DRAFT Performance Work Statement (PWS)

Knowledge Management System and

Services (KMSS)

July 22, 2026

Contents Contents

Vision Statement

1 General Information

1.1 Scope of Work

1.2 Background

1.3 Constraints

1.3.1 Project Planning and Management

1.3.2 Section 508 Compliance

1.3.3 Access to HUD Information Systems

1.3.4 Continuity of Operations

1.3.5 Federal Records and Retention Acts and Regulations

1.3.6 Freedom of Information Act (FOIA) Laws and Regulations

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

1.13 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 and Information

3.5 Quality Assurance (QA)

4 Contractor-Furnished Items and Services

4.1 Facilities

4.2 Equipment

4.3 Materials

4.4 Contractor Responsibilities

4.5 Contractor Personnel

4.6 Identification of Contractor Employees

5 Specific Tasks

5.1 Transition In

5.1.1 Transition Start

5.1.2 Staffing, IT, and Communications Infrastructure

5.1.3 Warehouse Facility

5.2 Content Development

5.2.1 Evidence Matters

5.2.2 PD&R Edge

5.2.3 Case Studies

5.2.4 Listserv Content

5.2.5 Other Web-Based Content Development

5.2.6 Section 508 Remediation

5.2.7 Regulatory Barriers Content Development

5.3 Dissemination

5.3.1 Outreach and Engagement Plan

5.3.2 Listserv Dissemination and Management

5.3.3 Stakeholder Outreach

5.3.4 Event Registration Management and Communication

5.3.5 Conferences and Exhibitions

5.3.6 Dissemination of PD&R Products

5.3.7 Operation and Maintenance of Publication Subscriptions

5.3.8 Customer Support

5.3.9 Marketing Collateral

5.4 Digital Content Management and Updates

5.4.1 General Website Content

5.4.2 Dataset Content

5.4.3 Application Content

5.4.4 PD&R Publication Updates

5.4.5 HUD Library Portal

5.4.6 Webstore

5.4.7 Research Databases

5.4.8 Mobile Compatibility

5.4.9 User Experience Research

5.4.10 Research on Emerging Technology

5.5 Research and TA Technology

5.5.1 PD&R Application Library

5.5.2 Application Library Extensibility

5.5.3 Learning Management System

5.5.4 Engagement Analytics Dashboard

5.5.5 Security and Privacy Compliance

5.6 Project Management

5.6.1 Management Work Plan

5.6.2 Monthly Progress Reports

5.6.3 Ad Hoc Reports

5.6.4 Documentation of Procedures

5.7 Transition Out

5.7.1 Transition Out Briefing

5.7.2 Transfer of Physical and Electronic Property

6 Deliverables

6.1 Quality Control Plan

6.2 Acceptance Criteria

7 Related Documents

8 Performance Requirements Summary

Performance Work Statement (PWS)

Knowledge Management System and Services (KMSS)

Vision Statement

Improve and transform the way HUD delivers research, data, and program implementation support to customers, industry stakeholders, and recipient organizations. Provide communications and outreach services that advance HUD’s mission by connecting research and policy to practice.

1 General Information

1.1 Scope of Work

The Knowledge Management System and Services (KMSS) contract will provide comprehensive content development, dissemination, and website support for the Office of

Policy Development and Research (PD&R) at the U.S. Department of Housing and Urban

Development (HUD). PD&R is seeking a Contractor with experience delivering knowledge management services and program implementation support related to housing and community development. Services include:

Content Development: The Contractor shall create content, including PD&R publications, marketing materials, and web-based content.

Dissemination: The Contractor shall support PD&R’s outreach and communication efforts, including creating outreach plans, disseminating information via listservs, supporting PD&R events, and providing customer support.

Digital Content Management and Updates: The Contractor shall manage and update

PD&R’s web content.

Website Operations and Maintenance: The Contractor shall operate, maintain, update, enhance, and expand PD&R’s web presence.

The PD&R KMSS contract shall not be used to perform work of a policy, decision-making, or management nature; this work is inherently a Governmental function.

