HUD 2026 Innovative Housing Showcase Solicitation.docx

Dear Potential HUD Offeror, Attached you will find a request for quotes for a planned one-year Indefinite Delivery/Indefinite Quantity (IDIQ) Contract for the Department’s Innovative Housing Showcase. We are also requesting your pricing for the event. Dates have not been selected for this event yet, but it will take place in September of this year. HUD intends to award a single Contract to the offeror that presents the greatest value to the Government. Upon award of the IDIQ, HUD will issue a Fixed Price/Labor Hour hybrid task order for the event.

If you are interested in providing a response, please submit the following:

1. All information requested in clause 52.212-2, found on page 58 of this solicitation

2. Event pricing worksheet found in Section 5, Attachments, under Attachment 1

3. Evidence that you are able to perform the relevant services on the National Mall, including recent past performance and a reference at NPS who can confirm your eligibility.

All questions are due by Close of business on Friday, April 24, 2026. Please submit your questions via email to the Contracting Officer at Shelli.J.Waltz@hud.gov.

All proposals are due by 12:00pm EST on Monday, May 4, 2026. Proposals must be submitted via email to Shelli.J.Waltz@hud.gov.

SECTION 1 – FEE SCHEDULE

Please complete the pricing worksheet found in Attachment 1 of this solicitation

SECTION 2 – PERFORMANCE WORK STATEMENT

Performance Work Statement (PWS) Innovative Housing Showcase Event Planning and Event Logistics Support 03/23/2026 Draft Final

Vision Statement

To provide event planning and logistics support services for the Innovative Housing Showcase Event on the National Mall.

1 General Information

1.1 Scope of Work

The U.S. Department of Housing and Urban Development (HUD) has a need for end-to-end event planning and event logistics support Indefinite Delivery, Indefinite Quantity (IDIQ) contract to provide and manage the necessary activities for the Innovative Housing Showcase (Showcase), a multi-day event on the National Mall. The Showcase will feature state-of-the-art building technologies and full-size housing solutions that can make homeownership more affordable for American families. This PWS expands the contract beyond basic event logistics. It adds responsibilities for event production, media support, communications, and broader event coordination. It also gives the contractor a more active role in shaping how the Showcase is presented and promoted. These changes increase both the scope of work and the level of support expected from the contractor. Services shall include:

· Project Management Support

· Pre-Event Planning Support

· Event Logistics Management Support

· Post-Event Support

Detailed descriptions of specific tasks will be provided on the individual task orders.

1.2 Background

On June 1-5, 2019, HUD held the inaugural Innovative Housing Showcase on the National Mall. The five-day event was cohosted by the National Association of Home Builders, featured in-depth discussions with leaders in government and across the housing industry, and more than a dozen exhibitors displaying model homes and innovative building technologies that address affordability and resiliency.

The U.S. Department of Housing and Urban Development (HUD) hosts the Innovative Housing Showcase (IHS) on the National Mall to highlight emerging housing technologies, construction techniques, and policies that expand the supply of quality, affordable housing and the attainability of homeownership to more American families.

The event provides a national platform for innovators, policymakers, builders, and the public to experience demonstration homes, attend policy discussions, and engage with federal housing initiatives.

The Innovative Housing Showcase historically has been held on the National Mall. For the purposes of this performance-based work statement, it is assumed that subsequent iterations of the IHS will be similar and slightly larger than previous showcases. Below are some highlights from the previous Showcases (see Innovative Housing Showcase | HUD USER):

· Thirteen housing exhibits including a two-story steel framed structure, two double-wide manufactured homes, several tiny homes, and a display of trenchless technologies for installing utilities (collectively, the Showcase exhibitors)

· Approximately 5,000 visitors to each exhibit

· A program that featured 49 speakers

· One main stage tent (40x80) with seating and two smaller tents attached

· Over 60 exhibitor tents (10x10) with display tables and seating

The scope of work for this effort is broadly grouped in two phases: 1) Pre-event Planning and 2) Event Logistics Management.

