1.1.4 ATTACHMENT 11 - DIRECT LEASE QASP_DR-4860-KY 12 MONTHS.pdf

Quality Assurance Surveillance Plan Federal Emergency Management Agency

Direct Temporary Lease Housing: Direct Lease Program

10/6/2025

The Federal Emergency Management Agency (FEMA) requires contractors to identify, evaluate, and directly lease eligible properties on behalf of FEMA to provide housing assistance to eligible and households displaced due to severe storms, floods, mudslides, and landslides. This Quality Assurance Surveillance Plan (QASP) applies to Disaster (DR)-4860, (DR)-4864, (DR)-4875-KY, and any future presidentially declared disasters, including all designated counties eligible for Direct Temporary Housing assistance, occurring within the period of performance of this Program.

Issued On: Upon Award

1. PURPOSE

The (QASP) establishes systematic methods for monitoring and evaluating contractor performance to ensure compliance with the Statement of Work (SOW) for the DR-4860-KY, (DR)-4864, (DR)-4875- KY, Direct Lease Program. The QASP ensures FEMA receives the required quality of services and pays only for acceptable performance.

2. AUTHORITY

The QASP is issued under Contract Section E – Inspection and Acceptance, which authorizes the Contracting Officer (CO) or Contracting Officer Representative (COR) to monitor and evaluate contractor performance.

3. ROLES AND RESPONSIBILITIES

• CO: Responsible for contract modifications, resolving disputes, and overall contract oversight.

• COR: Monitors contractor performance, conducts inspections, and ensures compliance with contract requirements.

• Contractor: Responsible for meeting performance standards, providing turnkey residential units, and adhering to all requirements outlined in the SOW.

4. PERFORMANCE OBJECTIVES

The contractor must meet the following objectives:

1. Property Identification: Provide turnkey residential properties that meet Department of Housing and Urban Development (HUD) Housing Quality Standards (HQS), are safe, sanitary, functional, and secure, and comply with federal, state, and local occupancy standards.

2. Unit Inspections: Ensure all units pass HUD and FEMA inspections within the required timeframe.

3. Applicant Matching: Process background checks and provide daily status updates to FEMA.

4. Lease Execution: Submit all required lease documentation accurately and on time.

5. Move-In and Move-Out: Conduct walkthroughs with applicants and provide required documentation within specified timeframes.

6. Maintenance and Repairs: Complete emergency repairs within six (6) hours and non-emergency repairs within three (3) days.

7. Damage Reporting: Submit damage reports and costs within fourteen (14) days of move-out inspections.

8. Access and Functional Needs: Coordinate reasonable modifications for applicants with disabilities, as approved by FEMA.

5. PERFORMANCE STANDARDS

Performance standards are outlined in the SOW and include:

• Units must be turnkey-ready and meet HUD HQS.

• Inspections must be completed within specified timeframes.

• Background checks must be processed within one (1) business day of contact with applicant.

• Emergency repairs must be completed within six (6) hours; non-emergency repairs within three (3) days.

• Damage reports must be submitted within fourteen (14) days of move-out inspections.

6. ACCEPTABLE QUALITY LEVELS (AQL)

The contractor must meet or exceed the following AQLs:

• 95% compliance with HUD HQS.

• 100% completion of inspections and documentation within required timeframes.

• 100% compliance with emergency repair timelines.

7. METHODS OF SURVEILLANCE

The COR will monitor contractor performance using the following methods:

• Inspections: Conduct HUD and FEMA inspections of all units.

• Documentation Review: Review submitted lease agreements, inspection checklists, maintenance reports, and damage claims.

• Performance Tracking: Use the Direct Lease Property Tracking Sheet to monitor property inventory and contractor compliance.

• Monthly Reports: Review contractor’s monthly maintenance status reports.

8. PERFORMANCE INCENTIVES / DISINCENTIVES

• Positive Performance: Exceptional performance may be acknowledged through formal recognition, such as certificates or letters.

• Negative Performance: Non-compliance will be documented in Contract Performance Assessment

Reporting System, and corrective actions must be taken at no cost to the government.

9. QUALITY ASSURANCE DOCUMENTATION

The COR will retain all completed monitoring forms, inspection checklists, and monthly reports as part of the Quality Assurance documentation.

10. ANALYSIS AND RESOLUTION

• Performance Analysis: The CO will analyze contractor performance data to determine compliance with standards.

• Corrective Actions: Contractors failing to meet performance standards must submit corrective action plans within specified timeframes.

• Resolution Meetings: The COR may schedule meetings with the contractor to address performance issues and discuss improvements.

11. ATTACHMENTS

• Attachment 1: Direct Lease Property Tracking Sheet.

• Attachment 2: Direct Lease Property Inspection Checklist.

• Attachment 10: Direct Lease Furniture Validation Checklist.

This QASP ensures FEMA receives high-quality services while holding the contractor accountable for meeting performance standards outlined in the SOW.

ATTACHMENT 1: PERFORMANCE REQUIREMENTS SUMMARY

Performance Objectives

Performance Standards

Acceptable Quality Levels

Method of Surveillance

Incentives/Disincentives for Meeting/Not Meeting AQL

Ensure all units pass

HQS.

· HUD Inspection Checklist within (72 hrs.) after Award

Acceptable performance has been met when specific work services have been provided on schedule and accepted by the Government.

95%

Random Inspection

(Announced and Unannounced)

Demonstration

1, 2, & 3 as referenced in item #8 of the QASP.

Provide the following completed and signed form and training certificates after BPA Award.

· DHS Form 11000-6:

Department of Homeland Security Non-Disclosure Agreement (NDA)

· Privacy at DHS:

Protecting Personal Information (PII)

· Training certificates within 30 days of Award

Acceptable performance has been met when specific work services have been provided on schedule and accepted by the Government.

95%

Random Inspection item #6 of the QASP.

Process background checks within one (1) business day of applicant contact.

Acceptable performance has been met when specific work services have been provided on schedule and accepted by the Government.

100%

Random Inspection item #6 of the QASP.

Complete emergency repairs within six (6) hours and non-emergency repairs within three (3) days.

Acceptable performance has been met when specific work services have been provided on schedule and accepted by the Government.

100%

Random Inspection item #6 of the QASP.

Damage Reporting

· Submit damage reports and costs within fourteen

(14) days of move-out inspections.

Acceptable performance has been met when specific work services have been provided on schedule and accepted by the Government.

100%

Random Inspection item #6 of the QASP.

ATTACHMENT 2: SAMPLE QUALITY ASSURANCE MONITORING FORM

SERVICE or STANDARD: ____________________________________________________________

SURVEY PERIOD: __________________________________________________________________

SURVEILLLANCE METHOD (Check):

Random Sampling 100% Inspection Periodic Inspection Customer Compliant

PERCENTAGE OF ITEMS SAMPLED DURING SURVEY PERIOD: %

ANALYSIS OF RESULTS:

Observed Service Provider Performance Measurement Rate: % Service

Provider’s Performance (Check): Meets Standards

Does Not Meet Standards

Narrative of Performance During Survey Period: __________________________________________

PREPARED BY: DATE: