Amended 86614620Q00009 - FY20 HOME MOD STUDY Solicitation.docx

86614620Q00009 – Evaluation of the Older Adult Home Modification Grants

Table of Contents

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

SECTION C - DESCRIPTION/PERFORMANCE WORK STATEMENT

SECTION D - PACKAGING AND MARKING

SECTION E - INSPECTION AND ACCEPTANCE

SECTION F - DELIVERIES OR PERFORMANCE

SECTION G - CONTRACT ADMINISTRATION DATA

SECTION H - SPECIAL CONTRACT REQUIREMENTS

PART II - CONTRACT CLAUSES

SECTION I - CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J - LIST OF ATTACHMENTS………………………………………………………….……………

PART IV – REPRESENTATIONS AND INSTRUCTIONS

SECTION K – REPRESENTATION, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS…

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS……………………………

SECTION M – EVALUATION FACTORS FOR AWARD…………………………………………………………

Page 11 of 59 Section C

SECTION B - SUPPLIES OR SERVICES AND PRICES/COST PART

B.1 CONTRACT DEFINITION

This is a fixed priced contract under the authority of FAR Part 13.5- Program for Certain Commercial Items for performance of the services stated in Section C, Performance Work Statement. This procurement is 100% small business setaside. The NAICS code is 541720 - Research and Development in the Social Sciences and Humanities and the Small Business Standard is $22.0 for this action.

B.2 DESCRIPTION OF SERVICES

This requirement is to provide the Department of Housing ad Urban Development’s (HUD) Office of Policy, Development and Research (PD&R) with assistance and support in evaluating the implementation and effect of the Older Adult Home Modification grants and the impact of the grants on participants and their ability to remain in their home safely.

B.3 CONTRACT LINE ITEM NUMBERS AND PRICES

The quantity of services to be provided during the period of performance is indicated in the table below.

0001AB

(C.5.3) Final Management and Work Plan

(NSP)

0001AC

(C.5.4) Research Design, Data Collection Instruments & Analysis Plan (NSP)

0001AD

(C.5.5) Data Collection Instruments (NSP)

(NSP)

0001AE

(C.5.6)

(NSP)

0001AF

(C.5.7) Data Collection

(NSP)

0001AG

(C.5.8) Interim Report (NSP)

(NSP)

0001AH

(C.5.9) Data Analysis (NSP)

(NSP)

0001AI

(C.5.10) Final Report (NSP)

(NSP)

0001AJ

(C.5.11) Final Briefing (NSP)

NTE

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

Vision Statement

This study will focus on evaluating the effectiveness of the Home Modification grant program. The main objectives of the study are to assess how the grants were implemented (Process) and to track the outcomes of seniors whose homes have been modified (Impact). The assessment of the home modification program will include how the grant was implemented, describe challenges, barriers, and successes as well as the impact of the home modifications on the recipients. The impact on recipients will measure changes in the recipients activities of daily living (ADLs), instruments of daily living (IADLs), and any reductions in at-home falls, hospitalizations, and emergency response calls, as well as improving independence and tenure in home over time.

The Contractor will be responsible for creating and implementing the data collection instruments, and analysis to fulfil the two objectives stated above.

1.0 General Information

PD&R maintains current information on housing needs, market conditions, and existing programs, and conducts research on housing and community development issues. PD&R provides data and analysis to help inform policy decisions. PD&R provides a diversity of perspectives, methods, and researchers for its reports on housing policy and programs, building technology, economic development, urban planning, and other housing-related topics

1.1 Introduction:

This study will focus on evaluating the effectiveness of the Home Modification grant program. The main objectives of the study are to assess how the grants were implemented (Process) and to track the outcomes of seniors whose homes have been modified (Impact). The assessment of the home modification program will include how the grant was implemented, describe challenges, barriers, and successes as well as the impact of the home modifications on the recipients. The impact on recipients will measure changes in the recipients activities of daily living (ADLs), instruments of daily living (IADLs), and any reductions in at-home falls, hospitalizations, and emergency response calls, as well as improving independence and tenure in home over time.

