NSPIRE_DEMO_PWS_Final_05212019.pdf

ATTACHMENT 1

U.S. Department of Housing and Urban Development (HUD)

Office of Multifamily Housing Programs (MFH)

Office of Public and Indian Housing (PIH) Real Estate Assessment Center (REAC)

NSPIRE DEMO

May 21, 2019

Performance Work Statement

NSPIRE DEMO

Vision Statement

1 General Information

1.1 Introduction

The U.S. Department of Housing and Urban Development (HUD)s Real Estate Assessment Center (REAC) is seeking Contractor support to provide engineering consulting services in support of a demonstration to test an alternative model for the physical inspections of properties overseen by the Office of Multifamily Housing Programs (MFH), the Office of Public and Indian Housing (PIH), and other HUD program offices. HUD is the executive agency responsible for providing resources for empowering local governments, businesses, and organizations to build strong communities. Part of HUDs mission is to create "a decent home and suitable living environment for every American family. REAC is responsible for capturing, standardizing, improving, and evaluating data from the portfolio of properties for which HUD and other federal agencies have a financial interest or statutory obligation to monitor. This is a non-personal services contract. HUD seeks to ensure that adequate capabilities are available to meet the requirement of its inspection programs.

1.2 Background

Specific to this contract, REAC has proposed a new model – the National Standards for the Physical Inspection of Real Estate (NSPIRE) - to manage the physical inspection line of business. This includes new inspection standards and protocols; business processes; and Information Technology (IT) and support systems. NSPIRE is designed to improve transparency and alignment through standardized, repeatable processes and electronic submission of data to HUD. Design and development have progressed to a point that a deliberate and thorough field assessment through a demonstration program is the next logical step.

The NSPIRE Demonstration will develop and test the standards, regulations, business processes, risk models, IT systems, and support services necessary to meet the goals described above. Specifically, the Demonstration seeks to improve objectivity, defensibility, and accuracy so that a more reliable assessment of housing conditions can be achieved. The scope of the inspection, the procedural guidelines, and the individual deficiencies have been modified to remove subjectivity and ambiguity and to emphasize those areas that present the highest risk of harm to those living in HUD housing. For more information about NSPIRE, please see the NSPIRE website at:

https://www.hud.gov/program_offices/public_indian_housing/reac/nspire

Further, HUD is looking to move away from its current approach for procuring and managing contract inspection services to one in which the Contractor provides full-service management and execution of physical inspections of HUD housing. To that end, REAC would look for a Contractor to perform the necessary activities to plan and execute physical inspections of HUD housing, consisting of but not limited to:

https://www.hud.gov/program_offices/public_indian_housing/reac/nspire

1. Recruiting, training, monitoring, mentoring, and developing all inspectors participating in the program;

2. Receiving, scheduling, planning, executing, and submitting accurate inspection observations in accordance with HUD established procedures and timelines

3. Providing the inspection software used by Contractor to perform the field data collection component of the inspection process;

4. Developing and maintaining a process for collecting and submitting recommendations and “lessons learned” to help HUD refine standards, tools, and processes used in the scheduling and execution of physical inspections,

5. Developing and implementing the necessary framework, plans, and programs to ensure quality assurance/management is being performed across all areas related to the physical inspection process to include individual inspector performance; and

6. Performing all support and administrative services related to the work performed under this contract.

1.3 Objectives

REAC is seeking Contractor support to provide engineering consulting services and function as an advisor to the government to assist with conducting a national demonstration supporting the NSPIRE protocol. The engineering consulting services include; design reviews, inspection and testing services, testing of inspection software, modeling and analysis, facility surveys, research studies, risk mitigation strategy development or reviews, and other related technical consulting services.

1.4 Description of Services

The purpose of the NSPIRE demonstration is to:

1. Review, analyze, and make formal recommendations for improvements in inspection standards, protocols, tools, and processes;

2. Ensure that the NSPIRE protocol creates accurate, consistent inspection observations that collectively represent the overall physical condition of a property;

3. Test the NSPIRE protocol on 2,500- 6,000 inspections per year in the Continental U.S. (CONUS) and Alaska.

4. Test software and systems that are compatible with HUD systems in order to:

schedule inspections, capture inspection data, perform quality management functions, and report inspection results to HUD (including all administrative, logistical, and managerial requirements to support such operations).

5. Recruit multi-disciplined inspectors who meet the certification requirements established by HUD and test the efficacy of the HUD certification requirements.

