Attachment_3_Technical_Exhibits_dated_2-21-2019.pdf

FEMA

HOUSING INSPECTION SERVICES (HIS)

FY2019

Solicitation #: 70FB7019R00000008

HIS Contract Technical Exhibits

Attachment 3

February 21st, 2019

PROCUREMENT SENSITIVE

NOTE: The following Attachments have been made available for this solicitation:

This document, Attachment 3, contains the Technical Exhibits Attachment 1 is the Performance Work Statement (PWS) Attachment 2 is the Performance Requirements Summary (PRS) which contains the Selected Service

Performance Areas (SSPAs)

TECHNICAL EXHIBITS TABLE OF CONTENTS

A. ACQUISITIONS

Technical Exhibit 1 – Deliverables

Technical Exhibit 11-Statement of Objective (SOO) IA Recovery Residential Damage Inspections Training 10

B. FORMS AND TEMPLATES

Technical Exhibit 3A – Declaration and Release Form - English (009-0-3, formerly 90-69B)

Technical Exhibit 3B – Declaration and Release Form – Spanish (009-0-4, formerly 90-69C)

Technical Exhibit 4 – FEMA Forms for Property

Technical Exhibit 5 – Inspection Invoice Template

Technical Exhibit 7 – FEMA Travel Mileage Log

Technical Exhibit 8 – FEMA Post Travel Expense Summary

Technical Exhibit 10 – Invoice Backup Page

Technical Exhibit 21 – Generalized FEMA Missed You Letter

Technical Exhibit 15 – Inspector's Hello Letter-ENG_SPA - 6 10 2016

C. GUIDELINES, STANDARDS, AND REFERENCES

Technical Exhibit 13 – IHP Inspection Guidelines Template

Technical Exhibit 14 – Automatic FEMA Corrections

D. PROGRAM DOCUMENTS

Technical Exhibit 16a – HIS History

Technical Exhibit 9 – Large Event Inspection Request

E. QUALITY CONTROL (QASP)

Technical Exhibit 17A – QC Spreadsheet

Technical Exhibit 17B – QC Basis Points Calculations

F. SECURITY REQUIREMENTS

Technical Exhibit 12 – Pre-Screening

Technical Exhibit 18A – Security Requirements and Procedures

Technical Exhibit 18B – Privacy Awareness Training

Technical Exhibit 20 – Mobile Device Rules of Behavior User Agreement

A. Acquisitions

Technical Exhibit 1 – Deliverables

Performance Work Statement (PWS)

Reference Section Section Title Deliverable Timeline

PWS para 1.3.2 Contractor Employees

The contractor shall describe in their proposal their method for retaining inspectors that assures FEMA the capability to meet contractual requirements throughout the life of the contract. The proposal 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.

Proposal

PWS para 1.3.3 Continuity of

Support

If for any reason the Contractor staffing levels are not maintained and replacement 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.

As required when staffing levels are not maintained

PWS para 1.3.3 Continuity of

Support

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

Weekly

PWS para. 1.3.4 Key Personnel

Before replacing any individual designated as Key by the

Government, 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).

No less than 15 days in advance

PWS para 1.3.4 Key Personnel

Target requirement of staff and staffing structure to include quantities shall be contained within the Technical Proposal

Proposal

PWS para 1.4 Quality

Management System

Draft Quality Management System Proposal (QMS)

Due at Solicitation

PWS para 1.4.1 Quality

Management System

In compliance with the contract clause FAR 52.212-4, the contractor must provide a quality control plan that contains, at a minimum, the items listed in PWS para, 1.4.2, to the

Contracting Officer for acceptance not later than the Post Award/Pre-performance Conference.

Post Award/Pre- Performance Conference

PWS para 1.4.1 Quality

Management System

The contractor must make appropriate modifications and obtain acceptance of the plan by the Contracting Officer before contract performance can begin.

Prior to beginning performance

PWS para 1.4.3

Quality Management

Systems Requirements

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).

Certificate of Registration by an accredited registrar within 12 months of contract award to COR

PWS para 1.4.3

Quality Management

Systems Requirements

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).

Continuous

PWS para 1.4.3

Quality Management

Systems Requirements

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.

Prior to audits

PWS para 1.4.3

Quality Management

Systems Requirements

The Contractor shall provide all audit findings and all corrective actions required for all nonconformities. The contractor shall maintain audit logs for the above.

Upon Audit Completion

PWS para 1.4.4 Records

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.

When requested

PWS para 1.3.6 Physical Security

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.

As required and within 5 working days.

PWS para 1.4.4 Records

If requested by the Government, the contractor must provide the original record, or a reproducible copy of any such record, within five working days of receipt of the request.

When requested and within 5 working days

PWS para 2.2.2 Equipment Inventory

An inventory of Government-furnished equipment must be completed not later than 10 calendar days before start of the contract, 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).

not later than 10 calendar days before start of the contract, 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)

PWS para 2.2 Government Furnished Equipment

The contractor must submit their Property Management System for approval.

Prior to equipment issuance.

