DU208WP-15-R-0001_Draft_Sources.pdf

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

X

X

541350

SIZE STANDARD:

% FOR:SET ASIDE:UNRESTRICTED ORNFWP

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

1500 ET303-672-5260Joel 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-15-R-0001

5. SOLICITATION NUMBER

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

1 93 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

7.

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

0001 Uniform Physical Condition Standards (UPCS) Inspections Period of Performance: 04/01/2015 to 03/31/2016

0002 Housing Quality Standards (HQS) Inspections Period of Performance: 04/01/2015 to 03/31/2016

Continued ...

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

HEREIN, IS ACCEPTED AS TO ITEMS:

XX

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

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.

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.

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.

0003 UPCS-V Inspections

Period of Performance: 04/01/2015 to 03/31/2016

0004 UPCS/UPCS-type/Other Federal Agency Inspections

Period of Performance: 04/01/2015 to 03/31/2016

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

Period of Performance: 04/01/2015 to 03/31/2016

0006 Inspector Training

Period of Performance: 04/01/2015 to 03/31/2016

0007 Inspection Scheduling (all types)

Period of Performance: 04/01/2015 to 03/31/2016

1001 Uniform Physical Condition Standards (UPCS)

Inspections

(Option Line Item)

Period of Performance: 04/01/2016 to 03/31/2017

1002 Housing Quality Standards (HQS) Inspections

(Option Line Item)

Period of Performance: 04/01/2016 to 03/31/2017

1003 UPCS-V Inspections

Continued ...

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

93 2 of

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

3 93

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

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

DU208WP-15-R-0001

(Option Line Item)

Period of Performance: 04/01/2016 to 03/31/2017

1004 UPCS/UPCS-type/Other Federal Agency Inspections

(Option Line Item)

Period of Performance: 04/01/2016 to 03/31/2017

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

(Option Line Item)

Period of Performance: 04/01/2016 to 03/31/2017

1006 Inspector Training

(Option Line Item)

Period of Performance: 04/01/2016 to 03/31/2017

1007 Inspection Scheduling (all types)

(Option Line Item)

Period of Performance: 04/01/2016 to 03/31/2017

2001 Uniform Physical Condition Standards (UPCS)

Inspections

(Option Line Item)

Period of Performance: 04/01/2017 to 03/31/2018

2002 Housing Quality Standards (HQS) Inspections

(Option Line Item)

Period of Performance: 04/01/2017 to 03/31/2018

2003 UPCS-V Inspections

(Option Line Item)

Period of Performance: 04/01/2017 to 03/31/2018

2004 UPCS/UPCS-type/Other Federal Agency Inspections

(Option Line Item)

Period of Performance: 04/01/2017 to 03/31/2018

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)

Period of Performance: 04/01/2017 to 03/31/2018

Continued ...

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

Sponsored by GSA

FAR (48 CFR) 53.110

4 93

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

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

DU208WP-15-R-0001

2006 Inspector Training

(Option Line Item)

Period of Performance: 04/01/2017 to 03/31/2018

2007 Inspection Scheduling (all types)

(Option Line Item)

Period of Performance: 04/01/2017 to 03/31/2018

3001 Uniform Physical Condition Standards (UPCS)

Inspections

(Option Line Item)

Period of Performance: 04/01/2018 to 03/31/2019

3002 Housing Quality Standards (HQS) Inspections

(Option Line Item)

Period of Performance: 04/01/2018 to 03/31/2019

3003 UPCS-V Inspections

(Option Line Item)

Period of Performance: 04/01/2018 to 03/31/2019

3004 UPCS/UPCS-type/Other Federal Agency Inspections

(Option Line Item)

Period of Performance: 04/01/2018 to 03/31/2019

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

(Option Line Item)

Period of Performance: 04/01/2018 to 03/31/2019

3006 Inspector Training

(Option Line Item)

Period of Performance: 04/01/2018 to 03/31/2019

3007 Inspection Scheduling (all types)

(Option Line Item)

Period of Performance: 04/01/2018 to 03/31/2019

4001 Uniform Physical Condition Standards (UPCS)

Inspections

(Option Line Item)

Period of Performance: 04/01/2019 to 03/31/2020

Continued ...

