ATTACHMENT_1_PWS_02-24-17_Rev_5_EC.pdf

ATTACHMENT 1

U.S. Department of

Housing and Urban Development (HUD)

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

Uniform Physical Condition Standards (UPCS) Inspections

February 24, 2017

Revision 5

Vision Statement

1.0 General Information

1.1 Introduction

1.2 Background

1.3 Constraints

1.3.1 Applicable Regulations/Manuals/Documents/Publications:

1.4 Description of Services

1.5 Non-Personal Services

1.6 Period of Performance

1.7 Place of Performance

1.8 Hours of Operation

1.9 Contractor Travel

2.0 Definitions and Acronyms

2.1 Definitions

2.2 Acronyms

3.0 Government-Furnished Property and Services

3.1 Inspection Software, Property Information, and Inspection Results

3.2 Training

3.2.1 Projected Future Inspector Training and Development

3.3 Equipment

3.4 Materials

3.5 Quality Assurance (QA)

3.6 Facilities

4.0 Contractor-Furnished Items and Services

4.1 Training

4.2 Equipment

4.3 Materials

4.4 Contractor Responsibilities

4.4.1 General All Risk Liability Insurance Requirements

4.4.2 Conflicts of Interest

4.4.3 Post Award/Kickoff Conference

4.4.4 Status Meetings

4.4.5 Computer System/Information Technology

4.5 Contractor Personnel

4.5.1 Special Qualifications for Inspectors

4.5.2 Inspector Code of Conduct

4.5.3 Identification of Contractor Personnel, Employees, and Sub-Contractors

4.6 Quality Management

4.6.1 Quality Control

4.7 Facilities

5.0 Specific Tasks

5.1 Scope Of Work

5.1.1 UPCS Certified Inspector Inventory….........................………………………………….18

5.1.2 Scheduling UPCS Inspections ….........................……………………………………….18

5.1.3 Conduct UPCS Inspections …........................………….………….…………………….19

5.1.4 UPCS On Demand Inspections…........................………….………….………………...20

6.0 Schedule of Deliverables

6.1 Acceptance Criteria……………………………………………………………………………22

7.0 Performance Requirements Summary……………………………………………………...22

8.0 Related Documents

9.0 Performance Requirement Summary (PRS)……………………………………………….24

Performance Work Statement (PWS) Management of Operational Risk and Efficiencies (MORE)

Vision Statement Getting MORE by Implementing Performance-Based Inspection Services through the UPCS Inspection IDIQ

1.0 General Information

1.1 Introduction

The U.S. Department of Housing and Urban Development (HUD)/ Real Estate Assessment

Center (REAC) is seeking Contractor support to provide a range of Physical Inspections for the Office of Multifamily (MF) programs, Public and Indian Housing (PIH) and other HUD program offices.

The United States Department of Housing and Urban Development (HUD) is the Executive

Agency responsible for providing resources for empowering local governments, businesses, and organizations to build strong communities. Part of HUDs support mission is to create "a decent home and suitable living environment for every American family. The

Real Estate Assessment Center (REAC) is a sub-agency within HUDs Office of Public and

Indian Housing (PIH) that is responsible for capturing, standardizing, improving, and evaluating data from the portfolio of properties for which HUD and other federal agencies, as required, have a financial interest or statutory obligation to monitor.

This is a non-personal services contract. Its purpose is to maintain a set of Contractors throughout the U.S. and its territories that are capable of performing a range of physical inspection protocols. Through this contract, HUD seeks to have access to multiple vendors with all required certifications and licenses. The inspections will review properties insured, assisted, or subsidized through the Federal Housing Administration (FHA) Office of

Multifamily Housing (MF) programs, PIH and other HUD program offices. Inspections may also cover properties associated with the programs of the United States Department of

Agriculture (USDA), and the Internal Revenue Service (IRS).

1.2 Background

REAC leads a number of efforts towards the Departments commitment to its mission that

HUD-assisted and HUD-insured housing is decent, safe, sanitary, and in good repair.

REAC has accomplished the standardization of physical assessments by establishing the

Uniform Physical Condition Standards (UPCS) protocol. In FY 2015, REAC launched the

Physical Inspection Alignment Initiative Quality Management Program, which eliminated repetitious physical inspections for properties that are subject to inspection by more than one federal program. Physical Inspection Alignment properties utilize the UPCS protocol with few variations. Inspectors who are certified in HUDs UPCS protocol will be capable of performing inspections on physical inspection alignment properties with little to no additional training or variations to the protocol. As part of the Physical Inspection Alignment

Initiative, REAC seeks to eliminate repetitious physical inspections and assessments for properties. The goal is to conduct one physical inspection or assessment on a property, and share the information with other federal programs.

