Draft_Performance_Work_Statement.pdf

DRAFT

Performance Work Statement

Subject to the Availability of Funds

IN SUPPORT OF:

U.S. Department of Housing and Urban Development Office of Manufactured Housing Programs

Project Title: Manufactured Home Monitoring Services

SECTION C – PERFORMANCE WORK STATEMENT

C-1 GENERAL INFORMATION

1.1 General:

Through the Department of Housing and Urban Development’s (HUD’s) manufactured housing program, unsubsidized affordable housing is available for many families who might otherwise not be able to afford home ownership. Manufactured housing comprises approximately one-in-eleven new single family homes each year.

Approximately eight (8) million manufactured homes have been built under HUD’s Manufactured Housing Construction and Safety Standard Program since 1976 and the overall quality and safety of manufactured homes has continued to improve under the HUD program. About 60 companies produce manufactured housing in about 120 plants (production lines) with current production of about 80,000 floors per federal fiscal year.

The homes built under this program vary extensively in quality and affordability. For example, a single manufactured home can be purchased for less than $20,000 and placed on a rented site with a temporary foundation;

or, someone can pay over $150,000 for a multi-section home (with property) on a permanent foundation in a single family subdivision. Each year, more of these homes are permanently sited, however a demand for less expensive homes on rented sites remains.

Contractor services are needed to assist the Department in performing assessment inspections, monitoring, and evaluation of the performance of private and state agencies responsible for oversight of design and construction of manufactured housing and for monitoring the performance of states assisting HUD in the enforcement of its Standards and Regulations. This effort includes parallel and concurrent monitoring of the In-Plant Production Primary Inspection Agencies (IPIAs) and Design-Approval Primary Inspection Agencies (DAPIAs) and assessment inspections of the 37 States’ Administrative Agencies (SAAs).

1.2 Background:

HUD regulates the design and construction of manufactured housing. The National Manufactured Housing Construction and Safety Standards Act of 1974 (the Act), implemented in June 1976, established the framework for the preemptive Federal Standards and the related manufactured housing regulatory programs (HUD programs) in use today. HUD administers several manufactured housing regulatory programs, of which monitoring the performance of cooperating agencies is one. In addition the Act: 1) establishes a dispute resolution program, which is to be administered by another contract; and 2) mandates implementation of an installation program administered by qualifying state agencies or by HUD through a future contract.

In recent years, HUD’s role has become more important in assuring that the quality of the home is maintained and that consumer complaints with manufacturer service are appropriately addressed. This role has also been broadened by a trend in the industry to apply innovation to the factory-built home, employing more creative designs and utilizing new products. This serves to enhance the role of HUD and its monitoring and inspection agent, as they are continuously called upon to respond to questions and concerns regarding designs evaluated in accordance with the performance-based Standards.

HUD administers the program, supported by agreements with 37 SAAs and contracts with various private firms and non-profits. HUD also uses the services of an administering organization to support the Manufactured Housing Consensus Committee; a committee that provides recommendations to the Secretary of HUD to adopt, revise, and interpret certain standards and regulations. Currently there are six (6) DAPIAs and fourteen (14) 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.

All designs and design changes must be approved by a manufacturer’s DAPIA that also approves each plant’s quality assurance manual. Each manufacturer must also obtain the services of an IPIA. The IPIA must certify that the plants under its purview are capable of producing homes in conformance with the Standards on a continual basis.

The IPIA monitors the manufacturer’s quality control program by inspecting each home at some stage of production in the plant, and issues the HUD label that is attached to each section of the home upon completion.

HUD has established separate types of parallel and concurrent monitoring systems for this program. HUD monitors the DAPIAs for the designs they approve and the IPIAs to ensure that the construction of homes are in compliance with the Standards, and assesses the 37 SAAs handling consumer complaints for satisfactory performance. The requirements of this Performance Work Statement addresses the principal tasks of the monitoring and inspection program, the monitoring of DAPIAs and IPIAs, and the performance assessments of the SAAs.

