2.2.1 Att 1 - PWS - SECTION A (MDC Deliverables).pdf

Section A

SECTION A - DELIVERIES OR PERFORMANCE

A.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract. See FAR 52.252-2 for an internet address (if specified) for electronic access to the full text of a clause.

NUMBER TITLE DATE

52.242-15 STOP WORK ORDER AUG

A.2 PERIOD OF PERFORMANCE

The Base Period of Performance will be from date of award through a twelve (12) month period. The Government will include two six (6) month option periods, if required to complete the mission. Work orders will be issued as soon as three (3) business days after contract award.

The Government reserves the right to terminate the contract for convenience within the base period of performance or any exercised option.

A.3 PRINCIPAL PLACE OF PERFORMANCE

The performance of the work for the contract shall commence at the Contractor’s facility, with delivery to locations specified in the Base Contract and Task Orders.

FEMA will facilitate the Contractor’s access to FEMA facilities for the Contractor to provide staff at the receiving locations.

A.4 SUMMARY AND OVERVIEW

Section A: Deliveries or Performance includes important details regarding the Deliverables and Required Reports that are associated with the Performance Work Statement, Description / Specifications / Performance Work Statement. In some cases, the deliverable and / or the forms associated with the deliverables, such as the installation of a Manufactured Home (MH) will be validated by FEMA staff. Additionally, this Section presents a table that associates these Deliverables and Required Reports with Delivery Dates, Delivery Recipients, and whether or not there is a template provided by the Federal Emergency Management Agency (FEMA) for each Deliverable or Report.

A.6 IMPORTANT DETAILS

A.1.1 FEMA FORMS

Upon award, the Contracting Officer’s Representative (COR) will ensure the Contractor has the most up-to-date FEMA forms.

A.1.2 SUMMARY REPORTS AND LOGS

These Reports shall be additive and include all information relevant to the contract work. Once information is included in the Report it will not be deleted, although it may be modified or added to as necessary. Most importantly, the Report shall be chronological with the most recent information on top and the oldest information at the bottom.

A.1.3 HOUSING OPERATIONS MISSION ENTERPRISE SYSTEM (HOMES)

HOMES is the National Emergency Management Information System (NEMIS) Web Application that FEMA uses to prove and track information regarding housing missions.

HOMES may be utilized by the Contractor during a disaster at the request of the COR. Many of the forms identified as “FEMA Forms” below are associated with this system which, upon request by the Government, may require the Contractor to enter all information into the Web Application prior to submitting the forms to the COR. In some cases, the COR may request that the forms be completed by the Contractor but are not entered into HOMES by the Contractor.

A.1 Deliverables and Required Reports Table Area

Required Report

/ Deliverable

Delivery Date Delivery

Recipient

Description

Template Provided by FEMA

Reference

Quality Control Plan

Within three (3) days of award, and as necessary when updated

COR

The Contractor shall develop, present, maintain and update a quality control plan to monitor performance to ensure appropriate quality is achieved. The quality control plan must include processes for ensuring work is consistent with the specifications set forth in this Statement of Work. The plan shall identify processes for addressing delayed activities including, but not limited to, unit installation, unit maintenance and deactivation. The Contractor shall monitor the quality of work using this established plan, which will also be used to facilitate Government oversight of the contract and inspection of work performed.

No

N/A

2 Quality Control

Report

Weekly after task order award

The Contractor will submit a Quality Control Report to the COR.

The report shall address items including timeliness, suggested remedies for deficiencies, and remedy implementation dates.

FEMA Form 90-

Daily

FEMA Form 90-13 notes changes in custody for an MHU, including recipient parties. These forms include when a unit is received by the Contractor from the MHU storage site, when the unit is received at forward staging, when a unit is transported for installation, and when a unit is deactivated and transported to an MHU storage site. This form is also used to document all damage to the unit.

Yes

Section B.3

Complete Site Inspection and Site Feasibility Inspection Report

(SFIR)

A priority SFIR is due one (1) calendar day after the work order is issued.

A non-priority SFIR is due three (3) calendar days after the work order is issued.

Site feasibility inspections shall be requested by FEMA specifically based on the needs of the disaster. FEMA will validate the deliverable either through delivery of Site Feasibility Inspection Reports, Site Feasibility Inspection Summary Reports, and / or visual validation of the Site Feasibility Inspection.

The Site Feasibility Inspection Report is conducted for each private site where a manufactured home may be placed. It includes basic information regarding the location of the site, whether utilities are present on the site, the depth of the frost line, and a sketch of the site (clear and legible hand drawn sketch is sufficient) with measurements of available area and distance to utilities noted. This report shall also include details with regard to any predicted difficulties with the installation of an MHU on the site.

