86548B18R00001,_Amendment_1.pdf

(x)

86548B18R00001 x x

1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

DENVER CO 80202-4801

HUD-NFWR

1670 BROADWAY 23RD FLOOR

OFFICER

OFFICE OF THE CHIEF PROCUREMENT

US DEPARTMENT OF HUD

03/07/2018000001

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

02/23/2018

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not, is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

A. The hour and date specified for receipt of offers is not extended.

B. Offerors must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing Items

8 and 15 on this form and returning 1 copies of the amendment; or (b) by acknowledging receipt of this amendment on each copy of the offer submitted.

C. The solicitation is amended and revised as indicated in the Questions and Responses at

Attachment 1. Changes have been made to the following sections of the solicitation.

1. Section C, paragraph 4.2.

Continued ...

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

CHRISTOPHER S. STUART

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

NSN 7540-01-152-8070

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 99

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

86548B18R00001/000001

2. Section C, paragraph 5.2.5 and 5.2.6.

3. Section C, paragraphs 5.3, 5.4, and 5.5.

4. Section L, paragraph 8.b.

5. Section L, paragraph 8.k.(6)

6. Section L, paragraph 9.(c).

7. Section M, paragraph 3.A.

D. Section I, paragraph 19(d) has been changed by removing the sentence "The Government shall provide access to p260 or its successor" and replacing it with "The Government shall provide access to various documents housed in p260 or its successor."

E. Attachment N, which was inadvertently omitted from the original posting, has been added.

PLEASE NOTE: the next numbered page is page 5.

There are no pages 3 and 4 in this amendment.

Period of Performance: 07/08/2018 to 07/07/2019

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

HOC Financial Services Support, Revised

Solicitation 86548B18R00001

SECTION B – Services and Prices

B.1. Services

The Contractor shall provide the U.S. Department of Housing and Urban Development (HUD), Office of

Single Family Housing, with financial support services for its four Home Ownership Centers. The

Contractor shall review and recommend for approval or rejection various types of transmittals and associated invoices submitted by various HUD contractors and other third parties.

B.2. Price Schedule

As total compensation for all services performed in accordance with the terms, conditions, and specifications stated herein, the contractor will be paid a fixed unit rate according to the prices listed below:

LINE ITEM TABLES

Base Period (12-Months)

Contract Line

Item Number Line Item Description Unit

Unit

Price* Total Price*

0001 Financial Control Support Services

0001AA Vendor Transmittal Processing Transmittal

0001AB General HOC Transmittal Processing Transmittal Line

0001AC Tax Transmittal Processing Transmittal Line

Total Base Period Price

Option Period 1 (12-Months)

Item Number Line Item Description Unit

Unit

Price* Total Price*

0002 Financial Control Support Services

0002AA Vendor Transmittal Processing Transmittal

0002AB General HOC Transmittal Processing Transmittal Line

0002AC Tax Transmittal Processing Transmittal Line

Total Option Period 1 Price

Option Period 2 (12-Months)

Item Number Line Item Description Unit

Unit

Price* Total Price*

0003 Financial Control Support Services

0003AA Vendor Transmittal Processing Transmittal

0003AB General HOC Transmittal Processing Transmittal Line

0003AC Tax Transmittal Processing Transmittal Line

Total Option Period 2 Price

Option Period 3 (12-Months)

Contract Line

Item Number Line Item Description Unit

Unit

Price* Total Price*

0004 Financial Control Support Services

0004AA Vendor Transmittal Processing Transmittal

0004AB General HOC Transmittal Processing Transmittal Line

0004AC Tax Transmittal Processing Transmittal Line

Total Option Period 3 Price

Option Period 4 (12-Months)

Item Number Line Item Description Unit

Unit

Price* Total Price*

0005 Financial Control Support Services

0005AA Vendor Transmittal Processing Transmittal

0005AB General HOC Transmittal Processing Transmittal Line

0005AC Tax Transmittal Processing Transmittal Line

Total Option Period 4 Price

Total Contract Price

*Offeror must enter Unit, Total, and Total Option prices for each contract period and the

Total Contract Price.

SECTION C

Performance Work Statement (PWS)

IN SUPPORT OF

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

Office of Single Family Housing

Project Title: Financial Support Services

Performance Work Statement (PWS)

Financial Control Support Services

Vision Statement

To achieve operational excellence through the review, operation, processing, and maintenance of documents and information used to maintain financial documents and forms used in the disposition of HUD properties.

