DU100H-14-R-0007.pdf

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. Solicitation, DU100H-14-R-0007, is being issued as a Request for Proposal (RFP). Proposals are being requested and a written solicitation will not be issued. Provisions and clauses in effect through Federal Acquisition Circular 2005-73 are incorporated into this RFP.

This requirement is a small business set-aside with a NAICS code of 519120

“Libraries & Archives.” The period of performance is a 12 (twelve) month base year and 4 (four) 1 (one) year option periods, if exercised. The type of contract will be a firm-fixed price utilizing Federal Acquisition

Regulation (FAR) Part 12 and 15.1. The services required are: providing an online policy platform for presenting the Federal Housing

Administration’s (FHA) policies, help desk support services, training and administrative reporting. These services shall be performed in accordance with the performance work statement (PWS).

All materials submitted in response to this RFP should reference the RFP number DU100H-14-R-0007. Please be advised that if your firm submits a proposal, it shall be considered valid for a period of 90 days from the established solicitation closing date. The Government will award a contract made on the basis of the best value proposal resulting from the solicitation to the responsible offeror whose offer conforms to the solicitation meeting or exceeding the acceptability standards for non-cost factors.

HUD may award the contract with or without discussions. All proposals are due no later than Monday, August 25, 2014 pm (EST), 3PM. All interested parties will be required to submit a written proposal in response to the

RFP to the addressee identified below.

Interested offerors may submit any questions in writing via email to the

Contracting Officer, Donald Comer at donald.m.comer@hud.gov. It is requested that all questions be received within five (5) calendar days of the date this solicitation is posted no later than 12 PM(EST). No questions will be accepted after the date and time referenced.

The Department is committed to increasing opportunities for small business concerns. Interested offerors are encouraged to consider teaming arrangements, and/or meaningful subcontracting relationships with small, small disadvantaged, service-disabled veteran-owned, and other woman-owned small businesses.

Proposals must be received no later than the time specified for receipt of proposals to be considered for award.

mailto:donald.m.comer@hud.gov

SECTION I – Pricing Schedule

PRICE SCHEDULE

As total compensation for all services performed in accordance with the terms, conditions, and specifications stated herein, the contractor will be paid according to the fixed unit prices listed below:

Base Period: September 30, 2014 – September 29, 2015

CLIN Description Quantity Unit Unit

Price

Amount

0001 Task One: Online

Electronic Policy

Platform ( Ref Para 5.1)

12 MO

0002 Task Two: Training

(Ref: Para 5.2)

2 EA

0003 Task Three: Help Desk

Support Services (Ref:

Para 5.3)

12 MO

0004 Task Four Project

Management (Ref: Para

5.4)

12 MO

Grand Total

Option Period 1: September 30, 2015 – September 29, 2016

Price

Amount

1001 Task One: Online

Electronic Policy

Platform ( Ref Para 5.1)

12 MO

1002 Task Two: Training

(Ref: Para 5.2)

2 EA

Task Three: Help Desk

Support Services (Ref:

Para 5.3)

12 MO

1004 Task Four Project

Management (Ref: Para

5.4)

Option Period 2: September 30, 2016 – September 29, 2017

CLIN Description Quantity Unit Unit

Price

Amount

2001 Task One: Online

Electronic Policy

Platform ( Ref Para 5.1)

12 MO

2002 Task Two: Training

(Ref: Para 5.2)

2 EA

2003 Task Three: Help Desk

Support Services (Ref:

Para 5.3)

12 MO

2004 Task Four Project

Management (Ref: Para

5.4)

Option Period 3: September 30, 2017 – September 29, 2018

Price

Amount

3001 Task One: Online

Electronic Policy

Platform ( Ref Para 5.1)

12 MO

3002 Task Two: Training

(Ref: Para 5.2)

2 EA

3003 Task Three: Help Desk

Support Services (Ref:

Para 5.3)

12 MO

3004 Task Four Project

Management (Ref: Para

5.4)

Option Period 4: September 30, 2018 – September 29, 2019

Price

Amount

4001 Task One: Online

Electronic Policy

Platform ( Ref Para 5.1)

12 MO

4002 Task Two: Training

(Ref: Para 5.2)

2 EA

4003 Task Three: Help Desk

Support Services (Ref:

Para 5.3)

12 MO

4004 Task Four Project

Management (Ref: Para

5.4)

