Attachment_1_Performance_Work_Statement_dated_2-21-2019.pdf

FEMA

HOUSING INSPECTION SERVICES (HIS)

Performance Work Statement (PWS) February 21st, 2019 – Version 1.0

Solicitation #70FB7019R00000008

Attachment 1

PROCUREMENT SENSITIVE

PWS Table of Contents

Section 1: General Information

1.1 Background

1.2 Scope of Work

1.3 Contractor Personnel

1.3.1 Contract Manager (CLIN 0001 and 0003)

1.3.2 Contractor Employees (CLIN 0001 and 0003)

1.3.3 Continuity of Support (CLIN 0001)

1.3.4 Key Personnel (CLIN 0001 and 0003)

1.3.5 Personnel Security Requirements (CLIN 0003AQ)…..………………………………………7

1.3.6 Physical Security

1.3.7 Employee Training (CLIN 0001 and 0003)

1.4 Quality Management System

1.4.1 Quality Management System (Reference PRS SSPA #1)(CLIN 0001 and 0003)

1.4.2 Quality Control Plan Contents

1.4.3 Quality Management Systems Requirements (CLIN 0001 and 0003)

1.4.4 Records

1.5 Quality Assurance

1.5.1 Performance Evaluation Meetings

Section 2: Government-Furnished Property and Services (CLIN 0001 and 0003)

2.1 General Information

2.2 Government-Furnished Equipment

2.2.1 Obtaining Equipment and Replacement of Government-Furnished Equipment

2.2.2 Equipment Inventory (CLIN 0001AJ and 0003AJ)

2.3 Government-Furnished Services

2.3.1 Government Provided Training

2.3.2 Background and Security Adjudication: (CLIN 0003AQ)

2.3.3 ACE/NEMIS IT Support Helpdesk: (CLIN 0001 and 0003)

Section 3: Contractor-Furnished Items and Services (CLIN 0006)

3.1 General Information

Section 4: Specific Tasks (0001 and 0003)

4.1 General Information

4.1.1 Inspections (Refer to PRS SSPA # 2)(CLIN 0002)

4.2 Transition (CLIN 0001)

4.2.1 Post Award & Pre-performance Conference (CLIN 0001 and 0003)

4.2.2 Phase-In (CLIN 0001)

4.2.3 Phase-Out (CLIN 0001)

4.3 Readiness

4.3.1 Duty Readiness Plan (CLIN 0001 and 0003)

4.3.7 Task Order Proposal Request (CLIN 0003)

4.3.8 Task Order Activation (CLIN 0003)

4.4 Housing Inspections

4.4.1 Customer Service (CLIN 0002)

4.4.2 Initial Inspections (Refer to PRS SSPA # 2.A thru 2.J) (CLIN 0002)

4.4.5 Appeal Inspections (Refer to PRS SSPA # 2.A) (CLIN 0002)

4.4.6 Withdrawn Inspections (Refer to PRS SSPA # 2.B.1) (CLIN 0002)

4.4.7 No Contact Inspections (Refer to PRS SSPA # 2.C) (CLIN 0002)

4.4.8 No Entry and Inaccessible Inspections (Refer to PRS SSPA # 2.D) (CLIN 0002)

4.4.9 Priority Inspections (Refer to PRS SSPA # 2.E) (CLIN 0002)

4.4.10 Shelter Survivor Inspections (Refer to PRS SSPA # 2.F) (CLIN 0002)

4.4.11 Sweep Inspections (Refer to PRS SSPA # 2.G) (CLIN 0002)

4.4.12 Production and Aging Requirements (Refer to PRS SSPA #2.A thru 2.J) (CLIN 0002 and 0003)

4.5 Quality Control and Quality Assurance

4.5.1 Quality Control (CLIN 0001 and 0003)

4.5.2 Quality Assurance (CLIN 0001 and 0003)

4.6 Reports of Work

4.6.1 Management and Staffing Readiness Report (Refer to PRS SSPA #4) (CLIN 0003)

4.6.2 Disaster Reports (Post Declaration) (CLIN 0003)

4.6.3 Initial Operational Report (Refer to SSPA #4.A) (CLIN 0003)

4.6.4 Disaster Staffing Report (Refer to PRS SSPA #4.B)(CLIN 0003)

4.6.5 Disaster Operational Report (Refer to PRS SSPA #4.C)(CLIN 0003)

4.6.6 Disaster Final Operational Reports (Refer to SSPA #4.D) (CLIN 0003)

4.6.7 Year End Management Reports (Refer to PRS SSPA #4) (CLIN 0003)

4.6.8 Disaster Surge Events Reports (Incremental Operations Reports) (Refer to PRS SSPA #4.B)

(CLIN 0003)

