3-Sol_86614324Q00005-Combine.pdf

REQUEST FOR QUOTATION

(THIS IS NOT AN ORDER)

1. REQUEST NO.

86614324Q00005

THIS RFQ X IS IS NOT A SMALL BUSINESS SET ASIDE

PAGE OF PAGES

1 33

RATING

5a. ISSUED BY

NAME

US DEPARTMENT OF HUD

OFFICE OF THE CHIEF PROCUREMENT

OFFICER

THE STRAWBRIDGES BUILDING

801 MARKET STREET

PHILADELPHIA PA 19107-3380

5b. FOR INFORMATION CALL: (No collect calls)

TELEPHONE NUMBER

a. NAME OF CONSIGNEE

HUD-AA

b. STREET ADDRESS

OMAR HARRIS

a. NAME

c. STREET ADDRESS

d. CITY

AREA CODE NUMBER

8. TO:

b. COMPANY

451 7TH STREET SW

c. CITY

WASHINGTON

e. ZIP CODE

20410

10. PLEASE FURNISH QUOTATIONS TO

THE ISSUING OFFICE IN BLOCK 5a ON OR BEFORE CLOSE OF BUSINESS (Date)

06/27/2024 1400 ED

IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5a. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotations must be completed by the quoter.

11. SCHEDULE (Include applicable Federal, State and local taxes)

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

0001 Base Year Graphics Equipment Maintenance

0002 Option 1 Graphics Equipment Maintenance (Option Line Item)

0003 Option 2 Graphics Equipment Maintenance (Option Line Item)

0004 Option 3 Graphics Equipment Maintenance Continued ...

12. DISCOUNT FOR PROMPT PAYMENT

NOTE: Additional provisions and representations

13. NAME AND ADDRESS OF QUOTER

are are not attached

14. SIGNATURE OF PERSON AUTHORIZED TO

d. CALENDAR DAYS

NUMBER PERCENTAGE

15. DATE OF QUOTATION

a. NAME OF QUOTER SIGN QUOTATION

b. STREET ADDRESS

c. COUNTY

d. CITY

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition not usable

16. SIGNER

b. TELEPHONE

AREA CODE

NUMBER

STANDARD FORM 18 (REV. 6-95)

Prescribed by GSA - FAR (48 CFR) 53.215-1(a)

6. DELIVERY BY (Date)

2. DATE ISSUED

6/13/2024

3. REQUISITION/PURCHASE REQUEST NO. 4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG.1

7. DELIVERY

OTHER

(See Schedule)X FOB DESTINATION

9. DESTINATION

e. STATE f. ZIP CODE d. STATE

DC

a. 10 CALENDAR DAYS (%) b. 20 CALENDAR DAYS (%) c. 30 CALENDAR DAYS (%)

a. NAME (Type or print)

e. STATE f. ZIP CODE c. TITLE (Type or print)

Form SF 18 Continuance

This RFQ is a small business set aside. A single award firm-fixed price purchase order using FAR 12/13 procedures for a 12-month Base and four 12-month option year will be issued. The contractor shall provide a price that includes all costs to deliver a complete and comprehensive service as described in the performance work statement.

Contractors shall provide quotes via email to Omar.A.Harris@hud.gov and kathy.s.valentine@hud.gov All quotes shall be submitted via email, no later than July 8, 2024, at 1200 PM Noon Eastern Standard time. Late quotes may not be considered. The Government is not liable if quotes are not submitted in enough time to be electronically received by the deadline.

Any Questions concerning this solicitation shall be emailed to Omar Harris at omar.A.Harris@hud.gov and kathy.s.valentine@hud.gov by July 5, 2024, at 9:00am Eastern Standard time to allow for a timely response.

PAST PERFORMANCE– will be evaluated as part of the overall responsibility determination NOT as separate individual evaluation factor.

Instructions to Offerors

INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023)

EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: (i)Technical capability of the contractor to meet the requirements in Section 4.0. and (ii) price. Technical capability is equally as important as price.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are mailto:Omar.A.Harris@hud.gov mailto:omar.A.Harris@hud.gov mailto:kathy.s.valentine@hud.gov mailto:kathy.s.valentine@hud.gov significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of provision) Evaluation Criteria

The Government will evaluate quotes for technical capability on an Acceptable/Unacceptable basis. All technical criteria must be rated "Acceptable" to be considered Technically Acceptable for award. Only those quotes determined to be technically acceptable, either initially or as a result of discussions, will be considered for the award. The failure of a quote to meet any/and all technical criteria will result in a technically unacceptable rating and preclude award in the absence of discussions.

Each technical factor will receive one of the ratings listed below:

Acceptable: The quote clearly meets the minimum requirements of the solicitation.

