Adminestering_Organization_BODY.doc

Administering Organization

86615619R00016

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

The solicitation number is 86543F19R00011 and the solicitation is issued as a Request for Proposals (RFP).

This requirement is full and open. The associated North American Industrial Classification System (NAICS) code for this procurement is 541611 “Administrative Management and General Management Consulting Services.”

SECTION I – CONTRACT TYPE

DESCRIPTION:

The Department of Housing and Urban Development (HUD) is seeking a Contractor to administer a consensus standards development process – a process by which additions, revisions, and interpretations to the Federal MHCSS and enforcement regulations shall be developed and recommended to the Secretary of HUD by the MHCC. The Contractor will provide administrative and technical support to HUD and to the MHCC to fulfill the tasks, duties and responsibilities identified in the Manufactured Housing Improvement Act of 2000, HUD regulations and this PWS.

These include administration of the consensus committee process, providing administrative and technical resources to support the consensus committee in its efforts to provide periodic recommendations on the Federal manufactured construction and safety standards, the installation regulations, and the Manufactured Home procedural and enforcement regulations CONTRACT TYPE: This is a Firm Fixed Price contract.

PERIOD OF PERFORMANCE: The anticipated period of performance is a One (1) year base period and Four (4) – One (1) year option periods.

SECTION II – SUPPLIES/SERVICES and PRICE/COSTS As total compensation for all services performed in accordance with the terms, conditions, and specifications stated herein, the Contractor shall be paid according to the awarded Price Schedule as reflected in the Contract.

In Attachment 1, the Government requires the Contractor to price out the base and all options. (See Attachment 1).

SECTION III - PERFORMANCE WORK STATEMENT (PWS)

Vision Statement

The vision of the Administering Organization (AO) services is to provide administrative support to the Manufactured Housing Consensus Committee (MHCC) which is a 21-member Federal Advisory Committee appointed by HUDs Secretary to provide periodic recommendations to the Secretary to adopt, revise, and interpret the Federal Manufactured Home Construction and Safety Standards and Procedural and Enforcement Regulations.

1 General Information

The National Manufactured Housing Construction and Safety Standards Act of 1974 (the Act), implemented in June 1976, established the framework for HUD’s development and implementation of the federally preemptive manufactured housing construction program. The Act, as amended by the Manufactured Housing Improvement Act of 2000 sets forth authority for HUD to:

· develop and enforce federal manufactured housing construction and safety standards,

· establish a Manufactured Housing Consensus Committee to make recommendations on new or revised construction and safety standards through an administering organization,

· establish a dispute resolution program, administered through contracted assistance; and

· mandates implementation of an installation program administered by qualifying state agencies or by HUD.

HUD’s role has become increasingly important in assuring that the quality of the home is maintained and that consumer complaint handling by manufacturers service meet regulatory requirements. This role has also been broadened by trends to apply innovation to factory-built housing, employing more creative designs and utilizing new products. This serves to enhance HUD’s role and responsibilities and that of HUD’s contractors, agents, and regulatory partners as they are continuously called upon to respond to questions and concerns regarding designs and construction methods evaluated in accordance with the performance-based Standards.

The U.S. Department of Housing and Urban Development (HUD), Office of Manufactured Housing Programs (OMHP), requires the services of an Administering Organization (AO) – a recognized, voluntary, private sector, consensus standards body with specific experience in developing model residential building codes and standards involving all disciplines regarding construction and safety.

1.1 Introduction

The Department, with assistance through the AO, is responsible for overseeing and providing support to the MHCC. The MHCC is responsible for providing periodic recommendations to the Secretary to adopt, revise, and interpret the Federal Manufactured Home Construction and Safety Standards and procedural and enforcement regulations.

See 24 Code of Federal Regulations (CFR) CFR Part 3280 for the Manufactured Home Construction and Safety Standards and Part 3282, Manufactured Home Procedural and Enforcement Regulations (the Regulations) for the regulations governing the program requirements and for details of each entity’s regulatory responsibilities.

