SOW_RV_Unit_Maintenance.pdf

Unit Maintenance Statement of Work Federal Emergency Management Agency

Scope

The contractor shall be responsible for maintaining and decommissioning all interior and exterior components of temporary Housing units for up to 90 days.

Maintenance includes:

• Plumbing System

• Sewage and septic systems

• Electrical System

• Heating and Cooling System

• Replacement of Components

• Entrance/Exit components

• Appliances

Deliverables

1. Establishment of Procedures: The contractor shall establish and coordinate maintenance procedures and applicant update procedures. These procedures, including a maintenance request line, need to be in place prior to the first unit installation. The contractor shall also include procedures for capturing and reporting information on maintenance requests.

2. Maintenance Requests: The contractor shall establish and operate a maintenance request line with a toll free telephone number for occupants to call and report maintenance problems or check on the status of a maintenance request.

3. Response Time for Routine Maintenance Requests: The contractor shall respond to routine (non- emergency) maintenance requests within 48 hours. When such 48-hour completion time would expire on Saturdays, Sundays, or holidays, the 48-hour time period shall extend to the following or work day, as appropriate.

4. Maintenance Needs Identified During Service Calls: When responding to routine maintenance requests, the contractor shall complete routine maintenance items requested by the occupant even if they are not on the Task Order.

5. Preventive Monthly Maintenance: Monthly inspections for each installed unit will begin thirty

(30) days after unit is made ready for occupancy (RFO). The contractor shall inspect the interior and exterior for damage and ensure that all components are in working order. The inspection shall include, but is not limited to: gas lines, electrical systems, sewer lines, and water lines.

6. The contractor shall use the following guidelines for scheduling routine maintenance:

• The contractor shall give at least 24-hour advance notice of a scheduled preventive maintenance inspection to the unit occupant.

• If the contractor is unable to contact the occupant after four (4) attempts over a minimum period of forty-eight (48) hours, the contractor shall notify the Contracting Officer’s Representative (COR) and submit documented evidence of attempts to make contact.

• The contractor shall ask the occupant, at the time of the monthly inspection, if there are any maintenance items to report.

7. Emergency Repairs: Repairs that are necessary to eliminate health, safety or security hazards shall be considered emergency repairs. Emergency repair response shall be initiated within two

(2) hours of receipt (24 hours a day, 7 days per week), and the work must be completed as soon as possible. All emergency repair requests received during business hours shall be reported to the COR immediately. Requests received after business hours shall be reported to the COR by 10:00 a.m. on the following normal workday.

Typical examples of issues that may require emergency repair include:

• Gas leaks

• Major water leaks where a shut off valve cannot be located

• Sewage leak (Health concern)

• No heat (when outside temperature is, or is expected to go below fifty (50) degrees

Fahrenheit)

• No A/C (when outside temperature is, or is expected to go above eighty (80) degrees

Fahrenheit);

• No electricity (excluding local power company failure), or major electrical malfunction.

8. Unit Refurbishment: The contractor shall clean and refurbish units for re-occupancy.

"Refurbishment" means restoration of the unit to a "like new" condition, with the exception of reasonable wear and tear.

Refurbishment may include, but is not limited to:

• All items covered under the contractor's maintenance responsibilities,

• Repair or replacement of broken or faulty equipment, systems or furniture,

• Repair or replacement of finish materials such as carpet and trim, and

• Cleaning the floors, kitchens, bathrooms, and all appliances

9. Major Repairs Items. As required by the COR in writing prior to any work being done. This is defined as replacement of a single item (Major Item) including parts, supplies, and materials (individually or collectively) costing more than $250.00 of materials and/or $250.00 of labor per work order or service call. Maintenance in excess of$250 for materials but less than $3000 will require COR approval. Repairs in excess of $3000 shall require Contracting Officer (CO) approval.

10. Reporting: contractor shall establish and maintain maintenance records for every structure identified in the Task Order. The contractor shall provide maintenance information in its daily report, along with a narrative summary of maintenance activities and issues in its weekly report.

Maintenance records shall include:

o Emergency service calls issued, (issued today, pending (on schedule), completed) o Routine maintenance and inspections issued, (pending (on schedule), pending

(overdue), completed) o Other disaster specific information as required.

11. Deactivation and Unit Realignment. During the last fifteen (15) calendar days of Task Order performance, or as required by FEMA, the contractor shall be responsible for participating and supporting the orderly transfer of responsibility for work, records, and Government Furnished Parts (GFP), Government Furnished Equipment (GFE), supplies and materials to the COR and any contractor identified by the COR.

The contractor shall deactivate, remove, and transport units to locations identified by the FEMA COR within 7 days after deactivation issuance date. The contractor must comply with all applicable laws and regulations for transporting the unit.

The area immediately surrounding the unit shall be cleared of all material, equipment, and detritus so that nothing shall be left overnight. At the time of deactivation, the Government shall consider this material scrap and removal is the responsibility of the contractor. The contractor shall take the title to this material. All site holes shall be properly filled and tamped at time of deactivation.

Unit deactivations include the following:

• Interior Preparation: The interior fixtures, equipment, and furnishings of the unit shall be properly secured to prevent additional damages to the unit interior.

• Exterior Preparation: The exterior of the unit shall be secured.

• Cleaning and Fumigation: The temporary housing unit shall be completely cleaned, mopped, vacuumed, and fumigated.

• Winterization: All water shall be removed from the system and all lines cleared.

Abandoned Personal Items: Abandoned personal effects shall be neatly bagged and tagged for identification. The contractor shall provide an inventory of all personal effects that have been bagged and tagged. Furthermore, the contractor shall provide three copies of the inventory that shall be distributed as follows: (I) Copy to remain with bagged and tagged personal effects, (2) Copy to be provided to FEMA Logistics when the trailer is turned in, (3) Copy to be provided to COR as part of the contractor's Activity Records for the unit. The neatly tagged bags shall be placed in the unit's main bedroom.

12. Emergency Deactivation. Emergency deactivations may be required to eliminate a serious health, safety, or security hazard. Emergency deactivations require COR or CO approval.

Cleaning and/or repairs associated with emergency deactivations may be performed at the site where the unit was installed or at a contractor staging area. The contractor shall initiate emergency deactivation within six (6) hours of receipt (24 hours-a- day, seven (7) days per week) of an emergency request and complete the work within 24 hours of Task Order issuance.