The Contractor will be responsible for creating and implementing the data collection instruments, and analysis to fulfil the two objectives stated above.

1.2 Background

The Department anticipates awarding up to approximately 20 grants, ranging from $500,000 to $1.25 million per grant to eligible recipients. The grantees will be expected to spend all their funds within 36 months. The participants receiving the home modifications must be low-income homeowners and 55 years of age or older. In addition, these individuals must reside in a primary residence and must be the homeowner. The installed home modifications in a single home may not exceed $5,000. This intervention cost limitation includes the costs for labor, Contractor services, materials, equipment, devices, and everyday items, and contractors overhead, general and administrative costs, and fee (profit). If the cost is expected to be above the capped amount, HUD approval is required prior to contracting for the services for that unit.

1.3 Constraints

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

1.4 Description of Services

This study will focus on evaluating the effectiveness of the Home Modification grant program. The main objectives of the study are to assess how the grants were implemented (Process) and to track the outcomes of seniors whose homes have been modified (Impact). The assessment of the home modification program will include how the grant was implemented, describe challenges, barriers, and successes as well as the impact of the home modifications on the recipients. The impact on recipients will measure changes in the recipients activities of daily living (ADLs), instruments of daily living (IADLs), and any reductions in at-home falls, hospitalizations, and emergency response calls, as well as improving independence and tenure in home over time.

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

See Section F

1.7 Place of Performance

The services to be performed under this contract shall be performed at the contractor's facility.

1.8 Hours of Operation

The Contractor is responsible for providing services between the hours of 9:00 AM ET to 5:00 PM ET Monday thru Friday except for Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closing, or similar Government directed facility closings. Government agencies will not be available during scheduled holidays, inclement weather, weekends, and after duty hours.

1.9 Post Award/Kickoff Conference

The Contractor shall attend any post award in accordance with HUDAR clause 2452.237-79 POST AWARD CONFERENCE in Section I.

1.10 Status Meetings

The Contracting Officer, Contract 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 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. Post Award Conference and subsequent meetings may be held via teleconference.

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. The Contractor shall travel using the lower cost mode transportation commensurate with the mission requirements. When necessary to use air travel, the Contractor shall use the tourist class, economy class or similar lodging accommodations to the extent they are available and commensurate with the mission requirements. HUD will not reimburse Contractor's local travel. Local travel is defined as travel within fifty (50) miles of Washington, DC. All other travel will be reimbursed on a cost reimbursable basis; no profit or fee will be paid.

2. Definitions and Acronyms

2.1 Definitions

Business/Work Days - Every official work day of the week which are days between and including Monday to Friday. This does not include public holidays and weekends.

Calendar Day - Any day of the week.

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 in regard to technical issues. This individual has authority to provide technical direction to the Contractor as long as direction is within the scope of the contract, does not constitute a change and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

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

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

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

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.

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

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

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms

AQL - Acceptable Quality Level CDBG: Community Development Block Grant CO: Contracting Officer COR: Contracting Officers Representative DUA: Data Use Agreement FY: Fiscal Year HUD: U.S. Department of Housing and Urban Development HUDRD: HUDs Research and Evaluation, Demonstration and Data Analysis and Utilization Program IPA: Initial Privacy Assessment IRB: Institutional Review Board IT: Information Technology MOPD: City of Chicago Mayors Office for People with Disabilities MWP: Management and Work Plan NOFA: Notice of Funding Availability OMB: Office of Management and Budget OT: Occupational Therapist PD&R: Office of Policy Development and Research PIA: Privacy Impact Assessment PIC: PIH Inventory Management System PHA: Public Housing Authority PIH: Office of Public and Indian Housing PII: Personally Identifiable Information

3.0 Contractor Responsibilities

3.1 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. 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.

The Contractor shall provide all management, supervision, personnel, equipment, materials, supplies, facilities, and other resources necessary to perform, schedule, coordinate, deliver, and assure effective performance of all tasks as defined in Section C.5. More specifically, the Contractor shall:

(1) Assess how the grants were implemented (Process); and

(2) Track the outcome of seniors whose homes have been modified (Impact).