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

5 93

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

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

DU208WP-15-R-0001

4002 Housing Quality Standards (HQS) Inspections

(Option Line Item)

Period of Performance: 04/01/2019 to 03/31/2020

4003 UPCS-V Inspections

(Option Line Item)

Period of Performance: 04/01/2019 to 03/31/2020

4004 UPCS/UPCS-type/Other Federal Agency Inspections

(Option Line Item)

Period of Performance: 04/01/2019 to 03/31/2020

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

(Option Line Item)

Period of Performance: 04/01/2019 to 03/31/2020

4006 Inspector Training

(Option Line Item)

Period of Performance: 04/01/2019 to 03/31/2020

4007 Inspection Scheduling (all types)

(Option Line Item)

Period of Performance: 04/01/2019 to 03/31/2020

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

Description/Specifications starts at

Deliveries or Performance starts at

Contract Administration Data starts at

Contract Clauses starts at

Representations, Certifications, and Other Statements of Bidders starts at

Instructions, Conditions, and Notices to Bidders starts at

Evaluation Factors for Award starts at

Description/Specifications

52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES. (APR 1984)

(a) The use in this solicitation or contract of any Federal Acquisition Regulation (48 CFR Chapter 1) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the clause.

(b) The use in this solicitation or contract of any clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation.

ORDER ISSUANCE

Task orders will be issued on a firm-fixed price lump sum basis as requirements are identified throughout the fiscal year. All task orders will be based on the established rates set forth by performance period in the contract below.

All task orders for the anticipated inspection requirements for the establishment of the IDIQ will be based on the contractor’s estimation of the number of labor hours needed to provide each of service requirements contained in the PWS. Contract Pricing Proposal Format submitted in response to this effort will be used by the Government to determine the reasonableness of contractor pricing for each inspection type and task.

BASE CONTRACT PERIOD

Contract Line Item Number

(CLIN)

Service Requirement

Estimated Quantity

Unit(s) Fixed Unit Price

CLIN 001 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 *See Note 1

CLIN 0006 Inspector Training

NTE

*See Note 1

CLIN 0007 Inspection Scheduling (all types) Month *See Note 1

BASE PERIOD

Option Year 1 CONTRACT PERIOD

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 *See Note 1

CLIN 1006 Inspector Training Month

*See Note 1

CLIN 1007 Inspection Scheduling (all types) Month *See Note 1

OPTION PERIOD 1

Option Year 2 CONTRACT PERIOD

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 *See Note 1

CLIN 2006 Inspector Training Month *See Note 1 CLIN 2007 Inspection Scheduling (all types) Month *See Note 1

OPTION PERIOD 2

Option Year 3 CONTRACT PERIOD

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 *See Note 1

CLIN 3006 Inspector Training Month *See Note 1 CLIN 3007 Inspection Scheduling (all types) Month *See Note 1

OPTION PERIOD 3

Option Year 4 CONTRACT PERIOD

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 *See Note 1

CLIN 4006 Inspector Training Month *See Note 1 CLIN 4007 Inspection Scheduling (all types) Month *See Note 1

OPTION PERIOD 4

* Note 1: Cost will be established for each task order.

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 Real Estate Assessment Center (REAC) is a sub-agency 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 Housing Quality Standard (HQS) inspections, Uniform Physical Condition Standards (UPCS) inspections, UPCS-Type inspections, Physical Needs Assessment (PNA) inspections or Capital Needs inspections (CNA), and other federal agency physical housing inspections, including but not limited to United States Department of Agriculture (USDA) physical inspections, Internal Revenue Service (IRS) physical inspections, and Federal Housing Administration (FHA) Minimum Housing Standards inspections to support 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: In FY2013, it was determined that contract services would be required to schedule and complete different types of inspections at numerous properties in the United States (U.S.) and in U.S. territories to support REAC’s Physical Assessment Subsystem (PASS). 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 UPCS-certified inspectors conduct accurate, reliable, and replicable inspections in full compliance with established UPCS inspection protocol.