Unacceptable: The quote does not clearly meet the minimum requirements of the solicitation

Evaluation Criteria under Technical

Capability

Minimum Requirement to be Determined

Acceptable

Whether the quote demonstrates logical and feasible methods for meeting the requirements described in Performance Work

Statement section 4.0 and meeting the performance objectives outlined within the solicitation.

To be acceptable the Quote must

Demonstrate the contractor can provide all cloud storage, hardware, software, and Lan maintenance support as specified in the PWS section 4.0.

Demonstrate the contractor can provide the deliverables requirements.

Demonstrate the contractor can meet the performance requirements summary requirements.

Whether the project schedule demonstrates a clear understanding of the required operations and HUD requirements.

Whether the project schedule demonstrates realistic timeframes for performing the

PWS/SOW tasks and associated deliverables identified herein.

Project schedule demonstrates a clear understanding of HUD operations and requirements.

Project schedule demonstrates timeframes that are realistic for performing all required services.

PRICE

Offerors shall submit prices that are consistent with the requirements set forth in the Statement of Work and in the format requested by this solicitation. If the offeror proposes annual cost of living increases, the offeror must support the proposed increases with historical and relevant market index information.

Contractors shall provide their best and final offer in terms of pricing.

Price will be evaluated separately from Technical and will be evaluated as follows:

Reasonableness. The reasonableness of the total price proposed will be evaluated as follows:

On the basis of adequate price competition, by comparing the proposed prices among offers; and/or; Comparing proposed prices to the Independent Government Cost Estimate to ensure that prices are reasonable for the results to be achieved; and/or Comparison of proposed prices to valid historical prices paid, whether by the Government or other than the Government, for the same or similar items, adjusted for material differences and differing terms and conditions, quantities and market and economic factors; and/or Comparison with competitive published price lists, published market prices of commodities, similar indexes, and discount or rebate arrangements; and/or Comparison of proposed prices with prices obtained through market research for the same or similar items; and/or Analysis of data other than certified cost or pricing data provided by the offeror at the request of the Contracting Officer.

Unbalanced Pricing - Offerors are cautioned against submitting an offer that contains unbalanced pricing. Unbalanced pricing may increase performance risk and could result in payment of unreasonably high prices. Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more contract line items is significantly over or understated as indicated by the application of price analysis techniques. The Government will analyze offers to determine whether they are unbalanced with respect to separately priced line items. Offers that are determined to be unbalanced may be rejected if the contracting officer determines that the lack of balance poses an unacceptable risk to the Government.

BEST VALUE LPTA EVALUATION PROCESS AND AWARD

The Government intends to make an award to the Lowest Price Technically Acceptable responsible offeror who represents the best value to the Government. Past Performance will be reviewed as part of the determination of responsibility but will not be an evaluation factor. The award will be made to the acceptable Offeror with the lowest evaluated price, who is deemed responsible in accordance with FAR Part 9.104 and whose quote conforms to the solicitation requirements. The solicitation requirements include all stated terms, conditions, representations, certifications, and all other information required by the Government. Technical tradeoffs will not be made, and no additional credit will be given for exceeding acceptability.

It is the Government's intent to evaluate quotes and award a contract without discussions with offerors. Therefore, the offeror's initial quote should be their best effort and contain the offeror's best terms from a price standpoint. If the award is made without discussions, quote revisions will not be permitted. However, the Government reserves the right to conduct discussions if the Contracting Officer (CO) later determines them to be necessary.

The Government will evaluate quotes in accordance with the following evaluation process to determine the Lowest Price Technically Acceptable offeror who represents best value to the Government:

1) All offers will be ranked based upon an assessment of total overall evaluated prices.

2) A full evaluation of the Technical Acceptability of the lowest priced quote will be conducted.

3) A price reasonableness determination will be conducted of the lowest priced technically acceptable quote.

Only quotes rated technically acceptable for all factors are eligible to receive an award. If the lowest priced technically acceptable quote is determined to be reasonably priced and the offeror is determined to be responsible in accordance with FAR Part 9.104, evaluation will end, and the Government will make award to that offeror as the LPTA quote that represents the best value to the government.

However, if the lowest priced offer is determined not to be technically acceptable or a price reasonableness determination cannot be made due to unbalanced pricing or for other reasons, the Government will proceed to evaluate the Technical Acceptability and then price reasonableness of the next lowest priced quote and so on, until the Government identifies the lowest priced technically acceptable responsible offeror.

If, at any time, the CO determines negotiations are required, the Government will evaluate all quotes for technical acceptability and price reasonableness before entering discussions with offerors. The Government reserves the right, based upon the results from the technical evaluation and price evaluations, to establish a competitive range. Should a competitive range be established, the Government will enter discussions with only those offerors within the competitive range. Upon conclusion of discussions and final quote revisions, the Government will assess the offers within the competitive range in accordance with the initial evaluation process identified above to determine the lowest priced, technically acceptable, responsible contract awardee.

DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

451 7th St SW

Washington, DC 20410

Maintenance Support for the Graphics and Printing Division Equipment, Hybrid Cloud Storage and Local Storage Solution, Software, and LAN for the Office of Administration

PERFORMANCE WORK STATEMENT

1 November 2023

Table of Contents

TABLE OF CONTENTS

1. GENERAL INFORMATION

1.1 INTRODUCTION

1.2 BACKGROUND AND PURPOSE

1.3 CONSIDERATIONS AND CONSTRAINTS

1.4 NON-PERSONAL SERVICES

1.5 PERIOD OF PERFORMANCE

1.6 PLACE OF PERFORMANCE

1.7 HOURS OF OPERATION

1.8 POST AWARD KICKOFF CONFERENCE

1.9 STATUS MEETINGS

1.10 CONTRACTOR TRAVEL

1.11 TRANSITION IN/OUT

2. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

2.1 GOVERNMENT SERVICES

2.2 FACILITIES

2.3 EQUIPMENT

2.4 MATERIALS

2.5 QUALITY ASSURANCE

3. CONTRACTOR-FURNISHED ITEMS AND SERVICES

3.1 CONTRACTOR RESPONSIBILITIES

3.3 IDENTIFICATION OF CONTRACTOR EMPLOYEES

4. TASKS

4.1 TRANSITION SERVICES

5. DELIVERABLES AND REPORTS

6. PERFORMANCE REQUIREMENTS SUMMARY

General Information

Introduction

The U.S. Department of Housing and Urban Development (HUD) / Office of Administration / Office of Digital Enterprise / Graphics and Printing Division is seeking contractor support to provide Maintenance Support for the Graphics and Printing Division Equipment, Hybrid Cloud Storage and Local Storage Solution, Software, and LAN maintenance support.

Background and Purpose

HUD is the Federal Agency charged to create strong, sustainable, inclusive communities, and quality affordable homes for all. HUD’s Office of Administration is responsible for delivering administrative support and customer service nationwide to assist HUD employees in fulfilling the Department’s mission to build a stronger HUD, to help secure quality housing, end homelessness, strengthen communities, and to level the playing field for all Americans while addressing climate change. OA is continuously striving to become the premier customer service provider in HUD through consistent and equitable service and making the most efficient use of employees’ skills, resources, and technology.

The Graphics and Printing Division is required to create and produce a variety of visual communication solutions and products for the Department of Housing and Urban Development.

Currently the Graphics and Printing Division uses iMacs, MacBook Pros, a MacPro server, storage hardware and software, and a local area network (LAN) for their development of visual communication in support of HUD’s mission.

Considerations and Constraints

The services identified in this PWS shall adhere to the rules, regulations, laws, standards, and conventions identified by HUD as well as within the Federal Government. Considerations and constraints include the following:

1. Procurement laws and regulations, including the Federal Acquisition Regulations (FAR)

2. Appropriations and fiscal law requirements, including the Anti-Deficiency Act

Non-Personal Services

The Government shall 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.

Period of Performance

The period of performance shall be one base year of 12 months, and four 12 months option years.

Place of Performance

The Place of Performance shall be the HUD Headquarters (HQ) building located at the US Department of Housing and Urban Development at 451 7th St., SW; Washington, DC 20410.

Hours of Operation

The normal hours of operation shall be Monday through Friday from 8:00am to 4:30pm, excluding Federal Holidays, unless otherwise identified for each task. The Contractor shall maintain an adequate workforce for the uninterrupted performance of tasks defined within this PWS. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential. The Contractor shall provide transportation services after normal hours of operation identified as Additional Services.

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 shall notify the Contractor of the specific date, location, and agenda within five business days after contract award. The post award conference and subsequent meetings may be held via teleconference.

Status Meetings

The Contracting Officer (CO), Contracting Officer’s Representative (COR) and other Government personnel, as appropriate may meet periodically with the Contractor to review Contractor performance, requirement status, etc. At these meetings, the Contracting Officer shall apprise the Contractor of how the Government views the Contractor's performance, or progress of the requirement. The Contractor shall 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.

Contractor Travel

Other than the travel services provided herein, Contractor travel outside of Washington, DC, Maryland, and Virginia is not applicable.

Transition In/Out

The Contractor shall, upon the Contracting Officer's written notice, furnish Transition In and Transition Out services as required. As a successor, the Contractor shall have sufficient personnel onboard during the 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.

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 agreement. The Contractor, or the Contractor’s employees shall not use Government property in any manner for any personal advantage, business gain, or other personal endeavor The Government shall furnish, at no cost to the Contractor, the GFP shown below.

Government Services

The Government shall provide the space, LAN connections and power supply for all devices.

Facilities

The Government shall furnish space in the buildings, when available.