1.3 Objectives:

The objective of this IPIA/DAPIA/SAA Monitoring & Inspection Contract is to obtain Contractor services to assist the Department in performing assessment inspections, monitoring and enforcement of the private and state agents of HUD responsible for oversight of design and construction of manufactured housing. This effort includes parallel and concurrent monitoring of the IPIAs and DAPIAs and assessment inspections of the 37 SAAs. Other services include alternative construction reviews, special investigations and studies, regulatory specialist services, and customer feedback.

1.4 Constraints:

1.5 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 may include but are not limited to those listed below:

1.4.1 HUD generally implements the monitoring portion of its program through two sets of regulations: (1) 24 CFR 3280, Manufactured Housing Construction and Safety Standards (the Standards), which is a nationally preemptive set of standards for the design and construction of these homes (commonly known in this industry as the HUD Code); and (2) 24 CFR 3282, Manufactured Housing Procedural and Enforcement Regulations (the Regulations), which generally govern the enforcement of the HUD Code.

1.4.2 A copy of The National Manufactured Housing Construction and Safety Standards Act of 1974 (the Act), implemented in June 1976, is located on HUD’s website: http://www.gpo.gov/fdsys/pkg/USCODE-2011-title42/pdf/USCODE-2011-title42-chap70.pdf.

1.4.3 HUD approved DAPIAs and IPIAs as listed on HUD’s website:

http://portal.hud.gov/hudportal/HUD?src=/program_offices/housing/rmra/mhs/mhsid.

1.4.4 While performing the tasks under this PWS and during the duration of performance, the Contractor may be subject to legal suits brought forth by monitored entities. Also, due to the nature of the requirement, the Contractor shall expect changes in the industry that may occur during the course of performance, such as but not limited to:

(a) The quality, number of plants, and production totals of manufactured homes;

(b) The number of design packages and drawings generated;

(c) The type and numbers of post-design or post-production problems experienced in the field;

(d) The frequency and extent of natural disasters;

(e) Problems with the quality control operations, which could require increased or shifted monitoring and audits;

(f) SAA assessment inspection issues;

(g) Special factory, retailer, transport, installation, or site inspection issues; and

(h) Superior or more appropriate methods to carry out the tasks of this SOW.

1.4.5 The objective of the IPIA monitoring function, on behalf of HUD, is to verify that each HUD-approved In- Plant Primary Inspection Agency has adequately performed all of its functions as outlined in the regulations including Section 3282.362 and other sections of the Regulations (http://portal.hud.gov/hudportal/HUD?src=/program_offices/housing/rmra/mhs/mhsid). The Regulations may be viewed on HUD’s document website at www.hudclips.org, through the “Library” link, by searching document number “3282”) in Section 23 of the Code of Federal Regulations. Also, IPIA monitoring ensures that the manufacturing process is as stated in plant certification reports.

1.4.6 The Contractor shall provide materials for the Department’s review and possible posting on HUD’s website. Materials shall be compliant with the HUD’s web publication standards (www.hud.gov:80/library/bookshelf15/policies/standard.cfm).

1.6 Description of Services: HUD is seeking a Contractor to assist the Department by performing assessment inspections, monitoring, and enforcement of the private and state agents of HUD responsible for the oversight and for the design and construction of manufactured housing. HUD is seeking a Contractor to provide monitoring services for conducting:

(1) The in-plant monitoring and auditing of In-Plant Primary Inspection Agencies (IPIAs);

(2) The monitoring of Design Approval Primary Inspection Agencies (DAPIAs); and

(3) The monitoring and assessments of State Administrative Agencies (SAAs).

In addition, the Contractor will also provide other services related to the monitoring of IPIAs, DAPIAs, and SAAs.

1.6 General Information

1.6.1 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. It the Contractor feels any action constitutes, or are perceived to constitute personal services, it shall be the Contractor’s responsibility to notify the Contracting Officer 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.

1.6.2 Period of Performance: The Period of Performance shall be for one Base Year of 12 months and four 12-month Option Years. The Period of Performance reads as follows:

Base Year Option Year One Option Year Two Option Year Three Option Year Four

1.6.3 Place of Performance: The services to be performed under this contract shall be performed at the Contractor’s facility.