4.7 Project Period of Performance Extension (CLIN 0003)

4.7.1 Inspection Photographs (CLIN 0002)

4.8 Technical Assistance Task Orders (CLIN 0005)

Section 5: Applicable Publications and Forms

5.1 Publications

5.1.1 Mandatory Publications

5.1.2 Informational Publications

5.2 Forms

Section 6: Contractor Payment

Section 7: Definitions

Section 1: General Information

1.1 Background

The intent of this contract is to obtain residential damage assessments for survivors affected by presidentially declared disasters within the United States, Native American Reservations and its Territories. The Federal Emergency Management Agency (FEMA) is authorized pursuant to the Disaster Relief and Emergency Assistance Act (PL-93-288) (herein referred to as the “Act) as amended by the Robert T. Stafford Act (P.L. 100-707), to provide assistance to survivors of presidentially declared disasters and emergencies. Moreover, FEMA is charged with ensuring that all individuals and families adversely affected by a presidentially declared disaster or emergency have timely access to the full range of FEMA programs. The residential damage assessments provided under this contract are used in determining survivor eligibility for FEMA programs. Urgency is paramount, as these services have a direct impact on the recovery efforts of disaster survivors.

1.2 Scope of Work

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform housing inspections as defined in this Performance Work Statement (PWS), except as specified in Section 3 as government-furnished property and services. Using special purpose software, the contractor shall accomplish the collection and reporting of information by conducting an on-site inspection and verification or by other means approved by FEMA (e.g. inspector manned phone banks, aerial imagery, or tax data).

Contractors should expect to collect data related to the extent of damage to real property; private multi-family properties, any road and bridge repairs needed, the habitability of the home;

ownership, occupancy and insurance verification information; the extent of damage to personal property and vehicles; photos of residential damage; information regarding other disaster expenses and needs; and area access issues. The contractor must perform to the standards in the Performance Requirements Summary (PRS) and in accordance with the terms and conditions of the contract. The historical work issued daily is listed in Attachment 3, Technical Exhibit 9, Large Event Inspection Request for illustration purposes. Work under the contract is global and may occur in the Continental United States and/or Outside Continental United States simultaneously. The work may include one or multiple County(s) within State(s), United States Territory(s), Native American Reservation(s). The conditions and parameters of schedule and performance are located within the Performance Requirements Summary (PRS) (Attachment 2).

1.3 Contractor Personnel

1.3.1 Contract Manager (CLIN 0001 and 0003)

The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate(s) who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer.

The contract manager or alternate(s) must have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

During business hours of Monday through Friday 7 AM to 5 PM, the contract manager or alternate(s) must be available to discuss problem areas within 30 minutes of FEMA’s request to meet and/or teleconference with Government personnel designated by the Contracting Officer.

After business hours, weekends, and holidays; the manager or alternate(s) must be available within 60 minutes of FEMA’s request.

The contract manager and alternate(s) must be able to read, write, speak, and understand English.

The contract manager and alternate(s) shall be designated as key personnel.

1.3.2 Contractor Employees (CLIN 0001 and 0003)

The contractor shall provide qualified personnel to perform all requirements specified in this PWS. An employee background pre-check shall be conducted. Qualified personnel must have acceptable technical experience and education for their designated position. The contractor must not employ persons for work on this contract if considered by the Contracting Officer to be a potential threat to the health, safety, security, general well-being, or operational mission of FEMA or the population it serves.

Contractor employees visiting Government facilities shall wear a FEMA issued identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

Contractor employees working on-site at Government facilities or at a disaster site shall wear a FEMA issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

Contractor’s employees shall comply with Government and DHS policies when visiting or working at Government facilities. The contractor appointed Contract Manager shall ensure contractor employees understand and abide by the aforementioned Government and DHS policies.

The Government may, at its sole discretion, via the Contracting Officer, direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

Inspector Availability Plan – The contractor shall describe in the plan the method that assures FEMA the capability to meet contractual requirements throughout the life of the contract. The plan shall include methods of validation, immediate remedies for shortfall in meeting any staffing requirements, and mitigation measures with immediate timelines defining the course of action to immediately remedy shortages of inspectors.

1.3.3 Continuity of Support (CLIN 0001)

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor shall ensure that all contract support personnel are present and/or available for work. If for any reason the Contractor staffing levels are not maintained and essential personnel will not be immediately replaced, the Contractor shall provide e-mail notification to the Contracting Officer’s Representative (COR), explaining the discrepancy and the planned corrective action. This is inclusive of all staff proposed for this contract to include field inspectors.

On a weekly basis the contractor shall provide a staffing vacancy list by position title and date vacancy first occurred. Contractor shall provide position back fill timelines.

1.3.4 Key Personnel (CLIN 0001 and 0003)

Before replacing any individual designated as Key, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. Note: The Government may designate additional Contractor personnel as Key at the time of award. Key personnel as an example shall include project directors, project managers, deputy project managers, quality manager, field operations managers, inspectors, field quality control inspectors and program directors.

