Draft Performance Work Statement.docx

Performance Work Statement (PWS) Subscription to Service as a Software Cost Estimator Tool 1/13/2022 Version 1.0

Performance Work Statement (PWS) Cost Estimator Tool Vision Statement

The Department of Housing and Urban Development (HUD) acquires single family one-to-four unit properties from FHA Servicing Lenders following foreclosure of a defaulted FHA-insured loan. Throughout the default, foreclosure, and conveyance timeline, Lenders are required to protect and preserve the value of the insured asset, and to inspect, secure, maintain, and repair the structures, units, and other real property in accordance with specific regulations, policies, and requirements as described in the Single-Family Housing Policy Handbook, HUD 4000.1, until conveyance of the property to HUD.

HUD has established Maximum Property Preservation Allowances associated with specific preservation and protection activities, however, many preservation and protection repairs and maintenance items are not specified and reimbursement of these costs must be reviewed and evaluated by HUD for reimbursement approval. To validate bids submitted for these costs as well as to insure consistency in the approval process, HUD requires a cost estimator tool.

1 General Information The Contractor shall provide the Department of Housing and Urban Development (HUD) with a subscription access to a Service as a Software (SaaS) tool application and support services that assists with cost estimating services. The Contractor shall provide an application that successfully meets the functional requirements in the PWS while achieving the performance standards contained in the Performance Requirements Summary (PRS).

1.1 Introduction

The Department of Housing and Urban Development (HUD) has a need to award a contract for a web-based automated cost estimating tool that is currently commercially available in the marketplace.

1.2 Background

The Department of Housing and Urban Development (HUD) acquires single family one-to-four unit properties from FHA Servicing Lenders following foreclosure of a defaulted FHA-insured loan. Throughout the default, foreclosure, and conveyance timeline, Lenders are required to protect and preserve the value of the insured asset, and to inspect, secure, maintain, and repair the structures, units, and other real property in accordance with specific regulations, policies, and requirements as described in the Single-Family Housing Policy Handbook, HUD 4000.1, until conveyance of the property to HUD.

HUD has established Maximum Property Preservation Allowances associated with specific preservation and protection activities, however, many preservation and protection repairs and maintenance items are not specified and reimbursement of these costs must be reviewed and evaluated by HUD for reimbursement approval. To validate bids submitted for these costs as well as to ensure consistency in the approval process, HUD requires a cost estimator tool.

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:

1.4 Description of Services

The vendor will provide HUD with a subscription to access a Service as a Software, web-based automated cost estimating tool for HUD employees and contractors. It is anticipated that this tool will be utilized to create and verify cost estimates for P&P reimbursement requests.

1.5 Non-Personal Services

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

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

1.6 Period of Performance

The contract period of performance will be for a base period of twelve (12) months with four (4) twelve (12)-month option periods for a total of sixty (60) months or five (5) years. The base period of performance will be from February 13, 2023 to February 12, 2024.

1.7 Place of Performance

The place of performance will be at the contractor’s facility.

1.8 Hours of Operation

The contractor shall provide all labor and materials necessary to provide technical assistance and customer support for users, at a minimum, Monday through Friday, 6:00 am Eastern time to 7:00 pm Hawaii- Aleutian Time, 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.

1.9 Special Qualifications

1.10 Post Award/Kickoff Conference

The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Government intends to convene a Post Award Conference with the Contractor within ten business days after contract award. The Contracting Officer will notify the Contractor of the specific date, location, and agenda within five business days after contract award.

1.11 Status Meetings

The Contracting Officer, Contracting Officer Representative (COR) and other Government personnel, as appropriate may meet periodically with the Contractor to also review Contractor performance, requirement status, etc. At these meetings, the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance or progress of the requirement. The Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. Post Award Conference and subsequent meetings may be held via teleconference.

1.12 Contractor Travel

No contractor travel is anticipated during the performance period of this contract.