1.6.4 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 work day will be 8 hours each day Monday through Friday.

The Government reserves the right to change hours of operation or restrict contractor access. Work outside these daily hours is prohibited without Contracting Officer approval. Government agencies will not be available during scheduled holidays, inclement weather, weekends, after duty hours.

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

1.6.5 Special Qualifications: The Contractor is responsible for ensuring all employees conducting system analysis and compliance assurance possess and maintain current professional certification in accordance with ASTM E-541 during the execution of this contract. In addition, all compliance assurance auditors are to be certified as quality auditors by the American Society of Quality (ASQ).

1.6.6 Post Award Conference: Post Award/Kickoff Conference. The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart

42.5. The Government intends to convene a Post Award Conference with the Contractor within five business days after contract award. The Contracting Officer will notify the Contractor of the specific date, location and agenda.

1.6.6.1 Status Meetings: The Contracting Officer, Government Technical Representative (GTR) and other Government personnel will meet at least monthly, and as appropriate may meet more frequently with the Contractor to also review Contractor performance, requirement status, etc. At these meetings, the Contracting Officer will apprise the Contractor of how the Government views the Contractor’s performance or progress of the requirement.

The Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. Post award conference and subsequent meetings may be held via teleconference.

1.6.7 Contractor Travel: The Contractor shall be required to perform periodic travel within the Continental United States (CONUS) and may be directed, on occasion, to travel to Canada or Mexico in the performance of this PWS. Prior to travel (each planned trip) the Contractor shall coordinate with and receive Government authorization from the GTR for all travel. The Contractor shall be responsible for obtaining all passenger transportation, lodging and subsistence, the contractor employees shall possess passports, visas and medical clearances for designated areas.

The Government will not reimburse the Contractor for these types of expenses. Reimbursement of CONUS travel will be in accordance with the Federal Travel Regulation, 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 50 miles of Washington, DC. Note: The Joint Travel Regulation (JTR) applies to OCONUS travel.

1.7 Transition Period: The Contractor recognizes that the services under this PWS are vital to the Government and must be continued without interruption and that upon contract expiration, a successor; either the Government or another Contractor may continue them. In order to ensure a smooth transition of services at the beginning and end of contract performance, the Contractor shall provide a Transition-In and a Transition-Out Plan. The Transition-In Plan shall be provided with the Contractor’s Proposal. The Transition-Out Plan shall be provided no later than 120 days after contract award.

The Contractor shall, upon the CO’s written notice, furnish Transition-In and/or Transition-Out services as required.

The Contractor shall provide sufficient experienced personnel during the Transition period to ensure that the services called for by this PWS are maintained at the required level of proficiency. The Contractor shall participate in transition meetings with the Government as required.

1.7.1 Transition-In (if applicable): The Contractor shall, upon the CO’s written notice, furnish Transition-In services as required. As a successor, the Contractor shall have sufficient personnel on board, at no additional cost to the Government, during the ninety (90) day 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 a program is minimized. During the Transition-In period, the Contractor shall become familiar with the requirements in order to commence full performance of services by the end of the contract Transition-In period.

Transition-In is not required if the successor Contractor is the incumbent Contractor.

1.7.2 Transition-Out (if applicable): To minimize any decrease in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, at no additional cost to the Government, during the ninty (90) day 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 contract Transition-In period.

C- 2 DEFINITIONS, ACRONYMS, APPLICABLE DOCUMENTS/PUBLICATIONS

2.1 DEFINITIONS

Business/Work Days means 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 means any day of the week.

Contractor A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Contracting Officer (CO) A person with authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: the only individual who can legally bind the Government.

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

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, r 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 Government Technical Representative 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.

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

Performance 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

(and optionally, any maximum payment for meeting the acceptable quality level (AQL) and any deduction from payment for not meeting the AQL).

Performance Standard The Contractor’s performance level required by the Government. This is also known as the acceptable quality level (AQL).

