DU208WP-14-R-0003_draft_solicitation.pdf

PDF 889 KB Posted Feb 12, 2014

Attached to: REAC Inspections Sources Sought 2
Solicitation number: RCS-PX-14-00006-01
Issued by: Department of Housing and Urban Development Denver Regional Office

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SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

NFWP

1670 BROADWAY 23RD FLOOR

OFFICER

OFFICE OF THE CHIEF PROCUREMENT

US DEPARTMENT OF HUD

CODE 16. ADMINISTERED BYCODE

541350

SIZE STANDARD:

100.00 % FOR:SET ASIDE:UNRESTRICTED ORNFWP

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

03/03/2014 1500 ET

02/01/2014

303-672-5260Joel Bartholomew (No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

DU208WP-14-R-0003

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 65 OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

DENVER CO 80202-4801

TELEPHONE NO.

17a. CONTRACTOR/

15. DELIVER TO

DENVER CO 80202-4801

1670 BROADWAY 23RD FLOOR

OFFICER

OFFICE OF THE CHIEF PROCUREMENT

9. ISSUED BY

2. CONTRACT NO.

EFFECTIVE DATE

$7.0

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

US DEPARTMENT OF HUD

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

IDIQ contract for physical inspection and physical inspection review services Period of Performance: 04/01/2014 to 03/31/2019

0001 Uniform Physical Condition Standards (UPCS) Inspections

0002 Housing Quality Standards (HQS) Inspections

0003 UPCS-V Inspections Continued ...

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

DATED

Edgar A. Cross

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDEND

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT:

REF.

DRAFT

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

0004 UPCS/UPCS-type/Other Federal Agency Inspections

0005 Computer System/Information Technology

Capability-The Contractor shall possess and sustain the capacity to interface with HUD’s

Computer Systems using standard industry protocols and formats listed in the PWS

0006 Not To Exceed Travel Cost (travel cost will be established for each Task Order)

1001 Uniform Physical Condition Standards (UPCS)

Inspections

(Option Line Item)

1002 Housing Quality Standards (HQS) Inspections

(Option Line Item)

1003 UPCS-V Inspections

(Option Line Item)

1004 UPCS/UPCS-type/Other Federal Agency Inspections

(Option Line Item)

1005 Computer System/Information Technology

Capability-The Contractor shall possess and sustain the capacity to interface with HUD’s

Computer Systems using standard industry

Continued ...

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

65 2 of

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

3 65

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

DU208WP-14-R-0003

protocols and formats listed in the PWS

(Option Line Item)

1006 Not To Exceed Travel Cost (travel cost will be established for each Task Order)

(Option Line Item)

2001 Uniform Physical Condition Standards (UPCS)

Inspections

(Option Line Item)

2002 Housing Quality Standards (HQS) Inspections

(Option Line Item)

2003 UPCS-V Inspections

(Option Line Item)

2004 UPCS/UPCS-type/Other Federal Agency Inspections

(Option Line Item)

2005 Computer System/Information Technology

Capability-The Contractor shall possess and sustain the capacity to interface with HUD’s

Computer Systems using standard industry protocols and formats listed in the PWS

(Option Line Item)

2006 Not To Exceed Travel Cost (travel cost will be established for each Task Order)

(Option Line Item)

3001 Uniform Physical Condition Standards (UPCS)

Inspections

(Option Line Item)

3002 Housing Quality Standards (HQS) Inspections

(Option Line Item)

3003 UPCS-V Inspections

(Option Line Item)

3004 UPCS/UPCS-type/Other Federal Agency Inspections

(Option Line Item)

3005 Computer System/Information Technology

Capability-The Contractor shall possess and sustain the capacity to interface with HUD’s

Continued ...

