Logistics_Support_PWS-_Draft_5-13-16.pdf

Draft

Performance Work Statement (PWS)

Logistics Support Services

05/13/2016

Performance Work Statement (PWS)

Logistics Support Services

Vision Statement

The Department of Housing and Urban Development (HUD) has a need for an Agency-specific contracting vehicle to standardize the acquisition of logistics support services to include event planning. This Agency-specific contracting vehicle will assist the agency in meeting its overall objective of achieving administrative efficiencies, spending visibility, tracking capabilities, and recognized cost savings.

1 General Information

1.1 Introduction

HUD, Office of the Chief Procurement Officer (OCPO) through this procurement intends to award multiple Blanket Purchase Agreements (BPAs) for acquiring a wide range of logistics support services including: event planning, advertising, translation / transcription, and webcast support. Logistics support will include the entire spectrum of event planning as well as customized approaches to ensure that each event is successful.

The services shall be in support of HUD sponsored and co-sponsored events of various sizes. The geographic location is throughout the continental United States. Examples of events include: conferences, meetings, workshops, seminars, banquets, symposiums, career fairs, industry days, networking meetings, and guest lectures.

1.2 Background

The mission of HUD is to create strong, sustainable, inclusive communities and quality affordable homes for all. HUD is working to strengthen the housing market to bolster the economy and protect consumers; meet the need for quality affordable rental homes;

utilize housing as a platform for improving quality of life; build inclusive and sustainable communities free from discrimination, and transform the way HUD does business.

The sharing of information is vital to increase the public’s awareness of the products and services provided by the Agency. HUD will often increase awareness and exposure of current and new policies and initiatives through conferences, conventions, expositions, symposiums, seminars, workshops or exhibitions. They typically involve matters of interest to and the participation of multiple agencies and/or non-governmental participants.

HUD hosts numerous events each year, with the anticipated number expected to reach over 80 events within any given year. The number of attendees for the various events has ranged from approximately 10 to 125.

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:

• Procurement laws and regulations, including the Federal Acquisition Regulation

• Appropriations and fiscal law requirements, including the Anti-Deficiency Act

• 41 CFR part 301-74

• 5 CFR part 410-404

1.4 Description of Services

The contractor shall provide logistics services in support of various events sponsored or co-sponsored by HUD located within the following ten (10) regional locations:

Region 1 – Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island and Vermont

Region 2 - New York and New Jersey

Region 3 - Delaware, District of Columbia, Maryland, Pennsylvania, Virginia and West Virginia

Region 4 - Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, Puerto Rico/U.S. Virgin

Islands, South Carolina, and Tennessee

Region 5 - Illinois, Indiana, Michigan, Minnesota, Ohio and Wisconsin

Region 6 - Arkansas, Louisiana, New Mexico, Oklahoma and Texas

Region 7 - Iowa, Kansas, Missouri and Nebraska

Region 8 - Colorado, Montana, North Dakota, South Dakota, Utah and Wyoming

Region 9 - Arizona, California, Hawaii and Nevada

Region 10 - Alaska, Idaho, Oregon and Washington

Logistics support services shall include:

• Event Planning

• Exhibit and graphic design support

• Translation / transcription services

• Web-cast support

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

Deliverables.

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 will end five years from the date of award. Call orders issued within three (3) to six (6) months of BPA expiration shall not extend more than one (1) year of the BPA expiration date.

This BPA may be terminated at any time if the Government's annual review finds that the BPA no longer represents the best value to HUD.

1.7 Place of Performance

The place of performance will be identified within the individual call orders issued against this agreement.

1.8 Hours of Operation

The hours of operation will be identified within the individual call orders issued against this agreement.

The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of tasks defined within this PWS. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

1.9 Special Qualifications

Special qualifications will be identified within the individual call orders issued against this agreement.

1.10 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 days after contract award.

1.11 Status Meetings

The Contracting Officer, Government Technical Representative (GTR) and other

Government personnel, as appropriate may meet periodically with the Contractor to also review Contractor performance, requirement status, etc. At these meetings, the

Contracting Officer will apprise the Contractor of how the Government views the

Contractor's performance or progress of the requirement. The Contractor shall 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.

