Meeting Planner Services_PWS_311202190442.doc

Performance Work Statement (PWS)

Meeting Planner Services

03/11/2021

Version 1.0 4Vision Statement

1 General Information

1.1 Introduction

1.2 Background

1.3 Constraints

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 Special Qualifications

1.10 Post Award/Kickoff Conference

1.11 Status Meetings

1.12 Contractor Travel

1.13 Transition In

1.14 Transition Out

2 Definitions and Acronyms

2.1 Definitions

2.2 Acronyms

3 Government-Furnished Property and Services

3.1 Government Services

3.2 Facilities

3.3 Equipment

3.4 Materials

3.5 Quality Assurance (QA)

4 Contractor-Furnished Items and Services

4.1 Facilities

4.2 Equipment

4.3 Material

4.4 Contractor Responsibilities

4.5 Contractor Personnel

4.6 Identification of Contractor Employees

4.7 Quality Control

4.7.1 Quality Control Plan

5 Specific Tasks

5.1 Project Management

5.2 Preparation, Set-Up and Administration of Meetings

6 Deliverables

6.1 Quality Control Plan

6.2 Acceptance Criteria

7 Performance Requirements Summary 8 Related Documents

Performance Work Statement (PWS) Meeting Planner Services Vision Statement

The Office of Manufactured Housing Programs requires a contractor to organize meetings (in person and virtual), venues, materials, audio visual equipment, and carry out all associated administrative arrangements, travel and lodging arrangements and reimbursements for Government approved participants and setting up virtual platforms for meetings.

1 General Information

1.1 Introduction

The Office of Manufactured Housing is seeking contractor services to assist with planning and organizing meetings (in person and virtual), to include venues, virtual platforms, travel and lodging arrangements for Government approved participants, meeting materials, audio visual equipment, as well as carry out all associated administrative arrangements for the meeting/conference.

1.2 Background

Through the Department of Housing and Urban Developments (HUDs) Office of Manufactured Housing Programs, unsubsidized affordable housing is available for many families who might otherwise not be able to afford home ownership. Approximately eight (8) million manufactured homes have been built under HUDs Manufactured Housing Construction and Safety Standard Program since 1976. About 60 companies produce manufactured housing in about 120 plants (production lines) with current production of about 80,000 floors per federal fiscal year.

HUD administers the program, supported by agreements with 33 State Administrative Agencies (SAAs) and contracts with various private firms (inspection agencies) and non-profits. Currently there are six (6) Design Approval Primary Inspection Agencies (DAPIAs) and fourteen (14) In-Plant Inspection Agencies (IPIAs), both public and private, approved by HUD to conduct design review and in-plant inspections. Nine (9) of the fourteen (14) active HUD approved agencies are units of State government and the remaining five (5) are private for-profit corporations. HUD also uses the services of an administering organization to support the Manufactured Housing Consensus Committee (MHCC); The Manufactured Housing Consensus Committee (MHCC) is a statutory Federal Advisory Committee body of 21-members charged with providing recommendations to the Secretary on the revision and interpretation of HUD's manufactured home construction and safety standards and related procedural and enforcement regulations. On a yearly or bi-yearly basis, HUD plans and organizes meetings/conferences with the SAAs, PIAs and the MHCC separately to review proposed changes to the regulations and to review and discuss changes, training purposes and to discuss and resolve challenges within the manufactured housing industry.

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: None.

1.4 Description of Services

The contractor shall aid with planning and organizing meetings (in person and virtual), to include venues, travel and lodging arrangements for Government approved participants, meeting materials, as well as carry out all associated administrative arrangements for the meeting.

Detailed descriptions of specific tasks are provided in Section C-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 shall be for one 12-month base period and four 12-month option periods.

1.7 Place of Performance

The services to be performed under this contract shall be at the contractors facility and at the location or venue of the meeting. MHCC meetings take place primarily within the Washington D.C. Metro area however, other meetings (SAA & PIA) may take place within a city within Continental United States (CONUS).

1.8 Hours of Operation

The Contractor is responsible for providing services between the hours of 8:00 am - 5:00 pm Monday thru Friday except Federal holiday or when the Government facility is closed due to local or national emergencies, administrative closing, or similar Government directed facility closings. Weekly hours shall not exceed a forty (40) hour work week and a typical workday will be 8 hours each day Monday through Friday. The Government reserves the right to change hours of operation or restrict contractor access. Work outside these daily hours is prohibited without Contracting Officer approval. Government agencies will not be available during scheduled holidays, inclement weather, weekends, after duty hours.

The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within the Contract when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

1.9 Special Qualifications

There are no special qualifications.

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 business days after contract award.

1.11 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.

1.12 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.

1.13 Transition In

There is no transition in period.