6. Schedule and perform inspections consistent with HUD performance standards.

7. Conduct full lifecycle of activities necessary to produce quality inspections that meet HUDs standards.

8. Follow HUDs requirements and, provide national implementation feedback for scheduling inspections; notifying appropriate parties of inspections; reporting to

HUD; conducting the inspections according to the standards and protocols provided by HUD; and electronically submitting the data to HUD.

9. Maintain a quality management program to ensure its inspectors’ work product meets HUDs standards that include, but are not limited to, accuracy and completeness, prior to submission to HUD.

1.5 Non-Personal Services

The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services.

If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (CO) immediately. These services shall not be used to perform work of a policy, decision making, or management nature, i.e. inherently Government functions. All decisions relative to programs supported by the Contactor shall be the sole responsibility of the Government.

1.6 Period of Performance

The Period of Performance shall be one Base Year and one option year.

1.7 Place of Performance

The services to be performed within the CONUS U.S. and Alaska.

1.8 Hours of Operation

The Contractor is responsible for providing services, Monday thru Friday except for Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closing, or similar Government directed facility closings.

Government agencies will not be available during scheduled holidays, inclement weather, weekends, and after duty hours. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within the contract when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

1.9 Constraints

The services identified in this PWS will adhere to the rules, regulations, laws, standards, and conventions identified by HUD as well as within the Federal Government.

1.10 Post Award/Kickoff Conference

The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Government intends to convene a Post Award Conference with the Contractor within ten business days after contract award. The Contracting Officer will notify the Contractor of the specific date, location, and agenda within five business days after contract award.

1.11 Status Meetings

The Contracting Officer, Contracting Officer’s Representative (COR) and other Government personnel, as appropriate may meet periodically with the Contractor to also review Contractor performance, requirement status, etc. At these meetings, the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance or progress of the requirement. The Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. Post Award Conference and subsequent meetings may be held via teleconference.

1.12 Contractor Travel

The Contractor shall be required to perform periodic CONUS travel and travel to Alaska, in performance of this contract. All travel costs associated with the performance of this contract are to be included in the price.

1.13 Transition In

The Contractor shall, upon the Contracting Officer's written notice, furnish Transition-In services as required. The Contractor shall have sufficient personnel on board during the [insert applicable time] Transition-In period to ensure a smooth transition with the incumbent Contractor. The Contractor shall provide an orderly transition of work acceptance and accomplishment such that any impact to the program is minimized.

During the Transition-In period, the Contractor shall become familiar with the requirements in order to commence full performance of services by the end of the contract Transition-In period. Transition-In is not required if the successor Contractor is the incumbent Contractor.

1.14 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 90-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 on going 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.

2 Definitions and Acronyms

Contracting Officer (CO) - A person with authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: the only individual who can legally bind the Government.

Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

Government Furnished Property (GFP) - Government-furnished property means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

Contracting Officer Representative (COR) - An employee of the U.S. Government appointed by the Contracting Officer to perform contract administration activities in regard to technical issues. This individual has authority to provide technical direction to the Contractor as long as direction is within the scope of the contract, does not constitute a change and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Performance Requirements Summary (PRS) - A listing of the performance requirements under the contract that are to be evaluated by the Government on a regular basis, performance indicators for these requirements, performance standards for these requirement and surveillance methods to be used to determine if performance standards are met.

Performance Standard - The Contractor's performance level required by the Government.

Performance Work Statement (PWS) - A statement of work for performance-based acquisitions that describe the required results in clear, specific and objective terms with measurable outcomes.

Project Management (PM) - An individual designated by the Contracting Officer to assist in providing technical direction and monitoring performance under the contract.

Physical Security - Actions that prevent the loss or damage of Government property.

Quality Assurance (QA) - Policies and procedures adopted by the Government to ensure that supplies and services acquired under Government contracts conform to the contracts quality requirements.

Quality Assurance Surveillance Plan (QASP) - A plan describing how the agency will survey, observe, test, sample, evaluate and document the Contractor's performance in meeting critical performance standards identified in the contract.

Quality Control (QC) - All necessary measures taken by the Contractor to assure that the quality of an end product of service shall meet contract requirements.

Service Contract - A contract that directly engages the time and effort of a Contractor whose primary purpose is to perform an identifiable task rather than to furnish an end item of supply.

Subcontractor - Any person , other than the prime Contractor, who offers to furnish or furnishes any supplies, material, equipment, or services of any kind under a prime contract or a subcontract entered into in connection with such prime contract, and any person who offers to furnish or furnishes general supplies to the prime contractor or a higher tier subcontractor. The Government does not have privity of contract with a subcontractor.

