2.2.1 Att 1 - PWS - SECTION B Attachments (Maintenance and Deactivation).pdf

SECTION B – ATTACHMENTS DR-4559/4570 LA

MAINTENANCE & DEACTIVATION

TRAVEL TRAILER

STANDARD OPERATING PROCEDURE FOR BLOCKING AND STRAPPING

The following are the requirements for leveling and strapping travel trailers. For purposes of this requirement travel trailers include any towable recreational vehicle (RV). RV manufacturers state that the axles, wheels, tires and attached jacks are an integral part of travel trailer leveling design.

This guide provides the blocking and strapping requirements for travel trailers.

1. Material placed under travel trailer tires: The purpose for placing wood under the travel trailer tires is to reduce damage to the tires from being in direct contact with the ground.

a. Travel trailer tires shall not be placed directly on the ground. Travel trailer tires shall have appropriate wood material to provide a barrier between the tire and the ground.

b. The contractor shall park unit with at a minimum plywood rated at a nominal three-quarter inch (3/4”) with an actual thickness of 23/32 inches or dimensional lumber that is at least nominally two inches (2”) thick and an actual thickness of approximately one and one-half inches (1 1/2”) and exceeds the width of the tire under each wheel to the exterior side. The wood used shall be a single continuous piece spanning the distance between the two tires at each axle.

c. Contractor shall clean away all grass roots, loose dirt, rocks, and debris at the wood.

d. The Plywood or dimensional lumber shall be rated for external use.

e. Chocks:

i. Each wheel shall have a chock applied.

ii. The chock shall be attached to the plywood with screws to ensure there is no movement.

iii. Chocks may be made from wood or commercially produced. If the chock is made of wood, then the chock shall be at a minimum the following actual dimensions 8.7’’ long by 5’’ wide by 5’’ high at the rear angling so as to prevent the wheel from moving.

iv. For travel trailers with two or more axles the chocks shall be placed on the outside of the outermost wheels so that the chocks face toward the opposing axle.

v. For travel trailers with a single axle the tiers on each side of the trail shall have wood chocks on each rolling side of the trailer.

f. Chocks shall be installed on both the roadside and curb side of the travel trailer.

2. Jack, Piers, and Blocking: The purpose of blocking a travel trailer is to ensure that the travel trailer is stable during the period that the travel trailer is occupied by a disaster survivor.

a. Blocking shall be at a height that allows the wheels to remain in contact with the ground with weight on the suspension.

b. All jacks and piers shall have an appropriately sized ABS pier pads or wood pad placed on the ground where the jack or pier come in contact with the ground. Wood pads shall be made of plywood rated at a nominal three-quarter inch (3/4”) with an actual thickness of 23/32 inches rated for exterior use.

c. Contractor shall clean away all grass roots, loose dirt, rocks, and debris that would be under the ABS pad or wood pad below the jacks or piers.

d. The contractor shall use the factory installed jacks at no more than ¾ of the actual length.

e. If the jack set at ¾ of the actual length do not reach the ground the contractor shall construct a pier between the ground and the jack.

f. Piers under travel trailer jacks shall make up any difference between a jack set at ¾ of the jack’s fully extended length and the ground. Concrete piers shall consist of directionally alternating layers blocks set two blocks wide (also known as double-block stack pier). A double-block/stack pier is described as; two (2) hollow concrete block placed side-by-side. Travel trailer jacks may be shortened to be shorter than the ¾ maximum length to accommodate the concrete blocks. Travel trailer piers shall consist of solid concrete cap blocks, hollow core concrete blocks or a combination of both:

i. Solid concrete cap blocks shall be nominally 8” wide by 16” long by a minimum of 2” thick. Thicker solid concrete cap blocks are acceptable.

ii. Hollow core concrete blocks are 8”x 8” x 16”. Hollow core concrete blocks shall be placed so that the hollow core is placed vertically.

g. Wooden wedges shall not be used when building travel trailer piers. Travel trailer jacks may be shortened to be shorter than the ¾ maximum length to accommodate the concrete blocks.

h. The concrete block piers shall be vertically aligned. If the piers are not vertical at the time of final inspection, they shall be removed and reinstalled by the contractor at no additional cost. The contractor is responsible for all necessary re-leveling and re-blocking.

3. Strapping and Anchoring of Travel Trailers: The purpose of anchoring is to reduce the possibility that the travel trailer will become debris during a flood or wind event.

a. The contractor shall install three (3) sets of straps and anchors.

b. The contractor shall use certified manufactured home anchors that are appropriate for the ground/soil type.

c. The anchors shall be connected to the travel trailer using an appropriate strap and turnbuckle system approved for HUD manufactured home installation requirements for wind zone three.

d. The location of the straps shall be:

i. One (1) strap and anchor system shall be attached to the travel trailer at the draw bar (tongue area).

ii. Two (2) strap anchor systems shall be attached on the rear bumper of the travel trailer with both straps attached between the I-beams connecting the travel trailer to the bumper. The straps shall be immediately adjacent to the I-beams.

e. Each strap shall extend from the turnbuckle attached to the anchor and wrap one (1) complete loop around the tongue or the rear bumper, respectively, before being attached to the turnbuckle on the anchor head.

Alternatives to the above requirement may be used if the contractor can provide the bae contract COR with a current independent study by an appropriately licensed expert to support the conclusion that the alternative measure is equal to or exceeds requirements. The contractor is responsible for ensuring it meets the applicable FEMA or local requirements.

