ATTACHMENT_001-AO-PWS.pdf

DU100H-13-Q-0003

Attachment 001

PART 3 – PERFORMANCE WORK STATEMENT

Manufacturing Housing Consensus Committee (MHCC)

Administering Organization (AO)

April 26, 2013

1.0 GENERAL INFORMATION

1.1 General. The U.S. Department of Housing and Urban Development (HUD), Office of Manufactured

Housing Programs (OMHP), requires the services of an Administering Organization (AO) – a recognized, voluntary, private sector, consensus standards body with specific experience in developing model residential building codes and standards involving all disciplines regarding construction and safety.

1.2 Background. HUD, OMHP, regulates the design and construction of manufactured homes. The National

Manufactured Housing Construction and Safety Standards Act of 1974, as amended, authorizes HUD to establish, by order, appropriate Federal manufactured home construction and safety standards, each of which shall be reasonable and practical; meet high standards of protection and be performance-based and objectively stated.

A Congressionally mandated component of the OMHP is a Federal Advisory Committee; the Manufactured Housing

Consensus Committee (MHCC).The MHCC operates with the assistance of an AO, an entity under contract with

HUD and the subject of this requirement.

1.2.1 Program Description. OMHP is located at HUD Headquarters, 451 7 th Street, SW, Washington, DC, with a staff of approximately ten employees and an Administrator. HUD performs this function through headquarters

Federal employees or State Administrative Agencies (SAAs). The National Manufactured Housing Construction and Safety Standards Act authorizes that states may elect to seek approval to administer the enforcement of the

Manufactured Housing Construction and Safety Standards (MHCSS) pursuant to a HUD-approved plan and an agreement. Thirty-seven (37) State Administrative Agencies (SAAs) are currently approved. HUD Headquarters office administers the MHCSS in all other states in addition to providing oversight of the approved state programs.

1.2.1.1 Manufactured Housing Consensus Committee (MHCC). The Manufactured Home Improvement Act of

2000 (MHIA) amendment to the MHCSS established the MHCC. The MHIA provides that:

There is established a committee to be known as the "consensus committee", which shall, in accordance with this chapter – provide periodic recommendations to the Secretary (of HUD) to adopt, revise, and interpret the Federal manufactured housing construction and safety standards and the manufactured procedural and enforcement regulations, including regulations specifying permissible scope and conduct of monitoring.

The MHCC is subject to several policy and operational requirements imposed by the MHIA. MHCC operates by a consensus standards development process, which means “…the process by which additions, revisions, and interpretations to the Federal manufactured home construction and safety standards and enforcement regulations shall be developed and recommended to the Secretary (of HUD) by the MHCC.”

1.2.1.2 MHCC and the Federal Advisory Committee Act (FACA). MHIA declares the committee to be “…an advisory committee not composed of Federal employees.” This provision, in addition to an analysis of MHCC in the context of FACA, clearly identifies it as a Federal Advisory Committee, subject to FACA, as well as the requirements of MHIA. The successful Contractor will assist HUD and the MHCC to conduct business in compliance with FACA.

1.2.1.3 MHCC Members/Membership Criteria. MHCC membership is composed of twenty-one (21) voting members appointed by the Secretary (of HUD), after consideration of the recommendations of the AO, from among individuals who are qualified by background and experience to participate in the work of the MHCC; and one non-voting member appointed by the Secretary (of HUD) to represent the Secretary on the MHCC.

Membership is equitably distributed among the following interest categories:

PRODUCERS - Seven (7) producers or retailers of manufactured housing;

USERS - Seven (7) persons representing consumer interest, such as consumer organizations, recognized consumer leaders, and owners who are residents of manufactured homes; and, GENERAL INTEREST AND PUBLIC OFFICIALS - Seven (7) general interest and public official members.

Recruitment and appointment of MHCC members is subject to MHIA specified criteria and procedures for consensus committees, promulgated by the American National Standards Institute (ANSI).

1.2.1.4 MHCC and the Administering Organization (AO). The statutory responsibilities of the AO are directly linked to the purpose of the MHCC. Statutory responsibilities are:

a. Administer the consensus standards development and interpretation process;

b. Administer the consensus development and interpretation processes for procedural and enforcement regulations and regulations specifying the permissible scope and conduct of monitoring;

c. The MHIA further directs the MHCC to “…not less than once during each two-year period - (i) consider revisions to the Federal Manufactured Home Construction and Safety Standards; and (ii) submit proposed revised standards, if approved, in a vote of the consensus committee by two-thirds of the members, to the

Secretary (of HUD) in the form of a proposed rule, including an economic analysis.”; and,

d. The AO must guide and assist the MHCC in meeting its mandate.