1.2 Background

Through HUD’s manufactured housing program, unsubsidized affordable housing is available for many families who might otherwise not be able to afford home ownership. Approximately eight (8) million manufactured homes have been built under HUD’s Manufactured Housing Construction and Safety Standards since 1976. About 50 companies produce manufactured housing in 132 plants (production lines) with current production of about 150,000 floors per federal fiscal year.

HUD administers the manufactured housing program, supported by cooperative agreements with State Administrative Agencies (SAA) and various contractors to include the AO. The National Manufactured Housing Construction and Safety Standards Act of 1974 authorizes that states may elect to seek approval to administer the enforcement of the Manufactured Housing Construction and Safety Standards (MHCSS) pursuant to a HUD-approved plan and an agreement. Thirty-three (33) SAAs are currently approved. HUD Headquarters office administers the MHCSS in all other states in addition to providing oversight of the approved state programs. In addition to SAAs and HUD’s contractors there are currently six (6) DAPIAs and twelve (12) IPIAs, both public and private, approved by HUD to conduct design review and in-plant surveillance, respectively.

The Manufactured Home Improvement Act of 2000 (MHIA) amendment to the MHCSS established the MHCC. The MHIA provides that:

“There is established a committee to be known as the "consensus committee", which shall, in accordance with this chapter – provide periodic recommendations to the Secretary (of HUD) to adopt, revise, and interpret the Federal manufactured housing construction and safety standards and the manufactured procedural and enforcement regulations, including regulations specifying permissible scope and conduct of monitoring.”

The MHCC is subject to several policy and operational requirements imposed by the MHIA. MHCC operates by a consensus standards development process, which means “…the process by which additions, revisions, and interpretations to the Federal manufactured home construction and safety standards and enforcement regulations shall be developed and recommended to the Secretary (of HUD) by the MHCC.”

MHIA declares the committee to be “…an advisory committee not composed of Federal employees.” This provision, in addition to an analysis of MHCC in the context of FACA, clearly identifies it as a Federal Advisory Committee, subject to FACA, as well as the requirements of MHIA. The successful Contractor will assist HUD and the MHCC to conduct business in compliance with FACA.

MHCC membership is composed of twenty-one (21) voting members appointed by the Secretary (of HUD), after consideration of the recommendations of the AO, from among individuals who are qualified by background and experience to participate in the work of the MHCC; and one non-voting member appointed by the Secretary (of HUD) to represent the Secretary on the MHCC.

Membership is equitably distributed among the following interest categories:

PRODUCERS - Seven (7) producers or retailers of manufactured housing;

USERS - Seven (7) persons representing consumer interest, such as consumer organizations, recognized consumer leaders, and owners who are residents of manufactured homes; and, GENERAL INTEREST AND PUBLIC OFFICIALS - Seven (7) general interest and public official members.

Recruitment and appointment of MHCC members is subject to MHIA specified criteria and procedures for consensus committees, promulgated by the American National Standards Institute (ANSI).

1.3 Constraints

In performance of the requirements set forth in this PWS, the Contractor shall adhere to the rules, regulations, laws, standards, and conventions identified by HUD, as well as, within the Federal Government. Constraints include the following:

· The National Manufactured Housing Construction and Safety Standards Act of 1974 (the Act), implemented in June 1976, and the Manufactured Housing Improvement Act of 2000 (MHIA), 42 U.S.C. 5403 Chapter 70;

· 24 CFR 3280, Manufactured Housing Construction and Safety Standards (the Standards), which is a nationally preemptive set of standards for the design and construction of these homes (commonly known in this industry as the HUD Code); and

· 24 CFR 3282, Manufactured Home Procedural and Enforcement Regulations (the Regulations), which generally govern the enforcement of the HUD Code.

Federal Advisory Committee Act (FACA) which is a Federal law that governs the establishment and operation of advisory committees.

1.4 Description of Services

HUD is seeking a Contractor to administer a consensus standards development process – a process by which additions, revisions, and interpretations to the Federal MHCSS and enforcement regulations shall be developed and recommended to the Secretary of HUD by the MHCC. The Contractor will provide administrative and technical support to HUD and to the MHCC to fulfill the tasks, duties and responsibilities identified in the Manufactured Housing Improvement Act of 2000, HUD regulations and this PWS. These include administration of the consensus committee process, providing administrative and technical resources to support the consensus committee which includes the complete development of proposed rules in its efforts to provide periodic recommendations on the Federal manufactured construction and safety standards, the installation regulations, and the Manufactured Home procedural and enforcement regulations.

