PHA COVID Waivers RFP 86614822R00014 - Amendment 2.pdf

Evaluation of PHA CARES Act Waivers

Solicitation No. 86614822R00014 – Amendment 2

Table of Contents Page

PART I – THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES/PRICES……………………………………………………………….2

SECTION C – DESCRIPTION/SPECIFICATIONS……………………………………………………………….5

SECTION D – PACKAGING AND MARKING………………………………………………………………

SECTION E – INSPECTION AND ACCEPTANCE……………………………………………………………...43

SECTION F – DELIVERIES OR PERFORMANCE……………………………………………………………...44

SECTION G – CONTRACT ADMINISTRATION AND DATA…………………………………………………46

SECTION H – SPECIAL CONTRACT REQUIREMENTS………………………………………………………48

PART II – CONTRACT CLAUSES

SECTION I – CONTRACT CLAUSES……………………………………………………………………………48

PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS………………………

PART IV – REPRESENTATIONS AND INSTRUCTIONS

SECTION K – REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF BIDDERS…...76

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO BIDDERS…………………………….112

SECTION M – EVALUATION FACTORS FOR AWARD……………………………………………………..123

SECTION B - SUPPLIES OR SERVICES/PRICES

B.1. CONTRACT DEFINITION

A Fixed-Price Contract to be awarded for this requirement for commercial services. The purpose of this contract is to provide an evaluation of PHA Waivers authorized under the Coronavirus

Aid, Relief, and Economic Security (CARES) Act.

B.2 DESCRIPTION OF SERVICES

This requirement is to provide the Office of Policy, Development, and Research (PD&R) with a comprehensive evaluation of the implementation and impact of the Public Housing Agency

(PHA) waivers authorized by the Coronavirus Aid, Relief, and Economic Security (CARES)

Act.

B.3 GEOGRAPHIC AREA AND PERIOD OF PERFORMANCE

The work will be at the contractor’s site.

The contract will have one base period of 24 months.

Period of Performance:

Base Period – 09/30/2022 to 09/29/2024

B.4 CONTRACT LINE-ITEM NUMBERS AND PRICES*

CLIN Labor Category Est

Hours

Unit

Price

Total Estimated

Price

Task I – Project

Management

0001AA

Senior Principal

Associate/Scientist

0001AB Subject Matter Expert $ $

0001AC

Senior Research

Associate/Project Manager

0001AD Senior Analyst $ $

0001AE Analyst $ $

0001AF Research Associate/Analyst $ $

0001AG Administrative Staff $ $

Task II – Study

Methodology

0002AA

Associate/Scientist

0002AB Subject Matter Expert $ $

0002AC

Senior Research

Associate/Project Manager

0002AD Senior Analyst $ $

0002AE Analyst $ $

0002AF Research Associate/Analyst $ $

0002AG Administrative Staff $ $

Task III – Paperwork

Reduction Act (PRA)

Clearance

0003AA

Associate/Scientist

0003AB Subject Matter Expert $ $

0003AC

Senior Research

Associate/Project Manager

0003AD Senior Analyst $ $

0003AE Analyst $ $

0003AF Research Associate/Analyst $ $

0003AG Administrative Staff $ $

0004 Task IV – White Paper

0004AA

Senior Principal

Associate/Scientist

0004AB Subject Matter Expert $ $

0004AC

Senior Research

Associate/Project Manager

0004AD Senior Analyst $ $

0004AE Analyst $ $

0004AF Research Associate/Analyst $ $

0004AG Administrative Staff $ $

Task V – Data Collection and Analysis

0005AA

Associate/Scientist

0005AB Subject Matter Expert $ $

0005AC

Senior Research

Associate/Project Manager

0005AD Senior Analyst $ $

0005AE Analyst $ $

0005AF Research Associate/Analyst $ $

0005AG Administrative Staff $ $

Task VI – Final

Comprehensive Report

0006AA

Associate/Scientist

0006AB Subject Matter Expert $ $

0006AC

Senior Research

Associate/Project Manager

0006AD Senior Analyst $ $

0006AE Analyst $ $

0006AF Research Associate/Analyst $ $

0006AG Administrative Staff $ $

Task VII – Briefings to

HUD

0007AA

Associate/Scientist

0007AB Subject Matter Expert $ $

0007AC Senior Associate $ $

0007AD

Senior Research

Associate/Project Manager

0007AE Senior Analyst $ $

0007AF Research Associate/Analyst $ $

0007AG Administrative Staff $ $

Task VIII – Submission of

Data Files to HUD

0008AA

Associate/Scientist

0008AB Subject Matter Expert $ $

0008AC

Senior Research

Associate/Project Manager

0008AD Senior Analyst $ $

0008AE Analyst $ $

0008AF Research Associate/Analyst $ $

0008AG Administrative Staff $ $

0009 Other Direct Costs $

Total

Estimated

Price

*subCLINs are not separately priced.