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

DU208WP-14-R-0003

LINE ITEM TABLE

DESCRIPTION/SPECIFICATIONS

INSPECTION AND ACCEPTANCE

DELIVERIES OR PERFORMANCE

CONTRACT ADMINISTRATION DATA

SPECIAL CONTRACT REQUIREMENTS

CONTRACT CLAUSES

LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

INSTRUCTIONS,CONDITIONS, AND NOTICES TO BIDDERS

EVALUATION FACTORS FOR AWARD

Line Item Table Base Year

Contract Line Item Number

(CLIN)

Service Requirement Estimated Quantity

Unit(s) Fixed Unit Price

CLIN 0001 Uniform Physical Condition Standards (UPCS)

Inspections

EA $

CLIN 0002 Housing Quality Standards (HQS) Inspections EA $

CLIN 0003 UPCS-V Inspections

EA $

CLIN 0004 UPCS/UPCS-type/Other Federal Agency Inspections EA $

CLIN 0005 Computer System/Information Technology Capability-The

Contractor shall possess and sustain the capacity to interface with HUD’s

Computer Systems using standard industry protocols and formats listed in the PWS

Month $

CLIN 0006 Travel Cost NTE *See Note 1

* Note 1: NTE Travel cost will be established for each task order.DRAFT

Option Year 1

Contract Line Item Number

(CLIN)

Service Requirement Estimated Quantity

Unit(s) Fixed Unit Price

CLIN 1001 Uniform Physical Condition Standards (UPCS)

Inspections

EA $

CLIN 1002 Housing Quality Standards (HQS) Inspections EA $

CLIN 1003 UPCS-V Inspections

EA $

CLIN 1004 UPCS/UPCS-type/Other Federal Agency Inspections EA $

CLIN 1005 Computer System/Information Technology Capability-The

Contractor shall possess and sustain the capacity to interface with HUD’s

Computer Systems using standard industry protocols and formats listed in the PWS

Month $

CLIN 1006 Travel Cost

Option Year 2

Contract Line Item Number

(CLIN)

Service Requirement Estimated Quantity

Unit(s) Fixed Unit Price

CLIN 2001 Uniform Physical Condition Standards (UPCS)

Inspections

EA $

CLIN 2002 Housing Quality Standards (HQS) Inspections EA $

CLIN 2003 UPCS-V Inspections

EA $

CLIN 2004 UPCS/UPCS-type/Other Federal Agency Inspections EA $

CLIN 2005 Computer System/Information Technology Capability-The

Contractor shall possess and sustain the capacity to interface with HUD’s

Computer Systems using standard industry protocols and formats listed in the PWS

Month $

CLIN 2006 Travel Cost

Option Year 3

Contract Line Item Number

(CLIN)

Service Requirement Estimated Quantity

Unit(s) Fixed Unit Price

CLIN 3001 Uniform Physical Condition Standards (UPCS)

Inspections

EA $

CLIN 3002 Housing Quality Standards (HQS) Inspections EA $

CLIN 3003 UPCS-V Inspections

EA $

CLIN 3004 UPCS/UPCS-type/Other Federal Agency Inspections EA $

CLIN 3005 Computer System/Information Technology Capability-The

Contractor shall possess and sustain the capacity to interface with HUD’s

Computer Systems using standard industry protocols and formats listed in the PWS

Month $

CLIN 3006 Travel Cost NTE *See Note 1

* Note 1: NTE Travel cost will be established for each task order.

Option Year 4

Contract Line Item Number

(CLIN)

Service Requirement Estimated Quantity

Unit(s) Fixed Unit Price

CLIN 4001 Uniform Physical Condition Standards (UPCS)

