ATTACHMENT 1 (PWS)_Maint_Removal_09.06.24.pdf

PERFORMANCE WORK STATEMENT

Alternative Transportable Temporary

Housing Unit (ATTHU) Maintenance U.S. Department of Homeland Security

Federal Emergency Management Agency

September 6, 2024 Table of Contents

1 Background 2 General 3 Scope 4 General Roles and Responsibilities 5 Contractor Requirements 6 Contractor Furnished Tools and Equipment 7 Compliance Requirements 8 Contract Construct 9 Group Site Maintenance 10 ATTHU Comprehensive Maintenance 11 ATTHU Removal 12 ATTHU Removal and Replacement on Group Site and Alternative Sites 13 Storage 14 Disposal of ATTHU 15 Contractor(s) Personnel 16 Key Personnel 17 Tasks/Deliverables 18 Security Requirements 19 Records Management Obligations 20 Appendices

1 Background The Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act), as amended and related authorities, as of June 12, 2019, authorizes the U.S. Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA) to provide Alternative Transportable Temporary Housing Units (ATTHUs), acquired by purchase or lease, directly to individuals or households who, because a lack of available housing would be unable to make use of financial assistance. The Stafford Act also describes the decision criteria for determining which types of assistance will be provided;

Stafford Act, Section (408) (b)(2)(B). Considerations include cost effectiveness, convenience to the individuals and households, and other factors the President may deem appropriate.

2 General The effects of the August 2023 wildfire impacted the State of Hawaii causing widespread damage throughout large portions of the state. On August 10, 2023, President Biden issued a Major Disaster Declaration for Hawaii, designated as FEMA-DR-4724-HI, that authorized Individual Assistance (IA) for one (1) county in the state after the wildfire devastated State infrastructure in the impacted the county.

The event exceeded state and local resource capacity. In response to this disaster, the Federal Emergency Management Agency (FEMA) is entrusted with procuring Alternative Transportable Temporary Housing Units (ATTHUs) to accommodate those affected. On December 09, 2023, the direct housing mission was approved. Approval includes Maui County. Other Hawaii counties may be added and included in this Performance Work Statement (PWS) in the future. All direct housing options are authorized under Section 408 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act as amended (Stafford Act).

3 Scope The contractor shall be responsible for the comprehensive maintenance of a base of 169 ATTHUs but up to 400 units located on group sites and/or alternative sites. The contractor shall also be responsible for maintenance of all elements of the group sites and/or alternative sites. Additionally, the contractor could be directed by the Government to perform supporting tasks including removal, transportation, storage, disposal, and removal and/or replacement of the ATTHUs.

Definitions as defined in: “List of Documents, Exhibits, and Other Attachments Appendix”, Attachment 1901, “Glossary of Terms”

A. Alternative sites – A site that the applicant provides or obtains at no cost to the Federal Government, complete with utilities (44 CFR 206.111).

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

C. Removal – Removal is the process by which an ATTHU 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 a safe, orderly, and usable condition.

The contractor shall ensure that all ATTHU maintenance, group site maintenance, and supporting tasks are conducted in compliance with this PWS requirements and applicable Federal, state, and local laws and regulations. Applicable codes are provided in, “Building Codes Applicable to Maui Appendix”, however, FEMA does not represent that this is all inclusive. The contractor is responsible for ensuring all applicable laws and regulations are followed. The contractor shall provide all personnel, facilities, tools, equipment, material, supplies necessary for the comprehensive maintenance of the ATTHUs, the group sites, and the alternative sites where the ATTHUs are installed, including removal and storage if deemed necessary, to perform and provide the items as required in this PWS.

The ATTHUs will include 1-bedroom, 2-bedroom, and 3-bedroom models. The 1-bedroom and 2-bedroom units shall have a single full bath. The 3-bedroom units shall have two full baths. All ATTHUs will be either Uniform Federal Accessibility Standards (UFAS) or the Architectural Barriers Act Accessibility Standards (ABAAS) compliant. All ATTHUs will be connected to potable water, sanitary sewer, and local electricity.

