AED PWS 4.30.26.doc

U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

AUTOMATED EXTERNAL DEFIBRILLATOR (AED) EQUIPMENT AND SERVICES

PERFORMANCE WORK STATEMENT (PWS)

3/25/2026

Table of Contents Vision Statement 1 General Information

1.1 Scope of Work

1.2 Background

1.3 Constraints

1.4 Non-Personal Services

1.5 Period of Performance

1.6 Place of Performance

1.7 Hours of Operation

1.8 Special Qualifications

1.9 Post Award/Kickoff Conference

1.10 Status Meetings

1.11 Contractor Travel

1.12 Transition In

1.13 Transition Out

2 Definitions and Acronyms

2.1 Definitions

2.2 Acronyms

3 Government-Furnished Property and Services

3.1 Government Services

3.2 Facilities

3.3 Equipment

3.4 Materials and Information

3.5 Quality Assurance (QA)

4 Contractor-Furnished Items and Services

4.1 Facilities

4.2 Equipment

4.3 Materials

4.4 Contractor Responsibilities

4.5 Contractor Personnel

4.6 Identification of Contractor Employees

5 Specific Tasks

5.1 AED Equipment

5.2 Inspection and Maintenance

5.3 Project Management

5.4 Asset Tracking

5.5 Emergency Use Support

5.6 AED Equipment and Installation

6.1 Quality Control Plan

6.2 Acceptance Criteria

7 Related Documents 8 Performance Requirements Summary………………………..…………....…………………15 Vision Statement To ensure a safe and prepared workplace across all HUD Headquarters and Regional/Field Offices by providing reliable, accessible, and fully maintained Automated External Defibrillator (AED) equipment and services.

1. General Information

1.1 Scope of Work

The Department of Housing and Urban Development (HUD), The Office of Administration (OA) requires contractor support to provide AED equipment, program management, inspection, maintenance, and support services for HUD Headquarters and Regional/Field Office locations nationwide. Services shall include:

· Equipment

· Inspection and Preventive Maintenance

· Asset Tracking

· Program Management

· Emergency Use Support

· Training and Awareness Support

Detailed descriptions of specific tasks are provided in Section 5 – Specific Tasks and Deliverables.

1.2 Background

There are currently approximately 177 defibrillators deployed across HUD Regional/Field Offices, each requiring consistent management to ensure operational readiness and compliance with safety standards.

Prior to 2024, the HUD HQ location had around 12 outdated AED devices, servicing around 5000 employees. These AED devices were not serviced or maintained appropriately. In 2024, HUD purchased 54 new devices to better support the HUD workforce. In 2025, the HUD workforce at the HQ location was reduced to around 3000 employees.

The HUD HQ location is moving from SW Washington, DC (Weaver Building) to Alexandria, VA (Eisenhower Building). Some of the employees have already moved to the new location. The HQ move is anticipated to be fully completed and transitioned by August 2026 (estimate). Currently, there are around 35 AED devices at the Eisenhower building leftover from the previous tenant. Evidence suggests that these 35 devices were properly serviced and maintained.

HUD strongly prefers to repurpose the existing 54 AED devices currently installed at the Weaver Building and recommends their redistribution and reinstallation at the Eisenhower Building, to the maximum extent feasible for cost saving purposes. These devices are Wi-Fi enabled. The existing 35 devices currently installed at the Eisenhower building will not be reused and will be disposed of.

The current vendor for the existing contract has a centralized electronic dashboard system available to HUD POCs, that have been delegated the responsibility of completing monthly checks on readiness for the AEDs. This is done by a visual check, looking for a green light on the device. If the device is in good status, a HUD employee must manually record the action in the contractor’s database system. In the future, HUD would like these checks to occur in real-time while connected to the HUD Wi-Fi network in all its offices moving forward, eliminating manual and visual checks.

1.3 Constraints

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

· Work shall not disrupt HUD operations.

· All systems must integrate with existing HUD infrastructure.

· All AED devices shall be FDA approved.

1.4 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.

1.5 Period of Performance

The period of performance shall be a 12-month base period and up to four 12-month options.

1.6 Place of Performance

The devices are located at HUD Headquarters and all HUD Field Office locations.

The contractor shall monitor the devices outside of the HUD offices.

1.7 Hours of Operation

The Contractor is responsible for providing install and maintenance services between the hours of 0800-1630 Monday through Friday (local time for the respective office) except for Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closing, or similar Government directed facility closings. The Government reserves the right to change hours of operation or restrict contractor access. Government agencies will not be available during scheduled holidays, inclement weather, weekends, and after duty hours.

The Contractor shall maintain an adequate workforce for the uninterrupted performance of all tasks defined within the contract when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

1.8 Special Qualifications

N/A

1.9 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 and HUD Acquisition Regulation (HUDAR) clause 2452.237-79 - Post Award Conference.

1.10 Status Meetings

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

1.11 Contractor Travel

Prior to travel, the Contractor shall coordinate with and receive Government authorization from the COR for all travel. Reimbursement of travel costs will be in accordance with the Federal Travel Regulation and in accordance with FAR 31.205-46.