PWS para 2.2 Government Furnished Equipment

The contractor must submit requests prior to purchase of equipment or replacement of Government-furnished equipment to the COR for processing if designated as an allowable and allocable expense.

Prior to purchase

PWS para 4.2.1 Post Award/Pre-performance Conference

Task Order Scenario (Conference)

No later than 5 days after Post Award/Pre-performance Conference no later than ten (10) business days after date of award.

PWS para 4.2.1 Post Award/Pre-performance Conference

Any required corrective actions will be due no later than ten (10) days following the Post Award/ Pre-performance Conference.

no later than ten (10) days following the Post

Award/ Pre-performance Conference

PWS para 4.3.1 Duty Readiness

Plan Contractor Adjudication Plan for staff and on boarding events Prior to first Task Order award

PWS para 4.3.6 Just In Time Hiring Plan

The contractors are to develop a surge staffing plan that will provide “Just in Time” staffing. The proposal is to be reviewed and approved by FEMA IA

Program and FEMA Personnel Security.

Proposal

PWS para 4.3.2 Duty Readiness

Training

The agenda, location and duration of this course shall be provided to

FEMA 30 days prior to the course date.

30 days prior to the course date.

PWS para 4.3.2 Duty Readiness

Training The Contractor’s training program schedule shall be provided to FEMA.

As it is created/updated

PWS para 4.3.3 Duty Readiness

Progress Reporting

The Contractor will 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.

First of each month

PWS para 4.3.4 Operational

Training Exercise

Corrective action plans are to be provided to the government within two weeks of the exercise for review by FEMA.

Within 2 weeks after the "live exercise"

PWS para 4.3.1 Duty Readiness

Plan

Additionally, the Contractor shall provide FEMA access to its workforce database. Availability rosters, exercise call out results, quality control/quality assurance logs, deployment rosters shall be kept.

Evidence of the information shall be provided to the government within 48 hours of request.

Within 48 hours of request

PWS para 4.3.4 Operational

Training Exercise

The Contractor shall provide a response to all task order proposal requests within four hours of Contracting Officer requests.

Within TOPR timeframe

PWS para 4.4.1 Customer Service

The Contractor shall provide the COR a customer service and community needs sensitivity training curricula along with an implementation and follow up plan for approval at the

Post Award/Pre-Performance Conference.

Post Award/Pre- Performance Conference

PWS para 4.4.1 Customer Service

The Contractor shall describe how inspectors will be trained to display survivor sensitivity, diversity awareness considerate of varying

Post Award/Pre- Performance Conference languages, and knowledge of Native American and other cultural customs for individuals traumatized by a disaster.

PWS para 4.4.9 Priority

Inspections

The Contractor shall include a report of all priority cases in the Operational

Report.

Operational Report

PWS para 4.4.10 Shelter Survivor

Inspections

The contractor shall provide FEMA HIS a daily report of their progress to include the survivor’s registration number, their inspection status

(Assign Queue, field assignment (Inspector ID), or returned/completion status), and damaged dwelling City and County/Parish/Municipality.

When shelter inspections are requested by FEMA

PWS para 4.5.1 Quality Control

Scoring Quality Control Process-Scoring

System QMS Draft Proposal

PWS para 4.5.1 Quality Control

Reporting

The Contractor shall maintain QC results daily and make those results available within 24 hours of completion of the QC inspection.

Within 24 hours of QC Inspection completion

PWS para 4.5.1 Quality Control

Reporting

Corrective and preventive action taken on the inspector shall be included in the Operational Reports and further defined within the QMS.

These reports are subject to review and approval by the FEMA QC Manager and COR.

Operational Report

PWS para 4.5.2 Quality Assurance

In an effort to ensure the Contractor adequately addresses their responsibility for quality inspections, specifically the impact of FEMA

Corrections (FCOR) on the program, non-compliant work shall be completed/corrected and returned to FEMA within seventy-two (72) hours.

Within 72 hours

PWS para 4.6.1 Management and

Staffing Readiness Report

The Contractor shall provide FEMA access to the Contractor’s inspector data base that includes a description of the various inspector cadre levels within the organization.

Upon Request

PWS para 4.6.2 Disaster Reports

(Post Declaration)

The reports in PWS section 4.6 shall be provided to the TM, the COR, and the CS within the timeframe stated for each submission. Reports shall be tailored to the specific disaster activation to include historical information as outlined. If the report becomes due on a weekend day or holiday, use the next business day as the due date.

Within the timeframe stated for each submission

PWS para 4.6.3 Initial Operational

Report

The Contractor shall submit a written Initial Operational Report for each

Task Order within seventy-two (72) hours after the Contractor’s briefing conducted by FEMA.

Within seventy-two (72) hours after the

Contractor’s briefing conducted by FEMA

PWS para 4.6.4 Disaster Staffing

Report

This staffing report shall be available within 72 hours of the Contractor’s briefing to FEMA Contract Management and HIS staff, and updated to match changes with staffing throughout the Task Order.

This information must be made available through a Contractor provided website.

Within 72 hours of the Contractor’s briefing to

FEMA Contract Management and HIS staff

PWS para 4.6.5 Disaster

Operational Report

The Contractor shall submit a written operational report within 14 days of the Contractor’s briefing and bi-weekly thereafter.