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 Contractor shall be the sole responsibility of the Government.

1.6 Period of Performance

The Period of Performance shall be for one Base Period of 12 months and four 12-month Option Periods.

1.7 Place of Performance

All services shall be performed at the Contractors facility. Annual meetings with the MHCC will take place within the Washington D.C area or a location designated by HUD.

1.8 Hours of Operation

The Contractor is responsible for providing services between the hours of 8:00 am and 5:00 pm EST, 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. Weekly hours shall not exceed a forty (40) hour work week and a typical work day will be 8 hours each day Monday through Friday. The Government reserves the right to change hours of operation or restrict Contractor access. Work outside of these daily hours is prohibited without Contracting Officer approval. Government agencies will not be available during scheduled holidays, inclement weather, weekends, and after duty hours.

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

1.9 Special Qualifications

The Contractor shall operate in conformance with the procedures established by the American National Standards Institute (ANSI) for the development and coordination of the American National Standards in the performance of this requirement. This requires the Contractor to obtain accreditation as a Standards Developer from the ANSI and maintain accreditation during the performance of this contract.

1.10 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, location, and agenda within five business days after contract award.

1.11 Status Meetings

The Contracting Officer, Contracting Officer Representative (COR), and other Government personnel, as appropriate may meet periodically with the Contractor to also review Contractor performance, requirement status, 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.

1.12 Contractor Travel

Prior to travel, the Contractor shall coordinate with and receive Government authorization from the SCOR 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.

1.13 Transition In

The Contractor shall, upon the Contracting Officer's written notice, furnish Transition-In services as required. As a successor, the Contractor shall have sufficient personnel on board during the 60-day Transition-In period to ensure a smooth transition with the incumbent Contractor. The Contractor shall provide an orderly transition of work acceptance and accomplishment such that any impact to the program is minimized. During the Transition-In period, the Contractor shall become familiar with the requirements in order to commence full performance of services by the end of the contract Transition-In period. Transition-In is not required if the successor Contractor is the incumbent Contractor.

1.14 Transition Out

To minimize any decrease in productivity and to prevent possible negative impacts on additional services, the Contractor shall have sufficient personnel on board during the 60-day Transition-Out period. The incumbent Contractor shall ensure a smooth transition with the successor Contractor during the Transition-Out period, prior to completion of contractual performance. The incumbent Contractor shall aid the successor in the development of plans, procedures, and methods for the assumption of all on going work. The Contractor shall provide an orderly transition of work acceptance and accomplishment, such that full control by the successor Contractor is achieved by the end of the “New Contract Transition-In period.”

2 Definitions and Acronyms

2.1 Definitions

Administering Organization (AO) A recognized volunteer, private sector, consensus standards body with specific experience in developing model residential building codes and standards involving all disciplines regarding construction and safety that administers the consensus standards through a development process.

Business/Work Day 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.

Continental United States (CONUS) The 48 contiguous States and the District of Columbia.

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.

Design Approval Primary Inspection Agency (DAPIA) A State agency or private organization that has been approved by the Secretary to evaluate and either approve or disapprove manufactured home designs and quality control procedures.

Designated Federal Official (DFO) A designated employee of the Federal Government assigned to attend each meeting of each advisory committee.

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.

Federal Acquisition Regulation (FAR) Federal Government regulation that establishes and directs procurement policies and procedures for all Federal agencies.

Federal Advisory Committee Act (FACA) A Federal statute, 42 United States Code App. 5 expressing policy and providing operational guidance for all Federal advisory committees. The MHCC is deemed a Federal advisory committee.

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 such as, 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.

Secondary Contracting Officer Representative (SCOR) An individual designated by the Contracting Officer to assist in providing technical direction and monitoring performance under the contract.

Contracting Officer 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.

HUD Acquisition Regulation (HUDAR) U.S. Department of Housing and Urban Development’s procurement policies and procedures under the FAR system.