Section B.7 and Section B.8

Site Feasibility Inspection Summary Report

The Site Feasibility Inspection Summary Report provides an overview of site inspections the Contractor has been requested to provide, and how many have been completed. Information that shall be included in the report includes: the Work Order number;

date and time site inspection requested; date and site inspection complete; indication that site is deemed feasible; indication that site is deemed infeasible, infeasible pending owner action, infeasible pending COR action, withdrawn and no contact. This report shall also include summary totals, including total number of site inspections requested; total number of site inspections complete; total number of site inspections scheduled but not complete; total number of sites deemed feasible; and total number of sites deemed infeasible. This report shall also include information and documentation regarding the frost line.

Section B.7

MHU Installation

– Report

Manufactured Home or HUD Specification Home (MH)/Park Model (PM) is Ready for Utilities (i.e., electric, water, sewer, etc.) within seven (7) calendar days of work order issuance.

MH/PM is available for Ready for Occupancy (RFO) inspection within one

(1) calendar day after the unit is energized.

Travel Trailer is available for RFO inspection within two (2) calendar days of work order issuance.

The contractor shall identify and apply for all permits that are required for MHU installation within 1 business day, unless a deviation is approved by the

COR.

If an MHU Reinstall is necessary, the Contractor shall remove and replace an MHU at the same site within two (2) calendar days of work order issuance.

MHU installation shall be requested by FEMA specifically based on the needs of the disaster. FEMA will validate the deliverable either through the exchange of the Installation Summary Report, Individual Installation Report, Ready for Occupancy Checklist, and / or visual validation of the installation of the MHU.

Installation

The Installation Summary Report provides a high-level overview of unit installation status and occupancy readiness. Information listed in this report includes Work Order number, street address, city and county, applicant name, whether the unit is approved for activities above basic installation, and the date and time the unit is deemed Ready for Occupancy. This report shall also indicate the intermittent status of the unit, for example that the unit is ready for electrical hookup, and the anticipated date and time of that hookup. Finally, this report shall include information, as necessary, on modification of any work orders.

Section B.10

Unit Installation Package

Within one (1) calendar day after completion

The Contractor shall submit an Installation Package for each Manufactured Home installation performed. All forms in the package shall be complete and signed.

Private/Commercial Site Install Package: Site Inspection or Commercial Park Feasibility Work Order, Right of Entry, Site Feasibility Inspection or Commercial Park Feasibility Report, Install Work Order, Permit(s), RFO Checklist, FEMA 90-13, and Unit Installation Report Group Site Install Package: Install Work Order, Permit(s), RFO Checklist, FEMA 90-13, and Unit Installation Report

The Unit Installation Report shall include any issues with unit installation and photographs documenting the issue. If issue has been resolved, include photographs of the resolution, as well.

Template for Work Order(s), and Permit(s)

Site Feasibility Inspection Report Attachment B.8

Right of Entry

Attachment B.41

RFO Checklist

Attachment B.36

Unit Installation

Report Attachment B.11

Final Ready for Occupancy Checklist

Shall be included with the installation package (#8 above)

Ready for Occupancy status will be determined by FEMA and will include completion of the Checklist. Punch list items that FEMA staff determines must be completed before the unit is Ready for Occupancy are provided back to the Contractor for action. Final RFO checklist shall contain no punch list items.

B.36

MHU

Maintenance – Report

Emergency Maintenance Repair - Emergency repairs shall be initiated within one (1) hours of receipt (24 hours a day, 7 days per week) and the work must be completed within six (6) hours of receipt of emergency request.

All emergency repair requests received during business hours shall be reported to the COTR immediately. Requests received after business hours shall be reported to the COTR by 10:00 a.m. on the following workday.

Routine Maintenance Repair - Within 12 hours of receipt of applicant’s call.

Repairs shall be completed within 48 hours of initial phone call.

Preventive Maintenance Inspection and Repair (PMIR) – Shall be conducted every month and includes repairing all deferrable maintenance items. Every month is defined as no fewer than 25 and no more than 35 days between each inspection. The Contractor shall give at least three (3) calendar days advance notice of a scheduled PMIR to the unit occupant. If the Contractor is unable to contact the occupant after four attempts over a minimum period of three

(3) calendar days, the Contractor shall notify the COR and submit documented evidence of attempts to make contact.

Variable

Maintenance of the MHU shall be requested by FEMA specifically based on the needs of the disaster. FEMA will validate the deliverable either through the exchange of the Call Center Log, Preventive Maintenance Schedule, Maintenance Summary Report, Individual Maintenance Report, and / or visual validation of the maintenance of the MHU.

11 Call Center Card Prior to Occupying First MHUs; To Residents Upon Occupancy of MHUs;

COR;

MHU

The Call Center Card shall provide information on how to contact the Contractor to schedule maintenance. Staff at this number must No N/A

During all Maintenance Residents be reachable by FEMA and residents 24 hours per day, 7 days per week. The card shall be easy to read and in a durable format.