Within 14 days of the Contractor’s briefing and bi-weekly thereafter.

PWS para 4.6.6 Disaster Final Operational

Report

The Contractor shall submit a written Final Operational Report no later than thirty (30) days after the Period of Performance expires or the last inspection is returned to FEMA, whichever is later.

No later than thirty (30) days after the Period of Performance expires or the last inspection is returned to FEMA, whichever is later

PWS para 4.6.7 Year End

Management Report

The Contractor shall submit a written Year-End Management Report no later than the last day of the month following the base period and option years.

No later than the last day of the month following the base period and option years.

PWS para 4.6.8

Disaster Surge Event Reports (Incremental Operations Reports)

These reports will be requested only when there is a need to report daily to

FEMA Headquarters the status of inspection operations. Content will be provided following a FEMA-provided template.

Upon Request

PWS para 4.7.1

Inspection Photographs (Photograph

Requirements)

The Contractor shall store and archive photographs electronically, providing

FEMA with direct access to photographs within 6 hours of the inspection being completed

Within 6 hours

PWS para 4.7.1

Inspection Photographs

(Photo Quality Review)

Photo reviews will display the registration number, inspector, affirmation of compliance and any corrective action necessary, and provided to FEMA on a weekly basis.

Weekly

PWS para 4.7.1

Inspection Photographs

(Photo Quality Review)

A summary of these reviews shall be included in the Operational Report provided to FEMA.

Operational Report

PWS para 4.8 Technical

Assistance Task Orders

The Contractor’s proposal shall include itemized costs and a technical proposal.

Task Order Proposal within 48 hours of Task

Order notification

PWS para 4.8 Technical

Assistance Task Orders

The technical proposal shall describe in detail the proposed process for implementing and fulfilling the

Government's requirement, including detailed staffing plans and performance dates, and specify deliverables, including reports and proposed methods for delivering materials, delivery dates, locations and the proposed labor category to perform the task.

Task Order Proposal

PWS para 4.8 Technical

Assistance Task Orders

In addition, the technical proposal shall specify cost estimates for the entire period of performance to include the Generalist Labor category used for this effort.

Task Order Proposal

PRS Deliverables

Reference Section Section Title Deliverable Timeline

I. Introduction

A CAPA (Corrective Action Preventive Action) may be requested by FEMA on activities and requirements contained within the

PWS, PRS, TOPR and/or Technical Exhibits. If FEMA requests a CAPA, the response must be received by FEMA within 72 hours. Return of

Within 72 hours

CAPA’s will be discussed during post-award meeting.

III. PRS

PRS Requirement

Section 1

The Contractor shall provide FEMA their Quality Management System

(QMS) demonstrating acknowledgement of FEMA’s inspection contract requirements.

Proposal

III. PRS

PRS Requirement

Section 2 F: Acceptance of QASP Results

Within 10 days of receipt by the contractor. If Contractor requests an evaluation negotiation then agreement should normally be reached within 30 days.

SSPA #1.A Threshold # 3

Results from field QC inspections shall be displayed using a FEMA provided format and available to FEMA HIS within 24 hours of completing the QC inspection.

Within 24 hours of QC Inspection completion

SSPA #1.A Threshold # 5

Contractor shall provide documentation to FEMA illustrating a timeline of all inspectors’ work QC’d throughout the Task Order.

When requested

SSPA # 1.B Threshold # 2

The first QC inspection shall be completed and returned to FEMA within 48 hours of the first returned complete inspection.

48 hours

SSPA # 1.B Threshold # 3

FEMA must be notified at least 24 hours prior to suspension of QCs and at least 48 hours prior to resumption.

Point of contact will be identified post award.

24-48 hours

SSPA # 2.B.2 Threshold # 3 Provide records to FEMA in the biweekly and final operation reports or when requested by FEMA.

Biweekly

SSPA # 2.E Threshold # 2

The Contractor shall include in all required reports the count of priority inspections completed to the current date of such report.

When reports are due.

SSPA # 2.F Threshold # 2 Contractor provided daily reports on their progress to complete shelter inspections.

Daily

SSPA # 2.H Threshold # 7 Production refer to per task order delivery schedule based on number of inspections

SSPA # 2.K Threshold # 1 Individual FCOR inspections shall be returned within 72 hours.

72 hours

SSPA # 4.A Threshold #1 Initial Operational Report 72 hours of Task Order

Activation

SSPA # 4.B Threshold # 1

Staffing report was updated within 72 hours of staffing changes and made available to FEMA throughout the task order.

Within 72 hours of staffing change.