Inherently Governmental Functions Activities that require either the exercise of discretion in applying Government authority, or the making of value judgments in making decisions for the Government.

Key Personnel Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel clause. When Key Personnel are used as an evaluation factor in best value procurement, offerors can be rejected if they do not have firm commitments from the persons that are listed in the proposal.

Manufactured Housing Consensus Committee (MHCC) A statutory Federal Advisory Committee body charged with providing recommendations to the Secretary on the revision and interpretation of HUD’s manufactured home construction and safety standards and related procedural and enforcement regulations.

Manufactured Housing Construction and Safety Standards (MHCSS) Federal standard regulated by HUD for the design and construction of all manufactured (mobile) homes produced in the United States after June 15, 1976. Pub.: The National Manufactured Housing Construction and Safety Standards Act of 1974, 42 U.S.C. 5401 et seq.; 24 CFR Part 3280.

Manufactured Housing Improvement Act of 2000 (MHIA) Amends Sections 5402 to 5404, 5406, 5407, 5409, 5412 to 5415, 5419, 5422, and 5426 of the National Manufactured Housing Construction and Safety Standards Act of 1974, repealing section 5425, and enacting and amending provisions set out as notes under this section]. Pub. L. 106-569, title VI, Sec. 601(a), Dec. 27, 2000, 114 Stat. 2997

Member Interest Categories Refers to the classification of the membership of MHCC by MHIA into the following:

PRODUCERS - Seven (7) producers or retailers of manufactured housing;

USERS - Seven (7) persons representing consumer interest, such as consumer organizations, recognized consumer leaders, and owners who are residents of manufactured homes; and, GENERAL INTEREST AND PUBLIC OFFICIALS - Seven (7) general interest and public official members.

Non-Personal Services Contract A contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

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 (and optionally, any maximum payment for meeting the acceptable quality level (AQL) and any deduction from payment for not meeting the AQL).

Physical Security Actions that prevent the loss or damage of Government property.

Performance Standard the Contractor’s performance level required by the Government. This is also known as the acceptable quality level (AQL).

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.

Production Inspection Primary Inspection Agency (IPIA) A State agency or private organization that has been approved by the Secretary to act as a design approval primary inspection agency or a production inspection primary inspection agency, or both.

Proposed Rule As used in §604(a)(4) of the Manufactured Housing Improvement Act of 2000, means a rule which contains information about a proposal by HUD to revise the Federal manufactured home construction and safety standards, contains the substantive content of the proposed revised standard(s), and is the proper format for publication in the Federal Register for notice and comment.

Regulatory Impact Analysis (RIA) (referenced in the MHIA as an economic analysis) An RIA is the process of systematically identifying and assessing the expected effects of regulatory proposals, using a consistent analytical method, such as benefit/cost economic analysis. An RIA is a comparative process: it is based on determining the underlying regulatory objectives sought and identifying all the policy interventions that are capable of achieving them. These “feasible alternatives” must all be assessed, using the same method, to inform decision-makers about the effectiveness and efficiency of different options and enable the most effective and efficient options to be systematically chosen.

Quality Assurance (QA) Policies and procedures adopted by the Government to ensure that supplies and services acquired under Government contracts conform to the contract’s 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.

Roberts Rule of Order A guide of Parliamentary Procedure for Meetings. The guide applicable to the MHCC which governs the conduct of meetings.

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.

Shall Used to express what is mandatory.

State Administrative Agency (SAA) A state operated program approved by HUD to administer all or part of the Federal manufactured home construction and safety standards and manufactured home procedural and enforcement regulations, 24 CFR Part 3282.

Standards the Federal Manufactured Home Construction and Safety Standards, 24 CFR 3280.

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 privet of contract with a subcontractor.

Technical Support As used in Section 604(a)(3)(I) of the Act means specialized skill or knowledge such as, computer information technology, economic analysis, legal advice or drafting, engineering analysis or other specialized skills/knowledge necessary to assist the MHCC to achieve its statutory purposes.

Work Week Monday through Friday, unless specified otherwise.

2.2 Acronyms

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

No Government services will be provided.

