Draft TSP PWS.pdf

Performance Work Statement (PWS)

Technical Suitability of Products (TSP)

10/25/2024

Version 1.0

Vision Statement

1 General Information

1.1 Scope of Work

1.2 Background

1.3 Constraints

1.4 Non-Personal Services

1.5 Period of Performance

1.6 Place of Performance

1.7 Hours of Operation

1.8 Special Qualifications

1.9 Post Award/Kickoff Conference

1.10 Status Meetings

1.11 Contractor Travel

1.12 Transition-In …………………………………………………………………………………...6

1.13 Transition-Out………………………………………………………………………………….7

2 Definitions and Acronyms

2.1 Definitions

2.2 Acronyms

3 Government-Furnished Property and Services

3.1 Government Services

3.2 Facilities

3.3 Equipment

3.4 Materials and Information

3.5 Quality Assurance (QA)

4 Contractor-Furnished Items and Services

4.1 Facilities

4.2 Equipment

4.3 Material

4.4 Contractor Responsibilities

4.5 Contractor Personnel

4.6 Identification of Contractor Employees

5 Specific Tasks

5.1 Transition Services (Optional Tasks)

5.2 Management and Administration Services

5.3 New Acceptance Documents Review and Analysis (Optional Task)

5.4 Revisions of Current Acceptance Documents

5.5 Renewal of Current Acceptance Documents

5.6 Audit Service

5.7 Review and Analysis of New UM Administrator (Optional Tasks)

5.8 Program Documents Revision (Optional Tasks)

6 Deliverables

6.1 Quality Control Plan

6.2 Acceptance Criteria

7 Related Documents

8 Performance Requirements Summary

Performance Work Statement (PWS)

Technical Suitability of Products (TSP)

Vision Statement

Successfully review and evaluate new and innovative materials, components, and complete structural systems for assurances of quality and durability for use in construction under HUD mortgage insurance programs.

1 General Information

1.1 Scope of Work

The Department of Housing and Urban Development (HUD), Office of Healthcare Programs

(OHP) is seeking contractor support services to conduct technical review and analysis of acceptance documents of materials and products to be used in HUD housing programs.

Services shall include:

Transition Services Management and Administration Services New Acceptance Documents Review and Analysis Revisions of Current Acceptance Documents Renewals of Current Acceptance Documents Audit Services Review and Analysis of New UM Administrator Program Documents Revision

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

1.2 Background

Section 521 of the National Housing Act (12 U.S.C. 1735e) directs the Secretary to adopt a uniform procedure for the acceptance of materials and building systems to be used in structures approved for HUD-insured mortgages. Applicants with acceptable materials, components, products or building systems receive appropriate technical suitability documents permitting their use in HUD associated construction of buildings. Acceptance of these materials and building systems enables sponsors to market innovative products more rapidly. The processing procedures for the acceptance of materials and systems are detailed in the Technical Suitability of Products (TSP) Program Processing Procedures, HUD Handbook 4950.1 Rev. 3.

1.3 Constraints

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

24 CFR Part 200 Chapter II, Subtitle B, Subpart S Minimum Property HUD Handbook 4950.1 Rev.3 https://www.ecfr.gov/current/title-24/subtitle-B/chapter-II/subchapter-A/part-200/subpart-S https://www.hud.gov/program_offices/administration/hudclips/handbooks/hsgh/4950.1

HUD Handbook 4910.1 List of current Bulletins:

o Material Release Bulletins o Structural Engineering Bulletins o Use of Materials Bulletins

Due to the TSP program requirement, the contractor may encounter variances in services due to industry changes that may occur during contract performance. These variances may be caused by, but are not limited to:

Withdrawals of Use of Materials (UM) Administrators.

Delays caused by sponsors and/or Administrators.

The completion of these task activities may require travel in the continental United States as well as Alaska, Hawaii, Mexico, Canada, or the US territories.

1.4 Non-Personal Services

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

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

1.5 Period of Performance

The Period of Performance shall be for one base period of 12 months and four 12-month option periods.

1.6 Place of Performance

The services to be performed under this contract shall be performed at the Contractor’s facility.

1.7 Hours of Operation

The Contractor is responsible for providing services between the hours of 8:00am to 5:00pm

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. The Government reserves the right to change hours of operation or restrict contractor access. Government agencies will not be available during scheduled holidays, inclement weather, weekends, and after duty hours.