1.3.5 Personnel Security Requirements (CLIN 0003AQ)

BACKGROUND INVESTIGATIONS

All contractor personnel who require access to DHS or FEMA information systems, routine access to DHS or FEMA facilities, or access to sensitive information, including but not limited to Personally Identifiable Information (PII), shall be subject to a full background investigation commensurate with the level of the risk associated with the job function or work being performed. FEMA’s Personnel Security Division (PSD) will determine the risk designation for each contractor position by comparing the functions and duties of the position against those of a same or similar federal position, applying the same standard for evaluating the associated potential for impact on the integrity and efficiency of federal service.

Low Risk without Information System Access:

Contractor personnel occupying positions or performing functions with a Low Risk designation and who do not require access to DHS or FEMA information systems shall undergo a National Agency Check with Inquiries (NACI) and a credit check and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

Low Risk with Information System Access:

Contractor personnel occupying positions or performing functions with a Low Risk designation and who require access to DHS or FEMA information systems shall undergo a Moderate-Risk Background Investigation (MBI) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

Moderate Risk:

Contractor personnel occupying positions or performing functions with a Moderate Risk designation shall undergo a Moderate-Risk Background Investigation (MBI) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

High Risk:

Contractor personnel occupying positions or performing functions with a High Risk designation shall undergo a Background Investigation (BI) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

1.3.6 Physical Security

The contractor must be responsible for safeguarding all Government property provided for contractor use. (Refer to Attachment 3.1 - Personal Property Manual) The contractor shall disclose the responsible party for physical security. At the end of each work period, all Government property, equipment and materials must be secured. (A site visit will be performed by FEMA post award, before the end of the transition period. Any non-conformities found shall be remedied within 5 working days).

1.3.7 Employee Training (CLIN 0001 and 0003)

Contractor shall be responsible for the training of all contractor employees required to meet the terms of this contract for all levels of employees. Training must occur prior to performing work under this contract. (All employees must have access to training programs and be trained). The contractor is expected to develop and maintain a training program for all employees and sub-contracted employees. Training curricula and content for inspectors shall be approved by FEMA prior to use, which includes any modifications to training. Training must be comprehensive in nature. Conducting damage inspections should include addressing damage caused by all natural and manmade perils, covered by the Stafford Act. Acceptable records of staff training shall include training course title, name, employee or inspector ID number and dates of completion.

The Contractors shall provide FEMA advance notice of training schedules and offer FEMA an invitation to audit each of the trainings. Validation will occur quarterly (at minimum) via a contractor electronic report.

1.4 Quality Management System

1.4.1 Quality Management System (Reference PRS SSPA #1)(CLIN 0001 and 0003) In compliance with the inspection/acceptance requirements of FAR Clause 52.212-4, the contractor must provide a quality control plan (QCP) that contains, at a minimum, the items listed in paragraph, 1.4.2 of this PWS, to the Contracting Officer for acceptance not later than the pre-performance conference. The Contracting Officer will notify the contractor of acceptance or required modifications to the QCP within seven (7) business days of receipt. The contractor must make appropriate modifications and obtain acceptance of the QCP by the Contracting Officer before contract performance can begin.

The quality management system should be capable of the following key activities: Monitor, measure, analyze, control, and improve processes; Reduce product variation; Measure/verify product conformity; Establish mechanisms for field product performance feedback; and Implement an effective root-cause analysis and corrective and preventative action system. The contractor shall maintain and adhere to an approved quality management system. (The QMS shall adhere to the requirements of FAR 46.202-4 -- Higher-Level Contract Quality Requirements) 46.203 - Criteria for Use of Contract Quality Requirements. Any updated copy of the QCP shall be provided to the Contracting Officer for review and approval as changes occur.

1.4.2 Quality Control Plan Contents

The plan shall disclose a description of the inspection system to cover all services listed in Attachment 2, titled Performance Requirements Summary (PRS), Selective Service Performance Area #1. The description must include specifics as the areas to be inspected on both a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the quality control inspections.

A description of the methods to be used for identifying and preventing defects in the quality of service performed.

A description of the records to be kept to document quality control inspections and corrective or preventive actions taken.

1.4.3 Quality Management Systems Requirements (CLIN 0001 and 0003) The Contractor shall register their QMS by the end of the 12th month following contract award date with a certification entity that demonstrates competence to audit, experienced in certifying organizations that conform to the management systems standards and accredited by the National Accreditation Board (ANAB)/ American National Standards Institute-American Society of Quality (ANSI-ASQ). Corporate ISO 9001 certificates of registration will only be accepted if the organization can show evidence that the relevant office conforms to the standards as defined by FEMA’s inspection requirements. The certificate of registration must be awarded to or in the name of, the specific entity, office, or project that is responsible for carrying out inspection operations via a third party audit conducted by an accredited registrar. ISO 9001 certificates of registration must be successfully maintained throughout the life of the contract. The Contractor’s ISO 9001 Quality Management System (QMS) shall comply with version 2015 or any later version as designated by FEMA.

The Contractor’s ISO 9001 QMS shall emphasize a process and preventive management approach that provides FEMA with assurances that the Contractor’s QMS shall meet contract inspection requirements. The Contractor shall demonstrate quality management processes as coordinated activities that direct and control the Contractor’s organization with regard to quality management.