1.13 Transition In

The Contractor shall, upon the Contracting Officer's written notice, furnish Transition-In services as required. As a successor, the Contractor shall have sufficient personnel on board during the 14-day Transition-In period to ensure a smooth transition with the incumbent Contractor. The Contractor shall provide an orderly transition of work acceptance and accomplishment such that any impact to the program is minimized. During the Transition-In period, the Contractor shall become familiar with the requirements in order to commence full performance of services by the end of the contract Transition-In period. Transition-In is not required if the successor Contractor is the incumbent Contractor.

1.14 Transition Out

To minimize any decrease in productivity and to prevent possible negative impacts on additional services, the Contractor shall have sufficient personnel on board during the 14-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

Business/Work Days - Every official work day of the week which are days between and including Monday to Friday. This does not include public holidays and weekends.

Calendar Day - Any day of the week.

Contractor - A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Contracting Officer (CO) - A person with authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: the only individual who can legally bind the Government.

Contracting Officer Representative (COR) - An employee of the U.S. Government appointed by the Contracting Officer to perform contract administration activities in regard to technical issues. This individual has authority to provide technical direction to the Contractor as long as direction is within the scope of the contract, does not constitute a change and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

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

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

Government Furnished Property (GFP ) - Government-furnished property means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

Performance Requirements Summary (PRS) - A listing of the performance requirements under the contract that are to be evaluated by the Government on a regular basis, performance indicators for these requirements, performance standards for these requirement and surveillance methods to be used to determine if performance standards are met.

Performance Standard - The Contractor's performance level required by the Government.

Performance Work Statement (PWS) - A statement of work for performance based acquisitions that describe the required results in clear, specific and objective terms with measurable outcomes.

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

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

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

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

Service Contract - A contract that directly engages the time and effort of a Contractor whose primary purpose is to perform an identifiable task rather than to furnish an end item of supply.

Subcontractor - Any person, other than the prime Contractor, who offers to furnish or furnishes any supplies, material, equipment, or services of any kind under a prime contract or a subcontract entered into in connection with such prime contract, and any person who offers to furnish or furnishes general supplies to the prime contractor or a higher tier subcontractor. The Government does not have privity of contract with a subcontractor.

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

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms

AQL - Acceptable Quality Level

ARAMS - Automated Renewal and Amendment System BAA - Business Area Analysis Study CBT - Computer-Based Training CCB - Change Control Board CCMB - Configuration Change Management Board CMMI - Capability Maturity Model Integration CFO or OCFO - Office of the Chief Financial Officer of HUD CFR - Code of Federal Regulations CIO or OCIO - Office of the Chief Information Officer of HUD CO - Contracting Officer COR - Contracting Officer Representative CPO - Office of the Chief Procurement Officer of HUD EST - Eastern Standard Time (U.S.)

ETC - Estimate to Completion GAO - U.S. General Accounting Office HUD - U.S. Department of Housing and Urban Development HUDAR - HUD Acquisition Regulation HUD/ISG - Internet Services Group within the Telecom Processing Division HUD Web - HUDs Intranet Web Site and related WEB pages.

IG or OIG - Inspector General (Office of) IT - Information Technology IV&V - Independent Validation and Verification LOOCS - Line of Credit Control System OCPO - Office of the Chief Procurement Officer OIG - Office of Inspector General OMB - Office of Management and Budget PL Public Law PM - Project Manager POC - Point of Contact PPM - Project Planning and Management QA - Quality Assurance QASP - Quality Assurance Surveillance Plan QCP - Quality Control Plan SCOR – Subordinate Contracting Officer Representative SF - Standard Form TBD - To be determined 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

No

3.2 Facilities

The Government will provide (no facilities)

3.3 Equipment

The Government will provide (no equipment)

3.4 Materials

Copies of required materials may be provided to the Contractor in hard copy or soft copy. All materials will remain the property of the Government and will be returned to the 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 (no facilities)

4.2 Equipment

The contractor shall furnish a Service as a Software cost estimating tool/service.

4.3 Material

The contractor shall furnish a user guide.