REAC leads a number of efforts toward the Department’s commitment that HUD-assisted and HUD-insured housing is decent, safe, sanitary, and in good repair. During Calendar Year (CY) 2014, REAC, through its proxy, is conducting quality control (QC) inspections of Section 8 housing stock;

collecting QC inspection data; and providing results to public housing authorities (PHAs), field offices, and program offices. During this time, REAC is also establishing and implementing a standardized inspection protocol for HCV units that is more consistent with the UPCS used to assess the physical condition of public housing (PH) properties. This effort stems from the FY2011 Delivering Together Initiative, which sought to enhance customer service by reducing PHA burdens while improving HUD’s PHA oversight. REAC is also eliminating duplicative physical inspections for property owners inspected by more than one federal program under the auspices of the Physical Inspection Alignment Initiative.

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 inspection divisions will be supported with Task Orders for the successful completion of HQS inspection/inspection reviews of HCV units; UPCS inspections of PHA and multi-family MF properties; inspections using UPCS-Type inspections for Vouchers; PNA/CNA inspections; USDA required physical inspection standards; IRS required physical inspection standards;

and Quality Assurance (QA) inspections.

1.4 Description of Services: The Contractor(s) shall utilize an electronic system and data collection device to perform the following types of inspections: independent full physical inspections of properties, concurrent quality assurance inspections simultaneously with another inspector representing a property or other organization, or quality assurance reviews of previously completed inspections conducted by a different inspector. The Contractor(s) will be responsible for all aspects of the inspection lifecycle.

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 use an electronic data capturing device to conduct physical inspections or inspection reviews. The Contractor(s) shall develop and have in place a continuous quality improvement program that includes ongoing reviews of the contractor(s)’ inspectors and a QC review of all inspections prior to submittal to HUD.

The contractor(s) shall focus on the accuracy of the inspection and document any deficiencies. The contractor shall utilize the inspection protocol and capture digital images that are time stamped and embedded in the deliverable. The Contractor shall possess and sustain the capacity to provide scheduling and other required information to HUD through an interface with REAC; provide all required inspection data and photographic images using industry standard protocols and formats. The Contractor shall interface with PASS Secure Systems, as necessary.

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 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/are responsible for providing services between the hours of 8:00 am to 4:30 pm, Monday through Friday, except Federal holidays 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 at 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. All travel costs associated with the performance of this contract are to be included in the inspection price. 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 meets all initial qualifications and has successfully completed the all HUD-required training requirements for the type of inspections to be performed.

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 inspection staff.

Collaborative Quality Assurance (CQA) Review a QA inspector accompanies the inspector of record during 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 quality assurance 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.

Physical Needs Assessment is an assessment of the long term physical needs of property based upon an evaluation of the age and condition of the major capital components of the 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

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. Government Accountability 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

ACRONYM

DEFINITION

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

PNA Physical Needs Assessment

PCAS Project Cost Accounting System

PDF Portable Document Format

PHA Public Housing Agency

PIH Public and Indian Housing

PIV Personal Identity Verification

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

ACRONYM

DEFINITION

UPCS-V Uniform Physical Condition Standards for Vouchers

USDA United States Department of Agriculture

U.S. United States

U.S.C. United States Code

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 or its successor.

b. For HQS inspections, the contractor shall be conversant with applicable Federal standards and approaches outlined in both the Form HUD-52580 Inspection Checklist Housing Choice Voucher Program (03/2001) and Form HUD-52580-A Inspection Form Housing Choice Voucher Program (09/2000), or any successor forms published by HUD. 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 properties of any type. The current version of the UPCS standards can be found at http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/reac/products/prodpass/dcd4 .0

d. The contractor shall be conversant with all UPCS-associated HUD Inspector Notices and Inspector Guides.

e. The contractor shall be conversant with all PNA- associated HUD Inspector Notice, Inspector Guides, and proposed rules. Information about the rule and the text of the proposed rule can be found at our webpage:

http://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/programs/ph/capfund/physica lassessment

f. HUD will provide detailed requirements and guidance for all inspections Other Federal Agency Type Inspections.

