Benchmarking PWS-JMA_.pdf

Performance Work Statement (PWS)

HUD Multifamily

Energy and Water Benchmarking

10/6/2022

Vision Statement

1 General Information

1.1 Introduction

1.2 Background

1.3 Constraints

1.4 Description of Services

1.5 Non-Personal Services

1.6 Period of Performance

1.7 Place of Performance

1.8 Hours of Operation

1.9 Special Qualifications

1.10 Post Award/Kickoff Conference

1.11 Status Meetings

1.12 Contractor Travel

1.13 Transition In

1.14 Transition Out

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

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

4.7 Quality Control

4.7.1 Quality Control Plan

5 Specific Tasks

5.1 Benchmarking Status Report

5.2 Benchmarking Services

5.3 Energy and Water Usage Analysis and Assessments

6 Deliverables and Milestones

6.1 Quality Control Plan

6.2 Acceptance Criteria

7 Performance Requirements Summary

8 Related Documents

Vision Statement

Support property owners and agents (POAs) with energy and water benchmarking services utilizing EPA’s Energy Star Portfolio Manager. Deliver actionable analysis to POAs and HUD’s

Office of Multifamily Housing on energy and water saving opportunities at the property- and portfolio-level.

1 General Information

1.1 Introduction

The Department of Housing and Urban Development (HUD), Office of Multifamily Housing is seeking Energy and Water Benchmarking support services. Services shall include:

Creating a strategy that will support MFH POAs in their efforts to gather, track, and analyze project-level utility consumption and costs (owner- and tenant-paid) across the

MF portfolio and submit that information to HUD

Facilitating and encouraging sustained owner engagement in collecting and evaluating energy usage data and promoting conservation measures and investments in improved energy and water efficiency.

Reporting and analysis to HUD on energy and water consumption and associated GHG emissions of the HUD-assisted multifamily portfolio.

1.2 Background

The Inflation Reduction Act of 2022 (Pub. L. 117-169) includes funding for energy and water benchmarking of the HUD-assisted multifamily portfolio along with associated data analysis and evaluation at the property- and portfolio-level, and the development of information technology systems necessary for the collection, evaluation, and analysis of such data. In this context, benchmarking refers to measuring a building's baseline energy and water performance and comparing future results against its own past performance, other buildings in a portfolio and/or to similar buildings across the country. The resulting metrics help owners and operators better understand building performance and identify opportunities to save energy and water at the property. There is no current system environment as this is not an IT contract.

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:

All deliverables must be in compliance with Section 508 requirements as established by the Section 508 access board and other HUD guidelines.

The Contractor shall manage all projects in accordance with the National Defense

Industrial Association (NDIA) American National Standards Institute Electronic Industries

Alliance (ANSI/EIA) - 748 standards for Earned Value Management Systems (EVMS) and be subject to periodic compliance reviews.

1.4 Description of Services

Conduct energy and water benchmarking on behalf of property owners and agents (POAs) for approximately 40% of the Multifamily assisted portfolio (~585,200 units or ~9,380 properties) using EPA’s Energy Star Portfolio Manager platform. The contracted services will also include a digestible and actionable overview of energy and water usage, spending, and energy efficiency performance of the property to POAs. Services shall include:

POA and utility outreach

Benchmarking

Owner Engagement

Analyze and report on portfolio and property performance

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

Base year: 4/1/2023-3/31/2024

Option Year 1: 4/1/2024-3/31/2025

Option Year 2: 4/1/2025-3/31/2026

Option Year 3: 4/1/2026-3/31/2027

1.7 Place of Performance

The services to be performed under this contract shall be performed at the Contractor’s facilities or at the assigned HUD property as required by the Government. HUD properties are located within the following five (5) regional locations:

• Northeast Region – Connecticut, Delaware, District of Columbia, Maine, Maryland, Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania, Rhode Island, Vermont, Virginia, West Virginia

• Southeast Region – Alabama, Georgia, Kentucky, Florida, Mississippi, North Carolina, Puerto Rico, South Carolina, Tennessee, U.S. Virgin Islands

