PWS_On-lineElectronicPolicyPlatform1.doc

Performance Work Statement (PWS)

On-line Electronic Policy Platform

08/01/2018

Version 1.0 4Vision Statement

1 General Information

1.1 Introduction

1.2 Background

1.3 Constraints

1.4 Description of Services

1.5 Non-Personal Services

1.6 Period of Performance

1.7 Place of Performance

1.8 Hours of Operation

1.9 Special Qualifications

1.10 Post Award/Kickoff Conference

1.11 Status Meetings

1.12 Contractor Travel

1.13 Transition In

1.14 Transition Out

2 Definitions and Acronyms

2.1 Definitions

2.2 Acronyms

3 Government-Furnished Property and Services

3.1 Government Services

3.2 Facilities

3.3 Equipment

3.4 Materials

3.5 Quality Assurance (QA)

4 Contractor-Furnished Items and Services

4.1 Facilities

4.2 Equipment

4.3 Material

4.4 Contractor Responsibilities

4.5 Contractor Personnel

4.6 Identification of Contractor Employees

4.7 Quality Control

4.7.1 Quality Control Plan

5 Specific Tasks

5.1 Task 1: Online Electronic Policy Platform.

5.2 Task 2: Training.

5.3 Task 3: Project Management.

6 Deliverables

6.1 Quality Control Plan

6.2 Acceptance Criteria

7 Performance Requirements Summary 8 Related Documents

Performance Work Statement (PWS) On-line Electronic Policy Platform Vision Statement

On-line electronic policy platform that allows HUD to maintain resources in a manner which is consistent with other large mortgage industry counterparts, using a similar format, language and presentation of materials.

1 General Information

1.1 Introduction

The Department of Housing & Urban Development (HUD)/Single Family Office is seeking contractor support services to provide an online electronic policy platform for presenting the Federal Housing Administration (FHA) policies. This platform shall allow HUD to maintain resources in a manner which is consistent with other large mortgage industry players, using a similar format, language, and presentation of materials. Services include providing an online policy platform, training, and project management.

1.2 Background

The Department of Housing and Urban Development (HUD), Federal Housing Administration, creates affordable homeownership opportunities through FHA-insured mortgages offered by FHA-approved lenders. FHA insures these lenders against losses from mortgages and home improvement loans underwritten in accordance with FHA guidelines.

FHA conveys policy and guidance on its insurance programs to industry partners via workshops, conferences, policy documents, teleconferences, handbooks and guides. FHA industry partners are individuals and entities involved in different sectors of the housing market. They include FHA-approved lenders, appraisers, homebuyers, homeowners, inspectors, counseling agencies, local governments, homebuilders, non-profit agencies, brokers and real estate agents.

FHA currently disseminates policy through HUDCLIPS (HUD's Client Information Policy Systems) website to communicate numerous policy artifacts that SFH utilizes to communicate policy and information to stakeholders. HUDCLIPS website is located at www.hud.gov. FHA communicates new or revised policy using the FHA listserv email list and posting documents in HUDCLIPS. FHA also communicates via the FAQ website, the SFH homepage, and with press releases containing hyperlinks to the updated policy.

1.3 Constraints

The services identified in this PWS will adhere to the rules, regulations, laws, standards, and conventions identified by HUD as well as within the Federal Government. Constraints include the following: Handbook 4000.1 Single Family Housing Policy

1.4 Description of Services

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and non-personal services necessary to perform the standards of this contract. Services include:

- An Online Platform for displaying FHA policies

- Training

- Project Management

Detailed descriptions of specific tasks are provided in Section 5 - Specific Tasks and Deliverables

1.5 Non-Personal Services

The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services.

If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (CO) immediately. These services shall not be used to perform work of a policy, decision making, or management nature, i.e. inherently Government functions. All decisions relative to programs supported by the Contactor shall be the sole responsibility of the Government.

1.6 Period of Performance

The performance period shall be for one 12-month base year and four 12-month option years for a total 60 months.

1.7 Place of Performance

The services to be performed under this contract shall be performed at the Contractors site.

1.8 Hours of Operation

The Contractor is responsible for providing services between the hours of 8:00am - 6:00pm Monday thru Friday except for 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 (40) hour work week and a typical workday will be 8 hours each day Monday through Friday. The Government reserves the right to change hours of operation or restrict contractor access. Work outside of these daily hours is prohibited without Contracting Officer approval. Government agencies will not be available during scheduled holidays, inclement weather, weekends, and after duty hours.

The Contractor shall 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.