The ATTHUs will not be equipped with propane or natural gas and will include the furniture, fixtures, appliances, and equipment (FFAE).

4 General Roles and Responsibilities The contractor roles and responsibilities are contingent upon the required services specific to the disaster event and subject to the Joint Field Office (JFO) guidance via direction from the Contracting Officer Representative (COR). Categories of services required may include Group and Alternative site ATTHU Maintenance, Group Site Maintenance, ATTHU Removal, ATTHU Transportation, ATTHU Storage, and ATTHU Removal and/or Replacement.

Contractor shall comply with the following:

A. Actively coordinate with the FEMA COR or designee and notify COR or designee immediately of any potential constraints regarding any of the work provided for in this PWS.

B. Perform work and task order activities in accordance with the requirements outlined in this PWS.

Ensure contractor performance meets the requirements outlined in this PWS.

C. Attend Ready for Occupancy (RFO) inspection between the Government and the ATTHU installation contractor for each unit. The comprehensive maintenance contractor shall familiarize themself with the unit during the RFO but shall not have authority to accept or reject a unit— which is incumbent upon the Government.

D. Provide the comprehensive maintenance call center number (via refrigerator magnet, and/or laminated card stock) following the RFO signatures (which is Government acceptance/inventory).

E. Dispose of all waste associated with any work performed pursuant to this PWS in compliance with all Federal, state, and local laws, regulations, and rules in accordance with the FEMA approved Disposal Plan submitted by the contractor to the COR within seven (7) days after award. This includes, but is not limited to, any ATTHU contents designated for disposal, as well as spent fuels, batteries, refrigerants, tires, etc. Under no circumstances will tires and other hazardous materials be stored on FEMA sites occupied by disaster survivors. The contractor shall pay any fees associated with the removal and disposal of any waste, including hazardous or special waste, generated by the contractor in performance of the ATTHU maintenance, group site maintenance, removal, storage, and disposal tasks described in this PWS.

F. Contractor Safety:

1. The contractor shall furnish all required safety equipment and/or clothing, which may be required for personnel as mandated by Federal, state, and local code, whichever is more stringent. This will include maintaining a safe working environment for the contractor’s employees, unit occupants, FEMA staff, other contractors, and the general public. The contractor shall not leave any excavation or safety hazard unattended or unprotected at any time, as it may cause injury to persons.

2. The contractor shall comply with the Department of Labor and the Occupational Safety and Health Administration (OSHA) safety regulations, as well as any other Federal, state, county, and local laws, codes, and ordinances, whichever is more stringent. OSHA regulations can be found on the internet at https://www.osha.gov/laws-regs.

3. The contractor is responsible for keeping their employees safe and for developing policies and procedures for notifying FEMA of a potential security or safety issue in accordance with the FEMA approved Safety Plan which the contractor shall submit to FEMA within seven days of award. The contractor shall contact the COR if there are security or safety issues, and the COR shall notify the Contracting Officer (CO). FEMA will notify the contractor if/when the contractor can return to the location at issue.

G. Coordinate among all participants and entities, including local building official(s), permit office(s), applicable ports of call, Federal, state, and local law and code enforcement.

H. Provide reports, as defined by “Deliveries or Performance Appendix”, Table F.6 and by the CO.

Maintain accurate records and provide all documents as required in the contract.

5 Contractor Requirements A. Contractor shall inspect the Group Site on a daily basis in accordance with this PWS. The Group

Site Preventive Maintenance Inspection and Repair (PMIR) is a systematic inspection of the entire Group Site property boundaries. During a Group Site PMIR, the contractor shall inspect utility equipment systems, i.e. (sewer systems, water systems, electrical systems, drainage systems), buildings and structures, and grounds facilities for the purpose of detecting incipient failures and accomplishing Group Site PMIR.

