PWS_REAC_Physical_Inspection_Services(draft_final).docx

Performance Work Statement (PWS) Subject to the Availability of Funds

IN SUPPORT OF:

U.S. Department of Housing and Urban Development (HUD) Public and Indian Housing (PIH)

Project Title: Physical Inspection and Inspection Review Services

SECTION C – PERFORMANCE WORK STATEMENT

C-1 GENERAL INFORMATION

1.1 General: The United States Department of Housing and Urban Development (HUD) is the Executive Agency responsible for providing resources for empowering local governments, businesses, and organizations to build strong communities. Part of HUD’s support mission is to create “a decent home and suitable living environment for every American family.” The REAC is an organization within the HUD’s Office of Public and Indian Housing (PIH) that is responsible for capturing, standardizing, improving, and evaluating data from the portfolio of properties for which HUD and other Federal agencies, as required, have a financial interest or statutory obligation to monitor.

This is a non-personal services contract to perform Federal Housing Quality Standard (HQS) inspections, Uniform Physical Condition Standards (UPCS) inspections, UPCS for Vouchers (UPCS-V) inspections, Whitehouse Inspections (WHI), United States Department of Agriculture (USDA) physical inspections, Internal Revenue Service (IRS) physical inspections and/or other Federal agency physical housing inspections to support the Real Estate Assessment Center (REAC). The Government shall not exercise any supervision or control over the contract service provider(s) performing the services herein. Such contract service provider(s) shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Background: A Congressionally mandated HUD audit, issued in 2008, found that HUD lacked adequate controls over the physical condition of its Section 8 housing stock. The remedy provides for REAC to perform quality control inspections of up to 10,000 HQS inspections at 100 of the largest PHAs, collect the inspection data, and provide results to the PHAs, field offices, and program offices.

During FY2011, two overlapping initiatives were launched. HUD’s Secretary launched the Delivering Together effort to identify ways in which HUD could improve its customer service by reducing Public Housing Agency (PHA) burden while improving HUD’s PHA oversight. One of the Delivering Together recommendations was to establish a single standardized inspection protocol for both Public Housing and HCV programs. Under the auspices of the White House Domestic Policy Council’s Rental Policy Working Group, an interagency team of Treasury, HUD, and USDA staff developed a set of recommendations to eliminate duplicative physical inspections for owners of affordable housing subject to inspection from more than one Federal program. REAC would lead both efforts.

REAC’s Physical Assessment Subsystem (PASS) collects data and reports the actual state of repair and habitability of real property. The inspection observations are recorded on a hand-held computer using HUD developed and HUD owned software and sent electronically to REAC for scoring, analysis, and processing. The key business functions currently supported by PASS include: (1) the collection of profile data for all public housing and multifamily (MF) properties for which HUD has a statutory obligation or a financial interest, and (2) the inspection of these properties which provides the capability to assess their physical condition.

The REAC PASS Quality Assurance (QA) Division performs quality assurance reviews and physical inspections of HUD insured and assisted properties and inspector training both in the classroom and in the field. The QA Division also provides Phase II training and certification examinations for new contract inspector candidates that have passed Phase I classroom training. The QA Division’s objective is to ensure that the Uniform Physical Condition Standards (UPCS) certified inspectors conduct accurate, reliable, and repeatable inspections in full compliance with established UPCS inspection protocol.

This objective reflects HUD's commitment that HUD assisted and insured housing is decent, safe, sanitary, and in good repair

1.3 Objectives: The objective of this contract is to establish an indefinite delivery, indefinite quantity (IDIQ) contract for physical inspection and physical inspection review services for an initial 12-month contract period and four 12-month option periods. The business processes of REAC’s PASS will be supported with Task Orders for the successful completion of HQS inspection/inspection reviews of Housing Choice Voucher (HCV) units; Uniform Physical Condition Standards (UPCS) inspection of PHA and MF properties, and as required, inspections using UPCS for Vouchers (UPCS-V), Whitehouse Inspection standards, USDA required physical inspection standards, IRS required physical inspection standards, other Federal agency assisted housing standards, and/or Quality Assurance (QA) inspections.