Inspections

EA $

CLIN 4002 Housing Quality Standards (HQS) Inspections EA $

CLIN 4003 UPCS-V Inspections

EA $

CLIN 4004 UPCS/UPCS-type/Other Federal Agency Inspections EA $

CLIN 4005 Computer System/Information Technology Capability-The

Contractor shall possess and sustain the capacity to interface with HUD’s

Computer Systems using standard industry protocols and formats listed in the PWS

Month $

CLIN 4006 Travel Cost

* Note 1:NTE Travel cost will be established for each task order.DRAFT

Description/Specifications

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 ServicesDRAFT

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: HUD management determined that REAC would lead a number of efforts toward the Department’s commitment that HUD assisted and insured housing is decent, safe, sanitary, and in good repair, to include (1) initiating up to 50,000 quality control inspections of Section 8 housing stock during Calendar Year 2014, collecting the inspection data, and providing results to the PHAs, field offices, and program offices; (2) implementing a single standardized inspection protocol for both Public Housing and HCV programs based on the FY2011 Delivering Together initiative to enhance customer service by reducing PHA burdens while improving HUD’s PHA oversight; and (3) eliminating duplicative physical inspections for property owners inspected by more than one Federal program under the auspices of the White House Domestic Policy Council’s Rental Policy Working Group (an interagency team of Treasury, HUD, and USDA staff).

In FY2013, it was determined that contract services would be required to schedule and complete hundreds of different types of inspections simultaneously at numerous properties in wide-ranging locations in the United States and U.S. territories to support REAC’s Physical Assessment Subsystem (PASS). The PASS collects data and reports the actual state of repair and habitability of real property and key PASS business functions 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, (2) the inspection of these properties which provides the capability to assess their physical condition, and (3) quality assurance that Uniform Physical Condition Standards (UPCS) certified inspectors conduct accurate, reliable, and repeatable inspections in full compliance with established UPCS inspection protocol.

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 train and certify inspectors, 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 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 possess and sustain the capacity to push scheduling and other required information to HUD through an interface with REAC; push all required inspection data and photographic images using vendor neutral, industry standard protocols and formats; and use the PASS Secure Systems.

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) 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 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 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 QA protocols.

Collaborative Quality Assurance (CQA) Review A 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, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

Government Technical 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

ACWP Actual Cost of Work Performed

ADA Americans with Disabilities Act

AQL Acceptable Quality Level

CFR Code of Federal Regulations

CLIN Contract Line Item Number

CO Contracting Officer

COB Close of Business

COR Contracting Officer Representative

CPO Office of the Chief Procurement Officer of HUD

CQA Collaborative Quality Assurance Review

CR Change Request

ACRONYM DEFINITION

DACA Days After Contract Award

DCD Data Collection Device

EAC Estimate at Completion

EH&S Exigent Health and Safety

EST Eastern Standard Time (U.S.)

ETC Estimate to Completion

GAO U.S. General Accounting Office

GTM Government Technical Monitor

GTR Government Technical Representative

HCV Housing Choice Voucher

HQS Housing Quality Standards

HUD U.S. Department of Housing and Urban Development

HUDAR HUD Acquisition Regulation

IDIQ Indefinite Delivery/Indefinite Quantity Contract

IG or OIG Inspector General (Office of)

IRS Internal Revenue Service

IT Information Technology

IV&V Independent Validation and Verification

LAN Local Area Network

LQA Limited Quality Assurance Review

LOE Level of Effort

MF Office of Multifamily Housing

MPP Monthly Performance Report

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

PASS QA Public Housing Assessment System Quality Assurance

PCAS Project Cost Accounting System

PDF Portable Document Format

PHA Public Housing Agency

PIH Public and Indian Housing

PIV Personal Identity Verification

ACRONYM DEFINITION

PL Public Law

PM Project Manager

PPM Project Planning and Management

POA Property Owner/Agent

POC Point of Contact

POP Period of Performance

PPM Project Planning and Management

PR Problem Report(s)

REAC Real Estate Assessment Center

QA Quality Assurance

QASP Quality Assurance Surveillance Plan

QCP Quality Control Plan

SF Standard Form

TAC Technical Assistance Center

TBD To be determined

UPCS Uniform Physical Condition Standards

UPCS-V Uniform Physical Condition Standards for Vouchers

USDA United States Department of Agriculture

U.S United States

U.S.C United States Code

WHI Whitehouse Inspection

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 contractor would pull from HUD the following information:

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

b. HUD Property profile information, e.g. PHA, Contact Information, Required Inspection Count, Inspection breakdown by unit size.

c. Inspection results for submitted inspection, e.g. approved for payment, in review, rejected and reason.