1.9 Special Qualifications

N/A

1.10 Post Award/Kickoff Conference

The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Government intends to convene a Post Award Conference with the Contractor within ten business days after contract award. The Contracting Officer will notify the Contractor of the specific date, location, and agenda within five business days after contract award.

1.11 Status Meetings

The Contracting Officer, 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 Officer will apprise the Contractor of how the Government views the Contractor's performance or progress of the requirement. The Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. Post Award Conference and subsequent meetings may be held via teleconference.

1.12 Contractor Travel

Prior to travel, the Contractor shall coordinate with and receive Government authorization from the GTR for all travel. Reimbursement of travel costs will be in accordance with the Federal Travel Regulation and in accordance with FAR 31.205-46. The Contractor shall travel using the lower cost mode transportation commensurate with the mission requirements. When necessary to use air travel, the Contractor shall use the tourist class, economy class or similar lodging accommodations to the extent they are available and commensurate with the mission requirements. HUD will not reimburse Contractor's local travel. Local travel is defined as travel within fifty (50) miles of Washington, DC. All other travel will be reimbursed on a cost reimbursable basis; no profit or fee will be paid.

1.13 Transition In

The Contractor shall, upon the Contracting Officer's written notice, furnish Transition-In services as required. As a successor, the Contractor shall have sufficient personnel on board during the 60 day Transition-In period to ensure a smooth transition with the incumbent Contractor. The Contractor shall provide an orderly transition of work acceptance and accomplishment such that any impact to the program is minimized. During the Transition-In period, the Contractor shall become familiar with the requirements in order to commence full performance of services by the end of the contract Transition-In period. Transition-In is not required if the successor Contractor is the incumbent Contractor.

1.14 Transition Out

To minimize any decrease in productivity and to prevent possible negative impacts on additional services, the Contractor shall have sufficient personnel on board during the 60 day Transition-Out period. The incumbent Contractor shall ensure a smooth transition with the successor Contractor during the Transition-Out period, prior to completion of contractual performance. The incumbent Contractor shall aid the successor in the development of plans, procedures, and methods for the assumption of all on going work. The Contractor shall provide an orderly transition of work acceptance and accomplishment, such that full control by the successor Contractor is achieved by the end of the new contract Transition-In period.

2 Definitions and Acronyms

2.1 Definitions

Business/Work Days - Every official work day of the week which are days between and including Monday to Friday. This does not include public holidays and weekends.

Calendar Day - Any day of the week.

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

Contracting Officer (CO) - A person with authority to enter 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 Monitor (GTM) - An individual designated by the Contracting Officer to assist in providing technical direction and monitoring performance under the contract.

Government Technical Representative (GTR ) - An employee of the U.S. Government appointed by the Contracting Officer to perform contract administration activities in regard to technical issues. This individual has authority to provide technical direction to the Contractor as long as direction is within the scope of the contract, does not constitute a change and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Performance Requirements Summary (PRS) - A listing of the performance requirements under the contract that are to be evaluated by the Government on a regular basis, performance indicators for these requirements, performance standards for these requirement and surveillance methods to be used to determine if performance standards are met.

Performance Standard - The Contractor's performance level required by the Government.

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

Physical Security - Actions that prevent the loss or damage of Government property.

Quality Assurance (QA) - Policies and procedures adopted by the Government to ensure that supplies and services acquired under Government contracts conform to the contracts quality requirements.

Quality Assurance Surveillance Plan (QASP) - A plan describing how the agency will survey, observe, test, sample, evaluate and document the Contractor's performance in meeting critical performance standards identified in the contract.

Quality Control (QC) - All necessary measures taken by the Contractor to assure that the quality of an end product of service shall meet contract requirements.

Service Contract - A contract that directly engages the time and effort of a Contractor whose primary purpose is to perform an identifiable task rather than to furnish an end item of supply.

Subcontractor - Any person , other than the prime Contractor, who offers to furnish or furnishes any supplies, material, equipment, or services of any kind under a prime contract or a subcontract entered into in connection with such prime contract, and any person who offers to furnish or furnishes general supplies to the prime contractor or a higher tier subcontractor. The Government does not have privity of contract with a subcontractor.

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms

AQL - Acceptable Quality Level

ARAMS - Automated Renewal and Amendment System

BAA - Business Area Analysis Study

CBT - Computer-Based Training

CCB - Change Control Board

CCMB - Configuration Change Management Board

CMMI - Capability Maturity Model Integration

CFO or OCFO - Office of the Chief Financial Officer of HUD

CFR - Code of Federal Regulations

CIO or OCIO - Office of the Chief Information Officer of HUD

CO - Contracting Officer

COR - Contracting Officer Representative

COTS - Commercial Off-the-Shelf

CPO - Office of the Chief Procurement Officer of HUD

EST - Eastern Standard Time (U.S.)