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms

AQL - Acceptable Quality Level CO - Contracting Officer CONUS – Continental United States COR - Contracting Officer Representative FAR – Federal Acquisition Regulation GAO - U.S. General Accounting Office GFP - Government Furnished Property HUD - U.S. Department of Housing and Urban Development HUDAR - HUD Acquisition Regulation HUD Web - HUDs Intranet Web Site and related WEB pages.

IT - Information Technology NSPIRE – National Standards for the Physical Inspection of Real Estate OCONUS – Outside the Continental United States PHA – Public Housing Agency PL Public Law POC - Point of Contact QA - Quality Assurance QASP - Quality Assurance Surveillance Plan QCP - Quality Control Plan

2.3 Applicable Regulations/Manuals/Documents/Publications

The Contractor shall abide by all applicable regulations, publications, manuals, and policies and procedures in the performance of this contract including, but not limited to the following:

The Contractor shall use inspectors meeting the requirements stated within this contract and acceptable to or certified by HUD when the contract calls on the Contractor to perform inspections.

The Contractor shall be familiar with all HUD-associated notices and guidance and shall incorporate this guidance into its procedures when performing tasks using HUDs protocol.

3 Government-Furnished Property and Services

The Contractor shall ensure accurate control and accountability of all Government- Furnished Property in accordance with the terms and conditions of this contract. The Government will furnish, at no cost to the Contractor, the GFP shown below.

The Contractor may receive from HUD the following information:

• HUD provided software for inspections using HUDs inspection software systems;

The Contractor shall furnish all facilities, equipment, and supplies required to perform the work under this contract, except for items listed under Government Furnished Property and Services.

3.1 Government Services

The Contractor may receive from HUD the following information:

1. HUD IT requirements for Contractors inspection software to work with HUDs systems;

2. Property profile information (e.g., PHA, Contact Information, Required Inspection Count, Inspection breakdown by unit size);

3. Inspection results for submitted inspections (e.g., approved for payment, in review, rejected and reason);

4. Training or orientation to the NSPIRE protocols, processes, or systems;

5. Identification badge as a HUD inspector; AND

6. HUD assigned identification number, obtained from the following self-registration link: https://hudapps.hud.gov/public/wass/public/independent/indreg_page.jsp.

3.2 Facilities

N/A

3.3 Equipment

N/A

3.4 Materials

The Government will provide electronic copies of standards, protocols, and processes documents sufficient to describe the NSPIRE inspection process.

Copies of required materials may be provided to the Contractor in hard copy or soft copy. All materials will remain the property of the Government and will be returned to the COR upon request or at the end of the contract period.

3.5 Quality Assurance (QA)

The Government shall evaluate the Contractor's performance under this contract in accordance with the QASP. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable quality level.

4 Contractor-Furnished Items and Services

The Contractor shall furnish, all facilities, equipment, and supplies required to perform the work under this contract that are not listed under Government-Furnished Property and Services.

4.1 General Liability Insurance

The Contractor shall secure and maintain General All Risk Liability insurance that covers every employee, any individual acting on the Contractors behalf, and any other individual who performs inspections under this contract for coverage in the event of occurrences such as damage to a property. This insurance must have limits not less than a combined single limit of $4,000,000 per occurrence, and $12,000,000 aggregate with HUD named as the certificate holder of the policy in accordance with FAR 52.228- 5.

4.2 Equipment

The contractor must have the ability to download and utilize HUD’s inspection software.

Hardware requirements include an internet-enabled (natively or through an attached hotspot) iOS or Android device running the most recent versions of those operating systems or versions compatible with HUD provided software.

The Contractor shall furnish all necessary inspection equipment required to conduct physical inspections and inspection quality management reviews. The Contractor shall furnish all required hardware and data collection devices (laptop, tablet, or smartphone as applicable) and the necessary expertise to maintain the necessary IT environment for the data collection devices. All IT systems (hardware/software) must meet HUD security requirements.

4.3 Special Qualifications

The Government has identified the following experience as key to the completion of the work under this Contract:

1. International Code Council (ICC) Combination Inspector:

• 10 years of experience conducting inspections while holding the ICC certification

2. Research Designer:

• Person with 10 years of experience designing field studies that results in meaningful outcomes.

3. The Contractor shall ensure all personnel, including Subcontractor personnel, who conduct inspections, meet HUDs minimum qualifications for inspector certification, located in section 5.4.

4.4 Contractor Responsibilities

The Contractor is responsible for ensuring that all services performed under this contract have been authorized by HUD. Names of authorized POCs shall be provided to the Contractor by the Government in writing and updated as necessary throughout the contract period. U.S. Government records, copies of original results and reports, verified original data, corrected data, and corrected supporting final reports that are maintained by the Contractor remain the property of the U.S. Government. All inspections and inspection data are the proprietary property of the U.S. Government. These files/results must be surrendered to the U.S. Governments designated representatives. The data collected may not be used without the express written consent of the U.S. Government.