1.4 Description of Services: The Contractor shall perform to the standards of this contract. The contractor(s) shall schedule inspections and inspection reviews with property representatives of HUD and other Federal agency funded/assisted housing/properties and confirm resident notification. The contractor(s) shall use a HUD certified inspector trained in the appropriate protocol, software, and/or HUD-distributed inspection tool to conduct physical inspections and/or inspection reviews of a unit/property individually, simultaneously with the property’s staff/contract inspector performing the same inspection, and/or as a follow-on inspection to the property’s inspection.

The contractor(s) shall focus on the accuracy of the inspection and document any discrepancies utilizing the inspection protocol and supported by digital camera images, as required, that are time stamped and embedded in the deliverable. The contractor shall input and submit all required inspection data and photographic images to REAC using either a HUD-distributed REAC Inspection Tool or the secure systems Physical Assessment Sub-system. The contractor(s) shall be required to maintain data storage/warehouse sufficient to house the computerized inspection reports, including photographs and all other required data that is accessible to HUD or its designated agent 24 hours per day, seven days a week, for specific periods of time.

1.5 General Information

1.5.1 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.

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

1.5.3 Place of Performance: The physical inspection and inspection review services to be performed during this contract shall be performed at a select number of HUD and other Federal agency funded/ assisted housing/properties located in the United States (U.S.) and U.S. Territories to include the Virgin Islands, the Commonwealth of Puerto Rico, and Guam.

1.5.4 Hours of Operation: The Contractor(s) is responsible for providing services between the hours of 8:00 am to 4:30 pm, Monday through 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 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(s) shall maintain a database sufficient to house the computerized inspection reports, including photographs and all other required data that is accessible to HUD or its designated agent 24 hours per day, seven days a week, for the entire period of the contract.

The Contractor(s) 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.

1.5.5 Post Award Conference/Status Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR 42.5. 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 Office 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 a no additional cost to the Government.

1.5.6 Contractor Travel: The Contractor shall be required to perform periodic travel within the Continental United States (CONUS) and/or outside the continental United States (OCONUS) in performance of this contract. 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. For OCONUS travel, 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 costs will be in accordance with the Federal Travel Regulation 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 50 miles of the Public Housing Agency (PHA). The Contractor shall use local travel to the maximum extent possible. Note: The Joint Travel Regulation (JTR) applies to OCONUS travel.

C- 2 DEFINITIONS, ACRONYMS, APPLICABLE DOCUMENTS/PUBLICATIONS

2.1 Definitions

Certified Provisional REAC Contract Inspector (applies to initial 12-month base year of contract only) This Contractor/Inspector that has successfully completed both the UPCS-type online and Phase I classroom inspector training, but has not completed the Phase II field training.

Certified REAC Contract Inspector This Contractor/Inspector has successfully completed the UPCS-type online training, Phase I classroom training, and Phase II field training and certification.

Certified REAC Contract QA Inspector In addition to successfully completing the requirements to become a Certified REAC Contract Inspector, this inspector has completed additional advanced REAC training. Successful completion of this training allows the contract inspector to conduct quality assurance reviews of property staff using the UPCS type inspection software and/or HUD-distributed inspection tools.

Collaborative Quality Assurance (CQA) Review A PASS QA inspector accompanies the Contractor conducting an inspection to ensure the inspector has the ability to follow the established inspection protocol.

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 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.

Limited Quality Assurance (LQA) Review A PASS QA inspector conducts a follow-on review of the Contractor’s inspection to determine whether or not the physical inspection was an accurate representation of the condition of the property at the time the inspection took place.

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.

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 Day The number of hours per day the Contractor provides services in accordance with the contract.

Work Week Monday through Friday, unless specified otherwise.

2.2 Acronyms

ACRONYM

DEFINITION

2.3 APPLICABLE REGULATIONS/MANUALS/DOCUMENTS/PUBLICATIONS:

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

a. The contractor shall perform Federal HQS physical inspections in conformance with the standards in Federal regulations at 24 CFR 982.401.

b. The contractor shall utilize either the Form HUD-52580 Inspection Checklist Housing Choice Voucher Program (03/2001) or Form HUD-52580-A Inspection Form Housing Choice Voucher Program (09/2000). These forms are available at http://www.hud.gov/offices/adm/hudclips/forms/hud5.cfm.

c. The contractor shall be conversant with the Uniform Physical Condition Standards (UPCS) and able to apply HUD UPCS to existing HCV units integrating HQS and UPCS data. The UPCS standards can be found at http://portal.hud.gov/hudportal/documents/huddoc?id=pass4.0scoringnoticefr.PDF.

d. The contractor shall be conversant with the Uniform Physical Condition Standards (UPCS) and all associated HUD Inspector Notices and Inspector Guides. The contractor shall able to apply HUD UPCS to other Federal assisted housing, as required, integrating UPCS data with standards in Federal regulations and existing Federal agency publications.