The pre-event planning phase is considered pre-Showcase and shall include activities related to the planning of the Showcase such as a kickoff meeting, coordinating activities with the National Park Service (NPS), HUD, and Showcase exhibitors, sponsors, managing exhibitor logistical requirements, developing the Showcase site layout and perform management logistics activities during the runup to the Showcase. Some programing portions of the Showcase may be held at a nearby, off-site location indoors.

The event logistics management phase will include activities related to the conduct of the Showcase itself. These activities fall into broad categories such as equipment, utilities, tents and operations, Audio Visual, and Signage. These support activities are further described below:

· Equipment includes the provision of the necessary cranes and forklifts (with qualified operators) to unload, position, and reload the exhibits and other components of the Showcase.

· Utilities include the provision, operation, and sustainment of generators, security lighting, dumpsters, portable restrooms, and the connection/disconnection of the exhibits and security lights to the generator systems.

· Tents and Operations include the provision, installation and removal of tents, matting, stages, tables, chairs, fans (for air circulation), air conditioning in some spaces, waste containers, and security and first aid. This would include the labor necessary to move the stage pavilion to protect the turf. This also includes provision of the necessary labor to empty waste containers. Security requirements (for roving guards) exist in the evening hours alone during set up and tear down and 24 hours per day during the period the Showcase is open. First aid requirements include providing paramedics for a medical tent during the Showcase hours.

· Audio and Video support includes the provision, installation, operations including broadcasting, removal of the audio and video materials, and post broadcast production.

· Signage support includes the provision, installation, and removal of signage materials.

1.3 Constraints

The Contractor shall 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. The Contractor shall have knowledge of NPS rules and regulations as well as experience with large event planning as described below. The NPS guidelines incorporate American Disability Act (ADA) compliance.

1.4 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.

1.5 Period of Performance

The period of performance shall be one year.

1.6 Place of Performance

The services to be performed under this contract shall be performed at the National Mall and/or some other exhibit or meeting space.

1.7 Hours of Operation

N/A

1.8 Special Qualifications

N/A

1.9 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.

1.10 Status Meetings

The Contracting Officer, Contracting Officers Representative (COR) 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.

1.11 Contractor Travel

Prior to travel, the Contractor shall coordinate with and receive Government authorization from the COR for all travel. Reimbursement of travel costs will be in accordance with the Federal Travel Regulation and in accordance with FAR 31.205-46. The Contractor shall travel using the lower cost mode transportation commensurate with the mission requirements. When necessary to use air travel, the Contractor shall use the tourist class, economy class or similar lodging accommodations to the extent they are available and commensurate with the mission requirements. HUD will not reimburse Contractor's local travel. Local travel is defined as travel within fifty (50) miles of Washington, DC. All other travel will be reimbursed on a cost reimbursable basis; no profit or fee will be paid.

1.12 Transition In

N/A

1.13 Transition Out

N/A

2 Definitions and Acronyms

2.1 Definitions

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.

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.

Contracting Officer's Representative (COR) - 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.

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

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

Government Furnished Property (GFP ) - Government-furnished property means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

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

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 assure that the quality of an end product of service shall meet contract requirements.

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

Subcontractor - Any person , other than the prime Contractor, who offers to furnish or furnishes any supplies, material, equipment, or services of any kind under a prime contract or a subcontract entered into in connection with such prime contract, and any person who offers to furnish or furnishes general supplies to the prime contractor or a higher tier subcontractor. The Government does not have privity of contract with a subcontractor.

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms

ADA - American Disability Act AQL - Acceptable Quality Level AV – Audio/Visual CO - Contracting Officer COR - Contracting Officer's Representative CPO - Office of the Chief Procurement Officer of HUD EST - Eastern Standard Time (U.S.)