Strapping and Anchoring Photos – Bumper

Strapping and Anchoring Photos – Bumper

Strapping and Anchoring Photos - Tongue

Strapping and Anchoring Photos - Tongue

Lumber and Chocks

Stabilizing – Front Jack

Stabilizing – Scissor Jack

Stabilizing – Scissor Jack

Travel Trailer Stabilization Diagram

Rear Wheels

Front Wheel

Single Strap at Tongue on Back Frame to the Inside of Rails or Concrete Pad

- At least one pre-cast concrete block or ABS pad under each jack

- Deploy jacks no more than 75% of height

- Jacks should not exceed 75%

- Plywood to be placed under the tires with the chocks screwed into it

Front Bumper Anchoring Diagram

Alternating Concrete Blocks (2 Wide)

ABS or Concrete Pad

Jack and Pier Diagram

Pier sitting on ABS

Jack sitting on ABS

- At least one pre-cast concrete block or ABS pad under each jack

- Deploy jacks no more than 75% of height

- Piers to be used if jack must extend beyond 75%

INSPECTION AND ACCEPTANCE

Manufactured Housing Installation, Maintenance and Deactivation Disaster Assistance

Federal Emergency Management Agency (FEMA)

Attachment 1: Inspection and Acceptance

TABLE OF CONTENTS

TABLE OF CONTENTS 1

I. INTRODUCTION 1

II. PERFORMANCE CRITERIA 1

III. PERFORMANCE REQUIREMENTS SUMMARY 2

IV. PERFORMANCE REQUIREMENTS RATING CALCULATION 9

I. INTRODUCTION

a. Contractor shall perform according to the requirements in Section D.1: Description / Specifications /

Statement of Work. Contractor activity will be monitored by the Contracting Officer’s Representative (COR), with assistance from the Technical Monitor and/or other designated representatives to ensure full compliance with contract terms and conditions. The Contractor’s performance will be evaluated periodically. The performance requirements and performance evaluation explains how the government will measure and evaluate the contractor’s performance.

b. The COR is responsible for monitoring Contractor activity during the period of performance. The COR will provide overall technical management and monitor contractor performance. The Technical Monitor (or other designated representatives) will document Contractor’s progress and performance and inform the COR immediately regarding any potential problems and recommended courses of action. Problems of a contractual nature (as opposed to technical) must be reported to the Contracting Officer immediately.

c. Selected Service Performance Areas (SSPAs) are scored based on the contractor’s achievement throughout the period of performance. Financial Incentives and Disincentives will not be paid under this Plan.

d. The Contractor, Technical Monitor (or other designated staff member), and COR will partner throughout the life of each task order and discuss the quality of performance during weekly meetings (conference calls or face-to-face meetings), or more frequently if necessary. Performance results will be documented by the Technical Monitor (or other designated staff member). The Contractor and COR (or other designated staff member) will affix their signatures to indicate agreement.

e. If the Contractor and COR are unable to reach agreement on the evaluation results, then the matter shall be elevated to the Contracting Officer. The Contracting Officer will consider any discrepancies between the Contractor and the COR and issue a final decision. There is no provision for the Contractor to appeal the Contracting Officer's final decision. The original evaluation shall be forwarded to the Contracting Officer for retention in the Official Contract File, and one copy each shall be provided to the Contractor and the COR. The evaluation results will only be used internally by the government.

II. PERFORMANCE CRITERIA

The Performance Areas (PA) are designed to allow the contractor to clearly understand how the COR will evaluate the contractor’s performance. Each criterion will be evaluated individually and then the criteria will be totaled. The criteria are described below.

III. PERFORMANCE REQUIREMENTS SUMMARY

a. The Performance Requirements Summary (PRS), which follows, summarizes (in table form) the criterion used to evaluate the contractor’s performance. The PRS is divided into three columns:

i. The PAs critical to successful performance

ii. The Performance Requirement; and

iii. The standard required.

Performance Area (PA) Performance Requirement Standard

PA#1 – PA#5

Not applicable

PA#6 MHU

Maintenance Timeliness

Emergency Maintenance Repair requires that the disaster survivor is contacted within one (1) hour and repairs are initiated and completed within six (6) hours of receipt of emergency request. (A complete emergency maintenance repair is defined as the imminent threat to life or property is either completely repaired or a temporarily repaired so that a permanent repair can be completed as regular maintenance.)

Routine Maintenance Repairs requires that the disaster survivor is contacted within twelve (12) hours and repairs are initiated and completed within forty-eight (48) hours of receipt of the request.

Preventative Maintenance Inspection (PMI) is required monthly and includes repairing all deferrable maintenance items. Monthly is defined as no fewer than 25 and no more than 35 days between each inspection. The Contractor shall give at least 3 operational days advance notice of a scheduled preventive maintenance inspection to the unit occupant. If the Contractor is unable to contact the occupant after 4 attempts over a minimum period of 3 operational days, the Contractor shall notify the COR and submit documented evidence of attempts to make contact.

Outstanding 99% and above of the MHU maintenance tasks are completed within the required timeframe.