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

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 contract’s 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.

Shall means the imperative.

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

ACRONYM DEFINITION

AC Alternative Construction (see 24 CFR 3282.14) – The Department’s regulatory process and approval of construction or design that would be prohibited by Standards.

AQL Acceptable Quality Level

ASTM American Society of Testing and Materials – ASTM International is a voluntary standards development organization that develops technical standards for materials, products, systems, and services.

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

CLIN Contract Line Item Number

CMA Cooperative Management Assessment – Department’s review and assessment of the performance of a state administrative agency.

CO Contracting Officer

COB Close of Business

COR Contracting Officer Representative

ACRONYM DEFINITION

CPO Office of the Chief Procurement Officer of HUD

CR Change Request

DACA Days After Contract Award

DAPIA Design Approval Primary Inspection Agency – A Primary Inspection Agency that evaluates and approves or disapproves manufactured home designs and quality control procedures.

DPR DAPIA Performance Report

EAC Estimate at Completion

EST Eastern Standard Time (U.S.)

ETC Estimate to Completion

GAO U.S. General Accounting Office

GTM Government Technical Monitor

GTR Government Technical Representative

HUD U.S. Department of Housing and Urban Development

HUDAR HUD Acquisition Regulation

HUDATWORK HUD’s Intranet Web Site and related WEB pages.

HUD Web HUD’s External Web Site and related WEB pages.

IG or OIG Inspector General (Office of)

IPIA Production Inspection Primary Inspection Agency – A Primary Inspection Agency that evaluates the ability of manufactured home manufacturing plants to follow approved quality control procedures and provides ongoing surveillance of the manufacturing process.

IPT Integrated Project Team

ISP Information Strategy Plan

IT Information Technology

IV&V Independent Validation and Verification

LAN Local Area Network

LOE Level of Effort

NLT Not Later Than, or No Later Than

OCPO Office of the Chief Procurement Officer

OIG Office of Inspector General

OMB Office of Management and Budget

PCAS Project Cost Accounting System

PIA Primary Inspection Agency – is a state agency or private organization approved by HUD, who may contract with manufactured home manufacturers to provide services under Subpart H of the Federal Regulations, 24 CFR 3282.

ACRONYM DEFINITION

PIV Personal Identity Verification

PL Public Law

PM Project Manager

POC Point of Contact

POCA Plan of Corrective Action – an outline and schedule of steps, required by the Department, to be taken by specific parties to improve their performance, or correct specific problems.

POP Period of Performance

PPM Project Planning and Management

PR Problem Report(s)

QA Quality Assurance

QASP Quality Assurance Surveillance Plan

QCP Quality Control Plan

ROM Rough Order of Magnitude

RRR Routine Representative Review

SAA State Administrative Agency

SF Standard Form

TBD To be determined

U.S.C United States Code

WP Work Plan

WSR Weekly Status Report

2.3 APPLICABLE REGULATIONS/MANUALS/DOCUMENTS/PUBLICATIONS: The Contractor shall abide by all of the following applicable regulations, publications, manuals, and policies and procedures in the performance of this contract:.

The National Manufactured Housing Construction and Safety Standards Act –Title VI:

http://www.gpo.gov/fdsys/pkg/USCODE-2011-title42/pdf/USCODE-2011-title42-chap70.pdf

Manufactured Home Construction and Safety Standards – 24 CFR 3280:

http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3280.pdf

Manufactured Home Procedural and Enforcement Regulations – 24 CFR 3282:

http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3282.pdf

Manufactured Housing Program Fee – 24 CFR 3284:

http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3284.pdf

Model Manufactured Home Installation Standards – 24 CFR 3285:

http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3285.pdf

Manufactured Home Installation Program – 24 CFR 3286: http://www.gpo.gov/fdsys/pkg/CFR- 2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3286.pdf

Manufactured Home Dispute Resolution Program -24 CFR 3288:

http://www.gpo.gov/fdsys/pkg/CFR-2010-title24-vol5/pdf/CFR-2010-title24-vol5-part3288.pdf

C-3 GOVERNMENT FURNISHED PROPERTY AND SERVICES

The Contractor shall ensure accurate control and accountability of all Government Furnished Property in accordance with terms and conditions of this contract. The Government will furnish, at no cost to the Contractor, the GFP shown below. [Identify those items or services that will be provided for the Contractor’s use (without cost to the Contractor) to allow them to provide the required services, such as training, facilities, equipment, materials, etc., if applicable.]