HUD - U.S. Department of Housing and Urban Development HUDAR - HUD Acquisition Regulation HUD/ISG - Internet Services Group within the Telecom Processing Division IDIQ - Indefinite Delivery, Indefinite Quantity IHS - Innovative Housing Showcase MSR - Monthly Status Report NPS - National Park Service OCPO - Office of the Chief Procurement Officer OIG - Office of Inspector General OMB - Office of Management and Budget PM - Project Manager PMP – Project Management Plan POC - Point of Contact PWS – Performance Work Statement 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 Government-Furnished Property and Services The Contractor shall ensure accurate control and accountability of all Government-Furnished Property in accordance with the terms and conditions of this contract. The Government will furnish, at no cost to the Contractor, the GFP shown below.

3.1 Government Services

No Government services will be provided.

3.2 Facilities

The Government may provide program space for the Showcase event.

3.3 Equipment

No Government equipment will be provided.

3.4 Materials

No Government materials will be provided.

3.5 Quality Assurance (QA)

The Government shall evaluate the Contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable quality level.

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

4.1 Facilities

The contractor may provide Showcase event site and program space.

4.2 Equipment

The contractor shall furnish cranes, forklifts, mobile offices, golf carts, light stands, audio and visual, tents, ground protection, portable restrooms, dumpsters, security lights, and generators.

4.3 Materials

N/A

4.4 Contractor Responsibilities

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

U.S. Government records, copies of original results and reports, verified original data, corrected data and corrected supporting final reports which are maintained by the Contractor remain the property of the U.S. Government. These files/results must be surrendered to the COR.

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 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 COR, PM 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 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 8:00am to 4:30pm Monday through Friday EST, except Federal Holidays or when the Government facility is closed for administrative reasons.

4.6 Identification of Contractor Employees

All Contractor/subcontractor personnel shall wear company picture identification badges as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone, or via electronic mail, Contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation. Where practicable, Contractor/subcontractors occupying collocated space with their Government program customer shall identify their workspace area with their name and company affiliation, or at a minimum, "Contractor" after name.

5 Specific Tasks

5.1 Project Management

5.1.1 Project Management Plan (PMP)

The Contractor shall provide within 5 business days of contract award a draft project management plan describing the technical approach for:

· Pre-planning activities including the process for working with the NPS to secure a site and addressing the requirements for lifecycle of the event.

· a pre-event plan that addresses the installation management, maintenance management, and management of event activities

· event logistics to address requirements

· Include a schedule of events and quality controls

HUD shall review and provide comments on the draft project management plan within 7 business days. The contractor shall provide the final project management plan within 5 business days of receipt.

Performance Standards

a) Standard: Provide a draft PMP 5 business days after contract award AQL: Zero deviation

b) Standard: Provide the final PMP 5 business after concurrence of the draft development plan.

AQL: Zero deviation

Deliverables A001 Draft Project Management Plan A002 Final Project Management Plan

5.1.2 Monthly Status Report (MSR)

The Contractor shall submit a Monthly Status Reports due by the 2nd business day of the following month. The MSR shall be reviewed with the COR and shall detail the Contractors’ efforts towards achieving contractual milestones and document the overall status of all the effort. It shall identify accomplishments to date, any/all difficulties encountered, and compare the status achieved to planned goals and the resources expended

Standards

a) Standard: Submit Monthly Status Report by the 2nd business day of the following month.

AQL: Zero deviation

Deliverables A003 Monthly Status Report (MSR)

5.2 Pre-event Planning Support

5.2.1 Showcase Site Selection

The Contractor shall be prepared to assist in locating, evaluating, and permitting alternative Showcase event sites if required by HUD.

For the 2026 IHS HUD has already applied for an event permit for the 2026 Innovative Housing Showcase. The 2026 Showcase is tentatively scheduled for the National Mall in September.

Deliverables A004 Site Selection Plan and Site Contract

5.2.2 Program Site Selection (Optional CLIN)

The Contractor maybe required to assist in the identification, selection, and rental of an off-site program facility. The Showcase shall likely be held entirely at the National Mall. However, HUD may require that an off-site location be utilized for all or a portion of the program.