1.14 Transition Out

There is no transition out 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, 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 a 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

AO - Administering Organization AQL - Acceptable Quality Level

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's 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

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

HUDAR - HUD Acquisition Regulation

IG or OIG - Inspector General (Office of)

IT - Information Technology

IPIA - In plant Primary Inspection Agency

IV&V - Independent Validation and Verification

OCPO - Office of the Chief Procurement Officer

OIG - Office of Inspector General

OMB - Office of Management and Budget

MHCC - Manufactured Housing Consensus Committee

PM - Project Manager

POC - Point of Contact

PPM - Project Planning and Management

QA - Quality Assurance

QASP - Quality Assurance Surveillance Plan

QCP - Quality Control Plan

SAA - State Administrative Agency

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

The Government will provide documentation pertaining to the tasks stated within this PWS. Documentation provided may include HUD Standards, Regulations, and other information that will be discussed at the various meetings/seminars.

3.2 Facilities

No facilities will be provided by the Government.

3.3 Equipment

The Government will not provide any equipment.

3.4 Materials

The Government will provide documentation pertaining to the tasks stated within this PWS. Documentation provided may include HUD Standards, Regulations, and other information that will be discussed at the various meetings/seminars.

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

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

4.2 Equipment

The contractor shall furnish all equipment needed to administer a meeting/conference.

4.3 Material

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

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.

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 to the Government as directed.

4.7.1 Quality Control Plan

The Contractor shall develop, maintain, enforce, and document a Quality Control Plan (QCP). The QCP shall ensure the Government receives the level of quality that is consistent with the requirements specified in this contract. The QCP shall be sufficiently detailed to provide the Contractor's methodology for identifying and recruiting qualified personnel. The QCP shall also provide the Contractor's methodology for resolving problems identified by the Government during reviews conducted in accordance with its Quality Assurance Surveillance Plan (QASP). The QCP shall also provide the Contractor's methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system. The QCP shall demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the Government's QASP. The QCP shall address Quality Management Approach, Quality Assurance, Quality Control and Quality Standards.

5 Specific Tasks

5.1 Project Management

5.1.1 Management Work Plan

The contractor shall submit a detailed Management Work Plan that explains and outlines how the contractor will provide the required services of this contract. The plan shall provide a detailed allocation of contract resources and a time schedule for the accomplishment of the substantive work to be accomplished under this contract. The plan shall also include a comprehensive narrative of the overall expected flow of the work and how each task shall be accomplished and shall relate this description of the allocation of staff and other resources.

Performance Standards

a) Standard: The MWP is due five (5) business days after contract award.

AQL: Seven (7) business days after contract award.

Deliverables A001 Management Work Plan

5.1.2 Quality Control Plan

The Contractor shall develop, maintain, enforce, and document a Quality Control Plan (QCP). The QCP shall ensure the Government receives the level of quality that is consistent with the requirements specified in this contract.

Performance Standards

a) Standard: The QCP is due five (5) business days after contract award

AQL: Seven (7) business days after contract award

5.1.3 Post Meeting Report

The Contractor shall submit post meeting report of each meeting/conference. The report will at a minimum include a final participant list, final agenda, participant evaluations, and costs expended report.

Performance Standards

a) Standard: The post meeting report is due 14 business days after the meeting.

AQL: No deviation Deliverables A004 Post Meeting Report

5.1.4 Monthly Status Report

The contractor shall submit a monthly status report which should include a summary of progress made for each meeting during the reporting period.

Performance Standards

a) Standard: The monthly status report is due the fifth business day after the end of the previous month.

AQL: The seventh business day after the end of the previous month Deliverables A003 Monthly Status Report

5.2 Preparation, Set-Up and Administration of Meetings

Meetings/Conferences/Tele-conferences/Virtual conferences: For each meeting, the contractor shall furnish professional and technical personnel and services, materials, and equipment necessary. The work to be performed under this PWS includes logistical planning, meeting registration (onsite & online), onsite management, administrative support, virtual platforms/set and training (if necessary) and staging of meetings prior to, during, and after all meetings and technical information sessions. The contractor shall coordinate with the COR to organize all aspects of the meeting in preparation for, during, and after the meeting. This may include some or all the following activities:

Acquire Space and Accommodation. For in person meeting, the contractor will be responsible for acquiring the meeting space and accommodation. The contractor will also research the audio-visual equipment available on site and provide equipment as needed that is not available on site. Audio visual equipment may include, computers/laptop, projectors, camera, video recorder, microphones (tabletop, handheld, and podium, wireless handset), microphone mixer, speakers, etc.). In most cases, some of the audio-visual equipment is available at the venue; however, the contractor must be capable of providing equipment when it is not available or coordinating with the venue to access audio-visual equipment. The contractor will develop and manage seating coordination in accordance with guidance from the COR.