1.2.1.5 MHIA identifies the following duties of the AO:

a. Guide the MHCC to operate in conformance with the procedures established by the ANSI for the development and coordination of American National Standards;

b. Provide staff and resources to the MHC;

c. Furnish technical support to any of the member interest categories …represented on the MHCC;

d. Carry out additional duties necessary and foreseeable for the MHCC to function;

e. Assist the MHCC to plan meeting dates whether in person or by electronic means;

f. Schedule meetings and recording of minutes for MHCC full committee, subcommittees and task forces;

g. Maintenance and storage of records in accordance with Federal archival laws and regulations; and

h. Assist HUD with FACA compliance.

1.3 Objectives. HUD seeks a Contractor who shall:

a. Provide services and perform work required to fulfill the statutorily mandated responsibilities and duties of an AO, in addition to all other requirements of this PWS, in support of the functions and operations of the

MHCC;

b. Ensure administration of a consensus process for the development and interpretation of the Federal standards, the procedural and enforcement regulations, and regulations specifying the permissible scope and conduct of monitoring construction of manufactured homes;

c. Provide resources to facilitate the development and administration of the standards and review cycle;

d. Facilitate the operation and productivity of a consensus committee functioning as a Federal Advisory

Committee; and

e. Formalize and transmit recommendations to the Secretary (of HUD) from a body of users, producers and general interest/public officials on MHCSS and the manufactured home procedural and enforcement regulations.

1.4 Constraints. The work identified in this PWS will adhere to the rules, regulations, laws and standards identified by HUD as well as within the Federal government. Constraints such as:

The National Manufactured Housing Construction and Safety Standards Act of 1974, 24 CFR Parts 3280 through

3288 as amended by the Manufactured Housing Improvement Act of 2000 (MHIA), 42 U.S.C. 5403 Chapter 70.

Additional information regarding the manufactured housing program can be found on the HUD website at

"www.hud.gov and search manufactured housing".

1.5 Description of Services. The Contractor shall administer a consensus standards development process – a process by which additions, revisions, and interpretations to the Federal MHCSS and enforcement regulations shall be developed and recommended to the Secretary of HUD by the MHCC.

1.6 General Information

1.6.1 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. It the Contractor feels any action constitutes, or are perceived to constitute personal services, it shall be the Contractor’s responsibility to notify the Contracting Officer 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.

1.6.2 Period of Performance. The Period of Performance shall be for one Base Year of twelve (12) months with four (4) 12-month Option Periods.

1.6.3 Place of Performance. Place of performance shall be the Contractor’s facility.

1.6.4 Special Qualifications. The Contractor shall operate in conformance with the procedures established by the American National Standards Institute (ANSI) for the development and coordination of the American National

Standards in the performance of this requirement. This requires the Contractor to obtain accreditation from the

ANSI and maintain accreditation during the performance of this contract.

1.6.5 Post Award/Kickoff Conference. The Government intends to convene a Post Award Conference with the

Contractor within seven (7) business days after contract award. The Contacting Officer will notify the Contractor of the specific date, location and agenda within three (3) business days after contract award. This meeting shall be at no additional cost to the Government and may be held via teleconference if deemed appropriate by the CO.

1.6.5.1 Status Meetings. The Contractor shall attend monthly status meetings to review the contractor’s performance, status of the requirements, and milestones. These meetings shall be at no additional cost to the

Government. Status meetings may be held via teleconference if deemed appropriate by the CO.

1.6.6 Contractor Travel. The Contractor shall be required to perform periodic travel within the Continental

United States (CONUS) in the performance of task set forth in this PWS. The program office anticipates no more than ten trips within the contract period. Prior to travel (each planned trip) the Contractor shall coordinate with and receive Government authorization from the GTR for all travel. All travel costs associated with the performance of the requirements specified herein will be reimbursed in accordance with the Federal Travel Regulation (FTR) and

FAR 31.205-46, if specifically authorized.