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

1.2 Background

PD&R’s mission is to improve life in American communities by building evidence to inform and strengthen housing and community development policy and practice and accelerate progress on

HUD's priorities. To accomplish its mission, PD&R provides objective information on housing and community development needs and market conditions; conducts rigorous research;

evaluates HUD policies and programs; supports innovation in building technologies and housing and community development; manages and leverages HUD's data assets to support evidence-based and data-driven policy and program improvements; and builds capacity in the housing and community development field through technical assistance support.

Vital to PD&R’s efforts are content development, dissemination, and the HUD User and HUD

Exchange websites.

Content Development: PD&R uses content development to share information with its customers through publications including –

Evidence Matters: Evidence Matters is a quarterly publication that presents objective, evidence-based analyses of research findings about key housing and urban development topics to inform practitioners, advocates, state and local policymakers, Congress, and researchers.

PD&R Edge: PD&R Edge is a biweekly e-magazine that provides a wide range of information on housing and community development issues, policies, and best practices.

Case studies: Case studies look at federal, state and local strategies that increase affordable housing opportunities, apply innovative features and practices, and utilize unique partnerships and initiatives. Each case study outlines a project’s objectives and the development strategies used to achieve them.

Dissemination: PD&R utilizes a variety of dissemination methods to share research, data, technical assistance resources, and other information with its customers. Dissemination methods include listservs, stakeholder outreach, public events, distribution of PD&R products, publication subscriptions, and customer support.

Websites: The HUD User and HUD Exchange websites provide vital information, resources, tools, and applications to HUD’s customers.

HUD User: The HUD User website maintains current information on housing needs, market conditions, and existing housing programs. The website also provides data and analysis to help inform policy decisions. The HUD User website provides online and print-based access to over 40,000 housing research publications, datasets, and related media, as well as mobile applications, APIs, and other tools.

HUD Exchange: The HUD Exchange website centralizes technical assistance for HUD’s recipient and stakeholder organizations. These entities use HUD Exchange to resolve specific questions or barriers to program delivery, learn about topics or disciplines related to HUD programs, identify new and better ways of delivering HUD programs, and leverage tools or applications to reduce the administrative burden of program delivery.

To improve and streamline the customer experience, HUD is consolidating its web presence.

Through that effort, the HUD User and HUD Exchange websites will be more integrated into the

HUD.gov digital footprint moving forward.

https://www.huduser.gov/portal/home.html https://www.hudexchange.info/

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.

1.3.1 Project Planning and Management

All HUD IT projects, including all information systems acquired, developed, enhanced, or maintained shall follow the policy, procedures, standards, and guidelines set forth within the IT

Management Framework using the Project Planning and Management (PPM) Life Cycle located at HUD’s PPM Life Cycle Website: Project Planning and Management V 2.0.

PPM was designed based on the best practices from Capability Maturity Model Integration

(CMMI) for systems development and Project Management Body of Knowledge (PMBOK) for project management. While at the foundation, PPM is designed as a Waterfall methodology, HUD encourages tailoring the PPM to use the many modern solution development methodologies available to enable the planning, development and delivery of useable functionality within 6-9 month increments.

Contractors are encouraged to propose a preferred methodology whether their solution(s) are for custom development, includes prototypes or pilots, Commercial Off the Shelf (COTS)/

Government Off the Shelf (GOTS) configuration, or Software as a Services. Working with the

HUD Project Manager(s), the Contractor will tailor PPM to take advantage of contractor proposed expertise in using other methodologies in a manner that will provide HUD the best value and address all of the work necessary for successful project completion, on time, within budget, and delivering intended functionality.

The decisions of PPM tailoring are captured in the Project Tailoring Agreement (PTA), which documents the specific agreement for creating, combining, referring, or omitting specific artifacts applicable to the project, as well as adjusting project control gate reviews to be consistent with the tailoring. All tailoring of PPM must be approved by HUD’s Deputy Chief Information Officer

(DCIO) for Business & IT Modernization. As a default, any project without an approved project tailoring agreement is required to follow all PPM phases and artifacts as presented.

