Supplemental Claims Support Services

Sources Sought Synopsis Supplemental Claims Support Services The Department of Housing and Urban Development (HUD) is issuing this source sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for HUD’s Supplemental Claims Support Services The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement 541611-Administrative Management and General Management Consulting Services. There is no solicitation at this time. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. If your organization has the potential capacity to perform these contract services, please provide the following information: 1) organization name, address, email address, website address, telephone number, and size and type of ownership for the organization; and 2) tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements. The government will evaluate market information to ascertain potential market capacity to 1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated; 2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; 3) implement a successful project management plan that includes: compliance with program schedules; cost containment; meeting and tracking performance; hiring and retention of personnel and risk mitigation; and 4) provide services under a performance based service acquisition contract. Based on the responses to this Sources Sought notice/market research, this requirement may be set-aside for small businesses or procured through full and open competition, and multiple awards may be made. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 12:00pm Eastern Standard, December 1, 2020. All responses under this Sources Sought Notice must be emailed to [email protected]. Additional information on the required services is listed below. Background: The Federal Housing Administration (FHA) provides mortgage insurance for FHA-approved lenders against loss on financing single family homes. Single Family is the component of FHA that insures mortgages on dwellings for one to four families. When a homeowner defaults on a FHA-insured mortgage, the mortgagee presents a claim for mortgage insurance benefits to the SFCB. Lenders submit Form HUD-27011, Application for Single Family Insurance Benefits (Parts A-E) for this purpose. Supplemental Claims are claims filed to readjust the initial claim payment due to delayed disbursements or claim calculation/payment errors. Mortgagees may file their supplemental claims via HUD's electronic portal called FHA Catalyst, or via paper claim mailed to HUD Headquarters. Claim payments are made through the Department of Treasury (Treasury). General Description of Work: Single Family Forward Mortgage Supplemental Claims Review and Processing The Contractor shall perform the following duties: Research, review, analyze, calculate, and take appropriate action for payment or return to lender for additional action for supplemental claims daily and in accordance with HUD Handbook 4000.1, FHA Single Family Insurance Claims, pertinent Mortgagee Letters, and FAQs provided by HUD. Process supplemental claims within 30 days of receipt following the first-in, first-out method. Process two thousand (2,000) supplemental claims monthly. Enter the appropriate information and comments into A43C or any other designated system based upon the appropriate action as a result of the claim review. For returns, prepare and submit the return letter to the mortgagee within one (1) business day of completing the claim review. Prepare billing letters for HUD review and approval. Email billing letters to lenders and make appropriate comments in A43C or any other designated system within one (1) business day of HUD approval. Respond to email requests from lenders regarding supplemental claims within three (3) business days of receipt. Prepare and submit a Comprehensive Weekly Report (CWR) – Single Family Supplemental Claims (Forward Mortgages) to COR(s). This report shall include: The beginning and ending date for the week of the report with each day identified by day and date. The following data items by FHA Case Number: total claims processed, total claims returned to mortgagees, total claims paid, total claims denied, no action needed, and refunding due to HUD/billing. Calculate the following: beginning balance, (plus) claims received, (plus) claims received from mortgagees with additional information, less total claims processed, total claims in Contractor inventory, total unprocessed claims with Contractor, and any remarks. Plan of action by FHA Case Number for claims that were received over sixty (60) days or more and remain unprocessed. Prepare and submit a Comprehensive Monthly Report (CMR) that contain the CWRs for that month and include: Notable Accomplishments – tasks completed or area(s) exceeding target expectations. Project Management – upcoming milestones and/or deliverables in progress. Risk Management - identify in detail any issues/risks to not meeting the project goals, impact to the project, and corrective action. Financial Management – summary of the contract award amount to period of performance including invoices by month of submitted, rejected, corrected, or paid. Staffing Management – total positions, prime and subcontractor breakout, gains/losses, Personal Identity Verification (PIV) process, CID, and system access for each employee. Transition Out To minimize any decrease in productivity and to prevent possible negative impacts on additional services, the Contractor shall have sufficient personnel on board during the sixty (60) day Transition Out period. The incumbent Contractor shall ensure a smooth transition with the successor Contractor during the Transition Out period, prior to completion of contractual performance. The incumbent Contractor shall aid the successor in the development of plans, procedures, and methods for the assumption of all ongoing work. The Contractor shall provide an orderly transition of work acceptance and accomplishment, such that full control by the successor Contractor is achieved by the end of the new contract Transition In period. The Contractor shall perform the following tasks: Prepare and provide lessons learned during the contract’s period of performance. Return all digital images in HUD readable and transferrable digital format within ten (10) business days after the contract ends date. Prepare and submit a detailed list of any outstanding tasks that are not processed within ten (10) business days after the contract ending date. Provide detailed training to the new contractor on single family forward mortgage supplemental claims and required systems. Prepare and provide a Transition Out Weekly Status Report to the SCOR. The report shall include: The status of the returning HUD PIV and Grid Cards for each employee. Work/activities completed, work/activities in progress, and planned activities (i.e. lessons learned prepared, digitalized data returned, outstanding tasks, training prepared and conducted, etc.). The status of the returning HUD PIV and Grid Cards for each employee. Work/activities completed, work/activities in progress, and planned activities (i.e. lessons learned prepared, digitalized data returned, outstanding tasks, training prepared and conducted, etc.). Prepare and deliver weekly and monthly reports The Contractor shall complete and provide the following reports: Comprehensive Weekly Report Comprehensive Monthly Report Transition Out Weekly Status Report Lessons Learned Report Contemplated place of performance The services to be performed under this contract shall be performed at the Contractor’s facility.