ETC - Estimate to Completion

GAO - U.S. General Accounting Office

GTM - Government Technical Monitor

GTR - Government Technical Representative

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

HUDAR - HUD Acquisition Regulation

HUD/ISG - Internet Services Group within the Telecom Processing Division

HUD Web - HUDs Intranet Web Site and related WEB pages.

IG or OIG - Inspector General (Office of)

IT - Information Technology

IV&V - Independent Validation and Verification

LOOCS - Line of Credit Control System

OCPO - Office of the Chief Procurement Officer

OIG - Office of Inspector General

OMB - Office of Management and Budget

PL Public Law

PM - Project Manager

POC - Point of Contact

PPM - Project Planning and Management

QA - Quality Assurance

QASP - Quality Assurance Surveillance Plan

QCP - Quality Control Plan

SF - Standard Form

TBD - To be determined

U.S.C - United States Code

3 Government-Furnished Property and Services

The Contractor shall ensure accurate control and accountability of all Government-Furnished Property in accordance with the terms and conditions of this contract. The Government will furnish, at no cost to the Contractor, the GFP shown below.

3.1 Government Services

The Government will provide no government services.

3.2 Facilities

The Government will provide no facilities.

3.3 Equipment

The Government will provide no equipment.

3.4 Materials

The Government will provide FHA Single Family Housing policies, to include, but not limited to, FHA Single Family Housing Policy Handbook, FHA Mortgagee Letters, FAQs, Housing Notices, and other statutory, regulatory and guidance references and documents. The Government will provide documents in electronic format for use in the development and delivery of tasks as identified in the contract. All materials will remain the property of the Government and will be returned to the COR upon request or at the end of the contract period.

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

3.5 Quality Assurance (QA)

The Government shall evaluate the Contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable quality level.

4 Contractor-Furnished Items and Services

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

4.1 Facilities

The contractor shall furnish all necessary facilities.

4.2 Equipment

The contractor shall furnish all necessary equipment.

4.3 Material

The contractor shall furnish all materials required to perform the work under this contract that are not listed under 3.4 Materials.

4.4 Contractor Responsibilities

The Contractor shall only conduct business with designated Government personnel listed as points of contact (POCs). Names of authorized personnel shall be provided to the Contractor by the Government, in writing, and updated as necessary throughout the contract period.

U.S. Government records, copies of original results and reports, verified original data, corrected data and corrected supporting final reports which are maintained by the Contractor remain the property of the U.S. Government. These files/results must be surrendered to the GTR.

4.5 Contractor Personnel

The Contractor shall provide a Contract/Project Manager who shall be responsible for the performance of work. An alternate shall also be designated to act in the absence of the Contract/Project Manager. These Contractor personnel (main point of contact and alternate point of contact) are considered Key Personnel by the Government and shall be listed as such in accordance with HUDAR 2452.237-70, "Key Personnel. The Contract/Project Manager and alternate shall have full authority to act on all contact matters relating to daily operations of this contract. Accordingly, at a minimum, the points of contact shall have the technical knowledge of the requirement and be in the position to actually receive assignment, guidance, and direction from the 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 points of contact shall each be an employee of the Contractor. An employee of a subcontractor is not acceptable for either of these positions. The Contract/Project Manager or alternate shall be available between the hours of 8:00am to 4:30pm Monday through Friday EST, except Federal Holidays or when the Government facility is closed for administrative reasons.

4.6 Identification of Contractor Employees

All Contractor/subcontractor personnel shall wear company picture identification badges as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone, or via electronic mail, Contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation. Where practicable, Contractor/subcontractors occupying collocated space with their Government program customer shall identify their work space area with their name and company affiliation, or at a minimum, "Contractor" after name.

4.7 Quality Control

The Contractor shall establish and maintain a complete quality control program that shall ensure services are performed in accordance with this contract. The Contractor shall develop and implement procedures to identify, prevent, and ensure non reoccurrence of defective services. The Contractor's quality control program is the means by which he assures himself that his work complies with the requirements of the contract. The Contractor shall provide the associated Quality Control Plan to the Government as directed.

4.7.1 Quality Control Plan

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

5 Specific Tasks

5.1 Task 1: Online Electronic Policy Platform.

The Contractor shall provide an established, commercial, electronic policy platform service and maintain FHA's online resources in a manner that is consistent and compatible with electronic policy platforms in use by commercial entities such as housing industry participants. This platform will serve as a comprehensive online database consisting of FHA Single Family policies, with links to other references and guidance, to include FHA Mortgagee Letters, Frequently Asked Questions (FAQs), Housing Notices, and other statutory, regulatory and guidance references and documents. The Contractor shall provide a platform with the capability to do the following:

- provide 24/7 access to posted content (policy documents, information, forms, exhibits etc.).