1.3.2 Section 508 Compliance

The Contractor shall ensure all deliverables and services comply with Section 508 accessibility requirements.

1.3.3 Access to HUD Information Systems

Contractor employees (including subcontractors) who will need to have access to HUD information systems and/or business service providers (e.g., NW or FHAC) must undergo a background investigation as referenced in Section 5.1.1. See HUDAR Clause 2452.239-70

Access to HUD Systems (Deviation).

https://www.hud.gov/stat/cio/ppmv20

1.3.4 Continuity of Operations

The Contractor shall comply with HUD’s Continuity of Operations’ policies, practices and testing.

Continuity of Operations is defined in Presidential Policy Directive (PPD 40) National Continuity

Policy and Federal Continuity Directive-1 (FCD-1), Federal Executive Branch National

Continuity Program and Requirements, January 2017.

1.3.5 Federal Records and Retention Acts and Regulations

1.3.6 Freedom of Information Act (FOIA) Laws and Regulations

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 (1) base period of 12 months and four (4) 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 8:00 am and 4:30 pm

Eastern Time, Monday through Friday, except for Federal holidays or when the Government 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 reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

1.8 Special Qualifications

N/A

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-day transition-in period to ensure a smooth transition with the incumbent Contractors. 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 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 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 ongoing 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 Day – Every official day of the week which are days between and including Monday to Friday. This does not include federal holidays and weekends.

Calendar Day – Any day of the week.

Content – Information that includes, but is not limited to, program pages, datasets, research reports, periodicals, training and webinars, frequently asked questions, downloadable materials, guidebooks, case studies, interactive tools, help desks, and information about HUD grantees.

Content management – The systematic organization, governance, and delivery of digital information.

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’s Representative (COR) – An employee of the U.S. Government appointed by the Contracting Officer to perform contract administration activities regarding technical issues. This individual has authority to provide technical direction to the Contractor if direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have the 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 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.

HUD Recipient and Stakeholder Organizations – Recipients and subrecipients of HUD funding, residents, and participants in HUD-funded programs or initiatives. Examples include state and local grantees, public housing agencies, owners and managers of HUD-assisted housing, Continuums of Care, non-profit organizations, HMIS leads, HUD-approved housing counseling agencies and counselors, tribal organizations, Indian tribes, tribally-designated housing entities (TDHEs), FHA-approved multifamily lenders, and stakeholders of inter-government agency partnerships or other designated HUD initiatives.

Incumbent Service Providers – The current organizations hosting and administering the HUD

User and HUD Exchange websites.

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 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.

Service Level Agreement (SLA) – The expectations established by this PWS between the

Contractor and the Government regarding the products and services to be delivered.

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.

Technical Assistance (TA) – Guidance, training, consulting, systems or process development, or other activities that support implementation of programs or delivery of projects.

Website Content – Any text, tools, images, or aural content published on a website.

2.2 Acronyms

AQL – Acceptable Quality Level

CFR – Code of Federal Regulations

CIO or OCIO – Office of the Chief Information Officer of HUD

CO – Contracting Officer

COR – Contracting Officer’s Representative

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

POC – Point of Contact

QA – Quality Assurance

QASP – Quality Assurance Surveillance Plan

QCP – Quality Control Plan

SF – Standard Form

TA – Technical Assistance

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 (GFP) 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 will provide access to the beta and production environments of the HUD.gov website.

3.2 Facilities

Facilities will not be provided.

3.3 Equipment

Equipment will not be provided.

3.4 Materials and Information

See HUDAR 2452.227-70, Government Information

The Government shall provide the following materials and information:

Copies of Government Furnished Information (GFI) such as data, where applicable, that may be required to 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:

All facilities required to perform the services identified within the PWS.

A warehouse/storage facility capable of storing 186 48-inch by 40-inch pallets of publications and other PD&R products.

4.2 Equipment

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

PWS, including a fax machine and number, Post Office box, and computers.

4.3 Materials

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.

