DU208WP-14-R-0002_cont_pages_revised.pdf

DU208WP-14-R-0002

TABLE OF CONTENTS

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT……………………………………………………………..20

CONTINUATION OF SF1449……………………………………………………………………………………………...40

CONTRACT CLAUSES…………………………………………………………………………………………………….40

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)………………………………………..40

52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR

EXECUTIVE ORDERS-COMMERCIAL ITEMS (NOV 2013)………………………………...……...40

52.216-19 ORDER LIMITATIONS (OCT 1995)……………………………………………………………………46

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)……………………………………………………….47

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)……………………………..47

52.219-18 NOTIFICATION OF COMPETITION LIMITED TO ELIGIBLE 8(A) CONCERNS (JUN 2003)……47 2452.203-70 PROHIBITION AGAINST THE USE OF FEDERAL EMPLOYEES (FEB 2006)……………………48

2452.204-70 PRESERVATION OF, AND ACCESS TO, CONTRACT RECORDS (TANGIBLE AND

ELECTRONICALLY STORED INFORMATION (EIS) FORMATS (DEC 2012)…………………….48

2452.209-70 POTENTIAL ORGANIZATIONAL CONFLICTS OF INTEREST (FEB 2000)……………………….49

2452.209-72 ORGANIZATIONAL CONFLICTS OF INTEREST (APR 1984)……………………………………..50

2452.216-76 MINIMUM AND MAXIMUM QUANTITIES AND AMOUNTS FOR ORDER (DEC 2012)…………51

2452.216-78 ORDERING PROCEDURES (FEB 2006)…………………..………………………………………….51

2452.219-71 NOTIFICATION OF COMPETITION LIMITED TO ELIGIBLE 8(A) CONCERNS - ALTERNATE III

TO FAR 52.219-18 (DEC 2012)…………………………………………………………………………51

2452.219-72 SECTION 8(A) DIRECT AWARDS DEVIATION (DEC 2012)………………………………………..51

2452.232-70 PAYMENT SCHEDULE AND INVOICE SUBMISSION (FIXED-PRICE)(FEB 2008)……………..52

2452.237-70 KEY PERSONNEL (FEB 2006)…………………………………………………………………………53

2452.237-73 CONDUCT OF WORK AND TECHNICAL GUIDANCE (DEC 2012)………………………………..54

2452.237-75 ACCESS TO HUD FACILITIES (DEC 2012)…………………………………………………………..55

2452.232-77 TEMPORARY CLOSURE OF HUD FACILITIES (DEC 2012)……………………………………...56

2452.239-70 ACCESS TO HUD SYSTEMS (DEC 2012)……………………………………………………………58

2452.239-71 INFORMATION TECHNOLOGY VIRUS SECURITY (FEB 2006)…………………………………..62

2452.246-70 INSPECTION AND ACCEPTANCE (FEB 2006)……………………………………………………...62

SPECIAL CONTRACT REQUIREMENTS

SOLICITATION PROVISIONS…………………………………………………………………………………………….66

52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)………………..66

52.212-2 EVALUATION – COMMERCIAL ITEMS (JAN 1999)…………………………………………………66

SOURCE SELECTION PROCEDURES……………………………………………

52.216-1 TYPE OF CONTRACT (APR 1984)…………………………………………………………………

52.233-2 SERVICE OF PROTEST (SEP 2006)………………………………………………………………...68

2452.233-70 REVIEW OF CONTRACTING OFFICER PROTEST DECISIONS (FEB 2006)….………………..68

LIST OF ATTACHMENTS………………………………………………………………………………68

PART I - THE SCHEDULE

PERFORMANCE WORK STATEMENT

C-1 GENERAL INFORMATION

1.1 General:

The U.S. Department of Housing and Urban Development (HUD) Office of Public and Indian Housing-Real

Estate Assessment Center (PIH-REAC) has been charged with the responsibility for capturing, reviewing and evaluating performance and compliance data from the portfolio of housing authority properties and program participants for which HUD has a financial interest and statutory obligation to monitor. Additionally, HUD and Congress have mandated that Public Housing Agencies (PHAs) be evaluated, scored, and rated using the indicators defined in the Public Housing Assessment System (PHAS). Consequently, the iNtegrated Assessment Subsystem (NASS) has been tasked with issuing of PHAS scores to PHAs. PIH-REAC requires advisory and assistance services to perform research analysis, and testing of various approaches to be used for assessing PHA performance. To this end, the NASS system has been developed and is in need of continued development and updating of its automated system, tools, business intelligence reports and dashboards to assist Field Offices in managing and monitoring PHAs’ performance.

