Physical Needs Assessment and Due Diligence Consulting Services

The Vendor is required physical needs assessments, capital planning, and related due diligence consulting services for public housing, affordable housing, mixed-finance developments, and other real estate assets.
1. Data Collection and Document Review
• Coordinate with authority to obtain and review all relevant documentation necessary to support the assessment, including but not limited to:
• Existing plans and specifications
• Prior PNAs, CNAs, or capital plans
• Maintenance records and work order history
• Recent repairs, improvements, and capital investments
• Environmental reports and known site constraints
2. On-Site Property Assessments
• Perform comprehensive site visits and physical inspections of each property, including:
• Dwelling units (representative sampling or as directed by authority)
• Building exteriors and envelopes
• Structural systems
• Mechanical, electrical, plumbing (MEP) systems
• Site infrastructure (utilities, drainage, paving, etc.)
• Common areas and support facilities
• Assess and document:
• Immediate and critical repair needs
• Deferred maintenance and lifecycle deficiencies
• Code compliance issues (local, state, and federal)
• Health and safety concerns
• Accessibility (ADA/UFAS) deficiencies
3. Capital Needs and Cost Estimating
• Develop detailed, line-item cost estimates for identified deficiencies using industry-accepted methodologies (e.g., RSMeans or equivalent), including:
• Immediate needs (0–3 years)
• Short-term needs (4–10 years)
• Long-term capital needs (up to 20 years, as requested)
• Provide:
• Quantified scopes of work by trade or CSI division
• Unit costs, quantities, and total costs
• Escalation assumptions and cost basis
4. HUD-Compliant Reporting
• Prepare all required HUD documentation, including but not limited to:
• Form HUD-52860-B (or most current version) for each applicable site
• Supporting narratives and documentation in compliance with HUD Notice PIH 2024-40 (HA)
• Reports shall:
• Include detailed narratives describing building systems and conditions
• Provide photographic documentation of deficiencies
• Clearly distinguish between critical, non-critical, and long-term needs
• Support authority potential RAD and/or Section 18 demolition/disposition applications, where applicable
5. Energy Efficiency and Sustainability
• Identify opportunities for energy conservation, sustainability improvements, and utility cost reduction, including:
• Building envelope enhancements
• HVAC system upgrades
• Water conservation measures
• Potential alignment with green building or resiliency initiatives
6. Strategic Planning Support
• Support authority in aligning PNA findings with broader capital planning and repositioning strategies, including:
• RAD conversions
• Demolition and/or disposition analysis
7. Coordination and Review
• Participate in coordination meetings with authority staff, including:
• Pre-site visit planning meetings
• Post-site visit debrief meetings to review initial findings
• Draft report review sessions
• Incorporate authority feedback into draft and final deliverables.
8. Final Reporting and Deliverables
• Prepare draft and final PNA reports for each property, including:
• Executive summary
• Detailed findings and narratives
• Cost tables and capital needs schedules
• Photographic documentation
• Deliver reports in both electronic and editable formats acceptable to DHA.
9. Post-Submission Support
• Provide ongoing support to authority following report completion, including:
• Responding to HUD comments or requests for additional information
• Revising reports as necessary to support HUD submissions
• Participating in meetings with HUD or other stakeholders, as requested
10. Additional Services
• In addition to Physical Needs Assessments, authority may utilize the selected consultant to perform related due diligence services through separately authorized task orders. Such services may include, but are not limited to:
• Property Condition Assessments (ASTM or HUD formats)
• Existing Facility Assessments
• Capital Reserve Studies
• Facility Condition Index (FCI) evaluations
• Deferred Maintenance Analyses
• Cost estimating and lifecycle replacement forecasting
• Building systems evaluations
• Structural, architectural, civil, mechanical, electrical, and plumbing condition assessments
• Accessibility evaluations
• Energy and sustainability assessments
• Redevelopment feasibility studies
• Acquisition and disposition due diligence
• Other related consulting services as requested by authority.