AFFH Support Services Draft PWS 2.22.2024.pdf

Performance Work Statement (PWS)

AFFH Support Services

02/29/2024

Version 1.0

Performance Work Statement (PWS)

AFFH Support Services

Vision Statement

Improve the Office of Fair Housing and Equal Opportunity’s provision of data for Affirmatively Furthering Fair Housing implementation.

1 General Information

1.1 Introduction

The Department of Housing and Urban Development (HUD), Office of Fair Housing and Equal Opportunity (FHEO) is seeking contractor services to provide racial integration and segregation data as well as consultative advice to aid with implementation and enforcement of the forthcoming Affirmatively Furthering Fair Housing (AFFH) Final Rule. FHEO seeks to leverage a contractor’s data and data expertise to expand the availability of geographically granular integration and segregation data. The Contractor shall work closely with FHEO offices to provide integration and segregation data at the census tract, county, and core-based statistical area (CBSA) level, while maintaining and updating integration and segregation metrics, and providing practical recommendations to assist FHEO in developing associated technical assistance materials.

1.2 Background

The February 15th, 2024 draft version of the AFFH Final Rule requires HUD program participants to complete a series of questions in the analysis portion of their Meaningful Action Plans (MAPs), which identifies the fair housing issues present in their jurisdiction and the greater region. When applicable, program participants are mandated to provide responses to the following questions pertaining to integration and segregation metrics:

(2)(i)(A) “Which areas within the geographic area of analysis have significant concentrations of particular protected class groups, including racial/color/ethnic groups national origin groups, particular limited English proficient groups, individuals with disabilities, and other protected class groups?”

(2)(B) “Which, if any, of these geographic areas extend beyond the boundaries of the jurisdiction? Please note that depending on the geographic areas used in this analysis, the jurisdiction’s analysis may need to include areas that go beyond the jurisdiction’s specific boundaries.”

(2) (B)(ii) “How have patterns of segregation and integration in particular geographic areas, as defined in § 5.152, changed over time in the jurisdiction and region?”

(2)(iii)(A) Compare the locations of publicly supported housing with the areas of concentration (as identified per paragraph (d)(2)(i)(A) of this section).

(4)(C) Describe whether there is a difference in whether residents of segregated areas and R/ECAPs, identified in paragraphs (d)(2) and (3) of this section, have access to each of the community assets listed in paragraph (d)(4)(i) of this section compared to the jurisdiction as a whole?”

(5)(ii) Describe the housing cost burden (e.g., more than 30 percent of monthly income) and severe housing cost burden (e.g., more than 50 percent of monthly income) and overcrowding (particularly for large families) experienced by protected class groups and indicate whether such burden aligns with previously identified segregated or integrated areas, or R/ECAP or non-R/ECAP areas.

(5)(iii) Describe disparities in housing quality (i.e., substandard housing conditions) by protected class group and indicate whether such disparities align with previously identified segregated or integrated areas, or R/ECAP or non-R/ECAP areas.

(5)(v) Describe how access to affordable housing opportunities has changed in the geographic area of analysis over time. Describe how this change has affected patterns of segregation and integration or the expansion or contraction of R/ECAP and non R/ECAP areas in the geographic area of analysis.

The 2015 AFFH Rule led to the development of the AFFH Data and Mapping Tool (AFFH-T), which contains a set of maps and tables of nationally uniform data for program participants to utilize in accordance with the 2015 AFFH Rule’s requirements. With respect to data on integration and segregation, the AFFH-T provides racial/ethnic dissimilarity indices for Non- White/White, Black/White, Hispanic/White, and Asian or Pacific Islander/White groups in 1990, 2000, 2010 and 2020. Dissimilarity index values represent a summary measure of the extent to which the distribution of any two racial or ethnic groups differs across a given area and indicates the percentage of either racial or ethnic group that would have to move to a different neighborhood to create perfect integration. In the AFFH-T, a value of less than 0.4 indicated low segregation, a value ranging from 0.41 to 0.54 indicated moderate segregation, and a value greater than 0.55 indicated high segregation. However, researchers note that dissimilarity is an insufficient measure in capturing the full extent of segregation in a given area.1 Among several deficiencies, dissimilarity only compares segregation between two racial groups at a time, limiting its effectiveness in diverse places, and failing to provide a comprehensive overview of all racial groups simultaneously. Further, dissimilarity is limited in its ability to detail segregation and integration patterns in smaller geographies. In the AFFH-T, dissimilarity indices are only provided at the jurisdiction and region geographic levels.

