DU100H-13-R-0003_Solicitation_-_HUD_Monitoring_Services.pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

NPH

WASHINGTON DC 20410-1000

451 SEVENTH STREET SW

OFFICER

OFFICE OF THE CHIEF PROCUREMENT

US DEPARTMENT OF HUD

CODE 16. ADMINISTERED BYCODE

X

X

541330

SIZE STANDARD:

% FOR:SET ASIDE:UNRESTRICTED ORNPH

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

SMALL BUSINESS

05/14/2013 1500 ED

04/29/2013

202-402-2239DEMETRESS STRINGFIELD

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

DU100H-13-R-0003

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 68 OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

ROOM 5256

TELEPHONE NO.

17a. CONTRACTOR/

WASHINGTON DC 20410-1000

451 7TH STREET SW ROOM 5256

OFFICE OF CHIEF PROCUREMENT OFFICER

US DEPARTMENT OF HUD

CONTRACT SPECIALIST

DEMETRESS STRINGFIELD

15. DELIVER TO

WASHINGTON DC 20410-1000

ROOM 5256

451 SEVENTH STREET SW

OFFICER

OFFICE OF THE CHIEF PROCUREMENT

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$14.0

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

US DEPARTMENT OF HUD

EDWOSB

NAICS:

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

XX

DATED

JERL S. TRAYLOR

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDEND

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT:

REF.

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

68 2 of

SECTION B: SUPPLIES OR SERVICES

BASE PERIOD: June 27, 2013 – June 26, 2014

CLIN Description Quantity Unit Unit Price Amount

0001 TASK ONE – IPIA Monitoring

FFP

12 MO

0002 TASK TWO – DAPIA Monitoring

FFP

12 MO

0003 TASK THREE – SAA Assessments

FFP

12 MO

0004 TASK FOUR – Project Management

FFP

12 MO

0005 TASK FIVE – Other Services

(In Support Of Tasks 1 – 3)

FFP

12 MO

0006 ODC’s – Travel Costs

IAW FAR 31.205-46

COST (NTE)

1 LOT

Grand Total

OPTION PERIOD 1: June 27, 2014 – June 26, 2015

1001 TASK ONE – IPIA Monitoring

FFP

12 MO

1002 TASK TWO – DAPIA Monitoring

FFP

12 MO

1003 TASK THREE – SAA Assessments

FFP

12 MO

1004 TASK FOUR – Project Management

FFP

12 MO

1005 TASK FIVE – Other Services

(In Support Of Tasks 1 – 3)

FFP

12 MO

1006 ODC’s – Travel Costs

IAW FAR 31.205-46

COST (NTE)

OPTION PERIOD 2: June 27, 2015 – June 26, 2016

2001 TASK ONE – IPIA Monitoring

FFP

12 MO

2002 TASK TWO – DAPIA Monitoring

FFP

12 MO

2003 TASK THREE – SAA Assessments

FFP

12 MO

2004 TASK FOUR – Project Management

FFP

12 MO

2005 TASK FIVE – Other Services

(In Support Of Tasks 1 – 3)

FFP

12 MO

2006 ODC’s – Travel Costs 1 LOT

IAW FAR 31.205-46

COST (NTE)

OPTION PERIOD 3: June 27, 2016 – June 26, 2017

3001 TASK ONE – IPIA Monitoring

FFP

12 MO

3002 TASK TWO – DAPIA Monitoring

FFP

12 MO

3003 TASK THREE – SAA Assessments

FFP

12 MO

3004 TASK FOUR – Project Management

FFP

12 MO

3005 TASK FIVE – Other Services

(In Support Of Tasks 1 – 3)

FFP

12 MO

3006 ODC’s – Travel Costs

IAW FAR 31.205-46

COST (NTE)

OPTION PERIOD 4: June 27, 2017 – June 26, 2018

4001 TASK ONE – IPIA Monitoring

FFP

12 MO

4002 TASK TWO – DAPIA Monitoring

FFP

12 MO

4003 TASK THREE – SAA Assessments

FFP

12 MO

4004 TASK FOUR – Project Management

FFP

12 MO

4005 TASK FIVE – Other Services

(In Support Of Tasks 1 – 3)

FFP

12 MO

4006 ODC’s – Travel Costs

IAW FAR 31.205-46

COST (NTE)

SECTION C: PERFORMANCE WORK STATEMENT

Title: Manufactured Housing Monitoring Services April 9, 2013

GENERAL INFORMATION

1.1 General:

Through the Department of Housing and Urban Development’s (HUD’s) manufactured housing program, unsubsidized affordable housing is available for many families who might otherwise not be able to afford home ownership. Approximately eight (8) million manufactured homes have been built under HUD’s

Manufactured Housing Construction and Safety Standard Program since 1976. About 60 companies produce manufactured housing in about 120 plants (production lines) with current production of about

80,000 floors per federal fiscal year.

