Manufactured Housing Monitoring Services - IPIA & SAA

In-Plant Primary Inspection Agencies (IPIA) and State Administrative Agencies (SAA) THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a request for offers, quotes or proposals. This notice does not represent a commitment by the Government to issue a solicitation or award a contract. This is a market research tool only to determine the capability of potential sources. The U.S. Department of Housing and Urban Development (HUD) is contemplating establishing a contract under the following NAICS and PSC Codes: NAICS Code 541350 Building Inspection Services - Small Business Standard is $7.5M PSC Code R425, Support- Professional: Engineering/Technical Contractor services are needed to assist HUD in performing monitoring and inspection services of the In-Plant Primary Inspection Agencies (IPIA) and State Administrative Agencies (SAA) as established under the National Manufacturing Housing Construction & Safety Act of 1974. Monitoring and inspection services include performing assessment inspections, monitoring and enforcement of the private and state agents of HUD responsible for oversight of design and construction of manufactured housing and is issuing this Request for Information (RFI) in order to solicit responses from capable sources and capability statements to ensure sufficient competition exists to meet the government's requirements. Please review the draft performance work statement (PWS) and provide your feedback to Jerl Traylor at ManufacturedHousingMonitoringServices@hud.gov. HUD is contemplating acquiring the following services: HUD is seeking a Contractor to perform inspections, assessments, and monitoring of the private and state agents of HUD responsible for the oversight of the construction, inspection, and oversight of quality assurance programs of manufactured housing (IPIA functions) as well as enforcement of notification and correction campaigns and related recordkeeping pursuant to Subpart I of the Regulations (SAA functions). The monitoring and inspection services shall include: - Management and Administration - IPIA monitoring audits and assessments - SAA monitoring audits and assessments - Ancillary Services including special investigations, regulatory specialist services, and other administrative and technical support BACKGROUND The National Manufactured Housing Construction and Safety Standards Act of 1974 (the Act), implemented in June 1976, established the framework for HUD's development and implementation of the federally preemptive manufactured housing construction program. The Act, as amended by the Manufactured Housing Improvement Act of 2000 sets forth authority for HUD to: - Develop and enforce federal manufactured housing construction and safety standards, - Establish a Manufactured Housing Consensus Committee to make recommendations on new or revised construction and safety standards through an administering organization, - Establish a dispute resolution program, administered through contracted assistance; and - Mandates implementation of an installation program administered by qualifying state agencies or by HUD. Through the Department of Housing and Urban Developments (HUD's) Office of Manufactured Housing Programs (OMHP), unsubsidized affordable housing is available for many families who might otherwise not be able to afford home ownership. Approximately eight (8) million manufactured homes have been built under HUD's Manufactured Housing Construction and Safety Standards Program since 1976. About 50 companies produce manufactured housing in 129 plants (production lines) with current production of about 100,000 floors per federal fiscal year. HUD administers the program, supported by agreements with SAAs and various contractors. HUD also uses the services of an administering organization to support the Manufactured Housing Consensus Committee; a committee that provides recommendations to the Secretary of HUD to adopt and revise certain standards and regulations. In addition to SAAs and HUD's contractors there are currently six (6) DAPIAs and fourteen (14) IPIAs, both public and private, approved by HUD to conduct design review and in-plant surveillance, respectively. Nine (9) of the fourteen (14) active HUD-approved agencies are units of State government and the remaining five (5) are private for-profit corporations. All designs and design changes must be approved by a manufacturers DAPIA that also approves each plants quality assurance manual. The DAPIA is responsible to ensure that designs conform to the requirements of the Standards and incorporate acceptable engineering practices. Each manufacturer must also obtain the services of an IPIA. The