B. Alternate site includes the comprehensive maintenance of the unit and utility connections at the termination between the unit and the grid for electrical, water, and sanitary sewer connection point within the designated pad area. The focus will be to ensure the functionality and support of the ATTHU infrastructure, including necessary utility connections.

C. The contractor is to obtain all permits, bonds and insurance (as applicable) for maintenance, removal, storage, and disposal as required, including all licenses necessary to do business in the state of Hawaii.

D. The contractor shall provide professional, courteous, timely services, activities, and management to ensure that all work identified in this PWS is completed. This includes incorporating a customer call center into operations, where appropriate, provide Daily Group Site PMIR reports as well as employing a flexible and transparent performance management system that includes performance measures of contractor staff, subcontractors, and other representatives. The contractor shall effectively collaborate with all authority having jurisdiction (AHJs) to pass all Federal, state, and local requirements.

E. The contractor may have responsibilities related to transporting ATTHUs and all related contents including living kits, furniture, and other contents of the ATTHUs.

F. Obtain and provide appropriately licensed staff and/or subcontractors, where required, to perform the work provided for in this PWS. Work is to be performed in accordance with all Federal, state, and local laws, rules, and regulations or of any other legitimate political subdivision or AHJ where the work is being performed.

G. Ensure that contractor staff always display appropriate identification while in the field and during interactions with applicants. Contractor badging shall have employee name, photograph, and company they represent at a minimum.

H. The contractor shall submit to the COR their Quality Control Plan within seven (7) days of award to ensure that the ATTHU (QC) Comprehensive Maintenance plan meets the requirements of this PWS. Inspection records shall be submitted to the CO/COR weekly or as requested.

I. The Government shall conduct Quality Assurance (QA) per the Management Quality Assurance Plan (QASP). Reference “List of Documents, Exhibits, and Other Attachments Appendix”, Attachment 1007.

J. The contractor Project Manager shall be available on-ground and via telephone to the COR between the hours of 7:00am and 5:00pm Hawaii time, Monday through Friday, on-call Saturday and Sunday, and shall respond to a request for discussion or resolution of technical problems.

Any calls outside of normal business hours will be for emergencies and the response will be required to get back to the COR within one (1) hour.

6 Contractor Furnished Tools and Equipment FEMA will not furnish any tools or equipment to the contractor. The contractor shall furnish all labor, tools, and equipment necessary to fulfill the requirements of the contract.

7 Compliance Requirements A. Compliance is required with all Federal, state, and local regulations and Maui Codes and ordinances to ensure that the acquired housing units meet rigorous standards in terms of maintenance, repair, and safety. In addition to Federal standards, the maintenance of these units must adhere to all applicable building codes, regulations, and zoning requirements stipulated by Maui County to safeguard the well-being of residents and the broader community.

B. The County of Maui enforces the 2018 IBC and 2018 IRC on August 31, 2021, pursuant to Hawaii Revised Statutes, Section 107-28. Enforcement will be blended with the 2006 IBC and 2006 IRC amendments as adopted by the County of Maui, unless updated specifications and requirements are enforced.

C. A copy of the Maui Residential Code can be acquired at this web link:

https://library.municode.com/hi/county_of_maui/codes/code_of_ordinances?nodeId=TIT16BUCO

D. Mini TOC: Title 16 - BUILDINGS AND CONSTRUCTION | Code of Ordinances | County of Maui, HI | Muni code Library

8 Contract Construct This PWS is constructed such that sections of each work needed are defined and can be managed effectively by the JFO.

1. Group Site Maintenance: This section contains the details of various grounds/ site maintenance and upkeep requirements.

2. Comprehensive Maintenance of ATTHUs on Group and Alternative Sites: This section contains the details of the various maintenance requirements; Maintenance Call Center, Routine Maintenance, Major Maintenance, Minor Maintenance, Emergency Maintenance, and Clean and Make Ready.

3. Removal of ATTHUs: This section contains the details of all aspects of the removal of ATTHUs from group sites and alternative sites.