4.4.1 Delivery Compliance Standards

Unless otherwise specified, all deliverables under this contract must comply with 36 CFR

1194.21 Software Applications and Operating Systems, 36 CFR 1194.22 Web-based Intranet and Internet Information and Applications, 36 CFR 1194.23 Telecommunications Products, 36

CFR 1194.31 Functional Performance Criteria, and 36 CFR 1194.41 Information, Documentation and Support under the authority of Section 508 of the Rehabilitation Act

Amendment of 1998, 29 USC 794d. To comply with these standards, the Contractor shall submit all copies in a format readable by the assistive technology program, JAWS (HUD's standard screen reader). To view the entire text of 36 CFR Part I 194, go to Section 508 -

Accessibility of Electronic and Information Technology, and Federal Acquisition Regulation

Subpart 39.2, eCFR :: 36 CFR Part 1194 -- Information and Communication Technology

Standards and Guidelines

4.4.2 Security Access

https://www.ecfr.gov/current/title-36/chapter-XI/part-1194 https://www.ecfr.gov/current/title-36/chapter-XI/part-1194

As a condition of obtaining access to HUD systems, Contractor employees requiring access to

HUD systems must follow the procedures as set forth in Section I, HUDAR 2452.239-70. HUD may grant, deny, or revoke an individual's access rights to a HUD system based upon the results of the security background check of the individual. The Contractor shall provide written notification to the COR not later than one (1) business day of termination or resignation of any employee granted HUD systems access or when there is no longer a need for access to HUD systems by any Contractor employee. The Contractor shall maintain an up-to-date list that identifies contract employees with access to each of the information systems described in this section and the justification for each employee's level of access.

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 In

This section defines the requirements for the orderly and efficient transition of operations from the incumbent Contractors to the successor Contractor.

Transition-in activities ensure continuity of services while operational knowledge, access, and responsibilities are transferred. This section supports uninterrupted system availability and prepares the Contractor to begin full performance by the end of the transition-in period.

Successful performance under this section requires:

Completion of all transition-in activities within the defined transition-in period

No disruption to system availability or core functionality

Contractor readiness to assume full performance by the end of the transition-in period

Delivery of all required transition-in documentation, including certification of readiness

5.1.1 Transition Start

Upon receiving written notice from the Contracting Officer, the Contractor shall furnish transition-in services as required to assume the requirement. As a successor, the Contractor shall have sufficient personnel available during the 60-day transition-in period to facilitate an effective transition from the incumbent Contractors. During the transition-in period, the Contractor shall become familiar with the systems and requirements to successfully commence full performance of services by the end of the transition-in period.

The Government will organize a Kickoff Meeting within five (5) calendar days of the Contract start. The Contractor shall provide the Government with a detailed Transition Plan within seven

(7) calendar days following the Kickoff Meeting. The Transition Plan shall outline detailed requests of the incumbent Contractors, a meeting schedule for the transition-in period, a detailed plan for implementing transition activities, and a staffing plan for the transition-in period.

Performance Standards

a) Standard: The Contractor shall provide the Government with a detailed Transition Plan within seven (7) calendar days following the Kickoff Meeting.

AQL: An additional three (3) calendar days.

Deliverables

A001 Transition Plan

5.1.2 Staffing, IT, and Communications Infrastructure

As part of the transition-in process, the Contractor shall secure the necessary staffing, IT, and communications infrastructure listed below within thirty (30) days of Contract start.

Staffing: The Contractor shall recruit and maintain personnel with the qualifications necessary to fulfill all requirements of the Contract.

IT Infrastructure: The Contractor shall establish all IT infrastructure necessary for successful performance of all requirements of the Contract.

Communications Infrastructure: The Contractor shall retain a dedicated post office box, toll-free telephone number, fax number, TDD number, and email address for contract-related correspondence. Upon contract expiration or termination, the Contractor shall transfer control of the communications and all associated documentation to HUD.

a) Standard: The Contractor shall recruit and maintain personnel with the qualifications necessary to fulfill all requirements of the Contract within thirty (30) days of Contract start.

AQL: An additional seven (7) calendar days.

b) Standard: The Contractor shall establish all IT infrastructure necessary for successful performance of all requirements of the Contract within thirty (30) days of Contract start.