1 General Information

1.1 Introduction

The Department of Housing and Urban Development (HUD) / Office of Single Family Housing, Real-Estate Owned (REO) Division is seeking contractor support to provide assistance to REO staff in processing disbursements to contractors, vendors, and other parties doing business with Single Family REO operations, including disbursements made for pass-through expenses, monthly contractor fees, and real estate property taxes.

1.2 Background

The Department sells approximately 50,000 HUD-owned single-family homes annually. HUD administers the REO disposition program through four Homeownership Centers (HOC) located in: Atlanta, Georgia; Denver, Colorado; Philadelphia, Pennsylvania; and Santa Ana, California. Each HOC is responsible for a designated geographical area. The HOCs, along with HUD’s Field Service Manager (FSM), Asset Manager (AM), Mortgagee Compliance Manager (MCM) and Lead Based Paint (LBP) contractors, are responsible for all aspects of HUD Real Estate Owned (REO) property management and sales.

1.3 Constraints

Written Approval

In general, the appropriate HUD official will provide electronic approval of Contractor’s requests through the applicable HUD information systems. Where approvals are not provided through these systems, the Primary SSC COR or designated Subordinate CORs will provide approval in writing unless otherwise stated in this PWS. Unless this PWS specifically authorizes oral approval, the Contractor acknowledges that oral communications do not constitute approval, consent or authorization and if it proceeds without written or electronic approval, it accepts the risk of proceeding.

Effect of Approval

Notwithstanding the rights of approval and acceptance reserved to HUD, the Contractor shall be solely and primarily responsible for the performance of every requirement in this PWS. Neither the reservation nor the exercise of HUD’s approval or acceptance rights will be deemed to relieve the Contractor from its responsibilities or to create any liability by HUD to the Contractor or third parties with respect to the performance of the PWS requirements.

Compliance with Legislative, Regulatory and Policy Requirements

The Contractor shall comply with all Federal, state or local laws and all regulations pertaining to the activities described in this PWS. When local laws and regulations conflict with HUD requirements, the Contractor shall notify the Primary COR and the Contracting Officer.

Conflicts of Interest

The Contractor shall not engage in, or permit, any conflict of interest. In addition to any other conflicts of interest prohibited under applicable law, each of the following situations will constitute a conflict of interest.

Pass-Through

The Contractor cannot purchase or obtain services from an Affiliated Entity of the Contractor for which HUD makes pass-through reimbursement under this PWS.

Kick-backs, Rebates, and Referral Fees

The Contractor, a Management Official of the Contractor, an Immediate Family member of a Management Official of the Contractor, or an Affiliated Entity of the Contractor may not directly or indirectly receive any form of payment, income, revenue, compensation, or anything else of value from any person or entity, other than HUD or the Contractor, for performance of the Contractor’s responsibilities under this PWS.

Notices

The Contractor shall immediately notify the Primary COR and the Contracting Officer of any actual or suspected conflict of interest the Contractor becomes aware of involving any entity under contract with HUD.

Electronic Disclosures, Records and Signatures

With respect to Federal law, the Contractor shall comply with the Electronic Signatures in Global and National Commerce Act, 15 USC 7001-7006, (ESIGN), including the requirements to, prior to electronically delivering information to a consumer, provide the consumer with certain disclosures and obtain the consumers consent to electronically receive information. The Contractor shall provide consumers with the option of requesting a paper copy of an electronic record and will not charge any fee for such copy. The Contractor shall not use 15 USC 7001(c)

(3) to evade compliance with 15 USC 7001(c) (1)(C) (ii). With respect to State law, the Contractor shall comply with ESIGN or, if a State has enacted a statute, regulation, or other rule of law preempting ESIGN pursuant to 15 USC 7002, the State statute, regulation, or other rule of law governing the use or acceptance of electronic records or signatures. This section does not constitute consent by HUD to the use of electronic records as a substitute for paper records or the use of electronic signatures as a substitute for ink signatures. HUD reserves the right to allow electronic disclosures, records and signatures upon notice from the Primary COR.

The content of the information maintained and provided to HUD staff and constituents must be maintained to the highest standards in order to ensure the level of accuracy necessary in this contract.