SSPA # 4.B SSPA # 4.B

Surge Event Reports (Incremental

Operations Reports)

Mutually agreed to timeframe when requested

SSPA # 4.C SSPA # 4.C Operational Report (Biweekly) 14 days from Task

Order activation and continuing biweekly until released from the Task Order

SSPA # 4.D Threshold #2 Final Task Order Operational Report

No later than 30 days after POP expires or last inspn or Task Order Release

SSPA # 4.E Threshold # 1

CAPA (corrective action preventive action) responses detailing causation with corrective action measures were returned within 72 hours of FEMA’s request or notice of the nonconformity by the contractor

Within 72 hours of FEMA's request

Contract Clause Deliverables

Reference Section Deliverable Timeline H.1 Sub-Contractor Plan Proposal

H.2 Contractor Security Compliant

Implementation/Management Plan 2 days after award

H.2 Contractor Code of Ethics Within 30 days of award F.5 Draft Contract Closeout Final Report 30 days prior to contract expiration

F.5 Contract Closeout Final Report On or before contract expiration date

Technical Exhibit 11: Statement of Objective (SOO) Request - IA Recovery Residential Damage Inspections Training

Background: The Federal Emergency Management Agency (FEMA) is authorized to provide Disaster Relief and Emergency Assistance to survivors during recovery of disasters and emergencies. Disaster declarations that are of a magnitude that exceed FEMA and Contractor base line staffing capabilities to perform housing inspection services will need to leverage HIS contractor training capabilities to train FEMA interagency Government employees to support the FEMA IA Recovery damage inspection mission.

Scope: The scope of this effort is to provide instructors to train Government employees to include any and all related training material and supporting logistics to conduct one or more two day maximum IA Recovery residential damage verification class(s). Quantities of personnel to be trained for each class could vary depending on the size of the pending disaster.

Training topics may include, but are not be limited to, discussion of the programs, ACE4 Software user guide, IHP Inspection Guidelines and procedural changes.

Constraints: Due to the uncertainty of the magnitude of any disaster, the quantity of federal employee assets to be trained for this scope of effort will be estimated based upon the most current information available at the time of issuance of the TOPR. The awardee of each task order may be required to exceed the quantity of federal asset employee/inspectors to be trained initially provided in the TOPR and Task Order (TO). Authority for exceptions to the Fair Opportunity process are provided in Section G.2 which includes logical follow-on task order(s) already issued under the contract and all awardees were given a fair opportunity to be considered for the original order may be used as a basis for increasing the quantities of inspections. Conversely, the magnitude of the disaster may be so severe that the Federal Emergency Management Agency (FEMA) determines it’s in the best interest of the Government to issue one or more task orders to effectively support the disaster for which an exception will also be utilized in accordance with Section G.2.

Inspection Guidelines for training: Based on the FEMA Declaration Impact Summary for all Presidential declared disasters, FEMA will initiate appropriate inspection guidelines for the type and size of the event to be used in the training event. There are standard guidelines for most all events. However, a streamlined inspection guideline may be required for this task order.

Preliminary information: The contractor shall provide TOPR responses for initial federal employee asset training which shall include contractor provided location/site, number of sessions to be conducted and the number of personnel to be used as trainers/Subject Matter Experts in each session which will be utilized for the State of XXXXX pending an Individual Assistance (IA) declaration. Additional training may be necessary after declaration and during the 60 day base period.

The Government estimates the following number of federal assets trained will be required:

Performance Period Quantity of Trainers/SMEs

Quantity of Federal Asset

Inspectors

Period of Performance

Initial Award XXX X,000 60 days

TBD XX X,000 TBD

TOPR EVALUATION INFORMATION

Award will be made to the responsive, responsible contractor who provides the best-valued solution to the Government. In performing the best value trade-off analysis, all non-cost evaluation criteria, when combined are:

( ) significantly more important than cost or price; (X) approximately equal to cost or price; or ( ) significantly less important than cost or price. Each quotation will be evaluated according to the following cost and non-cost criteria.

Technical: The contractor’s proposal will be evaluated on its demonstrated ability to meet the needs of the Government, as defined below.

1. Contractor Provided Federal Asset Inspector Training Services: Contractor shall propose training material and methodology, location of training site and associated logistics, names of trainers, the modules to be used and the proposed class schedule. The trainers will be the subject matter expert as it relates to disaster damage assessments. All causes of damage and the extent of real property damage to the home;

how the habitability of the home has been affected;

verification of ownership, occupancy and insurance information;

the extent of damages to personal property and vehicles;

photos of residential damage;

information regarding other disaster expenses and needs; and Multi-family and private road and bridge access issues.

The proposed training shall be conducted for the quantities identified in this TOPR. The contractor shall propose the location / site, number of sessions to be conducted and the number of personnel to be trained in each session.

2. Location of Work: Work assignments will be performed in a declared disaster areas TBD. Details of the approach to engage in this effort to include managing a work load and hours may extend up to 12 hours per day, 7 days per week. Constraints to overcome are the handling of multiple disasters and providing approach to engaging in this scope across all events that graduates are deployed. FEMA is looking for a creative solutions to accomplish this initiative.

3. Evaluation: The Government will evaluate the vendor’s full understanding of the goals and objectives identified in the Statement of Objective by assessing the benefits and weakness of their proposed Performance Work Statement (PWS). The contractors TOPR response shall reflect a clear, comprehensive, and complete discussion of how the solution will provide the ability to achieve desired outcomes over the life of the task order.

B. Forms and Templates

Technical Exhibit 3A – Declaration and Release Form - English (009-0-3, formerly 90-69B) (Version Control #081117-1)

NOTE: This form is included in electronic version for use with the ACE software used when completing inspections. (January 2018)

Technical Exhibit 3B – Declaration and Release Form – Spanish (009-0-4, formerly 90-69C) (Version control 081117-1)

NOTE: This form is included in electronic version for use with the ACE software used when completing inspections.

Technical Exhibit 4 – FEMA Forms for Property

FEMA Property Forms (Version control (081117-1)

FEMA Manual 119-7-1 Personal Property is not included in this Technical Exhibit document but instead is Attachment 3.1.

The following form numbers are to be used for managing Government Furnished Property (GFP) or Contractor Acquired Property (CAP).

FEMA Form 119-7-1-1, Report of Survey (Technical Exhibit 4A)

FEMA Form 119-7-1-2, Property Transfer Report (Technical Exhibit 4B)

FEMA Form 119-7-1-3, Custody Receipt for Government Property on Personal Charge (Technical Exhibit 14-3)FEMA Form 119-7-1-4, Inventory Adjustment Report (Technical Exhibit 4C)

FEMA Form 119-7-1-5, Accountability Statement for Transfer of Personal Property (Technical Exhibit 4D)

FEMA Form 119-7-1-6, Report of Inventory Values of Capital Equipment (Technical Exhibit4F)

FEMA Form 119-7-1-7, Excess Property Form (Technical Exhibit 4G)

FEMA Form 119-7-1-8 Personal Property Inventory Certification (Technical Exhibit 4H)

FEMA Form 119-7-1-9 Accountable Property Recycle, Abandon or Destroy Report (Technical Exhibit 4I)

FEMA Form 119-7-1-10, Property Officer Designation Memorandum (Technical Exhibit 4K)

Technical Exhibit 5 – Inspection Invoice Template

Invoice # Contract # Task Order Mod Bill # Invoice Date

Bill To:

Refer to G.5

Please Remit to:

Refer to G.

Performance Period Billed ____________________

Description of Service Refer to G.1 Applicable CLIN Withholding ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ $___________

Total all CLINS ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ $___________ Total Withholding ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ $ ___________

Total Invoice Due: ____________

Previously Billed This Balance TO Account Code Amount Funded Billed Invoice Total Invoiced Remaining

Technical Exhibit 7 – FEMA Travel Mileage Log

Technical Exhibit 8 – FEMA Post Travel Expense Summary

Technical Exhibit 10 – Invoice Backup Page

Technical Exhibit 21 – Generalized FEMA Missed You Letter

Date ___________________________

Hello, My name is _____________________________________________.

I work for ______________________________________________ and I am a contract inspector for the Federal Emergency Management Agency (FEMA). Today, I visited your residence but you were not at available. In an effort to assist you, an inspection of your home or personal property for damages as a result of the disaster is required.

To complete your inspection, contact me right away for I may still be in your neighborhood through the following phone number: _____________________________.

Thank you!

If you have additional questions regarding disaster assistance, or to check the status of your application, please call FEMA’s Helpline at 800-621-FEMA (3362) or visit www.DisasterAssistance.gov. If you are deaf, hard of hearing, or have a speech disability and use a TTY, please call 800-462-7585. If you use 711 or Video Relay Service (VRS), please call 800-621-3362.

Federal Emergency Management Agency

Fecha ___________________________

Hola, mi nombre es _____________________________.

Trabajo para ___________________________________ y yo soy un inspector de contrato para la Agencia Federal de manejo de emergencias (FEMA). Hoy he visitado su residencia pero no estaba disponibles. En un esfuerzo para ayudarle, se requiere una inspección de su hogar o propiedad personal por daños y perjuicios como consecuencia de la catástrofe.

Para completar su inspección, éntreme en contacto con inmediatamente para que yo tenga todavía en su barrio a través del siguiente número de teléfono: ____.

¡Gracias!

Si usted tiene preguntas adicionales acerca de asistencia para desastres, o para comprobar el estado de su solicitud, por favor llame a ayuda FEMA al 800-621-FEMA (3362) o visite www. DisasterAssistance.gov. Si usted está sordo, hipoacúsico, o tiene una discapacidad del habla y usa un TTY, llame al 800-462-7585. Si utilizas 711 o el servicio de retransmisión de Video (VRS), por favor llame al 800-621-3362

Federal Emergency Management Agency

Technical Exhibit 15 – Inspector's Hello Letter-ENG_SPA - 6 10 2016

C. Guidelines, Standards, and References

Technical Exhibit 13 – IHP Inspection Guidelines Template

INSPECTION GUIDELINES

DR - -

Government Task Monitors – Inspection Services Coordinator – Incident Type – Incident Period – Presidential Declared Date – Governors Declaration of State of Emergency-

SUPPORT TO APPLICANTS

Limited English Proficiency (LEP) - The inspector must accommodate applicants who have limited ability to communicate in English. The primary strategy is to determine if there is anyone in the home 16 years of age or older who can assist as a translator. A secondary strategy is to ask the applicant if they have a friend or another person 16 years of age or older who can be present during the inspection and provide translation assistance. If neither of these two options is possible, alternative methods may include language translation call services, using an interpreter, or returning the inspection for reassignment to a compatible speaking inspector.