5.2.3 Pre-event Planning

The Contractor shall also develop the event concept, programming agenda, industry sponsorship recruitment plan, and exhibitor recruitment plan. This shall be captured in an Event Logistics and Operations Draft Plan and be submitted 90 days before the event. The final version of the Event Logistics and Operations Draft Plan shall be submitted 60 days before the event. The plan shall also include Sound, Lighting, and Staging Signage Mock-Ups, Public Engagement Activities, and a section that addresses security, safety, and accessibility.

Performance Standards

a) Standard: Submit Event Logistics and Operations Draft Plan 90 days before event.

AQL: Zero deviation

b) Standard: Submit Event Logistics and Operations Final Plan 60 days before event.

AQL: Zero deviation

Deliverables

A005 Event Logistics and Operations Draft Plan A006 Event Logistics and Operations Final Plan

5.2.3 Site Visits

The Contractor shall perform physical site visits, if deemed necessary. The site visits shall be pre-approved by the Contracting Officer and may be performed jointly by the HUD and the Contractor.

5.2.4 Coordinating with NPS, HUD, and Showcase Sponsors

The contractor shall coordinate with NPS, HUD, and Showcase Sponsors. This task includes attending meetings with NPS, HUD, and Showcase Sponsors.

5.2.5 Managing Exhibitor Logistical Requirements

As exhibitors accept invitations to participate in the Showcase, the contractor shall solicit additional logistical information not collected in their application to HUD showcase staff. The Contractor shall request information needed for staging/breakdown of the exhibit without conflict and delays – the additional information includes the exhibitor’s requirements for lifting, rigging, material handling, and staging. Additionally, information about Trucking and other delivery information should also be coordinated by the contractor.

6. Event Planning: Layout, Set-up & Teardown

The Contractor shall develop a Showcase site layout in coordination with HUD and Showcase sponsors. The Showcase site layout should show actual locations and possess details necessary for NPS approval. The Contractor shall develop an event management plan that shall include:

· A set-up plan containing details on the sequencing of events for an efficient and timely set up while minimizing any disruption to the Public.

· A teardown plan containing details on the sequencing of events and for efficient and timely teardown of the Showcase while minimizing any disruption to the Public.

· An inclement weather plan outlining facility and maintenance actions, for example maintaining an area which remains dry in the event of rain for VIPs to gather.

Multiple iterations of the event management plan may be required before approved by HUD and NPS. A draft of the event management plan shall be submitted 90 days before the event. The final draft plan shall be submitted August 15th, 2026. HUD anticipates changes to the document on an on going bases, thereafter.

The event management plan shall include site design that is ADA complaint and that provides a built-out event tent with flooring and false walls, one main stage tent (40x80) with seating and two smaller tents attached, 60 exhibitor tents (10x10) with display tables and seating, two green room trailers, media row equipment (such as chairs, tables and table covers, risers, floors and chairs) , transportation logistics, 24/7 private security with enough personnel to cover two Cabinet-level officials or more per day the event is open or specified by HUD, all tents and enterable exhibits and a plan for crowd management. The plan staff includes details containing coordination and management of events related to Elected and Appointed Officials tours, security, parking logistics, and transportation.

Deliverables A007 Draft Event Management Plan A008 Final Event Management Plan

5.2.7 Marketing and Advertising

The Contractor shall develop a multi-platform campaign including designing digital advertising assets and support coordination of marketing and advertising campaigns.

The Contractor shall submit a Marketing and Advertising Campaigns Draft Plan and Draft Assets 90 days before the event. HUD shall review and provide comments with two (2) of receipt. The final version of the Marketing and Advertising Campaigns Plan and Draft Assets shall be submitted 2 weeks after receiving comments Performance Standards

a) Standard: Draft and Final Marketing and Advertising Campaigns Plan .

AQL: Zero deviation

Deliverables A009 Draft Marketing and Advertising Campaigns A010 Final Marketing and Advertising Campaigns

5.2.8 Public Engagement Activities

The Contractor shall book and support HUD in identifying public engagement, family-friendly activities, and securing a permit for public food options for sale. Provide permitting, equipment, and logistical support for musical performances throughout the event. The Contractor shall submit a Public Engagement Activities Plan 30 days before event.