• Southwest Region – Arkansas, Iowa, Kansas, Louisiana, Missouri, Nebraska, New

Mexico, Oklahoma, Texas

• Midwest Region – Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin

• West Region – Alaska, Arizona, California, Colorado, Hawaii, Idaho, Montana, Nevada, North Dakota, Oregon, South Dakota, Utah, Wyoming

1.8 Hours of Operation

The Contractor is responsible for providing services between the hours of 8:00AM to 5:00PM 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 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 is responsible for ensuring all employees possess and maintain a sufficient level of experience and qualification to perform the tasks outlined within the PWS. Personnel performing these tasks require specific experience in multifamily energy benchmarking, preferably with affordable/subsidized properties. Personnel should also possess experience pertaining to, but not be limited to, topics ranging from understanding metering configurations to collecting tenant utility data to working with utilities to access whole-building aggregated data.

The Contractor must have at least five (5) years of experience utilizing EPA’s Energy Star

Portfolio Manager tool in the context of providing utility data for the assessment of multifamily properties.

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 days after contract award.

1.11 Status Meetings

The Contracting Officer, the 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 shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. Post award conference and subsequent meetings may be held via teleconference.

1.12 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 unauthorized travel.

1.13 Transition In

N/A https://portfoliomanager.energystar.gov/pm/login.html https://portfoliomanager.energystar.gov/pm/login.html

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

Benchmarking – The establishment of an annual assessment of a property’s energy and water usage, to include the total usage for the property and analysis as to the relative usage of resources by various systems/outputs at the property. This information shall then be inputted into Portfolio Manager for the purpose of generating an Energy Star Score, which provides a comprehensive snapshot of a building’s energy performance, taking into account the building’s physical assets, operations, and occupant behavior. In order to ensure the correct format for benchmarking, an address location and/or single geographic coordinate point (latitude and longitude) should be confirmed for each building, both that that standalone and those that make-up a larger property.

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.

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

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

Government Furnished Property (GFP) - Government-furnished property 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.

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.

Portfolio Manager – EPA’s Energy Star Portfolio Manager tool available through an online portal on EPA’s website.

Quality Assurance (QA) - Policies and procedures adopted by the Government to ensure that supplies and services acquired under Government contracts conform to the contracts quality requirements.

Quality Assurance Surveillance Plan (QASP) - A plan describing how the agency will survey, observe, test, sample, evaluate and document the Contractor's performance in meeting critical performance standards identified in the contract.

Quality Control (QC) - All necessary measures taken by the Contractor to assure that the quality of an end product of service shall meet contract requirements.

Subcontractor - Any person, other than the prime Contractor, who offers to furnish or furnishes any supplies, material, equipment, or services of any kind under a prime contract or a subcontract entered into in connection with such prime contract, and any person who offers to furnish or furnishes general supplies to the prime contractor or a higher tier subcontractor. The

Government does not have privity of contract with a subcontractor.

Workday - The number of hours per day the Contractor provides services in accordance with the contract.

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms

AQL - Acceptable Quality Level

CFO or OCFO - Office of the Chief Financial Officer of HUD

CFR - Code of Federal Regulations

CO - Contracting Officer

EST - Eastern Standard Time (U.S.)

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

HUDAR - HUD Acquisition Regulation

IT – Information Technology

PM - Project Manager

POA – Property Owner/Agent

POC - Point of Contact

POP - Period of Performance

QA - Quality Assurance

QASP - Quality Assurance Surveillance Plan

QCP - Quality Control Plan

U.S.C - United States Code

3 Government-Furnished Property and Services

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

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

3.1 Government Services

The Government shall provide the Contractor with information regarding the assigned properties for Benchmarking, including contact information for the POA.

3.2 Facilities

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

3.3 Equipment

No government equipment will be supplied.

3.4 Materials

Copies of required materials will be provided to the Contractor in hard copy or soft copy within

15 days of contract award. All 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 duties of this contract.