1.2 Background:

The NASS is the PIH-REAC assessment reporting system for PHAs. The NASS is responsible for the compilation, review, and production of the composite PHAS score to PHAs. To accomplish this objective, NASS applies rigid quality standards to ensure PHAS scores accurately reflect the performance of a PHA. NASS disseminates the information, designates PHAs as troubled and remands them to the appropriate Field Office, manages and facilitates PHA appeals and waiver process, and assists PIH-REAC management in addressing stakeholders concerns, training needs, and/or special projects. NASS is charged with conducting various outreach activities by providing guidance on PHAS data submissions, system training, appeals, and waiver assistance.

Furthermore, NASS communicates assessment reports to those in HUD charged with regulating and/or monitoring the HUD housing stock. NASS links financial, management, physical and capital fund assessment results in the production of the PHAS score. The PHAS score is viewed as a comprehensive oversight tool that effectively and fairly provides performance measures based on standards that are objective and uniform. Specifically, NASS functions include:

Gathering PHAS indicator assessment results

Creating PHAS scores

Analyzing assessment data (Analyses performed by NASS include risk analysis, prescriptive advice, peer comparison, fraud analysis, and trend analysis).

Reporting results to HUD and PIH-REAC business partners

The PHAS indicator assessments provide input for subsequent analysis that includes:

Risk analysis

Financial prescriptive advice

Physical systemic deficiencies

Overall strengths and weaknesses

Peer comparison

Fraud analysis and trend analysis

1.3 Objectives:

The objective of this requirement is to obtain advisory and technical assistance and services to initiate, research, analyze, establish, update, enhance and support PIH-REAC’s NASS Business. The Contractor shall provide the U.S. Department of Housing and Urban Development (HUD) the necessary advisory and assistance services for the purpose of performing research, analysis, testing of various approaches for assessing PHA performance and to provide requirement analysis, design input, and testing in support of the development, implementation and maintenance of the iNtegrated Assessment Subsystem (NASS).

1.4 Description of Services:

HUD seeks the services of a Contractor to perform the following services:

Maintain and update the Business Requirements Document

Provide risk analysis and data quality analysis support for the NASS System such as performing quality analysis of PHAS scores to ensure their accuracy prior to their release

Provide update to the NASS Quality Assurance Plan and the PIH-REAC Quality Assurance Plan

Perform research, analysis and testing of various approaches to be used for recommending improvement of PHA’s PHAS scores

Perform data quality analysis in order to validate PHAS scores, and deliver a PHAS Scores and Exception Report of the validated scores

Update PHAS Score Database Users Guide, Technical Documentation document, Quality Assurance and Control document

Perform requirements analysis

Develop, maintain and update the NASS data collection/analytical tools pursuant to changes in PHAS regulations

Support the continued development, operation and/or enhancement of NASS system and operating processes

Prepare business intelligence reports and associated dashboards modules

Support internal and external outreach

Prepare management reports

Provide statistical analysis support

1.5 General Information

1.5.1 Period of Performance: The Period of Performance shall be for one Base Period of 12 months and four 12-month Option Periods.

1.5.2 Place of Performance: The services to be performed shall be performed at the Government Facility located at the Potomac Center, 550 12 th Street, SW, Washington, D.C.

1.5.3 Hours of Operation: The Contractor is responsible for providing services between the core hours of 8:00 AM to 5:00 PM EST 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 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, 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.

1.5.4 Special Qualifications: The Contractor is responsible for ensuring all Contractor employees have the necessary qualifications to perform the services set forth in this PWS. Contractor employees must possess extensive experience in performing advanced statistical analysis and in implementing quality assurance protocols.

With respect to business intelligence, an integral part of this requirement, the Contractor staff must possess extensive experience in commonly known business intelligence project architecture and report development with knowledge in database design, business intelligence reporting application, testing and generating reports.

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 five (5) business days after Contract award. The Contracting Officer will notify the Contractor of the specific date, location and agenda within three (3) business days after Contract award.

1.5.6 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.