The Contractor’s customer is FEMA and the product delivered to FEMA is a conforming and compliant inspection(s). The Contractor’s QMS shall include all the processes and procedures to deliver conforming and compliant inspections to FEMA and apply all requirements of ISO 9001 to those processes developed by the Contractor to perform the PWS requirements. The

Contractor shall establish, document, implement, and maintain a QMS that shall continually improve effectiveness by meeting FEMA requirements and ISO 9001 requirements. The QMS shall evolve to support interactions between the Contractor’s and HIS’s QMS processes and systems. The benefits shall be strengthened through effective internal auditing and management review of system performance to support continual improvement.

The Contractor shall continually monitor/measure and refine all processes throughout the life of the contract to address all product, performance, and quality issues as well as demonstrate to FEMA the evolution of the Contractor’s QMS by improving procedures, work instructions and training that result in product (inspection) improvements. The Contractor shall continually provide FEMA with evidence of compliance including but not limited to: the quality manual (and amendments made thereafter), required procedures and records, audit reports/findings and certificate of registration for the defined series of standards (ISO 9001). Implementation of the QMS shall ensure that continual process improvement is established, measured and enforced.

At COR discretion, FEMA participation during audits shall include but not be limited to:

internal, external, surveillance and recertification audits conducted by the Quality Manager and/or the certification official/third party.

The Contractor shall provide all audit schedules to FEMA once confirmed, enabling FEMA adequate time to participate.

FEMA will review or audit the results of the following:

* Quality Management System – FEMA audit will verify conformance to the ISO 9001 Standards through third party/external audit findings.

* Operations and Preparedness – FEMA will audit these requirements to verify conformance and validate submitted invoices.

* Task Order Performance – FEMA will measure and record utilizing the Quality Assurance Surveillance Plan (QASP), and all contract requirements and supporting documents/guidance. Aspects which fall below thresholds will be included in future FEMA audits to verify corrective/preventive actions taken and the successes and/or failures of implementation.

The Contractor shall provide all audit findings and all corrective actions required for all nonconformities. The contractor shall maintain audit logs for the above. FEMA will provide an audit plan prior to the audits. Nonconformities discovered during the audits will be provided to the Contractor. FEMA will provide findings in writing to the Contractor.

The Contractor shall include in their QMS the method they will use to implement corrective and preventive actions, verification of corrective action and how they shall maintain improvement in the area of the non-conformity(s).

1.4.4 Records

The contractor must be responsible for creating, maintaining, and disposing of only those Government required records that are specifically cited in this PWS or required by the provisions of a mandatory directive listed in Section 5, Applicable Publications and Forms. If requested by the Government, the contractor must provide the original record, or a reproducible copy of any such record, within five working days or receipt of the request. All documentation, records, and schedules as described in this PWS that are the responsibility of the contractor are the property of the government and shall be turned over to the government upon completion or termination of the contract. All records are subject to the Freedom of information and Privacy Acts and any requests for release of any records shall be handled accordingly. The records of inspections must be kept and made available to the Contracting Officer, or delegate, when requested, throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

1.5 Quality Assurance

Pursuant to the Inspection of Services Clause (FAR 52.246-4 and 52.246-5), the Government will evaluate the contractor’s performance under this contract. For those tasks listed in the PRS (Attachment 2), the Contracting Officer’s Representative (COR) or evaluators will follow the methods of surveillance specified in the contract. Government personnel will record all surveillance observations. Government surveillance of tasks not listed in the PRS or by methods other than those listed in the PRS (such as provided for by the Inspection of Services clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the Contracting Officer as a result of surveillance will be in accordance with the terms of the contract.

Performance under this contract will be subject to the requirements of FAR 42.15 (Contractor Performance Information) and registration in the Contractor Performance Assessment Reporting System (CPARS) and Past Performance Information Retrieval System (PPIRS) metric tools.

This requirement measures the quality and timely reporting of past performance information. In accordance with this mandate, contractor quality assurance performance under this contract will require specific time related invoicing tasks. Per paragraph G.1(d) of Section G of the contract and Section 4.E (Cooperative Management) of the QASP matrix; invoices shall be based on 30 day increments. All invoices shall be submitted within 15 days after the end of each 30 day increment.

Contractor(s) will be assigned a CPARS ratings in the ‘Management” category based on submission of invoices as follows:

100% of invoices submitted within 10 days: Excellent Greater than 75% of invoices submitted within 15 days: Satisfactory Less than 75% of invoices submitted within 16 days: Unsatisfactory

These percentages shall be calculated based on the summary of invoice submission during the period of performance subject to CPARS reporting.

To be considered submitted, the invoice shall be in the Government and Contractor agreed to format with all required supporting documentation deemed acceptable by the Contracting Officer Representative (COR).