3.1 Government Services: Not applicable.

3.2 Facilities: Not Applicable.

3.3 Equipment: Not applicable.

3.4 Materials: The Government will provide electronic access to HUD Standards, Regulations, and other information pertaining to oversight, monitoring and enforcement of manufactured home production. 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 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.

C-4 CONTRACTOR FURNISHED ITEMS AND SERVICES

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.

4.1 Facilities. See above.

4.2 Equipment. See above.

4.3 Material See above.

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 GTR upon request or at the end of the contract period.

4.5 Contractor Personnel: The Contractor shall provide a Contract Manager/Project Manager who shall be responsible for the performance of work. An alternate shall also be designated to act in the absence of the Contract Manager. These Contractor personnel (main point of contact and alternate point of contact) are considered Key Personnel by the Government and shall be listed as such in accordance with HUDAR 2452.237-70, “Key Personnel”. The Contract Manager/Project Manager or alternate shall have full authority to act on all contact matters relating to daily operations of this contract. Accordingly, at a minimum, the points of contact shall have the technical knowledge of the requirement and be in the position to actually receive assignment, guidance and direction from the GTR, GTM and CO per HUDAR 2452.237-73, Conduct of Work and Technical Guidance and shall be allocated enough hours to the requirement to ensure successful performance. These points of contact shall each be an employee of the Contractor. An employee of a subcontractor is not acceptable for either of these positions. The Contract Manger/Project Manager or alternate shall be available between the hours of 8:00 am to 5:00 pm, 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 meeting, over the telephone or via electronic mail, Contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation. Where practicable, Contractor/subcontractors occupying collocated space with their Government program customer shall identify their work space area with their name and company affiliation, or as a minimum, “Contractor” after name.

4.7 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.

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 (QSAP). The QCP shall also provide the Contractor’s methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system. The QCP shall demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the Government’s QASP. The QCP shall address Quality Management Approach, Quality Assurance, Quality Control and Quality Standards.

C-5 SPECIFIC TASKS AND DELIVERABLES

The Contractor shall prepare a report of its findings for all DAPIA, IPIA, and SAA related activities identified here-in and will be either notified by the GTR/GTM that the report is acceptable or may be asked to address any feedback or comments provided by the GTR/GTM before submitting a final report. Once the report is approved by the GTR/GTM, HUD, at its option, may direct the Contractor to distribute the report to all agencies or parties affected by the report. the Contractor will be either notified that the report is acceptable or may be asked to address any feedback or comments provided by the GTR/GTM before submitting a final report. Once the report is approved by the GTR/GTM, HUD, at its option, may direct the Contractor to distribute the report to all agencies or parties affected by the report. the Contractor will be either notified that the report is acceptable or may be asked to address any feedback or comments provided by the GTR/GTM before submitting a final report. Once the report is approved by the GTR/GTM, HUD, at its option, may direct the Contractor to distribute the report to all agencies or parties affected by the report. participating SAAs, and additional related services as described in Section E, PRINCIPAL

TASK FIVE: OTHER SERVICES.

The IPIA monitoring tasks require performance observation of third-party inspection agencies that perform in-plant inspections of each home under construction and review notification and correction plans. The IPIA monitoring tasks also provide assistance to HUD in evaluating an IPIA’s performance and determining an IPIA rating required to maintain certification in this program as an inspection entity. The Contractor’s primary means is to evaluate the quality control procedures in use at manufacturing facilities through auditing, to ensure that the IPIA is performing satisfactorily.