UPCS Protocol: The Uniform Physical Condition Standards (UPCS) is a standardized, property-based physical inspection standard designed to ensure that HUD housing is decent, safe, sanitary and in good repair. The standard is used to evaluate the condition of properties in which HUD has a financial interest or a statutory obligation to monitor. The inspection standard addresses five inspectable areas: site, building exterior, building systems, dwelling units, and common areas. There are numerous inspectable items within each of these five areas as well as Health and Safety (H&S) deficiencies. Observed deficiencies are rated on a three-level system to indicate their level of severity. UPCS provides and promotes the effective use of accurate, timely, and reliable information in assessing the condition of HUD's portfolio. The UPCS protocol can be found at:

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

The DCD 4.0 Software for UPCS Inspections can be found at:

http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/reac/pro ducts/prodpass/dcd4.0

1.3 Constraints

The services identified in this PWS will adhere to the rules, regulations, laws, standards, and conventions identified by HUD as well as within the Federal Government. Constraints include the following:

1.3.1 Applicable Regulations/Manuals/Documents/Publications:

The Contractor shall abide by all applicable regulations, publications, manuals, and policies and procedures in the performance of this contract including, but not limited to the following:

1. The Contractor shall use certified inspectors when a task order calls on the Contractor to perform Uniform Physical Condition Standards (UPCS) inspections. Task orders may require the Contractor to perform UPCS inspections on any type of housing.

2. DCD 4.0 Software and hardware requirements can be found at:

http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housi ng/reac/products/prodpass/dcd4.0

3. The REAC Compilation Bulletin can be found at:

http://portal.hud.gov/hudportal/documents/huddoc?id=CompBullet4Ver2_31515 .pdf

4. The Contractor shall be familiar with all UPCS-associated HUD Inspector Notices and Inspector Guides and shall incorporate this guidance into its procedures when performing tasks using the UPCS protocol.

5. Inspector Administration Website can be found at:

http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housi ng/reac/products/pass/inspectors

1.4 Description of Services

Firms will qualify for the Indefinite Delivery/Indefinite Quantity (IDIQ) contract by demonstrating their ability to:

1. Schedule, conduct, and upload UPCS inspections in compliance with HUDs UPCS protocol, Inspector Notices and other HUD guidance;

2. Deliver technically acceptable inspections within the specified time frame;

3. Operate a verifiable internal quality control management process;

4. Retain a pool of certified UPCS inspectors that is sufficient to fulfil the inspection requirements per task order;

5. Submit accurate and timely invoices for inspections designated as "Accepted by

HUD.

6. Resolve technical issues and errors within the specified time frame;

7. Deliver outstanding customer service to HUD staff and clientele;

8. Deliver on-demand inspections;

9. Operate an effective quality management system; and

10. Develop a post-project analysis report detailing business requirements, business process, project management, and technological lessons learned and best practices in the performance of the work.

To fulfill a task order, the Contractor(s) shall utilize inspectors certified in REAC’s Uniform

Physical Condition Standards (UPCS) only; schedule inspections at the selected properties; provide notification to appropriate parties; report un-inspectable properties to

HUD; conduct the inspections according to the standards and protocols provided by HUD;

deliver special inspections within a short timeframe prescribed by HUD and electronically submit the data to HUD. Contractor(s) shall be responsible for ensuring their inspectors are

UPCS certified prior to conducting any inspections under this contract. Contractor(s) shall maintain a quality management program to ensure that the work product is accurate, UPCS-compliant and complete prior to submission to HUD. Contractor(s) are responsible for having certified inspectors available to meet the requirements for each task order. All inspections must comply with HUD inspection standards. The inspections must be completed on time and as scheduled in HUD systems. The Contractor(s) shall apply the

UPCS protocol and collect time-stamped digital images to document the inspection findings. The Contractor(s) shall access HUD systems and input all required scheduling information within the timeframes required by HUD. All reporting shall comply with HUD requirements for REACs Physical Assessment Subsystem in Secure Systems (PASS).

1.5 Non-Personal Services

The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the

Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services.