3.2 Training: The Government will provide a one-time initial training to trainers for each contractor in the use of Federal HQS inspection/inspection review protocols; Phase I classroom training for physical inspection/inspection review protocols and the use of the PASS; Phase II training, evaluation and certification; and QA Inspector training. The Government will provide updates of policy/protocol changes, as needed for integration into the Contractor’s training program. The Government will provide similar initial training in the use of UPCS-V, IRS, USDA, WHI, and other Federal agency housing standards prior to the first task order requiring these types of inspections.

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 Computer System/Information Technology: The Contractor shall initially possess and sustain the capacity to interface with HUD’s Computer Systems using standard industry protocols and formats throughout the contract (see section 5.4).

4.5 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.

4.6 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.

4.7 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.

4.8 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.

4.8.1 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, and use of the appropriate software.

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 associated with each type of inspection.

d. The contractor(s) shall provide advanced training in the use of the Collaborative Quality Assurance Review (CQA) protocols.

e. 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 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.

f. The contractor(s) shall provide a report of inspectors and their qualifications that includes as a minimum: Inspector Name, ID Number, type of training completed, and completion date.

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 in PASS, 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:

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

b. 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.

c. 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.

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

e. The contractor shall push the following schedule information to HUD: 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.

d. 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/re-inspection to the original PHA’s HQS inspection,

e. 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.

f. 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.

g. The contractor shall capture inspection data; annotate all differences by category as missed, incorrectly categorized, local code exception or PHA requirement; and provide a clear, concise description of the disparity.

h. 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 being conducted by the contractor and for each defect with a determination of missed, incorrectly categorized, local code exception, or PHA requirement.

i. 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.

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

k. The contractor shall push to HUD the following information:

Completed HCV inspection, including photos (Minimum number to show inspection was performed, defects, and differences from inspection of record).

PDF copy of the Inspection of Record.

QA results, confirming completeness and accuracy of inspection.

Details of discrepancies of differences with inspection of record and reason.

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.

e. The contractor shall conduct inspections using the 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.

g. The contractor shall successfully upload a completed, quality inspection into the PASS.

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.

f. The contractor shall conduct inspections using the 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.

g. The contractor shall successfully upload a completed, quality inspection into the PASS.

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

l. 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.

m. 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.

n. 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.

o. The contractor shall record inspection data, annotating all differences by category as missed, incorrectly categorized, local code exception, or PHA requirement with a clear, concise description of the disparity.

p. 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.

q. 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.

r. 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 Computer System/Information Technology Capability

5.4.1 Data Standards for Interface with HUD: The Contractor shall possess and sustain the capacity to interface with HUD’s Computer Systems using the following standard industry protocols and formats throughout the contract.

5.4.1.1 Web Services.

The W3C defines a Web service as: a software system designed to support interoperable machine-to-machine interaction over a network. It has an interface described in a machine-processable format (specifically WSDL). Other systems interact with the Web service in a manner prescribed by its description using SOAP messages, typically conveyed using HTTP with an XML serialization in conjunction with other Web-related standards.

5.4.1.2 Protocol: SOAP over HTTPS

a. SOAP is an XML-based protocol for exchanging information between peer entities in a decentralized, distributed environment. The protocol definition provides for stateless, one-way message exchange.

b. SOAP v1.2

5.4.1.3 Services Description: Web Services Description Language (WSDL) The Web Services Description Language is an XML-based interface description language that is used for describing the functionality offered by a web service. A WSDL description of a web service (also referred to as a WSDL file) provides a machine-readable description of how the service can be called, what parameters it expects, and what data structures it returns.

5.4.1.4 Encryption: HTTPS

Hypertext Transfer Protocol Secure (HTTPS) is a communications protocol for secure communication over a computer network, with especially wide…

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