Equipment

The Contractor shall provide all on-site and remote technical, system, LAN, and software trouble-shooting and support services to the program manager.

Materials

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

Quality Assurance

When required, the Government shall evaluate the Contractor’s performance in accordance with the 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 shall be applied, the frequency of surveillance and the minimum acceptable quality level. As part of the Government’s quality assurance program, the Government may:

1. Review and, if warranted, reject any reports or other submittals required from the Contractor.

2. Review performance and service records, including but not limited to monthly progress reports, and any computerized or hardcopy records maintained by the Contractor documenting performance under this contract, and require correction of any unsatisfactory conditions noted.

3. Determine the adequacy of the Contractor’s quality control program and documentation and the overall success of this program. The Government may order improvements if it determines the program is insufficient or ineffective.

4. Perform inspections with Government personnel, or independent third-party inspectors.

Contractor performance shall be evaluated based on performance success or deficiencies, success or failure in meeting contract requirements, and the Contractor’s record of correcting deficiencies when noted. While corrective actions shall be noted, a record of significant performance deficiencies may lead to a performance evaluation that is less than satisfactory even if the Contractor takes corrective action. The use or nonuse of any quality assurance methods (e.g., a measurement and verification (M&V) program) by the Government shall not constitute a waiver of, or excuse from contract requirements.

The Government may implement or change quality assurance measures at any time during the term of the contract.

Contractor-Furnished Items and Services

The Contractor shall provide all supplies, materials, software, subscriptions, and equipment required to perform the work under this agreement, unless otherwise stated herein.

Contractor Responsibilities

The Contractor shall only conduct business with designated Government personnel listed as a Point of Contact (POC). Names of authorized personnel shall be provided to the Contractor by the Government, in writing and updated as necessary throughout the agreement 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 shall remain the property of the U.S. Government. These files/results shall be surrendered to the COR.

Identification of Contractor Employees

All Contractor personnel shall wear company picture identification badges to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone, or via electronic mail, Contractor personnel shall identify themselves to avoid situations arising where sensitive topics might be better discussed solely among Government employees. Contractors 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 personnel occupying collocated space with their Government program customer shall identify their workspace area with their name and company affiliation, or as a minimum, "Contractor", after their name.

Tasks

The tasks encompassing this PWS are listed below and support the scope of work.

4.0 Transition Services

The contractor shall provide all cloud storage, hardware, software, and LAN maintenance support, which includes:

4.0.1 Installation, maintenance, troubleshooting, and support including hybrid cloud storage solution, installation of hardware and equipment and transferring of data, to include, but not limited, to:

4.0.1.1 1 (1) MacBook Pro. The MacBook shall be replaced every three years with year with the latest model.

Specifications: Apple MacBook Pro - 14.2" - M2 Max - 32 GB RAM - 1

TB SSD

Screen Size: 14.2 inch

Processor Type: M2 Max

Hard Drive Capacity:1 TB

RAM Installed:32 GB

Operating System Platform: macOS

4.0.1.2 1 (iMac) The MacBook shall be replaced every three years with the latest model.

Specifications: Apple iMac with 4.5K Retina display - all-in-one - M1 - 16

GB - SSD 2 TB - LED 24"

Processor Type:M1 Hard Drive Capacity:2 TB RAM Installed: 16 GB Operating System Platform: macOS

4.0.2 Two (2) annual subscriptions for Envato Elements

4.0.3 Two (2) annual subscriptions for Canva for Teams

4.1.5 Network hardware and software

4.1.6 20TB of hybrid cloud storage (on-premises and cloud storage)

4.1.7 Backup of all data daily

4.1.8 Training on the equipment and software (includes on-site, remote, and phone inquiries).

4.1.9 Remote and on-site technical, system, LAN, and software troubleshooting and support services (includes phone inquiries). Need determined by HUD’s Graphics and Printing Division.

4.1.10 Four (4) hour maximum turnaround time for on-site service calls at HUD and one (1) hour maximum turnaround time for remote service calls.

4.1.11 Remote and On-site LAN support, including networked printers.

4.1.12 Reinstallation of hardware, software, LAN to full functionality in event of equipment move or relocation.

4.1.13 Up-to-date and accessible logs for service performed on each piece of equipment.

4.1.14 Monthly reports of all issues and resolutions and maintenance performed.

4.1.15 Create, maintain, and provide a chart of Graphics and Printing Division’s local area network, all passwords, and record of access.