If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer

(CO) immediately. These services shall not be used to perform work of a policy, decision making, or management nature, i.e. inherently Government functions. All decisions relative to programs supported by the Contactor shall be the sole responsibility of the Government.

1.6 Period of Performance

The period of performance of the IDIQ shall be one base year (12-months) plus two option periods (each 12-months). The initial task order issued under the IDIQ will be may have a short period of performance of approximately 30 days. Subsequent task orders will have a longer period of performance.

1.7 Place of Performance

The location of the properties will be located in the following regions:

Midwest

Region III:

Illinois, Indiana Michigan, Minnesota, Ohio, and Wisconsin

Southwest

Region IV:

Arkansas, Iowa, Kansas, Louisiana, Missouri, Nebraska, New

Mexico, Oklahoma, and Texas.

HUD has selected properties located in Midwest Region III and Southwest Region IV and anticipates qualifying two or three Contractors per region. Task orders will be issued to two or three Contractors per region to achieve the goal of these initial IDIQ contracts and their associated task orders, which is to assess the physical condition of properties and to assess the capability of inspection companies to perform all aspects of the physical assessment process, to include software development, IT technical assistance, and quality control. This strategy will be implemented in the base year to: maximize competition;

ensure timely delivery of reports; evaluate potential economies of scale; foster innovation;

and test potential operational efficiencies associated with procuring and conducting inspections.

Under this IDIQ, issued task orders will include Multi-family and Public Housing properties located exclusively in the Midwest Region III and Southwest Region IV. The estimated number of inspections is estimated to include 2200 properties in the base year.

1.8 Hours of Operation

The Contractor shall be available to address questions or concerns presented by HUD during standard business hours and outside of standard business hours for emergencies and urgent inquiries. Unless otherwise specified, standard business hours are from 8:00 AM to 5:00 PM time (EST), Monday through Friday. Inspections should occur during normal operating hours from 8:00 AM to 5:00 PM local time, Monday through Friday unless otherwise specified by a modified inspection protocol. HUD’s Technical Assistance Center (TAC) operates from 7:00 AM to 8:30 PM (EST), Monday through Friday The Contractor shall be available outside of standard business hours to address emergencies and urgent inquiries.

The Contractor shall reschedule and conduct inspections affected by a government shutdown, administrative closure, federal or local holiday, national emergency, or similar government directed facility closing, with no additional cost to the Government. HUD employees will not be available during scheduled holidays, inclement weather, weekends, or after duty hours. The Government reserves the right to change hours of operation or restrict Contractor access.to HUD systems and software.

Government operating status information can be found at: https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/current-status

1.9 Contractor Travel

The Contractor shall be required to perform periodic travel within the Continental United States (CONUS) in performance of this contract. All CONUS travel costs, including meals, gas, and other incidentals shall be included in the proposed inspection price. The Government shall not reimburse Contractors for travel and travel-related expenses.

2.0 Definitions and Acronyms

2.1 Definitions

Certified REAC Contract Inspector: This Contractor/Inspector has met all initial qualifications, successfully completed HUD-required training requirements to perform UPCS inspections and been approved by HUD.

Collaborative Quality Assurance (CQA) Review: A HUD QA Inspector performs this review side-by-side with the inspector while the inspection is being conducted. The QA review is to ensure that an inspection is conducted in accordance with the inspection protocol and ensures that the inspector’s performance is acceptable

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.

Deliverables: Anything that can be physically delivered, but may include non-manufactured documents 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 CO 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 CO 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.

Inspector: This individual is trained in HUDs UPCS inspection protocol and performs the physical inspection of properties.

Internal Quality Control Inspector: An experienced UPCS-certified inspector who is appointed by the Contractor and approved by HUD to ensure inspectors adhere to HUD’s UPCS protocol.

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

Limited Quality Assurance (LQA) Review: A QA inspector conducts a follow-on review of the Contractor’s inspection to determine whether the physical inspection was an accurate representation of the condition of the property at the time the inspection took place.

On Demand Inspections: High-priority inspections that are given to the Contractor after the task order is awarded. On Demand Inspections must be conducted and accepted by HUD within 30-days from the day of issue.

Performance Requirements Summary (PRS): A listing of the performance requirements under the contract that shall be evaluated by the Government on a regular basis and the surveillance methods to be used to determine if performance standards are met.

Performance Standard: The Contractor's performance level required by the Government.

Performance Work Statement (PWS): A statement of work for performance based acquisitions that describe the required results in clear, specific and objective terms with measurable outcomes.