C-3 GOVERNMENT FURNISHED ITEMS AND SERVICES

3.1 Inspections/Inspection Reviews: The Government will provide the following:

a. A soft copy template of the REAC HQS Inspection Tool Microsoft Access database file with the table documentation. HUD may make minor changes to the HUD REAC HQS Inspection Tool and associated table documentation, as needed, prior to the contractor’s first HQS inspection/ inspection review.

b. HUD developed and HUD owned software for all UPCS-type inspections.

c. A softcopy list of each agency where inspections/inspection reviews are to be conducted.

3.2 Training: The Government will provide Initial Federal HQS training, Phase I classroom training, Phase II field training and certification for all Contractor(s)/Inspectors. The Government will provide training to the contractor(s) in the following:

a. Training in the use of Federal HQS inspection/inspection review protocols and use of the HUD-distributed REAC HQS Inspection Tool will be provided by three-hour, webinar-type training sessions.

b. Phase I classroom training for physical inspection/inspection review protocols and the use of any HUD-distributed software and/or REAC Inspection Tools for UPCS-V, IRS, USDA, WHI, and other Federal agency housing standards will be provided, as a maximum, on a monthly basis during the initial 12-month contract period and, as a minimum, on quarterly basis during the four 12-month option periods.

c. Phase II field training and certification will be provided for all inspectors that are not currently HUD-certified in the use of HUD-distributed software and inspection protocols for Uniform Physical Condition Standards.

3.3 Quality Assurance: The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan.

C-4 CONTRACTOR FURNISHED ITEMS AND SERVICES

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

4.1 Equipment: The Contractor shall furnish all necessary inspection equipment required to conduct physical inspection and physical inspection reviews. The Contractor shall furnish all required hardware and data collection devices (DCDs) and the necessary expertise to maintain the technical environment of the DCDs.

4.2 General Liability Insurance Requirements: The contractor shall secure and maintain General All Risk Liability insurance with limits not less than a combined single limit of $1,000,000 per occurrence, and $2,000,000 aggregate with HUD named as the certificate holder of the policy in accordance with FAR 52.228-5.

4.3 Special Qualifications: The Contractor(s) shall ensure all contractor(s) (including any subcontractor) personnel that will be conducting inspections, shall meet the special qualification requirements as follows:

a. High school education or equivalent.

b. Specific technical knowledge in major building trades used in residential construction including foundations, structures, framing, roofing, plumbing, heating and air conditioning, and electrical.

c. General computer skills including familiarity with Windows software and ability to use an appropriate data collection device.

d. Completion of a minimum of 50 licensed/certified physical inspections of public housing properties, Housing Choice Voucher properties, single family or multifamily real estate properties, commercial and/or medical care facilities to determine compliance with physical housing infrastructure, systems, and construction standards.

e. Ability to read, understand, and interpret (based on personal experience) Federal Housing Quality Standard (HQS) and Uniform Physical Condition Standards (UPCS).

f. Some agencies employ and/or contract for HQS and UPCS inspections. The Contractor(s) (including any subcontractor) assigned to perform an inspection shall not be the same person as the agency had previously employed and/or contracted to inspect the same unit/property.

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. All inspections and inspection data are the proprietary property of the U.S. Government. These files/results must be surrendered to the GTR.

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 8:00am 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 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/SCOPE OF WORK

5.1 Training The Contractor shall be responsible to train and ensure satisfactory completion of physical inspection training in accordance with HUD standards.

a. The contractor(s) shall ensure completion of any on-line training required for HQS and/or UPCS-type inspections.

b. The contractor(s) shall provide Phase I training, an overview of and detailed information about inspection protocols, standards, defect definitions, use of the appropriate software, and any HUD-distributed business tools

c. The contractor(s) shall facilitate and administer tests that require each inspector to demonstrate competence in the inspection protocols, standards, defect definitions, and use of the appropriate software and/or business tools associated with each type of inspection.

d. The contractor(s) shall maintain a list of inspectors and their qualifications. For the purposes of UPCS-type inspections, the following categories of inspectors shall apply:

· Certified Provisional REAC Contract Inspector (applies to initial 12-month base year of contract only) This Contractor/Inspector has successfully completed both the UPCS-type online and Phase I inspector training, but has not completed the Phase II field training.