1.12 Contractor Travel

Prior to travel, the Contractor shall coordinate with and receive Government authorization from the GTR 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 event location. All other travel will be reimbursed on a cost reimbursable basis;

no profit or fee will be paid.

1.13 Transition In

The Contractor shall, upon the Contracting Officer's written notice, furnish Transition-In services as required. As a successor, the Contractor shall have sufficient personnel on board during the Transition-In period to ensure a smooth transition with the incumbent

Contractor.

The Contractor shall provide an orderly transition of work acceptance and accomplishment such that any impact to the program is minimized. During the

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

Contractor.

1.14 Transition Out

To minimize any decrease in productivity and to prevent possible negative impacts on additional services, the Contractor shall have sufficient personnel on board during the

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

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

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.

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

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

Government Technical Monitor (GTM) - An individual designated by the Contracting

Officer to assist in providing technical direction and monitoring performance under the contract.

Government Technical Representative (GTR) - An employee of the U.S. Government appointed by the Contracting Officer to perform contract administration activities in regard to technical issues. This individual has authority to provide technical direction to the Contractor as long as direction is within the scope of the contract, does not constitute a change and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

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.

2.2 Acronyms

AQL - Acceptable Quality Level

BPA - Blanket Purchase Agreement

CO - Contracting Officer

EST - Eastern Standard Time (U.S.)

GTM - Government Technical Monitor

GTR - Government Technical Representative

HUD - U.S. Department of Housing and Urban Development

HUDAR - HUD Acquisition Regulation

IT - Information Technology

OCPO - Office of the Chief Procurement Officer

QA - Quality Assurance

QASP - Quality Assurance Surveillance Plan

QCP - Quality Control Plan

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 agreement. The

Government will furnish, at no cost to the Contractor, the GFP shown below.

3.1 Government Services

To be identified within the individual call orders issued against this agreement.

3.2 Facilities

To be identified within the individual call orders issued against this agreement.

3.3 Equipment

To be identified within the individual call orders issued against this agreement.

3.4 Materials

To be identified within the individual call orders issued against this agreement.

Copies of required materials may be provided to the Contractor in hard copy of soft copy. All materials will remain the property of the Government and will be returned to the GTR upon request or at the end of the contract period.

3.5 Quality Assurance (QA)

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

4 Contractor-Furnished Items and Services

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

4.1 Facilities

To be identified within the individual call orders issued against this agreement.

4.2 Equipment

To be identified within the individual call orders issued against this agreement.

4.3 Material

To be identified within the individual call orders issued against this agreement.

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 agreement 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 shall remain the property of the U.S. Government. These files/results shall be surrendered to the GTR.

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 contract matters relating to the daily operations of this contract. Accordingly, at a minimum, the points of contact shall have the technical knowledge of the requirement and be in the position to actually receive assignment, guidance and direction from the GTR, GTM and

CO per HUDAR 2452.237-73, Conduct of Work and Technical Guidance and shall be allocated enough hours to the requirement to ensure successful performance. These points of contact shall each be an employee of the Contractor. An employee of a subcontractor is not acceptable for either of these positions. The Contract/Project

Manager or alternate shall be available between the hours of 8:00am 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 work space area with their name and company affiliation, or as a minimum, "Contractor" after name.

4.7 Quality Control

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

Government as directed.

4.7.1 Quality Control Plan

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

QCP shall also provide the Contractor's methodology for resolving problems identified by the Government during reviews conducted in accordance with its Quality Assurance

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

Government's QASP. The QCP shall address Quality Management Approach, Quality

Assurance, Quality Control and Quality Standards.