The Contractor shall maintain an adequate workforce for the uninterrupted performance of all tasks defined within the contract when the Government facility is not closed for the above https://www.hud.gov/program_offices/administration/hudclips/handbooks/hsgh/4910.1 https://www.hud.gov/program_offices/administration/hudclips/bulletins/mrb https://www.hud.gov/program_offices/administration/hudclips/bulletins/seb https://www.hud.gov/program_offices/administration/hudclips/bulletins/umbs reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

1.8 Special Qualifications

Licensed Archietect or Professional Engineer.

1.9 Post Award/Kickoff Conference

The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5 and HUD Acquisition

Regulation (HUDAR) clause 2452.237-79 - Post Award Conference.

1.10 Status Meetings

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

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

1.11 Contractor Travel

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

Travel Regulation and in accordance with FAR 31.205-46.

1.12 Transition-In

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 calendar days 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.

1.13 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 days 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

Acceptance Documents - refers to Materials Release Bulletin (MR), Structural Engineering Bulletin (SEB), Mechanical Engineering Bulletin (MEB), Use of Materials Bulletin (UM), and State Letter of Acceptance (SLA).

Bulletin – An acceptance document issued by HUD for materials, products, building systems meeting the Technical Suitability Program requirements.

Business/Workdays - Every official workday 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.

Calendar of Renewals – Document listing all TSP program bulletins with the respective issue dates and review dates (expiration date).

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 contractor and contractor designated staff.

Contracting Officer (CO) - A person with authority to enter, 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 Representative (COR) - An employee of the U.S. Government appointed by the Contracting Officer to perform contract administration activities regarding ensuring that contractors meet the commitment of their contracts. The COR facilitates proper development of requirements and assists Contracting Officers in developing and managing their contracts. This individual does NOT have the authority to change the terms and conditions of the contract.

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

Government-Furnished Property (GFP) - Government-furnished property is property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification.

Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

New (or initial issuance) of Bulletins - Initial issuance of Acceptance Document following the initial submission by a sponsor and completion of technical review by HUD.

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 requirements, 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 describes the required results in clear, specific, and objective terms with measurable outcomes.

Prime Sponsor (or Sponsor) - Manufactures of materials, products, or housing systems; owns or controls the factory; legally controls the transportation, distribution, erection, and/or installation of the product; and is the entity to whom an Acceptance Document is issued.

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 a product of service shall meet contract requirements.

Renewals of Bulletins - Obtained every three years after initial issuance of an Engineering

Bulletin, Material Release Bulletin, or an SLA.

Review Date - The expiration date shown on a bulletin.

Revisions of Bulletins - Initiated by the Sponsor and are issued to reflect changes to a current bulletin.

Sponsor - see definition of Prime Sponsor.

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 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

CFR - Code of Federal Regulations

CLIN - Contract Line-Item Number

CMPAR - Cumulative Monthly Progress Assessment Report

CO - Contracting Officer

COR - Contracting Officer Representative

CQE - Certified Quality Engineer

EB - Engineering Bulletin (EB)

EST - Eastern Standard Time (U.S.)

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

HUDAR - HUD Acquisition Regulation

MAR - Monthly Activity Reports

MPS - Minimum Property Standards

MEB - Mechanical Engineering Bulletin

MR - Materials Release

OHP - Office of Healthcare Programs

PDF - Portable Document Format

PM - Program Manager

PMP - Program Management Plan

QA - Quality Assurance

QAM - Quality Assurance Manual

QASP - Quality Assurance Surveillance Plan

QCP - Quality Control Plan

SEB - Structural Engineering Bulletin

SOP - Standard Operating Procedures

TSP - Technical Suitability of Products

U.S.C. - United States Code

UM - Use of Material

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

Government services will not be provided.

3.2 Facilities

Government facilities will not be provided.

3.3 Equipment

Government equipment will not be provided.

3.4 Materials and Information

See HUDAR 2452.227-70, Government Information.

The government may provide sample letters, forms, checklist, reports, etc. to the contractor in hard copy or soft copy. All furnished materials will remain the property of the Government and will be returned to the COR 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 required to perform the services identified within the

PWS.

4.2 Equipment

The contractor shall furnish all equipment required to perform the services identified within the

PWS.

4.3 Material

The contractor shall furnish all materials required to perform the services identified within the

PWS.

4.4 Contractor Responsibilities

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

U.S. Government records, copies of original results and reports, verified original data, corrected data, and corrected supporting final reports which are maintained by the Contractor remain the property of the U.S. Government. These files/results must be surrendered to the COR.

4.5 Contractor Personnel

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

4.6 Identification of Contractor Employees

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

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

5 Specific Tasks

5.1 Transition Services (Optional Tasks)

5.1.1 Transition-In Services

The Contractor shall provide a seamless transition-in of services to the Government and incumbent contractor within 60 calendar days that does not impact program operations. The

Contractor shall be ready to perform all services stated within the PWS following the end of the

60 calendar days transition-in period. At the conclusion of the transition-in period, the Contractor shall submit to the COR a final inventory of received materials and files from the incumbent

Contractor. The Final Inventory shall be submitted in Microsoft Excel format to include at minimum a list of categories based on the deliverables listed in section 5 of the PWS (i.e., MRs, SEBs, audits, transmittal letters, etc.) and all related generated and collected documents.

Upon receipt of the COR comments, the Contractor shall complete all requested revisions and submit a final Draft Inventory within five (5) business days of receipt.

Performance Standards

a) Standard: Final inventory submitted to the COR at the conclusion of the transition-in period.

AQL: Five (5) business days from standard.

b) Standard: Final Draft Inventory incorporates 100% of the requested information and revisions.

AQL: 98% deviation from standard.

Deliverables

A001 Draft Inventory A002 Final Inventory

5.1.2 Transition-Out Services

The Contractor shall submit to the COR a draft Transition-Out Plan within 90 calendar days after contract award. The Transition-Out Plan shall describe how the Contractor will provide a seamless (i.e., business as usual) transition to a successor or the government that does not impact the TSP program. Upon receipt of the COR comments, the contractor shall complete all requested revisions and submit a final Transition-Out Plan within 10 business days. Upon COR request, the Contractor shall execute the transition-out services per the approved transition-out plan. At a minimum, the plan shall include:

specific transition steps to be taken inventories of materials and files to be transferred schedule and dates for material and files to be transferred

Methods of how file will be transferred (e.g., email, compact disk (CD), files transfer protocols (FTP), etc.)

Performance Standards

a) Standard: Draft Transition-Out Plan submitted to the COR within 90 calendar days after contract award.

AQL: Five (5) calendar days from standard.

b) Standard: Final Transition-Out Plan incorporates 100% of the requested information and revisions.

AQL: Final Transition-Out Plan incorporates 95% of the requested information and revisions.

A003 Draft Transition-Out Plan A004 Final Transition-Out Plan

5.2 Management and Administration Services

5.2.1 Project Management Plan (PMP)

The Contractor shall submit a draft Project Management Plan (PMP) to the COR within 30 calendar days after contract award. The PMP shall outline steps, workstreams, and processes to be completed for all tasks listed in section 5 of the PWS. Upon receipt of the COR comments, the Contractor shall complete all requested revisions and submit a final PMP with ten (10) business days of receipt. At minimum, the PMP shall include:

Key Personnel

File Management overview

Quality assurance overview

Deliverables with schedules

Deliverables applicable approval process (i.e., reviewing of Administrator applications, approval of new bulletins, etc.)

a) Standard: Draft PMP submitted to the COR within 30 calendar days after contract award.

AQL: Five (5) calendar days from the standard.

b) Standard: Final PMP incorporates 100% of the requested information and revision.

AQL: Zero deviation

A005 Draft PMP A006 Final PMP

5.2.2 Monthly Status Meetings

The Contractor shall coordinate and conduct monthly status meetings with the COR, and all other designated HUD personnel. The Contractor shall submit to the COR a meeting agenda within three (3) business days prior to each meeting for approval. The monthly meetings shall be conducted virtually. The Contractor shall submit meeting minutes to the COR within five (5) business days after each meeting. The meeting minutes shall include issues discussed, decisions made and by whom, required actions, responsible parties for required actions, pending issues/matters, and identification of any agenda item deferred to a later meeting.

Deliverables

A007 Meeting Agenda A008 Meeting Minutes

5.2.3 Monthly Activity Reports (MAR)

The contractor shall submit a Monthly Activity Report (MAR) to the COR detailing the status of each task outlined in section 5 and include any issues, delays, and recommendations five (5) business days prior to the status meetings outlined in section 5.2.2. of the PWS. The MAR shall be submitted in Portable Document Format (PDF). At minimum, the MAR shall include:

All on-going Acceptance Documents technical reviews.

All on-going and future scheduled audits.

Calendar of Renewals activities.

Bulletin number, sponsor name, administrator name, audit locations, state name, modular facility, communication with sponsor, etc.

Status of program documents revision.

Progress and completion of deliverables.

Conditions affecting contractor’s timely execution of deliverables such as non-responsive sponsors, possible Acceptance Documents cancelation, travel delays, etc.

A summary of plant audits (to include additional follow-up, and recommendations, etc.)

Cumulative report of completed deliverables for the performance period.