SECTION C - DESCRIPTION/SPECIFICATIONS

Performance Work Statement

Vision Statement

The U.S. Department of Housing and Urban Development’s (HUD) Office of Policy, Development, and Research (PD&R) is seeking the services of a contractor to study the implementation and impact of the Public Housing Agency (PHA) waivers authorized by the

Coronavirus Aid, Relief, and Economic Security (CARES) Act. To achieve this, the study will:

1) gather and analyze feedback from PHAs on the utility of the waivers offered; 2) analyze the outcomes of select waivers on PHAs and assisted households and their related characteristics;

and 3) inform future policy and program implications related to the PHA waivers.

1 General Information

1.1 Background

CARES Act

Signed into law on March 27, 2020, the Coronavirus Aid, Relief, and Economic Security

(CARES) Act gave HUD broad authority to temporarily waive statutes and regulations for PHA programs. This law intended to help PHAs and residents mitigate challenges related to the

COVID-19 Pandemic by allowing for administrative flexibilities to encourage the continuity of critical PHA operations and the support of PHA residents and tenants. Examples of pandemic related challenges experienced by PHAs and assisted households included difficulties with maintaining in-person inspections while communities were asked to limit in-person encounters to reduce the spread of COVID-19, or challenges enforcing income-based PHA requirements due to changes in income or employment due to the pandemic.

CARES Act Waivers

In response to HUD’s new authority granted from the recent enactment of the CARES Act, HUD’s Office of Public and Indian Housing (PIH) issued its first of four CARES Act Waivers notices on April 10, 2020, directing PHAs “to utilize any and all waivers and alternative requirements as necessary to keep Public Housing and HCV programs operational to the extent practicable…and to expand housing assistance opportunities, including to families on waiting lists…”1 The notices offered PHAs an extensive list of over 80 waivers that included regulatory and statutory flexibilities for housing inspections, income requirements, wait lists, and other administrative requirements. The notice also allowed PHAs to immediately implement any of the select waivers at their own discretion, without the standard HUD review and approval process that is typically required when PHAs request regulatory waivers.2 PHAs were not required to implement waivers, and most waivers offered as part of the CARES Act expired by December

31, 2021.

The table below provides a list of all waivers included as part of the CARES Act, divided into eight categories: Public Housing and Housing Choice Vouchers (for PHAs with both public housing and HCV programs), Housing Quality Standards (HQS), Housing Choice Vouchers (for

PHAs with only a HCV program), Public Housing (for programs with only a public housing program), Uniform Financial Reporting Standard (UFRS), Other Waivers and Administrative

Relief, Moderate Rehabilitation, and Mainstream Vouchers.

PIH COVID Waivers by Category3

Public Housing & Housing Choice Vouchers (PH and HCV 1-9)

PH & HCV-1: PHA 5-Year and Annual Plan Submission Dates: Significant Amendment Requirements

PH & HCV-2: Family Income and Composition: Delayed Annual Examinations

PH & HCV-3: Family Income and Composition: Annual Examination; Income

Verification Requirements Examinations

PH & HCV-4: Family Income and Composition: Interim Examinations

PH & HCV-5: Enterprise Income Verification (EIV) Monitoring

PH & HCV-6: Family Self-Sufficiency (FSS) Contract of Participation: Contract Extension

PH & HCV-7: Waiting List: Opening and Closing; Public Notice

PH & HCV-8: Eligibility Determination: Income Verification

PH & HCV-9: Eligibility Determination: Social Security Number and Citizenship Verification

Housing Quality Standards (HQS 1-11)

HQS-1: Initial Inspection Requirements

HQS-2: Project-Based Voucher (PBV) Pre-HAP Contract Inspections: PHA

Acceptance of Completed Units

HQS-3: Initial Inspection: Non-Life-Threatening Deficiencies (NLT) Option

1 HUD PIH CARES Act Waiver notices: PIH 2020-05, PIH 2020-13, PIH 2020-33, and PIH 2021-14.

2 Per 24 CFR 5.110, HUD is authorized to grant regulatory waivers to PHAs at any time (including before and after the authorization of the CARES Act). HUD cannot grant statutory waivers to PHAs, unless authorized by Congress (such as the authorization given to HUD as part of the CARES Act).