Contractor services are needed to assist the Department in performing assessment inspections, monitoring, and evaluation of the performance of private and state agencies responsible for oversight of design and construction of manufactured housing and for monitoring the performance of states assisting

HUD in the enforcement of its Standards and Regulations. This effort includes parallel and concurrent monitoring of the In-Plant Production Primary Inspection Agencies (IPIAs) and Design-Approval

Primary Inspection Agencies (DAPIAs) and assessment inspections of the 37 States’ Administrative

Agencies (SAAs).

1.2 Background:

HUD regulates the design and construction of manufactured housing. The National Manufactured

Housing Construction and Safety Standards Act of 1974 (the Act), implemented in June 1976, established the framework for the preemptive Federal Standards and the related manufactured housing regulatory programs (HUD programs) in use today. HUD administers several manufactured housing regulatory programs, of which monitoring the performance of cooperating agencies is one. In addition the Act: 1) establishes a dispute resolution program, which is to be administered by another contract; and 2) mandates implementation of an installation program administered by qualifying state agencies or by HUD through a future contract.

In recent years, HUD’s role has become more important in assuring that the quality of the home is maintained and that consumer complaints with manufacturer service are appropriately addressed. This role has also been broadened by a trend in the industry to apply innovation to the factory-built home, employing more creative designs and utilizing new products. This serves to enhance the role of HUD and its monitoring and inspection agent, as they are continuously called upon to respond to questions and concerns regarding designs evaluated in accordance with the performance-based Standards.

HUD administers the program, supported by agreements with 37 SAAs and contracts with various private firms and non-profits. HUD also uses the services of an administering organization to support the

Manufactured Housing Consensus Committee; a committee that provides recommendations to the

Secretary of HUD to adopt, revise, and interpret certain standards and regulations. Currently there are six (6) DAPIAs and fourteen (14) IPIAs, both public and private, approved by HUD to conduct design review and in-plant inspections. Nine (9) of the fourteen (14) active HUD approved agencies are units of

State government and the remaining five (5) are private for-profit corporations.

All designs and design changes must be approved by a manufacturer’s DAPIA that also approves each plant’s quality assurance manual. Each manufacturer must also obtain the services of an IPIA. The

IPIA must certify that the plants under its purview are capable of producing homes in conformance with the Standards on a continual basis. The IPIA monitors the manufacturer’s quality control program by inspecting each home at some stage of production in the plant, and issues the HUD label that is attached to each section of the home upon completion.

HUD has established separate types of parallel and concurrent monitoring systems for this program.

HUD monitors the DAPIAs for the designs they approve and the IPIAs to ensure that the construction of homes are in compliance with the Standards, and assesses the 37 SAAs handling consumer complaints for satisfactory performance. The requirements of this Performance Work Statement addresses the principal tasks of the monitoring and inspection program, the monitoring of DAPIAs and IPIAs, and the performance assessments of the SAAs.

1.3 Objectives:

The objective of this IPIA/DAPIA/SAA Monitoring & Inspection Contract is to obtain Contractor services to assist HUD in determining if private and state agencies are fulfilling their enforcement, oversight, and regulatory responsibilities in assuring that manufactured homes conform to HUD

Standards and Regulations.

1.4 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 may include but are not limited to those listed below:

1.4.1 HUD generally implements the monitoring portion of its program through two sets of regulations:

(1) 24 CFR 3280, Manufactured Housing Construction and Safety Standards (the Standards), which is a nationally preemptive set of standards for the design and construction of these homes (commonly known in this industry as the HUD Code); and (2) 24 CFR 3282, Manufactured Housing Procedural and

Enforcement Regulations (the Regulations), which generally govern the enforcement of the HUD Code.

1.4.2 The National Manufactured Housing Construction and Safety Standards Act of 1974 (the Act), implemented in June 1976, located on HUD’s website:

http://www.gpo.gov/fdsys/pkg/USCODE-2011-title42/pdf/USCODE-2011-title42-chap70.pdf.

1.4.3 HUD approved DAPIAs and IPIAs as listed on HUD’s website:

http://portal.hud.gov/hudportal/HUD?src=/program_offices/housing/rmra/mhs/mhsid.