The DAPIA monitoring tasks require the Contractor to assist HUD in tasks required to evaluate the performance of design approval agencies and provide recommendations to HUD on related aspects of the program. These tasks include reviewing a percentage of designs for conformance to the Standards, using engineering audits of design approval agencies to undertake DAPIA performance evaluations. The Contractor also maintains physical storage of hard-copy designs and microfilm, and an electronic library for the retrieval and storage of manufactured housing designs.

The SAA assessment tasks are to assist HUD in monitoring and verifying that the 37 SAAs handling manufactured housing-related consumer complaints for HUD are performed satisfactorily. The Contractor, as detailed in this Statement of Work (SOW), will assist in reviewing and/or verifying data on consumer complaints, and assist HUD in verifying that required actions are taken for groups of homes with similar problems.

5.1 SCOPE OF WORK:

The Contractor shall perform the following types of monitoring and inspection services;

The IPIA monitoring tasks require performance observation of third-party inspection agencies that perform in-plant inspections of each home under construction and review notification and correction plans. The IPIA monitoring tasks also provide assistance to HUD in evaluating an IPIA’s performance and determining an IPIA rating required to maintain certification in this program as an inspection entity. The Contractor’s primary means is to evaluate the quality control procedures in use at manufacturing facilities through auditing, to ensure that the IPIA is performing satisfactorily.

The DAPIA monitoring tasks require the Contractor to assist HUD in tasks required to evaluate the performance of design approval agencies and provide recommendations to HUD on related aspects of the program. These tasks include reviewing a percentage of designs for conformance to the Standards, using engineering audits of design approval agencies to undertake DAPIA performance evaluations. The Contractor also maintains physical storage of hard-copy designs and microfilm, and an electronic library for the retrieval and storage of manufactured housing designs.

The SAA assessment tasks are to assist HUD in monitoring and verifying that the 38 SAAs handling manufactured housing-related consumer complaints for HUD are performed satisfactorily. The Contractor, as detailed in this PWS, will assist in reviewing and/or verifying data on consumer complaints, and assist HUD in verifying that required actions are taken for groups of homes with similar problems.

Other services include alternative construction reviews, special investigations and studies, regulatory specialist services, and customer feedback.

5.1.1 Detailed Task Description: The Contractor shall provide the following services:

A. Principal Task One: Project Management

1 – Start Up Meeting & Project Planning and Management Plans (PPM)

The Contractor shall submit an initial draft plan for PPM, which must include the following details:

(a) Key Personnel and administrative staff for each principal task during the Base Period of the contract.

(b) A general narrative addressing how the goals for each principal task will be accomplished and activities will be carried out for each principal task to achieve those goals, and how these activities relate to the overall allocation of budget and staff resources. For each task in the PWS where a deliverable is indicated, the plan shall describe the work product or deliverable, its probable audience, format of documents and reports, and the appropriate method of distribution.

(c) Monthly reports shall outline each principal task and subtasks and the staff allocation, along with an associated cost budget. The PPM plan shall include a sample monthly report.

Please Note: The PPM plan may be updated from time to time, as directed by the GTR/GTM, to reflect approved changes during the progress of the contract. In particular, the Contractor shall provide the Department with an updated plan if: (a) any work requirements of the contract scope or completion date(s) are changed by contract modifications or (b) there is a substantive change in the work requiring reallocation of resources within contract scope, budget, or overall time of completion. This Task will be repeated for each Option Period.

2 – Work t Plan (WP)

The Contractor shall prepare a WP projecting for the year details of the staff resources and a proposed schedule with dates for the specific task requirements outlined in this PWS. The WP shall include any new approaches or processes and developments that reflect best value to HUD and shall be submitted within 20 business days after the start-up (brainstorming) meeting.

The Contractor’s Project Manager shall monitor monthly progress and make necessary adjustments to the WP, working closely with the GTR/GTM. Approval shall be obtained from the GTR after providing justifications that impact the established deliverable schedule. Annual progress reports containing completed work, variations and justification for variances, shall be provided to HUD within 20 business days of the end of each contract year.