1.4 Description of Services

The primary duties of the Support Services Contractor (SSC) are to review and process monthly AM Vendor (SAM), monthly FSM Vendor (SFS), monthly MCM Vendor (SMC), Pass Through Expense (SFF), and Property Tax Payment (SFT) Transmittals, including all associated invoices and supporting documentation, for accuracy and appropriateness. The Contractor shall complete all duties in accordance with the standards established in this PWS.

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 year, with four one-year options.

1.7 Place of Performance

The services to be performed under this contract shall be performed at a contractor facility located in the continental United States.

1.8 Hours of Operation

The Contractor shall provide services, at a minimum, from 8:30 am to 6:30 pm eastern time Monday thru Friday, except for Federal holidays. Government agencies may not be available during scheduled holidays, inclement weather, weekends, and after duty hours.

The Contractor shall maintain at all times an adequate workforce for the uninterrupted performance of all tasks defined within the contract.

1.9 Post Award 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 within10 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.

1.10 Status Meetings

The Contracting Officer, Contracting Officer Representative (COR) and other Government personnel, as appropriate may meet periodically with the Contractor to also review Contractor performance, requirement status, and other issues. 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. The Post Award Conference and subsequent meetings may be held via teleconference.

1.11 Contractor Travel

The Contractor is responsible for all travel related expenses under this contract unless prior written authorization from the Contracting Officer is received.

2 Definitions and Acronyms

2.1 Definitions

Asset Manager (AM) – A HUD contractor responsible for marketing HUD REO properties.

Acceptable Quality Level (AQL) – The level of performance required of the Contractor to be considered acceptable. Performance falling below the AQL will result in disincentives being assessed to the Contractor.

Business or Work Days – Monday through Friday, excluding federal holidays.

Calendar Day – Any day of the week.

Contract Award Date – The date HUD and a contractor have both executed a contract.

Contractor – A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term as used in this contract refers to the prime contractor.

Contracting Officer (CO) – A person with authority to enter into, administer, or terminate contracts and make related determinations and findings on behalf of the Government. Note:

the only individual who can legally bind the Government.

Contracting Officer Representative (COR) – A person with authority to monitor contracts and make related determinations and findings on behalf of the Government.

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

Deliverable – Anything required to be physically delivered, including electronically, by the terms of this PWS.

Field Service Manager (FSM) – A HUD contractor responsible for property management, maintenance and preservation services.

Financial Control Manual (FCM) – A manual that describes HUD Single Family Housing Program’s uniform policies and procedures for processing and approving vendor invoices related to the marketing and management of HUD’s properties, including the minimum documentary evidence required for each type of Transmittal.

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.

Held-off-Market (HOM) Properties – Properties that HUD has designated as not to be offered for immediate sale.

Homeownership Center (HOC) – The HUD organizational entity responsible for the Department's Single Family Real Estate Owned (REO) Program. HOCs are located in Atlanta, Denver, Philadelphia and Santa Ana.

HUD-1 Settlement Statement – A document used at settlement that reflects all charges to the buyer and seller along with all disbursements made at the time of settlement.

HUDClips – A web-based directory of all of HUD's official policies and directives including notices, Mortgagee Letters, Housing Notices, Handbooks, Code of Federal Regulations and US Codes Titles 12 and 24. The Internet address for HUDCLIPS is https://www.hud.gov/hudclips.

HUD-Owned Properties – Those properties that HUD owns because of payment of an insurance claim or another acquisition method. Unless otherwise indicated, the term includes vacant land and occupied-conveyance properties. HUD-owned properties are also referred to as HUD REO or HUD-homes.

Lead Based Paint (LBP)Contractor – A HUD contractor responsible for lead based paint inspections and abatement on HUD-owned properties

M&M Contractor – One of HUD's Management and Marketing contractors, including Asset Managers, Field Service Managers, and Mortgage Compliance Managers

Mortgagee Compliance Manager (MCM) – The contractor responsible for performing a variety of pre- and post- mortgagee conveyance services on behalf of HUD.

P260 – An internet based system that serves as a HUD system of record for all REO case management transactions. This system assigns each HUD-owned property for vendors to track the disposition activity from conveyance to sale.