In 2022, the Equity Metrics program (EMP) at the Othering & Belonging Institute (OBI) within the University of California, Berkeley published an innovative mapping tool and companion dataset detailing over 20 segregation metrics for all neighborhoods in the United States from 1980 - 2020. The data OBI developed is much more geographically granular than any existing national level segregation dataset. At present, the AFFH-T only includes jurisdiction and region level segregation metrics, while OBI’s data contains segregation and integration metrics at the

1 Racial Diversity and Segregation: Comparing Principal Cities, Inner-Ring Suburbs, Outlying Suburbs, and the Suburban Fringe (Russel Sage Foundation Journal of the Social Sciences) February 2023.; Sander, Richard H., Yana A. Kucheva, and Jonathan M. Zasloff. Moving toward Integration: The Past and Future of Fair Housing. Harvard University Press, 2018. http://www.jstor.org/stable/j.ctv24trdcq.

https://belonging.gis-cdn.net/us_segregation_map/?year=2020 neighborhood (i.e. census tract) level, enabling users to clearly see how patterns of segregation vary within a city or county. OBI’s data can enable a much deeper understanding and analysis of segregation patterns within HUD jurisdictions. Secondly, OBI researchers have created composite segregation metrics that are much more understandable for non-technical audiences.

For example, OBI developed categories like “high white segregation” and “high POC segregation” that can help jurisdictions quickly understand segregation measures and tell their local fair housing narratives. OBI researchers have considerable knowledge on fair housing, and are well positioned to aid FHEO in developing comprehensive fair housing data, tools, and technical assistance. In particular, FHEO believes OBI’s data and expertise will be valuable for providing data to assist program participants with answering many of the forthcoming Final AFFH Rule questions around segregation, while also informing FHEO’s ongoing project to develop a AFFH Data Dashboard tool to aid program participants completing MAPs, as well as FHEO staff assessing said MAPs.

1.3 Constraints

The services identified in this Performance Work Statement (PWS) adhere to the rules, regulations, laws, standards, and conventions identified by HUD as well as within the Federal Government. See details below:

The Contractor shall prepare Project Planning and Management (PPM) documentation in accordance with the format and content specified in the PPM templates http://hudatwork.hud.gov/po/i/itm/ppm/ppm.cfm. The HUD PPM guide always takes precedence whenever inconsistencies manifest between the PPM Guide and its corresponding PPM templates and PPM Checklists.

Compliance with Federal guidelines and frameworks for reengineering programs (e.g., GAO

Framework for Assessing Reengineering

1.4 Description of Services

In accordance with task orders, and subject to review and approval by FHEO personnel, the Contractor will be required to effectively coordinate and execute the portfolio of the FHEO project. At any given time, this portfolio can include multiple, concurrent projects supporting FHEO’s Policy and Legislative Initiatives Division (PLID), with unique scope parameters, resource needs, and timelines. As new projects are initiated, the Contractor will be required to provide contractor staff expeditiously within the timeframe specified in the Performance Work Statement. FHEO will obligate additional funds to support the execution of the requested projects. FHEO requires the Contractor to provide the highest quality of Program Management support to coordinate all elements of the complex services requested under this PWS.

The Contractor shall support FHEO efforts by providing the following:

1) Geospatial Segregation and Integration Data

2) Project Management and Support Services https://hudgov.sharepoint.com/sites/FHEO/OPLIO/affh/SiteAssets/draft-dashboard/county_template_draft.aspx?CT=1708660363857&OR=OWA-NT&CID=05734a30-b116-945c-036a-4ab42d32544c

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

Deliverables.

1.5 Non-Personal Services

The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services.

If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (CO) immediately. These services shall not be used to perform work of a policy, decision making, or management nature, i.e., inherently Government functions. All decisions relative to programs supported by the Contactor shall be the sole responsibility of the Government.

1.6 Period of Performance

The period of performance shall be for one base period of 12 months and 4 option years.