5. Deliverables and Reports

All deliverables and reports shall be approved by HUD prior to acceptance. The Contractor shall provide the following deliverables and reports:

Section Deliverable Delivery/

Frequency Deliv er To

Media

3.10- Task Monthy Report Report reports of all issues and resolutions

Monthy

COR,

PPM

.pdf or .docx

3.11- Task chart provide a chart of Graphics and Prinitng Division hybrid cloud, all passwords and record of access

Monthy

COR,

PPM

.pdf or .docx

6. Performance Requirements Summary

The Performance Requirement Summary (PRS) chart below lists the contract’s primary requirements, the associated performance standards, the expected target performance, and the methods of surveillance. While some contract requirements may not be listed in the PRS chart below, requirements not appearing in the PRS chart do not negate the Contractor’s obligation to perform all requirements as specified in the contract. Additionally, HUD reserves all rights and remedies under the provisions and clauses of the contract when performance of any contract requirement, whether or not listed below, is unacceptable.

HUD has developed a Quality Assurance Surveillance Plan, but is subject to change, to be used to provide contract oversight. In conjunction with the Contractor’s Quality Control Plan and various other methods of assessing performance, the COR and PPM may perform on-site reviews and/or other types of verification to determine that the specified target performance requirements have been met. Regular review of Contractor performance is critical to the overall success of the contract. On a monthly basis, the COR will evaluate the quality of the product(s), or service(s).

The Performance Requirements Summary (PRS) headings are defined as follows:

1. PWS Section- Lists the section in the PWS the Contractor shall perform service.

2. Performance Statements (PWS Reference)- Lists the applicable outcome (service required) as stated in the PWS.

3. Performance Standard- States the performance standard(s) that the Contractor must meet as set forth for completeness, reliability, accuracy, timeliness, and quality.

4. Acceptable Quality Level (AQL)- Percentage or minimum required acceptable level of service (i.e., no more than one customer complaint per report).

5. Surveillance Method- Lists the assessment/monitoring method the Government will use to evaluate the Contractor’s performance in meeting the contract requirements and indicates who performs the surveillance. Definitions of methods of surveillance are below.

a. 100% Inspection- Used for those products and services which are considered critical tasks. All tasks that use this method of surveillance shall be reviewed by HUD and certified for its completeness, accuracy, and conformance to HUD’s standard.

b. Validated User Complaints- User complaints shall be received through various communications, telephone calls/surveys, email, forum entries, etc. User complaints shall be recorded and maintained by HUD.

6. Incentive/Disincentive- States the outcome for performance above, or below the AQL of service.

PWS

Section

Performance Statements

Performance Standards/AQ

Ls

Surveillan ce Method

Incentive / Disincentive The contractor Standard: 99.9% 100% Failure to meet the required shall provide all uptime Inspection performance shall result in a

4.1 Services

cloud storage, hardware, software, and

AQL: Zero and validated user negative performance documented in the monthly COR reports and past deviation

LAN

maintenance support 99.9% complaints performance reports

(CPARS).

The contractor Standard: 100% shall provide a Within one Inspection Service Request business day. and

4.2 Service Portal or validated Failure to meet the required

Request Customer AQL: Zero user performance shall result in a Portal or Relationship deviation complaints negative performance Customer Maintenance documented in the monthly Relationship (CRM) COR reports and past Maintenance Platform for performance reports

(CRM)

Platform.

placing maintenance and service request.

(CPARS).

HUDAR Clauses

AS- 2315 CYBERSECURITY AND PRIVACY REQUIREMENTS (APRIL 2022)

1. The Contractor shall comply with all current and future Federal Information Technology (IT) security requirements.

2. The Contractor shall maintain compliance with all terms and conditions of the contract throughout the term of the contract with respect to all IT security and privacy requirements.

3. The Contractor shall use, maintain, enhance, develop, and upgrade all information technology software and system documentation under this contract in accordance with Federal Laws, Regulations, NIST guidance (https://csrc.nist.gov/publications/sp) and HUD Policies.

4. Each mixed or financial system that the contractor manages, develops, modifies, enhances, releases and/or upgrades must comply with Office of Management and Budget (OMB) A123, including Appendix A, Internal Control over Financial Reporting, as well as Federal Information Security Modernization Act (FISMA) of 2014, and shall be assessed under the Federal Information System Controls Audit Manual (FISCAM) methodology that include control families for both General Computer and Business Process Application controls.

5. The Contractor shall use only HUD email system to conduct HUD government business.

To the extent that a non-HUD email system use occurs for HUD government business, the individual must copy their HUD email account during the initial creation of transmission or forward the email record to their HUD email account within 20 calendar days of creation or transmission of the record. Once the message is sent or forwarded to HUD email, the user must save the record (do not delete). Further, the record should be removed from non-HUD email systems unless there is a specific obligation, such as a litigation hold, to maintain the files on all non-HUD systems on which they appear.

6. The Contractor shall maintain compliance, as per the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-161, Supply Chain Risk Management Practices for Federal Information Systems and Organizations.

7. The Contractor shall follow HUD's Project Planning and Management (PPM) Life Cycle in the analysis, design, development, testing and implementation of proposed new systems and/or the enhancement to existing systems. No live data shall be used in any environment other than Production and Disaster Recovery (DR) environments. Specifically, no live data must be used in development, testing or staging environments.