Pass-through Expense – A reimbursable out-of-pocket expense incurred and paid by a contractor, with prior written approval by the appropriate COR or Contracting Officer, that is not a contractor expense and must be reimbursed by HUD.

https://www.hud.gov/hudclips

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.

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.

Subcontractor – Any person or entity, other than the prime contractor, which 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. The Government does not have privity of contract with a subcontractor.

Transmittal – Form SAMS 1106 Invoice required to request payment by a contractor for services rendered or reimbursement of incurred (pass-through) costs and supporting documents justifying each expense for which reimbursement is requested. No other form of disbursement request is acceptable.

SAM Transmittal – Request for payment of marketing and COR-directed inspection fees to an AM contractor in accordance with the line items in that contractor’s contract with HUD. Supporting documentation varies according to the type of expense for which reimbursement is being requested. There is no limit to the number of lines on a SAM Transmittal, however historical averages for the last two years are estimated at 183 lines per Transmittal. The SAM is a Vendor Transmittal. For an example see Attachment A.

SFS Transmittal – Request for payment of fees owed to a FSM contractor in accordance with the contract line items in the contractor’s contract with HUD. There is no limit to the number of lines on a SFS Transmittal. The SFS is a Vendor Transmittal. For an example, see Attachment B.

SMC Transmittal – Request for payment of fees owed to a MCM contractor in accordance with the contract line items in the contractor’s contract with HUD. There is no limit to the number of lines on a SMC Transmittal. The SMC is a Vendor Transmittal.

For an example, see Attachment C.

SFF Transmittal – Request for reimbursement of pass through expenses, limited to no more than 50 separate line items per transmittal. An SFF Transmittal may be submitted by AM, FSM, and MCM Contractors or other entities. The SFF is a General HOC Transmittal. For an example, see Attachment D.

SFT Transmittal – Request from an AM contractor for payment to a Taxing Authority.

SFT Transmittals are limited to no more than 5 lines per transmittal. The SFT is a Tax Transmittal. For an example, see Attachment E.

TRID or Alta Settlement Statement – A document used at settlement that reflects all charges to the buyer and seller along with all disbursements made at the time of settlement.

2.2 Acronyms

AM – Asset Manager

AQL – Acceptable Quality Level

CFR – Code of Federal Regulations

CO – Contracting Officer

COP – Continuity of Operations

COR – Contracting Officer Representative

EST – Eastern Standard Time (U.S.)

FHA – Federal Housing Administration

FOIA – Freedom of Information Act

FSM – Field Service Manager

HOC – Homeownership Center

HOM – Held Off Market

HUD – U.S. Department of Housing and Urban Development

HUDAR – HUD Acquisition Regulation

M&M – Management and Marketing Contractor

MCM – Mortgagee Compliance Manager

MWP – Management Work Plan

PIV – Personal Individual Verification

PL – Public Law

PWS – Performance Work Statement

QA – Quality Assurance

QASP – Quality Assurance Surveillance Plan

QC – Quality Control

QCP – Quality Control Plan

REO – Real Estate Owned

SAM – Monthly AM Vendor Transmittal

SF – Standard Form

SFF – Pass Through Expense Transmittal

SFS – Monthly FSM Vendor Transmittal

SFT – Property Tax Payment Transmittal

SMC – Monthly MCM Vendor Transmittal

SSC – Support Service Contractor

U.S.C. – United States Code

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.

PIV Cards

Government envelopes for forwarding rejected transmittals to the HOC’s or returning rejected transmittals to the submitter (if necessary)

Shipping boxes for archiving records (if necessary)

3.1 Government Services

HUD will provide the Contractor with access to the HUD information system (currently P260) required for the performance of this contract. The Primary COR will assist the Contractor with obtaining access to these systems. If a system is replaced or updated, the Contractor shall modify its procedures to maintain successful performance under this PWS at no additional cost to HUD.

Systems Access Authorization

Contractor employees who will need to have access to any HUD information system, including P260, must obtain a PIV card.

HUD-provided Training

Prior to the Contractor’s commencement of performance under this Contract, HUD will provide training for the Contractor, including Key Personnel and staff as approved by HUD, to ensure that Contractor staff will be familiar with all relevant systems and processes. The training will be on policy, processes and systems usage. The Contractor shall be responsible for travel and lodging expenses incurred by its staff attending the training. HUD will bear the cost for all training materials provided. The training will be held at the Atlanta HOC.