1.6 Removed

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 within thirty (30) business days after contract award. The Transition-Out Plan shall be provided 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 sixty (60) day Transition-In period to ensure a smooth transition with the incumbent Contractor or the government. 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 sufficient personnel on board, at no additional cost to the Government, during the sixty (60) day Transition-Out period. The incumbent Contractor shall ensure a smooth transition with the successor Contractor or the government 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 or the government is achieved by the end of the new contract Transition-In period.

C-2 DEFINITIONS, ACRONYMS, APPLICABLE DOCUMENTS/PUBLICATIONS

2.1 DEFINITIONS

Business Intelligence A tool such as micro-strategy, used to generate reports.

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

Calendar Day Any day of the week. Note: If a deliverable is due on a weekend or a federally recognized holiday, the deliverable shall be considered due the next business day.

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.

Data Warehouse Information system storing HUD programs and operational data.

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

Development Coordination Group The Development Coordination Group (DCG) of the Real Estate Assessment Center provides support to the REAC system development teams in the development, testing, production, environments, and system release management.

Form 5834 Tool A tool that will be used to evaluate a PHA’s performance at the project level. It will be used by HUD’s Field Office personnel to perform the management operations review of PHAs.

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 employee of the U.S. Government appointed 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 decision for the Government.

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

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.

Quality Assurance (QA) Quality Assurance is the process that the Government will utilize, in accordance with its Quality Assurance Surveillance Plan, to evaluate contractor’s performance in meeting minimum acceptable quality standards for all deliverables and services.

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.

Quarter A quarter will be defined as the first of January through the end of March, first of April through the end of June, first of July through the end of September, and first of October through the end of December.

Secure System Platform for HUD-PIH and MFH web-based systems.

Work Day The number of hours per day the Contractor provides services in accordance with the contract.

Work Week Monday through Friday, unless specified otherwise.

2.2 ACRONYMS

ACRONYM DEFINITION

BRD Business Requirements Document

CFP Capital Fund Program`

CFR Code of Federal Regulations

CPARS Contractor Performance Assessment Reporting System

CO Contracting Officer

COB Close of Business

CPO Office of the Chief Procurement Officer of HUD

DCG Development Coordination Group

EST Eastern Standard Time (U.S.)

FASS Financial Assessment Subsystem

FASS-PH Financial Accounting Subsystem Public Housing

FASS-PHA Financial Assessment Subsystem for Public Housing Authorities

FDS Financial Data Schedule

FYE Fiscal Year End

GFP Government Furnished Property

GTM Government Technical Monitor

GTR Government Technical Representative

HCVP Housing Choice Vouchers Program

HUD U.S. Department of Housing and Urban Development

HUDAR HUD Acquisition Regulation

IT Information Technology

MAL Master Assessment List

MFH Multi-Family Housing

MASS Management Assessment Subsystem

NASS iNtegrated Assessment System

NGMS Next Generation Management System

NLT Not Later Than, or No Later Than

OCPO Office of the Chief Procurement Officer

OMB Office of Management and Budget

PASS Physical Assessment Subsystem

ACRONYM DEFINITION

PCNE Physical Condition Neighborhood Environment

PHA Public Housing Authority

PIV Personal Identity Verification

PIC Office of Public and Indian Housing Information Center

PIH-REAC Office of Public and Indian Housing-Real Estate Assessment Center

PIR1, PIR2 PHAS Interim Rule 1, PHAS Interim Rule 2

PL Public Law

PM Project Manager

POC Point of Contact

POP Period of Performance

PRS Performance Requirement Summary

PWS Performance Work Statement

QA Quality Assurance

QASP Quality Assurance Surveillance Plan

QCP Quality Control Plan

REAC Real Estate Assessment Center

SDM System Development Methodology

TBD To be determined

UAT User Acceptance Testing

UFRS Uniform Financial Reporting Standards

UPCS Uniform Physical Condition Standards

U.S.C. United States Code

2.3 APPLICABLE REGULATIONS/MANUALS/DOCUMENTS/PUBLICATIONS

The Contractor shall abide by all applicable regulations, publications, manuals and policies and procedures in the performance of the services set forth in this PWS. Applicable REAC regulations/notices pertaining to PHAS and PHAS related- scoring notices may be found at the following website:

http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/reac

C-3 GOVERNMENT FURNISHED PROPERTY AND SERVICES

The Contractor shall ensure accurate control and accountability of all Government Furnished Property (GFP) in accordance with terms and conditions of this contract. The Government will furnish, at no cost to the Contractor, the GFP shown below, not later than 5 days after the effective date of the contract.