3.2 Facilities

No Government services will be provided.

3.3 Equipment

The Government will not provide facilities.

3.4 Materials

The Government will provide electronic access to HUD Standards, Regulations, and other information pertaining to oversight, monitoring and enforcement of manufactured home production and design, including historical operating procedures. Copies of required materials may be provided to the Contractor in hard copy or soft copy. All materials will remain the property of the Government and will be returned to the SCOR upon request or at the end of the contract period.

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.

4.2 Equipment

The Contractor shall furnish all equipment.

4.3 Material

The Contractor shall furnish all 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 Contractor Personnel

The Contractor shall provide a Contract/Project Manager who shall be responsible for the overall performance of work. An alternate shall also be designated to act in the absence of the Contract/Project Manager. The Contractor shall also provide Task Managers responsible for tasks, activities, and deliverables within each Primary Task.

These Contractor personnel (main point of contact, alternate point of contact, and Task Managers) 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 Key Personnel shall have the technical knowledge of the requirement and be in the position to actually receive assignment, guidance, and direction from the COR, SCOR 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 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 and the Task Managers shall be available between the hours of 8:00am to 5:00pm Monday through Friday EST, except Federal Holidays or when the Government facility is closed for administrative reasons.

4.6 Identification of Contractor Employees

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. 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.

4.7 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 (see Section 6.1).

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.

5 Specific Tasks

5.1 MANAGEMENT and ADMINISTRATION

5.1.1 Track and Manage Correspondence and Public Inquiries

The Contractor shall provide a system for receipt, handling, tracking and final disposition of all correspondence received by the Contractor (AO) directly or on behalf of the MHCC in connection with MHCC. The tracking system shall identify the following: (1) the date correspondence was received; (2) the identity of the sender and contact information; (3) a description of the correspondence (e.g., a recommendation from the public to revise the standards, an application for appointment to the MHCC, a transmittal from HUD to MHCC members, etc.); and (4) the disposition of the correspondence, if action was required or requested. The Contractor (AO) shall maintain documentation to support how and when correspondence is transmitted to MHCC members and HUD. The contractor shall provide on a monthly activity report all correspondence received regarding the MHCC by the 5th business day of the following month. The Contractor shall provide a (toll-free) telephone number for receipt of telephonic inquiries from MHCC members, the public or other interested parties.

Performance Standards

a) Standard: Timeliness Monthly Activity Reports submitted by the 5th business day of the previous month.

AQL: Zero Deviation

Deliverables A002 Monthly Activity Report

5.1.2 Electronically Collect MHCC Membership Applications & Proposals

The Contractor shall establish an automated method or process (i.e., website) that allows the public to submit MHCC membership nomination applications and proposals. The automated method shall be available within fifteen (15) business days of contract award. The established method will contain a link that lead users to the HUD website as well for additional information regarding the MHCC. The Contractor shall also review the HUD MHCC website on a quarterly basis and prior to MHCC meetings for accuracy and proper updates. The Contractor will provide updates of applications and proposals received on the monthly activity report.

Performance Standards

a) Standard: Timeliness Ensure the electronic method is available 24 hours, 7 days a week and operational within 15 business days of contract award.

AQL: Zero Deviation

Deliverables A002 Monthly Activity Report A003 Electronic Method for Collecting MHCC Membership Application & Proposals

5.1.3 Manage MHCC Memberships and Applications

The Contractor shall receive and maintain all applications and attachments submitted for appointment to the MHCC, including a summary list of applications with full name, date received, category and contact information.

The Contractor shall review and document all applications for compliance with MHIA criteria, including category eligibility, financial and other conflicts-of-interest, and qualifications; and notify applicants if applications are incomplete, or the applicant is not eligible. The Contractor shall notify applicants if applications are incomplete, or the applicant is not eligible.

The Contractor shall provide an update on the monthly activity report of any new applications received. The Contractor shall maintain a current list of all MHCC members such as: the interest category of all members; professional affiliation(s); contact information such as address, telephone number and email address; terms of appointment; and member applications with recommendations or attachments. The list shall be made available to HUD upon request.