1.4.4 Due to the nature of the requirement, the Contractor shall expect changes in the industry that may occur during the course of performance, such as but not limited to:

(a) The quality, number of plants, and production totals of manufactured homes;

(b) The number of design packages and drawings generated;

(c) The type and numbers of post-design or post-production problems experienced in the field;

(d) The frequency and extent of natural disasters;

(e) Problems with the quality control operations, which could require increased or shifted monitoring and audits;

(f) SAA assessment inspection issues;

(g) Special factory, retailer, transport, installation, or site inspection issues; and http://portal.hud.gov/hudportal/HUD?src=/program_offices/housing/rmra/mhs/mhsid

(h) Superior or more appropriate methods to carry out the tasks of this PWS.

1.4.5 The objective of the IPIA monitoring function, on behalf of HUD, is to verify that each

HUD-approved In-Plant Primary Inspection Agency has adequately performed all of its functions as outlined in the regulations including Section 3282.362 and other sections of the Regulations

(http://portal.hud.gov/hudportal/HUD?src=/program_offices/housing/rmra/mhs/mhsid). The Regulations may be viewed on HUD’s document website at www.hudclips.org, through the ―Library‖ link, by searching document number ―3282‖) in Section 23 of the Code of Federal Regulations. Also, IPIA monitoring ensures that the manufacturing process is as stated in plant certification reports.

1.4.6 The Contractor shall provide materials for the Department’s review and possible posting on

HUD’s website. Materials shall be compliant with HUD’s web publication standards

(www.hud.gov:80/library/bookshelf15/policies/standard.cfm).

1.5 Description of Services: HUD is seeking a Contractor to assist the Department by performing assessment inspections, monitoring, and enforcement of the private and state agents of HUD responsible for the oversight and for the design and construction of manufactured housing. HUD is seeking a Contractor to provide monitoring services for conducting:

(1) The in-plant monitoring and auditing of In-Plant Primary Inspection Agencies (IPIAs);

(2) The monitoring of Design Approval Primary Inspection Agencies (DAPIAs); and

(3) The monitoring and assessments of State Administrative Agencies (SAAs).

(4) Project management

(5) Other Services

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 Period of 12 months and four 12-month Option Periods.

1.6.3 Place of Performance: The services to be performed under this contract shall be performed at the Contractor’s facility.

1.6.4 Hours of Operation: The Contractor is responsible for providing services between the hours of

8:00 am -5:00 pm Monday thru Friday except Federal holiday or when the Government facility is closed due to local or national emergencies, administrative closing, or similar Government directed facility closings. Weekly hours shall not exceed a forty (40) hour work week and a typical work day will be 8 hours each day Monday through Friday. The Government reserves the right to change hours of operation or restrict contractor access. Work outside these daily hours is prohibited without Contracting Officer approval. Government agencies will not be available during scheduled holidays, inclement weather, http://portal.hud.gov/hudportal/HUD?src=/program_offices/housing/rmra/mhs/mhsid http://www.hudclips.org/ http://www.hud.gov/library/bookshelf15/policies/standard.cfm weekends, after duty hours.

The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within the Contract when the Government facility is not closed for the above reasons.

When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

1.6.5 Special Qualifications: The Contractor is responsible for ensuring all employees conducting system analysis and compliance assurance possess and maintain current professional certification in accordance with ASTM E-541 during the execution of this contract. In addition, all compliance assurance auditors are to be certified as quality auditors by the American Society of Quality (ASQ).

1.6.6 Post Award Conference: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The

Government intends to convene a Post Award Conference with the Contractor within five business days after contract award. The Contracting Officer will notify the Contractor of the specific date, location and agenda.

1.6.6.1 Status Meetings: The Contracting Officer, Government Technical Representative (GTR) and other Government personnel will meet at least monthly, and as appropriate may meet more frequently with the Contractor to also review Contractor performance, requirement status, etc. At these meetings, the Contracting Officer will apprise the Contractor of how the Government views the Contractor’s performance or progress of the requirement. The Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. Post award conference and subsequent meetings may be held via teleconference.

1.6.7 Contractor Travel: The Contractor shall be required to perform periodic travel within the

Continental United States (CONUS) and may be directed, on occasion, to travel to Canada or Mexico in the performance of this PWS. Prior to travel (each planned trip) the Contractor shall coordinate with and receive Government authorization from the GTR for all travel. The Contractor shall be responsible for obtaining all passenger transportation, lodging and subsistence; the contractor employees shall possess passports, visas and medical clearances for designated areas. The Government will not reimburse the

Contractor for these types of expenses. Reimbursement of CONUS travel will be in accordance with the

Federal Travel Regulation, FAR 31.205-46. The Contractor shall travel using the lower cost mode transportation commensurate with the mission requirements. When necessary to use air travel, the

Contractor shall use the tourist class, economy class or similar lodging accommodations to the extent they are available and commensurate with the mission requirements. HUD will not reimburse Contractor’s local travel. Local travel is defined as travel within 50 miles of Washington, DC.