1.12 Transition-In

N/A

1.13 Transition-Out

N/A 2 Definitions and Acronyms

2.1 Definitions

Business Day – Every official day of the week which are days between and including Monday to Friday. This does not include federal holidays and weekends.

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

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

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

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

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

Government Furnished Property (GFP) - Government-furnished property is 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.

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.

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 ensure that the quality of an end product of service shall meet contract requirements.

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

2.2 Acronyms

AED - Automated External Defibrillator AQL - Acceptable Quality Level

CO - Contracting Officer COR – Contracting Officer’s Representative COTS – Commercial Off the Shelf System

CPR – Cardiopulmonary Resuscitation GFP – Government Furnished Property

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

HUDAR - U.S. Department of Housing and Urban Development Acquisition Regulation

POC - Point of Contact

PWS – Performance Work Statement

QA - Quality Assurance

QC - Quality Control QASP - Quality Assurance Surveillance Plan

QCP - Quality Control Plan 3 Government-Furnished Property and Services

The Contractor shall ensure accurate control and accountability of any Government-Furnished Property (GFP) placed in the Contractor’s control, in accordance with the terms and conditions of this contract. The Government does not intend to furnish GFP to the Contractor.

3.1 Government Services

All requested services by the contractor are at the discretion of the Government.

3.2 Facilities

All HUD Headquarters and HUD Regional/Field Offices.

3.3 Equipment

N/A

3.4 Materials and Information

See HUDAR 2452.227-70, Government Information

The Government shall provide the following materials and information

3.5 Quality Assurance (QA)

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

4 Contractor-Furnished Items and Services

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

4.1 Facilities

The Contractor shall furnish all facilities required to perform the services identified within the PWS.

4.2 Equipment

The Contractor shall furnish all equipment required to perform the services identified within the PWS.

4.3 Materials

The Contractor shall furnish all materials required to perform the services identified within the PWS.

4.4 Contractor Responsibilities

The Contractor shall only conduct business with designated Government personnel listed as points of contact (POCs). Names of authorized personnel shall be provided to the Contractor by the Government, in writing, and updated as necessary throughout the contract period of performance.

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/results must be surrendered to the COR at the end of the contract or when required by the Government.

The Contractor shall ensure that a qualified and trained workforce of employees or subcontractors are in place; obtain all licenses, permits, bonds and qualifications required to transact business and implement the information technology and support necessary to perform the requirements contained in this PWS.

The Contractor shall establish its physical infrastructure; ensure that a qualified and trained workforce of employees and subcontractors are in place; obtain all licenses, permits, bonds and qualifications required to transact business in the geographic locations within the contract area; and implement the information technology and support necessary to perform the requirements contained in this PWS.

4.5 Contractor Personnel

See HUDAR clause 2452.237-70 - Key Personnel in the Key Personnel section of the contract.

4.6 Identification of Contractor Employees

All Contractor/subcontractor personnel shall wear company picture identification badges so as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone, or via electronic mail, Contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees.

Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation. Where practicable, Contractor/subcontractors occupying collocated space with their Government program customer shall identify their workspace area with their name and company affiliation, or at a minimum, "Contractor" after name.

5 Specific Tasks

5.1 AED Equipment

The Contractor shall:

· Coordinate with HUD to determine appropriate placement of AED devices within facilities based on occupancy, building size, and accessibility.

· Replace outdated or non-serviceable devices as required.

5.2 Inspection and Maintenance

The Contractor shall:

· Conduct routine, inspections of equipment, electronic monitoring systems to verify that AED devices, equipment and accessories are operational and serviceable including but not limited to: readiness indicators, batteries, electrode pads, etc.

· Replace batteries, pads, and other consumable components prior to expiration or after each use.

· Ensure all devices, equipment and accessories remain in compliance with manufacturer specifications.

· Allow HUD POCs to access the contractor’s database system for monitoring AED devices for informational purposes at any time.

· Notify the appropriate HUD POCs of a particular office of any issues or required actions, needing a timely response or if it affects the readiness of the device.

5.3 Project Management

5.3.1 Project Management Plan (PMP)

The contractor shall provide within 5 business days of contract award a draft project management plan describing the technical approach that address the installation management, maintenance management, organization resources, and management controls to meet performance, cost, and schedule requirements for the program office to review and comment, and after concurrence of the draft project management plan the contractor shall provide the final project management plan within 5 business days.

Performance Standards

a) Standard: Provide a draft PMP 5 business days after contract award

AQL: Zero deviation

b) Standard: Provide the final PMP 5 business after concurrence of the draft development plan.

AQL: Zero deviation

Deliverables A001 Draft Project Management Plan A002 Final Project Management Plan

5.3.2 Monthly Status Report (MSR)

The Contractor shall submit a Monthly Status Report due by the 2nd business day of the following month. The Monthly Status Report shall be reviewed with the COR and the Contractor’s Program management Team and contain the following:

· Deliverables

· Major Risks

Standards

a) Standard: Submit Monthly Status Report by the 2nd business day of the following month.