3 This table was featured in HUD’s CAWRT Instructions guidance, on pages 1-3. The corresponding statutory and regulatory authority for each of the waivers listed in this table, and a summary of requirements and the availability period, can be found in Attachment I, of Notice PIH 2021-14.

https://www.hud.gov/sites/dfiles/OCHCO/documents/2020-05pihn.pdf https://www.hud.gov/sites/dfiles/OCHCO/documents/2020-13pihn.pdf https://www.hud.gov/sites/dfiles/PIH/documents/PIH2020-33.pdf https://www.hud.gov/sites/dfiles/PIH/documents/PIH2021-14.pdf https://www.hud.gov/sites/dfiles/PIH/documents/CWRTInstructions.pdf https://www.hud.gov/sites/dfiles/PIH/documents/PIH2021-14.pdf

HQS-4: HQS Initial Inspection Requirement: Alternative Inspection Option

HQS-5: HQS Inspection Requirement: Biennial Inspections

HQS-6: HQS Interim Inspections

HQS-7: PBV Turnover Unit Inspections

HQS-8: PBV HAP Contract: HQS Inspections to Add or Substitute Units

HQS-9: HQS Quality Control Inspections

HQS-10: Housing Quality Standards: Space and Security

HQS-11: Homeownership Option: Initial HQS Inspection

Housing Choice Vouchers (HCV 1-15)

HCV-1: Administrative Plan

HCV-2: Information When Family is Selected: PHA Oral Briefing

HCV-3: Term of Voucher: Extensions of Term

HCV-4: PHA Approval of Assisted Tenancy: When HAP Contract is Executed

HCV-5: Absence from Unit

HCV-6: Automatic Termination of HAP Contract

HCV-7: Increase in Payment Standard During HAP Contract Term

HCV-8: Utility Allowance Schedule: Required Review and Revision

HCV-9: Homeownership Option: Homeownership Counseling

HCV-10: Family Unification Program (FUP): FUP Youth Age Eligibility to Enter HAP Contract

HCV-11: Family Unification Program (FUP): Length of Assistance for Youth

HCV-12: Family Unification Program (FUP): Timeframe for Referral

HCV-13: Homeownership: Maximum Term of Assistance

HCV-14: Mandatory Removal of Unit from PBV HAP Contract

HCV-15: Project-Based Voucher (PBV) and Enhanced Voucher (EV) Provisions on Under-Occupied Units

Public Housing (PH 1-4 & 6-14)

PH-1: Fiscal Closeout of Capital Grant Funds

PH-2: Total Development Costs

PH-3: Cost and Other Limitations: Types of Labor

PH-4: ACOP: Adoption of Tenant Selection Policies

PH-6: Energy Audits

PH-7: Over-Income Families

PH-8: Resident Council Elections

PH-9: Review and Revision of Utility Allowances

PH-0: Tenant Notifications for Changes to Project Rules and Regulations

PH-1: Designated Housing Plan Renewals

PH-2: Public Housing Agency Annual Self-Inspections

PH-3: Over-Income Limit: Termination Requirement

PH-4: Annual Choice of Rent

Uniform Financial Reporting Standard (UFRS)

11c: Uniform Financial Reporting Standards: Filing of Financial Reports;

Reporting Compliance Dates

Other Waivers and Administrative Relief

12a: PHA Reporting Requirements on HUD Form 50058

Moderate Rehabilitation (MR 0-6) MR-1: Family Income and Composition: Delayed Annual Examinations MR-0: Family Income and Composition: Annual examination; Income

Verification Requirements MR-3: Family Income and Composition: Interim Examinations

MR-4: Enterprise Income Verification (EIV) Monitoring

MR-5: PHA Inspection Requirement: Annual Inspections

MR-6: Adjustment of Utility Allowance

PHA Reporting Requirements for Mod Rehab on HUD Form 50058

Mainstream Vouchers (MS 1-3) MS-1: Mainstream Initial Lease Term

MS-2: Mainstream Criminal Background Screening

MS-3: Mainstream Age Eligibility to Enter HAP Contract Statutory Authority

CAWRT Survey Data

On December 6, 2021, PIH issued a notice requesting all PHAs to complete an online survey within the CARES Act Waiver Reporting Tool (CAWRT). The purpose of this tool was to collect and report data to understand trends and characteristics about how PHAs chose to implement the waivers (or chose not to implement the waivers), including the size, region, and types of programs offered by the PHA to include Public Housing and the Housing Choice

Voucher (HCV) programs. Data reported by the PHA can be publicly accessed on an online dashboard. The online dashboard allows users to filter the data by network (PHA region), HUD field office, state, program type, size, and whether the PHA is a HUD designated Moving to