1.5.1 Performance Evaluation Meetings

The contracting officer may require the contract manager to meet with the contracting officer, contract administrator, COR and other Government personnel as deemed necessary. The contractor may request a meeting with the Contracting Officer when he or she believes such a meeting is necessary. Written minutes of any such meetings must be recorded in the contract and signed by the contract manager and COR. If the contractor does not concur with any portion of the minutes, such non-concurrence must be provided in writing to the contracting officer within three (3) calendar days following receipt of the minutes.

Section 2: Government-Furnished Property and Services (CLIN 0001 and 0003)

2.1 General Information

The Government must provide the equipment, materials, and services listed here.

2.2 Government-Furnished Equipment

The Government will provide the contractor laptops and tablets.

2.2.1 Obtaining Equipment and Replacement of Government-Furnished Equipment The contractor must submit a request prior to purchase of equipment or replacement of Government-furnished equipment to the COR for processing if designated as an allowable and allocable expense. Such request must specify the reason for the replacement request. No government network connected equipment shall be placed into service prior to approval of

FEMA.

2.2.2 Equipment Inventory (CLIN 0001AJ and 0003AJ)

An inventory of Government-furnished equipment must be completed not later than 10 calendar days after transference of delivery to the contractor, within 60 calendar days of the start of any option period, and not later than 90 calendar days before ultimate contract completion (inclusive of all option periods). The contractor and the COR or other Government representative must jointly determine the working order and condition of all equipment and document their findings on the inventory. In the event of disagreement between the contractor and the Government representative on the working order and condition of equipment, the disagreement must be treated as a dispute under the contract clause entitled “Disputes”. Rules and procedures for equipment can be referenced in the Personal Property Manual 119-7-1.

2.3 Government-Furnished Services

The Government must provide the contractor the services describe herein. Unless explicitly listed in this section, no other services will be provided by the Government.

2.3.1 Government Provided Training

Training shall include the operation of the NEMIS System, for the residential damage data collector (ACE), inspection assignment, Contractor Review, QC review, No Contact inspections, Contractor Supervisor Review. ACE System training also includes the use of the system to make habitability determinations and to complete home inspections. Training will include hands-on use of the system to accomplish inspections in simulated or actual disaster conditions. The training is limited to explanation of FEMA programs and policies and not intended to establish the Contractor as a subject matter expert on damage assessment. Training shall also include fraud awareness and detection to identify indicators of potential fraud and procedures to follow when encountered. FEMA shall attend and audit the training exercise performed by the Contractor. Performance of manual paper inspections will also be demonstrated for Cyber recovery and security awareness. Training is intended to be “Train-the-Trainer” at the beginning of the contract or as needed during the life of the contract.

FEMA will provide training on the different disaster assistance programs (e.g. disaster housing, Small Business Administration disaster loans, and Individual and Households Program). FEMA will also provide training on the process by which assistance is obtained, including application, verification, disbursement, appeals/reconsiderations, Help-line functions, and other factors related to the recovery process.

2.3.2 Background and Security Adjudication: (CLIN 0003AQ)

Government will provide security adjudication of all staff working on this contract. See Attachment 3-Technical Exhibit 18A, Security Requirements and Procedures for specific details.

2.3.2.1 Contractor Background Check Pre-Screening of Potential Employees: (CLIN

0003AQ)

Prior to submitting sponsorship forms to FEMA for candidates that do not have a FEMA approved background check, the offeror shall conduct a pre-screening of potential employees and other sub-contractor personnel that will work under this contract. As a result of this pre-check, any candidate for work under this contract shall be disqualified from submission to personnel security that reveals one or more of the disqualification criteria outlined on Technical Exhibit 12 – Pre-Screening. All sponsorship forms submitted to the FEMA COR shall include pre-screening certification of the sponsored candidate at the time of submission. Record of pre-screening i.e., credit information, criminal records checks, shall be retained by the contractor throughout the life of the contract and available at any time for review and audit by the FEMA COR. Report of Pre-screening shall be included in the Inspector Availability Report as described in Section 4.6.9 titled Inspector Baseline Inspector Staffing Report.

2.3.3 ACE/NEMIS IT Support Helpdesk: (CLIN 0001 and 0003)

Government will provide IT support help desk for Government systems.

Data Warehouse Access- Data tables with inspector and inspection information will be provided to the contractor. A list of field contained will be provided to the contractor during the post award meeting.

Section 3: Contractor-Furnished Items and Services (CLIN 0006)

3.1 General Information

Except for those items or services specifically stated in Section 2 as Government furnished, the Contractor must furnish everything needed to perform this contract according to all its terms and conditions. Request for purchase of government owned equipment must be approved by FEMA for determination of allowable, allocable expenses. (Refer to Attachment 3.1 - FEMA Manual 119-7-1 titled Personal Property).

Section 4: Specific Tasks (0001 and 0003)

4.1 General Information

Survivors are instructed to apply for assistance by dialing a toll free number (1-800-621-3362) or online at WWW.DisasterAssistance.GOV. They may visit a Disaster Recovery Center (DRC) and use a phone bank or a computer to register for assistance.

Contractors shall maintain a physical operation to conduct the office work required under this contract. The facility must include security and contain network capability to allow communication of inspection request to the contractor and all functions required to support the contract. An on-site review of the facility shall be required by FEMA security. A secure warehouse of the electronic pen tablets shall be required. Network security checks shall be conducted by FEMA during the transition period.

4.1.1 Inspections (Refer to PRS SSPA # 2)(CLIN 0002)

FEMA anticipates awarding multiple Housing Inspection Services contracts. Multiple Contractors may be required to respond to the same disaster(s) as needed and required by DHS-FEMA. These contracts support the FEMA Individual Housing Program (IHP) by providing for the collection and reporting of information gathered by on-site inspection and verification or by other means approved by FEMA (e.g. inspector manned phone banks, aerial imagery, or tax data). FEMA and the States determine the type and amount of disaster assistance based on this information. The data collected includes but is not limited to:

o the extent of real property damage to the home using FEMA provided line items to record each damaged item o measure rooms and the overall footprint of the dwelling o how the habitability of the home has been affected o verification of ownership, occupancy and insurance information o adjust changes as needed to recorded information o the extent of damages to personal property i.e., rooms of furnishings and appliances o damage to vehicles or transportation o comment Screens o indicate type of inspection (Initial, Appeal, etc.)

o record “Type” of dwelling o verify household composition o verify number of occupied bedrooms o receive an electronic signature on electronic form from survivor or delegate o record medical, dental, funeral disaster related losses o record disaster related clothing loss o work and/or school related losses o record room counts within the dwelling and record level of damage to affected rooms (Number bedrooms, baths, kitchens, etc.)

o record damage to personal property appliances o record cause of damage for each FEMA line item. (Flood, fire, wind, etc.)

o photos of residential damage o information regarding other disaster expenses and needs o multi-family and private road and bridge access issues

*Inspection labor cost will not be paid for non-inspection contractor travel time or idle time once checked in at a disaster location or moving to and from while performing inspections within the disaster designated area. Travel incurred while in the disaster area shall be covered in the fixed price inspection cost along with any inspector idle time.

4.2 Transition (CLIN 0001)

FAR Clause 52.237-3 Continuity of Services-(Jan 1991) will be incorporated in the resulting contract as these services are vital to the Government and must be continued without interruption. In accordance with the clause requirements, the contractor is tasked to perform phase in/phase out services per the Contracting Officer’s approval of the contractor’s submitted plan. Designated Contractor trainers are to complete the FEMA program indoctrination training and develop a schedule for training other Contractor personnel and inspectors. An audit will occur no later than 90 days from the start of the transition. The audit scope will include verification that the Contractor will successfully meet transition requirements and associated thresholds that apply according to the Performance Work Statement. The Contractor shall provide FEMA their approaches to transition workloads and transfer equipment from the incumbent Contractors. The Contracting Officer shall issue a written notice to the contractor to submit a plan six (6) months prior to the contract expiring. The required transition services will commence the day after the contract expires and last for 90 days.

4.2.1 Post Award & Pre-performance Conference (CLIN 0001 and 0003) The Contractor shall attend a post award/pre-performance conference with the Government no later than five (5) business days after the date of award. The purpose of the pre-performance conference, which will be chaired by the Program Manager, is to discuss technical and contracting objectives of this contract and review the Contractor's Quality Management System and Task Order Proposal Scenarios. Any required corrective actions will be due not later than ten (10) days following the pre-performance conference. The post award/pre-performance conference will be held at the Government’s facility or via teleconference.

4.2.2 Phase-In (CLIN 0001)

The contractor shall be fully capable of fulfilling all the contract’s terms and conditions not later than 90 days following contract award. The Contractor shall execute all phase-in activities in accordance with its proposed technical approach.

4.2.3 Phase-Out (CLIN 0001)

Continuity of the services required under this contract are vital to the Government. In accordance with FAR Clause 52.237-3 (Continuity of Services), upon notification from the Contracting Officer, the Contractor shall furnish phase-in, phase-out services for up to 90 days with a successor firm. All Phase out activities shall be in accordance with the Contractors negotiated plan and training program’s technical approach.

4.3 Readiness

4.3.1 Duty Readiness Plan (CLIN 0001 and 0003)

The Contractor shall provide training courses for its inspector and support staff cadre prior to the start of inspection work.

The Contractors shall perform all necessary actions to meet the PRS tasks. The Contractor must have a plan to recruit and retain the staff necessary.

The Contractor shall maintain the capability to mobilize upon notification. The Contractor may be issued a Task Order to pre-deploy into the disaster area before a declaration in order to mitigate potential logistic issues created by an oncoming disaster event. Pre-Deployment is intended to eliminate post disaster declaration logistic encounters. Details of the pre-deployment is disaster specific and requirements will be identified in a Task Order Proposal Request (TOPR) for the pending disaster declaration. The Contractor processes must adhere to provided deployment and travel guidelines.