IPIA must determine that the plants under its purview are capable of producing homes in conformance with the Standards on a continual basis and issue a certification. After the certification, the IPIA is responsible to monitor the implementation and effectiveness of the manufacturers quality control program through surveillance and inspections of each home at some stage of production. If the IPIA is satisfied, it may issue the HUD-required certification labels that are attached to each section of each home upon completion. Combined, the IPIAs certify and provide ongoing surveillance at all active manufacturing plants. Each SAA with manufacturers in state have responsibilities to approve and monitor manufacturer systems for compliance with 24 CFR Part 3283 Subpart I in addition to responsibilities for handling consumer complaints. Each SAA without manufacturers in state have responsibilities for handling consumer complaints (i.e. forwarding complaints to the manufacturer and to the SAA in the state of manufacturer, and or HUD if there is no SAA. The contractor is responsible to audit IPIA performance and SAA performance with an outcome of each assessment resulting in a determination as to whether the IPIA and SAA is fulfilling all the regulatory responsibilities and is meeting HUD's expectations. DEFINITIONS Design Approval Inspection Agency (DAPIA) In-Plant Primary Inspection Agency (IPIA) State Administrative Agency (SAA) Other definitions can be found in the Performance Work Statement. GENERAL DESCRIPTION OF WORK A copy of the draft Performance Work Statement is attached. HUD is seeking a Contractor to perform inspections, assessments, and monitoring of the private and state agents of HUD responsible for the oversight of the construction, inspection, and oversight of quality assurance programs of manufactured housing (IPIA functions) as well as enforcement of notification and correction campaigns and related recordkeeping pursuant to Subpart I of the Regulations (SAA functions). The monitoring and inspection services shall include: - Management and Administration - IPIA monitoring audits and assessments - SAA monitoring audits and assessments - Ancillary Services including special investigations, regulatory specialist services, and other administrative and technical support Below are the deliverables. Detailed descriptions of the deliverables can be found in the draft PWS. Number Name Frequency Quantity A001 Final Transition Plan once 1 A002 Annual Management Work Plan once 1 A003 Operating Procedures once 1 A004 Monthly Activity and Information Report monthly 12 A005 Data Management and Written Security Plan once 1 A006 Roster of State Personnel once 1 A007 Preliminary In-Plant Audit Reports Per In-Plant Audit 179 A008 Final In-Plant Audit Reports Per In-Plant Audit 179 A009 Dispute Report Per Disputed Issue 12 A010 Plant-Specific POCA Review Report Per Plant POCA 30 A011 Post Production Site Inspection Report Per Inspection 20 A012 IPIA Performance Report (IPR) Per IPIA 20 A013 IPR POCA Review Report Per IPR 20 A014 Special IPIA HQ/Plant Visit Report Per Special Visit 2 A015 Certification Label Reports monthly 12 A016 State Payment Invoices Monthly per SAA 12 A017 in-Person SMA Reports Per SAA with plants 22 A018 Remote SMA Report Per SAA without plants 13 A019 SMA POCA Review Report Per SAA 35 A020 Post Production Audit Report Per Audit 15 A021 Record Review Report Per Record Review 16 A022 Record Review POCA Review Report Per Record Review 16 A023 State Plan Review Report Per State Plan Submission 3 A024 AC/SC Inspection Report Per Inspection 15 A025 Special Investigation Report Per Investigation 4 A026 FOIA Documentation once 2 A027 New PIA Application Review Report once 1 A028 Technical Meeting Materials Per Meeting 4 A029 Information Exchange Materials Per Exchange 4 A030 Internet Materials Semi Annually 2 A031 Coordination Meeting Minutes Per Quarterly Meeting 4 A032 Ad Hoc Report Per Ad Hoc Request 6 SPECIAL QUALIFICATIONS The Contractor is responsible for ensuring all employees conducting system analysis and compliance assurance possess and maintain current professional certification in accordance with ASTM E-541 during the execution of this contract. All compliance assurance auditors in a lead or primary auditor position are to be certified as quality auditors or quality engineers by the American Society of Quality (ASQ). CONTEMPLATED PERFORMANCE METRICS Performance Requirement Summary: Statements Standards/AQLs Incentive/Remedy 5.1 Management and Administration 5.1.1 Final Transition Plan 5.1.2 Annual Management Work Plan a) Timeliness - Draft plan submitted within 10 days after contract award. Option year plans submitted at least 30 days prior to expiration of option period. AQL: Zero deviation b) Completeness - Plan addresses 100% of contract Tasks, Subtasks, resources, and deliverables. AQL: Zero deviation 10% of Invoice CLIN for late delivery. 