3.1.1 The data files will be prepared in SAS or SPSS format (or a format acceptable to the COR). The database files shall include complete documentation. Code or syntax files must be fully documented as well. Sufficient information for replication of the analyses for all reports must be included. The COR can provide instructions and examples of how to prepare the data documentation.

3.1.2 No copies of or extracts from the data files, including names, address information or other identifiers will be retained by the Contractor after the completion of this project.

3.1.3 The data collected under this project belongs to HUD and HUD reserves the right to analyze the data collected for the study and make it available to others for independent analysis. In such circumstances, HUD will acknowledge the Contractors role in collecting the data.

3.1.4. Original word processing, spreadsheet or other electronic format and as a PDF); deliverables (in both the original and PDF formats); presentations (in the presentation software format); all graphics such as CAD or other drawings (in their native format), and photos taken for the project (in JPG format). These should be organized in some readily apparent system as determined by the contractor and COR.

4.0 Contractor-Furnished Items and Services

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

4.1 Facilities

The contractor shall furnish facilities.

4.2 Equipment

The contractor shall furnish equipment.

4.3 Material

The contractor shall furnish materials.

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. 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.

4.5 Identification of Contractor 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 work space area with their name and company affiliation, or at a minimum, "Contractor" after name.

4.6 Quality Control

The Contractor shall establish and maintain a complete quality control program that shall ensure services are performed in accordance with this contract. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-reoccurrence of defective services. The Contractor's quality control program is the means by which he assures himself that his work complies with the requirements of the contract. The Contractor shall provide the associated Quality Control Plan to the Government as directed. (See Section 7.0 – Quality Control Plan).

This study will focus on evaluating the effectiveness of the Home Modification grant program. The main objectives of the study are to assess how the grants were implemented (Process) and to track the outcomes of seniors whose homes have been modified (Impact). The assessment of the home modification program will include how the grant was implemented, describe challenges, barriers, and successes as well as the impact of the home modifications on the recipients. The impact on recipients will measure changes in the recipients activities of daily living (ADLs), instruments of daily living (IADLs), and any reductions in at-home falls, hospitalizations, and emergency response calls, as well as improving independence and tenure in home over time.

5.0 General

This study will focus on evaluating the effectiveness of the Home Modification grant program. The main objectives of the study are to assess how the grants were implemented (Process) and to track the outcomes of seniors whose homes have been modified (Impact). The assessment of the home modification program will include how the grant was implemented, describe challenges, barriers, and successes as well as the impact of the home modifications on the recipients. The impact on recipients will measure changes in the recipients activities of daily living (ADLs), instruments of daily living (IADLs), and any reductions in at-home falls, hospitalizations, and emergency response calls, as well as improving independence and tenure in home over time.

The Contractor will be responsible for creating and implementing the data collection instruments, and analysis to fulfil the two objectives stated above.

Specific Tasks Process Study HUD anticipates the process study will answer the research questions below but is open to considering additional or modified research questions. It is anticipated that these overarching research questions can be answered by gathering information using multiple methods.

1. Was the home modification program implemented as intended?

a) Was the grant implemented with fidelity to the Home Modification process as stated in the grant?

b) How does implementation vary by geography, building characteristics, housing type, demographics, management capacity, or other characteristics of the sites, grantees, or participants?

c) How were the improvements installed over the three-year grant period?

d) How were program participants recruited into the program? What incentives, if any, were provided to encourage participation?

e) How did the program operation change or evolve over the three-year grant period?

f) What were the major lessons learned from implementing the grants?

g) What aspects of programs are expected to be sustained following expiration of the grants?

h) Why did the grantee apply for the program?

2. What challenges, barriers, and/or successes were encountered during implementation?

a) What are the operational challenges, barriers, and/or successes of implementing The Older Adult Home Modification grant program? How were challenges addressed/overcome?

b) What were they different recruiting strategies used and where some more successful than others?

c) What are the perceived health and housing benefits or disadvantages by residents participating in the Home Modification program?