The Contractor is responsible for obtaining all passenger transportation, lodging and subsistence. Cost incurred for transportation and per diem (lodging, meals and incidental expenses) shall be billed in accordance with the regulatory implementation of FAR 31.205-46, Travel Costs. HUD will not reimburse Contractor’s local travel.

Local travel is defined as travel within a 100-mile radius of Washington, DC Metropolitan Area.

1.6.7 Transition Period. The Contractor recognizes that the services under this PWS are vital to the

Government and must be continued without interruption and that upon contract expiration, a successor; either the

Government or another Contractor may continue them. In order to ensure a smooth transition of services at the beginning and end of contract performance, the Contractor shall provide Transition-In and Transition-Out Plan. The

Transition-In Plan shall be provided with the contractor’s proposal. The Transition-Out Plan shall be provided no later than 60 days after contract award. The Contractor shall, upon the CO’s written notice, furnish Transition-In /

Transition-Out services. The Contractor shall provide sufficient experienced personnel during the transition period(s) to ensure that the services called for by this PWS are maintained at the required level of proficiency. The

Contractor shall participate in transition meetings with the Government. The

1.6.7.1 Transition–In. The contractor shall furnish Transition-In services as required. As a successor, the

Contractor shall have sufficient personnel on board, at no additional cost to the Government, during a four-week

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 a program is minimized. During this 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.

1.6.7.2 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, at no additional cost to the Government, during the four-week 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 Contractor 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 period.

1.6.8 Work Product Ownership. The Government shall retain unlimited rights to all work product (such as;

documents, material, source code, electronic media, etc.) developed in the performance of services under this PWS.

All work products shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. Work product may not be used or sold by the

Contractor. All work product supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. All work products are to be provided to the GTR upon request or at the end of the contract performance period.

2.0 DEFINITIONS, ACRONYMS, APPLICABLE DOCUMENTS/PUBLICATIONS

2.1 DEFINITIONS

Administering Organization (AO) A recognized volunteer, private sector, consensus standards body with specific experience in developing model residential building codes and standards involving all disciplines regarding construction and safety that administers the consensus standards through a development process.

Business/Work Day 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.

Continental United States (CONUS) The 48 contiguous States and the District of Columbia.

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.

Design Approval Primary Inspection Agency (DAPIA) A State agency or private organization that has been approved by the Secretary to evaluate and either approve or disapprove manufactured home designs and quality control procedures.

Designated Federal Official (DFO) A designated employee of the Federal Government assigned to attend each meeting of each advisory committee.

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.

Docket A comprehensive and current list of all proposals or recommendations submitted to or initiated by the

MHCC for revisions to the Federal Manufactured home construction and safety standards with a complete status/history of each proposal/recommendation, such as date submitted, name of submitter with contact information, actions taken by the Committee or subcommittee on the proposal/recommendation, date(s) transmitted to HUD or returned by HUD and final disposition.

Federal Acquisition Regulation (FAR) Federal Government regulation that establishes and directs procurement policies and procedures for all Federal agencies.

Federal Advisory Committee Act (FACA) A Federal statute, 42 United States Code App. 5 expressing policy and providing operational guidance for all Federal advisory committees. The MHCC is deemed a Federal advisory committee.

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 such as, 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.

Government Technical Monitor (GTM) An individual designated by the Contracting Officer to assist in providing technical direction and monitoring performance under the contract.

Government Technical Representative (GTR) 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.

HUD Acquisition Regulation (HUDAR) U.S. Department of Housing and Urban Development’s procurement policies and procedures under the FAR system.

Inherently Governmental Functions Activities that require either the exercise of discretion in applying Government authority, or the making of value judgments in making decisions for the Government.

Key Personnel Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel clause. When Key Personnel are used as an evaluation factor in best value procurement, offerors can be rejected if they do not have firm commitments from the persons that are listed in the proposal.

Manufactured Housing Consensus Committee (MHCC) A statutory Federal Advisory Committee body charged with providing recommendations to the Secretary on the revision and interpretation of HUD’s manufactured home construction and safety standards and related procedural and enforcement regulations.

Manufactured Housing Construction and Safety Standards (MHCSS) Federal standard regulated by HUD for the design and construction of all manufactured (mobile) homes produced in the United States after June 15, 1976. Pub.:

The National Manufactured Housing Construction and Safety Standards Act of 1974, 42 U.S.C. 5401 et seq.; 24

CFR Part 3280.