· Certified REAC Contract Inspector This Contractor/Inspector has successfully completed the UPCS-type online training, Phase I training, and Phase II field training and certification.

· Certified REAC Contract QA Inspector In addition to successfully completing the requirements to become a Certified REAC Contract Inspector, this Contractor/Inspector has completed additional advanced REAC training. Successful completion of this training allows the contract inspector to conduct quality assurance reviews of property staff using the UPCS type inspection software and/or HUD-distributed inspection tools.

5.2 Scheduling

5.2.1 Uniform Physical Condition Standards (UPCS). The following shall be used for all UPCS type inspections/inspection reviews:

a. Negotiating a mutually agreeable date and time for the inspections with the property. owner/agent (POA). All inspections must occur in the presence of the property representative.

b. Using Secure Systems PASS, the contractor shall input information to include property inspection time and date and the Inspector’s ID number.

c. Monitor scheduled inspections and update the schedule as necessary

d. Generate the confirmation letter regarding time, date and other details concerning the inspection and email letter to the POA’s contact/representative.

e. Prior to arriving for the review inspection, the contractor shall call the property to confirm the time and date of inspection and verify the property has completed resident notification for the scheduled unit(s)/properties.

f. Once the inspection/inspection review is scheduled, the contractor shall make every effort to arrive on time for the inspection. If the inspector anticipates any delay, the contractor shall notify the POA’s designated representative as soon as possible.

5.2.2 Housing Quality Standards (HQS). The following scheduling process for HQS inspection reviews/inspections and QA inspections shall be used:

g. The contractor shall contact each PHA property representative to obtain a list of scheduled inspections.

h. The contractor shall use a random sampling technique to ensure a mix of housing types and PHA inspectors and randomly select scheduled inspections to conduct simultaneously or as a follow-on inspection.

i. The contractor shall contact the PHA property representative and obtain the time and date for each review inspection. It is necessary for either the resident or the landlord to be present during the inspection. Additionally, the PHA’s inspector must accompany the contractor at all times while on site.

j. The contractor shall provide the PHA property representative with a letter confirming one or more scheduled inspections.

k. The contractor shall report the following schedule information: Contractor’s first and last name, ID number (as available), and contact information; PHA city and state, property contact with contact information, and property representative with contact information; Property address including city, state, and zip code; Date and time of each scheduled inspection; and PHA Inspector’s first and last name, Contractor or Employee, and contact information.

5.3 Inspections

5.3.1 HQS:

a. The contractor shall be responsible for bringing the necessary equipment/tools to perform the inspection including a digital camera with date/time stamp technology.

b. The contractor shall perform Federal HQS physical inspections in compliance with the standards in Federal regulations at 24 CFR 982.401.

c. The contractor shall utilize either the Form HUD-52580 Inspection Checklist Housing Choice Voucher Program (03/2001) or Form HUD-52580-A Inspection Form Housing Choice Voucher Program (09/2000). These forms are available at http://www.hud.gov/offices/adm/hudclips/forms/hud5.cfm.

a. The contractor shall perform a Federal HQS inspection of an HCV unit simultaneously with the PHA’s staff/contract inspector performing an HQS inspection or as a follow-on inspection to the PHA’s HQS inspection.

b. The contractor shall observe and record conditions that fail to meet the Federal Housing Quality Standards, without exception for local code differences or local PHA requirements.

c. The contractor shall compare and document any differences between the Federal HQS and the local HQS inspection results as recorded by the PHA’s contractor/employee inspector.

d. Using either the electronic format of the HUD-distributed REAC HQS Inspection Tool or a compatible means of recording inspection data, the contractor shall annotate all differences by category as missed, incorrectly categorized, local code exception, or PHA requirement with a clear, concise description of the disparity.

e. The contractor shall support each disparity with one or more clear, time/date stamped digital camera images and take as many pictures as necessary to support the HQS inspection and for each defect with a determination of missed, incorrectly categorized, local code exception, or PHA requirement.

f. The contractor shall record any exigent health and safety hazards identified during the inspection, provide the PHA representative with a written notice of all such defects, and ask the PHA representative to sign acknowledging receipt of the notice before departing the property.

g. The contractor shall obtain a copy of the original HQS inspection report performed by the PHA’s employee/contract inspector immediately after the PHA’s inspection.