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

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

Quality Assurance Surveillance Plan (QASP): A plan describing how the agency will survey, observe, test, sample, evaluate and document the Contractor's performance in meeting critical performance standards identified in the contract.

Quality Control (QC): All necessary measures taken by the Contractor to ensure the quality of the services performed meets contract requirements.

Quality Control Inspection (QCI): A HUD inspection conducted exclusively or in conjunction with a REAC inspector and a HUD Quality Assurance Inspector.

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.

Special Protocol: A set of specific deviations from the UPCS protocol that have been approved by HUD for certain housing authorities such as the New York City Housing Authority.

Sub-Contractor: 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 sub- Contractor. The Government does not have privity of contract with a Sub-Contractor.

Work Week: A work week for the IDIQ is defined as Monday through Friday, unless otherwise specified in a special protocol.

2.2 Acronyms

AQL Acceptable Quality Level

ARAMS Automated Renewal and Amendment System

BAA Business Area Analysis Study

CBT Computer Based Training

CCB Change Control Board

CCMB Configuration Change Management Board

CMMI Capability Maturity Model Integration

CFO or OCFO Office of the Chief Financial Officer of HUD

CFR Code of Federal Regulations

CIO or OCIO Office of the Chief Information Officer of HUD

CO Contracting Officer

COR Contracting Officer Representative

COTS Commercial Off the Shelf

CPO Office of the Chief Procurement Officer of HUD

EST Eastern Standard Time (U.S.)

ETC Estimate to Completion

GAO U.S. General Accounting Office

GTM Government Technical Monitor

GTR Government Technical Representative

HUD U.S. Department of Housing and Urban

Development

HUDAR HUD Acquisition Regulation

HUD/ISG Internet Services Group within the Telecom

Processing Division

HUD Web HUDs Intranet Web Site and related WEB pages.

IG or OIG Inspector General (Office of)

IT Information Technology

IV&V Independent Validation and Verification

LOOCS Line of Credit Control System

OCPO Office of the Chief Procurement Officer

OIG Office of Inspector General

OMB Office of Management and Budget

PL Public Law

PM Project Manager

POC Point of Contact

PPM Project Planning and Management

QA Quality Assurance

QASP Quality Assurance Surveillance Plan

QCP Quality Control Plan

SF Standard Form

TBD To be determined

U.S.C United States Code

3.0 Government-Furnished Property (GFP) and Services

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

3.1 Inspection Software, Property Information, and Inspection Results HUD will provide the following:

1. HUD software/configuration requirements for UPCS inspections using PASS systems and inspection software;

2. HUD property profile information, e.g. PHA, Contact Information, Required Inspection Count, Inspection breakdown by unit size; and

3. Inspection results for submitted inspections, e.g. approved for payment, on-hold, rejected; and

4. HUD assigned identification number, obtained from the following self-registration link: https://hudapps.hud.gov/public/wass/public/independent/indreg_page.jsp,

3.2 Training

1. The Government will provide a one-time, orientation training by teleconference and/or video conference to each Contractor in the requirements under this contract.

Only key personnel will be required to attend.

2. The Government will provide updates of policy/protocol changes for integration into the Contractor’s training program, as they become available.

3. Inspector Certification Training link can be found at:

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

3.3 Materials

1. HUD shall issue an identification badge and HUD identification number to inspectors who successfully complete all phases of the UPCS certification training and receive an acceptable security clearance.

2. The Contractor shall use certified inspectors when a task order calls on the Contractor to perform Uniform Physical Condition Standards (UPCS) inspections. Task orders may require the Contractor to perform UPCS inspections on any type of housing

3.4 Reference Materials and Guiding Documents

1. The Contractor shall abide by all applicable regulations, publications, manuals, and policies and procedures in the performance of this contract including, but not limited to the following:

a. DCD 4.0 Software and hardware requirements can be found at:

http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/r eac/products/prodpass/dcd4.0

b. The REAC Compilation Bulletin can be found at:

http://portal.hud.gov/hudportal/documents/huddoc?id=CompBullet4Ver2_31515.pdf

c. The Contractor shall be familiar with all UPCS-associated HUD Inspector Notices and Inspector Guides and shall incorporate this guidance into its procedures when performing tasks using the UPCS protocol.

d. Inspector Administration Website can be found at:

http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/r eac/products/pass/inspectors

3.5 Quality Assurance (QA)

The Government shall evaluate the Contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP), the UPCS protocol, an internal evaluation process and random site visits. The QASP is intended to establish performance standards and ensure the Contractor performs in accordance with performance standards.