Manufactured Housing Improvement Act of 2000 (MHIA) Amends Sections 5402 to 5404, 5406, 5407, 5409, 5412 to 5415, 5419, 5422, and 5426 of the National Manufactured Housing Construction and Safety Standards Act of 1974, repealing section 5425, and enacting and amending provisions set out as notes under this section]. Pub. L.

106-569, title VI, Sec. 601(a), Dec. 27, 2000, 114 Stat. 2997

Member Interest Categories Refers to the classification of the membership of MHCC by MHIA into

PRODUCERS - Seven (7) producers or retailers of manufactured housing; USERS - Seven (7) persons representing consumer interest, such as consumer organizations, recognized consumer leaders, and owners who are residents of manufactured homes; and, GENERAL INTEREST AND PUBLIC OFFICIALS - Seven (7) general interest and public official members.

Non-Personal Services Contract A contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

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

(and optionally, any maximum payment for meeting the acceptable quality level (AQL) and any deduction from payment for not meeting the AQL).

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

Performance Standard The Contractor’s performance level required by the Government. This is also known as the acceptable quality level (AQL).

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.

Production Inspection Primary Inspection Agency (IPIA) A State agency or private organization that has been approved by the Secretary to act as a design approval primary inspection agency or a production inspection primary inspection agency, or both.

Proposed Rule As used in §604(a)(4) of the Manufactured Housing Improvement Act of 2000, means a rule which contains information about a proposal by HUD to revise the Federal manufactured home construction and safety standards, contains the substantive content of the proposed revised standard(s), and is the proper format for publication in the Federal Register for notice and comment.

Quality Assurance (QA) Policies and procedures adopted by the Government to ensure that supplies and services acquired under Government contracts conform to the contract’s 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.

Roberts Rule of Order A guide of Parliamentary Procedure for Meetings. The guide applicable to the MHCC which governs the conduct of meetings.

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.

Shall Used to express what is mandatory.

State Administrative Agency (SAA) A state operated program approved by HUD to administer all or part of the

Federal manufactured home construction and safety standards and manufactured home procedural and enforcement regulations, 24 CFR Part 3282.

Standards The Federal Manufactured Home Construction and Safety Standards, 24 CFR 3280.

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 privet of contract with a subcontractor.

Task Order An order for services placed against an established contract or with Government sources.

Technical Support As used in Section 604(a)(3)(I) of the Act means specialized skill or knowledge such as, computer information technology, economic analysis, legal advice or drafting, engineering analysis or other specialized skills/knowledge necessary to assist the MHCC to achieve its statutory purposes.

Work Week Monday through Friday, unless specified otherwise.

2.2 ACRONYMS

ACRONYM DEFINITION

AQL Acceptable Quality Level

ANSI American National Standards Institute

AO Administering Organization

CFR Code of Federal Regulations

ACRONYM DEFINITION

CO Contracting Officer

EST Eastern Standard Time (U.S.)

FACA Federal Advisory Committee Act

FAC Federal Advisory Committee

GAO U.S. General Accounting Office

GTM Government Technical Monitor

GTR Government Technical Representative

HUD U.S. Department of Housing and Urban Development

HUDAR HUD Acquisition Regulation

IAW In Accordance With

MHCC Manufactured Housing Consensus Committee

MHCSS Manufactured Home Construction and Safety Standards

MHIA Manufactured Housing Improvement Act

MWP Management Work Plan

NLT Not Later Than or No Later Than

OMB Office of Management and Budget

OMHP Office of Manufactured Housing Programs

PL Public Law

PM Project Manager

POC Point of Contact

POP Period of Performance

QA Quality Assurance

QASP Quality Assurance Surveillance Plan

QCP Quality Control Plan

SAA State Administrative Agency

TBD To be determined

U.S.C. United States Code

2.3 APPLICABLE REGULATIONS/MANUALS/DOCUMENTS/PUBLICATIONS. The Contractor shall abide by all applicable regulations, publications, manuals, and policies and procedures in the performance of tasks set forth in this PWS.

a. HUD’s Manufactured Housing Consensus Committee Website is located at www.nfpa.org and contains information about past meeting minutes, committee/subcommittee lists, the MHCC charter, By-laws, etc.

http://www.nfpa.org/

b. Information about Federal Advisory Committees is available on the General Services Administration website located at www.gsa.gov

c. Information about HUD regulations, manuals and documents is available on the HUD website at www.hud.gov.