Deliverables A011 Public Engagement Activities Plan

5.3 Event Logistics Management Support

5.3.1 Set up of the Showcase

The Contractor shall perform setup of the Showcase. This will include staging and sequencing the delivery vehicles for efficient and safe off-load, positioning the necessary support equipment (such as generators, portable restrooms, electrical cables, etc.) in a way that supports the Showcase and does not present a hazard to workers or the public, and the conduct of the actual unload and installation of the display houses. This shall include the use of heavy equipment such as cranes and forklifts.

In some cases, the exhibits/ innovative products will need some cribbing installed (this is the responsibility of the exhibitors) to ensure the exhibits are level and stable.

Additionally, the Contractor shall perform set up of the other areas of the Showcase, specifically the presentation tents, matting, and stages, tables, and chairs.

Ultimately, the exhibitors are responsible for their own safety, however, the Contractor shall immediately notify the COR and/or on-site HUD and/or partner representative if they witness unsafe behavior.

Deliverables A012 NPS Site Event Approval

5.3.2 Support the Audio and Video

The Contractor shall develop a list of required AV support. The Contractor shall coordinate and provide support to ensure all required AV and communication/ broadcasting equipment is available and operational to support the event to include set up, testing prior to the event start, and disposition at the conclusion of the event. The Contractor shall provide equipment for sound, lighting, staging, to support HUD Broadcast including a large event/concert style external stage and an indoor versatile sound stage at fully built out syndicate level appearance with capabilities to have digital signage on both stages, two or more press risers, and stage branding.

The Government COR and/or Contracting Officer will be available to address/relay AV change requests. HUD may opt to: (1) provide all/part required AV support and communication equipment as part of this effort or, (2) the Contracting Officer may opt to procure all/part of the required AV support and communication equipment separately. No changes may be made without the written approval of the Contracting Officer.

5.3.3 Support the Showcase

The Contractor shall support the operation of the Showcase (on-site and off-site as appropriate) while it is running. This shall include maintenance of the tents, generators, portable restrooms, tables, and chairs as well as general site conditions (including twice daily trash removal). Consistent with NPS requirements, the Contractor will provide security.

The Contractor may be directed to provide assistance to hearing impaired attendees, e.g., sign language interpreter services or closed captioning, based on specific HUD requirements.

The Contractor may also be responsible for the design, production, setup, and breakdown of all appropriate displays, conducting registration, setting up tables, booth exhibits, signs, attendee lanyards, banners, or other materials such as brochures, newsletters and customer satisfaction surveys used before, during and after the event. Additionally, the Contractor maybe responsible for the purchasing of advertising, and/or merchandise at the discretion of the CO. In the event HUD requires services not listed above, they will be identified and formally requested in writing from the CO.

It is anticipated that some visitors to the Showcase may necessitate security sweeps or reviews. The Contractor shall support the access and other aspects of those requirements.

During the Showcase, the Contractor will address conditions identified by the NPS or HUD that impact the safety or operation of the Showcase.

They shall also:

· Manage event staffing, signage, visual themed displays, stage operations, speaker coordination, and sponsor coordination

· Provide media relations support onsite to HUD.

5.4 Post-event Planning Support

5.4.1 Tear down of the Showcase

The Contractor will tear down the Showcase, consistent with the schedule. This shall include staging and sequencing vehicles for efficient and safe loading, removing the necessary support equipment (such as generators, portable restrooms, electrical cables, etc.) in a way that does not present a hazard to workers or the public, and the conduct of the actual load and removal of the display houses. This shall also include preparation of the tents, decking, chairs, and tables for return to storage; and provision for trash removal. The individual exhibitors will be responsible for the effort to prepare their exhibits for removal.

At the conclusion of this effort, the Contractor will coordinate with the NPS for site review and release.

Performance Standards

a) Standard: Compliant with federal, state, and local laws and regulations AQL: Zero deviation

Deliverables A013 NPS Site Release Approval

5.4.2 After-action Report

The Contractor shall prepare and deliver an after-action report to the Contracting Officer and COR. At a minimum, the report shall event analytics, media coverage analysis, lessons learned, setup, operation, and teardown of the Showcase activities. This shall be used to allow an audit of the event including expenses paid by the Government. The after-action report shall be submitted within ten (10) business days after the end of the Showcase event.