5.3.2 UPCS-V Inspections. Services shall include:

a. The contractor shall be responsible for bringing the necessary equipment/tools to perform the inspection including a digital camera with date/time stamp technology.

b. The contractor shall meet with the property representative.

c. The contractor shall download the appropriate UPCS-V inspection.

d. The contractor shall verify/update the one building/one unit property profile and building information using the HUD-distributed software.

e. The contractor shall conduct inspections using the HUD-distributed UPCS-V software and in compliance with the UPCS protocol. The current UPCS standards can be found at http://portal.hud.gov/hudportal/documents/huddoc?id=pass4.0scoringnoticefr.PDF.

e. The contractor shall document and support each defect with a digital/time-stamped camera image.

f. The contractor shall record any exigent health and safety hazards identified during the inspection, provide the PHA representative with a written notice of all such defects, and ask the PHA representative to sign acknowledging receipt of the notice before departing the property.

5.3.3 UPCS/UPCS-type/Other Federal Agency Inspections. Services shall include:

a. The contractor shall be responsible for bringing the necessary equipment/tools to perform the inspection including a digital camera with date/time stamp technology.

b. The contractor shall meet with the property representative.

c. The contractor shall download the appropriate UPCS-type inspection.

d. The contractor shall verify/update the property profile and building information using the HUD-distributed software.

f. The contractor shall conduct inspections using the HUD-distributed UPCS-type software and in compliance with the UPCS protocol. The current UPCS standards can be found at http://portal.hud.gov/hudportal/documents/huddoc?id=pass4.0scoringnoticefr.PDF.

e. The contractor shall document and support each defect with a digital/time-stamped camera image.

f. The contractor shall record any exigent health and safety hazards identified during the inspection, provide the property representative with a written notice of all such defects, and ask the PHA representative to sign acknowledging receipt of the notice before departing the property.

5.3.4 HQS Quality Assurance (QA) Inspections. Services shall include:

a. The contractor shall be responsible for bringing the necessary equipment/tools to perform the inspection including a digital camera with date/time stamp technology.

b. The contractor shall perform Federal HQS physical inspections in compliance with the standards in Federal regulations at 24 CFR 982.401.

c. The contractor shall utilize either the Form HUD-52580 Inspection Checklist Housing Choice Voucher Program (03/2001) or Form HUD-52580-A Inspection Form Housing Choice Voucher Program (09/2000). These forms are available at http://www.hud.gov/offices/adm/hudclips/forms/hud5.cfm.

h. The contractor shall perform a Federal HQS inspection of an HCV unit simultaneously with the PHA’s staff/contract inspector performing an HQS inspection or as a follow-on inspection to the PHA’s HQS inspection.

i. The contractor shall observe and record conditions that fail to meet the Federal Housing Quality Standards, without exception for local code differences or local PHA requirements.

j. The contractor shall compare and document any differences between the Federal HQS and the local HQS inspection results as recorded by the PHA’s contractor/employee inspector.

k. Using either the electronic format of the HUD-distributed REAC HQS Inspection Tool or a compatible means of recording inspection data, the contractor shall annotate all differences by category as missed, incorrectly categorized, local code exception, or PHA requirement with a clear, concise description of the disparity.

l. The contractor shall support each disparity with one or more clear, time/date stamped digital camera images and take as many pictures as necessary to support the HQS inspection and for each defect with a determination of missed, incorrectly categorized, local code exception, or PHA requirement.

m. The contractor shall record any exigent health and safety hazards identified during the inspection, provide the PHA representative with a written notice of all such defects, and ask the PHA representative to sign acknowledging receipt of the notice before departing the property.

n. The contractor shall obtain a copy of the original HQS inspection report performed by the PHA’s employee/contract inspector immediately after the PHA’s inspection.

5.4 Data Storage and Reporting

5.4.1 HQS Inspections/Inspection Reviews and QA Inspections

5.4.1.1 Data Storage. The contractor(s) shall be required to maintain data storage/warehouse sufficient to house the computerized inspection reports, including photographs and all other required data that is accessible to HUD or its designated agent 24 hours per day, seven days a week, for specific periods of time.