3.0 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 PWS and the resultant contract. The Government will furnish, at no cost to the Contractor, the

GFP shown below.

3.1 Materials. The Government will provide the Contractor with information necessary to carry out the terms of the contract. All materials (whether in hard copy or electronic format) will remain the property of the

Government and will be returned to the GTR upon request or at the end of the contract period.

3.2 Quality Assurance (QA). The Government shall evaluate the Contractor’s performance of tasks set forth in this PWS in accordance with the Government’s 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.

4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES. The Contractor shall furnish all facilities, equipment and supplies required to perform the tasks set forth in this PWS that are not listed under

Government Furnished Property and Services.

4.1 Facilities. The Contractor shall furnish office space where work is performed and records are stored.

4.2 Equipment. The Contractor shall furnish all equipment to be utilized in the performance of this requirement.

4.3 Material. The Contractor shall furnish written and electronic materials to HUD and the Manufactured

Housing Consensus Committee (MHCC).

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(electronic or in any other form) or data produced by the contractor under this contract, which are maintained by the Contractor remain the property of the U.S. Government. These files/results must be surrendered to the GTR upon request or at the end of contract performance.

4.5 Contractor Personnel. The Contractor shall provide and identify a Contract Manager/Project Manager who shall be responsible for the performance of work and an Alternate Contract Manager/Project Manager who shall 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 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 GTR, GTM and CO per HUDAR 2452.237-73, Conduct of Work and Technical Guidance, and shall be allocated enough hours each to ensure successful performance. These points of contact shall each be an employee of the Contractor. A subcontractor or an employee of a subcontractor is not acceptable for either of these positions. The Contract/Project Manager or alternate shall be http://www.gsa.gov/ http://www.hud.gov/ available between the hours of 9:00am to 5:30pm, Monday through Friday EST, except Federal Holidays or when the Government facility is closed for administrative reasons. The Contractor may designate other Key Personnel, as appropriate, in accordance with HUDAR 2452.237-70, “Key Personnel”.

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 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.

5.0 SPECIFIC TASKS AND DELIVERABLES

5.1 Scope of Work: The Contractor shall act in the role of the Administering Organization (AO) to provide administrative and other support to HUD and to the MHCC to fulfill the tasks, duties and responsibilities identified in the Manufactured Housing Improvement Act of 2000, HUD regulations and this PWS. These include administration of the consensus committee process, providing administrative and technical resources to support the consensus committee in its efforts to provide periodic recommendations on the Federal manufactured construction and safety standards, the installation regulations, and the procedural and enforcement regulations. The Contractor shall maintain regular and responsive contact with the GTR/GTM, designated by the CO. The Contractor may provide support services directly, or through a subcontractor, however all subcontractors are subject to prior approval by the CO. Some of the tasks herein will be ongoing.

5.2 Detailed Task Description.

5.2.1 TASK 1: Administrative Support. The Contractor in its role as AO shall provide ongoing administrative support such as:

a. Provide a system for receipt, handling, tracking and final disposition of all correspondence received by the

Contractor (AO) directly or on behalf of the MHCC in connection with MHCC business and the resultant contract. The Contractor (AO) shall maintain a tracking system that identifies: (1) the date correspondence was received; (2) the identity of the sender; (3) a contact number; (4) the nature of the correspondence (e.g., a recommendation from the public to revise the standards, an application for appointment to the MHCC, a transmittal from HUD to MHCC members, etc.); and (5) the disposition of the correspondence, if action was required or requested. The Contractor (AO) shall maintain documentation to support how and when correspondence is transmitted to MHCC members;

b. Provide a system for transmittal and tracking of correspondence from the Contractor (AO) to MHCC members, HUD and the public;

c. Provide a (toll-free) telephone number to the Contractor (AO) for receipt of telephonic inquiries from

MHCC members, the public or other interested parties; and

d. Provide other professional, technical, and clerical personnel and services, materials, equipment and facilities necessary for, or incidental to, the performance of the tasks set forth in this PWS.