3.6 Facilities

N/A

4.0 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 Training

The Contractor is responsible for ensuring key personnel, project managers, quality assurance staff, administrative personnel and other employees and Sub-Contractors are trained in the UPCS-protocol, the performance requirements of the contract, the performance standards specified in the QASP and all governing HUD policies and regulations.

Prior to any inspector performing an inspection under this contract, the Contractor shall ensure the inspector is UPCS-certified. In addition to ensuring all inspectors are UPCS-certified, the Contractor is responsible for addressing performance deficiencies, including conduct-related issues, among the inspector pool through formal classroom training, field visits and other training activity.

4.2 Equipment

The Contractor shall furnish all necessary inspection equipment required to conduct physical inspection and physical inspection reviews. The Contractor shall furnish all required hardware and data collection devices (DCDs) such as a laptop, tablet, or smartphone, as applicable, and the necessary expertise to maintain the necessary IT environment for DCDs.

4.3 Materials

4.4 Contractor Responsibilities

The Contractor is responsible for ensuring that all services performed under this contract have been authorized by HUD. Names of authorized points-of-contact (POC) shall be provided to the Contractor by the Government in writing and updated as necessary throughout the performance of the contract.

All Government records, copies of original results and reports, verified original data, corrected data and corrected supporting final reports that are maintained by the Contractor remain the property of the Government. All inspections and inspection data are the proprietary property of the Government. These files/results must be surrendered to the GTR/GTM. The data collected may not be used without the expressed written consent of the Government. Services performed under this contract are to be performed in the sole interest of HUD and the REAC. Contractors are strongly prohibited from engaging in self-serving activities that promote their businesses, inspection and/or consultation services or any other business entity while under contract.

4.4.1 General All Risk Liability Insurance Requirements

The shall secure and maintain General All Risk Liability insurance that covers all employees, any individual acting on the Contractor’s behalf, and any individual who conducts inspections under the contract. Inspector Notice No. 2015-01, requires all UPCS certified inspectors to maintain General All Risk Liability insurance with limits not less than a Combined Single Limit of $1,000,000 per occurrence, and $2,000,000 aggregate. Contractors must provide HUD with proof of insurance for all inspectors performing inspections under this contact.

In addition, The Contractor shall maintain General All Risk Liability insurance with limits not less than a Combined Single Limit of $4,000,000 per occurrence, and $12,000,000 aggregate. Contractor shall name HUD as the certificate holder of the policy in accordance with FAR 52.228-5. As proof of insurance, Contractors must provide HUD a copy of the insurance certificate. The certificate must include the name, address, and telephone number of the general all risk liability insurance company providing the Contractors insurance coverage, as well as the policy number.

Contractors insurance coverage is subject to verification. HUD reserves the right to update insurance requirements as necessary.

4.4.2 Conflicts of Interest

The Contractor is responsible for ensuring that no conflict of interest exists between the Contractor and the property owners and management agents. Specifically, the Contractor must ensure no conflict of interest exists between the Contractor, the inspector, any business associate or any immediate family member of the Contractor or inspector and the property and its representatives. For the 12-month period preceding the start of an inspection, the Contractor, inspector, any business associate, or any immediate family member of the Contractor or inspector cannot:

1. Have a financial interest in the property’s ownership or management. This includes employees of the property owner or managing members and/or board directors and commissioners;

2. Perform any other work of any nature, either under contract or via any other arrangement for the property, or the property owner or manager;

3. Have a non-financial interest in the property or a relationship with the owner or manager of the property that would compromise the inspector’s or Contractors’ objectivity. Such relationships may include, but are not limited to: current residents of the property; former employees of the property owner whose employment was terminated for cause; paid or non-paid members of the board of commissioners or management officials that govern or manage the property; individuals with litigation pending against the property owner or manager; and individuals who have a pending grievance or complaint filed against the property owner or manager; and

4. Have any other condition, situation or relationship where the objectivity of the inspector or Contractor with regard to the property may be called into question. The Contractor shall notify HUD of potential conflicts of interests in its initial proposal. The Contractor shall notify HUD when a conflict of interest exists between the inspector and the property within 3 business days of discovery. The Contractor has an ongoing duty to disclose any conflicts of interests that may arise between the afore-mentioned parties throughout the performance of the contract within three business days of discovery. HUD reserves the right to determine if a conflict of interest exists.