Services performed under this contract are to be performed in the sole interest of HUD.

Contractors are prohibited from engaging in self-serving activities that promote their inspection and/or consultation services while under contract.

4.5 Contractor Personnel

The Contractor shall provide a Contract Manager/Project Manager who shall be responsible for the performance of work. An alternate shall also be designated to act in the absence of the Contract Manager. These Contractor personnel (main point of contact and alternate point of contact) are considered Key Personnel by the Government and shall be listed as such in accordance with HUDAR 2452.237-70, "Key Personnel. The Contract Manager/Project Manager or alternate shall have full authority to act on all contract matters relating to daily operations of this contract. Accordingly, at a minimum, the points of contact shall have the technical knowledge of the requirement and be in the position to actually receive assignments, guidance and direction from the CO and COR per HUDAR 2452.237-73, Conduct of Work and Technical Guidance, and shall be allocated enough hours to the requirement to ensure successful performance.

These points of contact shall each be an employee of the Contractor. An employee of a Subcontractor is not acceptable for either of these positions. The Contract Manger/Project Manager or alternate shall be available between the hours of 8:00 am to 6:00 pm, Monday through Friday EST, except Federal Holidays or when the Government facility is closed for administrative reasons.

4.6 Identification of Contractor Employees

All Contractor/subcontractor personnel shall wear company picture identification badges as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone, or via electronic mail, Contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation. Where practicable, Contractor/subcontractors occupying collocated space with their Government program customer shall identify their workspace area with their name and company affiliation, or at a minimum, "Contractor" after name.

4.7 Quality Control

The Contractor shall establish and maintain a complete quality control program that shall ensure services are performed in accordance with this contract. The Contractor shall develop and implement procedures to identify, prevent, and ensure non reoccurrence of defective services. The Contractor's quality control program is the means by which he assures himself that his work complies with the requirements of the contract. The Contractor shall provide the associated Quality Control Plan to the Government as directed.

4.7.1 Quality Control Plan

The Contractor shall develop, maintain, enforce, and document a Quality Control Plan (QCP). The QCP shall ensure the Government receives the level of quality that is consistent with the requirements specified in this contract. The QCP shall be sufficiently detailed to provide the Contractor's methodology for identifying and recruiting qualified personnel. The QCP shall also provide the Contractor's methodology for resolving problems identified by the Government during reviews conducted in accordance with its Quality Assurance Surveillance Plan (QASP). The QCP shall also provide the Contractor's methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system. The QCP shall demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the Government's QASP. The QCP shall address Quality Management Approach, Quality Assurance, Quality Control and Quality Standards.

4.8 Conflicts of Interest

An inspector may not inspect any property:

1. In which the Contractor, inspector, or any business associate or any immediate family member of the Contractor or inspector has a financial interest in its ownership or management. This includes employees of the property owner or manager and members or directors of a property’s board of commissioners;

2. In which the Contractor, inspector, or any business associates or immediate family members of the Contractor or inspector has performed any other work of any nature, either under contract or via any other arrangement for the property, or the property owner or manager within the 24 months before the assigned inspection;

3. If the inspector or Contractor has a non-financial interest in the property, or a relationship with the owner or manager of the property, that would compromise the inspectors or Contractors objectivity. Such relationships may include, but are not limited to:

a. current residents of the property;

b. former employees of the property owner whose employment was terminated for cause;

c. non-paid members of the board of commissioners that governs the property; OR

d. individuals with litigation pending against the property owner or manager;

and individuals who have a pending grievance or complaint filed against the property owner or manager;

4. In which the inspector performed any of the prior three inspections for HUD on the property subject to the inspection or a property also owned by the same owner; OR

5. Any other condition, situation or relationship exists where the objectivity of the inspector or contractor regarding the property may be called into question.

6. The Contractor shall provide HUD with a copy of the Contractors, Subcontractors and inspectors conflict of interest disclosure forms upon request. Each disclosure form shall:

7. State whether a conflict, as described above, exists;

8. The Contractor has an ongoing duty to ensure that the Contractor, Subcontractors, and inspectors maintain current conflicts of interest disclosure forms; and

9. The Contractor shall update conflicts of interest disclosure forms within three business days of any change.

4.9 Non-Disclosure Agreement

The Contractor is responsible for ensuring that every employee, any individual acting on the Contractors behalf, and any other individual who performs inspections under this contract that have knowledge of the inspection schedule sign a Certification of Nondisclosure annually. The certification is Attachment X of this document. Upon request the Contractor must provide a copy of the signed Certification of Nondisclosure to HUD.