3) How were the programs staffed?

a) Where the grantees staffed appropriately?

b) Where their available contractors to complete the home modifications?

Impact Evaluation As mentioned above the Contractor shall conduct an impact evaluation of the Home Modification grant program to assess the effectiveness of the installed improvements in the recipients independence, quality of life, and tenure in their homes over time. The evaluation will answer the following research questions, but is open to considering additional or modified research questions:

1. What are the perceived health and housing benefits or disadvantages by residents participating in the Home Modification program?

2. Did the participant improve their "ratings on their ADLs and IADLs after the home modification?

3. Were the installed home modifications effective in reducing at-home falls, hospitalizations, and emergency response calls?

4. Did the participating seniors improve their feeling of independence, quality of life, and increase their tenure in their homes post-home modification?

5. Did the program result in increased cost-savings for the health care system? For the grantee?

Methodology For this study, the Contractor shall identify an approach for collecting the necessary data from and by the grantees. It is anticipated that the necessary data for this evaluation will be collected through multiple methods including, administrative data for the grantees, participant and grantee staff interviews and in-take forms, surveys, CMS or other medical database, and collecting home modification-related primary and secondary documentation. The Contractor will be responsible for training the grantee staff on data collection instruments as well as hosting peer-to-peer communications (such as a central website for grantee staff to communicate).

Process Study A)Tracking of Home Modification Grantees Due to the limited number of anticipated grantees (approximately 20), HUD requires a population study in which the Contractor selects all the grantees for the process study. The Contractor shall track progress of these grantees to document how the home modification grant funds were administered to understand the challenges, barriers, and successes encountered during implementation of the program.

b) Survey of Home Modification Grantees The Contractor shall administer surveys to the grantees at least three times after the grant funds are distributed. The purpose of these surveys is to document how the home modification grant funds were used and understand what challenges, barriers, and successes were encountered during implementation. The Contractor must provide HUD with the survey questions for approval. HUD anticipates these to be annual surveys, however, the Contractor can suggest another schedule.

Impact Evaluation

1. Survey of Recipients The Contractor shall collect data about the recipients of home modifications. The Contractor shall develop a comprehensive in-take form to be administered to all the applicants and recipients of the home mod funds. The questionnaire administered by grantees staff to establish baseline measures and again 6-9 months after the home modification have been installed. HUD expects the Contractor to track the progress of program enrollees to assess whether the installed improvements in recipient ADL and IADL. Additionally, the Contractor will compare data for recipients using CMS data. HUD anticipates the contractor will compare data one year prior to the home modification installation and 6-9 post installation to assess whether effects in reducing at home falls, hospitalizations and emergency room response calls. The Contractor must provide HUD with the in-take questionnaire for approval.

b) Sampling of Seniors The Contractor shall establish selection criteria for sampling the universe of recipients for further in-depth surveying. HUD expects the sample to reflect geographic and socioeconomic diversity. The Contractor will conduct in-depth interviews with the recipients to gather more information about why they enrolled in the program, their thoughts on the process, improvements needed, additional improvements needed. The Contractor must provide HUD with the survey questions for approval.

Site visits will be a part of the research plans for both the process study and for the impact evaluation. The on-site visits will be conducted for the purposes of gaining a more in-depth understanding of the value and effectiveness of the installed improvements. The plan for the visits is subject to COR approval.

OMB clearance will be needed for both the process and impact studies, the Contractor will be responsible for preparing the required clearance package (e.g., Supporting Statements Part A and B and all relevant appendices) that justify the use of survey or data collection instruments and the specific data elements that will be used. One of the primary goals of The Older Adult Home Modification grant program is provide quality person centered home modifications that allow the individual to live in their primary residence as independently as possible and for as long as possible.

HUD anticipates that some of the tasks will occur concurrently. To accommodate the completion of tasks Contractor is free to identify a schedule, which may lead to completion of the work in less time than is identified.