This card shall be provided to the COR for approval and provided to residents upon occupancy of the MHU.

Additionally, all maintenance staff shall have copies of the card with them when conducting any maintenance on MHUs.

Call Center Log

Weekly

The Call Center Log tracks all calls received for maintenance by the call center. Information collected shall include: the date and time the request is made; the complaint or issue reported; whether the maintenance is routine or emergency; dispatched date and time; and resolved date and time.

B.13

Preventive Maintenance Schedule

Twice Monthly

The Preventive Maintenance Schedule summarizes the monthly maintenance schedule of all manufactured homes for which the Contractor is responsible. This shall include: the location of the unit, the name of the resident, the date and time of scheduled maintenance. The Contractor will submit an up-to-date report to the COR on the 1st and the 15th of each month.

B.14

The Maintenance Summary Report includes a high-level overview of all maintenance performed, including preventive maintenance, routine maintenance, and emergency maintenance.

It shall include when the maintenance was scheduled or when requested, when the maintenance was conducted, what actions were taken, and whether any known issues were resolved or not resolved. Contractors shall also track any maintenance that is anomalous, or exception maintenance performed to the MHU.

B.15

Individual

One (1) calendar day after completion of repairs.

For each maintenance activity, an Individual Maintenance Report must be completed. This record indicates: the applicant’s name, the unit address, the unit barcode, the unit type, type of maintenance performed, date and time of maintenance, a description of work performed, and any relevant pictures to support work performed. If an issue is not resolved, details shall be included explaining why the issue was not resolved.

B.16

Deactivation Report

Manufactured Home or HUD Specification Home (MH)/Park Model (PM) shall be removed from the installation site within three (3) calendar days of work order issuance.

Travel Trailer shall be removed from the installation site within two (2) calendar days of work order issuance.

Work must be completed within 5 days (3 days for TTs).

In the case of an emergency MHU deactivation, the unit shall be removed from the site, made ready for transport, and transported back to a designated staging area within one (1) calendar day of the emergency deactivation work order issuance.

Variable

The deactivation of an MHU shall be requested by FEMA specifically based on the needs of the disaster. FEMA will validate the deliverable either through the exchange of FEMA Form 90-13, the MHU Deactivation Checklist, Deactivation Summary Report, Individual Deactivation Report, and / or visual validation of the deactivation of the MHU.

completion. Shall be included with item #26.

This checklist will be utilized for every MHU FEMA chooses to deactivate and shall be included with the Unit Deactivation Report. This checklist includes items that FEMA staff determines must be completed before the unit is ready to be transported back to a Staging Area or Long-term Storage Facility.

B.17

The Deactivation Summary Report provides a high-level overview of unit deactivation status. Information listed in this report includes work order number, unit bar code, deactivation date and time, and disposition.

B.18

Unit Deactivation completion

The Unit Deactivation Report provides a detailed deactivation report for each manufactured home. This report shall include any issues identified with the manufactured home, and photographs documenting any damage or the overall disposition of the unit. The unit shall be rated for its readiness for reuse.

B.19

Individual Personal Property Inventory Report

No later than the day that the MHU is returned to FEMA.

If there appears to be personal property present, the Contractor shall contact the COR for instructions. If directed by the COR, the Contractor shall neatly inventory and contain all abandoned personal items. Three copies of the inventory from each unit shall be provided and distributed as follows: 1) one copy is to remain with contained personal items; 2) one copy is to be provided to FEMA Logistics when the trailer is returned to the staging area;

and 3) one copy is to be provided to the COR.

B.20

Labor Summary

Weekly, starting seven (7) days after the first day of arrival to the task order.

The Contractor shall provide the COR with the names, dates of arrival, expected dates of departure, how many days worked in reporting period and FTOM category. This report, signed by the COR, shall also be included with the invoice submission.

Staffing Report

Within three (3) days of task order award, and as necessary when requested

This document shall be provided to the COR and list the staff currently assigned to the contract, their role, current status (active/inactive), and expected hours.

Note: Each staff member listed in the Staffing Report will have to go through the process, as dictated by FEMA, to secure the requisite clearance that allows for access to Government computer systems, facilities, and information.

Daily Report

The Daily Report to the COR provides a high-level overview of information that is reported from the Contractor to the COR.

This includes: any safety issues or concerns, key personnel, activities completed and planned, an overview of haul and install status, maintenance, and deactivation. The Daily Report shall also include Occupational Safety and Health Act (OSHA) Reportable Injuries and/or Incidents.