AQL: An additional seven (7) calendar days.

5.1.3 Warehouse Facility

The Contractor shall provide a secure warehouse or storage facility capable of storing 186 pallets (48 inches by 40 inches) of publications and collateral within fifteen (15) calendar days of

Contract start. The Contractor shall move all relevant HUD materials from the incumbent’s warehouse to its own warehouse within thirty (30) calendar days of Contract start, with no loss or destruction to Government materials as calculated by replacement cost. The Contactor shall pack, transport, unpack, organize, and store the materials.

a) Standard: The Contractor shall provide a warehouse or storage facility for 186 pallets

(48 inches by 40 inches) of publications and collateral within fifteen (15) calendar days of

Contract start.

AQL: An additional five (5) calendar days.

b) Standard: The Contractor shall move all relevant HUD materials from the incumbent’s warehouse to its own warehouse within thirty (30) calendar days of Contract start.

AQL: An additional ten (10) calendar days.

5.2 Content Development

This section defines the Contractor’s responsibilities for the development of written, visual, and web-based content supporting PD&R’s research dissemination, outreach, and program implementation activities across PD&R publications and digital platforms.

Successful performance under this section includes:

Timely production of publication-ready content across PD&R communication channels

Accurate, clear, and consistent presentation of research and program information

Compliance with PD&R style, accessibility, and quality standards. All content produced under this task must be professionally copyedited, fact checked, and free of errors, with high resolution graphic design. All content must adhere to the PD&R Style Guide.

Effective support for PD&R publications, outreach materials, digital tools, and web-based content needs

Performance of this section requires comprehensive subject matter expertise covering HUD’s programs and portfolio.

When developing content under section 5.2 Content Development, the Contractor may use artificial intelligence (AI) applications only according to guidance provided by HUD. For more information on AI usage at HUD, visit https://www.hud.gov/ai.

The Contractor shall obtain written approval of the copyright holder for use of any copyrighted materials. The Contractor shall obtain approval from the COR to incur costs for use of copyrighted materials, including photos or illustrations. HUD will generally approve payments that do not exceed $750.00 to use copyrighted materials.

https://www.huduser.gov/portal/About/style-guide-for-reports.pdf https://www.hud.gov/ai

5.2.1 Evidence Matters

Evidence Matters is a quarterly PD&R publication, and each issue focuses on a key theme and highlights policy-relevant research. The Contractor shall support the end-to-end development of articles and related content for each issue, including drafting, editing, and production support.

At the COR’s direction, the Contractor shall generate the following content for each quarterly issue of Evidence Matters:

Up to three (3) Evidence Matters articles, for a total of up to twelve (12) articles per 12-month performance period

A set of short article highlights

A list of additional resources

To generate this content, the Contractor shall perform research; conduct interviews; generate detailed outlines for each article; draft, edit, copyedit, fact check, and revise content; and supply graphical content (photos, photo captions, tables, charts, and cover art) as appropriate. The

Contractor shall submit up to three (3) drafts to HUD for comment, providing a minimum of fourteen (14) calendar days for HUD review between each draft, and a maximum of seven (7) calendar days between each draft for incorporating HUD comments and resubmitting to the

COR for approval.

For each issue of Evidence Matters, the Contractor shall create and send to HUD a detailed production calendar, which at minimum shall include due dates for each production step and number of working days for each production step.

For articles authored by HUD, the Contractor shall provide copyediting services. Copyediting shall be performed by a human.

For each issue of Evidence Matters, once the articles are finalized, the Contractor shall create a combined document to accommodate the PD&R clearance process.

For each issue of Evidence Matters, the Contractor shall provide a “camera-ready” final version that is formatted, error-free, and ready to print.

a) Standard: The Contractor shall generate up to three (3) articles each quarter, for a total of up to twelve (12) Evidence Matters articles per 12-month performance period.

AQL: Up to one (1) deviation per quarter.

A002 Evidence Matters article https://www.huduser.gov/portal/evidence.html

5.2.2 PD&R Edge

PD&R Edge is a biweekly online magazine with articles on a variety of housing, community development, and program-related topics.