3.1 Government Services: The Government will provide the Contractor access to the NASS Subsystem, Business Intelligence such as Micro-Strategy and Data Warehouse.

http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/reac

3.2 Facilities: The Government will provide office space for a maximum of seven Contractor staff at 550 12 th

Street, S.W. Suite 100, Washington, DC.

3.3 Equipment: The Government may provide computers for each Contractor staff position identified. Each computer will have the basic necessary software required to perform the duties ascribed to the requirement. Each office provided by the Government may have a phone, desk and chair. Each computer that must be linked to local servers and/or the internet will be so linked. Additional furniture may be provided upon determination of need by the Government. The Government will provide Software that comprises the standard suite of applications that are included in HUDware. The Government will provide all applicable drivers and applications for the Contractor’s use (without cost to the Contractor) to allow the contractor to provide the required services. The Contractor will have access to scanners, fax machines, telephones and printers.

3.4 Quality Assurance (QA): The Government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). 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 the necessary qualified personnel, materials and services, equipment and supplies required to perform the work under this contract that are not listed under Government Furnished Property and Services. Furthermore, the Contractor shall do all things necessary for, or incidental to, the performance of the tasks set forth in this PWS.

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.

4.2 Contractor Personnel: The Contractor shall provide a Contract Manager/Project Manager who shall be responsible for the performance of work. An alternate shall also be designated to act in the absence of the Contract/Project Manager. These Contractor personnel (main point of contact and alternate point of contact) are considered Key Personnel by the Government and shall be listed as such in accordance with HUDAR 2452.237-70, “Key Personnel”. The Contract Manager/Project Manager or alternate shall have full authority to act on all contact matters relating to daily operations of this contract. Accordingly, at a minimum, the points of contact shall have the technical knowledge of the requirement and be in the position to actually receive assignment, guidance and direction from the GTR, GTM and CO per HUDAR 2452.237-73, Conduct of Work and Technical Guidance and shall be allocated enough hours 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 Contract/Project Manager or alternate shall be available between the hours of 8:30 am to 5:00 pm, 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 meeting, 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/she assures himself/herself that his/her work complies with the requirements of the contract. The Contractor shall provide the associated Quality Control Plan to the Government as directed.

4.5 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 (QSAP). 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.

C-5 SPECIFIC TASKS AND DELIVERABLES

5.0 SCOPE OF WORK: The Contractor shall provide business support to the Integrated Assessment System (NASS) in the form of advisory and technical assistance, processes, analyses, system documentation, consultation, and system testing.

5.1 TASK 1 – NASS BUSINESS REQUIREMENTS DOCUMENT (BRD), REQUIREMENTS MATRIX, AND

UPDATES

The Business Requirements Document, known as the BRD, is a Word document communicating the business needs for the iNtegrated Assessment Subsystem (NASS) to all interested parties and is used to provide detailed requirements in the development and updating of the online NASS Secure System. Periodically, the online NASS Secure System needs to be updated based on regulatory changes, system requirement modifications or changes in PHAS regulations. System updates are accomplished via system releases and system testing. Production schedules are established by the Development Coordination Group (DCG) of the REAC. The DCG works with the REAC system development teams in providing support in the development, testing, production, environments, and system releases. During the period of performance of this contract, at least two major releases and the possibility of one emergency release are anticipated per year where the BRD would require updating based on system requirements matrix, system enhancements and integration with other PIH-REAC subsystems in compliance with the PHAS including notices, and PHAS rule changes. PHAS notices and regulations may be found at:

http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/reac/products/prodphasintrule.

5.1.1 Business Requirements Document - The Contractor shall perform on-going development and updating of the BRD and processes for the business area being addressed including the business process flowchart for the quality assurance component of each business area, and where applicable, integration with other PIH-REAC subsystems, such as NASS. The Contractor shall provide new or revised BRD resulting from IT releases and policy changes, updated in accordance with the System Development Methodology (SDM) policy found at:

http://portal.hud.gov/hudportal/documents/huddoc?id=DOC_11923.pdf.

The Contractor shall deliver the NASS BRD, in accordance with the SDM, that includes the business process flowchart for the quality assurance component of each business area, and where applicable, integration with other PIH-REAC systems.