4.4.3 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 ten business days after contract award. The Contracting Officer will notify the Contractor of the specific date, location, and agenda within five business days after contract award. Post Award Conference and subsequent meetings may be held via teleconference.

4.4.4 Status Meetings

The Contracting Officer, the Government Technical Representative (GTR), the Government Technical Monitor (GTM) and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor performance, requirement status, etc. The Contracting Officer and/or Government Technical Monitor will apprise the Contractor of how the Government views the Contractor's performance or progress of the requirement. All meetings shall be at no additional cost to the Government. The Contractor shall immediately apprise the Government of problems and/or potential problems that may prevent the Contractor from meeting performance standards, as necessary. When the resolution to the problem or issue is within the Contractor’s control, the Contractor shall take appropriate action at no additional cost to the government to resolve the issues expeditiously to avoid performance delays and missed deadlines.

4.4.5 Computer System/Information Technology

The Contractor shall have the ability to access HUD’s Secured Systems and download HUD’s DCD inspection software and property profile data. The Contractor shall have the ability to access HUD’s Secured Systems to enter scheduled inspection dates and inspector data.

4.5 Contractor Personnel

The Contractor shall provide a Contract/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/Project Manager and alternate shall have full authority to resolve all 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. Each point of contact shall be an employee of the Contractor. An employee of a Sub-Contractor is not acceptable for either of these positions. The Contract/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.

4.5.1 Special Qualifications for Inspectors

The Contractor(s) shall ensure all personnel, including Sub-Contractor personnel, who conduct inspections, meet the following special qualifications prior to conducting an inspection under this contract:

1. The minimum qualifications for UPCS certification are as follows:

a. High school education or equivalent;

b. Demonstrated technical knowledge in the building trades in areas such as carpentry, electrical (e.g., elevators, emergency power), HVAC (e.g., boilers, radiant heaters, air handlers, building exhausts), masonry and plumbing through applicable work experience or training;

c. Possess general computer skills;

d. Completed a minimum of 250 completed physical inspections in which the individual was solely responsible for conducting the inspection. (This does not include termite inspections, appraisals, and site visits from property owners, managers, or real estate brokers); and

e. Submit to and pass a thorough background investigation in order to determine suitability to conduct property inspections as a UPCS Inspector.

The background investigation shall be at least equivalent to Federal Security Level 1 Non-Sensitive. The background check must demonstrate that the inspector has no convictions or pending criminal charges that would render the worker unsuitable for the type of services to be performed under this contract.

2. The Minimum Qualifications for the Contractor’s Designated UPCS Quality Control Inspector are:

a. Minimum of 3 years of experience as a Certified UPCS Inspector;

b. Inspector Administration has never decertified the inspector for performance related issues;

c. Lapse in UPCS certification due to inactivity is permissible;

d. No current performance related Out of Standards; and

e. No conduct related issues.

The Contractor’s Designated UPCS Quality Control Inspector shall be subject to HUDs internal evaluation process to determine eligibility to perform in this role.

4.5.2 Inspector Code of Conduct

Every inspector is required to maintain professional conduct and demeanor at all times prior to, during, and after an inspection, and in all interactions with residents, inspection participants, property representatives, and any other individual with whom the inspector comes in contact. Non-exclusive examples of conduct required and prohibited by the Code of Conduct are described below:

1. Inspectors shall:

a. Display the REAC-issued photo identification card throughout the entire inspection;

b. Inspectors shall respect resident privacy. For example, inspectors must not attempt to open a closed door in a residence. The inspector shall defer to the property representative;

c. Comply with reasonable requests from residents and project representatives during the inspection;

d. Defer all questions from residents regarding the property to the property representative accompanying the inspector; and

e. Defer all questions from third parties about the inspection or the results to the property owner or representative.