4.2 Equipment

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

4.3 Material

The Contractor shall furnish all materials required to perform the work under this contract.

4.4 Contractor Responsibilities

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

U.S. Government records, 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 Manager/Project Manager who shall be responsible for the performance of work. An alternate shall also be designated to act in the absence of the

Contract Manager. These Contractor personnel (main point of contact and alternate point of contact) are considered Key Personnel by the Government and shall be listed as such in accordance with HUDAR 2452.237-70, "Key Personnel.

The Contract Manager/Project Manager or alternate shall have full authority to act on all contact matters relating to daily operations of this contract. Accordingly, at a minimum, the points of contact shall have the technical knowledge of the requirement and be in the position to actually receive assignment, guidance and direction from the COR and CO per HUDAR 2452.237-73, Conduct of Work and Technical Guidance and shall be allocated enough hours to the requirement to ensure successful performance.

These points of contact shall each be an employee of the Contractor. An employee of a subcontractor is not acceptable for either of these positions. The Contract Manger/Project

Manager or alternate 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 meeting, 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 as 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.

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 Project Management

5.1.1 Benchmarking Status Report

The Contractor shall provide reporting on both the engagement strategy and progress of its work to benchmark properties that have engaged HUD for assistance in benchmarking. The report on the engagement strategy shall be submitted to the COR within ten days after contract award. The reports detailing the status of the project shall be submitted to the COR on a monthly basis as described below.

5.1.2 Project Management

The Contractor shall perform project management tasks for project planning, status reporting, and production monitoring. The Contract shall ensure that all milestones in the benchmarking progress are tracked foreach property and included in the monthly reporting to HUD required in this section. The Contractor shall also ensure that the number of days between each milestone is recorded and that additional support is provided to properties as the deadline for completion approaches to ensure it is met.

5.1.3 Project Work Plan

The Contractor shall create and maintain a Project Work Plan for the Benchmarking task that adheres to HUD's standards for Project Work Plan preparation for accomplishing the tasks of this PWS. The Project Work Plan shall include a detailed list of properties assigned to the contractor, a detailed report summarizing the engagement with the property, and the completion status of each Benchmarking, including obtaining utility data, inputting that information into

Portfolio Manager, and providing reporting and analytics he owner regarding the data. Initial

Project Work Plans shall be submitted to the COR within ten days after contract award. Each

Project Work Plan shall include a Work Breakdown Structure (WBS) and Project Schedule in

MS Project format. The Contractor shall update the narrative and WBS Project schedules as tasks are assigned by the COR, with updates occurring to the COR within 5 business days after the end of the reporting month.

5.1.4 Monthly Project Status Report

The Contractor shall submit to the COR a Monthly Project Status Report for Benchmarking providing the activities performed and actual progress at each property covered under this task as supported under the PWS. The Monthly Project Status Report shall be current as of the last business day of the month. The report shall:

Provide a brief, factual summary description of the technical progress made for each PWS task during the reporting period.

Identify significant problems and their impacts, causes, proposed corrective actions, and the effect that such corrective actions will have on the accomplishments of the contract objectives.

Provide schedule status and/or degree of completion of tasks/activities by time intervals.

Performance Standards

a) STD: Project Work Plans are submitted within 5 business days after the end of the reporting month.

AQL: 2 business day deviation from standard.

b) STD: Monthly Project Status reports are submitted and current as of the last day of each month in which the contract active.

AQL: 2 business day deviation from standard.

Deliverables

A01 Project Work Plan

A02 Monthly Project Status Report

5.2 Benchmarking Services

The Contractor shall conduct outreach to properties as instructed by HUD based on those properties’ engagement with the Department to proceed with Benchmarking. Once assigned to the property, the Contractor shall ensure that property is benchmarked in each year of the contract, confirm the address location and/or single geographic coordinate point (latitude and longitude) for each building is correct, and provide reporting and analytics to the property regarding the data derived from Benchmarking.