For planning necessary workshops and meetings related t0o the monitoring activities, the primary participants are generally staff of the IPIAs, DAPIAs, and SAAs. Travel, lodging, and per diem costs of those participants, program Contractor staff, and the presenters, may be reimbursed with the authorization of the GTR in accordance with the Federal Travel Regulations (refer to A.9).

3 – WBP for Option Year

Upon notification of HUD’s intent to exercise the coming Option Year, the Contractor shall prepare a new WBP as described in A.2 above, and shall be submitted 20 business days prior to the end of the then-current contract year.

Please Note: Any WP may also be updated from time to time, as directed by the GTR/GTM, to reflect approved changes during the progress of the contract. In particular, the Contractor shall provide the Department with an updated plan if: (a) any work requirements with the contract scope or completion date(s) are changed by contract modifications or (b) there is a substantive change in the work requiring reallocation of resources within contract scope, budget, or overall time of completion.

4 – Transition Plan

A transition to a new Contractor may be required before the expiration of the contract period. Should this occur, a modification to the contract will be issued to incorporate a task for this requirement.

No later than 12 weeks from the date of contract award, the Contractor shall deliver the final version of a transition plan for all contractual activities. The draft plan will assist the Department, at the end of the contract, in assuming or overseeing the transfer of all files and electronic and hardcopy material maintained by the Contractor.

By the end of week 6, the Contractor shall provide the GTR/GTM with a draft transition plan outlining the transition steps to be taken, the materials to be transferred, and the schedule for transfer. The GTR shall return to the Contractor the draft transition plan with any required revisions no later than week 10. The Contractor shall incorporate those changes in a final version of the draft transition plan to be delivered to the GTR/GTM in a hard and electronic copy no later than week 12. A proposed schedule and key steps of such a draft transition plan should include but no be limited to:

1. GTR’s notification to the Contractor of the initiation of the transition period. Meeting with current Contractor, new Contractor, and HUD staff to discuss background, history, project status, operational rules;

2. Transition of appropriate paper records, files, data and related hard copy data;

3. Transition of appropriate electronic file and data;

4. Meeting with current Contractor, New Contractor, and HUD staff to finalize transition, and close out any other outstanding items.

5 – Contract Status Meetings & Reports

A. Status Meetings

The Contractor’s key personnel and technical staff must be readily accessible to the CO, GTR, GTM and other appropriate HUD personnel for scheduled monthly meetings (TBD) at HUD Headquarters in Washington, D.C., and also for any impromptu meetings that shall arise to brief the Department on contract activities, and progress, and special issues. Some meetings will require in-person attendance within 24 hours of a request. Consequently, phone, email communications, and video conferencing for some meetings will not be acceptable.

The purpose of these meetings is to encourage clear and concise communications between HUD and the Contractor in making swift decisions and taking timely actions. Certain decisions regarding safety or legal issues raised by interested parties often must be made on short notice. (Examples of interested parties include manufacturers, suppliers, retailers, installers, Primary Inspection Agencies, State Administrative Agencies, representatives of the Manufactured Home Consensus Committee, Federal and State Governmental entities, consumers, and members of the public.)Some issues may require joint review of designs, and plans, audit information, or similar data.

In addition to the monthly reports, meetings, workshops and seminars, the Contractor staff personnel may be required to attend meetings of SAAs or other governmental agencies, technical and industry committee meetings, or other manufactured housing meetings related to the development of construction or installation standards, enforcement regulations, or other issues, as authorized by the GTR. The Contractor may also be required to attend meetings and provide coordination with other contractors listed below under Other Contracted Activities. The Contractor shall provide notes of these meetings upon request from the GTR. The Contractor shall also provide HUD-approved materials for workbooks on monitoring or assessment-related material for workshops and seminars identified by the GTR/GTM. The Contractor will attend, or participate by conference call, one national workshop, ten industry meetings, and multiple conference calls.

B. Monthly Contract Status and Ad Hoc Reporting

The Contractor shall provide to the Department monthly 1) reports on current data collected for all tasks in this PWS, and 2) data forms and instruments used to collect data. These reports are to be provided in written and electronic formats. The Department anticipates one report per month reviewed during a monthly status meeting. The contractor may use existing data forms and instruments in place (i.e. HUD Form 302, Standard Form 1034 and computer hardware and software) or may create data forms and instruments as may be required.