2. Inspectors shall not:

a. Express opinions or comment about the nature or condition of the property or residents;

b. Make representations or promises to residents or property representatives or staff that items will be repaired based on inspection results;

c. Attend an inspection, or participate in an inspection in any capacity, that is being conducted by another HUD certified UPCS inspector while providing independent consulting services of any kind on behalf of the property owner or representative;

d. Include in attendance or participation during a UPCS inspection any unauthorized person, including family, friends, or UPCS certified/decertified inspectors;

e. Use any facility on a property, property owner's office, housing agency office, or HUD field office to conduct personal business;

f. Use profanity or other offensive language prior to, during or after an inspection;

g. Engage in fraudulent activities, such as, but not limited to, falsifying an inspection;

h. Conduct an inspection under the influence of alcohol or drugs;

i. Smoke anywhere on a property;

j. Threaten, verbally or in writing, residents, inspection participants, property representatives or any other individual with whom the inspector comes in contact;

k. Carry a firearm or weapon of any kind, or any other object that could be construed as a weapon, on a property;

l. Commit theft or intentional damage to property;

m. Cancel an inspection due to a quality assurance review;

n. Threaten or engage in violence against any person while conducting an inspection; or

o. Engage in sexual harassment, misconduct, or any other type of unwanted conduct.

4.5.3 Identification of Contractor Personnel, Employees, and Sub- Contractors All Contractor/Sub-Contractor 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/Sub-Contractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contractors/Sub-Contractors 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, Contractors/Sub-Contractors occupying co-located space with their

Government program customer shall identify each work space area with their name and company affiliation, or at a minimum, "Contractor" after name.

4.6 Quality Management

The Contractor shall establish and maintain a complete Quality Management Program Plan that shall ensure services are performed in accordance with this contract and the work product complies with the requirements of the contract. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-reoccurrence of defective services. The Contractor’s quality management program will ensure the work The Contractor shall provide the associated Quality Management Plan. The Quality Management Program Plan shall be in accordance with ISO 9001 standards or equivalent national or international standards.

4.6.1 Quality Control

The Contractor shall develop, maintain, enforce and document a Quality Control Plan (QCP) in accordance with a Quality Management Program Plan. The QCP shall ensure that 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 conducted inspection reviews in accordance with its 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 Governments QASP. The QCP shall address Quality Approach, Quality Control and Quality Standards. The QCP is a living document and shall be updated on a continual basis. The QCP shall include an approach to subcontractor management that makes clear the contractual and reporting relationships of all subcontractors.

4.7 Facilities

5.0 Specific Tasks

5.1 Scope of Work

The Contractor shall schedule, conduct and upload UPCS inspections in compliance with HUDs UPCS protocol, Inspector Notices and other HUD guidance. The Contractor shall establish and maintain strong administrative processes that result in the following: timely delivery of technically acceptable inspections; accurate monthly billing; resolution of technical issues and errors within the specified time frame; outstanding customer service to HUD staff and clientele; the ability to deliver on-demand inspections and; an effective quality management system. The Contractor’s responsibility is to utilize effective business operation standards to ensure the timely delivery of inspections.

5.1.1 Schedule UPCS Inspections to be performed by UPCS

Certified Inspectors

UPCS Inspections Scheduling Requirements: the following shall be used for all UPCS inspections:

1. The Contractor shall provide and maintain an inventory of UPCS certified inspectors that is sufficient to perform the work under this contract.

2. Any inspection performed by an uncertified UPCS inspector shall be rejected and re-inspected, at HUDs discretion, with no additional cost to the Government.

3. Based on state and local tenant notification rules, the Contractor shall negotiate a mutually agreeable date and time for the inspection with the property owner/agent (POA);

4. All inspections must occur in the presence of the property representative.

5. Contractor shall input inspection date, time, and inspector information in HUD systems within three business days of confirming the inspection date with the

POA/ED.

6. Provide a confirmation notice stating the time, date, property profile, and other details concerning the inspection and mail or email the letter to the POA/ED designated representative.

7. Confirm the property profile information, at the time of initial contact, and notify HUD of any discrepancies.

8. All Contractor and Inspectors must adhere to UPCS provisions when changes to the schedule occur.

9. The contractor shall notify HUD if the contractor is unable to schedule an inspection because the POA/ED is uncooperative, unwilling, or the property is no longer in HUDs inventory.

Deliverable UPCS Certified Inspector Report The Contractor shall maintain a pool of UPCS certified inspectors sufficient to perform the work under this contract. The contractor shall provide HUD with a Certified Inspector Report that provides a list of inspectors, their qualifications, and UPCS certification status. The report shall include, at a minimum: Inspector Name; Inspector Contact information; HUD ID number; The number HUD IA issued "Out of Standard" performance deficiencies; Inspector Contact information; Date of UPCS certification; Verification of PIV Status; and Proof of Insurance Coverage. The Contractor shall deliver a UPCS Certified Inspector Report every month on the 1st of month via email.