The Contractor shall notify HUD of new MHCC member applications, MHCC member resignations, when a MHCC member no longer qualifies for the interest category appointed, or otherwise cannot participate as a member of the MHCC. The summary list of applications and list of MHCC members shall be provided to the Government upon request. Updates to the list shall be summarized on the monthly activity report.

The Contractor shall provide HUD with recommendations for appointment to fill vacancies on the MHCC. The recommendation should include name of applicant; category for appointment; whether applicant meets the qualification for appointment or reappointment; an alternate recommendation for each vacancy; a summary list of all applications received in chronological order during the prior three-year period for all categories; and copies of all applications, including applicants recommended for reappointment. Recommendations for appointment must be based on the ANSI procedures, except as modified by the MHIA to ensure equal representation of the interest categories. Recommendations of appointments to the MHCC shall be provided 60 days prior to the end of each calendar year or within 5 days of HUDs request.

Performance Standards

a) Standard: Completeness Summary List of Applications and MHCC members must include all contact information and updated accordingly.

AQL: Zero Deviation

Deliverables A002 Monthly Activity Report A004 Summary List of Applications / MHCC Members

5.1.4 Review Federal Register Notices

The Contractor shall review, input proposed agenda and provide feedback on all draft and final federal register notices.

5.1.5 MHCC Support and Training of the Consensus Committee Process.

The Contractor in its role as AO shall:

a. Provide training / new member orientation and support to the MHCC on the following matters:

MHIA and regulations published pursuant thereto;

Federal Advisory Committee Act (FACA) and regulations/guidelines;

Roberts Rules of Order;

ANSI procedures and protocols;

MHCC Charter;

MHCC by-laws; and

Other statutory, regulatory or procedural guidelines.

b. Assist HUD and the MHCC with updating the MHCC Charter, MHCC by-laws and other statutory, regulatory or procedural guidelines.

c. Ensure MHCC members know and understand their responsibilities under the MHIA.

5.2 MHCC Meetings

5.2.1 Organize and Administer MHCC Meetings

The Contractor shall administer all MHCC meetings. There are three types of meetings:

· Full Committee (In Person (2-3 day) or Teleconference) Meetings – Supports all 21 MHCC members

· Subcommittee Meetings (In Person or Teleconference) – Supports up to 12 MHCC members

· Taskforce Meetings (Teleconference) – Supports 6 to 12 MHCC members or industry affiliates

The Contractor shall:

a. Organize, assist with leading and administering all MHCC meetings including full or subcommittee meetings, task force meetings, whether in person and/or via teleconference. The Contractor shall perform duties such as, accounting for attendance, quorum determinations, advising on Roberts Rules of Order, etc., and other duties associated with MHCC meetings as determined by the COR/SCOR.

b. Provide HUD with a recommended date and one or more alternate dates to schedule MHCC meetings, after consulting with MHCC members regarding their availability to attend or participate. Recommendations shall give priority to dates that obtain the highest level of participation by MHCC members and should identify the number and names of members that are available and not available to attend. All dates for proposed meetings shall be submitted to HUD 120 business days prior to the proposed meeting date for approval.

c. Provide a draft agenda for each meeting to HUD, based on unfinished business from prior meetings and after soliciting input from HUD and MHCC members regarding upcoming meetings. The draft agenda shall be provided 90 business days in advance of the meeting. Once reviewed and approved by HUD, the Contractor shall submit a final agenda 45 business days in advance of the meeting in order for HUD to publish the notice of the FACA meeting 30 days in advance, per FACA requirements.

d. Provide HUD and MHCC members with all pending actions and proposals before the MHCC, including information concerning the date of proposal submission, the status of all actions by the MHCC and subcommittees on the proposal, prior voting activity on the proposal and pending status, in an organized manner acceptable to HUD, 30 business days prior to the meeting date.

e. Provide comprehensive meeting minutes during all MHCC, subcommittee, task force and teleconference meetings. A draft of the minutes of all meetings and teleconferences shall be transmitted to all MHCC members and HUD for review, comment and approval 20 business days after the meeting. Once reviewed and approved by HUD, the Contractor shall submit a final version of the meeting minutes three business days within receipt of HUDs comments.