Other Forms of Communication - The inspector is required to accommodate any special need an applicant has in order to communicate during the inspection process. Accommodations may include sign language interpreters, assistive technology including computers or recordings, note takers, or communication boards provided by the applicant.

Immediate Needs - If the inspector encounters an applicant with an immediate need impacting their safety or welfare, it will be reported to the Field Supervisor for referral to FEMA. The inspector will provide a description of the need and include the applicant’s name, address, and registration number.

Standard of Conduct / Conflict of Interest - Inspectors, employed by or under contract to FEMA to perform Individual Assistance inspections, shall not be part of any trade or financial transactions involving the purchase or sale of any real or personal property belonging to an applicant or household member who is assigned for inspection or being inspected by the designated inspector. The inspector shall not conduct an inspection on a family member, friends, or business associates home where a conflict of interest may arise. When there is a conflict of interest with the applicant the inspector will return the inspection to the host for reassignment to another inspector.

APPLICANT INFORMATION

The inspector is required to verify the applicant’s name, damaged home address, county, current mailing address, lot or apartment number if applicable, and phone numbers. The inspector will make any updates to the applicant’s information.

Name Change: Do not to make complete Registrant name changes from one individual to another.

Designated Area - The inspector is required to verify the applicant resides in a designated area.

If the area is undesignated, the inspection will be returned as complete. The applicant will be advised to contact their local emergency management agency in case the area is designated at a later date.

Primary Residence - The inspector is required to ask every applicant if the home is their primary residence where they reside more than six months a year.

• If the applicant states the home is not their primary residence the inspector is required to ask if they have another home in the designated area that was damaged. If so, the inspector will correct the address and perform a complete inspection at the applicant’s primary residence.

• If the applicant states the home is not their primary residence and does not have a home in the designated area, the inspector will return the inspection with occupancy status Not Primary Residence (NPR). Examples of NPRs include rental property, a secondary home, or commercial property. The inspector is still required to ask the applicant about unmet needs and transportation.

Incident Period - The inspector is required to ask the applicant if the damage occurred in the incident period.

• Only damage that occurred within the incident period will be recorded.

• If all damage occurred outside of the incident period, the inspection will be returned as complete.

Household Composition - Defined as the number of household members who resided in the home at the time of the event. The household composition and number of bedrooms occupied includes joint-custody children and college students away from the home and expected to return on session breaks. It does not include boarders, renters, or live-in landlords who have a commercial relationship with the applicant.

Occupants - The inspector is required to review occupant information. Information to be reviewed includes names of all of the people, including children, who lived in the home at the time of the event, age, and relationship status. Boarders, renters, and live-in landlords are included in the occupants section.

Bedrooms Occupied - The inspector is required to confirm the number of bedrooms occupied at the time of the event. The number of bedrooms occupied will identify only those rooms occupied by the applicant and the members of the household. The count does not include boarders, renters or live-in landlords.

OCCUPANCY AND OWNERSHIP VERIFICATION

For the majority of CONUS located dwellings, FEMA will have verified occupancy and when applicable ownership prior to the inspection being issued. When not confirmed by FEMA, inspectors are required to verify through documentation dated prior to the incident period confirming the applicant lived in and/or owned the home at the time of the disaster.

Occupancy

• Acceptable documents include a driver’s license, rental agreement, voter registration card, utility bill, merchant’s statement, or employer’s statement.

• Web-based verifications may be used to verify occupancy. A comment is required with the utility or Phone Company’s URL.

• Verbal verification from a landlord or utility company is a last resort if the applicant is unable to verify occupancy. A comment is required with the landlord or utility company name and phone number when occupancy is verified verbally.

• When all means to verify occupancy have been exhausted, the inspector will record occupancy as “Not Verified” and perform a complete inspection. A comment is required when recording occupancy as “Not Verified”.

• The inspector is not required to prove “Intent to Occupy”. For example, if the applicant lived elsewhere at the time of the disaster while the home was under construction or if the home was recently purchased, the inspector will complete the inspection and record occupancy as “Not Verified”. A comment is required about the impending occupancy.

Ownership

• Acceptable documents include structural insurance, a tax bill, official’s record, title number, mortgage payment books, or affidavits. Documents must pre-date the incident.

• Ownership status can only be changed from owner to renter if the applicant states they are a renter. A comment is required.

• The inspector will change the applicant from a renter to an owner if the applicant registered as a renter but claims they are an owner at the time of the inspection. A comment is required.

• Web-based verifications from official tax office websites may be used to verify ownership. A comment is required with the URL.

• Verbal verification from the tax office may be used as a last resort if the applicant is unable to verify ownership. There is a required comment with the name and phone number of the person at the tax office and whether or not ownership could be verified.

• If the applicant does not pay rent but has a notarized document verifying formal title indicating they have lifetime occupancy rights, the inspector will select “affidavits”.