5.2.2 Task 2: Website. The Contractor in its role as AO shall:

a. Develop and maintain an updated website dedicated to the MHCC which includes contact information for the AO, a list of MHCC members, upcoming meetings, information about past meetings, a link to the HUD

Manufactured Housing website and other information of interest to the MHCC members, the public and other interested parties. The website and information on the website should be dedicated to the MHCC and should not include any information or links to other activities of the Contractor or not directly related to the

MHCC;

b. Obtain approval from the GTR/GTM concerning the format of the website screens and all information and documentation related to the MHCC. GTR/GTM approval shall be obtained prior to any postings or updates to the website;

c. Post notice of all upcoming meetings of the MHCC, subcommittees, task forces or teleconferences;

agendas; and provide notice that all meetings are open to the public;

d. Post meeting minutes after approval by the GTR/GTM, including draft minutes which are to be made available at the next meeting for consideration and acceptance. Final minutes shall be posted to the website after approval by the MHCC and GTR/GTM; and

e. Post a docket, with detail and in a format approved by HUD, identifying the status of all proposals submitted to the MHCC. The docket created will be the official record of the proposal exchange process.

5.2.3 TASK3: MHCC Members and Applications for Membership. The Contractor in its role as AO shall:

a. Maintain a current list of all MHCC members such as: the interest category of all members; professional affiliation(s); contact information such as address, telephone number and email address; terms of appointment; and member applications with recommendations or attachments;

b. Provide a forum (e.g., website, etc.) notifying the public of the opportunity to submit applications for appointment to the MHCC, including a summary of MHCC member responsibilities, qualifications, application forms, location to submit applications and information notifying potential applicants of the financial, personal interest and post-employment ban limitations that exist;

c. Receive and maintain all applications and attachments submitted for appointment to the MHCC, including a summary list of applications with full name, date received, category and contact information;

d. Review all applications for compliance with MHIA criteria, including category eligibility, financial and other conflicts-of-interest, and qualifications;

e. Notify applicants if applications are incomplete, cannot be considered, or applicant is not eligible;

f. Notify HUD of new MHCC member applications, MHCC member resignations, when a MHCC member no longer qualifies for the interest category appointed, or otherwise cannot participate as a member of the

MHCC; and

g. Provide HUD with recommendations for appointment to fill vacancies on the MHCC, including name of applicant; category for appointment; whether applicant meets the qualification for reappointment; an alternate recommendation for each vacancy; a summary list of all applications received in chronological order during the prior three-year period for all categories; and copies of all applications, including applicants recommended for reappointment. Recommendations for appointment must be based on the

ANSI procedures, except as modified by the MHIA to ensure equal representation of the interest categories.

5.2.4 Task4: MHCC Meetings. The Contractor in its role as AO shall:

a. Coordinate, attend and participate in all MHCC meetings including subcommittee meetings, task force meetings and teleconferences. The Contractor shall perform duties such as, accounting for attendance, quorum determinations, advising on Roberts Rules of Order, etc., and other duties associated with MHCC meetings as determined by the GTR/GTM;

b. Provide an agenda for each meeting, based on unfinished business from prior meetings and after soliciting input from all MHCC members regarding upcoming meetings;

c. Provide HUD with a recommended date and one or more alternate dates to schedule MHCC meetings, after consulting with MHCC members regarding their availability to attend or participate. Recommendations shall give priority to dates that obtain the highest level of participation by MHCC members and should identify the number and names of members that are available and not available to attend. All dates for proposed meetings of the MHCC must be approved by HUD..

d. Provide HUD with a final agenda, including any information, reports, minutes of prior meetings, or data for distribution at the meeting prior to the scheduled meeting;

e. Provide HUD and MHCC members with a docket of all pending actions and proposals before the MHCC, including information concerning the date of proposal submission, the status of all actions by the MHCC and subcommittees on the proposal, prior voting activity on the proposal and pending status;

f. Provide resources and take comprehensive meeting minutes during all MHCC, subcommittee, task force and teleconference meetings. A draft of the minutes of all meetings and teleconferences shall be transmitted to all MHCC members and HUD for review, comment and approval;

g. Provide resources during meetings and teleconferences to inform MHCC members of the status of all activity before the MHCC, including pending recommendations, recommendations acted upon by the members, or any other historical data needed to assist the members;

h. Provide resources to document MHCC actions on all proposals, including the number of votes for, against and abstentions; proposals approved by two-thirds vote of the members; proposals returned to subcommittee; and proposals approved subject to a letter ballot; and

i. Provide resources at all meetings and teleconferences to ensure that all duties identified under this task will be accomplished to HUD’s satisfaction. The Contractor shall identify to the GTR/GTM, prior to each meeting, the resources to be provided for each meeting and the tasks for which they are responsible. HUD approval shall be obtained prior to use of proposed resources.