Excellent 97% to less than 99% of the MHU maintenance tasks are

Satisfactory 94% to less than 97% of the MHU maintenance tasks are

Marginal 90% to less than 94% of the MHU maintenance tasks are

Unsatisfactory less than 90% of the MHU maintenance tasks are

PA#7 MHU

Maintenance Customer Satisfaction

There are no complaints about the contractor’s staff or workmanship when conducting maintenance of any type.

For the purposes of customer satisfaction, contractor staff are direct employees, contracted staff and subcontractor employees who perform maintenance on MHUs.

Outstanding 99% and above of the disaster survivors residing in a MHU have no complaints about the workmanship or the contractor staff during a maintenance repair.

the disaster survivors residing in a MHU have no complaints about the workmanship or the contractor staff during a maintenance repair.

Satisfactory 94% to less than 97% of the disaster survivors residing in a MHU have no complaints about the workmanship or the contractor the disaster survivors residing in a MHU have no complaints about the workmanship or the contractor

MHU installation are completed within the required timeframe

PA#08 – PA#09

Not applicable

PA#10 MHU

Deactivation Timeliness

MHU Deactivation timelines is defined as:

Manufactured Home or HUD Specification Home (MH) have been removed from the installation site within five (5) operational days of Work Order being issued.

In the case of an Emergency MHU Deactivation, the unit must be removed from the site, made ready for transport, and transported back to a designated staging area within twenty- four (24) hours of the emergency deactivation work order being issued.

Outstanding 99% and above of the MHU deactivations are completed within the required timeframe.

the MHU deactivations are of the MHU deactivations are the MHU deactivations are

MHU deactivations are completed within the required

PA#11 MHU

Deactivation Quality

MHU deactivation quality is defined as a MHU that has been removed from the installation site and the site has been rendered safe and secure to include:

• The removal of all material used in the installation,

• Cleaning up of any debris resulting from the deactivation (e.g., loose nails or screws, scraps of wood, e Removal of all anchoring and strapping material from the ground and fill in all the resulting holes including compacting the soil, ruts must be filled, and pad must be made smooth as grade.

• Remove the MHU and transport it to the designated site, and Ensure that any damage caused to the property is repaired.

• *If a MHU must be relocated or repositioned, the criteria for MHU Installation and MHU Deactivation Quality will be used to monitor performance.tc.),

• Removal of all anchoring and strapping material from the ground and fill in all the resulting holes including compacting the soil, ruts must be filled, and pad must be made smooth as grade.

• Ensure that any damage caused to the property is repaired.

Outstanding There are no issues with the deactivation.

Excellent There is a Level I issue

Satisfactory There are Level II issues with the deactivation.

Marginal There are Level III issues

Unsatisfactory There are Level IV issues with the deactivation.

Deactivation Quality Issue Levels:

Level I – minimal issues with the deactivation which could include a single issue such as: fewer than 3 pieces of lumber, a single concrete block, less than 10 screws or nails, 2 anchor holes filled but not compacted.

Level II – multiple Level I issues or an individual Level I issue that occurs multiple times (e.g., 3 pieces of lumber plus 10 screws or 4 anchor holes are filled in but not compacted).

Level III – a single safety issue such as an anchor not being removed, an improperly filled in hole, and/or damage to the property not being repaired.

Level IV – multiple safety issues, significant material remaining on site after the contractor departs, and/or significant damage to the property that is a result of the deactivation.

PA#12 MHU

Repositioning and/or Relocation Timeliness

The Contractor must have all appropriate permits and licenses and complete the work within two (2) operational days of the relocation work order being issued by the Government.

The Contractor must have all appropriate permits and licenses and complete the work within one (1) operational day of the reposition work order being issued by the Government.

Outstanding 99% and above of the MHU installation are completed within the required timeframe.

the MHU installation are of the MHU installation are the MHU installation are completed within the required timeframe.

Unsatisfactory less than 90% of the MHU

PA#13 Contract Management Performance (Documentation)

Performance contract management for documentation requires the contractor to provide all required reports and information within the specified timelines.

Outstanding 100% of the reports and information are provided within the specified timelines.

Excellent 99% to less than 100% of the reports and information are provided within the specified timelines.

Satisfactory 98% to less than 99% of the reports and information are

Marginal 95% to less than 98% of the reports and information are

Unsatisfactory less than 95% of the reports and information are

PA#14 Contract Management Performance (Quality)

Performance contract management for quality is defined as the number of instances where the COR must intervene to correct the contractor. This can be done by issuing a formal written or by involving the Contracting Officer.

Outstanding There are no performance quality issues during the period of performance.

Excellent There are quality issues during the period of performance;

however, none of the quality issues rise to a level that requires a formal memorandum or contracting officer intervention.

Satisfactory There is no more than 1 formal memorandum or contracting officer intervention.

Marginal There are more than 1 and less than 5 quality issues that require either a formal memorandum or contracting officer intervention.

Unsatisfactory The contracting officer issues a cure notice; the contractor is terminated for default; and/or more than 5 quality issues that requires either a formal memorandum or contracting officer intervention.

IV. PERFORMANCE REQUIREMENTS RATING CALCULATION

For each performance standard the following point system applies to the listed rating. The point system will be used to calculate the contractor’s performance using the methodology listed below.

Each rating has the follows number of points:

Outstanding – 4 points Excellent – 3 points Satisfactory – 2 points Marginal – 1 point Unsatisfactory – 0 points

During all calculations the following arithmetic rule will apply:

Point value calculations resulting in a number less than .5 will be rounded down to the next whole number; point value calculations resulting in a number equal to or greater than .5 will be rounded up to the next whole number.