5.1.3 Operating Procedures a) Timeliness - Draft procedures submitted within 30 days of contract award. Updated procedures provided within 10 business days before the start of each option period. AQL: Zero deviation b) Completeness - The procedures address all auditing activities included in the PWS. AQL: Zero deviation 5% of Invoice CLIN for late delivery. 5.1.4 Attend Contract Activity Meetings 5.1.5 Provide Monthly Activity and Information Report a) Completeness - Monthly reports include 100% of contract tasks, subtasks, and required attachments. AQL: Zero deviation. b) Timeliness - Each report is provided at least 5 business days before the correlating monthly meeting. AQL: 1 business day. 5% of Invoice CLIN for late delivery after AQL. 5.1.6 Provide Data Management and Written Security Plan 5.1.7 Provide for State Participation on IPIA Monitoring Teams Conducting In-Plant Audits CONTEMPLATED PLACE OF PERFORMANCE All services, except on-site technical and administrative services shall be performed at the Contractors facility. Service for the on-site technical and administrative task is to be provided on-site at HUD headquarters. RESPONSE REQUESTED Small Businesses are encouraged to respond. This synopsis is a market research tool being used to determine the availability and capability of potential sources prior to determining the method of acquisition and whether the government will proceed with this acquisition. The Government will not pay for any information solicited. If a contract is ultimately pursued, responses to this synopsis will be used to aid in determining whether the acquisition is set-aside for small business or in establishing small business subcontracting goals. All qualified firms are encouraged to respond. The capability statement shall address, at a minimum, the following for the past three years: 1. Name and address of company and or companies (if there is a teaming arrangement or joint venture); 2. Technical expertise relevant to the requirement; 3. Technical approach relevant of the requirement (1 to 2 paragraphs); 4. Management approach relevant to the requirement (1 to 2 paragraph); 5. Corporate experience relevant to the requirement (1 to 2 paragraph); 6. Indicate if you are a small business or any other socio-economic categories that apply to your firm under the designated NAICS code; 7. Whether you have had unequal access to any information relevant to the acquisition that could provide an unfair competitive advantage; 8. Relevant past performance. Your capability statement needs to include a list of three customers (Government/non-Government) within the past three (3) years highlighting similar work in nature, scope, complexity, and difficulty and a brief description of the scope of work. Your submission for relevant past performance must include for each customer: - Contract name; - Contracting Agency or Department, POC and contact information; - Yearly contract value (in $); - Whether your firm was the prime or a subcontractor; - Period of performance; - Description of work and how it relates to the requirements. Interested firms responding to this market survey must provide a capability statement demonstrating their experience, skills and capability to fulfill the Governments requirements for the above. The capability statement shall be in sufficient enough detail, but not exceed 10 pages TOTAL, so that the Government can determine the experience and capability of your firm to provide the requirements above. Please specify one primary and one alternate Point of Contact (POC) within your firm, including telephone numbers and email addresses in case clarifications of your submission are needed. Only electronic copies of capability statements will be accepted and should be emailed to: ManufacturedHousingMonitoringServices@hud.gov. The e-mail shall contain the following subject line: Response to Sources Sought Notice - Manufacturing Housing Monitoring Services for IPIA and SAA. The Government may use the responses received to determine whether to proceed with the acquisition as a set-aside, or in the absence of a least two small business responses to this notice, may determine to proceed with a full and open competition. This decision and whether to proceed with the acquisition is at the sole discretion of the Government. All interested contractors should submit their capability statements by 3:00 p.m. EST on November 30, 2017, attention Jerl Traylor. Late responses will not be considered.