Work (MTW) site. CAWRT data is limited to waivers offered by the CARES Act and does not collect survey data on the expedited regulatory waivers that were offered to PHAs after the expiration of waivers offered by the CARES Act, as described in the next section below.

https://www.hud.gov/sites/dfiles/OCHCO/documents/2021-33pihn.pdf https://forms.office.com/pages/responsepage.aspx?id=xSRVYekizUuokxGApT_Hslk7p_g9RZZJlie_yNAaTudUM1BXNUpEUzhZWFhTTEVNQVQ2WlgxWVFPSyQlQCN0PWcu https://www.hud.gov/program_offices/public_indian_housing/covid_19_resources/cawrt_data_dashboard https://www.hud.gov/program_offices/public_indian_housing/covid_19_resources/cawrt_data_dashboard https://www.hud.gov/mtw https://www.hud.gov/mtw

Expedited Regulatory Waivers

On December 9, 2021, HUD published Notice PIH 2021-34 to announce the expedited regulatory (ER) waivers for PHAs. This notice included a list of five ER waivers that offered similar flexibilities for PHAs as the waivers offered as part of the CARES Act. These five ER waivers included two waivers allowing for adjustments to payment standards, a waived Section 8

Management Assessment Program (SEMAP) application, extensions to an initial voucher term, and an extension of homeownership assistance. The key difference for the ER waivers was that

HUD required an expedited justification and approval from HUD (there was no review or approval process for the waivers offered by the CARES Act). As part of their justification, PHAs were required to include a good cause to describe the need for the ER waivers, such as increased vacancy, insufficient staffing, or other limitations related to the pandemic. Despite the required review and approval process, the ER waivers still offered a unique advantage for PHAs, as the expedited review and approval process was significantly faster than the standard HUD review process typically required for regulatory waivers that were offered before the waivers authorized by the CARES Act. PHAs were originally required to submit their request for the ER waivers by

March 1, 2022, but this date was later extended to April 1, 2022, a few months after the expiration of the waivers offered by the CARES Act.

1.2 Research Design and Methodological Considerations

This study will use a mixed methods design to analyze existing survey and administrative data while contextualizing and expanding the analysis with qualitative interviews with PHAs. A literature and document review will further supplement the data to understand the background, authorization, and implementation process of the PHA waivers authorized by the CARES Act.

Collection and analysis of this data will address four key topic areas for this study. First, this study will address implementation, to understand how the waivers were authorized and the process for utilizing the waivers across PHAs and assisted households. Second, this study will address outcomes, to understand the successes, challenges, and changes resulting from the waivers. Third, this study will address trends and characteristics, to identify the types of waivers that were utilized (or not utilized) by PHAs and describe what these PHAs looked like. Lastly, this study will explore future policy and program implications, to understand how the discontinuance of waivers offered by the CARES Act may impact PHAs and assisted households, and options for HUD to continue similar flexibilities offered by the CARES Act.

Research Questions

Research questions for this study are divided within the four key topics for this study as identified above:

https://www.hud.gov/sites/dfiles/OCHCO/documents/2021-34pihn.pdf

Implementation Outcomes

• What preexisting programs or initiatives led to or influenced the authorization and implementation of

PHA waivers offered by the CARES

Act?

• Prior to the CARES Act, what kind of waivers and flexibilities were available to PHAs?

• What was the process for implementing and utilizing the waivers offered by the CARES Act?

• What HUD guidance and support was available for PHAs for implementing waivers offered by the CARES Act, and how was the guidance and support provided?

• How did the authorization of the

CARES Act change how PHAs implemented waivers?

• How did PHAs and HUD track the implementation of waivers?

• Based on available evidence, how (if at all) did waivers authorized by the

CARES Act benefit assisted households?

• Based on available evidence, how (if at all) did the waivers authorized by the CARES Act negatively affect assisted households?

• How did waivers authorized by the

CARES Act affect service delivery models and general PHA operations?

o How did these waivers affect quality of services and operations?

o How did these waivers affect

PHA workload?

• How did waivers offered by the

CARES Act change PHA reporting of administrative data? How did related changes (if any) affect program and performance monitoring?

• How did additional PHA funding offered by the CARES Act (such as increased operating subsidies for

Public Housing and increased administrative fees for Housing

Choice Vouchers) affect how PHA adopted or implemented waivers?

• How did the expiration of waivers authorized by the CARES Act affect

PHAs and assisted households?

• How did the removal of HUD’s review and approval process for waivers authorized by the CARES

Act affect PHAs? What were the related challenges and benefits?