Individual performance area scores will be calculated periodically as well as at the conclusion of the period of performance.

PA#1 – PA#5 - Not applicable

PA#6 MHU Maintenance - Timeliness

Calculation formula: Each appropriate performance record reviewed (the work order returned indicating the time that the service call has met the maintenance standards in the performance requirement) will be assigned the corresponding number of points based on the performance standard.

The assigned points will be totaled and then averaged for the number of records in the sample group.

Example: if 10 maintenance work orders are reviewed for the survey timeframe and the contractor receives the following point scores:

4, 4, 3, 2, 3, 3, 3, 0, 1, 4, = 27

27 total points divided by 10 samples = 2.7

Then the score for the month will be Excellent based on a rounded rating of 3 points.

This MHU Maintenance – Timeliness sub-score will be averaged within the other PA sub-scores as described below to arrive at one Overall Performance score.

PA#7 MHU Maintenance - Customer Satisfaction

Calculation formula: Each appropriate performance record reviewed (a customer satisfaction survey conducted by the COR or designee) will be assigned the corresponding number of points based on the performance standard.

Example: if 10 customer satisfaction surveys are conducted for the review timeframe and the contractor receives the following point scores:

4, 3, 4, 4, 3, 3, 3, 2, 1, 4, = 31

31 total points divided by 10 samples = 3.1

This MHU Maintenance Customer Satisfaction sub-score will be averaged within the other PA sub- scores as described below to arrive at one Overall Performance score.

PA#8 – PA#9 - Not applicable

PA#10 MHU Deactivation - Timeliness

Calculation formula: Each appropriate performance record reviewed (the work order returned indicating the time that the deactivation has met the standards in the performance requirement) will be assigned the corresponding number of points based on the performance standard.

Example: if 10 deactivation work orders are reviewed for the survey timeframe and the contractor receives the

This MHU Deactivation – Timeliness sub-score will be averaged within the other PA sub-scores as described below to arrive at one Overall Performance score.

PA#11 MHU Deactivation - Quality

Calculation formula: Each appropriate performance record reviewed (a completed MHU deactivation) will be assigned the corresponding number of points based on the performance standard.

Example: if 10 MHU Deactivations are reviewed for the survey quality and accuracy and the contractor receives the

This MHU Deactivation – Quality sub-score will be averaged within the other PA sub-scores as described below to arrive at one Overall Performance score.

PA#12 MHU Repositioning and/or Relocation - Timeliness

Calculation formula: Each appropriate performance record reviewed (the work order returned indicating the time that the MHU has met the repositioning and/or relocation standards in the performance requirement) will be assigned the corresponding number of points based on the performance standard.

Example: if 10 transportation work orders are reviewed for the survey timeframe and the contractor receives the

This MHU Repositioning and/or Relocation – Timeliness sub-score will be averaged within the other PA sub-scores as described below to arrive at one Overall Performance score.

PA#13 Contract Management Performance -Documentation

Calculation formula: Each appropriate performance record reviewed (based on the delivery time of each report) will be assigned the corresponding number of points based on the performance standard.

Example: if 10 reports are received by the COR or their designee and the contractor receive the following point scores:

This Contract Management Performance (Documentation) sub-score will be averaged within the other PA sub-scores as described below to arrive at one Overall Performance score.

PA BASE TOTAL CALCULATION

The PA Base Total Calculation is an average of PA#1 through PA#13. It is calculated by averaging the scores for each applicable PA element. Normally the PA calculation will be the average of all 13 PA elements however if a specific PA element is not activated during either the period of performance or has not been used during the rating period that PA element will not be used as part of the calculation and the denominator for purposes of calculation will be reduced by the number of elements not used. For example, the contractor is not required to provide transportation then the denominator for the base total calculation will be 12 instead of 13.

Using the examples provided above the contractor received the following PA scores:

PA Element Score #1 Not applicable

#2 Not applicable

#3 Not applicable

#4 Not applicable

#5 Not applicable

#6 MHU Maintenance - Timeliness 3 #7 MHU Maintenance - Customer Satisfaction 3 #8 Not applicable

#9 Not applicable

#10 Deactivation - Timeliness 3 #11 Deactivation - Quality 3 #12 MHU Repositioning and/or Relocation 3 #13 Contract Management - Documentation 3 PA Base Total 18

18 total points divided by 8 categories = 3.3 (round to the nearest tenth for the raw score)

The raw score will be averaged with the score from PA#14 Contract Management Performance Quality to calculate the final score.

PA#14 Contract Management Performance - Quality

The score for Contract Management Performance – Quality is calculated differently than other PA scores.

Because of the importance of this score there is no averaging or other calculations. A single score for Contract Management Performance – Quality is developed based on the performance standards provided.

For purpose of an example the contractor received an Outstanding rating for the period of performance MHUs the contractor’s score is 4.

FINAL CONTRACTOR RATING FOR THE PERIOD

The Final Contractor Rating for the Period is an average of the PA Base Total Calculation and PA#14 Contract Management Performance – Quality.

The raw PA Base Total Calculation score of 3.0 is added to PA#14 Contract Management Performance Quality score of 4 and then the total is divided by 2. For the example provided the raw score (combined PA Base Total Calculation and PA#14) is 7.1. The average is 3.55, which would be rounded to the nearest integer, which in this case is 4 providing the contractor with a rating of Outstanding.