1.7 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 a Transition-In and a 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 120 days after contract award.

The Contractor shall, upon the CO’s written notice, furnish Transition-In and/or Transition-Out services as required. The Contractor shall provide sufficient experienced personnel during the Transition period 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 as required.

1.7.1 Transition-In (if applicable): The Contractor shall, upon the CO’s written notice, 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 the ninety (90) day Transition-In period to ensure a smooth transition with the incumbent Contractor. The Contractor shall provide an orderly transition of work acceptance and accomplishment such that any impact to a program is minimized. During the

Transition-In period, the Contractor shall become familiar with the requirements in order to commence full performance of services by the end of the contract Transition-In period. Transition-In is not required if the successor Contractor is the incumbent Contractor.

1.7.2 Transition-Out (if applicable): To minimize any decrease in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, at no additional cost to the Government, during the ninety (90) day Transition-Out period. The incumbent

Contractor shall ensure a smooth transition with the successor Contractor during the Transition-Out period, prior to completion of contractual performance. The incumbent Contractor shall aid the successor in the development of plans, procedures and methods for the assumption of all on going work.

The Contractor shall provide an orderly transition of work acceptance and accomplishment, such that full control by the successor contractor is achieved by the end of the new contract Transition-In period.

C- 2 DEFINITIONS, ACRONYMS, APPLICABLE DOCUMENTS/PUBLICATIONS

2.1 Acronyms – See Section J – Attachment 001

Definitions – See Section J – Attachment 002

2.2 APPLICABLE REGULATIONS/MANUALS/DOCUMENTS/PUBLICATIONS: The

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

The National Manufactured Housing Construction and Safety Standards Act –Title VI:

http://www.gpo.gov/fdsys/pkg/USCODE-2011-title42/pdf/USCODE-2011-title42-chap70.pd f

Manufactured Home Construction and Safety Standards – 24 CFR 3280:

http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3280.

pdf

Manufactured Home Procedural and Enforcement Regulations – 24 CFR 3282:

http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3282.

pdf

Manufactured Housing Program Fee – 24 CFR 3284:

http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3284.

pdf

Model Manufactured Home Installation Standards – 24 CFR 3285:

http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3285.

pdf

Manufactured Home Installation Program – 24 CFR 3286:

http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3286.

pdf

Manufactured Home Dispute Resolution Program -24 CFR 3288:

http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3288.

pdf

C-3 GOVERNMENT FURNISHED PROPERTY

http://www.gpo.gov/fdsys/pkg/USCODE-2011-title42/pdf/USCODE-2011-title42-chap70.pdf http://www.gpo.gov/fdsys/pkg/USCODE-2011-title42/pdf/USCODE-2011-title42-chap70.pdf http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3280.pdf http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3280.pdf http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3282.pdf http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3282.pdf http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3284.pdf http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3284.pdf http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3285.pdf http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3285.pdf http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3286.pdf http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3286.pdf http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3288.pdf http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3288.pdf

The Contractor shall ensure accurate control and accountability of all Government Furnished Property in accordance with terms and conditions of this contract. The Government will furnish, at no cost to the

Contractor, the GFP shown below.

3.1 Materials: The Government will provide electronic access to HUD Standards, Regulations, and other information pertaining to oversight, monitoring and enforcement of manufactured home production.

All materials 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 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.

C-4 CONTRACTOR FURNISHED ITEMS AND SERVICES

The Contractor shall furnish, all facilities, equipment, materials and supplies required to perform the work under this contract that are not listed under Government Furnished Property and Services.

4.1 Contractor Responsibilities: The Contractor shall only conduct business with designated

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

U.S. Government records, copies of original results and reports, verified original data, corrected data and corrected supporting final reports which are maintained by the Contractor remain the property of the U.S.

Government. These files/results must be surrendered to the GTR upon request or at the end of the contract period.

4.2 Contractor Personnel: The Contractor shall provide a Project Manager who shall be responsible for the performance of the contract deliverables. The Project Manager is considered Key

Personnel by the Government and shall be listed as such in accordance with HUDAR 2452.237-70, ―Key

Personnel‖. Project Manager shall be available between the hours of 8:00 am to 5:00 pm, Monday through Friday EST, except Federal Holidays or when the Government facility is closed for administrative reasons. The Contracting Officer shall approve in advance the resume of all proposed changes in the Project Manager prior to such a change in personnel taking place.

4.3 Identification of Contractor Employees: All Contractor personnel shall wear company picture identification badges and include their company name in their electronic mail signature blocks.