C-3 GOVERNMENT FURNISHED ITEMS AND SERVICES

3.1 Inspections/Inspection Reviews: The contractor may receive from HUD the following information:

a. HUD provided software/configuration requirements for legacy UPCS inspections.

b. HUD provided software/configuration requirements for UPCS-Type

c. HUD provided software/configuration requirements for PNA/CNA inspections.

d. HUD provided software/configuration requirements for legacy HQS inspections.

e. HUD provided software/configuration requirements for Other Federal Agency Type Inspections.

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

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

h. For each inspector, a HUD-assigned identification number, obtained from the following self-registration link: https://hudapps.hud.gov/public/wass/public/independent/indreg_page.jsp

3.2 Training

a. The Government will provide a one-time, initial training to each contractor in the requirements under this contract and in each of the following inspection protocols as outlined below:

b. Federal HQS inspections and HQS QA inspection reviews;

c. UPCS Phase I classroom training for physical inspection/inspection review protocols and the use of the PASS;

d. UPCS Phase II training, evaluation and certification;

e. UPCS QA Inspector training;

f. The Government will provide training in the use of UPCS-Type, PNA/CNA, and other

Federal Agency-Type inspection standards prior to the first task order requiring these types of inspections.

g. The Government will provide updates of policy/protocol changes, for integration into the Contractor’s training program.

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 (laptop, tablet, or smartphone as applicable) 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 $5,000,000 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 personnel, including subcontractor personnel, who conduct inspections, meet the following special qualifications prior to conducting an inspection under this contract:

a. High school education or equivalent.

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

c. Possess general computer skills, including familiarity with Windows and mobile-based software and the ability to use an appropriate data collection device.

d. Have completed a minimum of fifty (50) physical inspection as the primary inspector of record to determine compliance with housing infrastructure, systems, and construction standards at any of the following property types: HUD Public Housing properties, HUD Housing Choice Voucher properties, HUD Multifamily Properties, HUD HOME properties, other non-HUD single family or multifamily real estate properties, commercial facilities, or medical care facilities.

e. Ability to read, interpret, and understand written physical condition standards, which may include local codes, Federal Housing Quality Standard (HQS), and Uniform Physical Condition Standards (UPCS), and other standards established by HUD.

f. Undergo and pass a criminal background check. The background check must demonstrate that the inspector has no convictions or pending criminal charges that would render the worker unsuitable for the type of services to be performed under this contract.

g. Not be subject to a lifetime registration requirement under any state’s sex offender registration program.

4.4 Conflicts of Interest

a. Some agencies employ and/or contract for HQS and UPCS inspections or inspection-related services. If the contractor or subcontractor has an existing contract with the property to perform inspections, inspection-related services, training services, consulting services, or has had such a contract within the previous 24 months, the contractor or subcontractor shall be prohibited from performing inspections at this property

b. If an individual inspector has inspected a given property within the previous 24 months for any company or agency, other than as a UPCS-certified inspector performing a REAC UPCS inspection, then that inspector cannot conduct the inspection of the property under this contract.

4.5 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). The contractor must have or be able to acquire the following IT capabilities prior to the award of this contract:

a. Maintain schedule data, including at a minimum the address of properties to be inspected, planned time of inspection, and proposed inspector of record, updated at least daily, in a web-based system to which HUD will have read access.

b. Maintain in a web-based system to which HUD will have read access, a log of all correspondence with PHAs, properties, tenants, or owners about the scheduling or conducting of inspections under this contract.

c. Capability to conduct an electronic HQS or UPCS-type inspection, with photos using a phone, tablet, or laptop based data collection device, and submit the results of the inspection in a HUD-specified format to REAC.

d. Ability to update or modify above systems at no cost to the Government in response to changed business, regulatory, or statutory requirements.