1. Submit a signed Non-disclosure agreement from each staff member, including owner and key personnel, and sub-contractors, including REAC-certified inspectors. The contractor is responsible for ensuring all staff and inspectors (including sub-contractors) have knowledge of the inspection schedule and sign a Certification of Non-disclosure annually or at the establishment of the sub-contract, whichever occurs first. The NDA should include the following language:

a. "As a condition of serving as a HUD-REAC Inspector, I hereby certify that I will:

b. Be bound by a non-disclosure agreement to ensure adherence to HUD’s requirements for the scheduling of inspections;

c. Use the information provided to me solely for the purpose of supporting the demonstration;

d. Not disclose sensitive or pre-decisional information to any individual without the express authorization and written consent of HUD-REAC.

e. Be obligated, and understand, that the unauthorized release of this information may result in the termination or limitation of my participation in the physical inspection program, and that administrative, civil, and criminal penalties may be assessed.

4.10 Inspector Code of Conduct

Every inspector is required to follow HUDs standards, business rules, and notices for inspectors, including maintaining professional conduct and demeanor prior to, during, and after an inspection, and in all interactions with residents, inspection participants, property representatives, and any other individual with whom the inspector comes in contact.

5 Specific Tasks

Performance of this contract encompasses recording deficient conditions in HUD’s properties in order to estimate the true physical condition of the subject property and identify when such properties are non-compliant with HUDs standards.

Buildings and structures to be inspected are those customarily found on residential properties of all types and range from single-family homes to large multifamily housing with elevator structures and complex building systems. This requirement also includes the inspection of ancillary buildings that are related to the residential use of the property such as pool houses, garages, and maintenance buildings, as occasionally associated commercial spaces.

Additionally, as part of HUDs commitment to continuous evaluation and improvement, the Contractor will provide feedback on potential changes and enhancements to the standards and protocols that would enable HUD to achieve more consistent and reliable results.

5.1 Project Management

1. The Contractor shall provide project management support for the key development activities of the project.

2. The Contractor shall conduct interviews with staff to determine specific requirements for execution of tasks associated with the scope of this project.

3. The Contractor shall work with the program office to develop a comprehensive project plan (roadmap) that identifies the tasks, defines project staff roles/responsibilities, and provides a timeline for completion of tasks.

4. The Contractor shall develop a communication plan for project information sharing and comments on a routine basis as well as monthly briefings for leadership.

5. The Contractor shall assist the staff with identifying problems and providing solutions for technical and other project related issues.

6. The Contractor will be responsible for providing on-going evaluation of project work, quality, and timeliness for completion of projects.

7. The Contractor shall submit written email notification by the close the business day.

8. All material issues shall be included in the weekly status report and monthly report.

Performance Standards Standard: Deliverables are made in accordance with schedule AQL: No more than one scheduling milestone missed

Deliverables A001 Project Plan for Inspections

5.1.1 Project Plan

The Project Plan shall include the following:

1. The Contractor shall develop performance metrics that allow tracking of project completion against the milestones set by REAC, for each Task Order.

2. Describe all planning

3. Inspection Scheduling information

4. Inspection review/inspection activities;

5. Personnel positions and staff skills and abilities, standards, and trainline

6. Tentative inspection schedule

7. Equipment resources

8. Training plan and facilities; and

9. Functional responsibility and authority within a structured project organization.

Standard: Completes actions within specified deadlines AQL: Project plan is submitted on time and reflects the full substance of the requirements.

Deliverables A001 Project Plan for Inspections

5.1.2 Performance Reporting

For each Task Order, the Contractor shall submit a monthly Performance Report that reflects the following:

1. Project progress;

2. Project resources;

3. Project budget;

4. Project schedule;

5. Project schedules;

6. Project workflow;

7. Quality control; AND

8. Project reporting

a) Standard: Reports are accurate AQL: No more than one submission of a document that contains substantive errors

b) Standard: Complete AQL: Performance Report meets the full substantive requirements of the PWS.

c) Standard: Deliverables are made in accordance with schedule

AQL: Performance Report is submitted on time and reflects the full substance of the requirements.

Deliverables A004 Performance Report A020 Weekly Feedback Reports for NSPIRE

5.2 Inspection Protocol Consulting Services

The Contractor shall utilize their expertise in the field of inspections as well as lessons learned through the execution of the following tasks:

1. The Contractor shall provide research and development services, including conducting inspections, measuring inspector consistency and reliability, assessing lessons learned from the demonstration in real time and recommending changes to the operating model that can be expanded nationally.