3.2 Facilities

The Government will not provide any facilities to the Contractor for the performance of this contract.

3.3 Equipment

The Government will furnish PIV cards to the contractors' employees requiring access to Government systems.

3.4 Materials

The Government will provide or make accessible applicable documents. Many of the applicable documents, handbook, forms, user guides, and other policy documents referenced in this PWS are publicly available on the internet at the site identified in Section 8 Applicable Documents. Copies of required materials may be provided to the Contractor in hard copy, soft copy, or electronic format. All materials will remain the property of the Government and will be returned to the Primary COR upon request or at the end of the contract period. The Government will provide boxes for shipping documents required to be archived at a government facility.

3.5 Quality Assurance

The Government shall evaluate the Contractor's performance under this contract in accordance with its Quality Assurance Surveillance Plan (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. On a monthly basis, the Primary COR will evaluate the quality of the services being performed by the Contractor. The Primary COR may perform on-site reviews and other types of verification to determine that the specified target performance requirements are being met.

4 Contractor-Furnished Items and Services

Except as otherwise expressly provided in this PWS, the Contractor shall provide everything required to perform the services under this contract. The Contractor shall be responsible for knowing what items to furnish in the accomplishment of all tasks. 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. All costs of performance under this contract are at the sole expense of the Contractor unless otherwise specifically identified in this contract.

4.1 Facilities

The Contractor shall furnish a fully staffed and equipped office. The Contractor shall maintain any physical files related to the work under this PWS in this office. Any changes or exceptions in the location of performance must be approved in advance by the Contracting Officer and shall not impact customer service. All Key Personnel shall be located in this office and have full direct authority over all critical operations of the work performed under this PWS. If the Quality Control Manager is a third party, they must also be located within the facility. The Contractor shall provide the address of this location to the CO and Primary COR no later than 30 calendar days prior to the effective date of the contract. The Contractor shall notify the CO and Primary COR in writing that it has adequate facilities, staff, subcontract support, equipment, and supplies to perform all of the tasks required under this PWS and shall provide a final list of Key Personnel, their telephone numbers, email addresses, and emergency contact information to the CO and Primary COR no later than 15 days prior to the effective date of this contract.

4.2 Equipment

The contractor shall furnish all equipment and software required to interface with HUD’s systems and otherwise perform the requirements of this PWS. The contractor’s computers must be capable of connecting to the Internet, have either Internet Explorer 11 or Safari 10, and be capable of opening a wide variety of various current file types, including, but not limited to, Microsoft Word and Excel, PDFs, and various graphic files (JPG, TIF, etc.) that are housed in P260. These file types may change depending upon future system enhancements, software version upgrades, or changes in operating procedures. The contractor shall ensure that its computer systems remain capable of accessing P260 and opening the files housed in P260 at all times.

4.3 Materials

The Contractor shall furnish necessary material to complete requirements of this PWS outside of government furnished materials indicated in the PWS. During this contract, the Contractor may create and maintain databases or spreadsheets that are used in support of processing inquiries and may contain information such as scripted responses, topical information entries, business rules, preformatted responses, personal information, transaction histories, and agency contacts. The Contractor may also capture and store certain inquiry data in Contractor-provided and Government-provided databases. This information shall not be kept or copied by the contractor for use outside of this PWS, and will be turned over to the Primary COR upon expiration or termination of this contract.

4.4 Contractor Responsibilities

4.4.1 Interaction with Government Personnel

The Contractor shall only conduct business related to this contract with a COR assigned to this contract or the CO. Names of authorized personnel 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 which are maintained by the Contractor remain the property of the U.S. Government. These files and results shall be surrendered to the Contracting Officer or Primary COR upon written request or expiration of the contract.

4.4.2 Quality Control, Management, and Continuity of Operations Plans (collectively, "the Plans")

Within10 calendar days after the post award conference, the Contractor shall submit a Management Work Plan (MWP), Quality Control Plan (QCP) and Continuity of Operations Plan (COP) to the Primary COR and CO via email in a Microsoft Word compatible format. The Primary COR will review the MWP, QCP and COP and provide written comments to the Contractor within thirty calendar days. The Contractor shall submit to the Primary COR and CO, within10 business days of receipt of comments from the Primary COR, a revised MWP, QCP and COP incorporating all comments.