• How did HUD efforts to continue some of the flexibilities offered by the

CARES Act, such as the expedited regulatory waivers, affect PHAs and assistance households?

Trends and Characteristics Policy and Program Implications

• Which waivers offered by the

CARES Act were the least and most adopted and why did PHAs tend to utilize some of these waivers more than others?

• What are the characteristics of PHAs that utilized waivers offered by the

CARES Act and those that did not utilize these waivers?

• How did MTW PHAs utilize waivers compared to non-MTW PHAs?

• Why did some PHAs decline the utilization of all waivers offered by the CARES Act, and what were the characteristics of these PHAs?

• Which waivers would PHAs like to consider continuing through regulatory and statutory changes?

o What are the reasons for wanting to continue waivers? How would continuing the waivers benefit

PHA operations or assisted households? How would not continuing the waivers harm PHA operations or assisted households?

o What modifications (if any) would PHAs want to make to the waivers offered by the CARES

Act if continued?

o Are there any waivers PHAs would not want to be continued through, regulatory and statutory changes? If so, which and why?

• How can HUD improve PHA flexibilities (such as waivers offered by the CARES Act) that do not require new legislation or

Congressional authorization?

• How can HUD improve regulatory waivers offered to PHAs? Are expedited regulatory waivers a good continuation or alternative to the waivers offered by the CARES Act?

Study Components and Data Sources

The evaluation will address the above topics and corresponding research questions through the following study components:

• An implementation study to explore what influenced and led to the authorization of PHA waivers offered by the Cares Act, and how HUD, PHAs, and stakeholders implemented the waivers.

• An outcomes study to examine the outcomes, trends, and characteristics of the PHA waivers offered by the Cares Act and explore policy and program implications beyond the expiration of the waivers.

Both the implementation and outcomes study components will use a mix-methods design to supplement analysis from quantitative survey and PHA administrative data with qualitative interviews with PHAs. The implementation component includes a literature and document review of information related to the background, authorization, and implementation of the waivers to supplement the data from surveys, PHA administrative data sources, and qualitative interviews.

The four key sources of data for this evaluation, the purpose, and methods for collecting and/or analyzing the data are described as follows:

• CAWRT Data: Existing survey data accessed through the PIH CAWRT online dashboard will allow researchers to quantify the utilization of each type of waiver offered by the CARES Act along with the corresponding PHA names, size, location, program type, and other related categories. Survey data will also help guide the interview sample and selection process and the drafting of interview guides. The response rate from PHAs for this survey is around 80%.

• HUD Administrative Data: The evaluation will consider whether any of HUD’s administrative data might be analyzed to measure the impact of select waivers on PHAs and assisted households. PIC data and other HUD administrative data sources may help address how waivers offered by the CARES Act affected the quality of PHA services and general operations. This includes (but is not limited to) potential delays in annual reexaminations, pass or fail rates of Housing Quality Standards (HQS) inspections, and

PHA reporting rates of administrative data.

• Interviews: Qualitative, semi-structured interviews will include representatives from

PHAs and stakeholders to gather an in-depth understanding of how the implementation of

CARES Act waivers impacted PHAs and assisted households, and to gain context from the reported CAWRT data. Depending on feasibility and funding limitations, interviews and/or focus group respondents may include persons involved or impacted by the PHA waivers, to include representatives from Resident Advisory Boards, landlords, property managers, HUD program staff, etc. A diverse, stratified purposeful sample of 100 PHA sites that submitted CAWRT survey data will be selected for this study. The selection criteria will include PHAs from a variety of geographic regions (categorized as

“networks” in the CAWRT dashboard), a diverse range of PHA sizes, and classification of PHAs by program type (such as PHAs that offer both public housing and housing choice vouchers, PHAs with only housing choice vouchers, or PHAs with only public housing) will be selected as categorized by the data from the CAWRT online dashboard.

CAWRT data will also be used to develop the interview guides.

• Document and Literature Review: The research team will review and summarize information from HUD program documents, reports, and other documents that provide insight into the background, authorization, and implementation of PHA waivers.

Information collected from the document and literature review will also help supplement the data collected from the qualitative interviews.

1.4 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: complying with the requirements of the Paperwork Reduction Act and the Privacy

Act for all data collection, where applicable, producing written reports that comport with

HUD/PD&R’s Guidelines on Preparing a Report for Publication4, and conducting research that supports the core principles and practices outlined in HUD’s Program Evaluation Policy

Statement5.