FINAL CONTRACTOR RATING FOR THE ENTIRE PERIOD OF PERFORMANCE

To calculate the Final Contractor Rating for the Entire Period of Performance for each individual PA score all samples used in the calculation from all periods using the methodology described above. Each individual PA score will then be combined to get a raw PA Base Total Calculation score for the procurement action.

The Final Contractor Rating for the Entire Period of Performance is an average of the PA Base Total Calculation for the Entire Period of Performance and PA#14 Contract Management Performance – Quality.

However, if the contractor is terminated for default, then the performance rating will automatically be Unsatisfactory.

SECTION B: List of Document, Exhibits and Other Attachments

TABLE OF CONTENTS

Attachment 2, Section B.2 – Glossary of Terms [GFI]

Attachment 3, Section B.3- FEMA Form 90-13 [C] [GFI]

Attachment 4, Section B.4- Non-Installation/Non-Deactivation Transportation [C]

Attachment 5, Section B.5 – Staging Report on Unsuitable MHUs [C]

Attachment 6, Section B.6 – Staging Operations Report [C]

Attachment 7, Section B.7 – Site Feasibility Inspection Status Report [C]

Attachment 8, Section B.8 – Site Feasibility Inspection Report [C]

Attachment 9, Section B.9 – Commercial/Group Site Feasibility Report [C]

Attachment 10, Section B.10 – Installation Status Report [C]

Attachment 11, Section B.11 – Individual Installation Report [C]

Attachment 12, Section B. 12 – MHU Maintenance Pre-Priced Repairs Request [C] [F]

Attachment 13, Section B.13 – Call Center Log [C]

Attachment 14, Section B.14 – Preventive Maintenance & Repair Schedule [C]

Attachment 15, Section B.15 – Maintenance Summary Report [C]

Attachment 16, Section B.16 – Individual Maintenance Report [C]

Attachment 17, Section B.17 – MHU Deactivation Checklist [C]

Attachment 18, Section B.18 – Deactivation Summary Report [C]

Attachment 19, Section B.19 – Individual Deactivation Report [C] [GFI]

Attachment 20, Section B.20 – Individual Personal Property Inventory [C]

Attachment 21, Section B.21 – Daily Report to the COR [C]

Attachment 22, Section B.22 – Contractor Monthly Report [C]

Attachment 23, Section B.23 – Invoice Report [C]

Attachment 24, Section B.24 – Additional Installation Requirements Summary[C]

Attachment 25, Section B.25 – Utility Measurement Requirements [GFI]

Attachment 26, Section B.26 –UFAS Ramp Construction [GFI]

Attachment 27, Section B.27 – Definable Features Internal Checklist [F][C] ............................................... …

Attachment 28, Section B-28 – Required Contractor Availability

Attachment 29, Section B.29 – PMHUM Scope

Attachment 30, Section B.30 – Definable Features Checklist – Staging [F][C]

Attachment 31, Section B.31 – Weekly Pre-Priced Repairs Summary Request [C]

Attachment 32, Section B.32 – Pre-Priced Repairs Pricing List [GFI]

Attachment 33, Section B.33 – Clean for Reuse Procedures [GFI]

Attachment 34, Section B.34 – Wrap-Around Services Planning [GFI]

Attachment 35, Section B.35 – Preventive Maintenance Inspection Log [C]

Attachment 36, Section B.36 – RFO Checklist [C]

Attachment 37, Section B.37 – Personnel Competencies and Requirements [GFI]

Attachment 38, Section B.38 – MHU Fire Sprinkler System Installation, Test, Maintenance, Repair, and Deactivation Guide

Attachment 39, Section B.39 – TPS Acceptance Test Procedures

Attachment 40, Section B.40 – Group Site Maintenance Inspection Log [C]

Attachment 41, Section B.41 – Right of Entry [GFI][C]

Attachment 42, Section B.42 – PMI Questionnaire [GFI]

Attachment 43, Section B.43 – Pre-Deactivation Checklist [C]

Attachment 44, Section B.44 – Crowning Release [C]

Attachment 45, Section B.45 – Contractor Personnel Access Requirements [GFI]

Attachment 46, Section B.46 – Required Qualifications (MHU Sprinkler System and Tank and Pump System (TPS)

Attachment 47, Section B.47 – MHU Identification Locations [GFI]

Attachment 48, Section B.48 – Past Performance Questionnaire [C]

Attachment 49, Section B.49 – Former Occupant Personal Property Inventory [C]

Attachment 50 Section B.50 – Discrepancy Report [GFI]

Attachment 51 Section B.51 – Performance Evaluation Calculator [GFI]

Attachment 52 Section B.52 – Work Order [GFI]

Attachment 53 Section B.53 – Wear/Non-Wear Items [GFI]

Attachment 54 Section B.54 – Typical Tools [GFI]

Attachment 55 Section B.55 – Technical Scenario Answer Template [GFI]

Attachment 56 Section B.56 – MHU Ramp Configurations [GFI]

Attachment 57 Section B.57 –MHU Ramp Slope [GFI]

Attachment 58 Section B.58 – TPS Monthly Maintenance Checklist [GFI]

Attachment 59 Section B.59 – Darley FMTPS002 Manual [GFI]

Attachment 60 Section B.60 – GEM 2 General TPS Manual [GFI]

Attachment 61 Section B.61 – General Air New Alarm Bar Installation Addendum [GFI]

Attachment 62 Section B.62 – GEN 2 TALCO TPS Manual [GFI]

Attachment 63 Section B.63 – Acronyms [GFI]

Summary:

Section B provides forms/templates to the Contractors to facilitate data collection and analysis by FEMA.