4.4 Quality Control: The Contractor shall establish and maintain a complete Quality Control

Program that shall ensure services are performed in accordance with commercial standards.

C-5 SPECIFIC TASKS AND DELIVERABLES

5.1 SCOPE OF WORK

The scope of work of this PWS includes tasks to ensure that HUD can monitor and evaluate the adequacy and performance of private and state agencies in carrying out their regulatory responsibilities in assuring that manufactured homes conform to the Department’s Standards and Regulations. The contractor shall provide three (3) types of monitoring and inspections services: IPIA monitoring, DAPIA monitoring, and

SAA assessments. In addition, the contractor shall provide project management services, alternative constructions reviews, special investigations and studies, regulatory specialist services, and customer feedback. The aforementioned tasks require contractor support services as detailed below.

5.1 TASK ONE: Perform In-Plant Primary Inspection Agency (IPIA) Monitoring

The Contractor shall monitor to ensure the IPIAs are performing inspections in accordance with their written procedures, the inspections are effective, and that their label control and record keeping is maintained. The completion of these task activities may require travel in the continental United States as well as Alaska, Hawaii, Mexico, Canada, or the US territories.

The contractor shall make recommendations to HUD with respect to continued acceptance, disqualifications or requalification of each IPIA based on the monitoring data and other background information obtained through monitoring and inspections. The Contractor shall also provide recommendations for changes and enhancements that IPIAs should make in their operations in order to improve services and maintain approval to function as an IPIA. The Contractor shall carry out inspections and other investigations and other investigations on behalf of the government. The Contractor shall also monitor the IPIA’s compliance with applicable regulations, including the conflict-of-interest provisions in

§ 3282.359 of HUD’s Manufactured Home Procedural and Enforcement Regulations. The

Contractor shall refer all issues of noncompliance to the GTR/GRM.

Overall, activities in this task include conducting in-plant audits and post-production follow-up audits, developing written reports for each audit and annual evaluation, coordinating State participation in monitoring, providing training materials, conducting workshops for field auditor personnel, conducting visits to IPIA headquarters, compiling reports, scheduling audit trips, coordination with DAPIAs and

SAAs, performing special investigations and studies, and providing revisions of auditing procedures.

5.1.1 –Develop IPIA Audit Procedures

The Contractor, subject to Program Office acceptance and approval by the GTR/GTM, shall prepare uniform procedures for all in-plant auditing. The Contractor shall develop audit procedures for

Contractor teams to follow in undertaking the monitoring of quality control and compliance to the

Standards and Regulations in manufactured housing plants. The GTR/GTM must review and approve these procedures before use by the Contractor. Initially, the Contractor may utilize historically developed auditing procedures to conduct the monitoring that have included the Inspection of Computer

Coded Items (CCI) Guidelines, Standards Training and Inspection (STI) Guidelines, and the Quality

System Issues (QSI) Guidelines. Within six months of award, the Contractor must adopt the existing procedures or modifications to those procedures, or develop their own procedures for review and approval by the GTR/GTM.

The Contractor is to propose a method of monitoring IPIA performance through in-plant auditing by use of at least two person teams comprised of quality auditors. The auditing procedures used must be contain criteria by which the Contractor’s monitoring teams can perform a reasonable and uniform evaluation of the IPIA’s quality assurance program in each manufacturing plant, and the effectiveness of the IPIA’s performance.

The audit process used is to provide at least 24 hours advance notice to an IPIA before the in-plant audit.

The purpose of the audit is to determine if the IPIA is assuring that the following aspects of the manufacturing process are carried out:

(a) the manufacturer is capable of following the quality control procedures set out in the quality assurance manual to be followed in the plant;

(b) the manufacturer is continuously following all provisions and aspects of its approved quality assurance manual;

(c) any part of the manufactured home that it actually inspects conforms with the design or that it conforms to the standards where the design is not specific;

(d) wherever it finds a manufactured home in production that fails to conform with the design or the standard, the failure to conform is corrected before the manufactured home leaves the manufacturing plant;

(e) if a failure to conform to the design standards is found in one manufactured home, all other homes still in the plant which the IPIA’s record of the records of the manufacturer indicate might not conform to the design or standards are inspected, and if necessary, brought up to the design or standards before they leave the plant

5.1.2 –Perform In-Plant Audits

As directed by the GTR/GTM, the Contractor, over the course of a year, shall conduct audits for each active manufactured home production facility at least annually in order to evaluate the effectiveness of an

IPIA’s surveillance and overall effectiveness of the IPIA’s procedures and oversight. In addition, certification audits for new facilities or as a result of significant changes at existing facilities are also to be conducted at the direction of the GTR/GTM.