Performance Standards

a) Standard: After-action Reports are submitted within ten (10) business days after the end of the Showcase event.

AQL: Two (2) business day deviation from the standard.

Deliverables A014 After-action Report

6 Deliverables The Contractor shall complete all work and submit all deliverables as specified herein. The Government reserves the right to make changes to delivery dates. All deliverables will be identified at the task order level.

The set-up plan provides details for the set-up of the Showcase and includes staging of and orderly delivery of exhibitors.

6.1 Quality Control Plan

The Contractor's QCP shall be delivered to the COR within 5 business days after kickoff meeting (or with the Contractor's proposal if it is an evaluation factor). The QCP shall be submitted to the COR within 5 business days when changes are made thereafter. After acceptance of the QCP, the Contractor shall receive the Contracting Officer's acceptance in writing of any proposed change to its quality control system within 5 business days.

6.2 Acceptance Criteria

Each contract deliverable shall meet the following inspection and acceptance criteria in addition to any "Inspection and Acceptance contract terms and conditions:

· Deliverables shall incorporate all HUD comments;

· All deliverables shall be provided to the designated COR first in draft format for review and comment unless specified otherwise by the COR;

· Subsequent final reports shall incorporate the comments, changes, edits, and concerns expressed to the Contractor by the COR. All deliverables shall be grammatically correct, reflect comprehensive research, incorporate complete analysis, and address HUD concerns;

· Acceptance of all deliverables shall be provided in writing by the COR within 5 business days. Upon written notification by the PM/COR, the Contractor shall make any required revisions and resubmit the documentation within 5 business days, and/or submit a final draft within two (2) business days; The COR will inform the Contractor of the final draft.

· The Contractor shall provide any further refinement needed for documents required by the COR;

· All deliverables must be in compliance with Section 508 requirements as established by the Section 508 access board and other HUD guidelines; and In the event the Government deems a deliverable as unacceptable and the deliverable is rejected, the Contractor shall rework the deliverable at no cost increase to the contract. In the event the Government deems the services are unacceptable and rejects the service, the Contractor shall take action necessary to correct deficiencies and bring the service into compliance with the acceptability standards of the contract. The Contractor shall not be entitled to payment for services rejected as non-compliant if it fails to correct the critical defects within the period for which a progress payment for such services might otherwise be due.

7 Related Documents

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

8 Performance Requirements Summary

The summary chart below lists the contract's primary requirements, the associated performance standards, the expected target performance, and the methods of surveillance. While some contract requirements may not be listed in the chart below, requirements not appearing on the PRS chart do not negate the Contractor's obligation to perform all requirements as specified in the contract. Additionally, HUD reserves all rights and remedies under the provisions and clauses of the contract when performance of any contract requirement, whether or not listed below, is unacceptable.

HUD will develop a Quality Assurance Surveillance Plan to be used to provide contract oversight. In conjunction with the Contractor's Quality Control Plan and various other methods of assessing performance, the COR and PM may perform on-site reviews and/or other types of verification to determine that the specified target performance requirements have been met.

Regular review of Contractor performance is critical to the overall success of the contract. On a monthly basis, the COR will evaluate the quality of the product or services.

Performance Requirement Summary (PRS)

5.1.1 Project Management Plan (PMP)

Deliverables A001 Draft Project Management Plan A002 Final Project Management Plan

a) Standard: Provide a draft PMP 5 business days after contract award AQL: Zero deviation

b) Standard: Provide the final PMP 5 business after concurrence of the draft development plan.

AQL: Zero deviation

a) 3% deduction from the associated invoice

b) 3% deduction from the associated invoice

5.1.2 Monthly Status Report (MSR)

Deliverables A003 Monthly Status Report (MSR)

a) Standard: Submit Monthly Status Report by the 2nd business day of the following month.