4.4 Contractor Responsibilities

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

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

4.5 Contractor Personnel

The Contractor shall provide a Contract/Project Manager who shall be responsible for the performance of work. An alternate shall also be designated to act in the absence of the Contract/Project Manager. These Contractor personnel (main point of contact and alternate point of contact) are considered Key Personnel by the Government and shall be listed as such in accordance with HUDAR 2452.237-70, "Key Personnel. The Contract/Project Manager and alternate shall have full authority to act on all contact matters relating to daily operations of this contract. Accordingly, at a minimum, the points of contact shall have the technical knowledge of the requirement and be in the position to actually receive assignment, guidance, and direction from the SCOR, 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 points of contact shall each be an employee of the Contractor. An employee of a subcontractor is not acceptable for either of these positions. The Contract/Project Manager or alternate shall be available between the hours of 8:00am to 4:30pm Monday through Friday EST, except Federal Holidays or when the Government facility is closed for administrative reasons.

4.6 Identification of Contractor Employees

All Contractor/subcontractor personnel shall wear company picture identification badges as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone, or via electronic mail, Contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation. Where practicable, Contractor/subcontractors occupying collocated space with their Government program customer shall identify their work space area with their name and company affiliation, or at a minimum, "Contractor" after name.

4.7 Quality Control

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

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 INTERNET BASED-COST ESTIMATOR REQUIREMENTS

Internet Based-Cost Estimator Performance Standards

a) Standard: Tool should be functioning and accessible at least 24 hours a day Monday through Sunday

AQL: 100%

Deliverables A001 Subscription to a Service as a Software P&P Cost Estimating Tool

5.1.1 The Contractor shall provide an web-based tool which contains an accurate and comprehensive database which has the following characteristics.

Performance Standards

a) Standard: Tool shall be functioning and accessible 24 hours a day Monday through Sunday

AQL: 95%

Deliverables A001 Subscription to a Service as a Software P&P Cost Estimating Tool

5.1.2 1. The Service as a Software cost estimator tool/database shall provide verifiable, consistent, supportable, and reliable localized component level pricing aligned to the 5-digit ZIP code or specific to established geographic and economic markets which is consistent with industry standards for repair, replacement, maintenance or improvement costs on residential, single family one-to-four unit properties. The final cost data calculation produced by the estimator cannot be edited by the end-user.

5.1.3 The database shall be updated at least quarterly to reflect timely and accurate local supply issues and cost factors. The cost estimate shall not be a factor of a national average.

5.1.4 The database shall be able to accept additional data elements, materials, and work products, and the HUD Maximum Property Preservation Allowances.

5.1.5 The database shall provide the ability to input different variables, such as building square footage, room dimensions, roof slope and standardized variations in material and workmanship quality

5.1.6 The database shall provide descriptions and details of assumed materials, removal, install pricing options, labor, and scope of work for specific cost estimating elements such as standard assemblies or labor categories.

5.1.7 The database shall be simple to access requiring minimal identifying information, steps, actions, and operations to develop a usable and repeatable estimate for common and customary activities and assemblies.

5.1.8 Cost items should be arranged in simple and logical categories and components based on industry standard trade and material divisions.

5.1.9 The database shall provide a search feature to assist in locating and selecting specific materials and activities.

5.1.10 The estimate operation shall include options, including standard elements such as taxes and overhead and profit.

5.1.11 The database shall be able to provide an automatic, unalterable graphic indication and signal to cost estimate worksheets and data when cost elements are not derived from the existing cost estimate database or when items or elements have been modified or overwritten.

5.1.12 Completed estimates shall include at a minimum, notation and recording of the following data elements:

5.1.13 Each cost estimate report shall be able to be printed, saved and stored. Saved estimates shall be able to be transferred as a document or otherwise up-loaded to HUD’s REO System of Record, and permanently stored within each specific FHA case record.

5.1.14 The database shall maintain files of saved HUD generated estimates that can be accessed by a HUD administrator or HUD approved contractors, for review or supervisory alteration. The archive must provide data regarding individual user activity including number of estimates generated. The estimates shall be archived in a format that is retrievable, capturing data that can be utilized to provide analytical insight, such as exceptions, trends, and quality control of expenditures.