A009 Monthly Activity Report

5.2.4 Contact Master List

The Contractor shall update the Contact Master List for all prime sponsors, UM administrators, and Category III State programs provided by HUD within five (5) business days of receipt of any new and updates to the contact information. The Contact Master List shall be accessible to HUD electronically and comply with section 5.2.6 of the PWS. The Contractor shall provide the COR an updated copy of the Contract Master List in Microsoft Excel or Microsoft Word table format. A copy of the Contract Master List will be provided by the COR.

Deliverables

A010 Contact Master List

5.2.5 Standardized Procedures (Optional Task)

Upon COR’s request, the Contractor shall create standardized procedures including checklists in accordance with HUD Handbook 4950.1 Rev. 3 and 24 CFR Part 200 Chapter II, Subtitle B, Subpart S Minimum Property listed in section 1.3 Constraints of the PWS. The Standardized

Procedures shall be used to conduct technical reviews, evaluations, inspections, audits, and technical analysis for the following: Acceptance Documents, sponsors, UM Administrators, monitoring and evaluation of State labeling programs, quality assurance of each manufacturing plant, and adequacy of manufacturer records. HUD may provide sample documents for reference per section 3.4 of the PWS. At minimum, the Standardized Procedures shall include:

Manufacturing plant audit checklist

Sponsor audit checklist

Audit reports standard content

Standardized template letters including transmittal letters to sponsors, letters to CAT-III administrators, renewal letters, etc.

The Contractor shall submit draft Standardized Procedures to the COR within 90 calendar days after contract award. Upon receipt of the COR comments, the Contractor shall complete all requested revisions and submit the final Standardized Procedure within 15 calendar days of receipt.

A011 Draft Standardized Procedures A012 Final Standardized Procedures

5.2.6 Files Maintenance and Management

The Contractor shall maintain and manage all files generated and collected (to include digital, electronic, hard copy, etc.) for the TSP program. The Contractor shall implement and maintain

IT security to safeguard and backup and recover all assets and files for the TSP program. The

Contractor shall provide real time unrestricted electronic access (e.g., via electronic links to contractor’s electronic storage site) of all assets and files of the TSP program to the COR and other designated HUD personnel. The file maintenance shall be organized to follow a folder nesting system (i.e., separate folders for bulletins, audits, reports, etc.) that is approved by the

COR. The folder nesting system shall be organized based on the respective period of performance. The Contractor shall segregate and separate all work performed for the TSP program from all other work performed by the contractor.

A013 Real Time Electronic Access

5.3 New Acceptance Documents Review and Analysis (Optional Tasks) Upon COR’s request, the Contractor shall conduct a technical review for new (or initial issuance) Acceptance Documents within 35 business days of receiving a complete submittal package. Upon receipt of sponsors submittal package from HUD, the Contractor shall review the sponsor’s submittal package for completeness in accordance with HUD Handbook 4950.1

Rev.3 within ten (10) business days. Within the ten (10) business days, the Contractor shall submit to the COR a Completeness Letter verifying the completeness of the sponsor’s submittal package. If the sponsor’s submittal package is incomplete, the Contractor shall specify in the

Completeness Letter the missing documents.

Submittal Package Incomplete: If the Contractor finds additional deficiencies after receiving the missing documents, the contractor shall prepare and send to the sponsor a detailed letter requesting amendments to the documents. The letter shall include all deficiencies identified and list the required amendments. Based on the scope of the amendments, the Contractor may request from the COR an extension of the review period, but not to exceed an additional 35 business days from the date of receipt of amended documents.

Submittal Package Rejection – The Contractor shall submit a summary of their findings and recommendation for rejection to the COR within 35 business days. Upon receipt of the COR concurrence for rejection, the Contractor shall return all the sponsor’s submittal package to the

COR. Submittal packages shall be rejected based on the following:

Incompleteness: Upon receipt of the amended package(s), and the Contactor’s review deems the submission deficient, or the sponsor fails to provide a complete package.

Unacceptable: Upon receipt of a complete submittal package and the Contractor’s technical review deems the submittal unacceptable.

Submittal Package Approval: Upon the receipt of a complete submittal package, the

Contractor shall conduct a technical review and submit to the COR a draft Acceptance

Document within 35 business days. The Contractor shall coordinate and schedule a meeting with the COR and other designated HUD personnel to provide an overview of the package and the draft Acceptance Document. Upon receipt of the COR comments to the draft Acceptance

Document, the Contractor shall complete all requested revisions and submit a final draft

Acceptance Document within ten (10) business days of receipt.