Audit activities include inspection of homes, review of the effectiveness of the manufacturer’s quality control program and procedures, review of the IPIA and manufacturer inspection documents, and post-production home inspections at retailer sites. IPIA’s performance is measured for the specific IPIA requirements as outlined in the relevant sections of the Regulations (e.g. 3282.362). As directed by the

GTR/GTM, the Contractor shall also conduct an in-plant audit within 30 days after an IPIA either certifies a new plant or takes over IPIA services for an existing plant, to evaluate the effectiveness of the

IPIA’s plant certification and surveillance processes.

The Contractor shall also monitor the IPIA’s evaluation or remedial actions taken POCA (Plan of

Corrective Action) and determinations made by manufacturers concerning homes with similar problems generally by reviewing appropriate records in accordance with Subpart I of the regulations (Subpart I investigation). Contractor teams shall review the remedial action records of manufacturers and IPIAs when conducting multi-day audits.

Audits are conducted in accordance with established written guidelines periodically modified by the monitoring Contractor and approved by HUD as outlined above. Audits require Contractor teams to enter a production facility for typically three days to review all quality control and production operations in place at the facility. This includes review and inspection of testing procedures and equipment to determine if the IPIA is complying with applicable Standards and Regulations. The audit team also reviews the IPIA’s inspection reports, the manufacturer’s quality assurance manual and quality control procedures to verify that all quality control inspections are being conducted by the manufacturer at each station and there is accountability by title and position of each person responsible for conducting inspections of completed work at each station, the station by station description in the QA manual accurately describes the production process, and also reviews training, service, and other records. Audits shall also evaluate the adequacy of the source of problems investigations identified and conducted by the manufacturer, IPIA and previous Contractor audit teams.

The audit teams will also conduct post-production follow-up inspections in conjunction with each in-plant audit, unless otherwise directed by the GTR/GTM (also see 5.1.4 – Post-Production Follow-Up

Audits/Consumer Sites). At the direction of the GTR/GTM, the Contractor shall coordinate with the

SAAs and HUD and may provide SAA personnel to participate on monitoring teams in accordance with the Federal regulations (24 CFR 3282.452(a)). Personnel from an SAA shall not participate on joint monitoring teams conducting audits at facilities within their States. Prior to involvement, the Contractor shall determine whether SAA personnel are qualified (per ASTM E-541 Standards) to participate.

The Contractor shall conduct in-plant audits at manufacturing plants (production lines) and compile a preliminary report for each audit to be submitted to GTR/GTM. After review of the preliminary report by the GTR/GTM, the Contractor will be either notified that the report is acceptable or may be asked to address any feedback or comments provided by the GTR/GTM before submitting a final report. Once the report is approved by the GTR/GTM, HUD, at its option, may direct the Contractor to distribute the report to all agencies or parties affected by the report. This includes reports of all audits authorized by the GTR /GTM. Because of the number of audits and audit days are estimated in this document, the

Contractor shall demonstrate flexibility and capability to perform additional audits if the situation warrants.

The Contractor shall review, provide comments and recommendations, and discuss any Plans of

Corrective Action resulting from the in-plant audits with HUD. At the direction of the GTR/GTM, the

Contractor may be directed to follow-up with IPIAs and manufacturers with regard to implementation of these corrective action Plans. Historically, there have been about 25 of these Plans developed annually.

5.1.3 – Analyze In-Plant Audit Reports

The Contractor shall carefully review any written response to audit findings by the IPIA and prepare a written reply for HUD’s review and issuance. After review of the Contractor’s written response to any comments from the IPIA on the audit findings, the Contractor will be either notified that the report is acceptable or may be asked to address any feedback or comments provided by the GTR/GTM before submitting a revised final report. Once the report is approved by the GTR/GTM, HUD, at its option, may direct the Contractor to distribute the revised final report to all agencies or parties affected by the report.

The Contractor shall prepare a monthly summary of audit results that includes an executive summary and comments obtained from IPIA headquarters. This summary is used in determining which plants are authorized for follow-up and special audits. The monthly summary shall be arranged and indexed by the

Contractor so that manufacturing plants with the highest recommendations for follow-up are first and then based on relative descending priority. Monitoring reports prepared by audit teams must also include reviews of the remedial action records of manufacturers and IPIAs to determine whether the IPIAs have been carrying out their responsibilities with respect to remedial actions (3282.452(g)).