4. Removal and/or Replacement of ATTHUs: This section contains the details of removing and/or replacing units as required by the Government.

5. Storage of ATTHUs: This section contains the details of storing the ATTHUs after removal.

6. Disposal of ATTHUs: This section contains the details of disposing of the ATTHUs as required.

9 Group Site Maintenance

9.1 Group Site Maintenance Requirements

The Sections in this PWS contain general information about certain Group Site Maintenance activities.

9.1.1 GROUP SITE PREVENTIVE MAINTENANCE INSPECTION AND REPAIR (PMIR)

Contractor shall inspect the group site grounds area daily in accordance with this PWS. The Group Site PMIR is a systematic inspection of the entire Group Site property boundaries. During a Group Site PMIR, the contractor shall inspect utility equipment systems, i.e. (sewer systems, water systems, electrical https://library.municode.com/hi/county_of_maui/codes/code_of_ordinances?nodeId=TIT16BUCO https://library.municode.com/hi/county_of_maui/codes/code_of_ordinances?nodeId=TIT16BUCO https://library.municode.com/hi/county_of_maui/codes/code_of_ordinances?nodeId=TIT16BUCO systems, drainage systems), buildings and structures, and grounds facilities for the purpose of detecting incipient failures and accomplishing Group Site PMIR. If maintenance repairs are required, they shall be initiated and completed within two (2) calendar days of work order receipt. Group Site PMIRs are completed within the timeframe specified in “Deliveries or Performance Appendix”, Table F.6 “Group Site Preventive Maintenance Inspection Report.”

9.1.1.1 GROUP SITE PREVENTIVE MAINTENANCE SCHEDULE

A. Pesticide treatment as needed.

B. Trimming/weed eating of all vegetation as needed to protect equipment/facilities and mitigate fire hazards as needed (work order to be requested and issued).

C. Lawn care is to be completed to ensure that the grass/vegetation appearance does not exceed five (5) inches.

D. Additional tasks shall be completed as required by the Government and will require a cost proposal validated with a construction industry cost estimating database such as RS Means (or similar), CO/COR review, and CO approval and shall be billed under group site maintenance.

9.1.1.2 DOMESTIC WATER SYSTEM MAINTENANCE AND REPAIR

The contractor shall perform all work required / or coordinate with local utility company to operate all domestic water supply. Domestic water system (DWS) is a comprehensive term that refers to potable water supply systems. The DWS shall start at the point of connection from the utility provider, at point of entry to the group site (valve or water meter) including water main, service lines, headers, isolation valves, storage tanks, air relief valves, pressure reducing valves, backflow prevention devices, fire hydrants, etc., extending to, and including the valve and water meter at the ATTHU. Potable water is defined as water that is fit for human consumption. If the DWS needs to be cut into to be serviced, the contractor is responsible for making sure all lines are properly flushed and sanitized upon completion of the work and restore the water to meet all Federal and local regulations for drinking water requirements.

9.1.1.3 SANITARY SEWER MAINTENANCE AND REPAIR

The contractor shall perform all work required / or coordinate with local utility company to operate and maintain the sanitary sewer system, through all branch lines, mains, and lift stations as required and to the final connection with the local utility. This work includes inspecting cleanouts, manholes and lift stations periodically, as well as clearing obstructions from these lines as needed.

9.1.1.4 SEWER LINE INVESTIGATION

The contractor may, with approval from the CO, coordinate an investigation with the local AHJ of sewer lines to determine the status of a sewer line during Group Site Maintenance. This is for the investigation of sewer lines that do not connect the ATTHU to the sewer network. This applies to sewer lines outside the group site property.