For each performance period, HUD may exercise up to five optional tasks for review. The total number of reviews will not exceed five (5) per performance period and may consist of two (2)

Use of Materials submission plus three (3) Material Release Bulletins (MR) or three (3)

Engineering Bulletins (SEB or MEB) or three (3) State Letter of Acceptance (ASL) or any three

(3) combinations of MR, SEB, MEB, and ASL.

a) Standard: Draft Acceptance Document submitted to the COR within 35 business days of receipt of complete sponsor submittal package.

AQL: Zero deviation from standard

b) Standard: Final Draft Acceptance Document submitted to the COR within 10 business days of receipt of COR’s comments.

AQL: Zero deviation from standard.

c) Standard: Final Draft Acceptance Document incorporates 100% of the requested information and revision.

A0014 Completeness Letter A0015 Summary of Findings and Recommendations for Rejection A0016 Draft Acceptance Document A0017 Final draft Acceptance Document

5.4 Revisions of Current Acceptance Documents

The Contractor shall update the current (see section 1.3 Constraints for current Acceptance

Documents) Acceptance Documents digital formatting to eliminate technical glitches triggered by old digital file format (i.e., convert Microsoft Word Doc. file to Microsoft Word DOCX) prior to submitting final Acceptance Document(s) to the COR.

5.4.1 Material Release (MR) Bulletin and Engineering Bulletin (EB)

Upon COR’s request, the Contractor shall conduct technical reviews of revisions for current bulletins within 20 business days of receiving a complete revision document. Upon receipt of sponsors revision documents from HUD, and before the start of the technical review, the

Contractor shall verify the submission of all required documents within five (5) business days of receipt of the documents. If the sponsor’s revision documents are incomplete, the Contractor shall within the five (5) business days contact the sponsor in writing and request the additional documents or amendment. The Contractor shall complete an estimated ten (10) revisions of bulletins per performance period.

Upon receipt of the amended documents, and if the Contactor’s review deems the submission deficient or the sponsor fails to provide the required documents, the Contractor shall include the revision progress in the MAR per section 5.2.3 Monthly Activity Reports (MAR).

Upon the receipt of a complete submittal document, the Contractor shall conduct a technical review and submit to the COR a draft Bulletin within 20 business days. Upon receipt of the COR comments to the draft Acceptance Document, the Contractor shall complete all requested revisions and submit a final draft Bulletin with five (5) business days of receipt.

a) Standard: Draft bulletin submitted to the COR within 20 business days of receipt of complete revision document.

b) Standard: Final draft bulletin incorporates 100% of the requested information and revision.

A0018 Draft Bulletin A0019 Final draft Bulletin

5.4.2 Use of Materials Bulletins (UM)

The Contractor shall conduct technical reviews and revisions for UMs within 60 calendar days of receipt of an assignment from the COR in accordance with HUD Handbook 4950.1 Rev. 3. and ensure the UM bulletins are current with latest industry standards, HUD criteria, and recognized certification organizations. Within 40 calendar days, the Contractor shall coordinate and collaborate with the UM Administrator and all other applicable parties (i.e., sponsors, etc.). to receive the required technical documents. If within the 40 calendar days the Contractor deems there’s no viable path to revising the UM due to the UM not being applicable, the Administrator and sponsor is not interested, or any other factor that deems the UM obsolete, the Contractor shall submit to the COR for approval a UM Recommendation Letter detailing their rationale for cancellation of the UM. If HUD concurs with the Contractor’s recommendation, no further action is required. If HUD disagree with the Contractor’s recommendations, the Contractor shall proceed with the UM bulletin revision.

Upon completion of the evaluation and the receipt of the revision documents from the

Administrator and sponsor (if applicable) within the initial 40 calendar days, the Contractor shall submit to the COR a draft UM bulletin within 20 calendar days. Upon receipt of the COR comments to the draft UM bulletin, the Contractor shall complete all requested revisions and submit a final draft UM bulletin within ten (10) business days of receipt.

The Contractor shall complete six (6) revisions of UM bulletins per performance period, and not to exceed one (1) per month.

a) Standard: Final draft UM bulletin incorporates 100% of the requested information and revision.

A0020 UM Recommendation Letter A0021 Draft UM bulletin A0022 Final draft UM bulletin

5.5 Renewals of Current Acceptance Documents

5.5.1 Calendar of Renewals

The contractor shall create and maintain a digital Calendar of Renewals document, of dates that identify when renewals for Acceptance Documents issued under the TSP Program are due. The

Calendar of Renewals shall be based on the Index of Acceptances Documents information provided by HUD. The Contractor shall submit a Calendar of Renewal within 15 business days after receipt of the Index of Acceptance Document from HUD. The Contractor shall update the digital Calendar of Renewals within five (5) business days after a new, revised, renewal, or cancellation is issued for Acceptance Documents. The contractor shall submit an updated digital

Calendar of Renewals quarterly to the COR in PDF format no later than five (5) business days after the end of the quarter ending March 31, June 30, September 30, and December 31. The

Contractor shall provide a link to the digital Calendar of Renewal in the MAR listed in section

5.2.1.3 of the PWS.