1.5 Description of Services

This study will document the implementation and outcomes of the CARES Act waivers through a mixed methods data collection approach to provide an understanding of the implementation and impact of PHA waivers authorized by the CARES Act. The Contractor selected to carry out this evaluation must have expertise and experience in the design of in-depth telephone interviews; linking and analyzing administrative records; familiarity with HUD’s PHA programs and analyzing PHA administrative data resources; ability to analyze survey data, and excellent oral and written communication skills. Detailed descriptions of specific tasks are provided in

Section 5- Specific Tasks and Deliverables.

4 HUD/PD&R’s Guidelines on Preparing a Report for Publication can be found here:

https://www.huduser.gov/portal/About/style-guide-for-reports.pdf 5 https://www.federalregister.gov/documents/2016/12/06/2016-29215/hud-program-evaluation-policy-policy-statement https://www.huduser.gov/portal/About/style-guide-for-reports.pdf https://www.federalregister.gov/documents/2016/12/06/2016-29215/hud-program-evaluation-policy-policy-statement https://www.federalregister.gov/documents/2016/12/06/2016-29215/hud-program-evaluation-policy-policy-statement

1.6 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.

1.7 Period of Performance

The period of performance shall be for 24 months.

1.8 Place of Performance

The services to be performed under this contract shall be performed at the Contractor's facilities.

1.9 Hours of Operation

N/A

1.10 Special Qualifications

N/A

1.11 Post Award/Kickoff Conference

The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Government intends to convene a Post Award Conference with the Contractor within ten business days after contract award. The Contracting Officer will notify the Contractor of the specific date, time, and will discuss or provide feedback on priority items for the agenda within five business days after contract award. The contractor shall develop materials for and host the post award/kickoff conference.

1.12 Status Meetings

The Contracting Officer, Contracting Officers Representative (COR) and other Government personnel, as appropriate may meet periodically with the Contractor to also review Contractor performance, requirement status, etc. At these meetings, the Contracting Officer will apprise the

Contractor of how the Government views the Contractor's performance or progress of the requirement. The Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. Post Award Conference and subsequent meetings may be held via teleconference.

1.13 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.

1.14 Transition In

N/A

1.15 Transition Out

N/A

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 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 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

ARP- American Rescue Plan Act of 2021

CFR - Code of Federal Regulations

CIO or OCIO - Office of the Chief Information Officer of HUD

CO - Contracting Officer

CoC- Continuum of Care

COR - Contracting Officer's Representative

CPO - Office of the Chief Procurement Officer of HUD

EHV- Emergency Housing Voucher

EST - Eastern Standard Time (U.S.)

FDS - Financial Data Schedule

HCV - Housing Choice Voucher

HMIS - Homeless Management Information System

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

HUDAR - HUD Acquisition Regulation

IMS/PIC - Inventory Management System/Public and Indian Housing Information Center

IT - Information Technology

MOU - Memorandum of Understanding

MWP- Management & Work Plan

OCPO - Office of the Chief Procurement Officer

OMB - Office of Management and Budget

PD&R - Office of Policy Development & Research

PHA - Public Housing Agency

PIH- Office of Public and Indian Housing

PII- Personally Identifying Information

POC - Point of Contact

PRA - Paperwork Reduction Act

PWS - Performance Work Statement

QA - Quality Assurance

QASP - Quality Assurance Surveillance Plan

QCP - Quality Control Plan

RD/DCAP- Research Design, Data Collection & Analysis

SF - Standard Form

TA - Technical Assistance

TBD - To be determined

U.S.C - United States Code

VMS- Voucher Management System

3 Government-Furnished Property and Services

The Contractor shall ensure accurate control and accountability of all Government-Furnished

Property in accordance with the terms and conditions of this contract. The Government will furnish, at no cost to the Contractor, the GFP shown below.

3.1 Government Services

The Government will make every effort to provide the Contractor with timely access to any administrative data or reports that are possessed by HUD and might be required throughout the course of the evaluation.

3.2 Facilities

No government facilities will be provided during the contract period of performance.

3.3 Equipment

No government equipment will be supplied during the contract period of performance.

3.4 Materials

No Government materials will be provided during the contract period of performance.

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, 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 all facilities required to perform the duties of this contract.

4.2 Equipment

The contractor shall furnish all equipment required to perform the duties of this contract.

4.3 Material

The contractor shall furnish all materials required to perform the duties of this contract.

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, original data collected, and reports generated under this contract are the property of the U.S. Government. These files/results must be surrendered to the COR.