All provided forms /templates in Section B are for reference and they may be replaced during the life of the contract. In the event that a form/template has to be replaced/updated, FEMA designated personnel will provide the respective form/template to the Contractor.

Templates are categorized by a letter designation as follows:

Government Furnished Information [GFI] - This information is provided to the Contractor for informational purposes only.

Contractor Form(s) [C] - These forms shall be completed by the Contractor and submitted to FEMA.

FEMA Task Order (TO)/Work Order (WO) Form(s) [F] - This form will be provided to the Contractor as part of a Task/Work Order. These forms will contain details about the Task Order/Work Order.

Proposal Only [P] - These attachments are only part of the proposal; they will not accompany the Contract.

The attachments could be standalone and require various actions or they could be a supplement to a Section in the contract.

Combination - These are forms that meet two or more categories above. This will include the applicable letter for each definition.

All forms will be in two formats - digital and/or in this document - submission requirements are defined in Section A.

The following sections of the Performance Work Statement, as written and described in Part II, are relevant to and included in this acquisition.

Performance Work Statement

Section Yes No C.1 General Management and Administration

C.2 a MHU Acceptance

C.2 b MHU Transportation

C.2 c MHU Staging

C.3 Private/Commercial Site Inspection

C.4 MHU Installation

C.5 MHU Maintenance

C.6 MHU Deactivation

C.7 Commercial Park Expansion /Feasibility, Design and Construction

C.8 Group Site Construction

C.9 Group Site Maintenance

C.10 New Unit Warranty Repairs

C.11 Task Order Award

C.12 Field Task Order Requirements

C.13 Installation Crew Reserve

C.14 Additional Requirements

C.15 Contractor Staff Field Housing

Attachment 2, Section B.2 – Glossary of Terms [GFI]

Acceptable Performance Level (APL) - This is the minimum performance or satisfactory acceptance level for the activities, work, services, or work order the Government considers performance satisfactory. This does not mean the Contractor can provide less than quality work, products, or services. As long as the performance percentage, level, and/or standard do not fall below the specified APL.

Accessible – A site, building, facility, or portion thereof that complies with UFAS and can be approached, entered, and used by individuals with a disability.

Accessible Route – A continuous unobstructed path connecting all accessible elements and spaces in a building or facility. Interior accessible routes include corridors, floors, ramps, elevators, lifts, and clear floor space at fixtures. Exterior accessible routes include parking access aisles, curb ramps, walks, ramps, lifts, and external transportation.

ABS (Acrylonitrile Butadiene Styrene) – A common thermoplastic used to make light, rigid, molded products. One product made from this composite is molded to form a base for the block piers that support an MHU.

Additional Site Preparation – In some instances additional work may be required beyond basic site preparation to make a site feasible for the installation of an MHU. Should it be determined additional work is required, the Contractor must submit a request and cost proposal to the Contracting Officer’s Representative (COR) for authorization of the additional work.

Alteration/Altered – As applied to a building or structure, a change or rearrangement in the structural parts or elements, or in the means of egress or movement from one location or position to another. It does not include normal maintenance, repair, reproofing, interior decoration, or changes to mechanical and electrical systems.

Americans with Disabilities Act (ADA) – A major civil rights law prohibiting discrimination on the basis of disability in employment, state and local government, public transportation, and telecommunications. It establishes design requirements for the construction or alteration of facilities.

Anchor – (1) A device designed to secure against uplift, overturning, and lateral forces upon the MHU. (2) The act of anchoring an MHU to the ground in order to resist uplift, overturning, and lateral forces.

Architectural Barriers Act (ABA) – Requires facilities designed, built, altered, or leased with federal funds to comply with accessibility design standards.

Area Field Office – A temporary field office established to aid in support of a geographic area affected by the disaster where the need is such that a JFO is not warranted, but the impact was severe enough, and the area far enough from the JFO, to require another office for effective management of the disaster in that area.

Appliances – A device or instrument designed to perform a specific function, typically an electrical device. With respect to FEMA MHUs, this would include but is not limited to range, refrigerator, water heater, etc.

Bar Code (BC) – A seven (7) digit numeric FEMA-specific identification method which is registered in the property management database of record, currently the Sunflower Asset Management System (SAMS).

Clean & Make Ready (CMR) – To sanitize a housing unit and make it ready for a new occupant. Contract requirements include assembling all accessories; testing and repairing utility systems and appliances; fumigating; and cleaning entire unit.

Close of Business (COB) – The official end of the workday.

Code of Federal Regulations (CFR) – The codification of the general and permanent rules published in the Federal Register by the executive departments and agencies of the Federal Government. For example, Title 44 refers to Emergency Management and Assistance.

Commercial Site – A site customarily leased for a fee, which is fully equipped to accommodate a housing unit (44 CFR 206.111). Also referred to as a commercial park.

Comply with – To fulfill and conform to certain standards and specifications.