4.6 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. The data collected may not be used without the express written consent of the Government.

4.7 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.

4.8 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.

4.9 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.

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

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 prior to the inspector conducting an inspection of the type stated in the task order.

a. The Contractor(s) shall ensure completion of any on-line training required or provided by HUD to gain familiarity with HUD’s protocols and tools.

b. The contractor(s) shall provide initial training to its inspectors, which includes a detailed overview and information about professional conduct, inspection protocols, standards, defect definitions, quality assurance, and use of the appropriate software. For Physical Needs Assessment, training shall include additional elements of identification of capital components, quantification and description of capital components, remaining useful life assessment of capital components,

c. The contractor(s) shall facilitate and administer written and field 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.

i. All tests and answer keys must be approved in advance by HUD and are subject to periodic review.

d. The contractor(s) shall possess and maintain a continuous learning processes and ongoing training curriculum for its inspectors that shall be approved by HUD.

e. The contractor(s) shall provide advanced training to a subset of HUD-approved inspectors in the use of the Collaborative Quality Assurance Review (CQA) protocols.

f. 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:

i. Certified REAC Contract Inspector in HQS and/or UPCS Type Inspections. This inspector has successfully completed all required training steps described above in one or both of the two standards. The inspector must have the proper type of certification and appear on the list of certified inspectors prior to conducting an inspection of that type.

ii. 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 training. Successful completion of this training allows the contract inspector to conduct quality assurance reviews of other inspectors.

g. For PNA/CNA Inspections, the following additional qualifications are required to which the contractor may self-certify:

i. The PNA/CNA provider(s) shall be experienced in the performance of residential building assessment including building systems, health and safety conditions, physical and structural conditions, cost estimating, and building modernization. The PNA/CNA provider(s) shall have knowledge of energy efficiency and green capital upgrade and construction practices.

ii. 5 years or more of direct experience in physical facility inspection and/or assessment;

iii. 5 years or more of direct experience in cost estimating;

iv. Knowledge of applicable building standards and codes, including federal, state, and local requirements as demonstrated by experience, training, or certifications;

v. Knowledge of energy conservation and energy efficiency and green capital upgrade and construction practices, as demonstrated by experience, training, or certifications;

vi. Working knowledge of commonly used computer technology and software.

h. The contractor(s) shall provide HUD an initial report of inspectors and their qualifications that includes as a minimum: Inspector Name, contractor supplied ID Number, HUD ID number, type of training completed, and completion date. As this list changes, updates shall be provided to HUD within two (2) business days of an inspector being suspended, decertified, or otherwise removed from this contract; and for new inspectors at least two weeks prior to their first inspection under this contract.

5.2 Scheduling

5.2.1 UPCS/UPCS-Type/Other Federal Agency Inspections. The following shall be used for all UPCS/UPCS-Type inspections/Other Federal Agency inspection reviews:

a. The contractor shall schedule inspections 4 weeks in advance.

b. The inspector shall negotiate 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’s designated representative.

c. Inspector shall update inspection schedule in REAC systems within one business day of scheduling inspection with property representative.

d. Any changes to the scheduled date of the inspection must be updated in the online system within one business day of the change.

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

f. Prior to arriving for the 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.

g. 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.

h. For legacy UPCS inspections using HUD REAC’s DCD software:

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

ii. Monitor scheduled inspections and update the schedule in PASS, as necessary

i. For UPCS-Type inspections using the contractor’s inspection software

i. The contractor shall retrieve and load the property information, including the inspection type, the property address, planned inspection time and date, planned inspector’s HUD ID, and inspection status (e.g. scheduled, completed – successful, completed – unsuccessful, no show, rescheduled).

ii. Any changes to the scheduled date of the inspection must be updated in the online system within one business day of the change.

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

a. The contractor shall schedule inspections 4 weeks in advance.

b. The contractor shall receive a list from HUD of HCV properties to be inspected or the number of concurrent HQS QA reviews to be conducted.

c. The contractor shall contact each PHA’s property representative to verify the properties are still…