The Contractor’s plan shall contain the baseline employee staff to meet the requirements of the contract. The baseline staffing shall be inclusive of the quantity, position titles (i.e. reviewer, inspector, supervisor and etc.), position roles and responsibilities to fulfill the production minimum requirement contained under SSPA # 2H-Production to the capacity of 10,000 inspections per day by day 15 of each Task Order awarded. Inspector availability is critical. As a result, the contractor shall utilize their plan to having a readily available workforce to meet the production schedule in one or more Task Orders simultaneously.

Contractors shall describe: The Inspector support processes to ensure that every new inspector is fully equipped with functional tools to perform the work assigned, access to home office support for problem solving, FEMA approved Contractor travel policies (Reference Federal Travel Regulation (FTR) in PWS Section 5.1.2), personnel security adjudication criteria for Contractors, and develop training courses to be taught to inspectors and personnel assigned to the contract.

For inspector personnel, refresher training shall occur minimally every quarter during the contract.

4.3.2 Duty Readiness Training (CLIN 0001 and 0003)

The contractor shall provide a syllabus or agenda, the location and, a schedule of training courses 30 days prior to the course. The Contractor shall augment this training with a web based version.

The training curricula for inspectors shall provide specifics of the FEMA repair program, inspection guideline updates, customer service, security awareness and Privacy Awareness Training (Technical Exhibit 18B), required annually. The Contractor’s training program schedule shall be provided to FEMA.

4.3.3 Duty Readiness Progress Reporting (CLIN 0001 and 0003)

The Contractor shall provide FEMA a progress report at the first of each month disclosing staff that has received training, types of training and score/ skill level achieved. The report shall include the inspector ID number and last name. FEMA on-site training audits may be conducted as frequently as determined necessary by FEMA.

4.3.4 Operational Training Exercise (CLIN 0001 and 0003)

The contractors shall conduct an annual “desktop and telecommute exercise (scenario)” with all personnel available and accounted for to produce the work. This exercise shall be monitored by FEMA employees and may be conducted in simultaneous locations throughout CONUS and OCONUS. The “staff level participation count” will be compared to the staffing plan to complete 100,000 inspections on a single task order. Non-response to exercises places a risk in meeting the performance standards of the contract and shall require a corrective action plan to remedy challenges or shortages as a result of the exercises. Corrective action plans are to be provided to the government within two weeks of the exercise for review by FEMA.

Contractors shall provide initial and refresher training, for all key positions that are required to produce a completed inspection on a continual basis each year.

The Contractor shall provide all necessary training to their staff throughout the course of the contract.

4.3.5 Just in Time Hiring Activation (CLIN 0003AQ)

Disasters of such a size and magnitude that are beyond the PRS production requirements for a single event may trigger the activation of this process. Notification of Just in Time onboarding and staff hiring activation will be made by the Contracting Officer. A disaster specific Task Order Proposal Request will be provided to the Contractor. FEMA Security will notify the CORs of the availability of the DHS Waiver process. This process will only be implemented when a Presidentially Declared Disaster or Emergency Event is of such magnitude as to warrant the application of the DHS Emergency Waiver which authorizes expedited hiring practices for a period of not more than 120 days. The application of the DHS Emergency Waiver will be at the discretion of the FEMA Office of the Chief Security Officer and the FEMA Office of the Chief Information Officer.

4.3.6 Just in Time Hiring Plan (Reference Attachment #4(e)) (CLIN 0003AQ) This plan is separate from the Operational Readiness Plan. For purposes of developing a Just in Time Hiring Plan to meet this PWS requirement, the contractor should strategize based on the following assumptions: FEMA will provide an operational field adjudication/badging staging area within 6 days from the date of Task Order Activation. The daily count of adjudication and fingerprinting to be completed by the field adjudication/badging staging area is 150 per day and 150 badges issued per day starting at day 6 from the date of task order activation.

Plan Requirements: The plan shall include maximum level of on boarding to production of work in one or more disaster events where a DHS Waiver is available. On Attachment 4(e) titled "Just in Time" the contractor shall disclose starting at day 6 and ending on day 25 of activation; the daily count of:

a) Number of candidates arriving to complete adjudication background process

b) Daily number of candidates provided to receive badges

c) Daily number completing training

d) Daily number in the field completing inspections

The plan shall further describe in narrative form:

a) Support personnel and their functions to accomplish onboarding inspectors and other personnel

b) Total number of Just in Time hiring to be completed by job function

FEMA will not authorize cost reimbursement for any party not receiving a suitable background check and have not completed inspection work in the field associated with the disaster TOPR awarded. All cost associated with “Just in time” hiring will be cost reimbursable per inspector adjudicated, badged and confirmation of completed field inspection work.