2. Recommend revisions to deficiency definitions and inspection protocols to lend greater clarity, streamline, and simplify processes to promote efficiency and economies of scale (cost effectiveness), based on the contractor’s observations during the execution of this effort.

Standard: Completes actions within specified deadlines AQL: Project plan is submitted on time and reflects the full substance of the requirements.

Deliverables A005 Continuous Process Improvement Recommendations

5.2.1 Research and Development

The Contractor shall utilize their expertise in the field of inspections as well as lessons learned through the execution of tasks herein to support HUD’s NSPIRE Demonstration program. The research and development tasks shall be aligned to the United States Government Accountability Office manual for Designing Evaluations, 2012 Revision, GAO-12-208G or equivalent to support the following:

1. Design of NSPIRE demonstration criteria;

2. Define requirements, preliminary planning, the evaluation of alternative technical approaches;

3. Develop and enhancement of high-level general performance specifications for the NSPIRE demonstration.

4. Revisit deficiency definitions and inspection protocols to lend greater clarity, streamline, and simplify processes to promote efficiency and economies of scale (cost effectiveness).

5. Design testing methodology to conduct 2500-6000 inspections using the NSPIRE protocol.

6. The Contractor shall work collaboratively with HUD in developing an execution schedule to ensure the most efficient and effective pacing of these inspections.

7. Collect data, improve, and validate mechanics.

8. Developing a practical application of the NSPIRE protocol.

Standard: Recommendations made are supportable by quantified analysis AQL: Meets the full substantive requirements of the PWS.

Deliverables A029 Research and Development Proposal

5.2.2 Inspector Consistency and Reliability Study

The Contractor shall analyze the following:

1. Measure inspector consistency and reliability

2. Assessing lessons learned from the demonstration, in real time, and incorporating changes into the operating model that can be expanded nationally.

3. Analyze inspector qualification by assessing the skill sets required to perform

NSPIRE inspections

4. Provide inspectors with varied backgrounds to test inspector competency and reliability.

5. Test inspector tiers and provide feedback on HUD's proposed changes to the inspector certification requirements and address:

a. What is the appropriate skillset for inspectors to conduct inspections?

b. Test and verify education, training, and certification requirements.

c. Identify any common prerequisites that may reduce risk in the recruitment, training, education, and certification of inspectors

d. Asses protocol consistency and reliability.

a) Standard: Identify trends and areas of improvement AQL: Meets the full substantive requirements of the PWS.

b) Standard: 100% of inspectors meet the certification standards.

AQL: Zero Deviation

Deliverables A023 Consistency and Reliability Study

5.2.3 Interior Floor Plans

1. For up to 20 properties, as identified jointly by HUD and the Contractor, the Contractor shall utilize software to create or update existing interior floor plans that show the configuration of major features of the buildings including the location of units, function/purpose of common rooms and spaces, and the location of major building systems.

2. Perform building systems analysis that supports the design of inspection sampling methodology.

3. Provide recommendations about what data should be used to create sampling methodology, based on property profile information and floor plan data. HUD’s existing sampling methodology is published at https://www.hud.gov/program_offices/public_indian_housing/reac/products/pass.

4. Upon completion the Contractor shall provide written recommendations on approaches and data standards for describing the built environment.

Standard: Identify trends and areas of improvement AQL: Meets the full substantive requirements of the PWS.

Deliverables A017 Interior Floor Plans for NSPIRE Inspections

5.2.4 Site Diagrams

1. For up to 5 properties, as identified by HUD, the Contractor shall, as part of the property profile validation, provide updated electronic site diagrams that will show buildings, pavements, roadways, sidewalks, site lighting, play areas, utility lines and site boundaries if available.

2. Upon completion the Contractor shall provide written recommendations on approaches and data standards for describing the built environment.

AQL: Meets the full substantive requirements of the PWS.

Deliverables A018 Electronic Site Diagrams for NSPIRE

5.2.5 Continuous Process Improvement

The Contractor shall provide continuous process improvement regarding the following:

1. The planning, collection, and submission of inspection information.

2. Guidance on how to improve implementation for the national roll-out of the

NSPIRE protocol.

3. Identify elements critical to maintaining and sustaining inspection process improvements for national implementation.

4. Assess the long-term impact of the NSPIRE protocol implementation and address short-term performance implications.

5. Provide recommendations to meet long-term objectives.

AQL: Meets the full substantive requirements of the PWS.