Total for Base & All Option Periods: ___________________________________

Six Month Extension In Accordance With (IAW) FAR Clause 52.217-8

Price

Amount

5001 Task One: Online

Electronic Policy

Platform ( Ref Para 5.1)

12 MO

5002 Task Two: Training

(Ref: Para 5.2)

2 EA

5003 Task Three: Help Desk

Support Services (Ref:

Para 5.3)

12 MO

5004 Task Four Project

Management (Ref: Para

5.4)

(ESTIMATED TOTAL PRICE FOR 6 MONTH EXTENSION PERIOD IAW

52.217-8)

SECTION II – Performance Work Statement

1. GENERAL INFORMATION

1.1 General. The Department of Housing & Urban Development (HUD) /

Single Family Office is seeking contractor support services to provide an online electronic policy platform for presenting the Federal Housing

Administration (FHA) policies. Services include providing an online policy platform, training, help desk support services and project management.

1.2 Background. The Department of Housing and Urban Development (HUD), Federal Housing Administration, creates affordable homeownership opportunities through FHA-insured mortgages offered by FHA-approved lenders. FHA insures these lenders against losses from mortgages and home improvement loans underwritten in accordance with FHA guidelines.

FHA conveys policy and guidance on its insurance programs to industry partners via workshops, conferences, policy documents, teleconferences, handbooks and guides. FHA industry partners are individuals and entities involved in different sectors of the housing market. They include

FHA-approved lenders, appraisers, homebuyers, homeowners, inspectors, counseling agencies, local governments, homebuilders, non-profit agencies, brokers and real estate agents.

FHA currently disseminates policy through HUDCLIPS (HUD’s Client

Information Policy Systems) website to communicate numerous policy artifacts that SFH utilizes to communicate policy and information to stakeholders. HUDCLIPS website is located at www.hud.gov. FHA communicates new or revised policy using the FHA listserv email list and posting documents in HUDCLIPS. FHA also communicates via the FAQ website, the SFH homepage, and with press releases containing hyperlinks to the updated policy.

1.3 Objectives. The objective of this requirement is to acquire contractor support services to obtain an online electronic policy platform that allows HUD to maintain resources in a manner which is consistent with other large mortgage industry players, using a similar format, language and presentation of materials. By obtaining these services, this will assist HUD in achieving its goal of transforming the ways HUD does business.

1.4 Description of Services. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and non-personal services necessary to perform the standards of this contract. Services include:

An Online Platform for displaying FHA policies

Training

Help Desk Support Services

Project Management

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

Tasks and Deliverables

1.5 General Information

1.5.1 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. If 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.

1.5.2 Period of Performance. The Period of Performance shall be for one

Base Year of 12 months and four 12-month Option Years.

Base Period: September 30, 2014 thru September 29, 2015

Option Period 1: September 30, 2015 thru September 29, 2016

Option Period 2: September 30, 2016 thru September 29, 2017

Option Period 3: September 30, 2017 thru September 29, 2018

Option Period 4: September 30, 2018 thru September 30, 2019

1.5.3 Place of Performance. The services to be performed under this contract shall be performed at Contractor’s site.

1.5.4 Hours of Operation. The Contractor is responsible for providing services between the hours of 9:00 a.m. to 7:00 pm EST Monday thru Friday.

The Government reserves the right to change hours of operation. Work outside these daily hours is prohibited without Contracting Officer approval. Government agencies will not be available during scheduled holidays, inclement weather, 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.

1.5.5 Post Award/Kickoff Conference. The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Government intends to convene a Post Award Conference with the Contractor within 10 calendar days after contract award. The Contracting Officer will notify the Contractor of the specific date, location and agenda within 10 days after award. The Post Award conference will be held at no additional cost to the Government.

1.5.5.1 Status Meetings. The Contracting Officer, Government

Technical Representative (GTR) and other Government personnel, as appropriate may meet periodically with the Contractor to also review

Contractor performance, requirement status, etc. At these meetings, the

Contracting Officer will apprise the Contractor of how the Government views the Contractor’s performance or progress of the requirement. The

Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

Post award conference and subsequent meetings may be held via teleconference.

2. DEFINITIONS, ACRONYMS, APPLICABLE DOCUMENTS/PUBLICATIONS

2.1 DEFINITIONS

Business 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.

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

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

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

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

Government Furnished Property (GFP) Government-furnished property means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract.

Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification.

Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

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.

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.

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).

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.

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

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

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

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

The Government does not have privity of contract with a subcontractor.

Work Week Monday through Friday, unless specified otherwise.

2.2 ACRONYMS

ACRONYM DEFINITION

AQL Acceptable Quality Level

CFO or OCFO Office of the Chief Financial Officer of HUD

CIO or OCIO Office of the Chief Information Officer of HUD

CO Contracting Officer

COR Contracting Officer Representative

CPO Office of the Chief Procurement Officer of HUD

FHA Federal Housing Administration

GFP Government Furnished Property

GTM Government Technical Monitor

GTR Government Technical Representative

HUD U.S. Department of Housing and Urban Development

HUDAR HUD Acquisition Regulation

HUDCLIPS HUD’s Client Information Policy Systems

HUD Web HUD’s Intranet Web Site and related WEB pages.

IT Information Technology

OCPO Office of the Chief Procurement Officer

QA Quality Assurance

QASP Quality Assurance Surveillance Plan

QCP Quality Control Plan

SFH Single Family Housing

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES. 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 FHA Single Family Housing policies, to include, but not limited to, FHA Single Family Housing Policy

Handbook, FHA Mortgagee Letters, FAQs, Housing Notices, and other statutory, regulatory and guidance references and documents. The

Government will provide documents in electronic format for use in the development and delivery of tasks as identified in the contract. 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. Reference

HUDAR 2452.227-70: GOVERNMENT INFORMATION (DEC 2012).

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.

4. CONTRACTOR FURNISHED ITEMS AND SERVICES. The Contractor shall furnish, all facilities, equipment and supplies required to perform the work under this contract that are not listed under Government Furnished Property and

Services.

4.1 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. Reference HUDAR 2452.227-70: GOVERNMENT INFORMATION (DEC 2012.)

4.2 Contractor Personnel. The Contractor shall provide a Project

Manager who shall be responsible for the performance of work. An alternate shall also be designated to act in the absence of the 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 Project

Manager and alternate shall have full authority to act on all contract 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 to the requirement to ensure successful performance. These points of contact shall each be an employee of the Contractor. An employee of a subcontractor is not acceptable for either of these positions. The Project Manager or alternate shall be available between the hours of 8:00am to 4:30pm, Monday through Friday EST, except Federal Holidays or when the Government facility is closed for administrative reasons.

4.3 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.

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

Control Plan to the Government as directed.

4.4.1 Quality Control Plan. The Contractor shall develop, maintain, enforce and document a Quality Control Plan (QCP). The QCP shall ensure the Government receives the level of quality that is consistent with the requirements specified in this contract. The QCP shall be sufficiently detailed to provide the Contractor’s methodology for identifying and recruiting qualified personnel. The QCP shall also provide the

Contractor’s methodology for resolving problems identified by the

Government during reviews conducted in accordance with its Quality

Assurance Surveillance Plan (QASP). The QCP shall also provide the

Contractor’s methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system. The QCP shall demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the

Government’s QASP. The QCP shall address Quality Management Approach, Quality Assurance, Quality Control and Quality Standards.

5. SPECIFIC TASKS

Scope of Work - The Contractor shall provide an electronic policy platform service and maintain FHA’s online resources in a manner that is consistent and compatible with the policy platform standard effectively in use by housing industry participants. Services include providing an online policy platform, training, help desk support services and project management.

5.1 Task One: Online Electronic Policy Platform. The Contractor shall provide an established, commercial, electronic policy platform service and maintain FHA’s online resources in a manner that is consistent and compatible with electronic policy platforms in use by commercial entities such as housing industry participants. This platform will serve as a comprehensive online database consisting of FHA Single Family policies, with links to other references and guidance, to include FHA Mortgagee

Letters, Frequently Asked Questions (FAQs), Housing Notices, and other statutory, regulatory and guidance references and documents. The

Contractor shall provide a platform with the capability to do the following:

provide 24/7 access to posted content (policy documents, information, forms, exhibits etc.).

index online documents.

view archived content, current content, and content that will be effective at some future date.

post and update content within 24 hours.

display content through web links.

maintain links to both superseded and current content.

support simultaneous searches and content views while enforcing document security.

contain a dynamic search engine that can search by keyword, synonym, exact phrase, any/all content, and similar content. As part of the search feature, the platform shall o allow quick identification of pertinent sections with all of the relevant text highlighted for the user.

o allow access to a comprehensive library of mortgage-related forms.

email updates or other content to interested parties and/or selected groups.

export content in a format that would permit a user to manipulate the text such as Microsoft Word, Excel or PowerPoint.