5.4.1.2 Inspection Reporting. The contractor shall provide the PHA’s original HQS report and the comparison Federal HQS report, with embedded photos, in the HUD-distributed REAC HQS Inspection Tool (database) for each HQS inspection to REAC for all HQS type inspections on a weekly basis.

5.4.1.3 Weekly Scheduling Report. The contractor shall provide an Excel spreadsheet that provides for each Task Order: Contractor(s) Inspector’s first and last name, ID number, and contact information; PHA city and state with property contact/representative with contact information; property address including city, state, and zip code; and date and time of each scheduled review.

5.4.2 UPCS. The contractor shall verify and upload inspection data for each inspection, within 24 hours of completion of the inspection, to REAC using the Secure Systems PASS. The contractor shall provide a satisfactory answer to any questions about inspection details resulting in the inspection being placed on hold or rejected in PASS secure systems.

5.4.3 Project Plan. The contractor shall provide a project plan for each Task Order that describes all planning, scheduling and inspection review/inspection activities; personnel positions and staff skills and abilities, standards, and training; inspection schedule; equipment resources; training and facilities; and functional responsibility and authority within a structured project organization. The Project Plan will also detail the random sampling technique to be used to select inspections for HQS, UPCS-V, and QA type inspections to ensure a mix of housing types, property inspectors, and overall inspection results.

5.4.4 Monthly Performance Report.

5.4.4.1 Performance Metrics: The contractor shall develop performance metrics that allow tracking of project completion against the milestones set by REAC for each Task Order.

5.4.4.2 Performance Report: The contractor shall submit a monthly Performance Report that reflects project progress, resources, budget, schedules, work flow, quality control, and reporting for each Task Order. The contractor(s) shall evaluate the use of their random sampling technique for any PHA HQS, UPCS-V, and QA type inspections for a mix of housing types, PHA inspectors, and overall inspection results. The contractor(s) shall perform a detailed review of project deliverables for accuracy, completeness, and adherence to contractual and functional requirements and report the results of their analysis.

C-6 DELIVERABLES AND MILESTONES

The Contractor shall complete all work, deliver all deliverables and adhere to all milestones as specified in this Performance Work Statement and within any associated Task Order. The following table identifies the anticipated deliverables. The Contracting Officer must approve, in writing, changes to milestones, deliverables or other material changes to the contract prior to implementation of changes.

The Contracting Officer reserves the right to extend the due date if appropriate, due to document size, schedule or changes in scope. All deliverables shall be approved by the GTR/GTM in order for the task which produced them to be considered complete. In all cases, payments to the contractor(s) shall be contingent upon approval of deliverables.

6.1 Acceptance Criteria: All deliverables shall be submitted in the format agreed upon by the Contractor and the Government. Acceptance of all deliverables shall be in writing by the GTR.

6.2 Quality Control Plan: The Contractor’s QCP shall be delivered within 90 calendar days after contract award (or with the Contractor’s proposal if it is an evaluation factor). Three copies of a comprehensive written QCP shall be submitted to the GTR and within 5 working 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.

C-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 several contract 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 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 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 contract. On a monthly basis, the GTR will evaluate the quality of the product or services. These performance standards will be fully enforceable starting 45 days from date of contract award.

The PRS headings are defined as follows:

Performance Measure – This column lists the service the Contractor must perform as indicated in the PWS.

Performance Objectives (PWS Reference) – This column lists the applicable outcome (service required) as stated in the PWS.

Performance Standard for Excellence – States the performance standard(s) that the Contractor must meet as set forth for completeness, reliability, accuracy, timeliness, quality

Minimum Acceptable Quality Level (AQL) – Percentage or minimum required acceptable level of service, [i.e., no more than one customer complaint per report]

Surveillance Method – Lists the assessment/monitoring method the Government will use to evaluate the Contractor’s performance in meeting the contract requirements and indicates who performs the surveillance. Definitions of methods of surveillance are below.

· 100% Inspection. One hundred percent inspection shall be used for those products and services, which are considered critical tasks. All tasks that utilize this method of surveillance shall be reviewed by HUD and certified for its completeness, accuracy, and conformance to HUD’s standard.

· Validated User Complaints. User complaints will be received through various means of communications, telephone calls, email, forum entries, etc. User complaints will be recorded and maintained by HUD.

· Periodic Inspection. Predetermined plans for inspecting part of the work are established using the scope of work.

· Random Sampling. Services/products are sampled to determine if the level of performance is acceptable.

Disincentive