f. Actively keep the meeting on schedule and inform MHCC members of the status of all activity regarding pending recommendations, recommendations acted upon by the members, or any other historical data needed to assist with the discussion during the meetings.

g. Document MHCC actions on all proposals.

h. Administer the balloting process during and after meetings, which includes: tracking the number of votes for, against and abstentions; proposals approved by two-thirds vote of the members; proposals returned to subcommittee; and proposals approved subject to a letter ballot. The Contractor shall provide the ballot to MHCC members within 20 business days, post MHCC meeting. The Contractor (AO) shall ensure receipt of all ballots by all MHCC members and provide final results of ballots to the COR/SCOR for review and comments.

Performance Standards

a) Standard: Timeliness Recommendations for proposed meeting dates 120 business days prior to the proposed meeting date

AQL: Zero Deviation

b) Standard: Timeliness Draft agenda for meeting provided 90 business days before the meeting

AQL: Zero Deviation

c) Standard: Timeliness Final meeting agenda provided three days after receipt of HUDs comments

AQL: Zero Deviation

d) Standard: Timeliness Pending actions and proposals provided to HUD and MHCC 30 business days prior to meeting date

AQL: Zero Deviation

e) Standard: Timeliness Provide Ballot to MHCC members within 20 business days, post MHCC meeting.

AQL: Zero Deviation

Deliverables A002 Monthly Activity Report A005 Meeting Minutes A006 Draft & Final Agenda A007 Proposals and Pending Actions List

5.3 Technical Support – Regulatory Impact Analysis (RIA) (economic analysis).

a. The AO will provide the methodology used to perform the economic analysis for proposed revised standards voted by the MHCC for submission to HUD and shall submit the methodology to HUD for approval. See definition for RIA in Section 2.1, Definition, of this PWS.

b. Upon request of the MHCC, the AO will:

1. Assist the MHCC with submittal of proposed revised standards to HUD, after a proposal has been approved by two-thirds of the MHCC members; the proposed revised standard must be in the form of a proposed rule, include the economic analysis and meet the requirements of the MHIA (see MHIA, Section 604(4)(A)(ii)). This task includes assembling the proposed revised standard in the proper format of a proposed rule per MHIA requirements.

2. Perform economic analysis of proposed rules without reference standards that have been approved by the MHCC and provide to HUD and the MHCC for review and acceptance within a negotiated time frame between HUD and the Contractor. The time frame to provide the economic analysis to HUD may range from one to six months, depending on the number of recommendations in the proposed rule that require an economic analysis.

3. Perform economic analysis of proposed rules containing updates to reference standards.

4. Purchase any reference standards required to perform an economic analysis or other tasks associated with the standards; some standards are available through HUD, the Contractor must obtain approval from HUD prior to purchase.

c. Confirm and document that all proposals have met the requirement for approval in accordance with the MHIA and provide final submission/ report to HUD for review and approval.

d. Assist HUD and MHCC with clarifications, discussions, and draft responses to internal (i.e., HUD Office of Policy Development and Research) and external entities (i.e., OMB) regarding the analysis of proposed rules.

Deliverables A002 Monthly Activity Report A009 Proposed Revised Standards

6 Deliverables

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

6.1 Quality Control Plan

The Contractor shall develop, maintain, enforce, and document a Quality Control Plan (QCP). The Contractor's QCP shall be delivered to the COR within 30 days after contract award (or with the Contractor's proposal if it is an evaluation factor). The QCP shall be submitted to the COR within 15 days business days when changes are made thereafter. After acceptance of the QCP, the Contractor shall receive the Contracting Officer's acceptance in writing of any proposed change to its quality control system. 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.

6.2 Acceptance Criteria

All deliverables shall be submitted in a draft format agreed upon by the Contractor and the Government. Upon review and acceptance by the Government, the Contractor shall address all Government comments and submit a final draft within 5 business days of Government notification unless specified otherwise in the specific PWS requirement.

7 Performance Requirements Summary

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

AQL: Zero Deviation

a) Standard: Timeliness – Ensure the electronic method is available 24 hours, 7 days a week, and operational within 15 business days of contract award