A0023 Calendar of Renewals

5.5.2 Notification for Renewal

The Contractor shall prepare and submit to the COR Notification of Renewal Letters for approval and signature 90 calendar days prior to the Review Date of bulletins. Standard language template letter may be provided by the COR. Upon receipt of the signed Notification of

Renewal Letters, the Contractor shall send the letters to the sponsors within two (2) business days of receipt. The Contractor shall track the status of the Notification of Renewal Letters for a response from the sponsors within 30 calendar days. If the sponsors do not respond within 30 calendar days, the contractor shall send a follow-up letter, informing the sponsors that the product acceptance will be subject to cancellation if a response is not received. If the sponsors remain unresponsive, the contractor shall notify the COR within ten (10) business days of sending the follow-up letter.

A0024 Notification of Renewal Letter

5.6 Audit Services

The Contractor shall provide audit services for the TSP program. The Contractor shall contact and coordinate with the party to be audited (i.e., prime sponsors, UM Administrators, and

Category III State programs, etc.) to schedule the audit. The Contractor shall conduct audits in accordance with HUD Handbook 4950.1 Rev. 3. Onsite audits may be conducted virtually with prior HUD approval. The Contractor shall submit to the COR an Audit Schedule, for each performance period, within 30 calendar days after contract award or the exercise of an option period. The audit schedule shall comply with the requirements listed in sections 5.6.1 Prime

Sponsor Audits, 5.6.2 Audits for Use of Materials Administrators, and 5.6.3 Audits of Category

III of the PWS. At minimum, the Audit Schedules shall include:

Types of audits

Parties to be audited

Locations of audits

Number of factories or facilities to be audited

Proposed travel dates to conduct audits

Deliverables

A0025 Audit Schedule

5.6.1 Audit of Current Documents

5.6.1.1 Audits of Current MR and EB Bulletins

The contractor shall conduct five (5) onsite audits and 17 virtual audits per performance period at sponsors’ manufacturing facilities for current bulletins in accordance with HUD Handbook

4950.1 Rev. 3. The Contractor shall conduct audits for all sponsors production plant. Audits shall consist of manufacturing processes, quality control programs, and prototypes units listed in the bulletins. The Contractor shall submit to the COR Bulletin Audit Reports in Microsoft Word format within 30 calendar days of completion of an audit. At minimum, each audit report shall include:

Deficiencies identified

Recommended remedies

A0026 Bulletin Audit Report

5.6.1.2 Audits of Current UM Administrator

The contractor shall conduct one (1) onsite audit and five (5) virtual audits per performance period of UM Administrators for current UM bulletins in accordance with HUD Handbook 4950.1

Rev 3. Each audit shall be conducted at the Administrator’s facility in addition, when applicable, to one (1) sponsor’s manufacturing plant. The audit shall include:

An evaluation of the Administrators’ supervision of the sponsors and verify that UM

Administrator is performing adequately.

An evaluation of the sponsors’ quality control, certification and labeling, recordkeeping requirements, warranty policy, and field and laboratory test data.

The Contractor shall submit to the COR UM Administrator Audit Reports in Microsoft Word

UM Administrator audit checklist

A0027 UM Administrator Audit Report

5.6.1.3 Audits of Current Category III Administrators

The Contractor shall conduct one (1) onsite audit and five (5) virtual audits per performance period of category III modular and panelized housing and certification programs in accordance with HUD Handbook 4950.1 Rev 3. Each audit shall be conducted at the state office in addition to one (1) modular and panelized housing manufacturing facility. The audit shall include an evaluation of the following:

The state standard and enforcement procedures

The state labeling program

The state performances under the Category III agreement with HUD

The manufacturer quality control, certification and labeling, recordkeeping requirements, warranty policy, etc.

The Contractor shall submit to the COR Category III Audit Reports in Microsoft Word format within 30 calendar days of completion of an audit. At minimum, each audit report shall include:

State audit checklist

Manufacturer plant audit checklist

A0028 Category III Audit Report

5.6.2 Audits of New Documents (Optional Tasks)

5.6.2.1 Audits of New (or Initial Issuance) MR and EB Bulletins

Upon COR’s request, the contractor shall conduct up to two (2) onsite audits per performance period at sponsor manufacturing facilities in accordance with HUD Handbook 4950.1 Rev. 3.