5.2.5 Task 5: Administration of the Consensus Committee Process. The Contractor in its role as AO shall:

a. Provide advice to the MHCC on the following matters:

MHIA and regulations published pursuant thereto;

Federal Advisory Committee Act (FACA) and regulations/guidelines;

Roberts Rules of Order;

ANSI procedures and protocols;

MHCC Charter;

MHCC by-laws; and

Other statutory, regulatory or procedural guidelines.

b. Assist the MHCC in connection with:

1. Processing and documenting revised standards;

2. Developing, maintaining and updating a detailed docket of all recommendations and proposals submitted to the MHCC from any source, including the MHCC, listing all activities related to recommendations and proposals, listing the docket on the MHCC website and providing a copy of the docket to the GTR/GTM and all MHCC members prior to all MHCC meetings. The docket shall include links to all documents posted for discussion at upcoming meetings;

3. Provide administrative and technical assistance to the MHCC in developing recommendations and interpretation of the Federal standards, the procedural and enforcement regulations, and regulations specifying the permissible scope and conduct of monitoring for the establishment and enforcement of the standards; and

4. Other assistance needed by the MHCC members in connection with their responsibilities under the

MHIA.

c. Provide technical and administrative resources to support the MHCC submittal of proposed revised standards to HUD, after a proposal has been approved by two-thirds of the MHCC members.

d. Process, if needed, the distribution, collection and accurate accounting of all ballot results on proposals passed by the MHCC. The Contractor shall administer the balloting process:

(1) Transmittal of proposals to all MHCC members with a fixed timeframe for response; and (2) providing justifications for all negative or abstaining votes. The Contractor (AO) shall ensure receipt of all ballots by all MHCC members and provide final results of ballots to the GTR/GTM;

e. Confirm and document that all proposals have met the requirement for approval in accordance with the

MHIA.

f. Assist the MHCC in preparing a proposal for submission to HUD in the form of a proposed rule, including an economic analysis.

g. Transmit all proposals that meet the requirements of the MHIA to HUD after a vote by the MHCC members. The Contractor shall notify the GTR/GTM and all MHCC members of the date that proposals are transmitted to HUD.

5.2.6 Optional Task 6: Technical Support. Technical support includes specialized skills or knowledge such as: computer information technology; economic analysis; and legal advice or drafting services.

The Contractor in its role as AO, upon the request of the MHCC, shall:

a. Submit all requests for technical support for the MHCC to the GTR/GTM and CO, including documentation to support: (1) the necessity of the requested technical support for the MHCC members; and (2) price reasonableness of providing technical support for the CO’s consideration and approval;

b. Upon approval by the CO, furnish technical support in a timely manner to any of the interest categories represented on the MHCC in accordance with the MHIA.

6.0 DELIVERABLES AND MILESTONES. The Contractor shall complete all work, deliver all deliverables and adhere to all milestones as specified herein. Any papers, recommendations, etc., that the Contractor submits are drafts, not final copies. The Government reserves the right to make changes to delivery dates. The following deliverables are required.

6.1 Quality Control Plan. The Contractor shall develop, document, maintain, and enforce 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, at minimum, Quality Management Approach, Quality Assurance, Quality Control and Quality Standards.

6.2 Monthly Report. For each task, a monthly report shall be submitted to the GTR/GTM. The monthly report shall contain a narrative summary of accomplishments, by tasks, and a discussion of any deviation from the initial deliverable schedule. The monthly reports shall outline the principal tasks, associated subtasks and the appropriated staff allocation.

6.3 Quarterly Report. The Contractor shall prepare and submit a cumulative quarterly report outlining services provided, a narrative summary of accomplishments, by task, and a discussion of any deviation from the initial deliverable schedule. The quarterly reports shall outline the principal tasks, associated subtasks and the appropriated staff allocation.

6.4 Annual Report. The Contractor shall prepare an annual report at the end of each performance period (base period and subsequent option periods, if exercised), which shall include an assessment of the cumulative activities during the respective performance period, as well as any required status reports that will allow the GTR/GTM to complete the appropriate documents required to formally close out a task.

6.5 Final Report. The Contractor shall prepare a final report at the end of the contract period, which shall include an overall assessment of the cumulative activities for all performance periods (base period and all exercised option periods). This report shall also include a completed status report that will allow the GTR/GTM to close out the contract in its entirety.