8. The Contractor shall ensure each of its employees working on the HUD contract completes the mandatory HUD Security Awareness Training annually.

9. The Contractor shall ensure each of its employees working on the HUD contract acknowledges the HUD Rules of Behavior (RoB) annually.

https://csrc.nist.gov/publications/sp)

5. The Contractor shall ensure each of its employees working on the HUD contract completes the mandatory HUD role-based/specialized cybersecurity and privacy training annually.

6. The Contractor shall review and update system documentation to ensure accuracy, compliance, and completeness. Reviews and revisions must be completed and delivered to HUD quarterly or within one day of a major system release.

7. The Contractor shall provide Security Assessment and Authorization (SA&A) support, including potential off cycle or unanticipated SA&A support, over the life of the contract.

8. The Contractor shall complete and maintain SA&A documentation in accordance with the guidance contained within NIST publications, after the award of the contract and again at the expiration of the SA&A to include any revisions or updates.

9. The Contractor shall complete and maintain security and privacy related documents, in accordance with all Federal Laws, Regulations, NIST guidance (https://csrc.nist.gov/publications/sp) and HUD policies.

10. The Contractor shall present IT security and privacy related documents to HUD's Chief Information Security Officer (CISO) for review and approval.

11. The Contractor shall designate an Information System Security Officer (ISSO) or a Security Point of Contact (POC) within the contractor staff to interface with HUD Office of IT Security (OITS) and to respond to cybersecurity related requests.

12. The Contractor shall support and provide system security to ensure availability, confidentiality, and integrity of the HUD data applications (e.g. maintaining access control, user identification, password protection and authentication, confidentiality of customer profiles and traffic, physical and personnel security required under this PWS).

13. The Contractor shall maintain compliance with OMB Memorandum 17-12, Preparing for and Responding to a Breach of Personally Identifiable Information.

14. The Contractor shall review and update the Plan of Action and Milestones (POA&Ms) on a timeframe that is consistent with contract terms, e.g. quarterly, annual, bi-monthly, etc. and present them to HUD's CISO for review and approval.

15. Each contractor employee working on the HUD contract shall not provide contract support until clearance is received from the HUD security background check.

Failure to adhere to the above requirements could result in penalties, to include a contract performance stop-work order until compliance can be demonstrated. Disregard of these requirements could also lead to other criminal, civil, administrative, and/or contract penalties.

End Clause https://csrc.nist.gov/publications/sp)

2452.203-70-Prohibition against the use of Federal employees. (APR 2019)

In accordance with Federal Acquisition Regulation 3.601, contracts are not to be awarded to Federal employees or a business concern or other organization owned or substantially owned or controlled by one or more Federal employees. For the purposes of this contract, this prohibition against the use of Federal employees includes any work performed by the Contractor or any of its employees, subcontractors, or consultants.

(End of clause)

2452.232-70 Payment Schedule and Invoice Submission (Fixed-Price) Alternate II (OCT 2021)

(a) Payment schedule. Payment of the contract price (see Section B of the contract) will be made upon completion and acceptance of all work unless a partial payment schedule is included below.

Partial payment number Applicable contract deliverable Delivery date Payment amount

1. [NA ]

(b) Submission of invoices.

(1) The Contractor shall obtain access and submit invoices to the Department of Treasury Bureau of Fiscal Services' Invoice Platform Processing System via the Web at URL in accordance with the instructions on the website. To constitute a proper invoice, the invoice must include all items required by the FAR clause at 52.232-25, “Prompt Payment.”

(2) To assist the Government in making timely payments, the Contractor is also requested to include on each invoice the appropriation number shown on the contract award document (e.g., block 14 of the Standard Form (SF) 26, block 21 of the SF-33, or block 25 of the SF-1449).

(c) Contractor remittance information. The contractor shall provide the payment office with all information required by other payment clauses or other supplemental information (e.g., contracts for commercial services) contained in this contract.

(d) Final invoice payment. The final invoice will not be paid prior to certification by the Contracting Officer that all work has been completed and accepted.

(End of clause)

2452.232-72 Limitation of Government's Obligation (DEC 2012) http://javascript:void(0) http://javascript:void(0)

(a) Funds are not available for full funding of all contract line items under this contract.

The incrementally funded line items and their anticipated funding schedule are as follows:

LIN 0001-TBD Upon contract award

LIN 0002-TBD/Upon exercise of option

LIN 0003-TBD/Upon exercise of option

LIN 0004-TBD/Upon exercise of option

LIN 0005-TBD/Upon exercise of option

The contracting officer will revise this table as funds are allotted to the contract.