5.2.1 Benchmarking of Multifamily Properties

Based on intermittent assignments by HUD, the Contractor shall engage the assigned properties within five (5) business days to complete Benchmarking at the property. HUD shall provide contact information for the property at the time of assignment. The Contractor shall collect utility data for the property and input that information into Portfolio Manager on behalf of the POA. The Contractor shall complete the input of this data or submit to HUD evidence that lack of cooperation from the utility or POA in providing data has prevented them from doing so within thirty (30) days of its engagement with the POA. If the Contractor elects the latter, HUD shall review the evidence and determine if the delay is justified and what alternative implementation strategies the Contractor shall pursue. The Contractor shall collaborate with the

POA to build a process and capacity such that the annual exercise of obtaining and inputting the

Benchmarking information can transition over to the POA at the conclusion of the contract.

Performance Standards

a) STD: Make initial contact with the POA once a property is assigned within 5 business days.

AQL: 2 business day deviation from standard.

b) STD: Complete the input of utility into EPA Portfolio Manager or submit to HUD evidence that lack of cooperation from the utility or POA in providing data has prevented them from doing so within thirty (30) days of its engagement with the POA.

AQL: 97% completion of data input or submission of evidence deemed sufficient by HUD to justify delay among all properties assigned to the Contractor for benchmarking as measured each calendar year.

c) STD: Provide accurate latitude and longitude (coordinates) information for each residential building at each assigned property within thirty (30) days of its engagement with the POA.

AQL: Latitude and longitude must be accurate to at least the fifth decimal place.

Deliverables

A03 Confirmation of Initial Outreach

A04 Confirmation of Completion of Benchmarking OR explanation of obstacles.

A05 Coordinate Data

5.3 Energy and Water Usage Analysis and Assessment

The contractor shall provide summary analytics and feedback pertaining to the results of the

Benchmarking data. This analysis and feedback shall include an assessment of the properties’ performance in both energy and water usage as compared to other similarly situated properties, the area in which the biggest savings can be achieved, and recommendations for how to decrease the energy and water utilization at the property to be more efficient. This analysis will offer owners insights to across their portfolio and help them prioritize buildings with the greatest utility savings potential.

5.3.1 Energy and Water Efficiency Analysis and Assessment for Properties

The contractor shall provide summary analytics and feedback to the POAs regarding each property that goes through the Benchmarking process. This analysis shall include an assessment of the utility usage at each building within a property, how it compares to similar buildings, and what buildings are the worst performing. This analysis shall also include potential capital enhancements that could improve the efficiency of the property in terms of energy and water usage. The contractor shall provide as part of this analysis the approximate cost of these improvements along with the estimated realized savings to the property. This analysis should be delivered to the property contact provided by HUD and the COR via email within 30 days of the completion of annual Benchmarking.

5.3.2 Energy and Water Efficiency Analysis for HUD

The contractor shall provide to the Department a portfolio-level analysis of the energy and water efficiency of the properties in its portfolio that conduct benchmarking in a given year. That analysis shall include a comprehensive assessment of the Department’s assisted portfolio’s energy and water efficiency performance as compared to similarly situated properties and should provide an evaluation of these areas where there is greatest opportunity for improvement across the portfolio through additional investment in capital improvements. This analysis shall be provided to the Department annually for the preceding calendar year no later than March 31.

Performance Standards

a) STD: Complete property level benchmarking analysis and submit to property and HUD with

30 days.

AQL: 2 business day deviation from standard.

b) STD: Provide HUD with a portfolio-level analysis of 100% of properties in HUD’s assisted portfolio benchmarked each calendar year on an annual basis no later than March 31 of the following year.

AQL: 2% deviation from standard.

AQL: 5 business day deviation from standard.

Deliverables

A06 Property Level Energy and Water Efficiency Analysis

A07 Portfolio Level Energy and Water Efficiency Analysis

6 Deliverables and Milestones

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

Number Name Frequency Quantity

A01 Project Work Plan Once 1

Initial Project Work Plan due to the COR within 10 days after contract award;

subsequent Project Work Plans due within 5 business days after the end of the reporting month1

A02 Monthly Status Report Monthly 1

Submit to COR within 2 business days after the end of the reporting month

A03 Confirmation of Initial Outreach As required TBD

A04 Confirmation of Completion of Benchmarking

OR explanation of obstacles.