The Contractor shall conduct audits for all sponsors production plant. Audits shall consist of manufacturing processes, quality control programs, and prototypes units listed in the bulletins.

The Contractor shall submit to the COR New Bulletin Audit Reports in Microsoft format within 30 calendar days of completion of an audit. At minimum, each audit report shall include:

A0029 New Bulletin Audit Report

5.6.2.2 Audits of New (or Initial Issuance) UM Administrator

Upon COR’s request, the contractor shall conduct up to two (2) onsite audits per performance period of UM Administrators for new UM bulletins in accordance with HUD Handbook 4950.1

Rev. 3 and 24 CFR § 200.935 – Administrator Qualifications and Procedures for HUD building products certification programs. Each audit shall be conducted at the Administrator’s facility in addition, when applicable, to one (1) sponsor’s manufacturing plant. The audit shall include an

The Administrators’ supervision of the sponsors and verify that UM Administrator is performing adequately.

The sponsors’ quality control, certification and labeling, recordkeeping requirements, warranty policy, and field and laboratory test data.

The Contractor shall submit to the COR New UM Administrator Audit Reports in Microsoft Word

UM Administrator audit checklist

Manufacturing plant checklist

A0030 New UM Administrator Audit Report

5.6.2.3 Audits of New (or Initial Issuance) of Category III Administrators

Upon COR’s request, the Contractor shall conduct up to two (2) onsite audits per performance period of category III modular and panelized housing and certification programs in accordance with HUD Handbook 4950.1 Rev. 3. Each audit shall be conducted at the state office in addition to one (1) modular and panelized housing manufacturing facility. The audit shall include an

The state standard and enforcement procedures

The state labeling program.

The state performances under the Category III agreement with HUD

The manufacturer quality control, certification and labeling, recordkeeping requirements, warranty policy, etc.

The Contractor shall submit to the COR New Category III Audit Reports in Microsoft Word

State audit checklist Manufacturer plant audit checklist

A0031 New Category III Audit Report

5.7 Review and Analysis of New UM Administrator (Optional Tasks)

Upon COR’s request, the Contractor shall review up to two (2) new UM Administrator applications in accordance with 24 CFR 200.935 per performance period. Upon receipt of the UM Administrator applications from HUD, the Contractor shall ensure the application package is complete within seven (7) business days. If the application package is incomplete, the Contractor shall contact the applicant within the seven (7) business day in writing and request the missing documents or information.

Upon receipt of a complete application, the Contractor shall review the application package within 45 calendar days and submit to the COR a summary of UM Administrator Application for acceptance or rejection. Upon receipt of the COR concurrence for rejection, the Contractor shall return all application materials to the COR.

A0032 Summary of UM Administrator Application

5.8 Program Documents Revision (Optional Tasks)

The Contractor shall review the TSP program documents listed under section 1.3 Constraints of the PWS and the TSP SOP to align the program documents with current building products testing standards, applicable codes, and HUD requirements. The Contractor shall submit to the

COR a Cumulative Monthly Progress Assessment Report (CMPAR) within 45 calendar days after contract award and every 30 calendar days thereafter through the third quarter after contract award. The assessment period begins after contact award and ends at the third quarter after contract award. At minimum, the CMPAR shall detail the documents deficiencies, outdated standards, codes, links, digital formatting with scheduled milestones for each document. The

Contractor shall incorporate all COR requested revisions to the CMPAR.

At the end of the third quarter after contract award, the Contractor shall submit to the COR a

Final Assessment Report detailing their findings, recommended revisions, and draft documents revision schedule. Final revisions schedule shall be submitted for all revisions under sections

5.8.1 Revision of HUD Handbook, 4950.1 Rev. 3, 5.8.2 Revision of OHP Standard Operating

Procedures, 5.8.4 Minimum Property Standards Update, and 5.8.5 Revision of HUD Handbook,

4910.1 of the PWS. If HUD finds that the Contractor’s findings or recommendations are deficient during contract period of performance, the Contractor shall correct the deficiencies at no cost to

HUD.

The Contractor shall update all program documents to eliminate technical glitches triggered by old digital file format (i.e., convert Microsoft Word Doc. file to Microsoft Word DOCX) prior to submitting final documents to the COR.

Performance Standards

a) Standard: Cumulative Monthly Progress Assessment Report submitted to the COR every 30 calendar days after initial submission of the report.

AQL: Five (5) calendar days from standard deviation.

b) Standard: Final Assessment Report incorporates 100% of the requested information.

AQL: Final Assessment Report incorporates 95% of the requested information.