The Contractor shall maintain the BRD up-to-date by capturing any changes to the BRD as soon as a change is identified by either a HUD staff or recommended by the Contractor. Revised changes to the BRD shall be highlighted upon each update. Additionally, the BRD shall be updated after each system release.

5.1.2 Updates to the BRD Following System Release - The Contractor shall provide updates to the BRD to the GTM following each NASS Secure System release (major and emergency releases) as well as quarterly updates to the BRD as the NASS system changes. These updates should reflect any business process changes, process flow and system requirement modifications.

5.1.3 Requirements Matrix Document - The Contractor shall develop and maintain the NASS Business Support Requirement Matrix that details the specific business requirements for each system release. The document describes the business processes and rules for each functionality change, addition and/or modification and captures the requirements highlighting any changes for each planned system release/future release.

5.2 TASK 2 – ASSESSMENT LABORATORY AND TESTING ANALYSIS

The Contractor shall perform research, analysis, and testing of various approaches to be used for assessing the performance and compliance requirements of applicable HUD program constituency, i.e., public housing agencies. The Contractor shall also provide requirements analysis, design input and testing in support of the design and implementation of the NASS subsystem and operating processes. For the NASS business area, the contractor shall support continued development, operation, updating and/or enhancement of the existing subsystem and operating processes. For both new and existing projects, the Contractor shall assist the NASS Team staff in supporting internal and external outreach, customer service and training needs, provide workload analyses and evaluations, as directed by the GTM, to monitor, evaluate PHAS indicators and PHAS scores to ensure requirements are accurately implemented, to provide new approaches to assessment of PHA scores within the PHAS program, to record and provide input into the NASS Quality Assurance Program, and to record and provide system enhancements and to capture warranted/requested changes of the NASS team to REAC system functionality.

The Contractor shall conduct research, analysis and data modeling to develop business processes, performance indicators, and scoring/assessment methodologies that shall further identify program risks related to the integrated assessment system. The Contractor shall research existing PIH-REAC program requirements, assessment processes, and industry best practices, and recommend performance indicators for use in assigned PIH-REAC assessment systems, as well as to provide recommendations on the program improvement to support quality assurance, NASS Quality Assurance Program, and PHAS Indicator Improvement (NASS lab) for the purpose of releasing PHAS scores that are accurate, valid and reliable. The Contractor shall continuously review and refine the PHAS assessment system, specifically PHAS indicators, to ensure the proper measures are in use, are accurate, and working consistently. The results of these efforts will produce evaluations/reports/analyses with recommendation for improving PHAS program performance. The intended outcome is a report on indicator research, as well as recommendations. The NASS quality assurance team’s primary responsibility is the distribution of accurate, valid and reliable PHAS scores to the PHA’s, PIH and the public.

5.2.1 Based on the above, the Contractor shall develop an Indicator Research Report that provides: (1) analyses and evaluations to monitor/evaluate PHAS indicators and PHAS indicator scores to ensure requirements are accurately implemented; (2) new approaches to assessment of PHA scores within the PHAS program including basis for recommended PIH-REAC indicators and assessment processes; (3) input into the NASS Quality Assurance Program, to record the status of system enhancements and to capture warranted/requested changes by the NASS team to REAC system functionality utilizing the Master Enhancement List, and (4) recommendations for improving PHAS program performance including risks.

5.2.2 The Contractor shall provide support to NASS IT to enable NASS IT staff to conduct system compatibility and system enhancements testing, to include: (1) User Acceptance Testing (UAT) for upcoming test cycle(s) of major/emergency system releases, and (2) enhancements to HUD’s systems and the production of a Master Enhancement List. The test cycle(s) schedule(s) are established by DCG and will be provided to the Contractor by the GTM as soon as it becomes available. The Contractor shall write the test scripts for each UAT. The UAT scripts must include each step of each test input, specific action to be performed and expected results (with reference back to the BRD for each step) so that any designated government staff can perform the UAT by following the test scripts. The GTM will provide a sample of a UAT test script to the Contractor. At the conclusion of each test cycle, system compatibility or system enhancement testing, the Contractor shall provide a summary of the test result findings, system compatibility or system enhancement testing.