The estimated period performance dates are as follows:

Base Year: 05/06/2024 - 05/06/2025

Option Year 1: 05/06//2025 - 05/06/2026

Option Year 2: 03/18/2026 - 05/06/2027

Option Year 3: 05/06/2027 - 05/06/2028

Option Year 4: 05/06/2028 - 05/06/2029

1.7 Place of Performance

The services to be performed under this contract shall be performed at the Contractor's facilities. Any on-site meeting shall occur at the main HUD Office located at 451 7th Street SW, Washington, DC 20410.

1.8 Hours of Operation

The Contractor is responsible for providing services between the hours of 9:00 AM to 6:00 PM (eastern standard time) Monday through 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 workday 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 have expertise in the following areas:

1) Fair Housing Expertise

2) Geospatial Data Analysis and Development Expertise

3) Data Visualization Expertise

The Contractor shall have at least one staff member with a minimum of 10 years of experience in the study of fair housing, racial residential segregation, spatial inequality, geospatial data analysis and development, as well as data visualization. The Contractor should have at least one staff member with a graduate degree in urban spatial analysis. The Contractor should have at least one staff member with a minimum of five scholarly publications pertaining to fair housing, racial segregation, and housing law and policy.

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 the contract award. The Contracting Officer will notify the Contractor of the specific date, location and agenda within five days after contract award.

1.11 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. The 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 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.

1.13 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 90 calendar 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 90 calendar 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.

1.15 Non-Disclosure Agreement

The Contractor shall obtain from each employee who has access to proprietary information under this contract, a written agreement which shall in substance provide that such employee shall not, during his/her employment by the Contractor or thereafter, disclose to others or use for their benefit, proprietary information received in connection with the work under this contract.

The Contractor shall educate its employees regarding the restrictions imposed by FAR 9.505-4 so that they will not use or disclose proprietary information or data generated or acquired in the performance of this contract except as provided herein. Contractor personnel shall sign a nondisclosure agreement before starting work under the contract. Failure to comply with this clause shall is an adequate cause for removal of a Contactor employee from employment. The Contractors employment contracts with their employees shall include a provision to provide for the removal under these conditions. Additionally, Non-Disclosure Agreements (NDAs) shall be signed and submitted prior to the beginning of all teleconferences and in person conferences by all parties present.

5 Specific Tasks

5.1 Geospatial Segregation and Integration Data

5.1.1 Provide Segregation and Integration Data

1) The Contractor shall provide their unique, nationally available segregation data with the

Segregation/Integration – Detailed, Segregation/Integration, White-Nonwhite

Dissimilarity, Black-White Dissimilarity, White-Asian Dissimilarity, White-Latino

Dissimilarity, Divergence, Entropy, and White Location Quotient measures for the years

1990, 2000, 2010 and 2020 for all census tracts, cities, counties and core based statistical areas (CBSAs).

2) The Contractor shall provide a brief report detailing background information on how the requested data was developed, an explanation of how the data aligns with FHEO’s intended use of the data, and all data limitations identified. The report should also include suggestions for how FHEO or HUD broadly may address the identified data limitations or improve upon the provided data.

3) The Contractor shall provide adequate qualified personnel at all times which should include SMEs in the areas of fair housing, federal housing programs, geospatial data analysis, and data management and analytics for the duration of the task order period of performance.

4) These personnel shall have the technical experience required to meet contract performance requirements. Requests for changes in key personnel shall be submitted to the COR and CO.

5) For these tasks, the Contractor shall provide its own subject matter experts and place minimal reliance on Government staff. The Contractor shall employ one or more subject matter expert in fair housing, and at least one appraisal expert with knowledge of industry practices. The expertise shall be gained by virtue of profession, education, and experience. These shall be considered key personnel as defined in section 2.1 and 4.5 and resumes of these personnel shall be submitted and approved prior to award of this task order.

6) The Contractor shall furnish all necessary technical and clerical services, equipment, materials and supplies, facilities, personnel, and supervision needed to accomplish the requirements specified in this PWS. Any system the Contractor elects to purchase, enhance, and/or develop for data processing shall ensure that all requirements of this

PWS contract are met. All data collected shall be considered in its entirety as the property of HUD and will be transferred to the COR upon termination of the contract, in a format compatible with HUDs existing systems.

Performance Standards

a) Standard: Deliverables are made in accordance with schedule.

AQL: No more than one scheduling milestone missed

Performance Standards

a) Standard: The Contractor shall deliver an electronic copy of the data to the COR, PM and SME within 60 calendar days from the date of the Government's request.