• If the applicant claims they are the owner and all means to verify ownership have been exhausted, the inspector will select “not verified” for ownership and perform a complete inspection. A comment is required on all attempts to verify ownership.

Insurance Coverage - The inspector is required to ask every applicant if they have insurance.

All additional insurance types will be added if not already listed on the registration.

HOME INFORMATION

Residence Type - Standard residence types include single family/duplex, mobile home, travel trailer, apartment, condo, townhouse, boat, and “other”. Additional less commonly used residence types include College Dormitories, Assisted Living Facilities, Military Housing, and

Correctional Facilities. The inspector will address relocation as “No” because applicants residing in these types of homes typically have their housing needs met by the institution and do not incur costs to relocate.

Residence Size - The residence size is identified as the total square footage of the home including the basement if one exists. Garages, porches, unoccupied outbuildings, Florida rooms, crawlspaces and enclosed areas separated from the main living area by a locking exterior door are not included.

If a renter occupies any portion of the owner’s home, the size of residence in the owner’s inspection will include the renter’s occupied area. If the renter’s occupied area is separate and totally self-contained, it will be considered an apartment and will not be included in the size of the owners residence.

Water level - The high water mark is recorded on the highest floor where it was located.

Foundation - Foundation types include basement, crawlspace, slab, and “other”.

CAUSE OF DAMAGE (COD)

Flood -– The partial or complete inundation of normally dry land areas from overflow of inland or tidal waters or from the unusual and rapid accumulation or runoff of surface waters from any source. Flood must be rising water from overflowing water sources. It is generally a temporary condition. Flood is used when landslide, mudflow, or seepage is triggered by inundation or runoff.

Sewer Backup - Waste water entering the home through a drain line.

Flood vs. Sewer Backup

• It is possible to have both Flood and Sewer Backup in the same home. If flood water enters the basement the COD for the resulting basement damage is Flood. If waste water comes up through a drain on an upper floor, the COD for any resulting damage is Sewer Backup.

• If flood water enters the home and waste water comes up through a drain and the two waters mix, the COD is Flood.

Seepage - Water entered the home from below ground sources. There is no accumulation of water such as runoff or surface water from any source surrounding the home.

Fire - When recording the undeclared incident type of fire, the inspector is required to confirm the fire was disaster caused by viewing the fire report or speaking to the Fire Marshall /Official.

There is a required comment with the fire department contact name, phone number, incident report and date of the fire.

• When the fire report is not available, or if the report states the fire was not disaster caused, the inspector will not record any damage from fire.

• The comment will include the contact information of the person they spoke to.

REAL PROPERTY / STRUCTURAL DAMAGE FOR RENTERS

If a renter’s home is uninhabitable at the time of the inspection the inspector will select a broad category of damage: Moderate Damage, Major Damage, or Destroyed Renter. When there is no damage impacting habitability the inspector will select No Damage/Minor Damage. If there were damages impacting habitability that have since been repaired the inspector will select Repairs Made.

REAL PROPERTY / STRUCTURAL DAMAGE FOR OWNERS

The inspector is required to record all real property damage to the entire home, access, and supporting systems, such as wells and septic, as it existed immediately following the disaster.

• Only disaster caused damage is recorded.

• Any damage conditions not caused by the current disaster will not be recorded. There are some exceptions below:

Condominiums / Cooperatives - A condominium or cooperative is a unit owned by an applicant that is typically within a multi-unit structure such as an apartment building or town house complex.

• The condominium association normally has responsibility for structural items such as the roof, windows, exterior doors, and furnaces or water heaters located on the exterior or in shared common areas.

• The inspector is required to record damage from the drywall in, such as drywall, floor covering, cabinets, and furnaces or water heaters located on the interior of the applicant’s unit.

Garages and outbuildings - Damage to garages and outbuildings/sheds will not be addressed unless it affects the habitability of the home. The debris remove line item is used to remove components presenting a hazard or affecting access.

• Damage to an attached garage is only recorded when it affects the integrity of the home.

Damaged roof framing, electrical, and plumbing components should be addressed, whereas damaged drywall and insulation should only be addressed in adjoining living area walls and ceilings.

• Damage to an unattached garage or outbuilding is only recorded if the building contains necessary and functional appliances or mechanical units such as water heater, furnace, main electrical panel, washer and dryer.

Basements - A basement is an enclosed area of the home where any portion of the exterior wall or concrete floor is below grade. Split level homes are excluded from the definition of a basement. When the cause of damage is flood, sewer backup, or ground saturation/seepage, there are real property limitations for rooms in basements.

• Drywall, floor covering, and interior doors are not recorded in basements unless the room is essential. An occupied bedroom in the basement with no vacant bedrooms located on any floor above the basement is considered essential. A living room, kitchen, or bathroom located in the basement is considered non-essential if there is a living room, kitchen, or bathroom located on any floor above the basement.

• If an unoccupied bedroom on any floor above the basement can be used instead of the basement bedroom, the basement bedroom is considered non-essential. The foundation, furnace, water heater, main panel, electrical and other structural components will still be recorded for owners as appropriate.