5.3 TASK 3 - RISK ANALYSIS AND QUALITY ASSURANCE PROCESS MONITORING, PETITIONS,

APPEALS, WAIVERS AND HOUSING CHOICE VOUCHER PROGRAM (HCVP) PRODUCTION AND QUALITY

ASSURANCE (QA) SUPPORT

5.3.1 The Contractor shall provide quality assurance support and independent review in the processing and managing of PHAS appeals, petitions, waivers and HCVP (including Section 8 only). The Share Point site is used for tracking the status of PHAS appeals, petitions, waivers and HCVP, including dissemination to the appropriate PIH-REAC subsystems. The Contractor shall review the PIH-REAC appeals, petitions, waivers and HCVP in the Share Point site to ensure that the information maintained is current and shall provide recommendations for enhancing the appeals, petitions, waivers and HCVP process. The reviews shall cover all appeals, petitions, waivers, and HCVP for testing, to determine whether or not the established operating procedures were followed and processed timely. The Contractor shall issue the QA Findings, Issues, Recommendations report that details findings, issues and provides recommendations for improving the appeal, petition, waiver and HCVP process.

5.3.2 PIH-REAC/NASS Quality Assurance (QA) Plan - The Contractor shall perform analysis and evaluation of the existing NASS sub-system QA module and PIH-REAC-wide quality assurance program for development of an enhanced QA program that documents new processes and procedures to ensure compliance with quality assurance plans. The Contractor shall corroborate with the other REAC subsystems for the purpose of updating, on a quarterly basis, the NASS QA Plan as well as the overall PIH-REAC QA Plan. The QA program shall encompass NASS QA plan as well as the overall PIH-REAC QA Plan with input from the other subsystems and their respective QA plans. The overall program should review internal controls, business processes, REAC sub-system/component performance measures, and track sub-system/component compliance. The Contractor shall provide status reports and executive level reports for sub-system/component managers, NASS and senior management to evaluate individual and organizational accomplishments.

5.3.3 PHAS Share Point Software Maintenance - The Contractor shall maintain the existing NASS Share Point software system for PHAS and all of the related subsystems for exchange of information between the PHAS subsystems, including inter-tracking or inter-actions between the PHAS subsystems, enhancing, maintaining and retrieving appeals, petition, waivers, HCVP, FYE changes, PHA consolidations, MAL, and other common PHAS documents/ information, and generating reports as needed. The Contractor shall maintain current PHAS related information in the Share Point system.

5.4 TASK 4 - MANAGEMENT REPORTING CAPABILITIES, ANNUAL REPORT

5.4.1 Periodically, NASS is requested and required to provide ad-hoc reports for Congress, industry groups, Office of Inspector General, PIH, HUD Field Office, etc. Upon receipt of the request, the GTM will submit a written request to the Contractor to prepare and produce the desired report(s). To produce the requested report(s), the Contractor shall conduct data analysis utilizing data base tools, REAC’s secure system, a business intelligence tool, the Data Warehouse, and the Reporting Server. The Contractor shall conduct quality control tests on any reports produced and pulled from the Data Warehouse and Reporting Server to ensure that the data is accurate and correct prior to delivery to the GTM. Depending on the type of report, the reports may be produced in Word, Excel, Microsoft Access or Microsoft Power Point. Documentation must include collection methodology, user’s guide, quality control steps performed and results attained.

5.4.2 The Contractor shall perform research and analysis, and conduct quality control in the production of the Annual Report to include the tracking and monitoring of progress made towards achieving NASS Management Performance goals, the preparation of a Master Assessment List (MAL) for each FYE, HCVP reports, and other reports.

5.5 TASK 5 – IDENTIFICATION AND RECOMMENDATIONS ON UPDATES AND ENHANCEMENTS TO

THE SECURE SYSTEM, MICROSTRATEGY ANALYSIS AND DATA WAREHOUSE REPORTING AND

ANALYTICAL TOOL

5.5.1 Upon written request from the GTM, the Contractor shall provide updates, enhancements, business analysis tools and testing utilizing a business intelligence tool, Microsoft Excel, Microsoft Access, Micro Strategy, Data Warehouse and REAC Reporting Server databases for PIH related needs in support of PHAS. NASS has developed Micro Strategy based dashboards and tools for the purpose of generating various reports. The contractor should be extremely familiar with the business intelligence tool such as Micro Strategy or other comparable tool for reporting applications including design, development and transfer of information, testing and running of business intelligence reports and the ability to coordinate business user requirements with developers to produce appropriate reports and functionality to support the Data Warehouse. The Contractor shall be responsible for the following:

5.5.1.1 Assist with running of business intelligence reports, conducting quality assurance on the information collected against production in the Secure system to ensure the accuracy of the Business Intelligence generated reports.