A0033 Cumulative Monthly Progress Assessment Report A0034 Final Assessment Report

5.8.1 Revision of HUD Handbook 4950.1 Rev. 3

Upon COR’s request, the Contractor shall revise HUD Handbook 4950.1 Rev. 3 per the final assessment report. The Contractor shall submit to the COR a draft Proposed Revised

Handbook 4950.1 Rev.4 per the schedule reference in the assessment report in section 5.8 of the PWS with the changes formatted to track original language and revision in Microsoft Word format. Upon receipt of the COR comments to the draft Proposed Revised Handbook 4950.1

Rev.4, the Contractor shall complete all requested revisions and submit a final Proposed

Revised Handbook 4950.1 Rev.4 within 30 calendar days of receipt. HUD will provide a copy of the current HUD Handbook 4950.1 Rev. 3 for revision.

Performance Standards

a) Standard: Final Proposed Revised Handbook 4950.1 Rev.4 incorporates 100% of the requested information and revisions.

A0035 Draft Proposed Revised Handbook 4950.1 Rev.4 A0036 Final Proposed Revised Handbook 4950.1 Rev.4

5.8.2 Revision of TSP Standard Operating Procedures (SOP)

The Contractor shall revise the TSP SOP per the final assessment report in section 5.8 of the

PWS. At minimum, recommendations and revision for the TSP SOP shall include standardized processes such as processes for bulletins, standardized electronic file naming and electronic folder nesting standards, standardized language for email templates, and program resources with links (i.e., Handbook, minimum property standards, SharePoint, etc.) for HUD employees.

HUD may provide sample emails and templates.

The Contractor shall submit to the COR a draft TSP SOP per the schedule referenced in the final assessment report in section 5.8 of the PWS. Upon receipt of the COR comments to the draft TSP SOP, the Contractor shall complete all requested revisions and submit a final TSP

SOP in Microsoft Word format within 30 calendar days of receipt. HUD will provide a copy of the current TSP SOP.

a) Standard: Final TSP SOP incorporates 100% of the requested information and revisions.

A0037 Draft TSP SOP A0038 Final TSP SOP

5.8.3 Updating of Bulletins Digital Files

The Contractor shall update the bulletins digital formatting to eliminate technical glitches triggered by old digital file format (i.e., convert Microsoft Word Doc. file to Microsoft Word

DOCX) at the time of preparing the Notification of Renewal Letters per section 5.5.2 of the

PWS. Revisions shall include editorial changes and formatting (i.e., spacing, blank pages, etc.).

The Contractor shall update five (5) bulletins per performance period. The Contractor shall submit the updated bulletins in Microsoft Word format at the time of submission of the

Notification of Renewal Letters to the COR.

Deliverables A0039 Updated Bulletin

5.8.4 Minimum Property Standards Update

The Contractor shall submit to the COR a draft Minimum Property Standard Revision per the schedule listed under section 5.8 of the PWS that includes all the recommendations and revisions per the final assessment report. The Minimum Property Standard Revision shall comply with the nesting content and hierarchy of 24 CFR Part 200 Chapter II, Subtitle B, Subpart S Minimum Property listed in section 1.3 Constraint of the PWS. The Minimum Property

Standard Revision shall be submitted in Microsoft Word format per the schedule listed under section 5.8 of the PWS. Upon receipt of the COR comments to the draft Minimum Property

Standard Revision, the Contractor shall complete all requested revisions and submit a final draft

Minimum Property Standard Revision within 30 calendar days of receipt. The Minimum Property

Standard Revision will be utilized by HUD to update applicable federal resources.

Performance Standards

a) Standard: Final Draft Minimum Property Standard Revision incorporates 100% of the requested information and revisions.

A0040 Draft Minimum Property Standard Revision A0041 Final Draft Minimum Property Standard Revision

5.8.5 Revision of HUD Handbook, 4910.1

The Contractor shall revise HUD Handbook 4910.1 per the final assessment report. The

Contractor shall submit to the COR a draft Proposed Revised Handbook 4910.1 per the schedule reference in the assessment report in section 5.8 of the PWS with the changes formatted to track original language and revision in Microsoft Word format. Upon receipt of the

COR comments to the draft Proposed Revised Handbook 4910.1, the Contractor shall complete all requested revisions and submit a final draft Proposed Revised Handbook 4910.1 within 30 calendar days of receipt.

Performance Standards

a) Standard: Final Proposed Revised Handbook 4910.1 incorporates 100% of the requested information and revisions.

A0042 Draft Proposed Revised Handbook 4910.1 A0043 Final Draft Proposed Revised Handbook 4910.1

6 Deliverables

The Contractor shall complete all work and submit all deliverables as specified…