At the COR’s direction, the Contractor shall generate up to four (4) articles (approximately

1,000-2,500 words per article) for each biweekly publication of PD&R Edge. The Contractor shall generate up to ninety-six (96) PD&R Edge articles per 12-month performance period.

To generate the articles, the Contractor shall propose topics for approval; perform research;

attend in-person events; attend virtual/online events and/or webinars; conduct interviews; draft, edit, copyedit, fact check, and revise content; and supply graphical content (e.g., photos, photo captions, tables, charts, and cover art) as appropriate. The Contractor shall submit up to two (2) drafts to HUD for comment, providing a minimum of fourteen (14) calendar days between each draft and a maximum of seven (7) calendar days between each draft for incorporating comments and resubmitting to the COR for approval.

For PD&R Edge articles authored by HUD, the Contractor shall provide copyediting services.

Copyediting shall be performed by a human.

For PD&R Edge articles authored by HUD, the Contractor shall, when necessary, provide photos and draft photo captions.

On a monthly basis, the Contractor shall generate pageview statistics pertaining to PD&R Edge and provide these statistics to HUD. These statistics shall include total monthly pageviews for

PD&R Edge and monthly pageviews by each PD&R Edge column.

The Contractor shall maintain an editorial calendar for PD&R Edge and share it with HUD on a regularly scheduled basis. As part of this, the Contractor shall, at least on a yearly basis, work with HUD to determine specific dates for the biweekly scheduled updates of PD&R Edge for the entire calendar year. In addition, the Contractor shall work with HUD on a regular basis to schedule and change dates that specific articles will be published. The Contractor shall, at least on a weekly basis, provide an electronic copy of the up-to-date editorial calendar to HUD.

a) Standard: The Contractor shall generate four (4) articles (approximately 1,000-2,500 words per article) for each bi-weekly publication of PD&R Edge.

AQL: Three (3) articles for up to 50% of PD&R Edge publications in any 12-month performance period.

A003 PD&R Edge article https://www.huduser.gov/portal/pdredge/pdr_edge_home.html

5.2.3 Case Studies

HUD will compensate the Contractor on a per-case study basis, with payment made in accordance with the number of completed COR-approved case studies delivered under this requirement.

HUD publishes a series of case studies that highlight federal, state, and local strategies that increase affordable housing opportunities, apply innovative features and practices, and utilize unique partnerships and initiatives. Each case study outlines a project’s objectives and the development strategies used to achieve them.

The Contractor shall propose at least six (6) case study topics to the COR each quarter. Upon approval of topics, the Contractor shall generate up to fifteen (15) case studies per year, ranging from 800-2,000 words each. For COR-approved case studies, the Contractor shall research, conduct interviews, write, edit, revise, and supply graphical content. The Contractor shall submit drafts of case studies to HUD for review. Upon receiving comments/edits from the Government, the Contractor shall incorporate comments/edits and resubmit for approval within three (3) calendar days.

a) Standard: The Contractor shall propose at least six (6) case study topics to the COR each quarter.

AQL: Up to two (2) deviations from the number of case study topics.

b) Standard: The Contractor shall generate up to fifteen (15) case studies per year, ranging from 800-2,000 words each.

AQL: Up to four (4) deviations from the number of case studies per year.

A004 Proposed case study topic

A005 Case study

5.2.4 Listserv Content

HUD will compensate the Contractor on a per message basis, with payment tied to the number of completed, COR-approved listserv messages delivered under this requirement.

A key method of dissemination and communication for PD&R is the use of various listservs that provide stakeholders with information on new publications, data releases, articles, reports, training opportunities, and funding opportunities. The listservs have varying audiences focused on research, data, and technical assistance.

The Contractor shall write, edit, and revise the listserv message text for up to 120 listserv messages each year, and the Contractor shall supply graphical content for each listserv message. Each listserv message will be approximately 300 to 500 words. Task 5.2.4 will include https://www.huduser.gov/portal/casestudies/home.html a listserv message for each new issue of Evidence Matters, and a listserv message for each biweekly update to PD&R Edge.