5.5.1.2 The Contractor shall deliver the following business intelligence enhancements and updates upon request from the GTM utilizing a business intelligence tool.

5.5.1.3 NASS Reprint Tool User-Manual.

5.5.1.4 NASS Report Prototyping Updates and Enhancements

5.5.1.5 NASS Object Schema Recommendations Updates and Enhancements

5.5.1.6 NASS Data Element Requirements for the PIH-REAC Data Warehouse Updates and

Enhancements.

5.5.1.7 NASS Data Validation Updates and Enhancements

5.5.1.8 NASS Report Testing Updates and Enhancements

5.5.1.9 NASS Reporting Tool User-Manual

5.5.1.10 Data Collection/Analytical Reporting Tool

The Contractor shall develop a data matrix for the purpose of testing against system requirements, and shall test the requirements to ensure proper functioning of the system requirements. Testing shall be accomplished on the date the testing is scheduled, normally 10 days prior to system release. The Contractor shall coordinate and run reports utilizing the Data Warehouse and conduct quality control on any reports/information collected against production data in Secure Systems to ensure the accuracy of Business Intelligence generated reports in accordance with the PIH-REAC Quality Assurance program.

5.5.2 DATA COLLECTION/ANALYTICAL REPORTING TOOLS - The Contractor shall maintain and update various data collection/analytical tools. Development of any new data collection devices will be kept at a minimum.

The GTM will provide a written assignment to the contractor specifying the type and category of the Data Collection/Analytical Reporting Tool to be developed and the duration depending upon the size of the tool. The Contractor shall deliver the Data Collection/Analytical Reporting Tools based on Microsoft Access, Microsoft Excel and HUD’s Data Warehouse and REAC Reporting Server databases. The Data Collection/Analytical Reporting Tool shall provide a narrative that includes the data collection methodology, maintenance guides, quality assurance steps performed and resulting user’s manual.

5.6 TASK 6 – PROCESS AND CONDUCT ANALYSIS OF PHAS SCORES AND FINANCIAL DATA

SCHEDULE FOR PHAS AND PROJECTS

The Contractor shall perform Financial Data Schedule (FDS) data (unaudited and audited) retrieval and aggregation for PHA projects from HUD data sources. The Contractor shall maintain and update the PHAS Score Database to import FASS/FDS, Physical Assessment Sub-System (PASS), Management Assessment Sub-System (MASS), and Capital Fund Program scores for PHAs and FDS data from FASS to generate FASS scores under the current PHAS regulation for PHAs. Additionally, the Contractor shall:

5.6.1.1 Generate overall PHAS scoring in accordance with applicable regulations and notices, and perform maintenance of the PHAS Score Database by performing updates and data refreshes in accordance with PHAS regulations and requirements.

5.6.1.2 Provide support to NASS Business to address discrepancies and provide general PHAS support as required. Assist NASS Business to identify exceptions and recommend updates.

5.6.1.3 Regularly run tools to ensure that NASS Business Team has updated tools on the shared-drive.

5.6.1.4 Participate in planning sessions and perform multiple dry runs for each new-year of scoring. Assist with the implementation of the new requirement for the Rental Assistance Demonstration (RAD) program and its impact on the PHAS scoring process and on PHAS scores as the roll-out of the RAD program develops.

5.6.1.5 Research and identify exceptions resulting from IT system issues. Provide lists for SCR and perform follow-up to ensure exceptions are resolved. Assist in identifying, researching and resolving issues when they arise so that PHAS scores can be published.

5.6.1.6 Maintain and update the tools required to publish PHAS scores. Conduct Quality Control of PHAS scored to ensure the PHAS scores are accurate, and correct prior to their release to the PHAs.

5.6.2 PHAS Score Report and Exception Report – The Contractor shall deliver the PHAS Score Report and Exception Report of PHAS scores including financial, management, physical assessments, and capital fund inclusive of any penalties to Integrated Assessment System (NASS).

5.6.1 The Contractor shall update (on a quarterly basis) and deliver the Technical Standard Operating Procedure (SOP), Technical Documentation, Quality Assurance and Control and PHAS Score Database Users Guide.