B.21

Contractor Monthly Summary

Monthly

The Contractor Monthly Summary Report aggregates information collected in the Daily Report, and includes key personnel deployment activities in the month, completed activities, planning activities, and an overview of haul and install, maintenance, and deactivation activities. This report shall also account for and track all Government Furnished Equipment (GFE) by providing the disposition and status for all GFE.

B.22

Invoice Report

Invoices will be submitted to the Government no later than one calendar month after the end of the service period. The Contractor may request the CO to approve an additional five (5) days to process an invoice, if needed.

CO/COR

The Contractor shall submit an original invoice (or electronic invoice, if authorized) to the Invoice Address

B.23

Additional Installation Requirements

Every Monday, beginning after the first

RFO

This form shall capture any work performed that goes above and beyond basic installation.

B.24

Frost Line Documentation Report

Within three (3) days of task order award

Provide documentation to the State and local frost line depths.

GFE Report

Provide a spread sheet documenting GFE. The report is to include persons who received GFE, date GFE was issued and date GFE was returned to the Government.

Proposal for Enhancement to FEMA Guides

Within 15 days after notice of intent to exercise an option. The Contractor may at any time during the performance period provide Enhancement Proposals.

CO

Provide a proposal with detailed information describing the proposed work to the FEMA Guides and separately provide a cost proposal.

NO

Chargeback

Due within 24 hours of week’s end.

For purposes of this report, the weekend day is Saturday.

Provide a weekly summary of all chargeback items

YES

B.31

Task Order

Due within six weeks of TO close (as determined by the COR).

The Contractor shall submit a report that documents and summarizes the results of the entire task order effort, including recommendations, lessons learned and conclusions. The report shall include tables, graphs, and other visual aids, as necessary to comprehensively explain the results achieved under the task order.

Wrap-Around Services Evaluation Report

One (1) calendar day after a Notice to Proceed.

The Contractor shall submit a report that identifies distances to the nearest infrastructure and essential services to address disaster related needs of affected residents. Industrial sites and airport approach that would generate noise or other hazards shall be noted.

J.34

Preventive Maintenance Inspection and Repair (PMIR) Log

Within one (1) calendar day after each inspection is completed.

For each preventive maintenance activity, a PMIR Log must be completed in its entirety and signed by the appropriate parties. If an issue is not resolved, details shall be included explaining why the issue was not resolved.

B.35

Pre-Deactivation

One (1) calendar day after deactivation

COR/CO

A checklist that has to be completed prior deactivating a unit.

This checklist provides information of MHU condition prior to deactivation and whether or not the MHU is feasible for Reuse.

YES

Section B.43

Difficult Single Unit Installation Site Safety and Health Plan

Due prior to commencing work on a difficult unit installation.

A Site Safety and Health Plan that is specific to a difficult individual construction project and is in compliance with applicable sections of the USACE Manual. Manual linked identified in Section C.

Emergency Unit Entry Service Report

Within two (2) hours of receipt of applicant’s call, Contractor shall perform lock out service.

Provide on a weekly basis

The Contractor shall perform emergency unit entry service for MHU occupants who are unable to gain entry into the unit.

38 MHU Reposition

Relocate the same MHU on the same site within one (1) calendar days.

Reported weekly

To relocate the same MHU on the same site.

MHU Re-install

Replace an MHU with a new MHU on the same site within two (2) calendar days.

To replace an MHU (that is no longer habitable) with a new MHU on the same site.

MHU Relocate

Deactivate an MHU from a site and reinstall the same unit at another location within two (2) calendar days.

To deactivate an MHU from a site and reinstall the same unit at another location.

Fire Sprinkler Required Inspection Report/ Certification

Within one (1) calendar day of inspection completion.

Perform required inspection or obtain appropriate certification as required by applicable regulations.

Provide report and or certification indicating that the Fire Sprinkler system is certified or adequate for applicable codes or required testing.

After Action

Within 30 days after the last employee departs the field.

CO/COR

Include a brief overview of the MHU mission, the strengths demonstrated during the mission and areas that require improvement.

Describe each functional area within the mission such as: site inspection; haul and install; maintenance; deactivation; and/or construction. Indicate the dates of each mission function and the total length of the mission. Identify any agencies and/or organizations that were involved. Include the number of participants and location. Provide information about the structure of the mission, as well as the manner in which the mission was carried out.

The report shall analyze parties’ performance during the mission, focusing on both the problem areas and successes. Provide any feedback received from any of the participating parties within FEMA and external participants/stakeholders. Outline a recommended plan for implementing improvements to include action items, the party responsible for carrying out each action item and the expected time frame for completion. Include a “Conclusion” section which would briefly summarize the previous sections.

43 Approved Driver’s List

More than 24 hours before driver’s arrival to staging/storage site

COR Name(s) of driver(s), Company Name, Company Contact Phone Number, Driver’s Cell Phone Number, and driver’s license number

N/A No

END OF SECTION A