5.2 Task Two: Training. The Contractor shall provide training to government employees on the use of and features of the platform at the time of launch and no less than every six months thereafter. The format for training may be web-based. The Contractor shall report training progress in the monthly status report.

5.3 Task Three: Help Desk Support Services. Provide help-desk service a minimum of Monday through Friday from the hours of 9:00 a.m. to 7:00 pm

EST.

The Contractor shall provide Help Desk Services for HUD staff and other users to support the online electronic policy platform. The Contractor shall primarily communicate with users by telephone and email.

The Contractor shall ensure that customer inquiries are resolved within

24 hours. The Contractor shall document customer inquiries which require longer resolution in the monthly status report.

5.4 Task Four: Project Management

The Contractor shall perform project management activities to support the overall management of this contract to include status report meetings and contingency preparedness.

5.4.1 Administrative Reporting Requirements. The Contractor shall submit to the GTR a monthly status report by the fifth calendar day of each month.

The Contractor shall provide a report that must, at a minimum, contain a summary page reflecting the period of reporting. A listing of all work in process, all work completed since the last reporting period as well as total work completed during contract period and dates of completion and work to be completed with an estimated date of completion.

The Contractor shall track and analyze key performance metrics in the monthly status report. Key performance metrics include number of views, commonly searched terms, time spent per visit, and navigation.

The Contractor shall provide a change log to easily locate and document changes to include when the change occurred and what policy artifact changed. The Contractor shall include this information in the monthly status report.

The Contractor shall deliver the report to the GTR via email as a Microsoft

Word document. The report shall include the following information:

a. An Executive Summary

b. Progress from the previous period

c. Pending Deliverables

d. Program Challenges

e. Status of Previous Program Challenges

f. Planned Accomplishments for the next report

g. Areas of Concern with Proposed Solutions

h. Change log

i. Performance metrics

6. 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.

6.1 Quality Control Plan. The Contractor’s QCP shall be delivered within

10 business days after contract award. One copy of a comprehensive written

QCP shall be submitted to the GTR within 5 business days when changes are made thereafter. After acceptance of the QCP the Contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to its quality control system.

6.2 Deliverables and Milestone Schedule.

Deliverable & Frequency # of Medium/Format Submit Due Date

Task No. Copies To

Materials, Paragraph 3.1 and

4.1

Once N/A Electronic GTR End of

Contract

Electronic

Publishing

Platform, Task 1, PWS paragraph 5.1

N/A N/A N/A N/A Fully operational no later than (to be determined upon award)

Training, Task 2

PWS paragraph 5.2

Bi-annual N/A Web-based GTR &

Program

Office

At the time of launch &

Bi-annually

Help Desk

Services, Task 3

PWS paragraph 5.3

Daily:

Monday through

Friday from the hours of 9:00 a.m. to

7:00 pm

EST.

N/A N/A N/A Daily:

Monday through

Friday from the hours of

9:00 a.m. to

7:00 pm EST.

Monthly Status

Report, Task 4, PWS paragraph

5.4.1

Monthly 1 soft copy

One (1) soft copy via email

GTR 5th calendar day of the following month

Quality Control

Plan PWS

Paragraph 6.1

Once &

Updated As

Necessary

1 soft copy

One (1) soft copy via email

GTR (Draft) 10 business days after contract award

(Final)

Within five business days of Government review

6.3 Acceptance Criteria. All deliverables shall be submitted in a draft format agreed upon by the Contractor and the Government. Acceptance of all deliverables shall be in writing by the GTR/GTM.

All deliverables will be inspected by the GTR and GTM and will be reviewed for their completeness, timeliness, technical accuracy, and quality identified in the Performance Work Statement and Schedule of Deliverables.

The final product will reflect the revisions based on the GTR/GTM’s comments. It is intended that there be one cycle of review for each deliverable.