5 Specific Tasks

5.1 Logistics Support

The Contractor shall provide logistics support for various HUD sponsored and non-sponsored events. Services to be provided under this task area include:

5.1.1 Task Area 1 - Event Planning and Facilitation

The Contractor shall provide a wide range of event planning support for various HUD sponsored and non-sponsored events. Event planning services include, but are not limited to, the following:

• Analyzing, negotiating, and endorsing meeting/conference center agreements and hotel/facility contracts,

• On-site coordination (liaison support) between HUD personnel, event attendees, and vendors,

• Registration support which may include, but is not limited to, providing a web-based registration process, designing registration forms, providing on-site registration, and registration via telephone,

• Collecting third-party payments,

• Site location research and securing event facilities,

• Establishing message centers,

• Audio/Visual (A/V) support to ensure that all equipment needs are met, which may include, but is not limited to: microphones, podiums, sound systems, and video / photography equipment. The contractor may also be tasked with providing or ensuring that Wi-Fi capabilities are available.

• Providing bar code application for cell phones and other electronic devices such as tablets or I-pads to facilitate registration and/or downloading documents.

• Topic and speaker identification; securing event speakers

• Pre and post meeting mailings and other communications with attendees to include, but not limited to, post-meeting evaluations and surveys,

• Advertising coordination,

• Conducting electronic format post-conference activities, such as, but not limited to, survey follow-up, meeting notes and presentations, podcasts and other request by HUD or attendees,

• Creating, preparing, and distributing event packets / materials which may include, but not limited to: briefing materials, spreadsheets, PowerPoint presentations, agendas, event facility information data, name badges, name tents, and program booklets.

• Providing fiduciary services - reimbursement of honoraria/per diem.

5.1.2 Travel Support

The Contractor shall provide travel support for HUD sponsored and non-sponsored events. Travel support may include, but is not limited to, the following:

• Obtaining hotel rooms / blocks of rooms for event attendees,

• Arranging transportation services for event attendees.

5.1.2.1 Escort Services

The Contractor shall provide escort services for disabled event participants. These services may include, but are not limited to, the following:

• Meeting event participants at various designated airports,

• Assisting with luggage,

• Accompanying participants to designated hotel, assisting with check-in procedures, and alerting hotel staff of any special accommodations,

• Reviewing itinerary with participant and identifying any concerns or problems that require immediate attention,

• Providing orientation of surroundings and assisting participants during events,

• Assisting with hotel check-out procedures prior to departure,

5.1.3 Exhibit Design and Implementation Services

The Contractor shall provide exhibit design and implementation services. These services may include, but are not limited to, the following:

• Shipping, assembling, and dismantling HUD exhibits to and from designated site(s),

• Conceptualizing, designing, and producing displays, posters, newsletter, booklets, pamphlets, charts.

5.1.4 Graphic Design Services

The Contractor shall provide graphic design services. These services may include, but are not limited to, the following:

• Designing and developing event websites and graphics,

• Production of electronic materials that serves as an “electronic suite” of relevant guidance, documents and available outreach opportunities,

• Design and production of electronic publications,

• Furnishing custom or stock artwork (including electronic artwork).

5.2 Task Area 2 - Translation and Transcription Services

The Contractor shall provide translation and transcription services. These services may include, but are not limited to, the following:

• Recording and transcribing various proceedings,

• Translating / interpreting written, electronic, and multi-media material to and from

English and native Foreign languages,

• Providing Sign Language services; closed captioning.

5.3 Task Area 3 - Web-Cast Support

The Contractor shall assist HUD in coordinating, producing, and conducting live webcasts. Assistance may include, but is not limited to, the following:

• On-site production and post-production editing of materials from various HUD regional offices,

• Providing interactive question and answer capabilities during webcasts.

6 Deliverables

Deliverables will be identified within the individual call orders issued against this agreement. Sample deliverables include:

6.1 Quality Control Plan

The Contractor's QCP shall be submitted to the GTR/GTM within 30 days after agreement award (or with the Contractor's proposal if it is an evaluation factor). The

QCP shall be submitted to the GTR/GTM within five (5) working days when changes are made thereafter.

6.2 Acceptance Criteria

Acceptance criteria will be identified within the individual call orders issued against this agreement.

7 Performance Requirements Summary

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

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

Regular review of contractor performance is critical to the overall success of the agreement and its associated call orders.

8 Related Documents

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

Performance Requirement Summary (PRS)

Statements Standards/AQLs Incentive/Remedy To be identified within each individual call order.

To be identified within each individual call order.

To be identified within each individual call order.