9.1.1.5 STORM DRAINAGE SYSTEM MAINTENANCE

The contractor shall perform all work required / or coordinate with local utility company to operate and maintain the storm water drainage system. This requirement begins at the ATTHU and extends all the way to the point of connection (POC) with the local utility. The storm drainage system maintenance work includes inspecting cleanouts, manholes and stormwater retention facilities (if applicable) periodically, as well as clearing obstructions from these lines as needed. The contractor shall perform all required maintenance on all drainage and exterior mechanical drainage systems and components. The Contractor shall perform all cleaning necessary on all storm water drainage systems to ensure that all run-off water flows freely through culverts and storm drains (including drainage ditching).

9.1.1.6 ELECTRICAL SYSTEM REPAIR AND SERVICE

The contractor shall maintain all components of the electrical distribution system from the POC to the Group Site including but not limited to the pad mounted transformers and the underground wiring up to and including the meter or pedestal serving each ATTHU. The work pursuant to the following includes:

A. Performing all electrical system inspections and repairs required for electrical work to ensure a continuous supply of electrical power including electricity for seasonal and special events.

B. Installing, and adjusting all electrical systems, including service and distribution.

C. Maintaining interior lighting, exterior lighting, street lighting, shelter lighting, and emergency lighting.

D. Servicing all electrical components associated with the water supply or sewer systems (i.e.

pumps or lift stations). This includes, but is not limited to:

1. Pole Mounted Meter Base: The contractor shall maintain electrical service up to and including the pole mounted meter base, conduit, weather-head and wiring to the power company’s connection. This shall also include any emergency shelter, security/street lighting.

2. Gang Mounted Meter Bases: The contractor shall maintain the electrical service up to and including all electrical wire, grounding rods, poles, and meters, and the wiring that is connected to the main breaker serving each ATTHU.

3. Power Pedestal: The contractor shall maintain electrical service up to and including all electrical wire, grounding rod, pole, meter and wiring up to the power company’s connection.

9.1.1.7 ROAD MAINTENANCE AND REPAIR

The contractor shall conduct road inspections as necessary to ensure that road surfaces are maintained in a smooth drivable condition free of potholes. The appropriate repair material shall be used to match the existing road surface and promote positive drainage.

9.1.1.8 SITE CLEAN-UP SERVICE

The contractor shall perform daily “Site Clean-Up” in accordance with the requirements of this Section, “Group Site Maintenance”. Site Clean-Up shall also be performed prior to cutting grass.

Site Clean-Up includes, but is not limited to:

A. Pick-up and disposal of any trash and/or debris present on the group site grounds.

B. Any debris that blocks walking or driving surfaces or is otherwise causing a hazard shall be removed immediately.

C. Notify the COR immediately of any biological hazards. For any vehicles that are blocking walkways or driveways, contractor shall make a reasonable effort to determine whether the vehicle is abandoned property. If the vehicle is not abandoned property, contractor shall notify the COR or local authorities.

9.1.1.9 FENCE REPAIR

The contractor shall repair or replace any installed fencing, as necessary, to maintain a safe and secure area. Fencing repair requirements shall be coordinated and specified with the CO.

9.1.1.10 GROUNDS MAINTENANCE AND REPAIR

The contractor shall maintain all ground surfaces within the Group Site. This maintenance includes but is not limited to adding fill material to cover any holes, repairing sidewalks, repairing concrete pads, repairing driveways, and any other tasks required to ensure the Group Site is safe, sanitary, and secure.

9.1.1.11 GROUP SITE PEST CONTROL MAINTENANCE AND REMEDIATION

The contractor shall provide monthly pest control services and pest inspections throughout the Group Site, except Contractor shall not perform pest control inside the ATTHUs. The contractor shall ensure that treatment is rendered, as appropriate, to control, prevent, or otherwise mitigate the pests in an efficient, safe and effective manner. The contractor shall provide services to control cockroaches, ants, fleas, ticks, spiders, bees, wasps, hornets, pigeons, Japanese beetles, rats, mice, termites, and other pests. The contractor will be responsible for rodent traps and bait stations, carcass removal, animal captures, and bird nest removal. The contractor shall clean areas littered by bird nests and droppings. Contractor shall identify any problem areas, structural features, potential areas for pest infestation, or personnel operational practices contributing to pest infestations and any other constraints. All work is to be conducted by a Hawaii licensed pest control professional.