The MWP, QCP and COP will be revised as circumstances dictate (within 10 business days of the need for a revision becoming known), to reflect necessary changes throughout the term of the contract. Procedures for the MWP, QCP and COP as outlined by the respective plans should be accurate descriptions of Contractor activities in performance of the activities as outlined in the PWS. Prior to implementing changes, the Primary COR must receive all changes to the MWP, QCP and COP plan in writing for review, comment, and approval. The contractor will be responsible for any charge incurred by HUD as the result of any unapproved deviation from the activities outlined in the Contractors MWP, QCP and COP. The Contractor shall maintain the MWP, QCP and COP plan throughout the contract or as otherwise required in transfer to HUD or another contractor.

4.4.3 Office Space

No later than the tenth business day following the effective date of the Contract, the Contractor shall secure office space required under Section 4.1 Facilities and notify the Primary COR of the address via email.

4.4.4 Systems Security

Performance of this Contract requires that Contractor staff have access to HUD electronic information systems and sensitive data. The Contractor shall transmit the forms required by HUDAR 2452.239-70 (see Section I) to the COR no later than the fourteenth calendar day after the contract award date.

4.4.5 Training

Within thirty days of the effective date of the contract, the Contractor shall attend the HUD provided training as described in Section 3.1. The training will be held at HUD designated location. HUD reserves the right to limit the number of trainees who may attend. The Contractor shall be required to train those members of its workforce that do not attend HUD provided training at no cost to the Government, as well as new employees as they are hired, to enable them to provide required services under this PWS.

4.4.6 Transition Coordination

The Contractor shall meet with the Primary COR and the incumbent contractor and cooperate in good faith to develop a detailed protocol for transfer of ongoing contract activities to ensure a smooth transition and continuity of services.

4.4.7 Information Security

Neither the Contractor nor any of its employees or affiliates will disclose or cause to be disseminated any information relating to the services hereunder to any person not entitled to receive it. Failure to safeguard any sensitive information that may come to the Contractor or any person under his/her control in connection with work under this PWS, may subject the Contractor or its agents/subcontractors or employees to criminal liability or termination for default. All Contractor employees and other personnel, including sub-contractor employees and personnel, performing any work required by this contract or having access to any information relating to the work required by this contract shall, prior to being given access to any such information, sign a nondisclosure agreement in the form at Attachment F. The Contractor shall provide a copy of all signed nondisclosure forms to the Primary COR.

4.4.8 Information Management

The Contractor shall meet the information management and information transfer requirements in this PWS. The Contractor shall have access to HUD owned or HUD designated central information management systems. These system(s) will be the central and primary sources of information for the execution of the Contractors responsibilities.

4.4.9 HUD-provided Information Systems

The Contractor shall use the systems made available by HUD, as described in Section 3.1, to perform on-going activities related to execution of the tasks within the contract. Contractor employees shall complete the HUD PIV process for security clearances and annual security training.

4.4.10 Response Time

The Contractor shall provide prompt, courteous, and accurate responses to all inquiries regarding transmittals and status of the same. The Contractor shall respond to all inquiries no later than one business day of the date the inquiry was placed to the Contractor’s office. Telephone calls received after duty hours shall be returned no later than 12 noon local time the next business day.

4.4.11 Freedom of Information Act

The Contractor shall be familiar with the Freedom of Information Act (FOIA) (Title 5 U.S.C.

Section 552) and the Privacy Act (5 U.S.C. 552a) and shall assist HUD in responding to requests for information. The Contractor shall forward all requests for information that are subject to FOIA or the Privacy Act to the Primary COR within two business days. In the case of a FOIA request that involves costs to the requestor, the Contractor shall provide a cost breakdown to the Primary COR.

4.4.12 Inquiries from Public Officials

The Contractor shall notify the Primary COR within one business day following receipt of any request for information from an elected or public official and shall, no later than one business day of said request, provide written information to assist HUD in preparing a response.

4.4.13 Other Correspondence

On all contract related matters, the Contractor shall provide written information to the Primary COR, or other designated HUD representative, no later than two business days from HUD's request for information.

4.4.14 Litigation

The Contractor shall not represent that it is authorized to accept service of process on behalf of HUD. However, if the Contractor receives any pleading naming HUD as a party, the Contractor shall provide the Primary COR or other designated HUD representative, with a copy of such pleading no later than one business day after receipt of the pleading.