5.1.4 – Post-Production Follow-Up Audits/Consumer Sites

At the request of the GTR/GTM, the Contractor shall conduct post-production inspections of homes at retailer lots and/or consumer sites to follow-up on in-plant findings and to evaluate the IPIA’s performance. These audits are in addition to post production inspections that are typically conducted in conjunction with in-plant audits. The Contractor shall prepare a post-production preliminary report to be submitted to the GTR/GTM. The Contractor will be either notified that the report is acceptable or may be asked to address any feedback or comments provided by the GTR/GTM before submitting a final report. Once the report is approved by the GTR/GTM, HUD, at its option, may direct the Contractor to distribute the report to all agencies or parties affected by the report. The Contractor shall coordinate the inspections with HUD, the SAA, the manufacturer, and when appropriate, the retailer and/or homeowner.

After review of the preliminary report by the GTR/GTM, the Contractor will be either notified that the report is acceptable or may be asked to address any feedback or comments provided by the GTR/GTM before submitting a final report. Once the preliminary report is approved by the GTR/GTM, HUD, at its option, may direct the Contractor to distribute the report to all agencies or parties affected by the report.

Resulting data is shared with the IPIAs, SAAs, retailers, and homeowners, as appropriate, and as necessary technical issues are resolved. The Contractor shall conduct these audits as directed by the

GTR/GTM.

5.1.5 – Provide for State Participation in IPIA Monitoring Teams

States may participate in the Monitoring Program in accordance with 24 CFR 3282.308. At the direction of the GTR/GTM, the Contractor shall coordinate with participating SAAs and HUD and may provide some level of State participation provided the required information is included in its State plan. SAAs may participate in the monitoring program by entering into agreements with the Department or the

Contractor. These agreements are provided to HUD annually and include the following:

(a) an agreement with respect to the number of person-hours to be provided by the State for participation in IPIA monitoring teams organized by the Contractor. The agreement may call for as many qualified personnel as a State can provided. The Contractor shall determine annually whether any state personnel are qualified and shall only accept those that are determined to be qualified, in accordance with established criteria for selecting and evaluating inspection personnel.

(b) a provision that upon termination of the contract between the Contractor and HUD, the

Contractor’s rights under the agreement with the SAAs shall be assigned to HUD. No more than one person on any team shall be selected from any one State. A person provided by an approved State may not participate on a monitoring team visiting a plant within his/her State.

To the extent possible, state personnel should participate in monitoring facilities that export manufactured homes to their States. However, no more than one SAA person may be on a monitoring team evaluating a state IPIA.

5.1.6 –Perform IPIA Headquarters/Manufacturing Plant Visits

At the direction of the GTR/GTM, the Contractor’s personnel shall visit with IPIA management personnel, either at IPIA headquarters or at the manufacturing plants, to review problem facilities or other concerns. The Contractor is to prepare a written report for the GTR/GTM of the status of the problem facilities discussed or visited and actions planned to resolve the problems at each facility within five (5) business days of completing the visit.

5.1.7 – IPIA Performance Reviews (IPR)

The Contractor shall assist HUD staff in performing a minimum of one annual IPIA Performance Review

(IPR) for each of the IPIA agencies. For a list of IPIAs, see HUD website at http://portal.hud.gov/hudportal/HUD?src=/program_offices/housing/rmra/mhs/mhsid. IPIA performance is measured by the specific IPIA requirements as outlined in the revenant sections of the regulations, including conflict-of-interest assessments (3282.359). Findings from IPIA monitoring audits and subsequent reviews may also provide information necessary to complete the IPR.

Data used in the assessment of the IPIAs performance is generally obtained from the IPR Functional

Category Checklist and the following:

(a) Effectiveness of plant certifications conducted based on review of certification reports and audit findings;

(b) Effectiveness of IPIAs surveillance based on audit results conducted at manufacturer client facilities;

(c) Effectiveness of IPIA inspections based to assure continuing QA manual compliance based on audit findings at manufacturer client facilities;

(d) Post-production follow-up audit results;

(e) Evaluations of the effectiveness of the corrective actions instituted and required by the IPIA, including post-production follow-up inspections to verify if corrective action is required of the manufacturer;

(f) Evaluation of the effectiveness and adequacy of an IPIA headquarters’ procedures to comply with the regulatory requirements;

(g) Trend analysis, based on IPIA and manufacturer findings compared to Contractor findings from one year to the next;

(h) Evaluation of the effectiveness of an IPIA in reviewing the manufacturer’s determination of the source of the problems and classes of affected homes for notification and correction; and

(i) Assessment of the effectiveness of the IPIA’s monitoring of the quality control manual and procedures at each plant under its oversight and surveillance.

The Contractor shall outline its preliminary findings and the materials it expects to review during the headquarters visit with IPIA management personnel and draft a letter for HUD’s review and signature.