AQL: Zero deviation

a) 1% deduction from the associated invoice

5.2.3 Pre-event Planning

A005 Event Logistics and Operations Draft Plan A006 Event Logistics and Operations Final Plan

a) Standard: Submit Event Logistics and Operations Draft Plan 90 days before event.

AQL: Zero deviation

b) Standard: Submit Event Logistics and Operations Final Plan 60 days before event.

AQL: Zero deviation

a) 3% deduction from the associated invoice

b) 3% deduction from the associated invoice

5.2.7 Marketing and Advertising

Deliverables A010 Marketing and Advertising Campaigns Draft Plan and Draft A011 Marketing and Advertising Campaigns Draft Plan and Final

a) Standard: Submit Marketing and Advertising Campaigns Plan and Draft Assets 90 days before event.

b) Standard: Submit Marketing and Advertising Campaigns Plan and Final Assets 60 days before event.

AQL: Zero deviation

a) 3% deduction from the associated invoice

b) 3% deduction from the associated invoice

5.4.1 Tear down of the Showcase

Deliverables A013 NPS Site Release Approval

a) Standard: Compliant with federal, state, and local laws and regulations

a) 1% deduction from the associated invoice

5.4.2 After-action Report

A014 After-action Report

a) Standard: After-action Reports are submitted within ten (10) business days after the end of the Showcase event.

AQL: Two (2) business day deviation from the standard.

a) 1% deduction from the associated invoice

Quality Assurance Surveillance Plan (QASP) Innovative Housing Showcase Event Planning and Event Logistics Support March 23, 2026

Vision

To provide event planning support services for the Innovative Housing Showcase Event on the National Mall.

1 Introduction

This Quality Assurance Surveillance Plan (QASP) is pursuant to the requirements listed in the Performance Work Statement (PWS) entitled Innovative Housing Showcase Event Planning and Event Logistics Support. This plan sets forth the procedures and guidelines The Department of Housing and Urban Development (HUD) will use in ensuring the required performance standards or service levels are achieved by the Contractor.

1.1 Purpose

1.1.1 The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the Contractor is meeting the performance standards/quality levels identified in the PWS and the Contractor's Quality Control Plan (QCP), and to ensure that the Government pays only for the level of services received.

1.1.2 This QASP defines the roles and responsibilities of all members of the Integrated Project Team (IPT), identifies the performance objectives, defines the methodologies used to monitor and evaluate the Contractor's performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results.

1.2 Performance Management Approach

1.2.1 The PWS structures the acquisition around "what service or quality level is required", as opposed to "how the Contractor should perform the work" (i.e., results, not compliance). This QASP will define the performance management approach taken by The Department of Housing and Urban Development (HUD) to monitor and manage the Contractor's performance to ensure the expected outcomes or performance objectives communicated in the PWS are achieved.

Performance management rests on developing the capability to review and analyze information generated through performance assessment. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management; this analysis yields information that indicates whether expected outcomes for the project are being achieved by the Contractor.

1.2.2 Performance management represents a significant shift from the more traditional Quality Assurance (QA) concepts in several ways. Performance management focuses on assessing whether outcomes are being achieved and to what extent. This approach migrates away from scrutiny of compliance with the processes and practices used to achieve the outcome.

A performance-based approach enables the Contractor to play a large role in how the work is performed, as long as the proposed processes are within the stated constraints. The only exceptions to process reviews are those required by law (federal, state, and local) and compelling business situations, such as safety and health. A "results focus" provides the Contractor flexibility to continuously improve and innovate over the course of the contract as long as the critical outcomes expected are being achieved and/or the desired performance levels are being met.

1.3 Performance Management Strategy

1.3.1 The Contractor is responsible for the quality of all work performed. The Contractor measures that quality through the Contractor's own Quality Control (QC) program. QC is work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by Contractor employees or by subcontractors.

The Contractor's QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. The Contractor will develop and implement a performance management system with processes to assess and report its performance to the designated government representative. This QASP enables the Government to take advantage of the Contractor's QC program.