AQL: AQL: Deliverable is submitted within 70 calendar days from the date of the request.

b) Standard: Deliverables shall contain no errors per submission.

AQL: Deliverable contains no errors per submission.

Deliverables

- Segregation and integration data in the .csv file format

- Report detailing the requested data’s development, alignment with FHEO’s aims, and data limitations

5.1.2 Data Transformation

1) The Contractor shall update the Segregation/Integration – Detailed, Segregation/Integration, White-Nonwhite Dissimilarity, Black-White Dissimilarity, White-

Asian Dissimilarity, White-Latino Dissimilarity, Divergence, Entropy, and White Location

Quotient measures for the years 1990, 2000, 2010 and 2020 for all census tracts, cities, counties and core based statistical areas (CBSAs) so that the data provided aligns with most recent decennial census tract boundaries.

Performance Standards

a) Standard: Deliverables are made in accordance with schedule AQL: No more than one scheduling milestone missed Performance Standards

a) Standard: The Contractor shall deliver an electronic copy of the data to the COR, PM and SME within 60 calendar days from the date of the Government's request.

AQL: AQL: Deliverable is submitted within 70 calendar days from the date of the request.

b) Standard: Deliverables shall contain no errors per submission.

AQL: Deliverable contains no errors per submission.

Deliverables

- Segregation and integration data in accordance with the most recent decennial census tract boundaries in the .csv file format

5.1.3 Data Refreshes

1) Upon request, the Contractor shall update the Segregation/Integration – Detailed, Segregation/Integration, White-Nonwhite Dissimilarity, Black-White Dissimilarity, White-

Asian Dissimilarity, White-Latino Dissimilarity, Divergence, Entropy, and White Location

Quotient measures for each year new census data is available, for all census tracts, cities, counties and core based statistical areas (CBSAs). FHEO would not make such a request more than once every two years. The Contractor’s produced data must align with the geographic boundaries found in the most recent census decennial census tract boundaries for each year data is provided. For example, if HUD request a data refresh

(i.e. when the 2030 decennial census is released, the Contractor’s data must be updated to include Segregation/Integration – Detailed, Segregation/Integration, White-Nonwhite

Dissimilarity, Black-White Dissimilarity, White-Asian Dissimilarity, White-Latino

Dissimilarity, Divergence, Entropy, and White Location Quotient measures for 2030, and all data produced for years 1990, 2000, 2010 and 2020 must be transformed to be in alignment with 2030 census tract boundaries.

2) The Contractor’s report, outlined in 5.1.1, must be updated to reflect any new information regarding data development, alignment with FHEO, and data limitations each time new decennial census data is available and integrated into the Contractor’s segregation and integration datasets.

Performance Standards

a) Standard: Deliverables are made in accordance with schedule AQL: No more than one scheduling milestone missed Performance Standards

a) Standard: The Contractor shall deliver an electronic copy of the data to the COR, PM and SME within 60 calendar days from the date of the Government's request.

AQL: AQL: Deliverable is submitted within 70 calendar days from the date of the request.

b) Standard: Deliverables shall contain no errors per submission.

AQL: Deliverable contains no errors per submission.

Deliverables

- Segregation and integration data in accordance with the most recent decennial census data in the .csv file format

5.1.4 Strategy Support and Racial Residential Segregation Data Expertise

1) The Contractor may be asked by HUD to provide consultative advice on various issues, including but not limited to statistical, geospatial, and fair housing issues. Examples of these include providing general expertise, as well as verbal and written explanations to

HUD assisting with improving data visualization and associated materials.

2) The Contractor shall utilize their expert knowledge of fair housing and racial residential segregation issues to assist HUD in integrating the provided data into FHEO’s AFFH data tools, which are designed to help HUD program participants identify fair housing issues. The Contractor shall assess and provide feedback on the manner in which

FHEO has integrated their provided data into AFFH data tools. Feedback should be centered on ensuring visualizations are an accurate representation of the Contractor's data.

3) The Contractor shall provide training and troubleshooting support to agency representatives, as needed.

Performance Standards

5.1.5 Communications Support

1) The Contractor shall assess and propose revisions to the FHEO-developed descriptions of their segregation and integration data in HUD materials regarding AFFH.