Virtual Platform. The contractor will provide a platform to host, manage, and administer virtual meetings, like Zoom, GoTo Meeting platforms. The platform must provide a method for participants to interact and communicate with the group leaders and other members of the group. The contractor must provide technical support during the entire meeting to assist with managing and handling technical issues during the meeting.

Material Preparation. The contractor will coordinate with the COR and the meeting participants in preparation of agendas, name tents, manuals, workbooks, whiteboards, flipcharts, laser pointer, flash drives material organization etc. The contractor shall provide to the COR in both hardcopy and electronic version the draft meeting materials for review and approval. This includes meeting agenda, technical materials, workbooks, and other material requested in writing by the COR.

Cost Reimbursement for Travel, Hotel Accommodation and Per Diem: The contractor shall have a process for tracking and reimbursing costs to the participant staff. The contractor shall be reimbursed for costs incurred by contractor staff, participant staff, instructor staff and any other party approved by the COR. The contractor shall provide direct reimbursement solely for per diem costs to participants, instructors and other parties identified and approved by the Government. At the end of each meeting, the contractor will provide the necessary paperwork and related completion and submission instruction to all persons designated as eligible for per diem reimbursement. The participants must certify, on the travel voucher, that they will not be reimbursed for travel expenses and per diem by another agency for the same travel expenses and per diem submitted for reimbursement under this contract. The contractor will submit to the COR within ten business days after the last day of the meeting a record of attendees, verifying each voucher payment. The contractor will process reimbursement payments within ten business days after invoice approval from the COR. If any trips are resulting in higher air travel cost or other expenses, the contractor will notify the COR for approval prior to making the travel arrangements or hotel accommodations. The Contractor shall provide a report of all expenses to be included in the post meeting report.

Teleconference Dial-in/Webcast Availability. The contractor shall provide a (toll-free) telephone number and/or webcast (i.e., GoTo Meeting, Zoom) for telephonic and virtual meetings. The conference line must have adequate lines to accommodate all participants.

Meeting Minutes. The contractor shall provide detailed minutes of each meeting. Meeting minutes should contain a list of all attendees, actions captured, etc. Meeting minutes will only be required for teleconferences.

Feedback. The contractor shall establish both formal and informal methods of obtaining valuable feedback from attendees regarding the meeting/seminar/conference. This feedback shall assist the program office to improve procedures, communications, and technical work products. The contractor shall take proactive steps to maximize opportunities for feedback, both informal and formal, and shall provide its findings to the COR. Feedback shall be provided in a written report as an attachment to the post meeting report.

5.2.1 State Administrative Agency (SAA) / Primary Inspection Agency (PIA) National & Regional Meetings

5.2.1.1 The Contractor shall assist HUD with preparation and administration of the annual national State Administrative Agency (SAA) and Regional SAA meetings. Each year, the Government will have one regional meeting or a national meeting with SAAs. There are thirty-seven (37) State Administrative Agencies (SAAs) and sixteen (16) Primary Inspection Agencies (PIAs) that enforce and administer the manufactured housing program on behalf of HUD throughout the country.

The COR will establish the dates and the contractor will research locations, based on timelines provided by the Government, acquire a location, work with the hosting facility for proper space requirements, hotel rooms and amenities for participants and the meeting. The location must be approved by HUD. Once the dates and location have been approved by the COR, the contractor shall negotiate and sign a written contract with the selected hotel within 60 business days of the meeting. The contractor will finalize hotel and travel arrangements with the attendees no more than 45 business days prior to the event. The contractor must also have the capability to webcast the meeting for participants that are not able to physically attend the meetings if requested by the Government.

Historically, the national meeting is in session for three days and two travel days. The meeting normally takes place in the Washington D.C metro area; however, per the Governments direction, the meeting may take place anywhere within CONUS. Approximately 130 participants attend this meeting; this includes the attendance of the public. However, the contractor shall provide travel, lodging and pier diem arrangement for participants approved by HUD. Normally, the following approved participants are reimbursed for travel, per diem and lodging: SAA representatives from the 37 approved states and 16 PIAs.

The contractor shall coordinate one regional SAA/PIA regional exchange meetings per contract year. There is a total of four regions; however, the regional meetings will consist of two regions per meeting. This meeting will allow SAAs to discuss and resolve issues of mutual concern and make recommendations to the HUD Administrator on ways to address concerns that are unique to their regions. The COR will establish the dates and the contractor will research locations, based on timelines provided by the Government, acquire a location, work with the hosting hotel for proper space requirements, hotel rooms and amenities for participants and the meeting. The location must be approved by HUD. Once the dates and location have been approved by the COR, the contractor shall negotiate and sign a written contract with the selected hotel within 60 business days of the meeting. The contractor will finalize hotel and travel arrangements with the attendees no more than 45 business days prior to the event. Historically, there has been one annual meeting for three days with two travel days in the Eastern, Southern, Western and Mid-Western regions. There will be approximately twenty-five (25) SAA and PIA representatives in attendance at the regional meetings. The contractor shall provide travel, lodging and pier diem arrangement for all approved participants. Additional SAA/PIA representatives may be approved by the COR on a case-by-case basis. On a case-by-case basis, the COR may approve additional SAA/PIA representatives to attend.