After review of the preliminary report by the GTR/GTM, the Contractor is to either be notified that the report is acceptable or may be asked to address any feedback or comments provided by the GTR/GTM before submitting a final report. Once the report is approved by the GTR/GTM, HUD, at its option, may direct the Contractor to distribute the report to all agencies or parties affected by the report. After the in-plant audits at each production facility, post-production follow-up audits, and the headquarters visit, the Contractor shall outline its findings and request any additional information it expects from the IPIA to formulate a comprehensive and complete report and provide recommendations to HUD. Additional data may include information on corrective actions initiated and required by the IPIA and the steps taken by the manufacturer per the IPIA’s direction.

Other information used in the assessment of IPIA performance shall include information on the IPIA’s procedures, personnel, and coordination with field or branch activities. The Contractor’s analysis of this data is compiled in a report along with an assessment of the IPIA’s performance.

The report shall be thorough and provide specific recommendations to the Department for any improvement, and for the Department to continue to accept, increase monitoring of, or take other action with the IPIA, after which HUD decides on an appropriate action. The annual report (IPR) shall be organized and include analysis in six major categories:

(a) Plant certification;

(b) Inspections to ensure conformance to designs, QA manuals, and the standards;

(c) IPIA’s follow-up on class determinations and corrective actions;

(d) IPIA’s personnel;

(e) IPIA’s headquarters operations;

(f) IPIA procedural compliance with Federal Regulations;

(g) IPIAs oversight of the effectiveness of manufacturer’s quality control procedures at each plant under its surveillance.

The Contractor, as directed by the GTR/GTM, may be required to perform similar mid-year evaluations and conduct special visits at the IPIA headquarters and plants. If authorized, contractor staff shall attend the headquarters audit and special visits.

The Contractor shall monitor the effectiveness and thoroughness of IPIA Plans of Corrective Action and provide written comments to HUD upon request. The Contractor shall maintain tracking and filing system for both IPIA and manufacturer plans of corrective action.

5.1.8 –Schedule IPIA Audits

The Contractor shall possess electronic scheduling capabilities that will organize and coordinate all field audits with auditors, IPIAs, and SAAs. This scheduling capability shall be used to schedule audits to keep costs to a minimum, achieve uniformity by rotating auditors on a national basis, and staff the audit team based on availability and required experience of the auditors of each team.

The Contractor, at the direction of the GTR/GTM, shall coordinate scheduling with the Department and other Contractors in the Manufactured Housing Program, especially regarding meetings for information exchange or other types of assistance. The Contractor shall work to ensure that the interests of the

Department’s program participants and Contractors are served at all times. Any scheduling conflicts shall be directed to the GTM for a decision.

The Contractor shall maintain an electronic file on each manufacturer, IPIA, audit, plan of corrective action, dispute, etc. The Contractor shall track all open issues to ensure response within a 5 business day period and that all items are resolved within 15-20 business days of the audit.

5.1.9 Provide IPIA Audit Reports

The Contractor shall produce data and reports that are easy to follow and well organized. The capacity should include design, editing, and graphics support.

The Contractor shall provide reports to HUD in hard copy or in electronic format, as requested. The field audit reports shall be provided to HUD within 5 business days and the final reports shall be provided within 10 to 15 business days of the audits, depending upon the complexity of the report. All other routine reports are provided to HUD by the 15 th of the month.

All reports forwarded by the Contractor to the Department, for release by the Department, shall include recommended actions for HUD to consider forwarding to the intended party (s) (i.e. IPRs, record review reports, post-production follow-up audit reports, site inspection reports, etc.). The Contractor shall review all responses received from these parties and shall provide a recommended draft letter in reply, if necessary.

The following is a list of the types of reports to be furnished to HUD:

All reports and letters involving technical issues affecting a number of parties shall be electronically imaged for electronic storage and distribution. The Contractor may be asked by the GTR/GTM on a monthly basis or more frequently to prepare or update electronically available status report on progress being made by monitored parties to implement new procedures, make corrections to approved designs and quality assurance manuals, and complete corrective action campaigns due to errors in design or production.

i. Proposed Audit Schedules

By the 15 th day of each month, the Contractor shall provide at least monthly proposed travel schedules for in-plant audits to be conducted in the next month for approval by the

GTR/GTM together with cost estimates for each proposed in-plant audit.

ii. Initial In-Plant Audit Reports

Copies of each in-plant audit reports received from Contractor staff shall be forwarded immediately to the GTR/GTM with a copy of the final report provided to the appropriate

IPIA and SAA. Selected issues from the reports shall be forwarded, when requested, to the

DAPIAs and SAAs for review and action.

iii. Summary of audit results

A monthly summary of audit results, including an executive summary by the lead auditor and comments solicited from the IPIA headquarters after the audit.