4.5 Contractor Personnel

The Contractor shall provide a Contract/Project Manager who shall be responsible for the performance of work. An alternate shall also be designated to act in the absence of the

Contract/Project Manager. These Contractor personnel (main point of contact and alternate point of contact) are considered Key Personnel by the Government and shall be listed as such in accordance with HUDAR 2452.237-70, "Key Personnel. The Contract/Project Manager and alternate shall have full authority to act on all contact matters relating to daily operations of this contract. Accordingly, at a minimum, the points of contact shall have the technical knowledge of the requirement and be in the position to actually receive assignment, guidance, and direction from the COR, PM and CO per HUDAR 2452.237-73, "Conduct of Work and Technical

Guidance" and shall be allocated enough hours to the requirement to ensure successful performance. These points of contact shall each be an employee of the Contractor. An employee of a subcontractor is not acceptable for either of these positions. The Contract/Project

Manager or alternate shall be available between the hours of 8:00am to 4:30pm Monday through

Friday EST, except Federal Holidays or when the Government facility is closed for administrative reasons.

All contractor personnel for this contract are provided in the chart below:

Title Description Qualifications

Associate/Scienti st

Incumbent may have one of a variety of titles including President, Vice President, Managing Director, or Principal Investigator.

Strategic leader directing contract efforts and managing client relationships.

Education and experience result in status as an industry expert. Serve as the senior client contact. Broadly oversee the planning, design and implementation of project protocols and procedures through strategy development, problem solving and oversight. Contributes through direct involvement or collaboration with project staff the efforts to translate client project requirements needs and/or objectives into specific deliverables in a timely and cost efficient manner. Responsible for providing input and review on the technical approach on challenging or unique projects.

Demonstrated capability to present and speak at client and professional meetings.

A combination of education and experience that would allow the individual to provide strategic vision and make tangible, valuable technical contributions to the project effort.

This would include a PhD or a Masters degree in a related discipline (Engineering, Architecture, Urban Planning, Sociology, Economics, or other social science discipline) plus a minimum of 15+ years of related experience or PhD plus a minimum of 10-15 years related experience or equivalent. In the event the individual’s education is not directly related, the experience should result in the development of the essential technical skills to manage and contribute to projects.

Highest level of proven technical expertise and sought out as an expert within and outside the company. Demonstrated supervisory and management experience required.

Subject Matter Expert

Incumbent may have one of a variety of titles within a leadership or senior role, including Senior Subject Matter Expert, Senior Technical Analyst, President, Vice President, Managing Director, or Principal Investigator. Incumbent has extensive technical experience and skills related to public housing policies, programs, and research. Strategic leader directing contract efforts and managing client relationships.

Education and experience result in status as an industry expert. Serve as the senior client contact. Broadly oversee the planning, design and implementation of project protocols and procedures through strategy development, problem solving and oversight. Contributes through direct involvement or collaboration with project staff the efforts to translate client project requirements needs and/or objectives into specific deliverables in a timely and cost efficient manner. Responsible for providing input and review on the technical approach on challenging or unique projects.

Demonstrated capability to present and speak at client and professional meetings.

A combination of education and experience that would allow the individual to provide strategic vision and make tangible, valuable technical contributions to the project effort.

This would include a PhD or a Masters degree in a related discipline (Engineering, Architecture, Urban Planning, Sociology, Economics, or other social science discipline) plus a minimum of 15+ years of related experience or PhD plus a minimum of 10-15 years related experience or equivalent. In the event the individual’s education is not directly related, the experience should result in the development of the essential technical skills to manage and contribute to projects.

Highest level of proven technical expertise and sought out as an expert within and outside the company. Demonstrated supervisory and management experience required.

Senior Research Associate/Projec t Manager

Incumbent may have one of many position titles which might include Manager, Project Director or similar titles. Leads and coordinates complex components of large projects or series of smaller projects with responsibility for the application of research methods and techniques appropriate to the particular project. Lead and manage technical and support staff to provide technical, procedural and programmatic guidance to ensure a consistent, rigorous and quality product. Serves as the ongoing client contact for project work and ensures project guidance and client input are reflected in the project deliverables.

Provides briefings on project status and technical issues upon request.

A combination of education and experience that would allow the individual to provide strategic vision and make tangible, valuable technical contributions to the project effort.

This would include a Masters in a related discipline (Engineering, Architecture, Urban Planning, Sociology, Economics, or other social science disciplines) plus 7-10 years of related experience or PhD plus a minimum of 4-6 years related experience or equivalent. May possess registration as an engineer, architect or some other similar level of accreditation. Must have proven relevant technical expertise and in client relationship management. Demonstrated skills in writing technical materials are also required. In the event the individual’s education is not directly related, the experience should result in the development of the essential technical skill sets to manage and contribute to projects.

Senior Analyst Incumbent may have one of many position titles which might include Senior Engineer, Architect, Planner, Analyst, or Researcher.