The Contractor shall respond to comments received from the GTR and GTM within five (5) calendar days and make all the required changes in support of clarity, system development, and presentation by the deadline provided by the GTR and GTM. If the Government deems a deliverable to be unacceptable and rejects it, the Contractor shall rework the deliverable at no cost increase. If the Government deems a service to be unacceptable and rejects it, the Contractor shall take action necessary to correct deficiencies and bring the service into compliance with the acceptability standards of the contract. The Contractor shall not be entitled to payment for services for rejected as non-compliant deliverables if the Contractor fails to correct the critical defects within the period for which a progress payment for such services might otherwise be due.

When quality assurance reviews performed by the GTR or GTM indicate defective performance, the GTR will request that the Contract Manager respond to the observation, in writing, within five (5) calendar days of receipt. If the Contractor agrees with the observation and the GTR determines corrective action is required, the Contractor shall comply with the requirements of the specific task. If the observation is disputed, the Contract Manager shall attempt to resolve the issue with the GTR and

GTM. If a disagreement remains, it will be elevated to the Contracting

Officer for final decision.

7. PERFORMANCE REQUIREMENTS SUMMARY. The summary chart below lists the contract’s primary requirements, the associated performance standards, the expected target performance and the methods of surveillance. While several contract requirements are not listed in the chart below, requirements not appearing on the PRS chart do not negate the Contractor’s obligation to perform all requirements as specified in the contract.

Additionally, HUD reserves all rights and remedies under the provisions and clauses of the contract when performance of any contract requirement, whether or not listed below, is unacceptable.

HUD will develop a Quality Assurance Surveillance Plan to be used to provide contract oversight. In conjunction with the Contractor’s Quality Control

Plan and various other methods of assessing performance, the GTR and GTM will perform on-site reviews and/or other types of verification to determine that the specified target performance requirements have been met.

Regular review of Contractor performance is critical to the overall success of the contract. On a monthly basis, the GTR will evaluate the quality of the product or services. These performance standards will be fully enforceable starting 45 days from date of contract award.

The PRS headings are defined as follows:

Performance Measure – This column lists the service the Contractor must perform as indicated in the PWS.

Performance Objectives (PWS Reference) – This column lists the applicable outcome (service required) as stated in the PWS.

Performance Standard– States the performance standard(s) that the

Contractor must meet as set forth for completeness, reliability, accuracy, timeliness, quality

Minimum Acceptable Quality Level (AQL) – Percentage or minimum performance level, [i.e., no more than one customer complaint per report]

Surveillance Method – Lists the assessment/monitoring method the

Government will use to evaluate the Contractor’s performance in meeting the contract requirements and indicates who performs the surveillance.

Definitions of methods of surveillance are below.

100% Inspection. One hundred percent inspection shall be used for those products and services, which are considered critical tasks.

All tasks that utilize this method of surveillance shall be reviewed by HUD and certified for its completeness, accuracy, and conformance to HUD’s standard.

Validated User Complaints. User complaints will be received through various means of communications, telephone calls, email, forum entries, etc. User complaints will be recorded and maintained by

HUD.

Periodic Inspection. Predetermined plans for inspecting part of the work are established using the scope of work.

Random Sampling. Services/products are sampled to determine if the level of performance is acceptable.

Third Party Audit. A third party will inspect and certify products/services for completeness, accuracy and conformance with acceptable performance level.

Performance

Measure

Performance

Objective

Performanc e Standard

Minimum

Acceptable

Quality

Level

Surveillance

Method

Incentive/

Disincentive

Online

Electronic

Policy

Platform

Access

Task 1, PWS paragraph

5.1

The

Contractor shall provide

24/7 access to the Online

Electronic

Policy

Platform

Content shall be accessible

100% of the time

Content shall be accessible

90% of the time

100% inspection of the monthly status report by GTR/GRM

*See Note

Training, Task 2 PWS paragraph

5.2

The

Contractor shall provide training to government employees on the use of

Training will be provided at the time of launch and no less than every

Training will be provided at the time of launch and no less than every six months

100% inspection of the monthly status report by GTR/GRM

*See Note and features of the platform.

six months thereafte r thereafter

Help Desk

Customer

Inquiries, Task 3, PWS paragraph

5.3

The

Contractor shall resolve customer inquiries in a timely manner

Within 24 hours of receipt

Within 48 hours of receipt

100% inspection of the monthly status report by GTR/GTM, Task 5.4.1

Administra tive

Reporting

Requiremen ts

The

Contractor shall submit to the GTR a monthly status report

Report provided by the fifth calendar day of each month

Report provided by the sixth calendar day of each month

100% inspection of the monthly status report by GTR/GTM

*See Note

Content

Posted, Task

1 PWS

paragraph

5.1

The

Contractor shall post content in a timely manner

Within 24 hours of receipt

Within 36 hours of receipt

100% inspection of the monthly status report

(Change log) by GTR/GTM

*NOTE: If the Contractor meets or exceeds the performance level, positive performance will be documented in the monthly GTR reports and past performance reports (CPARS). Failure to meet the required service or performance level will result in negative performance documented in the monthly GTR reports and past performance reports (CPARS).

