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Reverse Auction Program

***IMPORTANT NOTIFICATION***

REAC is aware of the slow response time in Secure Systems, and the IT Team is working on a resolution. We are also mindful of the 20 day contractual requirement to enter the scheduling information in Secure Systems and the potential penalties if this requirement is not met. 

Due to the timing issues with Secure Systems, REAC is extending the 20 day scheduling deadline for all inspections awarded in Auctions 397 and 377:

  • Auction 397 Scheduling deadline is now June 30, 2014
  • Auction 377 Scheduling deadline is now July 7, 2014

Be advised that you may receive the auto-generated email from Secure Systems after the original 20 day deadline dates of 6/21 and 7/1 respectively.  You may disregard this email, but please make sure to enter the inspections in scheduler by the extended deadlines.

As a reminder, you should continue to copy RAP on confirmation emails sent to properties after an inspection is scheduled, as stated in the purchase order terms and conditions.  Please continue to input the scheduling information into Secure Systems while REAC resolves the timeliness issues.
 


Highlights

The Reverse Auction Program is planning the following auction:

Auction 417 - Multifamily
Saturday, June 21, 2014 | 10:00 am - 4:00 pm (EST)

Preview Auction 417 (MS-Excel)

(NEW) The Reverse Auction Program is planning Auction 417, an auction of approximately 1700 multifamily housing properties located throughout the United States.  Auction 417 is scheduled for Saturday, June 21, 2014, from 10:00 AM until 4:00 PM Eastern time.  The period of performance (POP)will be One Hundred Fifty-three (153) calendar days* beginning June 25, 2014, and ending November 24, 2014

*Please note: Inspections awarded in Auction 417 cannot be scheduled on the following federal holidays:

2014 Federal Holidays

Holiday

Day of Week

Date

Independence Day

Friday

July 4, 2014

Labor Day

Monday

September 1, 2014

Columbus Day

Monday

October 13, 2014

Veterans Day

Tuesday

November 11, 2014

PLEASE NOTE:  Auction 417 inspections must be conducted utilizing the new 4.0 software.  Due to the number of inspections for this auction and the 153 day POP offered, we ask that contractors should plan to complete these inspections within the established POP and extension requests will only be considered when the property demonstrates that they are unable to accommodate an inspection within the auction POP. Also, 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, 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. 

To participate in the bid process for Auction 417, there are five (5) mandatory requirements that eligible contractors must meet:  

  1. Be in good standing with HUD and have no outstanding billing issues;
  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; and 
  5. Have no Termination for Default 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.

If you are not already an eligible contractor, please submit all information by the end of the day, Tuesday, June 17, 2014.

Ceiling Prices for Auction 417 are as follows:

Duration

Ceiling Price

0.5 Day =

$375

1 Day =

$575

1.5 Days =

$675

2 Days =

$1000

2.5 Days =

$1150

3 Days =

$1,300




  • (NEW) 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”.   The remaining federal holidays in 2014 are as follows:

Remaining Holidays in 2014 for Inspection Scheduling
 

Holiday Day of Week Date
Independence Day Friday July 4, 2014
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

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

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