A005 Continuous Process Improvement Recommendations https://www.hud.gov/program_offices/public_indian_housing/reac/products/pass

5.3 Information Technology Requirements

1. Inspections will be completed using either HUD provided software or using the

Vendor's software to conduct NSPIRE inspections.

2. IT software shall support the collection and transmission of inspection data including but not limited to the following categories of information:

a. Property

b. Building

c. Units

d. Inspectable Item

e. Deficiency Captured

f. Photos to document observed deficiencies

3. While ownership of processes and proprietary IT systems would belong to the vendor, all data pertaining to physical inspection deficiencies must belong to HUD and must be provided in the specified electronic format.

4. After the Contract has ended, or at the direction of HUD, the Contractor must destroy such data or deliver all data to HUD.

Standard: Ability to identify and transmit deficiencies.

AQL: Zero deviation

Deliverables A007 IT Plan A008 IT Interface Demonstration A010 Data Collection Field Test

5.3.1 Vendor Provided Inspection Software

The Contractor shall provide its own inspection software that will support the following:

1. Ability to conduct and submit inspections;

2. Transmit inspection data via a Salesforce compatible API and in a standardized file format (e.g., XML or JSON);

3. Software satisfies HUDs IT requirements (including system security requirements) and API standards and is updated with the NSPIRE inspection standards that are in effect at the time of inspection;

4. Contractor’s inspection software must be supported by documentation, is subject to auditing and testing by HUD, and must be capable such that:

a. An inspector in the field can identify and record all deficiencies and supporting information required as part of a HUD inspection; AND

b. An inspector can perform inspections to any applicable protocols published by HUD.

Standard: Compliant with applicable standards AQL: Meets the full substantive requirements of the PWS.

A007 IT Plan A008 IT Interface Demonstration A010 Data Collection Field Test

5.4 Inspector Requirements

1. The contactor is responsible for sponsoring inspector candidates for certification, including verification of all prerequisites.

2. Training and management of inspectors performing work under this contract are the contractor’s responsibility.

3. Contractor shall be responsible for maintaining an appropriate mix of inspector skillsets necessary to perform the work of this contract.

4. Contractor is responsible for ensuring the skills of its inspectors stay current and continue to meet HUDs requirements for certified inspectors, including annual physical, hearing, and visual examinations.

5. All inspectors performing work under this contract must follow HUDs business rules for inspectors.

AQL: Zero deviation

Deliverables A012 Inspector Certification Report

5.4.1 Inspector Training Program Development

1. The Contractor shall maintain and be responsible for training its own inspectors so that they have a sufficient knowledge of HUDs inspection protocols, research design, and demonstration objectives to perform the work under this contract.

2. The contractor shall assess the relative importance of a comprehensive training program as compared to an individual inspector’s skillset and shall develop an approach to measure and track the learning curve of inspectors.

a) Standard: Independently verifiable AQL: Zero deviation

b) Standard: Processes shall be repeatable AQL: Zero deviation

Deliverables A030 Training Program Proposal

5.4.2 Validation of Certification Requirements

1. The Contractor shall provide certified inspectors to perform work under this contract.

2. The contractor is responsible for conducting inspections in accordance with the NSPIRE protocol.

3. The Contractors is responsible for testing and validating the efficacy of HUD’s new certification requirements.

4. The Contractor shall make recommendation about the proposed certification requirements.

5. All inspectors must be registered and certified according to HUD’s standards prior to conducting any inspection under this contract.

6. HUD retains the right to decertify any individual not meeting HUD’s standard.

7. HUD will make available to the Contractor the standards and expectations that will be assessed during the certification process.

AQL: Zero deviation

Deliverables A012 Inspector Certification Report

5.4.2.1 General Inspector

The Contractor shall supply inspectors and verify the efficacy of the certification requirements as follows:

Minimum qualifications to be eligible for certification as a general inspector include:

1. Pass an annual physical, hearing, and visual exam;

2. Have a high school education or equivalent;

3. Meet one of the following levels of experience:

a. Two years of recent (within the last 4 years) full-time experience as a certified multi-discipline inspector (or similar certified position) by a national or government-recognized agency;

b. Two years of recent (within the last 4 years) full-time journeyman level experience in the plumbing, electrical, mechanical, or carpentry trade and completion of a recognized apprenticeship program in one or more of these disciplines (five years of varied recent, full time journeyman level experience in the plumbing, electrical, mechanical, or carpentry trade may be substituted for the apprenticeship program);

c. A Bachelor's degree in civil, structural, mechanical, or electrical engineering or architecture from an accredited college or university;

4. Possess general computer skills;

5. Completed 250 or more commercial building inspections;

6. No previous decertification by HUD for performance related issues;

7. Have no conduct-related issues substantiated by HUD;

8. Pass a background investigation that meets HUD’s requirements

Standard: 100% of General Inspectors meet the certification standards.