As required TBD

A05 Coordinate Data As required TBD

A06 Property Level Energy and Water Efficiency

Analysis

As required TBD

A07 Portfolio Level Energy and Water Efficiency

Analysis

Annual 1

6.1 Quality Control Plan

The Contractor's QCP shall be submitted to the Department as part of the Contractor’s proposal as part of the Management Plan. . A revised copy of the QCP shall be submitted to the COR within 5 business days of any changes made thereafter.

6.2 Acceptance Criteria

All deliverables shall be provided to HUD in electronic format, readable via Microsoft Office (e.g.

Word, Excel, and PowerPoint) and other standard software (e.g. Adobe Reader). In addition, reports must be delivered to HUD in HTML or other applicable electronic format, Section 508 compliant (refer to www.section508.gov), and suitable for posting online to HUDs internal and external web sites.

All deliverables shall be provided to the designated COR first in draft format for review and comment unless specified otherwise by the COR;

Subsequent final reports shall incorporate the comments, changes, edits, and concerns expressed to the Contractor by the COR. All deliverables shall be grammatically correct, reflect comprehensive research, incorporate complete analysis, and address HUD concerns;

Acceptance of all deliverables shall be provided in writing by the COR within 5 business days. Upon written notification by the PM/COR, the Contractor shall make any required revisions and resubmit the documentation within 5 business days, and/or submit a final draft within two (2) business days; The COR will inform the Contractor of the final draft.

The Contractor shall provide any further refinement needed for documents required by the COR;

All deliverables must be in compliance with Section 508 requirements as established by the Section 508 access board and other HUD guidelines; and

In the event the Government deems a deliverable as unacceptable and the deliverable is rejected, the Contractor shall rework the deliverable at no cost increase to the contract.

In the event the Government deems the services are unacceptable and rejects the service, the Contractor shall take action necessary to correct deficiencies and bring the service into compliance with the acceptability standards of the contract. The Contractor shall not be entitled to payment for services rejected as non-compliant if it fails to correct the critical defects within the period for which a progress payment for such services might otherwise be due.

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 several contract requirements are not 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.

HUD will develop a Quality Assurance Surveillance Plan to be used to provide contract oversight. In conjunction with the Contractor's Quality Control Plan and various other methods of assessing performance, the COR will perform on-site reviews and/or other types of verification to determine that the specified target performance requirements have been met.

Regular review of Contractor performance is critical to the overall success of the contract.

http://www.section508.gov/

8 Related Documents

The Contractor shall abide by all applicable regulations, publications, manuals and policies and procedures in the performance of this contract.

The requirements for Benchmarking as outlined in Appendix A of this contract.

Performance Requirement Summary (PRS)

Statements Standards/AQLs Incentive/Remedy

5.1 Benchmarking

Status Report

a) STD: Project Work Plans are submitted within 5 business days after the end of the reporting month.

AQL: 2 business day deviation from standard.

b) STD: Monthly Project Status reports are submitted and current as of the last day of each month in which the contract active.

AQL: 2 business day deviation from standard.

5% deduction from the associated CLIN for each business day not submitted in accordance with the established performance standard.

5.2

Benchmarking Services

a) STD: Make initial contact with the POA once a property is assigned within 5 business days.

AQL: 2 business day deviation from standard.

b) STD: Complete the input of this data or submit to HUD evidence that lack of cooperation from the utility or POA in providing data has prevented them from doing so within thirty (30) days of its engagement with the POA.

AQL: 97% completion of data input or submission of evidence deemed sufficient by HUD to justify delay.

c) STD: Provide accurate latitude and longitude (coordinates) information for each residential

5% deduction from the associated CLIN for each business day not submitted in accordance with the established performance standard.