Upon receiving instruction from HUD, the Contractor shall draft a listserv message within three

(3) calendar days and share the draft language with the COR. The Contractor shall incorporate feedback from the COR and submit revisions within two (2) calendar days of receiving feedback from the COR.

a) Standard: Upon receiving instruction from HUD, the Contractor shall draft a listserv message for broad distribution to a PD&R listserv within three (3) calendar days.

AQL: Up to five (5) deviations from the standard number of days during any 12-month

A006 Listserv message

5.2.5 Other Web-Based Content Development

Upon request of the Government, the Contractor shall perform in-depth research; conduct interviews if needed; draft, revise, proofread, and fact check text; develop graphics and layout;

and prepare content for web postings, including web content for PD&R initiatives and programs such as the HUD Secretary’s Awards. The Government anticipates up to one (1) such request each month.

Deliverables A007 Web-based content

5.2.6 Section 508 Remediation

PD&R digital content includes reports, publications, training materials, and related documents that must meet federal accessibility standards. Remediation ensures content is structured and formatted for accessibility prior to publication or distribution.

5.2.6.1 Content Remediation

The Contractor shall remediate documents and other content provided by HUD to ensure the content complies with Section 508 of the Americans with Disabilities Act as amended (see www.section508.gov). Such content could include research reports, training documents, self-paced training modules, animated videos, webinar video and slide decks, webpages, and award brochures. HUD anticipates up to fifty (50) documents each year, averaging 150 pages each, up to five (5) self-paced training modules, up to twenty (20) animated videos, up to thirty (30) webinar video and slide decks, and up to one hundred and fifty (150) webpages. The Contractor shall remediate content within seven (7) calendar days of receipt.

http://www.section508.gov/

The COR may identify remediation of certain documents or other content as urgent. The

Contractor shall remediate urgent requests within two (2) business days of notice from the COR.

HUD anticipates no more than one (1) urgent request per month.

a) Standard: The Contractor shall remediate content within seven (7) calendar days of receipt during a 12-month performance period.

AQL: An additional 7 calendar days for up to 50% of non-compliant content.

b) Standard: The Contractor shall remediate content designated by the COR as urgent within two (2) business days of notice from the COR.

AQL: Up to one (1) additional business day for up to two (2) urgent requests.

A008 Remediated content

5.2.6.2 Review and Remediation of Materials Prior to Web Publication

Prior to publishing new and updated content on a HUD website, the Contractor shall validate that the content complies with Section 508 of the Americans with Disabilities Act as amended

(see www.section508.gov). When the Contractor receives content that is not compliant with

Section 508, the Contractor shall remediate the content within seven (7) calendar days of receipt. HUD anticipates up to six (6) content updates each week will require remediation.

The COR may identify noncompliant content as urgent. The Contractor shall remediate urgent requests within two (2) business days of notice from the COR. HUD anticipates no more than one (1) urgent request per month.

a) Standard: The Contractor shall remediate noncompliant content within seven (7) calendar days of receipt during any 12-month performance period.

AQL: An additional seven (7) calendar days for up to 50% of non-compliant content.

b) Standard: The Contractor shall remediate content designated by the COR as urgent within two (2) business days of notice from the COR.

AQL: Up to one (1) additional business day for up to two (2) urgent requests.

A009 Remediated content

5.2.7 Regulatory Barriers Content Development

PD&R publishes policies, regulations, and practices from around the country that affect the development and preservation of affordable housing. The content is used to document and organize information on regulatory constraints and reform efforts across jurisdictions.

Within thirty (30) calendar days following the end of each quarter, the Contractor shall submit to the COR twenty (20) policies, regulations, and practices for review to post online.

a) Standard: The Contractor shall submit twenty (20) policies, regulations, and practices within 30 calendar days following the end of each quarter.

AQL: Up to five (5) files deviation from the standard number of files.

A010 Regulatory barriers content

5.3 Dissemination

This section defines the Contractor’s responsibilities for the dissemination of PD&R research, publications, data, and program resources to external stakeholders through coordinated outreach, communication, fulfillment, and engagement activities. These services support distribution across digital, print, event-based, and direct communication channels.