5.1. Orientation Meeting

Within one (1) week of the notice of award, The Contractor must confer with the Contracting Officer Representative (COR) to schedule an orientation meeting. The Contractor, Principal Investigator, Project Director and other key Contractor personnel must participate in the meeting either in person or via teleconference, to establish a common understanding of the project objective. The meeting will also allow discussion to clarify any remaining questions and begin project activity. The meeting will include a discussion of the purpose and goals of the evaluation, the research questions, the specification of tasks, the coordination with staff and contractors involved in the Home Modification program, the project timetable, the roles and responsibilities of the COR and the Contractor ,and the study deliverables. The Contractor shall prepare and agenda, slides, presentation, and a memorandum summarizing the meeting.

5.2 Monthly Reports and Ongoing Communication

The Contractor shall provide monthly reports on the progress of the project by the 25th of each month.

The report must include a narrative portion and a graphic portion. The narrative part of the report must have the following sections:

a) The purpose and scope of the contract this section is usually the same from month to month unless the scope changes. Please note, the scope may only be changed with the approval of the COR.

b) Overall progress a sentence or two on the status of the project.

c) Substantive performance a summary of technical progress made under each task and subtask(s) and the costs incurred for each during the reporting period

d) Schedule of performance a couple of sentences the describes the progress towards completion of the analysis, whether tasks/subtasks are proceeding on schedule, and if there are any delays.

e) Work expected to be performed in the next reporting period a listing of what you are going to accomplish in the next month.

f) Actual and proposed changes in key staff this is to keep a record of changes in staffing, however, key staff may not be changed without HUD agreement on the proposed staff.

g) Problems and obstacles to progress this section is intended to keep a record of problems and how they will be resolved. However, the project director should call the COR immediately if a problem develops. Problems and obstacles should be addressed as soon as possible.

h) Every third (quarterly) monthly report shall include data and analysis for the data received from the grantees. It should include the completed report from the Grantees as well as performance measurements as agreed upon.

The graphic portion of the report must contain:

i) The original time-phased, budgeted baseline.

j) The schedule status and degree of completion of the tasks, activities, and deliverables shown in the baseline plan for the reporting period, including actual start and completion dates for all tasks and activities in the baseline plan; and

k) The costs incurred during the reporting period relative to the budgeted costs, the current total amount of costs incurred through the end date of the reporting period for budgeted work, and the projected costs required to complete the work under the contract.

In the event that there are deviations from the initial schedule of progress, the Contractor must discuss them directly with the COR during the regularly scheduled meeting. The Contractor shall address how deviations will impact the successful completion of the project and make recommendations for handling the deviation. This includes any delays incurred from the OMB/PRA review and approval process, if applicable.

The contractor will schedule a monthly meeting with the COR, the first of the month.

5.3 Final Management and Work Plan

Following the Orientation Meeting, the draft MWP must be finalized. The MWP shall govern the performance of all work under this contract and include: a detailed outline of specific tasks, approaches, staff and management responsibilities, and allocation of contract resources. The MWP shall also include a timeline identifying start dates, completion dates, and other major milestones for each task and sub-task. Where there are interdependencies among the tasks, the plan shall indicate how each task will provide the necessary input to the others. The Contractor shall include a comprehensive narrative of the overall expected workflow and how each task will be accomplished and must relate this description to the allocation of staff and other resources. When appropriate, the MWP must also indicate any other decisions reached at the Orientation Meeting.

The MWP may be occasionally updated as directed and approved by the COR. In particular, the Contractor shall provide an updated management and work plan in the event there is a modification or a re-allocation of resources within the existing scope, budget, or overall time of completion. Where changes affect the scope of work, budget, or overall time of completion, the Contractor shall direct such changes to the CO to approve the modification of the contract accordingly.

Standard: Provide the Final MWP AQL: Within 8 weeks after effective date of contract.