- index online documents.

- view archived content, current content, and content that will be effective at some future date.

- post and update content within one business day.

- display content through web links.

- maintain links to both superseded and current content.

- support simultaneous searches and content views while enforcing document security.

- contain a dynamic search engine that can search by keyword, synonym, exact phrase, any/all content, and similar content. As part of the search feature, the platform shall

- allow quick identification of pertinent sections with all of the relevant text highlighted for the user.

- allow access to a comprehensive library of mortgage-related forms.

- email updates or other content to interested parties and/or selected groups, export content in a format that would permit a user to manipulate the text such as Microsoft Word, Excel or PowerPoint.

Performance Standards

a) Standard: Provide 24/7 access to the Online Electronic Policy Platform

AQL: 95% of the time there is access to the Online Electronic Policy Platform

b) Standard: Post content within one business day.

AQL: 95% of the time content is posted within one business day.

c) Standard: Maintain all previous versions of content in an accessible archive.

AQL: 95% of the time there is access to all archived versions.

5.2 Task 2: Training.

The Contractor shall provide training to government employees on the use of and features of the platform at the time of launch and no less than every six months thereafter. The format for training may be web-based. The Contractor shall report training progress in the monthly status report.

Performance Standards

a) Standard: Provide daily access to web-based training on the use of the Electronic Policy Platform for all users.

AQL: 95% of the time there is access to the web-based training.

5.3 Task 3: Project Management.

The Contractor shall perform project management activities to support the overall management of this contract to include status report meetings and contingency preparedness.

5.3.1 Administrative Reporting Requirements.

The Contractor shall submit to the COR a monthly status report by the fifth calendar day of each month. The Contractor shall provide a report that must, at a minimum, contain a summary page reflecting the period of reporting, a listing of all work in process, all work completed since the last reporting period as well as total work completed during contract period and dates of completion and work to be completed with an estimated date of completion.

The Contractor shall track and analyze key performance metrics in the monthly status report. Key performance metrics include number of views, commonly searched terms, time spent per visit, and navigation.

The Contractor shall submit to the COR a monthly status report by the fifth calendar day of each month. The Contractor shall provide a report that must, at a minimum, contain a summary page reflecting the period of reporting. A listing of all work in process, all work completed since the last reporting period as well as total work completed during contract period and dates of completion and work to be completed with an estimated date of completion.

The Contractor shall track and analyze key performance metrics in the monthly status report. Key performance metrics include number of views, commonly searched terms, time spent per visit, and navigation.

The Contractor shall provide a change log to easily locate and document changes to include when the change occurred and what policy artifact changed. The Contractor shall include this information in the monthly status report.

The Contractor shall deliver the report to the COR via email as a Microsoft Word document. The report shall include the following information:

- An Executive Summary

- Progress from the previous period

- Pending Deliverables

- Program Challenges

- Status of Previous Program Challenges

- Planned Accomplishments for the next report

- Areas of Concern with Proposed Solutions

- Change log

- Performance metrics

Performance Standards

a) Standard: A monthly status report shall be submitted to the COR by the 5th business day of the next month.

AQL: Monthly status report must be received no later than the 7th business day of the next month.

6 Deliverables

The Contractor shall complete all work and submit all deliverables as specified herein. The Government reserves the right to make changes to delivery dates.

6.1 Quality Control Plan

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

6.2 Acceptance Criteria

Acceptance of all deliverables shall be submitted in a draft format agreed upon by the Contractor and the Government. Upon review and acceptance by the Government, the Contractor shall address all Government comments and submit final deliverable within five (5) business days of the Government notification.

7 Performance Requirements Summary

The summary chart below lists the contract's primary requirements, the associated performance standards, the expected target performance, and the methods of surveillance. While some contract requirements may not be listed in the chart below, requirements not appearing on the PRS chart do not negate the Contractor's obligation to perform all requirements as specified in the contract. Additionally, HUD reserves all rights and remedies under the provisions and clauses of the contract when performance of any contract requirement, whether or not listed below, is unacceptable.

HUD will develop a Quality Assurance Surveillance Plan to be used to provide contract oversight. In conjunction with the Contractor's Quality Control Plan and various other methods of assessing performance, the GTR and GTM may perform on-site reviews and/or other types of verification to determine that the specified target performance requirements have been met.

Regular review of Contractor performance is critical to the overall success of the contract. On a monthly basis, the GTR will evaluate the quality of the product or services.

8 Related Documents

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