Contract Line-Item Number (CLIN) – A process of assigning unique numbers to contracts, to ensure that all lines are identified. The Contract Line-Item Number identifies each supply or service recorded in the database. The number will appear once for each separate item, even if multiple schedules apply. (Title 48 FARS)

Contracting Officer (CO) – A person with the authority to enter, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the CO acting within the limits of their authority as delegated by the CO.

“Administrative Contracting Officer (ACO)” refers to a CO who is administering contracts.

“Termination Contracting Officer (TCO)” refers to a CO who is settling terminated contracts. A single CO may be responsible for duties in any or all these areas. Reference in this regulation (48 CFR Chapter 1) to ACO or TCO does not:

• Require that a duty be performed at a particular office or activity; or

• Restrict in any way a CO in the performance of any duty properly assigned (Federal

Acquisition Regulations).

Contracting Officer’ Representative (COR) – A Government official appointed by the CO and is responsible for assisting and advising the CO on technical matters relating to soliciting, evaluating, and negotiating contract awards. Responsibilities include monitoring the contract, inspecting, and accepting work performed by the Contractor, reviewing the Contractor’s invoices to ensure appropriate billing, and providing technical direction within the scope of the contract.

Cost Elements: Cost Elements are specific function (or a group of functions) which is considered a specific entity for the purpose of estimating, controlling, and reporting costs.

Cost Proposal: The Cost Proposal is the cost that the Contractor proposes to provide all items necessary to produce the 100% design at the proposed commercial park expansion/group site location. The cost proposal represents what the Contractor estimates is needed to complete the construction project barring any unforeseen issues. The Cost Proposal is a firm estimate, a figure based on cost data sound enough for entering into a binding contract.

Deactivation – Deactivation is the process by which an MHU is removed from the site of installation. It includes making the unit ready for transport, transporting the unit, as well as returning the site to its original, pre-installation condition.

Designated Area – Any emergency or major disaster-affected portion of a state which has been determined eligible for federal assistance (44 CFR 206.2).

Deferrable / Postponable Maintenance – Repairs and maintenance which are not necessary in relation to immediate health, safety, or security hazards, and shall be addressed during monthly preventable maintenance inspections.

Difficult Site (Installation) – When standard equipment and practices will not permit the installation of a FEMA MHU due to abnormal or unusual site conditions. However, installation can be accomplished with the use of additional specialized equipment. Should it be determined that additional work is required, the Contractor must submit a request and cost proposal to the COR for authorization of the additional work.

Direct Housing Operations (DHOPS) – The organizational unit of the JFO Individual Assistance Section responsible for implementing direct housing assistance.

Direct Overhead – All costs, except labor and materials, which are directly related to the manufactured housing mission.

Disaster Variable Table – This table is used to assist in defining the scope of a FEMA manufactured housing mission. The table provides information such as the anticipated number of MHUs needed, counties in which the units will be installed, contact information, office, and staging yard addresses, etc.

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Electrical System – The electrical system encompasses all electrical components from the weather head on the temporary power pole through the meter and service cable to and throughout the MHU.

Emergency – a sudden, urgent, usually unexpected occurrence or occasion requiring immediate action

Emergency Group Site (EGS) – Any lot, field, parking lot (concrete or gravel), or land upon which FEMA can properly install four or more units supported by temporary above-ground infrastructure with one single meter. EGSs may be used to support shelter operations.

Emergency Maintenance Repair - Emergency maintenance repair item is defined as any issue(s) that pose a threat or hazard to the health, safety or security of the unit occupant or property. Emergency maintenance shall include but not be limited to heating unit inoperable when the temperature is forecasted to be below 50 degrees or air conditioning inoperable when the temperature is forecasted to rise above 80 degrees. The Contractor shall respond to an emergency maintenance call within two hours of receiving the call. Emergency maintenance shall resolve or mitigate the immediate threat or problem. When carrying out emergency maintenance, the Contractor may make temporary repairs. After the hazard is mitigated, the permanent repair is to be completed as routine maintenance. These repairs shall be completed on or before the next scheduled preventive maintenance inspection cycle so that the unit is fully functional. An emergency maintenance call must be responded to within two hours of receiving the call and repair/mitigation completed within six hours of the call.

Environmental Assessment – An environmental analysis prepared pursuant to the National Environmental Policy Act to determine whether a federal action would significantly affect the environment and thus require a more detailed Environmental Impact Statement (EIS).

Express Unit – A unit that is 48' or less long, 8 1/2' or less wide and has been constructed to be in compliance with 24CFR 3280 (Manufactured Home Construction and Safety Standards.

Exterior Components – All exterior components associated with the MHU. This includes but is not limited to sewer lines, water lines, steps, stairs and ramps, siding, skirting, doors, windows, etc.

Feasible Site – A private or commercial site which has utilities available, and where an MHU may be safely installed and occupied in compliance with local building codes and ordinances.

FEMA # or “FEMA Designated Number” - The FEMA# is composed from information provided by FEMA and by the Contractor, which uniquely identifies the unit.

Fringe Benefits – Compensation in addition to direct wages or salaries, such as medical insurance, paid holidays, paid vacations, pension schemes, etc.

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Flood Insurance Rate Map (FIRM) – An official map of a community, on which the Administrator has delineated both the special hazard areas and the risk premium zones applicable to the community (44 CFR 59.1).