5.7 TASK 7 – STATISTICAL AND DATA ANALYSIS SUPPORT

5.7.1 The Contractor shall provide statistical and data analysis for PIH related needs in support of the Public Housing Assessment System (PHAS) resulting from changes in federal rules and regulations. The analysis may entail analyzing relationships between variables to accurately forecast behavioral characteristics with respect to changes in PHAS indictors, scoring methodology, and may involve analysis of more than one set of data. The Contractor shall conduct advanced statistical and data analyses to test the efficiency of the performance indicators used to monitor housing characteristics for changes and trends. This effort may require advanced modeling techniques including regression analysis and particularly nonlinear logistic regression analysis which is typically employed when modeling economic data. The Contractor shall provide a technical approach of the task to the GTM for review and comment. Upon review and approval by the government, the GTM will advise the Contractor to proceed with the assignment.

In its reports, the Contractor’s analysis will include a narrative of the requirement, data and statistical analysis performed, results attained, recommendations, and risks, and will include graphs, charts, and other related information and comments that substantiate the results on the data analyzed.

C- 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 and 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 ten (10) calendar days after contract award (or with the Contractor’s proposal if it is an evaluation factor). Three copies of a comprehensive written QCP shall be submitted to the GTR and within 5 working 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.

Deliverable & Task No.

Frequency # of Copies

Medium/Format Submit To

Due Date

0008 Transition-In Plan 1.7.1

Once One (1) original and one (1) soft copy

MS Word with charts, graphs, or current HUD standard via email

GTM NLT 30

calendar days after contract award

0008 Transition-Out Plan 1.7.2

Once One (1) original and one (1) soft copy

MS Word with charts, graphs, or current HUD standard via email

GTM NLT 120

calendar days after contract award

Quality Control Plan (QCP) 4.5

Once per year and updated as necessary

One (3) originals and one (1) soft copy

MS Word with charts, graphs, or current HUD standard via email

GTM NLT 10

calendar days after contract award and upon each update

TASK 1

0001AA Draft Requirements Matrix Document 5.1.3.

Monthly One (1) original and one (1) soft copy

MS Word, Excel or current HUD standard via email

GTM 5

th calendar day of each month

0001AA Final Requirements Matrix Document 5.1.3.

Monthly One (1) original and one (1) soft copy

MS Word, Excel or current HUD standard via email

GTM Final due five

(5) calendar days after receipt of

GTM

comments on draft

0001AB Draft Business Requirements Document (BRD) For Major System Release 5.1.1.

Two per year for Major System Release.

One (1) original and one (1) soft copy

MS Word with charts, graphs, or current HUD standard via email

GTM NLT 150

calendar days prior to the first major system release

0001AB Final Business Requirements Document (BRD) For Major System Release 5.1.1.

Two per year for Major System Release.

One (1) original and one (1) soft copy

MS Word with charts, graphs, or current HUD standard via email

GTM Final due five

(5) calendar days after receipt of

GTM

comments on draft BRD

0001AC BRD For Emergency Release (if applicable)

Once per year for an Emergency Release (if applicable)

One (1) original and one (1) soft copy

MS Word with charts, graphs, or current HUD standard via email

GTM NLT 45

calendar days prior to the emergency release

0001AD Updates to the BRDs 5.1.2

Quarterly and after each Release

One (1) original and one (1) soft copy

MS Word with charts, graphs, or current HUD standard via email

GTM Deliver the Updates to the BRD NLT five

(5) calendar days after the end of each quarter or each Major System Release

TASK 2

0002AA Indicator Research Report 5.2.1

Once per year

One (1) original and one (1) soft copy

MS Word, Excel with charts, graphs, or current HUD standard via email

GTM June 30 th of each year

0002AB Draft User Acceptance Testing (UAT) scripts for Major Release 5.2.2

Two per year for Major System Release per

DCG

schedule

One (1) original and one (1) soft copy

MS Word, Excel or current HUD standard via email

GTM NLT 45

calendar days prior to the scheduled System Release date

0002AB Final User Acceptance Testing (UAT) scripts 5.2.2

Two per year for Major System Release per

DCG

schedule

One (1) original and one (1) soft copy

MS Word, Excel or current HUD standard via email

GTM NLT 2

calendar days after receipt of

GTM

comments

0002AB User Acceptance Test (UAT) summary results 5.2.2

At the conclusion of each test cycle as established by DCG

One (1) original and one (1) soft copy

MS Word, Excel or current HUD…