Timely and accurate distribution of PD&R products and communications to target audiences

Effective execution of outreach, engagement, and stakeholder communication activities

Engagement with diverse stakeholder audiences including HUD partners, program participants, and users

Reliable management and delivery of fulfillment, subscription, and dissemination systems

Performance of this section requires comprehensive subject matter expertise covering HUD’s programs and portfolio.

5.3.1 Outreach and Engagement Plan

Outreach and engagement planning establishes the strategy for promoting PD&R products, increasing stakeholder awareness, and expanding the use of research, data, and program resources. The Contractor shall deliver a detailed customer and stakeholder outreach and engagement plan for approval by the COR within 45 days of Contract start and each subsequent 12-month performance period start. This plan will guide the government and

Contractor in performing outreach and engagement over the course of the year. The Contractor shall develop the plan with the key objective of achieving growth across the following key benchmarks:

Brand awareness

Website traffic

Training participation

Subscriber rates

Downloads

Web and mobile app use

a) Standard: The Contractor shall deliver a detailed outreach and engagement plan for approval by the COR within 45 calendar days of any 12-month performance period start.

AQL: An additional fifteen (15) calendar days.

A011 Outreach and engagement plan

5.3.2 Listserv Dissemination and Management

Listserv services support the distribution and maintenance of targeted email communications used to share PD&R updates, announcements, and resources.

At the request of the COR, and in coordination with HUD OCIO, the Contractor shall transition

PD&R listserv services from the incumbent-used listserv management systems and integrate the services into a HUD-wide platform.

5.3.2.1 Listserv Dissemination - General

Upon approval of the Government, the Contractor shall disseminate listserv messages to the relevant listserv subscribers within one (1) business day.

a) Standard: Upon approval of the Government, the Contractor shall disseminate the email message to the relevant listserv subscribers within one (1) business day.

AQL: Up to one (1) additional business day

A012 Disseminated listserv message

5.3.2.2 Listserv Management

The Contractor shall manage and maintain PD&R listservs by adding and removing members and scrubbing undeliverable addresses once each quarter, for a total of four (4) times each year. After scrubbing the listserv member lists, the Contractor shall provide the updated listserv member lists to the COR via email once each quarter. HUD estimates there will be up to thirty

(30) active listservs at one time.

a) Standard: Listserv member lists are submitted to the COR via email once each quarter.

AQL: Three (3) times a year

A013 Updated listserv member lists

5.3.3 Stakeholder Outreach

Stakeholder outreach activities support PD&R’s efforts to identify, understand, and engage key audiences involved in housing and community development research, policy, and program implementation.

5.3.3.1 Stakeholder Mapping

The Contractor shall complete stakeholder mapping two (2) times each 12-month performance period and provide a summary report to HUD. The stakeholder mapping could be focused on

PD&R’s outreach efforts overall, or it could be focused on the key stakeholder groups for a particular PD&R product. The Contractor shall identify existing and emerging stakeholder groups based on level of influence, interest area, and impact, on a scale from low to high. The stakeholder mapping will identify gaps in PD&R’s current stakeholder outreach and provide guidance and direction for increasing PD&R’s engagement with key stakeholder groups.

Performance Standard

a) Standard: The Contractor shall complete stakeholder mapping two (2) times per year and provide a summary report to HUD.

AQL: One (1) time per year

A014 Summary report

5.3.3.2 New Stakeholder Lists

The Contractor shall create one (1) targeted stakeholder list each quarter. Each list will focus on a key stakeholder group for PD&R. Upon request from HUD, the Contractor shall provide a draft stakeholder list to HUD within two (2) weeks.

a) Standard: The Contractor shall create one (1) targeted stakeholder list each quarter.

AQL: Up to one (1) deviation during any 12-month performance period.

A015 Stakeholder list

5.3.4 Event Registration Management and Communication

Event registration activity will generally fall into two types –

Training event registration: On request of the Government, the Contractor shall provide comprehensive consultative and direct support to training providers, including creating event registration pages for each training event, to encourage full and…