1.3.2 The Government representative(s) will monitor performance and review performance reports furnished by the Contractor to determine how the Contractor is performing against communicated performance objectives. The Contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

2 Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities.

2.1 The Contracting Officer

The Contracting Officer (CO) is responsible for monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by the Contracting Officer’s Representative (COR) and the Contractor. The CO will designate one full-time COR as the government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the Contractor's performance, and must be identified and designated by the CO.

2.2 The Contracting Officer’s Representative

The COR is designated in writing by the CO to act as his or her authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures proper government surveillance of the Contractor's performance.

The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government's behalf. Any changes that the Contractor deems may affect contract price, terms, or conditions, shall be referred to the CO for action. The COR will have the responsibility for completing QA monitoring forms used to document the inspection and evaluation of the Contractor's work performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract.

3 Identification of Required Performance Standards / Quality Levels

The required performance standards and/or quality levels are included in the PWS and in Appendix 1, "Surveillance Matrix". If the Contractor meets the required service or performance level, it will be paid the monthly amount agreed on in the contract.

4 Methodologies to Monitor Performance

4.1 Surveillance Techniques

In an effort to minimize the performance management burden, simplified surveillance methods shall be used by the Government to evaluate Contractor performance when appropriate. The primary methods of surveillance are:

· 100% Inspection - Each month, the COR shall review the generated documentation and enter summary results into the Surveillance Activity Checklist.

· Periodic Inspection - The COR typically performs the periodic inspection on a

4.2 Customer Feedback

The Contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints.

Performance management drives the Contractor to be customer focused through initially and internally addressing customer complaints and investigating the issues and/or problems. The customer always has the option to communicate complaints to the CO and/or COR as opposed to the Contractor.

Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed, and must be forwarded to the COR.

Customer feedback may also be obtained either from the results of formal customer satisfaction surveys or from random customer complaints.

4.3 Acceptable Quality Levels

The Acceptable Quality Levels (AQLs) included in Appendix 1, "Surveillance Matrix", for Contractor performance are structured to allow the Contractor to manage how the work is performed.

5 Quality Assurance Documentation

5.1 The Performance Management Feedback Loop

The performance management feedback loop begins with the communication of expected outcomes. Performance standards are expressed in the PWS and are assessed using the performance monitoring techniques shown in Appendix 1.

5.2 Monitoring Forms

The Government's QA surveillance, accomplished by the COR, may be reported using the following monitoring forms: Appendix 2 - "Corrective Action Report (CAR)", Appendix 3 - "Customer Complaint Record", and Appendix 4 "Performance Assessment Report" (PAR). The forms, when completed, will document the Government's assessment of the Contractor's performance under the contract to ensure that the required results are being achieved. The COR will retain a copy of all completed QA surveillance forms.

6 Analysis of Quality Assurance Assessment

6.1 Determining Performance

The Government will use the monitoring methods cited to determine whether the performance standards/service levels/AQLs have been met. If the Contractor has not met the minimum requirements, it may be asked to develop a corrective action plan to show how and by what date it intends to bring performance up to the required levels.

6.2 Reporting

N/A

6.3 Reviews and Resolution

6.3.1 The COR may require the Contractor's project manager, or a designated alternate, to meet with the CO, PM, and/or other Government IPT personnel as deemed necessary to discuss performance evaluation. The COR will define a frequency of in-depth reviews with the Contractor, including appropriate self-assessments by the Contractor; however, if the need arises, the Contractor will meet with the COR as often as required or per the Contractor's request. The agenda of the reviews may include:

· Monthly performance assessment

· Data and trend analysis

· Issues and concerns of both parties

· Projected outlook for upcoming months and progress against expected trends including a corrective action plan analysis

· Recommendations for improved efficiency and/or effectiveness

6.3.2 The CO and COR must coordinate and communicate with the Contractor to resolve issues and concerns regarding marginal or unacceptable performance.

6.3.3 The COR and Contractor should jointly formulate tactical and long-term courses of action. Decisions regarding changes to metrics, thresholds, or service levels should be clearly documented.