5% deduction from the associated CLIN for each percentage point (rounded to nearest whole number) lower than the established performance standard.

10% deduction from associated CLIN for not meeting standard.

building at each assigned property within thirty (30) days of its engagement with the POA.

AQL: Latitude and longitude must be accurate to at least the fifth decimal place.

5.3 Energy and Water

Usage Analysis and Assessment

a) STD: Complete property level benchmarking analysis and submit to property and HUD with 30 days.

AQL: 2 business day deviation from standard.

b) STD: Provide HUD with a portfolio-level analysis of its assisted portfolio including all properties that conduct benchmarking on an annual basis no later than March 31 of the following year.

AQL: Inclusion of 98% of properties that conduct benchmarking within HUD’s assisted portfolio.

AQL: 5 business day deviation from standard.

5% deduction from the associated CLIN for each business day not submitted in accordance with the established performance standard.

5% deduction from the associated CLIN for each percentage point (rounded to nearest whole number) lower than the established performance standard.

Appendix A

Portfolio Manager - What data is required for a Multifamily ENERGY STAR Score?

In order for EPA’s ENERGY STAR Portfolio Manager to calculate a Multifamily ENERGY STAR

Score and other metrics (e.g. greenhouse gas emissions, site energy use intensity, etc.), several key pieces of information must be provided about a property's operation and energy consumption. Note: The underlined text links to the Portfolio Manager glossary definition.

Data Required for All Properties Property Name

Property Address

Total Gross Floor Area of Property (sqft)

Irrigated Area

Year Built/Planned for Construction Completion

Occupancy

Number of Buildings

Data Required for Multifamily Housing Uses

The following information is required to get an ENERGY STAR Score (if eligible):

Gross Floor Area

Total Number of Residential Living Units

Number of Residential Living Units in a Low-rise Building (1-4 stories)

Number of Residential Living Units in a Mid-rise Building (5-9 stories)

Number of Residential Living Units in a High-rise Building (10 or more stories)

Number of Bedrooms

The following information is optional and not used to calculate an ENERGY STAR Score; it may inform future analysis and score revisions by EPA and/or may help manage and compare properties within a Portfolio Manager account:

Common Entrance

Resident Population Type

Government Subsidized Housing

Number of Laundry Hookups in All Units

Number of Laundry Hookups in Common Area(s)

Percent That Can Be Heated

Percent That Can Be Cooled https://portfoliomanager.energystar.gov/pm/glossary#GrossFloorArea https://portfoliomanager.energystar.gov/pm/glossary#IrrigatedArea https://portfoliomanager.energystar.gov/pm/glossary#YearBuilt https://portfoliomanager.energystar.gov/pm/glossary#Occupancy https://portfoliomanager.energystar.gov/pm/glossary#MultifamilyHousing http://www.energystar.gov/buildings/facility-owners-and-managers/existing-buildings/use-portfolio-manager/understand-metrics/eligibility https://portfoliomanager.energystar.gov/pm/glossary#GrossFloorArea https://portfoliomanager.energystar.gov/pm/glossary#NumberOfResidentialLivingUnits https://portfoliomanager.energystar.gov/pm/glossary#NumberOfResidentialLivingUnitsInLowRiseSetting https://portfoliomanager.energystar.gov/pm/glossary#NumberOfResidentialLivingUnitsInMidRiseSetting https://portfoliomanager.energystar.gov/pm/glossary#NumberOfResidentialLivingUnitsInHighRiseSetting https://portfoliomanager.energystar.gov/pm/glossary#NumberOfBedrooms https://portfoliomanager.energystar.gov/pm/glossary#CommonEntrance https://portfoliomanager.energystar.gov/pm/glossary#ResidentPopulationType https://portfoliomanager.energystar.gov/pm/glossary#GovernmentSubsidizedHousing https://portfoliomanager.energystar.gov/pm/glossary#NumberOfLaundryHookupsInAllUnits https://portfoliomanager.energystar.gov/pm/glossary#NumberOfLaundryHookupsInCommonAreas https://portfoliomanager.energystar.gov/pm/glossary#PercentThatCanBeHeated https://portfoliomanager.energystar.gov/pm/glossary#PercentThatCanBeCooled