SECTION III - Clauses

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting

Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

FAR and HUDAR – http://farsite.hill.af.mil

FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1) CLAUSES

NUMBER TITLE DATE

52.202-1 DEFINITIONS JUL 2004

52.204-4 PRINTED OR COPIED DOUBLE-SIDED ON

POSTCONSUMER FIBER CONTENT PAPER

MAY 2011

52.204-6 DATA UNIVERSAL NUMBERING SYSTEM

NUMBER

JUL 2013

52.212-4 CONTRACT TERMS AND CONDITIONS –

COMMERICAL ITEMS

JUL 2013

52.217-5 EVALUATION OF OPTIONS JUL 1990

52.227-14 RIGHTS IN DATA – GENERAL DEC 2007

52.232-18 AVALIABILYT OF FUNDS APR 1984

52.237-3 CONTINUITY OF SERVICES JAN 1991

52.242-15 STOP WORK ORDER AUG 1989

52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS. (JUL 2013)

(a) Definitions. As used in this provision-

"Administrative proceeding" means a non-judicial process that is adjudicatory in nature in order to make a determination of fault or liability (e.g., Securities and Exchange Commission Administrative

Proceedings, Civilian Board of Contract Appeals Proceedings, and Armed

Services Board of Contract Appeals Proceedings). This includes administrative proceedings at the Federal and State level but only in connection with performance of a Federal contract or grant. It does not include agency actions such as contract audits, site visits, corrective plans, or inspection of deliverables.

"Federal contracts and grants with total value greater than $10,000,000" means-

(1) The total value of all current, active contracts and grants, including all priced options; and

(2) The total value of all current, active orders including all priced options under indefinite-delivery, indefinite-quantity, 8(a), or requirements contracts (including task and delivery and multiple-award

Schedules).

http://farsite.hill.af.mil/

"Principal" means an officer, director, owner, partner, or a person having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a division or business segment; and similar positions).

(b) The offeror [] has [] does not have current active Federal contracts and grants with total value greater than $10,000,000.

(c) If the offeror checked "has" in paragraph (b) of this provision, the offeror represents, by submission of this offer, that the information it has entered in the Federal Awardee Performance and Integrity

Information System (FAPIIS) is current, accurate, and complete as of the date of submission of this offer with regard to the following information:

(1) Whether the offeror, and/or any of its principals, has or has not, within the last five years, in connection with the award to or performance by the offeror of a Federal contract or grant, been the subject of a proceeding, at the Federal or State level that resulted in any of the following dispositions:

(i) In a criminal proceeding, a conviction.

(ii) In a civil proceeding, a finding of fault and liability that results in the payment of a monetary fine, penalty, reimbursement, restitution, or damages of $5,000 or more.

(iii) In an administrative proceeding, a finding of fault and liability that results in-

(A) The payment of a monetary fine or penalty of $5,000 or more; or

(B) The payment of a reimbursement, restitution, or damages in excess of $100,000.

(iv) In a criminal, civil, or administrative proceeding, a disposition of the matter by consent or compromise with an acknowledgment of fault by the Contractor if the proceeding could have led to any of the outcomes specified in paragraphs (c)(1)(i), (c)(1)(ii), or (c)(1)(iii) of this provision.

(2) If the offeror has been involved in the last five years in any of the occurrences listed in (c)(1) of this provision, whether the offeror has provided the requested information with regard to each occurrence.

(d) The offeror shall post the information in paragraphs (c)(1)(i) through (c)(1)(iv) of this provision in FAPIIS as required through maintaining an active registration in the System for Award Management database via https://www.acquisition.gov (see 52.204-7).