9.1.1.12 PESTICIDES

All pesticides used by the contractor shall be registered with the EPA and the State Department of Health for the use intended. All pesticide handling, mixing, storage and application shall be in strict accordance with manufacturer's label instructions. The contractor shall ensure that all personnel applying pest control chemicals are properly licensed in accordance with applicable Federal, state, and local laws and regulations.

9.1.1.13 LAWN SERVICE MAINTENANCE

The contractor shall perform lawn service on the Group Site, around the emergency shelters and around the dumpsters (as applicable), excluding the substation. Lawn service shall include grass cutting and trimming/weed eating of any growth formed along property boundaries.

9.1.1.14 FIREBREAK

The contractor will maintain firebreaks as designed.

9.1.1.15 STORAGE OF CONTRACTOR MAINTENANCE EQUIPMENT

The contractor shall be responsible for storing their own maintenance equipment.

9.1.2 MAJOR REPAIRS

A. Above $1,000: “Major Repairs” are repairs whereby the materials, labor, or a combination of material and labor exceed $1,000 in cost.

B. All Major Repairs shall be approved in advance and in writing by the CO. To initiate the approval process, the contractor shall provide a written description of the work and a cost proposal validated with a construction industry cost estimating database such as RS Means (or similar) to the COR.

C. The contractor shall submit a cost/price proposal validated with RS Means (or similar) for any comprehensive maintenance or repair item that is estimated to cost more than $1,000. The contractor shall use the FEMA provided format for all cost proposals. The contractor shall include a sufficient description of the work to be done specific labor by labor category, and any specialized equipment above and beyond the contractor’s typical vehicles used for their comprehensive maintenance and repair staff and a Bill of Materials which includes cost and quantity. Nominal use items such as screws, nails, nuts and bolts, etc. shall be priced in accordance with typical bulk purchase prices from sources such as Home Depot, Lowes, or Amazon. In general, the contractor is not required to provide cost/price proposals for comprehensive maintenance or repairs that would cost less than $1,000. However, the contractor shall provide a cost proposal via an acceptable construction industry cost estimating database such as RS Means (or similar), at the direction of the CO. The dollar threshold for cost/price proposals can be increased or decreased.

D. Major repairs involve significant maintenance or renovation work on site infrastructure that require substantial resources and expertise to address critical issues affecting the functionality and safety of the systems.

E. Examples: Typical items that may exceed the $1,000 repair threshold include but are not limited to:

1. Roadway, curb and gutter, sidewalk, ditch repairs from washouts, settlement, and cave-in repairs and replacements.

2. Trip hazard sidewalk repairs and replacements.

3. Sewer main, forced main, conveyance system, vacuum/air release system and pump/lift station repairs and replacement.

4. Watermain distribution system to meter, fire hydrants, backflow assembly, vacuum/air release system, lines prior to 1” valve – including valve and water meter repairs and replacement (exemption for minor leaks).

5. Pad mounted transformers, load center, disconnects, electrical system prior to meter, distribution lines, underground duct and duct bank, streetlights, and sewer equipment power supply repairs and replacements.

6. Mailbox repairs and replacement.

7. Emergency after hours repairs and replacements.

9.1.3 MINOR REPAIRS

A. Below $1,000, the contractor shall provide a cost proposal via an acceptable construction industry cost estimating database such as RS Means (or similar), at the direction of the CO.

B. Minor repairs are smaller-scale maintenance tasks that aim to address minor issues and ensure the ongoing upkeep and functionality of site infrastructure.