5.1.14.1 The database shall provide a user report that can be accessed by the COR for review or oversight. The report must provide real-time data for all active and inactive users on file, the first log in date and the last log-in date.

5.1.15 The cost estimating service must be currently available to and utilized by the Mortgage, Insurance, Construction, and Preservation and Protection industries to produce and validate repair, maintenance, renovation, and construction items or preservation and protection services, for single family one-to-four-unit housing throughout the United States, Puerto Rico, and the U.S. Protectorates.

5.1.16 Estimates derived by these employees or contractors shall be the property of HUD, to be utilized or published by HUD, and may be recorded into various HUD databases.

5.1.17 Database access shall be secure, private and accessible through controls such as user name and passwords.

5.2 SUBSCRIPTION ACCESS

Performance Standards

a) Standard: Access and setup of the subscription to the Service as a Software Cost Estimating Tool should take place within 24 hours of award and or effective date. Training provided as needed and or quarterly.

AQL: 100%

Deliverables

A002 SUBSCRIPTION

5.2.1 Customize, set-up and access the Cost Estimating tool to meet customer requirement.

Performance Standards

a) Standard: Access and setup of SaaS should take place within 5 working days of award. Training as needed

AQL: 100%

Deliverables

A002 SUBSCRIPTION

5.2.1.1 The Contractor shall provide unlimited, real-time access for up to 500 HUD employees and HUD contractors. Users will be identified, approved, and submitted by HUD.

5.2.1.2 The Contractor shall directly provide security access assistance for all approved users through customer services such as password reset options and user de-activation requests from HUD.

Deliverables

A002 SUBSCRIPTION

5.2.1.2 Database access shall be secure, private, and accessible through controls such as user names and passwords.

Deliverables

A002 SUBSCRIPTION

5.3 MAINTENANCE

Performance Standards

a) Standard: Help Desk staff is available 24 hours a day 7 days a week

AQL: 95%

Deliverables

A003 MAINTENANCE

5.3.1 The contractor shall provide all start up and maintenance services required to initiate and operate the service within 24 hours of contract award. The contractor shall provide all labor and materials necessary to provide technical assistance and customer support for users, at a minimum, Monday through Friday, 6:00 am Eastern time to 7:00 pm Hawaii- Aleutian Time.

Performance Standards

a) Standard: Help Desk staff is available 24 hours a day 7 days a week

AQL: 95%

Deliverables

A003 MAINTENANCE

5.4 TRAINING

Performance Standards

a) Standard: The contractor shall provide 4 (four) on-line, live, instructor-led systems training per period of performance to instruct, educate, and assist HUD employees and contractors on utilization and operation of the cost estimating tool and its reporting functions.

AQL: quarterly trainings Deliverables A004 Training

5.4.1 The contractor shall provide the initial training instruction within four days of contract award. The contractor shall provide 4 (four) on-line, live, instructor-led systems training per period of performance to instruct, educate, and assist HUD employees and contractors on utilization and operation of the cost estimating tool and its reporting functions.

Performance Standards

a) Standard: Training shall be provided after initial award and/or effective date then quarterly or as needed.

AQL: 100%

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

A subscription to a Service as a Software web-based cost estimating tool. This interactive solution will include access to a web-based cost estimation tool and database of the resulting estimates.

Subscription access and set-up of Cost Estimating Tool to meet customer requirement

At contract award, quarterly and or as needed

6.1 Quality Control Plan

The Contractor's QCP shall be delivered to the COR within 30 days after contract award (or with the Contractor's proposal if it is an evaluation factor). The QCP shall be submitted to the COR within (10 business days when changes are made thereafter. After acceptance of the QCP, the Contractor shall receive the Contracting Officer's acceptance in writing of any proposed change to its quality control system.

6.2 Acceptance Criteria

Acceptance of all deliverables shall be submitted in a draft format agreed upon by the Contractor and the Government.

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

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 and SCOR may 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. On a monthly basis, the COR will evaluate the quality of the product or services.

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

Performance Requirement Summary (PRS)

AQL: 100%

AQL: 95%

AQL: quarterly trainings