4.4.15 Meetings

As requested by HUD, the Contractor shall participate in meetings, conference calls, working sessions and any other discussions relative to the property management process. This shall include, but shall not be limited to, answering questions, addressing processes and performance issues, and advising HUD on other concerns.

4.4.16 Customer Service

The Contractor shall ensure that all contact with the public and HUD employees promote HUD’s objectives under this PWS, results in a high level of customer satisfaction. Customers include HUD employees, and HUD contractors, and any other persons or entities with which the Contractor interacts during the performance of its work under this PWS. The Contractor shall conduct all communications in a prompt, professional and courteous manner. The Contractor shall promptly respond to all email communications and telephone calls within one business day. The Contractor shall ensure that its staff is properly trained to provide an exceptional level of customer service related to this PWS.

4.4.17 Contractor Responsibilities Upon Physical Completion of the Contract.

The Contractor (and any subcontractors) shall return all federal information and IT resources (i.e., federal information in contractor-owned and sub-contractor-owned systems, media, and backup systems) acquired during the term of this contract to the Primary COR. Additionally, the Contractor shall provide a certification that all federal information has been properly sanitized and purged, in accordance with HUD policies Contractor-owned systems, including backup systems and media used during contract performance.

4.5 Contractor Personnel

The Contractor shall provide a Contract Manager who shall be responsible for the performance of work. The Contractor shall also designate an Alternate Contract Manager to act in the absence of the Contract Manager. The Contractor shall also designate a Quality Control Manager who shall be responsible for the daily operation of the Contractor’s Quality Control Plan. Either the Contractor Manager or Alternate Contract Manager can also be the Quality Control Manager, so long as they have the required quality control experience. These Contractor personnel 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 and Alternate Contract Manager shall each have a minimum five years of financial support services experience. The Quality Control Manager shall have at a minimum three years of experience. The Contract Manager and Alternate Contract Manager shall have full authority to act on all contact matters relating to daily operations of this contract. Accordingly, at a minimum, they shall have technical knowledge of the requirement and be in the position to receive assignment, guidance, and direction from the Primary COR and CO per HUDAR 2452.237-73, "Conduct of Work and Technical Guidance" and shall be allocated enough hours to the requirement to ensure successful performance. The Contract Manager and Alternate Contract Manager shall each be employees of the Contractor. An employee of a subcontractor is not acceptable for either of these positions. The Contract Manager or Alternate Contract Manager shall be available between the hours of 8:00am to 5pm eastern time Monday through Friday, except Federal Holidays.

4.6 Identification of Contractor Employees

Employee Security Standards - The Contractor, at its own expense, shall perform financial and criminal background investigations of all employees and subcontractors performing services or work in accordance to this PWS.

All Contractor and subcontractor personnel shall wear company picture identification badges to distinguish themselves from Government employees when on visits to government spaces or facilities. When conversing with Government personnel during business meetings, over the telephone, or via electronic mail, Contractor and subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contractor and subcontractor personnel shall identify themselves on any attendance sheet or any coordination documents they may review.

Electronic mail signature blocks shall identify their company affiliation and company contact information.

4.7 Quality Control Plan

The Contractor shall establish, implement, and maintain a quality control program that shall ensure services are performed in accordance with this contract. The Contractor's quality control program is how it assures itself that its work complies with the requirements of the contract. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-reoccurrence of defective services. The Contractor shall provide the associated QCP to the Government not later than 10 calendar days after the Post Award Conference.

At a minimum, the QCP shall:

• Ensure the Government receives the level of quality that is consistent with the requirements specified in this contract;

• Be sufficiently detailed to provide the Contractor's methodology for identifying and recruiting qualified personnel;

• Provide the Contractor's methodology for resolving problems identified by the Government;

• Provide the Contractor's methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system;

• 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 this PWS;

• Address Quality Management Approach, Quality Assurance, Quality Control and Quality Standards; and,

• Provide for not less than monthly reviews by the Contractor to ensure the effectiveness of its quality control program and that appropriate remedial actions are being promptly taken to remedy any identified issues.

The contractor shall provide a copy of all quality control reviews to the Primary COR and CO within 15 calendar days of each review performed. The Contractor shall provide proposed changes to the QCP not less than 30 days prior to the planned implementation date of the changes.