(b) For the incrementally funded line item(s) in paragraph (a) of this clause, the Contractor agrees to perform up to the point at which the total amount payable by the Government, including reimbursement in the event of termination of those item(s) for the Government's convenience, approximates the total amount currently allotted to the contract for these contract line items. The Contractor is not authorized to continue work on the incrementally funded line item(s) beyond that point. The Government will in no event be obligated to reimburse the Contractor in excess of the amount allotted to the contract for the incrementally funded line item(s) regardless of anything to the contrary in the clause entitled “Termination for Convenience of the Government.” As used in this clause, the total amount payable by the Government in the event of termination for convenience of applicable line item(s) includes costs, profit, and estimated termination settlement costs for those line item(s).

(c) Notwithstanding the dates specified in the allotment schedule in paragraph (a) of this clause, the Contractor will notify the Contracting Officer in writing at least 90 days prior to the date when, in the Contractor's best judgment, the work will reach the point at which the total amount payable by the Government, including any cost for termination for convenience, will approximate 85 percent of the total amount then allotted to the contract for performance of the applicable line item(s). This notification will state: the estimated date when that point will be reached; and an estimate of the amount of additional funding, if any, needed to continue performance of the applicable line items up to the next scheduled date for allotment of funds identified in paragraph (a) of this clause (or to another mutually agreed-upon date). The notification will also advise the Contracting Officer of the estimated amount of additional funds that will be required for the timely performance of the line item(s) funded pursuant to this clause, for a subsequent period as may be specified in the allotment schedule in paragraph (a) of this clause or otherwise agreed to by the parties. If after such notification additional funds are not allotted by the date identified in the Contractor's notification, or by an agreed-upon date, the Contracting Officer will terminate any line item(s) for which additional funds have not been allotted, pursuant to the clause of this contract entitled “Termination for Convenience of the Government.”

(d)When additional funds are allotted for continued performance of the incrementally funded line item(s), the parties will agree to the period of contract performance covered by the funds. The provisions of paragraphs (b) through (d) of this clause will apply in like manner to the additional allotted funds and agreed-upon date(s), and the contract will be modified accordingly.

(e)If the Contractor incurs additional costs or is delayed in the performance of the work under this contract solely by reason of the failure of the Government to allot additional funds in amounts sufficient for timely performance of the incrementally funded line item(s), and then additional funds are allotted, an equitable adjustment will be made in the line item price(s) or in the time of delivery, or both. Failure to agree to any such equitable adjustment hereunder shall be considered a dispute subject to the “Disputes” clause in this contract.

(f) The Government may allot additional funds for the performance of the incrementally-funded line item(s) at any time prior to termination.

(g)The termination provisions of this clause do not limit the rights of the Government under the clause entitled “Default.” The provisions of this clause are limited to the work and allotment of funds for the incrementally funded line item(s) and will no longer apply once the contract is fully funded except with regard to the rights or obligations of the parties concerning equitable adjustments negotiated under paragraphs (d) and (e) of this clause.

(h)Nothing in this clause affects the right of the Government to terminate this contract pursuant to the clause of this contract entitled “Termination for Convenience of the Government.”

(i) Nothing in this clause shall be construed as authorization of voluntary services whose acceptance is otherwise prohibited under 31 U.S.C. 1342.

(End of clause)

2452.232-74 Not To Exceed Limitation (MAR 2016)

(a)The total estimated funds needed for the performance of this contract are not yet obligated. The total obligation of funds available at this time for performance of work or deliveries is [TBD upon award]. The Government shall not order, nor shall the contractor be authorized or required to accept orders for, or perform work on such orders (or perform any other work on this contract) or make deliveries that exceed the stated funding limit.

(b)When funding is available, the Government may unilaterally increase the amount obligated through contract funding modification(s) until the full contract value has been obligated. If a contract funding modification is not in place by the time the performance of the work or deliveries have reached the stated funding limit, the contractor must stop performing services and deliveries and may not start again until the contractor is notified through a contract funding modification that funds are available to continue services and deliveries.

(End of clause)

2452.233-70 Review of Contracting Officer Protest Decisions (FEB 2006)

(a)In accordance with FAR 33.103 and HUDAR 2433.103, a protester may request an appeal of the Contracting Officer's decision concerning a protest initially made by the protester to the Contracting Officer. The protestor must submit a written request for an appeal to

Office of the Chief Procurement Officer, U.S. Department of Housing and Urban Development 5th Floor, 451 7th Street S.W.

Washington, DC 20410 not later than 10 days after the protestor's receipt of the Contracting Officer's decision (see FAR

33.101 for the definition of “days”).

(b)The HCA shall make an independent review of the Contracting Officer's decision and provide the protester with the HCA's decision on the appeal.

