspection WILL BE REJECTED. Rejected inspections are not subject to payment.
     
  • Reminder: It is important that inspections are NOT over-scheduled, and that Scheduler is kept up-to-date, as stated in the UPCS protocol. Contractors must ensure that adequate resources are available prior to bidding. Failure to adhere to the UPCS protocol and/or the Purchase Order Terms and Conditions may result in suspension of an inspector, HUD-rejected inspections, and/or denial of participation in the Reverse Auction Program.
     
  • UPCS Inspection Protocol Other Hazards - Bed Bug Infestation.

Guiding Documents

 Quick References

Contractors

Results

*Please Note: Results for all auctions are not listed due to technical issues.  All files below are in MS-Excel format unless otherwise noted.

Contact us at: REACReverseAuctionProgram@HUD.GOV