AQL: Zero Deviation

A012 Inspector Certification Report

5.4.2.2 Expert Inspector

The Contractor shall supply inspectors and verify the efficacy of the certification requirements as follows:

1. Minimum qualifications to be eligible for certification as an Expert Inspector include:

a. Meeting the minimum qualifications for a general inspector;

b. Two years of recent (within the last four years) full-time experience either supervising or conducting quality control reviews of multi-disciplined inspectors (or similar positions); AND

c. Currently holding two or more of the following certifications:

d. International Code Council (ICC) Commercial Building Inspector;

e. ICC Residential Building Inspector;

f. ICC Property Maintenance and Housing Inspector;

g. Either ICC or International Association of Plumbing and Mechanical

Officials (IAPMO) Residential Plumbing Inspector;

h. Either ICC or IAPMO Residential Mechanical Inspector; OR

i. ICC or International Association of Electrical Inspectors Residential

Electrical Inspector.

2. Alternative qualifications that the Contractor believes are equivalent to the above can be proposed and will be considered by HUD on a case-by-case basis.

These requirements can be proposed for an entire class of individuals or on a per-person basis. Any individual requesting to use the alternative requirements must be approved by HUD prior to conducting field data collection activities.

Standard: 100% of inspectors designated as Expert Inspectors meet the certification requirements.

AQL: Zero Deviation

Deliverables A012 Inspector Certification Report

5.4.3 Inspector Monitoring

1. The Contractor must have a system in place to monitor its certified general inspectors and certified expert inspectors, their performance, and any other inspector-related issues, including a system to train, mentor, and coach its inspectors.

2. In addition to training-related issues, this system must receive, investigate, and remediate complaints about inspector behavior or performance.

3. Within 48 hours of receipt of such complaint, the Contractor must inform HUD of the individuals affected and the substantive allegations.

4. Provide guidance and recommendations for national implementation.

AQL: Meets the full substantive requirements of the PWS.

Deliverables A013 Inspector Performance Report A014 Inspector Complaint Report

5.5 Inspection Types

HUD anticipates performing 2500-6000 inspections during the base year of this contract. The properties will be scattered across the CONUS U.S. With selected properties in Alaska, Hawaii, and U.S. Territories.

1. Vendor Software Assisted Inspections

a. NSPIRE inspections

b. Inspections that follow this protocol will use the Vendor's software to submit inspection to HUD using HUD's API interface.

c. These inspections cover three inspectable areas ( units, interior, and exterior) of properties.

d. HUD anticipates that there will be approximately 350-400 defined defnicnencies under this protocol.

Standard: Inspections shall properly apply inspection protocols.

AQL: 95% of inspections comply with inspection protocols

Deliverables A016 NSPIRE Inspection Reports

5.5.1 General Inspections

1. General inspections are those scheduled by the Contractor in line with the project and research plans proposed and accepted by HUD.

2. These inspections involve the electronic, field-based collection of data.

3. Given the various sizes of properties, inspections can range from ½ day to 5 days.

4. HUD anticipates a mix of property sizes and locations will be selected as part of the demonstration.

Performance Standards Inspections shall properly apply inspection protocols and applicable standards.

AQL: 90% of inspections comply with inspection protocols and applicable standards.

A025 General Inspections

5.5.2 Ad-Hoc Inspections

• For no more than 3% of inspections on a task order, the Contractor shall, upon HUDs request, conduct an inspection within 5-business days of the order being received.

Inspections shall properly apply inspection protocols and applicable standards.

AQL: 90% of inspections comply with inspection protocols and applicable standards.

Deliverables A027 Ad Hoc Inspections

5.5.3 Specified Date Inspections

1. For no more than 3% of inspections, HUD may request a specific inspection date for a property.

2. The Contractor shall make best efforts to accommodate HUDs requests;

however, in the event that there would be a significant, demonstrated increase in the costs associated with such request, an alternative, mutually agreeable date shall be established.

Inspections shall properly apply inspection protocols and applicable standards.

AQL: 90% of inspections comply with inspection protocols and applicable standards.

Deliverables A026 Specified Date Inspections

5.6 Inspection Performance Requirements

1. The Contractor shall perform all inspections ordered by HUD in accordance with HUD’s applicable inspection standards and protocols.

2. All inspections will adhere to the standards and protocols in effect at the time of the inspection for the type of inspection ordered by HUD.

3. Such standards, as they…