(End of provision)

2452.237-73 CONDUCT OF WORK AND TECHNICAL GUIDANCE. (APR 2019)

(a) The Contracting Officer will provide the Contractor with the name and contact information of the Contracting Officer's Representative (COR) assigned to this contract. The COR will serve as the Contractor's liaison with the Contracting Officer with regard to the conduct of work. The Contracting Officer will notify the Contractor in writing of any change to the current COR's status or the designation of a successor COR.

(b) The COR for liaison with the Contractor as to the conduct of work is Ciara Scott or a successor designated by the Contracting Officer.

(c) The COR will provide guidance to the Contractor on the technical performance of the contract. Such guidance shall not be of a nature which:

(1) Causes the Contractor to perform work outside the statement of work or specifications of the contract;

(2) Constitutes a change as defined in FAR 52.243-1;

(3) Causes an increase or decrease in the cost of the contract;

(4) Alters the period of performance or delivery dates; or

(5) Changes any of the other express terms or conditions of the contract.

(d) The COR will issue technical guidance in writing or, if issued orally, he/she will confirm such direction in writing within five (5) calendar days after oral issuance. The COR may issue such guidance via telephone, facsimile (fax), or electronic mail.

(e) Other specific limitations: (NA)

(f) The Contractor shall promptly notify the Contracting Officer whenever the Contractor believes that guidance provided by any government personnel, whether or not specifically provided pursuant to this clause, is of a nature described in paragraph (b) of this clause.

(End of clause)

2452.237-79 POST AWARD CONFERENCE. (MAR 2016)

The conference will be conducted via in person or video conferencing. The Contracting Officer or designee will provide the contractor with the date, time and contact information for the conference.

(End of clause)

2452.239-70 ACCESS TO HUD SYSTEMS (APR 2019)

(a) Definitions. As used in this clause -

Access means the ability to obtain, view, read, modify, delete, and/or otherwise make use of information resources.

Application means the use of information resources (information and information technology) to satisfy a specific set of user requirements (see Office of Management and Budget (OMB) Circular A-130).

Contract means any authorized contractual instrument, including, but not restricted to, task orders, purchase orders, Blanket Purchase Agreement calls, etc.

Contractor employee means an employee of the prime contractor or of any subcontractor, affiliate, partner, joint venture, or team members with which the Contractor is associated. It also includes consultants engaged by any of those entities.

Mission-critical system means an information technology or telecommunications system used or operated by HUD or by a HUD contractor, or organization on behalf of HUD, that processes any information, the loss, misuse, disclosure, or unauthorized access to, or modification of which would have a debilitating impact on the mission of the agency.

NACI means a National Agency Check with Inquiries, the minimum background investigation prescribed by the Office of Personnel Management (OPM).

PIV Card means the Personal Identity Verification (PIV) Card, the Federal Government-issued identification credential (i.e., identification badge).

Sensitive information means any information of which the loss, misuse, or unauthorized access to, or modification of, could adversely affect the national interest, the conduct of Federal programs, or the privacy to which individuals are entitled under section 552a of title 5, United States Code (the Privacy Act), but which has not been specifically authorized under criteria established by an Executive Order or an Act of Congress to be kept secret in the interest of national defense or foreign policy.

System means an interconnected set of information resources under the same direct management control, which shares common functionality. A system normally includes hardware, software, information, data, applications, communications, and people (see OMB Circular A-130). System includes any system owned by HUD or owned and operated on HUD's behalf by another party.

(b) General.

(1)The performance of this contract requires contractor employees to have access to a HUD system or systems. All such employees who do not already possess a current PIV Card acceptable to HUD shall be required to provide personal background information, undergo a background investigation (NACI or other OPM-required or approved investigation), including an FBI National Criminal History Fingerprint Check, and obtain a PIV Card prior to being permitted access to any such system in performance of this contract. HUD may accept a PIV Card issued by another Federal Government agency but shall not be required to do so. No contractor employee will be permitted access to any HUD system without a PIV Card.

(2)All contractor employees who require access to mission-critical systems or sensitive information contained within a HUD system or application(s) are required to have a more extensive background investigation. The investigation shall be commensurate with the risk and security controls involved in managing, using, or operating the system or applications(s).

(c) Citizenship-related requirements. Each affected contractor employee as described in paragraph (b) of this clause shall be:

(1)A United States (U.S.) citizen; or, (2)A national of the United States (see 8 U.S.C. 1408); or, (3)An alien lawfully admitted into, and lawfully permitted to be employed in the United States, provided that for any such individual, the Government is able to obtain sufficient background information to complete the investigation as required by this clause. Failure on the part of the contractor to provide sufficient information to perform a required investigation or the inability of the Government to verify information provided for affected contractor employees will result in denial of their access.

(d) Background investigation process.

(1) The Contracting Officer's Representative (COR) shall notify the Contractor of those contractor employee positions requiring background investigations.

(i) For each contractor employee requiring access to HUD information systems, the Contractor shall submit the following properly completed forms: Electronic…