4.8 Management Work Plan

The Contractor shall establish, implement, and maintain a complete Management Work Plan (MWP) that shall ensure services are performed in accordance with this contract. The Contractor shall develop and implement procedures to train staff annually and as needed. The Contractor shall provide the MWP to the Primary COR not later than 10 calendar days after the Post Award Conference. The MWP shall be sufficiently detailed to provide the Contractor's methodology for identifying, training and recruiting qualified personnel. The Contractor shall provide proposed changes to the MWP not less than 30 days prior to the planned implementation date of the changes.

4.9 Continuity of Operations Plan

The Contractor shall establish, implement, and maintain a complete Continuity of Operations Plan (COP) that shall ensure that it can ensure services are performed in accordance with this Contract with the minimum possible disruption to the work required to be completed in this PWS. The Contractor shall provide the COP to the Primary COR and CO not later than 10 days after the Post Award Conference. The COP shall cover, among other things, natural disasters, loss of Internet connectivity, critical staff shortages, and other events.

5 Scope of Work

5.1 General

The primary duties of the SSC are to review and process monthly AM Vendor (SAM), monthly FSM Vendor (SFS), monthly MCM Vendor (SMC), Pass Through Expense (SFF), and Property Tax Payment (SFT) Transmittals and all associated invoices and supporting documentation for accuracy and appropriateness. The Contractor will also update electronic data systems and files associated with its duties. The Contractor shall complete all duties in accordance with the standards established in this PWS.

The objective of this contract is to help ensure timely and accurate processing and review of all Transmittals. This will assist HUD in avoiding risks associated with the failure to process Transmittals in a timely and accurate manner and validate the appropriate expenditure of funds.

5.2 Reports, Files, and Administration items.

5.2.1 Weekly report.

Not later than the second business day of each week, the Contractor shall provide to the Primary COR via email a weekly report for the preceding calendar week (Monday through Sunday) in the format at Attachment G. The Contractor and the Primary COR may agree on a different format, including data elements to be reported. The report shall be in a Microsoft Excel compatible file.

5.2.2 Monthly report.

No later than the fifth business day of each month, the Contractor shall provide to the Primary COR via email a 2-part monthly report for the preceding calendar month in the formats at Attachment H, Part 1 and Part 2. The Contractor and the Primary COR may agree on a different format, including data elements to be reported. Part 1 of the report shall be in a Microsoft Word compatible file and Part 2 of the report shall be in a Microsoft Excel compatible file.

5.2.3 Section 508 Compliance

All electronic documents provide to HUD shall fully comply with the requirements of Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794 (d)).

5.2.4 P260 Data entry and report retrieval.

The Contractor shall perform all P260 data entry and P260 report retrieval as needed to complete requirements under this PWS.

5.2.5 Physical mail.

The Contractor shall:

• Provide a physical address, not a P.O. Box, for receipt of mail.

• Collect, open, sort, process and date stamp mail, including the time of receipt, received through the U.S. Postal Service, private courier, or other entity such as FEDEX daily. The date stamp shall indicate the day and time in 24-hour clock format and include the Contractor’s name.

• The Contractor shall store hardcopy documents in a secure location in a format acceptable to the Primary COR for a minimum of one year, unless other provisions are approved by the Primary COR or the documents are approved to be electronically uploaded into P260. If the Primary COR requires files to be physically shipped this will be a reimbursable cost with prior Primary COR approval. If the Primary COR requires that any physical files stored at a Contractor facility be shipped to another location, the ship-to address may vary depending upon which HOC has responsibility for the individual property. Therefore, HUD recommends that the Contractor store records by responsible HOC.

5.2.6 Upon written request, the Contractor shall provide to the Primary COR, within two business days, any documents having to do with work being done under this PWS that have not been archived at a government facility.

5.3 Task One - Vendor Transmittal Processing.

The Contractor shall review and determine the accuracy of vendor transmittals (SAM, SFS, and SMC transmittals), including all data elements, each line item on the transmittal, and supporting documentation as specified in the FCM and this PWS and recommend that the transmittal be approved or rejected by HUD staff.

Upon receipt of a Vendor’s monthly invoice, the Contractor shall:

• Review and recommend for approval or…