52.212-1 Instructions to Offerors – Commercial Items. (JUL 2013)

Addendum To FAR 52.212-1 Instructions To Offerors – Commercial Items (JUL

2013)

The provision at 52.212-1 is hereby tailored to modify the following elements of the provision:

In accordance with FAR clause 52.204-7, the awardee must be registered in the System for Award Management (https://www.sam.gov/portal/public/SAM/) prior to award. Refusal to register shall forfeit award.

1. GENERAL

(a) The Government intends to award a contract made on the basis of the best value proposal resulting from the solicitation to the responsible offeror whose offer conforming to the solicitation meeting or exceeding the acceptability standards for non-cost factors.

(b) The Government is not liable for any costs incurred by an Offeror in submitting a proposal in response to this RFP.

(c) QUESTIONS: Offerors may submit questions requesting clarification of solicitation requirements to the Contracting Officer. It is requested that all questions be received within five (5) calendar days of the date this solicitation was posted no later than 12 P.M.

2. TIME, DATE AND PLACE PROPOSALS ARE DUE

(a) Proposals are due no later than Monday, August 25, 2014 at 3:00 PM

Eastern Time (EST).

(b) Proposals may be hand-delivered, sent by special delivery service or regular mail. Offerors assume full responsibility for ensuring that proposals are received in a timely manner. Hand deliveries shall be made to 451 7 th Street SW, Room 5256, Washington, DC 20410-1000. Submission by fax and e-mail is not acceptable.

To assure that your (sealed) package arrives at the proper place on time and to prevent opening by unauthorized individuals, your proposal must be identified on the envelope or wrapper as follows:

Proposal submitted in response to RFP No. DU100H-14-R-0007

U.S. Department of Housing and Urban Development

Office of the Chief Procurement Officer

Attn: Donald M. Comer, Contracting Officer

451 Seventh Street, SW, Room 5256

Washington, DC 20410 https://www.sam.gov/portal/public/SAM/

3. PROPOSAL FORMAT AND CONTENT

(a) Proposals must be submitted in hard copy per the proposal organization chart below and one (1) CD ROM. Proposals submitted by email or facsimile will not be accepted.

(b) The Offeror shall prepare the proposal as set forth in the Proposal

Organization Table below. The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and with the number of copies as specified in the following table.

The overall proposal shall consist of two physically separate written volumes, individually entitled as stated below.

PROPOSAL ORGANIZATION:

VOLUME VOLUME TITLE COPIES PAGE

LIMIT/FONT

I Management & Technical

Approach

Technical Approach

(15 pages)

Management Plan

(5 pages)

Quality Control Plan

(5 pages)

3 Page Limit –

25 pages

Font type –

Arial

Font size – 12

Paper Size –

8.5 x 11 inches

½ inch margins, top, bottom, left and right

II Price & Cost 3 Excel

Spreadsheet

(c) Electronic submissions (submitted on a CD) must be identical to the hard copies. For electronic copies, indicate on each CD the volume number and title. Use separate files to permit rapid location of all portions, including subfactors, exhibits, annexes, and attachments, if any. The offeror shall submit 1 copy of volumes I and II in electronic format, using recordable CDs. Each volume shall be in a different directory on a CD.

If files are compressed, the necessary decompression program must be included. The electronic copies of the proposal shall be submitted in a format readable by Microsoft (MS) Office Word, MS Office Excel, MS Office

Project , and MS Office Power Point versions 2007 or 2010, as applicable.

In the event that there are any discrepancies between the hard copies and the electronic copies of the proposal, the hard copies will be used for evaluation.

(d) The written volumes of the proposal must conform to the following instructions:

VOLUME I

1. TECHNICAL APPROACH:

As part of the proposal submission, offerors are required to submit a

Proposal Matrix using the table below or similar format, which maps what page of the proposal, addresses each Performance Work Statement requirement identified under Technical Approach, and which page of the proposal fully addresses each evaluation factor.

Proposal

Page(s)/Section

Number(s)

RFP

Requirement

PWS

Instructions to Offerors

Evaluation

Factors Comments

INSTRUCTIONS TO FACTOR 1: TECHNICAL APPROACH (Shall not exceed 15 pages)

The offeror shall submit a technical approach that demonstrates logical and feasible methods for completing the individual tasks described in the Performance Work Statement and meeting the performance objectives outlined within the solicitation.

The offeror shall submit a technical approach that demonstrates a clear understanding of the required operations and HUD requirements as well as realistic timeframes for performing all tasks.