Lead project teams and perform a variety of research tasks including design, collection, analysis and report writing. May independently visit field or remote sites for information collection. Review collected data and analyses using standard practices and techniques in the field(s) of specialization. Devise methods and lead the design computer modeling, stimulation or simple to moderately complex forecasting using standard software packages. Apply quantitative and/or qualitative analysis techniques and methods. Independently, work on assignments that are complex under indirect supervision with latitude for independent action and decision-making.

May provide training and technical supervision to less experienced staff.

A combination of education and experience that would allow the individual to provide strategic vision and make tangible, valuable technical contributions to the project effort.

This would include an undergraduate degree in a related discipline (Engineering, Architecture, Urban Planning, Sociology, Economics, other social science disciplines, or Statistics) plus 6-8 years of related experience, a Masters plus 4-6 years of related experience or PhD plus a minimum of 2-3 years related experience or equivalent. May possess registration as an engineer, architect or some other similar level of accreditation. Must have proven relevant technical expertise and in client relationship management. Demonstrated skills in writing technical materials are also required. Demonstrated capabilities in managing project tasks and budgets. In the event the individual’s education is not directly related, their experience should be such that they are able to demonstrate the development of the essential technical skill sets to contribute to projects.

Analyst Incumbent may have one of many positions which may include data analyst, consultatnt or associate. Independently performs a variety of project tasks in such areas as data collection, analysis, technical assistance, or project management. May provide training

BA/BS, typically has a undergraduate degree with 3 years of experience.

and technical supervision to less senior or less experienced staff. May use standard software packages and apply specialized quantitative and/or qualitative analysis techniques and methods. Work on assignments that are moderately complex with minimal direct supervision.

Research Associate/Analys t

Incumbent may have one of many position titles which might include junior researcher, analyst, junior associate, or research assistant. Assists in a variety of project tasks such as data collection, analysis, technical assistance, or project management. Work on assignments under supervision but with some degree of independence, implementing standard policies and procedures. May use standard software packages and apply specialized quantitative and/or qualitative analysis techniques and methods. May visit field or remote sites for information collection.

Writes portions of project reports in an accurate, clear and understandable manner.

BA/BS, typically has a undergraduate degree in a relevant subject area.

Administrative Staff

Assists other project staff in a variety of research and analysis tasks by collecting, compiling and checking data using standard practices and techniques. Under close supervision, may perform computer modeling, simulation or simple forecasting using standard software packages. Performs data input and logistical support for project teams. Might work with subcontractors or service bureaus to coordinate the physical production or media or other project materials. Manages contract subcontract budgets and maintains records on project costs and status.

Experience and skills may have been obtained a number of ways. Skills may be developed through job training, short courses, or more formal training. More specialized support positions may appropriately have additional training that is relevant to the position.

4.6 Identification of Contractor Employees

While in the HUD building, all Contractor/subcontractor personnel shall wear company picture identification badges as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone, or via electronic mail, Contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Electronic mail signature blocks shall identify their company affiliation.

4.7 Quality Control

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

4.7.1 Quality Control Plan

The Contractor shall develop, maintain, enforce, and document a Quality Control Plan

(QCP). The QCP shall ensure the Government receives the level of quality that is consistent with the requirements specified in this contract. The QCP shall be sufficiently detailed to provide the Contractor's methodology for identifying and recruiting qualified personnel. The

QCP shall also provide the Contractor's methodology for resolving problems identified by the

Government during reviews conducted in accordance with its Quality Assurance Surveillance

Plan (QASP). The QCP shall also provide the Contractor's methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system. The QCP shall demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the Government's QASP. The QCP shall address Quality

Management Approach, Quality Assurance, Quality Control and Quality Standards. The QCP shall be attached and submitted as an appendix to the Management Work Plan.

5 Specific Tasks

5.1 Project Management

5.1.1 Opening Meeting

Within one week of Task Order award, the Project Director and other project staff, as appropriate, shall meet with the Contracting Officers Representative (COR) and other relevant HUD staff to review the Performance Work Statement (PWS) and establish a common understanding about the PWS objectives. Meeting invitees will include, at a minimum, staff from HUD’s Office of Policy Development and Research (PD&R), and

HUD’s Office of Public and Indian Housing (PIH). Among the topics for this meeting will be: HUD’s goals and expectation for the work; a review of each task encompassed under the PWS and a discussion of any challenges that might be faced during the completion of each; review of project schedule; and administrative details related to invoicing, monthly progress reports, and ongoing communications. The Project Director and the COR shall collaborate to develop the agenda for the Opening Meeting.