Meter Information and Energy Consumption Data

In order to receive an ENERGY STAR Score, Portfolio Manager requires all the energy a property consumes during 12 consecutive months. This includes energy purchased from the grid or in bulk (which are the amounts on utility bills), as well as renewable energy generated and consumed on-site such as from solar and wind (excess renewable energy generated on-site and sold to the utility is excluded from energy use). In order for Portfolio Manager to weather normalize the energy consumption data correctly, monthly metered data must be entered.

Basic Meter Information

Meter Name or ID

Meter Type (e.g. Electricity – Grid Electricity, Onsite Solar Electricity; Natural Gas, Fuel

Oil, etc.)

Units (e.g. kWh)

Date Meter Became Active

Date Meter Became Inactive

Aggregated Meter (Y/N) and list of meters included in the aggregated total (list not required, but helps with verification process to ensure aggregated energy data is complete)

Energy Consumption Data

Billing Start Date/Delivery Date

Billing End Date (leave blank for bulk fuel deliveries)

Usage/Quantity

Energy Exported Offsite (onsite solar/wind meters only)

Renewable Energy Certificate (REC) Ownership – Owned, Arbitrage, or Sold/Not Owned

(onsite solar/wind meters only and applies to emissions calculation, not ENERGY STAR

Score)

Offsite Green Power Quantity (kWh), location (specific plant, eGrid Subregion, or unknown), and renewable fuel source (% of geothermal, solar, wind, etc.) (Optional to enter and not required for ENERGY STAR Score)

Cost (Optional to enter and not required for ENERGY STAR Score)

Definition for Multifamily Housing https://portfoliomanager.energystar.gov/pm/glossary#MeterFirstLastBillDate

Multifamily Housing refers to residential properties that contain two or more residential living units. These properties may include low-rise buildings (1-4 stories), mid-rise buildings (5-9 stories), or high-rise buildings (10+ stories). Occupants of these buildings may include tenants, cooperators, and/or individual owners.

To be eligible for an ENERGY STAR score and certification in the US:

2 units or more per building

20 units or more per property/campus

At least 80% occupancy

Communities of single-family homes are not eligible. If your property is a mix of multifamily and single-family homes, the property would still be eligible as long as the single-family homes are less than 25% of the total GFA.

Gross Floor Area (GFA) should include all buildings that are part of the multifamily property, including any separate management offices or other buildings that may not contain living units.

Gross Floor Area should include all fully-enclosed space within the outside surfaces of the exterior walls of the building(s) including living space in each unit (including occupied and unoccupied units), interior common areas (e.g. lobbies, offices, community rooms, restrooms, common kitchens, fitness rooms, indoor pools), hallways, stairwells, elevator shafts, connecting corridors between buildings, storage areas, and mechanical space such as a boiler room. Open air stairwells, breezeways, and other similar areas that are not fully-enclosed should not be included in the GFA.

ENERGY Consumption Data and Meter Information and Consumption

Data

In order to receive an ENERGY STAR Score, Portfolio Manager requires all the energy a property consumes, regardless of the source during 12 consecutive months. It includes energy purchased from the grid or in bulk (which are the amounts on utility bills), as well as renewable energy generated and consumed on-site such as from solar and wind (excess renewable energy generated on-site and sold to the utility is excluded from energy use). In order for Portfolio Manager to weather normalize the energy consumption data correctly, monthly metered data should be entered.

Basic Meter Information

Meter Name or ID

Meter Type (e.g. Electricity – Grid Electricity, Onsite Solar Electricity; Natural Gas, Fuel

Oil, etc.)

Units (e.g. kWh)

Date Meter Became Active

Date Meter Became Inactive

Energy Consumption Data

State Date/Delivery Date

End Date (leave blank for deliveries)

Usage/Quantity

Cost (Optional – not required for ENERGY STAR Score)