Performance Standards

100% of inspections are scheduled to be completed by UPCS Certified Inspectors not later than 30 days after HUD issues the inspection task order.

5.1.2 Complete and Upload UPCS Inspections

1. As required, prior to the inspection, the Contractor shall access the applicable inspection information from HUD Systems;

2. The Contractor shall verify/update the property profile and building information;

3. The Contractor shall conduct inspections in compliance with the established protocol;

4. The Contractor shall document and support each defect with a digital/time-stamped camera image;

5. The Contractor shall record any exigent H&S hazards identified during the inspection, provide the property representative with a written notice of all such defects (paper or electronically), and ask the PHA representative to sign acknowledging receipt of the notice before departing the property; and

6. The Contractor shall verify and upload inspection data for each inspection within one business day of completion of the inspection;

7. The data will be transferred through Secure Systems PASS, or other format as agreed;

8. The Contractor shall resolve any questions related to a submitted inspection within 3 business days.

9. Contractor is responsible for collaborating with HUD to electronically submit the inspection reports in the event the Secured Systems is unavailable.

10. After uploading, Contractor shall retain inspection data until the inspection is deemed "Acceptable” by HUD.

11. There will be occasions when a final Accept/Reject decision cannot be made (i.e.; awaiting direction from management to reject; (highly questionable and high risk inspections where a Quality Assurance (LQA) review should be completed; or when in the process of trying to verify property profile, (4) or for any other extraordinary condition which may arise).

12. UPCS inspections submitted through PASS systems, shall be uploaded not later than one business after the inspection is completed.

Deliverables

1. Inspection Upload: The Contractor shall upload each Inspection not later than one business day after the inspection is completed to the PASS System.

2. Task Order Plan: The Contractor shall provide a project plan for each Task Order that describes all planning, resource allocation, inspector allocation, inspection activities; personnel positions and staff skills and abilities, standards, and training; inspection schedule; equipment resources; and functional responsibility and authority within a structured project organization. The Project Plan will also detail the random sampling techniques used to conduct QC inspections. The assignment of an inspector to a property must comport with the Conflict of Interest provisions under this contract.

3. Inspection Scheduling Completion Report: The Scheduling Report identifies the number of inspections scheduled against outstanding inspections. The report includes inspection identification number, date scheduled, scheduled start time, and the identification number of the inspector assigned. The Report also identifies the number of inspections completed against outstanding inspections, and is tracked against the task order milestones.

Performance Standards:

100% of inspections are completed not later than 20 days before the end of the performance period and 100% of the inspections are uploaded not later than one business day after inspection completion.

5.1.3 Inspection Inquiry Resolution

HUD will only pay for inspections that have been designated as "Accepted for Payment” Contractors shall not submit invoices for inspection that have not been Accepted. Once an inspection has been transmitted to HUD, the inspection will be subject to automated system validations and Quality Assurance reviews; When data is found to be incorrect or faulty HUD will place the inspection on "On Hold status and request additional information from the Contractor. The Contractor will have three business days to respond with the additional information or corrections

UPCS Certified Inspector Report The Contractor shall submit a response to HUD’s inquiry for Inspection Resolution not later than 3 business days after HUD Request.

100% of requests for additional information are responded to not later than 3 business days after HUD request.

5.1.4 UPCS On Demand Inspections and Post Project Analysis

1. HUD will require the Contractor to perform approximately 10 inspections on high-profile properties.

2. The property details, including the location, the number of building and units will be provided to the Contractor on demand.

3. The Contractor must schedule On Demand Inspections within seven days from the day the inspection details are given to the Contractor.

4. The Contractor shall conduct and upload On Demand Inspections within 30 days from the day the inspection details are provided to the Contractor.

5. On Demand Inspections are subject to the same provisions as all inspections ordered under the IDIQ.

6. Contractor shall develop a post-project analysis report analyzing proposed future state IT operations; future state regional breakdown, lessons learned and best practices.

Post Project Analysis Report The Contractor shall submit a Post Project Analysis Report not later than the end of the Task Order performance Period. The report shall address the following: Feasibility of migrating toward an open-source model that allows Contractors to develop their own software that will electronically capture property deficiencies at the point of inspection and submit the inspection data to HUD; Availability of software that has the capacity to capture deficiencies currently recorded under the UPCS Protocol and interact with HUD systems;

Availability of customizable software that can accommodate UPCS-V, PNA, and other inspection types; Availability of bidirectional communication capability, with HUD, using web services data formats Simple…