Performance Standards

a) Standard: Finalize location (hotel) and travel arrangements within 60 business days prior to the meeting date.

AQL: 45 business days prior to the meeting date Deliverables A005 Prepare, Set-up & Administer SAA / PIA National Meeting

5.2.2 Manufactured Housing Consensus Committee (MHCC) Meetings

The contractor shall assist HUD with planning and organizing up to two MHCC meetings per year. Meetings can consist of face to face or virtual. MHCC meetings are normally for three days and two travel days. The contractor will work closely with the Administering Organization contractor who provides all administrative services to the MHCC, to organize meeting material, supplies, and set up. The Contractor will provide support to the AO for virtual meetings.The Manufactured Home Improvement Act of 2000 amendments the manufactured home construction and safety standards to establish the manufactured housing consensus committee. The Manufactured Housing Consensus Committee (MHCC) is a twenty-two member (twenty-one voting and one non-voting member) advisory committee that periodically provides recommendations to HUD regarding adoption, revision and interpretation of the Federal Manufactured Housing Construction and Safety Standards, and Federal procedural and enforcement regulations.

For in person MHCC meetings, the COR will work with the AO and HUD staff to establish the dates and the contractor will research locations, based on timelines provided by the Government, acquire a location, work with the hosting hotel for proper space requirements, hotel rooms and amenities for participants and the meeting. All meetings of the MHCC must be open to the public whether in-person or held electronically, as specified under the Manufactured Housing Improvement Act of 2000. MHCC meetings normally take place in the Washington D.C metro area; however, per the Governments direction, the meeting may take place anywhere within CONUS. The location must be approved by HUD. Once the dates and location have been approved by the COR, the contractor shall negotiate and sign a written contract with the selected hotel within 60 business days of the meeting. The contractor will finalize hotel and travel arrangements with the attendees no more than 45 business days prior to the event.

Deliverables A006 Prepare, Set-up & Administer Regional Meeting A007 Prepare, Set-up & Administer MHCC Meetings

5.2.3 Virtual Meetings & Teleconferences

The contractor shall assist HUD with organizing up to two teleconferences per year. In preparation for the teleconference as the contractor shall provide a toll-free number for participants to use and/or a virtual platform/webcast capability for meetings that will require additional interaction. The contractor will provide a virtual platform to host, manage, and administer virtual meetings, like Zoom, GoTo Meeting platforms. The platform must provide a method for participants to interact and communicate with the group leaders and other members of the group. The contractor must provide technical support during the entire meeting to assist with managing and handling technical issues during the meeting. Once approved by HUD, the contractor will provide all participants with the final agenda, including any information, reports, and minutes from prior meetings, or data for distribution at the meeting at least three business days prior to the scheduled meeting. The contractor will contact participants the day before the teleconference to confirm participation. The contractor shall provide resources and take comprehensive meeting minutes during all teleconference meetings. A draft of the minutes of all meetings and teleconferences shall be transmitted to HUD for review within three business days of the meeting. HUD will review and provide comments within three business days. The contractor shall provide a final version of the meeting minutes for HUDs approval. Once minutes are approved, the contractor will send meeting minutes to all attendees.

Performance Standards

a) Standard: Meeting minutes are due three business days after the meeting.

AQL: Meeting minutes are due five business days after the meeting Deliverables A008 Teleconferences / Virtual Meetings A009 Meeting Minutes

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.

6.1 Quality Control Plan

The Contractor's QCP shall be delivered to the COR within 30 days after contract award (or with the Contractor's proposal if it is an evaluation factor). The QCP shall be submitted to the COR within five (5) business days when changes are made thereafter. After acceptance of the QCP, the Contractor shall receive the Contracting Officer's acceptance in writing of any proposed change to its quality control system.

6.2 Acceptance Criteria

All deliverables shall be submitted in a draft format agreed upon by the Contractor and the Government. Upon review and acceptance by the Government, the Contractor shall address all Government comments and submit a final draft within five business days of Government notification unless specified otherwise in the specific PWS requirement.

7 Performance Requirements Summary

The summary chart below lists the contract's primary requirements, the associated performance standards, the expected target performance, and the methods of surveillance. While 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)

AQL: Seven (7) business days after contract award.

AQL: Seven (7) business days after contract award

AQL: No deviation

AQL: The seventh business day after the end of the previous month

AQL: 45 business days prior to the meeting date

AQL: 45 business days prior to the meeting date

AQL: Meeting minutes are due five business days after the meeting

8 Related Documents

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