If the offeror is proposing subcontractors, the offeror shall clearly identify what aspects of the work will be performed by the prime and what aspects of the work will be performed by each subcontractor in its technical approach.

INSTRUCTIONS TO FACTOR 2: QUALITY CONTROL PLAN (Shall not exceed 5 pages)

The offeror shall submit a Quality Control Plan (QCP) that demonstrates an effective and independent quality control measures to ensure that all tasks are completed in accordance with the performance standards listed in the performance work statement.

INSTRUCTIONS TO FACTOR 3: MANAGEMENT PLAN (Shall not exceed 5 pages)

The offeror shall submit a Management Plan that is clear, concise, and demonstrates that it will result in meeting the objectives and requirements contained within the Performance Work Statement.

The offeror shall submit a Management Plan that details:

o Key personnel and responsibilities;

o proposed subcontracting arrangements and reporting relationships of all subcontractors;

o communications and coordination plans;

o schedules of all tasks and subtasks, meetings, and deliverables;

o clear lines of authority from the top of the organization to all those working on this effort;

(2) VOLUME II – PRICE

(i) Offerors shall submit prices that are consistent with the requirements set forth in the Performance Work Statement and in the format requested in Section I of this solicitation. Price adjustments associated with option years must be supported by a viable methodology used to calculate out-year pricing.

(ii) The evaluated price will be the total price for the base and option periods of the contract as computed in accordance with the “Pricing

Schedule,” in Section I.

(iii) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced.

Evaluation of options shall not obligate the Government to exercise the option(s). For purposes of evaluating the price of exercising the potential six month extension of services using the clause at

FAR 52.217-8, 50% of the final option year (six months) value will be added to the total proposed amount for evaluating pricing only, this amount will not be included in the total aggregate value of the resulting contract. This addition is for evaluation purposes only.

52.212-2 EVALUATION - COMMERCIAL ITEMS. (JAN 1999)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government ) price and other factors considered. The following factors shall be used to evaluate offerors:

Technical Factors

1. Technical Approach

2. Quality Control Plan

3. Management Plan

Price Evaluation

4. Price

TECHNICAL APPROACH

The government will evaluate the following regarding the proposed

Technical Approach:

o Whether the proposal demonstrates logical and feasible methods for completing the individual tasks described in the

Performance Work Statement and meeting the performance objectives outlined within the solicitation;

o Whether the proposal includes:

a clear understanding of the required operations and HUD requirements;

realistic timeframes for performing all tasks; and subcontractors, and, if so, whether the proposed approach delineates the technical responsibilities between the prime and the subcontractor(s).

QUALITY CONTROL PLAN

The government will evaluate whether the proposed Quality Control Plan:

o Demonstrates an understanding of the business requirements by describing effective and independent quality control measures to ensure that all tasks are completed in accordance with the performance standards listed in the solicitation.

MANAGEMENT PLAN

The government will evaluate the following regarding the proposed

Management Plan:

o Whether the proposal is clear and concise;

o Whether the proposal will result in meeting the objectives and requirements contained within the Performance Work Statement;

and o Whether the proposed (a) Key Personnel and responsibilities;

(b) subcontracting arrangements and reporting relationships of all subcontractors; (c) communications and coordination plans;

(d) schedules of all tasks and subtasks, meetings, and deliverables; (e) schedules of all tasks and subtasks, meetings, and deliverables; (f) clear lines of authority from the top of the organization to all those working on this effort

PRICE

Price will be evaluated separately from Technical and other non-cost/price factors, and will be evaluated as follows:

Reasonableness. The reasonableness of the total price proposed will be evaluated as follows:

On the basis of adequate price competition, by comparing the proposed prices among offers;

Comparing proposed prices to the Independent Government Cost Estimate to ensure that prices are reasonable for the results to be achieved;

The government will evaluate the reasonableness of proposed price for the option periods by assessing the acceptability of the offeror’s methodology used in developing the cost/price estimates. For the cost to be reasonable in its nature and amount, it should not exceed that which would be incurred by a prudent person in the conduct of a competitive business.

Reasonableness takes into account the context of a given source selection, including current market conditions and other factors that affect the ability of an offeror to perform the contract requirements.

BEST VALUE LPTA AWARD

The government will use a lowest price, technically acceptable best value process; thus the Government will first evaluate offerors’ prices, and then evaluate the apparent lowest-priced proposal for acceptability under the technical factors.