AQL: Zero deviation

Deliverables A003 Monthly Status Report

5.4 Asset Tracking

The Contractor shall install:

· Maintain an inventory of all AED devices deployed in HUD facilities

· Track device locations, serial numbers, service history, and expiration dates for pads and replace batteries as necessary and any other issues that may affect the device readiness.

· Provide HUD with real-time reports on AED readiness, maintenance actions, and upcoming replacement needs.

The Contractor shall submit a Inventory and Tracking Report, with the information identified above, to the COR monthly. The contractor shall submit the report the 1st business day after the end of the month.

Standards

a) Standard: Submit Inventory and Tracking Report to the COR 1 day after the end of the month.

A004 Inventory and Tracking Report

5.5 Emergency Use Support

The Contractor shall:

· Notify HUD if a unit reports that it has been deployed and/or requires an action to be returned back to an operational state.

· Provide replacement supplies (pads, batteries, or device servicing) following any AED use.

· Ensure devices are returned to operational status as quickly as possible after an incident.

5.6 Training and Awareness Support

The Contractor shall:

· Provide training for HUD staff on the Automated External Defibrillator (AED) use, Cardiopulmonary Resuscitation (CPR), and basic First Aid to support effective response to medical emergencies in the workplace.

· Conduct in-person training sessions at HUD Headquarters and Regional/Field Office locations as the primary method of instruction, ensuring participants receive hands-on practice with AED devices, CPR techniques, and basic first aid response procedures.

· Provide virtual training sessions when in-person instruction is not feasible, not cost effective or when requested by the Government. Virtual training shall cover the same core instructional material as is provided during the in-person sessions. This shall include a hands-on component, and provide appropriate training devices for instructional use.

· Provide instruction on recognizing medical emergencies, activating Emergency Medical Services (EMS), performing CPR, using an AED, and providing basic first aid for common workplace medical incidents.

· Coordinate with designated HUD POCs to schedule training sessions. HUD staff will provide conference space for instructional purposes. When requested by the Government, the Contractor shall provide documentation of training completion for participants and maintain records of training delivered under the contract.

· Provide training materials, job aids, and reference guides for participants to support continued awareness and refresher training.

· Track HUD employees trained, and ensure that there is at least one trained individual per AED in each office. This does not mean that a particular HUD employee is assigned to a particular AED.

· Notify the appropriate HUD POCs if training is needed for a particular site. HUD will notify the contractor when trained individuals leave the agency.

6 Deliverables The Contractor shall complete all work and submit all deliverables as specified herein. The Government reserves the right to make changes to delivery dates.

6.1 Quality Control Plan

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

The Contractor shall develop, maintain, enforce, and document a Quality Control Plan (QCP). The QCP shall ensure the Government receives a level of quality that is consistent with the requirements specified in this contract. The QCP shall be sufficiently detailed to provide the Contractor's methodology for identifying and recruiting qualified personnel. The QCP shall also provide the Contractor's methodology for resolving problems identified by the Government during reviews conducted in accordance with its Quality Assurance Surveillance Plan (QASP).

The QCP shall also provide the Contractor's methodology for establishing an internal feedback system for support personnel and for resolving problems identified by that feedback system.

The QCP shall demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the Government's QASP. The QCP shall address Quality Management Approach, Quality Assurance, Quality Control, and Quality Standards.

The Contractor's QCP shall be delivered to the COR within 30 days after contract award (or with the Contractor's proposal if it is an evaluation factor). The QCP shall be submitted to the COR within 3 [three] business days when changes are made thereafter.

6.2 Acceptance Criteria

Each contract deliverable shall meet the following inspection and acceptance criteria in addition to any "Inspection and Acceptance” contract terms and conditions:

· All deliverables must be in compliance with Section 508 requirements as established by the Section 508 Access Board (www.section508.gov).

· All deliverables and documentation shall be provided to the COR in electronic format, readable via Microsoft Office (e.g. Word, Excel, PowerPoint) and other standard software (e.g. Adobe Reader).

7 Related Documents The Contractor shall abide by all applicable regulations, publications, manuals and policies and procedures in the performance of this contract.

8 Performance Requirements Summary

The summary 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 chart below, requirements not appearing on 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 will develop a Quality Assurance Surveillance Plan 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 PM 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 or services.

Performance Requirement Summary (PRS)

5.3.1 Project Management Plan (PMP)

Deliverables A001 Draft Project Management Plan A002 Final Project Management Plan

a) Provide a draft project management plan 5 business days after contract award

AQL: Zero deviation

b) Provide the final project management plan 5 business after concurrence of the draft development plan.

AQL: Zero deviation

a) 2% deduction from the associated invoice for each day of non-compliance.

b) 2% deduction from the associated invoice for each day of non-compliance.

5.3.2 Monthly Status Report (MSR)

A003 Monthly Status Report

a) Standard: Submit Monthly Status Report by the 2nd business day of the following month.

a) 2% deduction from the associated invoice for each day of non-compliance.

5.4 Asset Tracking

A004 Inventory and Tracking Report

a) Standard: Submit Inventory and Tracking Report by the 1st business day after the end of the month.

AQL: Zero Deviation

a) 2% deduction from the associated invoice for each day of non-compliance.