2) If requested by HUD, the contractor shall review and provide alternative names for their segregation and integration category definitions, when appropriate. For example, if HUD believes the “Low-Medium Segregation” category requires a revised name for clear understanding by Program Participants, the Contractor must recommend a new term for the category in question.

Performance Standards

5.3 Project Management and Support Services

5.3.1 Project Management

1) The Contactor shall manage their own progress schedule, performance, and coordination

a. The Contractor shall provide weekly updates to the PLID team on their progress

b. The contractor should provide a project plan and project schedule with clear milestones that provide accurate and timely schedule and performance information throughout the life of the contract.

2) The Contractor shall conduct interviews with the FHEO project staff to be clear on the needs of the project.

3) The Contractor shall ensure active participation by the Contractor’s senior management in project administration and problem solving.

4) The Contractor shall establish a quality control process that eliminates the need for rework by reviewing previously approved deliverables to ensure consistency and quality of the deliverables.

5) The Contractor shall work with the FHEO staff to develop a comprehensive project plan

(roadmap) that identifies the tasks, defines project staff roles/responsibilities, and provides a timeline for completion of tasks.

6) The Contractor shall identify problems and provide solutions for technical and other project related issues.

7) The Contractor shall provide on-going evaluation of project work, quality, and timeliness for completion of projects.

8) The Contractor shall report all material issues to the FHEO team within 24 hours of identification.

9) The Contractor shall include all material issues in the monthly project status report. The

Contractor shall include all material issues in the monthly project status report.

a) Standard: The Contractor shall report all material issues to the FHEO team within 24 hours of identification.

AQL: No more than one scheduling milestone missed Deliverables A001 Project Management Plan A004 Notification of Material Issues A005 Monthly Project Report

5.3.2 Project Repository

1) The Contractor shall establish a centralized repository for the data and associated materials within 30 business days from the date of the contract award.

2) The centralized repository is where all staff and member agencies shall store shared files, gain access to data, upload agency deliverables, and reports.

3) This will include establishing folder structure, uploading an initial set of data, managing user access, and overall governance for the centralized repository.

4) The Contractor shall manage user access for the FHEO representatives.

5) User Access Requests are processed within 5 hours of receipt.

6) The Contractor shall comply with all HUD and Federal IT Security requirements.

7) The Contractor shall update the repository as needed.

Performance Standards

a) Standard: The Contractor shall establish a centralized repository for the project within 30 calendar days from the date of the contract award.

AQL: Repository is delivered within 5 calendar days of the due date.

b) Standard: User Access Update Requests are processed within 5 hours of receipt AQL: User Access Update Requests are processed within 5 hours of receipt

c) Standard: Deliverables shall contain no more than 2 errors per submission.

AQL: Deliverable contains no more than 3 errors per submission.

Deliverables

Centralized Repository

Centralized Repository User Access Update Request

5.3.3 Project Management Plan

1) The Contractor shall create a Project Management Plan (PMP) that includes:

a) Development of performance metrics that allow tracking of project completion against the milestones set by FHEO for each task.

b) A description of all planning.

c) A timeline for completion of the required tasks.

d) A description of the work to be performed based on the scope and the requirements of each specific task and the processes for completing such work.

e) A description of the personnel positions, staff skills, and abilities and standards of those people.

f) The Contractor shall deliver an electronic copy of the draft PMP to the PLID Director and

AFFH Dashboard Project Leads no later than 205 calendar days from the date of contract award.

Performance Standards

a) Standard: The Contractor shall deliver an electronic copy of the Project Management Plan to the PLID Director and AFFH Dashboard Project Leads within 15 calendar days from contract award.

AQL: Deliverable is submitted within 15 calendar days from the date of contract award.

c) Standard: The Contractor shall deliver an electronic copy of the draft Project Management Plan to the PLID Director and AFFH Dashboard Project Leads within 5 calendar days from contract award.

d) Standard: Deliverables shall contain no more than 3 errors per submission.

AQL: Deliverable contains no more than 5 errors per submission Deliverables

A001 Project Management Plan

5.3.4 Project Reporting

1) The contractor shall produce Weekly Status Reports, which provide a status on contract activities, issues, and key action items. The status report shall be delivered on each Monday during the Period of Performance

2) The contractor shall produce Monthly Status Reports, which provide a status on contract activities, issues, and key action items. The status report shall be delivered on the 1st day of the month. This report shall include the details for previous month’s activities.

b) Standard: The Contractor shall deliver monthly FHEO Reports on the 1st day of the Month.