6.6 Deliverable and Milestone Schedule.

Deliverable/Task Frequency # of Copies Medium/Format Submit To Due Date

Post Award/Kickoff

Conference IAW paragraph

1.6.5

Once NA NA NA NLT 7 business days after contract award

Status Meetings IAW paragraph 1.6.5.1

As needed NA NA NA As needed

Transition-Out Plan IAW paragraph 1.6.7-1.6.7.2

Once 1 Electronic via email GTR, GTM and

CO

NLT 60 days after contract award

MHCC Correspondence

IAW paragraph 5.2.1-

Task1(b)-(c)

As needed 1 Electronic via email All MHCC members, GTR/GTM

Within 10 business days of receipt of correspondence

MHCC Website IAW paragraph 5.2.2-Task 2 (a)-

(e)

On-going NA Electronic via email NA NLT 45 days after contract award

Notification of MHCC member status change (e.g., new member application, resignation, no longer qualifies for appointed interest category, can’t participate as member, etc.)

IAW Paragraph 5.2.3-Task

3(f)

As needed NA Electronic vi email GTR, GTM Within 15 business days upon receipt of status change

Recommendations for

MHCC appointment IAW

As needed 2 Electronic via email and Hard Copy

GTR, GTM 3 months prior to end of each paragraph 5.2.3-Task 3(g) calendar year

MHCC draft meeting agenda (for each meeting including teleconferences) for review and approval

IAW paragraph 5.2.4-Task

4(b)

As needed 1 Electronic via email GTR, GTM 90 business days prior to each recommended meeting date

Recommended dates (and alternate dates) for MHCC meetings/teleconferences

IAW paragraph 5.2.4-Task

4 (c)

As needed 1 Electronic via email GTR, GTM 90 business days prior to each proposed meeting date

Final MHCC meeting agenda IAW paragraph

5.2.4-Task 4(d)

As needed 1 Electronic via email GTR, GTM 30 days prior to each scheduled meeting date

Docket of pending actions and proposals IAW paragraph 5.2.4-Task 4(e)

On-going Electronic via email GTR, GTM and all MHCC members

Every 60 business days

Draft MHCC meeting minutes (all meetings including teleconferences) for review, comment and approval IAW paragraph

5.2.4-Task 4(f)

As needed 1 Electronic via email GTR, GTM and all MHCC members

Within 20 business days after each MHCC meeting

Docket of recommendations/proposals submitted to MHCC IAW paragraph 5.2.5-Task 5(b)

As needed 1 Electronic via email GTR, GTM and all MHCC members

NLT 20 business days prior to each

MHCC meeting

Final ballot results IAW paragraph 5.2.5-Task 5(d)

As needed 1 Electronic via email GTR/GTM Within 60 business days of each meeting

Proposals IAW paragraph

5.2.5-Task 5 (e)-(g)

As needed 1 Electronic via email GTR/GTM 90 business days after MHCC member vote

Technical Support Request

IAW paragraph 5.2.6-Task

6 (a)-(b)

As needed 2 Electronic via email and Hard Copy

GTR/GTM 90 business days in advance of requested services

Monthly Report IAW paragraph 6.2

Monthly 1 Electronic via email GTR,GTM 15 th day of the month, if 15 th is on a holiday or weekend report is due next business day

Quarterly Report IAW paragraph 6.3

Quarterly 1 Electronic via email GTR/GTM Every 90 business days

Annual Report IAW paragraph 6.4

Annually 1 Electronic via email GTR/GTM 30 business days prior to the end of each performance period (base period and respective option period)

Final Report IAW paragraph 6.5

Once 1 Electronic via email GTR/GTM 30 business days prior to the end of each performance period (base period and option periods)

6.7 Acceptance Criteria. Each contract deliverable shall meet the following inspection and acceptance criteria in additional to any “Inspection and Acceptance” contract terms and conditions:

Deliverables shall incorporate all HUD comments.

The Contractor shall perform at the highest levels of professional and technical competence in performing the identified tasks (listed and described above) to achieve HUD’s stated objectives. It is expected that the

Contractor work closely with designated HUD staff to ensure all deliverables conform to the task descriptions and work objectives stated herein.

All deliverables shall be provided to the designated GTR first in draft format for review and comment.

Subsequent final reports will incorporate the comments, changes, edits, and concerns…