• If there is an essential bedroom in the basement, an associated bathroom in the basement is also addressed as essential with a maximum of one bathroom per basement.

• The debris remove line item is used to remove hazards such as damaged cabinets, interior doors, drywall, and floor coverings. A maximum of five cubic yards of debris remove will be recorded unless conditions exist requiring the removal of additional mud deposits.

• The line item “Remove Fixture/Cap Drain” is used to address non-essential plumbing fixtures.

• All rooms in below ground level condominiums and garden apartments are considered essential.

Income Producing Property - The inspector will not record damage to segregated areas of the home used to generate income for an applicant. These areas of the home are normally self-contained or separated by a locking entrance. Damage affecting the integrity of the applicant’s portion of the home will still be recorded. The inspector will not record a furnace or water heater that is used solely to support the tenant-occupied unit.

Not Owned by Applicant - The inspector will not record damage to items the applicant does not own. In situations where a furnace or water heater is owned by the utility company, these units will not be recorded in line items. In some cases an applicant owns their home but does not own the land. The inspector will not record damage to a road or bridge, septic system, or well that is not the responsibility of the applicant. A comment is required explaining the item is owned by another party.

Non-Essential Cabinets - The inspector will not record damage to cabinets located in rooms other than the kitchen or bathroom. The debris removal line item will be used to remove the hazard.

REAL PROPERTY SPECIAL CONSIDERATIONS

Heating – The inspector will record all damaged heat sources for the dwelling regardless of sole or primary source. If the sole source of heat for the dwelling is a space heater the inspector will use the “heater, portable, replace” line item.

Roads and Bridges - Damage to a privately owned road or bridge is only recorded when it is the sole access route and is rendered impassable. The inspector will only record damage to the extent needed to provide drivable access, not necessarily to the pre-disaster condition. For multi-family road and bridge damage a comment is required to identify if the applicant is a member of a Homeowner's Association as well as the names and registration numbers of other affected applicant(s) if available.

Damage is recorded only to the extent needed to restore access to a maximum width of 10 feet for roads for a single family dwelling and 15 feet for multifamily roads or to the pre-disaster width, whichever is less. Bridges will be repaired to a maximum width of 10 feet. If some bridge components are not damaged and can be reused, the inspector will use lump sums to address the damage.

Boats - The inspector will record line items to restore the boat to a habitable state, not necessarily to return the boat to seaworthiness. Destroyed boats are addressed with the “Residence Rebuild” line item. When it is confirmed a boat sank, the inspector will record a service call and address the habitability determination as “Yes”. There is a required comment with the Harbor Master or local official’s name and phone number confirming the boat sank due to the disaster.

Destroyed - The inspector will record the home as destroyed when the home is damaged to the extent that all structural components such as the foundation, floor, walls and roof are compromised. The line item Residence Rebuild; Mobile Home Replace; or Travel Trailer Replace will be used.

• The inspector will record damaged components outside of the footprint of the destroyed home. Items associated with wells, septic systems, roads and bridges, power poles, retaining walls, debris or trees affecting access, and travel trailer foundation line items will be recorded.

• A condemnation notice does not necessarily indicate the home is destroyed per FEMA standards.

PERSONAL PROPERTY

The inspector will record personal property as it existed immediately following the event. If the personal property was removed prior to the inspection, the inspector will question the applicant and use the supporting damage or recent repairs to substantiate the applicant’s claim. When the inspector is unable to see the damaged item but evidence supports the claim the disaster caused the loss, the inspector will record the appropriate level of damage. If the inspector is unable to see the damaged room furnishings or appliance and the evidence does not support the claim, the inspector will record the item as not affected.

• Living rooms, bedrooms, bathrooms and kitchens are recorded as they are furnished along with the level of damage.

• Any room furnished as a bedroom will be recorded as a bedroom regardless of whether it was occupied or unoccupied. Items typically included in a furnished bedroom are a bed, dresser, nightstand, lamp and bedding. If a room does not contain bedroom furnishings the inspector will use another designation such as an office room or utility room.

• Any room furnished with standard living room furnishings will be recorded as a living room. Items included in a furnished living room are a couch, chair, coffee table, lamps. Living rooms may also be called dens, family rooms, rec rooms, etc. It is entirely acceptable to have multiple living rooms in the home if there are multiple rooms furnished as living rooms.

• The bathroom furnishings include personal hygiene items, linens, shower curtain and rod.

• The kitchen furnishings include pots and pans, dishes, silverware, and small appliances.

• Furnishings minimally affected by the disaster are expected to be cleaned by an applicant.

The inspector will record these items as not affected. Furnishings requiring more extensive or professional cleaning will be recorded as damaged.

• At times appliances may be impacted by a minimal water level or a power surge. The inspector is required to test appliances the applicant claims as damaged when there is no visible evidence of damage. A comment is required.

• If it is clear the electrical components of an appliance have been inundated or it has sustained major physical damage it does not need to be tested. The inspector will record it as either “repair” or “replace”.

• When the inspector is unable to test an appliance with no visible evidence of damage the item will be recorded as not affected. A comment is required.

• If an applicant is a Renter, any landlord supplied appliances and…