The report shall cover the previous month's activities.

AQL: Monthly reports are delivered with 3 calendar days of the due date.

c) Standard: The Contractor shall host bi-weekly Meetings with the PLID project team AQL: Zero deviation Deliverables

A002 Bi-Weekly Team Meetings

A003 Bi-Weekly Status Report

A005 Monthly Project Report

Deliverables

A002 Bi-Weekly Team Meetings

A003 Bi-Weekly Status Report

A005 Monthly Project Report

5.3.5 Project Coordination and Facilitation Support Services

1) The Contractor shall provide administrative program coordination and support services that include email communications, meeting scheduling, hosting and facilitating virtual meetings, and maintain an updated contacts directory of the project members and staff representatives.

2) The Contractor shall lead coordination efforts for the project.

3) The Contractor shall create procedures for project coordination that ensures participation of all relevant stakeholders.

4) The Contractor shall notify the FHEO team of any stakeholder non-compliance with any established procedures, that present a risk to the project team’s ability to meet project goals.

5) Meetings shall be conducted virtually using Microsoft Teams, or other similar technology.

6) The Contractor shall utilize electronic transcription services to capture details of the meeting.

Performance Standards

a) The task schedule is delivered to the PLID Director and AFFH Dashboard Project Leads no later than 20 calendar days from the date of contract award. The Contractor shall provide a final version of the schedule within 5 calendar days of approval of the draft.

AQL: The draft task schedule to the COR, PM and SME no later than 25 calendar days from the date of contract award. The Contractor shall provide a final version of the IMS within 5 calendar days from the approval of the draft.

b) Standard: Notification of Material Issues is received within 24 hours of identification.

AQL: Zero deviation

c) Standard: Ensure all communications are distributed to all identified stakeholders AQL: Zero deviation

5.3.6 Create and Manage Task Schedule

1) The contractor shall develop a schedule for assigned tasks, within 30 calendar days of request from HUD, which outlines the tasks, anticipated completion dates, and dependencies across the PLID team for meeting intended objectives.

2) The task schedule shall be updated bi-weekly.

3) The task schedule shall be located in a centralized location where it is accessible and editable in real time by the project staff.

a) Standard: The task schedule is delivered to the PLID Director and AFFH Project leads no later than 30 calendar days from the date of contract award.

AQL: The draft task schedule should be provided no later than 30 calendar days from the date of contract award. The Contractor shall provide a final version of the task schedule within 5 calendar days from the approval of the draft.

b) Standard: The Contractor shall update the task manager bi-weekly AQL: Task schedule updates are delivered within 3 calendar days of the due date.

Deliverables

A006 PLID AFFH Segregation and Integration Data Dashboard Task Schedule

A007 PLID AFFH Dashboard Segregation and Integration Data Task Schedule Updates

5.3.7 Provide Meeting and Facilitation Services

1) The Contractor shall coordinate and provide meeting facilitation support for project workstream discussions regarding the development of agency materials, implementation materials, priority alignment, and topic-specific/deep dive discussions.

5.3.9 Principal and Deputy Briefings

1) The Contractor shall support coordinating leadership briefings that enable discussions or socialization of the work of the Contractor with Task Force Contractor with Task Force Agency Deputies and/or Cabinet level Principals or officials, Congressional stakeholders, and HUD leadership.

2) The Contractor shall work in tandem with the PM and/or the PLID Director (SME) to establish agendas and materials for high level meetings.

3) The contractor shall assist with developing briefing materials, and providing facilitation support.

4) Performance Standards

a) Standard: The Contract shall assist with coordinating and delivering Leadership Briefings

AQL: Zero deviation

b) Standard: Draft submissions are delivered to the COR, PM and SME 4 calendar days before the meeting due date. The Contractor shall provide a final version of the meetings materials no later than 5 calendar days from the receipt of approval from HUD.

AQL: Draft submissions are delivered to the COR, PM and SME 5 calendar days before the meeting due date. The Contractor shall provide a final version of the meetings materials no later than 3 calendar days from the receipt of approval from HUD.

Deliverables

A028 HUD Principals and Deputy Briefing Materials