4.3.7 Task Order Proposal Request (CLIN 0003)

The Contractor shall provide a detailed response to all task order proposal requests when solicited by the Contracting Officer. Responses are required within four hours of receipt of the notification. Providing a detailed response requires the contractor to have a weather forecast and monitoring systems that allow for advance planning. The Contractor shall be expected to maintain a level of situation awareness.

4.3.8 Task Order Activation (CLIN 0003)

Work request quantities and schedules are beyond the control of FEMA. The contractor shall be prepared for work to be issued in large up front quantiles, spread out throughout a performance period, severity of damage levels to be extreme, conditions of mobility on the ground slow, and lodging availability scarce. The contractor shall incorporate these challenges in their approach to successfully completing the work.

4.3.9 Defense Base Act Requirements (Task Order Specific)(CLIN 0003 and 0006) To meet the requirements of contract Clause 52.228-3 (Workers’ Compensation Insurance (Defense Base Act)(DBA), the contractor shall obtain workers’ compensation insurance enabling payment of disability compensation and medical benefits to covered employees and death benefits to their eligible survivors; for employees working outside the United States. Both prime contractors and subcontractors must obtain DBA insurance unless waived by the Department of Labor (DOL). Prime contractors shall not cover subcontractors. Waivers can be requested from the DOL in accordance with FAR 28.305. Contractors shall verify valid policy coverage for prime and subcontractors before beginning work on a task order and maintain the coverage through the end of performance on the task order. Reimbursable costs for DBA insurance will not be paid until FEMA receives proof of coverage through a paid invoice for insurance. If the contractor fails to maintain DBA coverage, FEMA may issue a stop work order, withhold payments, issue cure notices, terminate the task order for default, or annotate the lack of adherence to this requirement in the Contractor Performance Assessment Reporting System

(CPARS).

4.4 Housing Inspections

4.4.1 Customer Service (CLIN 0002)

The Contractor shall ensure that inspectors conduct themselves in a professional manner at all times. The National Processing Service Center (NPSC) Federal Employees On the job topics to be enforced are: alcohol/drug-free workplace rules, smoke-free workplace, security, weapons, and threat levels, violence in the workplace, harassment, safety, dress code and personal use of Government office equipment.

The Contractor shall provide the COR a customer service and community needs sensitivity training curricula along with an implementation and follow up plan at post award conference.

The Contractor shall describe how inspectors will be trained to display survivor sensitivity, diversity awareness considerate of varying languages, and knowledge of Native American and other cultural customs for individuals traumatized by a disaster. The Contractor shall describe their procedure to accommodate applicants who have limited ability to communicate in English in accordance with Executive Order 13166.

4.4.2 Initial Inspections (Refer to PRS SSPA # 2.A thru 2.J) (CLIN 0002) Two types of initial inspections shall be required under this contract, Standard and Streamline Inspections. Only one type of inspection will be required under a given Task Order. The Contractor shall be notified of the “type” within the TOPR. All personnel shall be trained in each type in all areas of inspection activity performed under this contract.

4.4.3 Standard Inspections (CLIN 0002)

Upon notification from the Contracting Officer, the Contractor shall mobilize and perform inspections of identified residences. The TOPR will outline the type of inspections applicable to the disaster and will be noted as “Standard” inspections. All “Standard” inspections shall be performed in accordance with IHP Inspection Guidelines (Technical Exhibit 13). Inspections required under this process shall use all applicable line items contained within the Technical Exhibits. Upon Task Order Activation, inspections will be electronically routed from the government to the contractor through the NEMIS system.

4.4.4 Streamlined Inspections (Customized Inspections) (CLIN 0002) Upon notification from the Contracting Officer, the Contractor shall mobilize and perform inspections of identified residences. The TOPR will outline the type of inspections applicable to the disaster and will be noted as “Streamline” inspections. All “Streamline” inspections shall be performed in accordance with applicable IHP Inspection Guidelines and a disaster specific addenda to the guidelines (Technical Exhibit 13). Less inspector data entry is needed for this process however all other conditions of the inspections apply. Modification to Streamline Guidelines shall be provided to contractors as identified. Training shall encompass both Streamline and Standard Inspection types. Upon Task Order Activation, inspections will be electronically routed from the government to the contractor through the NEMIS system.

4.4.5 Appeal Inspections (Refer to PRS SSPA # 2.A) (CLIN 0002) Appeal inspections are performed in the same manner as the initial inspection, and are performed as a result of the Survivor appealing to FEMA that their initial inspection did not capture all the damages and/or repairs; and in some cases, the first inspector failed to identify all damages caused by the disaster.

4.4.6 Withdrawn Inspections (Refer to PRS SSPA # 2.B.1) (CLIN 0002) If a Survivor’s inspection is withdrawn in accordance with IHP inspection guidelines, the inspector shall explain the potential impacts of being withdrawn from the FEMA program and the reason for withdrawal shall be clearly documented in the inspection comments.

4.4.7 No Contact Inspections (Refer to PRS SSPA # 2.C) (CLIN 0002) If the inspector is unable to contact the survivor, the inspection shall be processed in accordance with FEMA…