Flood Zone – A geographical area shown on a Flood Hazard Boundary Map or a FIRM that reflects the severity or type of flooding in the area.

• A – Special Flood Hazard Area inundated by 100-year (1% annual chance) flood with no base flood elevations determined.

• Map – A copy of a FIRM map used to locate nearby bodies of water.

• N – Areas in which flood hazards are undetermined, but possible.

• O – Special Flood Hazard Area inundated by 100-year flood with flood depths of 1 to 3 feet (usually sheet flow on sloping terrain).

• V – Special Flood Hazard Area of coastal flooding with velocity hazard, and with no base flood elevations determined (i.e., coastal flood plains with wave action).

• VE – Special Flood Hazard Area of coastal flooding with velocity hazard, and with base flood elevations determined. No FEMA MHUs will be placed in this Special Flood Hazard Area without compliance with current floodplain management requirements.

Frost Line - Also known as frost depth or freezing depth—is most commonly the depth to which the groundwater in soil is expected to freeze.

Functional – An item or home capable of being used for its intended purpose (44 CFR 206.111).

Government Furnished Equipment (GFE) – Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor (FAR 45.101).

Grab rail – A bar attached parallel to a wall to provide a handgrip for steadying yourself.

Group Site – Land on which FEMA builds the infrastructure (water, sewer, electric, roads, and other improvements), and installs MHUs.

Habitable – The unit is safe and secure. Safe is defined as (1) the exterior is structurally sound, to include windows, doors, and roof; (2) components for electricity, gas, heat, and plumbing are properly functioning; and (3) the interior is structurally sound, to include floors, walls, and ceiling. Secure is defined as having functional locking mechanisms on exterior doors and windows.

Handrails – A rail that is designed to be grasped by the hand so as to provide stability or support

Haul and Install Work Order – See “Installation Work Order.”

Heating, Ventilation, and Air Conditioning (HVAC) System – The system is comprised of the https://en.wikipedia.org/wiki/Groundwater https://en.wikipedia.org/wiki/Soil equipment (air handler, condensing unit, etc.) and all associated parts (thermostat, duct work, etc.) that work together to maintain a conditioned environment typically for the comfort of the building’s occupants.

Herringbone Parking – A system of angled parking spaces (usually 45°) of staggered, generally at the midpoint of adjacent space.

In Writing – Documentation provided to the appropriate person via email or on paper.

Infeasible Site – A site that is not appropriate for installation of an MHU because of lack of available utilities, contact or Right of Entry issues, or other code violations.

Installation Work Order– Issued from the COR to the Contractor for installation of an MHU and indicates items to be installed, including units of measure and quantity. Commonly known as “Haul and Install Work Order.”

Interior Components – All interior components associated with the interior of the MHU. Such items include but not limited to floors, walls, ceilings, cabinetry, etc.

Inventory of Personal Property –The inventory and containment of personal property once a unit has been identified as abandoned. The items are transported to a central location to be stored.

Joint Field Office (JFO) – A temporary office which integrates federal, state, and local agencies with private sector and non-governmental organizations. Its functions are operations, planning, logistics, finance, and unified command of disaster management.

Key Control System - Is a system that identifies both the locations and personnel in possession of the keys to each MHU.

Landowner’s Ingress-Egress – See “Right of Entry.”

Labor Rate – The rate that should be paid for each hour of labor time. Labor rates include only base wages earned and does not include allowances for fringe benefits and other labor-related costs.

Licensed – Meets all necessary qualification tests including any license and certification requirements in accordance with all applicable Federal, State, and Local laws and regulations.

Logistics (Log) - The management of business operations, such as the acquisition, storage, transportation, and delivery of goods along the supply chain.

Maintenance Categories – Maintenance shall be divided in to four (4) categories with appropriate response (urgency of repair) to each:

• Routine maintenance

• Deferable / Postponable maintenance

• Emergency maintenance

• Major repairs

Manufactured Home (MH) – A structure which:

• Is transportable in one or more sections; and

• Is, in the traveling mode, eight body feet or more in width or forty body feet or more in length – or – when erected on site, is three hundred twenty or more square feet: and

• Is built on a permanent chassis and designed to be used as a dwelling with or without a permanent foundation when connected to the required utilities; and

• Which includes the plumbing, heating, air conditioning, and electrical systems contained therein (HUD Regulations 24 CFR 3280.2).

Manufactured Home Accessible (MHA) – The unit complies with UFAS and can be approached, entered, and used by individuals with a disability.

Manufactured Housing Sites – Those sites used for the placement of government or privately owned mobile homes, travel trailers, and other MHUs, including:

1. Commercial Site (MHC) – A site customarily leased for a fee, which is fully equipped to accommodate a housing unit.

2. Private Site (MHP) – A site that the applicant provides or obtains at no cost to the

Federal Government, complete with utilities; and

3. Group Site (MHG) – A site provided by the State or local government that accommodates two or more units and is complete with utilities (44 CFR 206.111).

Manufactured Housing Storage Site (MHSS) – The facility used as a central location for storage, maintenance, sales, and refurbishment of units to supply MHUs necessary for a Housing mission.

Manufactured Housing Unit (MHU) – Manufactured housing, RV, or other readily fabricated dwelling (e.g., prefabricated dwelling).

Manufactured Housing Unit Maintenance Work Order – A work order generated after an applicant has occupied a housing…