5.4 Research Design/Data Collection and Analysis Plan

The Contractor must develop a research design/data collection and analysis plan (RD/DCAP) that includes the following components:

· Research Design The Contractor shall provide a description of the overall research design for the study. It must include a clear and detailed description of the methods employed to carry out the research

· Refinement of Research Questions The Contractor shall review the materials and requirements associated with HUDs Home Modification program, the previous research , and any other relevant materials in order to develop a refined set of research questions that will be used to inform HUD about the effectiveness of the Home Modification program.. The questions shall include, but are not limited to, those listed in the Key Research Questions section above. The Contractor will be responsible for refining the research questions, subject to COR review and approval.

· Data Requirements The Contractor shall provide a description of the data required from the grantees, the program participants, and other sources. The plan must clearly describe the process for obtaining that data, any challenges or data limitations and prescribe alternative sources of information where appropriate.

· Sampling Plan The Contractor shall provide a plan for selecting the sample participants to be interviewed. For the process study, HUD anticipates that all the grantees will be included.

· Data Linkage Plan The Contractor shall provide a detailed description for how data gathered will be matched to CMS files. The plan should include a list of additional data needed for the research as will outline the plan to retrieve, link, and store the data for analysis, including any necessary privacy and data security provisions.

· Analysis Plan The Contractor shall provide a description of the analytic approaches and techniques to be used, along with an explanation of how the data collected will be presented in the reports and briefings. The Contractor shall describe how the data collected through the study will be used to answer the research questions posed and test the hypotheses specified in the RD/DCAP.

· Data Collection Plan The Contractor shall develop a data collection plan specifying how the survey will be administered, the data gathered, and stored. The plan should include an outline of the training to be provided to the grantee staff for the data collection instructions such as number of days, type of training (on-line, in-person etc.). The Contractor shall be responsible for collecting data from the grantees and the recipients. The Contractor will work with the Grantee to develop a data collection protocol to be used to collect and analyze the data this shall include data need to establish the baseline.

· Data Quality Plan The Contractor shall present a plan for review and correction of missing, inconsistent, out of range, improbable or falsified data that will be thorough, comprehensive, and transparent to the government. The plan will include periodic reports to the COR on data quality activities and outcomes.

· Data Processing and Management The Contractor shall present a plan for the processing of data into a machine-readable form, as appropriate. The Contractor shall organize the data into database files, develop systems to validate the accuracy of the data collected, and fully document all database files. The Contractor shall provide a description for how the data collected for this study will be managed and securely stored.

· Pre-Test Plan The Contractor shall be responsible for pretesting their data collection instruments, data collection processes including the system used for collection, and data analysis procedures. The Pre-test shall be conducted for both the process study (Task Order), and the impact evaluation (Task option). The Contractor should select 3 grantees and 6 seniors to pre-test the data collection, and analysis.

Standard: Provide the the final RD/DCAP AQL: Within 22 weeks of contract award.

5.5 Data Collection Instruments

The Contractor must develop data collection instruments that will be used to gather information from the grantees and the recipients.

Process Study: The Contractor must design survey instruments to collect data to evaluate the success/challenges, and barriers of the grant implementation. HUD anticipates that some of the data can be collected via the quarterly reports submitted by the grantees using requirements created by the CONTRACTOR.

Impact Evaluation: The Contractor must design a comprehensive data collection instruments to collect data needed to answer the research questions approved in the RD/DCAP in Task 3. HUD anticipates data to be collected should at minimum will include socioeconomic information, , some aspects of medical history (falls/accidents, existing health conditions, etc.), matrices measuring activities of daily living (ADL), instrumental activities of daily living (IADL), mobility and cognition issues, visual impairments, home hazards Data Agreements: The Contractor shall be responsible for preparing, reviewing, negotiating, and executing a Data Use Agreement (DUA) and other legal contracts with all relevant parties to obtain the data needed to conduct the assessment or define an alternative strategy to obtain the data. The Contractor shall also be responsible for obtaining any other permission that may be required for a DUA. It is very likely that the Contractor will need to obtain informed consent from study participants who will be interviewed. In negotiating and executing the terms of the DUAs, the Contractor shall comply with all relevant federal and state laws.

Standard: Provide the the final version of both instruments AQL: Within 22 weeks of contract award.