The contractor shall also provide to the Department information necessary to fulfill any new requirements for data collection, along with the form or information collection instrument to meet those requirements.

These are subject to HUD approval, and may be subject to approval from the Office of Management and Budget (OMB).

6 – Secured Data & Office Space (Computer Hardware and Software Requirements and Coordination

The Contractor shall safeguard all data in relation to the requirements of this PWS. As result, work to be performed under this contract shall be segregated from all other work performed by the organization. Further, the Contractor shall take proactive steps through a Nondisclosure and Confidentially agreement to separate work functions so as to not create conflicts of interest (see Section J, Exhibit 4). The Contractor shall provide a written description of its security plan within 12 business days of contract award and shall be based on the proposal submitted in response to this document.

The balance of the staff and equipment utilized under the contract may be located to suit the Contractor’s business needs, but all of the Contractor’s staff, including central organization staff, must have access to the Contractor’s computer system used to maintain the program data.

Computer workstations for Contractor staff shall be functional within 15 business days from contract award.

Operating system shall be Windows 2010 or upgraded version. Minimum software requirements shall include current versions of Word, Excel, and Access, a web browser, and virus protection..

The contractor is to propose a primary data collection application to be used by the 37 SAAs that supports manufacturer monitoring, consumer complaint handling, dealer monitoring, and other SAA activities. After acceptance of the software applications by the GTR/GTM, the applications may be modified under this contract in order to better support contract tasks.

The Contractor’s computer system shall address data and system security, network security, application security, data security, quality control of data, reliability, server function and capacity, storage capabilities, back-up and recovery, off-site back-up requirements, electronic file transfer with other parties, and the ability for HUD staff to view data and report information remotely. Workstations requirements may vary by specific use; for example, a 21” monitor is necessary for review of design documents using the Imagining and Retrieval application. Also, support for off-site contract staff is required including laptop computers and digital cameras suitable for inspection documentation and report preparation during field inspections.

7 – Internet Materials and Data Access

Upon request by the GTR/GTM, the Contractor shall provide materials for the Department’s review and possible posting on HUD’s website. Materials shall be compliant with the HUD’s web publication standards (www.hud.gov:80/library/bookshelf15/policies/standard.cfm). This currently includes monthly updates of no more than six reports in chart format and several text documents once each quarter. The Contractor shall provide HUD staff with electronic access to data prepared, collected and maintained by the Contractor. Data is to include at least regular reports, drawings, and label information.

8 – Coordination with other Program Contractors

Coordination with other program contractors to enforce or otherwise support the Department in administering all other elements of the program mandated by the Act. Coordination efforts shall include, but are not limited to:

(a) Participating in monthly contract status meetings with staff of other program contractors and organization;

(b) Providing and sharing program data and information; and

(c) Preparing correspondence and reports.

The Contractor must also be able to demonstrate and coordinate all of its own activities, and subcontractor(s)’ activities, and when necessary, work with any program contractor for Manufactured Housing programs designated by the GTR/GTM (e.g., Meeting Planner Contractor, Installation Contractor, Administering Organization Contractor, and Dispute Resolution Contractor).

9 – Technical Information Exchange and On-Site Assistance

The Contractor shall attend, as directed by the GTR/GTM, appropriate workshops, seminars, and meetings, and may be asked to make presentations on technical issues or participate in teleconference calls. In the past, the Contractor has attended 10 such events per year. The Contractor shall coordinate with any program Contractor(s) designated by the GTR/GTM to provide staff for technical exchange of information or assistance on specific issues of a regulatory nature. The Contractor shall provide materials to the Contractor(s) and assist in assembling workbooks for workshops and seminars. The schedule for these events should be submitted in the PPM as applicable.

The Contractor shall provide technical assistance and information to IPIAs, DAPIAs, and SAAs on their responsibilities, including proper…