5.6 OMB Clearance Package

The Contractor must prepare all clearance material required for submission to the Office of Management and Budget (OMB). The Paperwork Reduction Act (PRA) requires OMBs review and approval for all survey efforts administered to more than nine (9) participants. OMB approval must be secured prior to the administration of the survey instrument(s) developed as part of Task 4. To help advance the date of completion of the OMB clearance process for the information collection request, HUD will draft and publish the initial Federal Register Notice, which has a 60-day response period, before this contract is awarded, develop and document its initial reactions to any comments received, and provide the contractor with the notice (and underlying materials) and HUDs initial reactions to the public comments. The subsequent time needed to complete the OMB approval may take up to four (4) months to complete. The task can be performed concurrently with other tasks where appropriate.

The Contractor will be responsible for preparing the required clearance package (e.g., Supporting Statements Part A and B and all relevant appendices) that justify the use of survey or data collection instruments and the specific data elements that will be used in both the process study and impact evaluation. If comments are received from OMB after submission, the Contractor must submit revisions to the supporting statement or survey instruments that address these comments. This process must be repeated until final OMB approval is obtained. The term of the contract presumed in this PWS should accommodate the additional time required to obtain OMB clearance before implementation of any site visit or interview schedule. Following HUD approval of the final RD/DCAP and until OMB approval of the PRA package, the Contractor shall conduct work not requiring OMB approval. The Contractor shall identify work to be performed during this period in the MWP and RD/DCAP.

Standard: Provide the draft clearance package for OMB approval AQL: Within 17 weeks of contract award.

5.7 Data Collection

Data Collection Upon receiving OMB approval, the Contractor must administer the research instruments developed and approved in Task 3 and Task 4. The Contractor will be responsible for all necessary arrangements to implement study. The Contractor shall inform the COR of any significant or irreconcilable problems encountered with the data collection and of any deviations from the RD/DCAP.

5.7.1 Site Visits: The Contractor must conduct site visits to a subset of the grantees. The site visits will allow the Contractor to physically inspect, review, and gather documentation associated with the research instruments developed and approved in Task 3 and 4 above. The Contractor shall discuss with grantee staff regarding their experiences with installing the improvements as well as gather information to illustrate the effectiveness of the installed modifications ability to reduce at-home falls, hospitalizations, and emergency response calls, as well as improve the seniors independence and tenure in their homes over time. The Contractor shall provide a list of potential site visit dates.

5.7.2 Recipient Interviews: The Contractor shall select a sub-group of home modification recipients to conduct in-depth interviews. The interview will be used to gather information from the recipients prospective on the home modifications provided, the general process of receiving the funds of the modifications etc. The Contractor shall provide a timetable for conducting the interviews.

5.7.3 Peer-to Peer Communications: The Contractor shall provide a mechanism for grantee staff to communicate lessons learned, barriers, etc. with each other. As needed the Contractor shall work with HUD staff to correct or provide further guidance related to the Grant.

5.7.4 Grantee Management and Staff training (s): The Contractor shall conduct trainings for grantee staff on data collection instruments administered to receipents.

5.8 Interim Report and Briefing

5.8.1 Interim Report

Interim Report: The Contractor will prepare an interim report outlining the findings and status of the assessment to date. This interim report will provide a comprehensive description of the refined set of research questions, studys research methodology, and development of the data collection instruments, data use agreements, and OMB clearance package. Deliverables include two draft reports and one final report.

It is anticipated that the Contractor will gather and analyze home modification equipment, installation, and monitoring cost data, and pre-/post-improvement qualitative data related to the installed improvements.

5.8.2 Interim Briefing

The contractor and key personnel shall present a briefing for HUD staff, the Home Modification program team, and other federal officials, as appropriate. The purpose of the briefings is to update HUD on the findings to be reported. The details of the presentations will be determined in consultation with the HUD and cover the full findings of the process study (Task Order). The Contractor shall be responsible to produce all briefing materials. This can be an in-person or video conference briefing. The Contractor shall schedule a briefing within three (3) weeks of delivery of the first draft of the interim report. The Contractor shall propose an agenda and briefing materials for the presentation three (3) weeks before the meeting. The COR will provide comments within one week of receipt. The Contractor shall incorporate comments from the COR into the briefing materials. And shall incorporate comments from the briefing audience into the second draft of the final report.

5.9 Data Analysis

The Contractor must analyze the data as required to answer the research questions, outlined in the RD/DCAP approved by HUD under Task 3 and, necessary to complete all reporting requirements under this Task Order. The Contractor shall provide HUD with summary results no later than 163 weeks of contract

Standard: Provide the summary results AQL: Within 163 weeks of contract award.

5.10 Final Report and Briefing

5.10.1 Final Report

The Contractor will prepare a final report focusing on how well the home modification program was implemented and describe the challenges, barriers, and successes encountered during implementation and the impact of the home modification on the recipients. The final report must answer the research questions agreed upon in the RD/DCAP under C.5.4. I The final report must provide a comprehensive description of all the efforts performed for the study. Deliverables include two draft reports and one final report. Two drafts of the final report are required. The first draft of the final report must be submitted to the COR within 165 weeks of contract award. HUD will provide comments within four (4) weeks. The second draft of the final report must be submitted to the COR within 169 weeks of contract award. HUD will provide comments within two (2) weeks. The final report must be submitted to the COR within 179 weeks of contract award.

Standard: Provide the Completed Final Report and Briefing AQL: Within 179 weeks of contract award

5.10.2 Final Briefing

The Contractor and key personnel shall present an in-person briefing to report the finding of the study. The Contractor shall attend the briefing within three (3) weeks of delivery of the first draft of the final report. The Contractor shall propose an agenda and briefing materials for the presentation three (3) weeks before the meeting. The COR will provide comments within one week of receipt. The Contractor shall incorporate comments from the COR into the briefing materials. And shall incorporate comments from the briefing audience into the second draft of the final report.

Standard: Provide the The final report AQL: Within 179 weeks of contract award

5.11 Data Files and Data Documentation

Accompanying the first draft of the final report will be any database files and programs that formed the bases for the analysis performed, as well as any interview materials. A revised and final copy of the data documentation, and the data files, including code and syntax, will be sent to the COR along with the second draft of the final report. The draft of data files and documentation must be submitted with the first draft of the final report, which will be due within 175weeks of contract award. HUD will review and provide comments within four (4) weeks. The Contractor shall prepare and submit the final version of the data files and documentation within 179 weeks of contract award. The COR shall have two (2) weeks to provide final approval.

Standard: Prepare and submit the final version of the data files and documentation AQL: Within 179 weeks of contract award.

6.0 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.

Item Number

Section

0001AA

Draft Final 4 wks.

8 wks.

2nd draft Final 14 wks.

16 wks.

20 wks.

2nd draft Final

2nd draft Final 14 wks.

16 wks.

20 wks.

2nd draft Final 91 wks.

97 wks.

103 wks.

1st draft 2nd draft Final 165 wks.

171 wks.

179 wks.

Final 175 wks.

179 wks.

170 wks.

7.0. Quality Control Plan

The Contractor shall submit to the COR via email a Preliminary Quality Control Plan (QCP) within 5 business days of contract award. The Contractor shall maintain an effective quality control program to ensure services are performed in accordance with the PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

The QCP shall have effective and independent quality control methods and procedures to ensure that all tasks are completed in accordance with the performance standards listed in the PWS. The QCP shall describe key risk areas, management controls, corrective actions, and describe how the Contractor shall ensure the effective management of employees of the prime and subcontractors and their activities. The QCP shall describe an approach to subcontractor management that makes clear the contractual and reporting relationships of all subcontractors. The QCP shall include an organizational chart which reflects the independence of the Quality Control function.

Within 10 business days of receiving feedback from the COR on the Preliminary QCP, the Contractor shall submit a Final QCP to the COR via email.

Any modifications / changes to the QCP during the period of performance shall be provided to the COR for review no later than 10 business days prior to effective date of the change.