C. Examples: fixing minor leaks in sewer lines, repairing small water pipe breaks, pothole patching on roads.

9.1.4 GROUP SITE EMERGENCY MAINTENANCE REPAIRS

Emergency Repairs are repairs that resolve or mitigate the immediate threat or imminent danger to the health, safety, or security of the Unit Occupant, the ATTHU, or property. COR shall be contacted within two (2) hours and work shall be initiated and completed within six (6) hours of work order receipt. (A complete emergency maintenance repair is defined as the imminent threat to life or property and is either completely repaired or temporarily repaired so that a permanent repair can be completed as regular maintenance.)

10 ATTHU Comprehensive Maintenance

10.1 Comprehensive Maintenance and Repairs Overview

Comprehensive Maintenance is the process of routinely and regularly ensuring that ATTHUs are safe, sanitary, secure, and functioning during the time the ATTHU is installed and/or occupied. There are four different types of Maintenance services: routine maintenance, emergency maintenance, major repairs, and minor repairs. When conducting Comprehensive Maintenance, contractor shall conform to all Comprehensive Maintenance requirements.

Repairs are fixes made to ATTHUs for purposes of keeping them safe, sanitary, secure and functioning during the time the ATTHU is Installed and/or occupied (“Repairs”). Sometimes Repairs are conducted on the spot as a part of a ATTHU Comprehensive Maintenance visit. The types of Repairs conducted pursuant to this PWS are: Major Repairs, Minor Repairs, Routine Repairs, and Emergency Repairs. Each Repair type has its own set of requirements and subcategories for timing of the Repair and COR/CO approvals. Certain Repairs can be conducted “on the spot” and other Repairs require COR/CO approvals or a waiting period.

10.2 ATTHU Comprehensive Maintenance Scope

Within seven days of the award the comprehensive maintenance contractor shall provide a plan and schedule for all routine maintenance for ATTHUs. The ability to provide comprehensive maintenance is a crucial aspect of ensuring the long-term functionality of the housing units. Comprehensive maintenance is described in the four types of maintenance described in this document, Routine Maintenance, Emergency Maintenance, Major Repairs, and Minor Repairs. The contractor shall provide ATTHU comprehensive maintenance for the base and option periods. This comprehensive maintenance coverage is essential to address any maintenance issues or needs that may arise during use. Any comprehensive maintenance not defined that exceeds $1,000 will be classified as major repair and require a cost proposal validated with a construction industry cost estimating database such as RS Means (or similar), CO/COR review, and CO approval.

10.3 Call Center

A. The contractor shall establish a comprehensive maintenance virtual call center to provide occupants of FEMA units with a single method of contact to report comprehensive maintenance issues to the contractor. The toll-free number shall be transferable to a subsequent contractor if applicable. The contractor shall operate a twenty-four (24) hours per day; seven (7) days per week toll-free telephone help line for the ATTHU occupant. The call center must provide services in all the languages specified by FEMA to ensure clear communication and effective support for all individuals involved. This comprehensive maintenance call center toll-free number shall be

Additional Maintenance for Group Site Any work not defined in this section that exceeds $1,000 will require a cost proposal validated with a construction industry cost estimating database such as RS Means (or similar), CO/COR review, and CO approval.

established within 24 hours of contract award. The help line system must be configured to automatically answer a call by a live person within three (3) rings.

B. The comprehensive maintenance call center ensures that residents have access to prompt assistance in case of component failures, damage, or wear and tear, guaranteeing that the housing units remain in optimal condition throughout their lifecycle.

C. The system must also provide a means for the caller to speak to a live representative in case of emergencies. After the comprehensive maintenance call center number is established, a FEMA representative may perform a test call to the number at any time, to evaluate the quality of service provided. Since these FEMA originated test calls must be entered into the call center log (“Deliveries or Performance Appendix”), they will be limited to no more than two calls within a seven-day period. The evaluations resulting from these phone calls may be a factor to be considered when FEMA assesses Deliverables or Performance under the CPARS evaluation for the contract.

D. The contractor shall provide the call center phone number on a medium (e.g., a refrigerator magnet and/or laminated card stock that is durable and easy to read. This shall be provided to FEMA as part of the Ready for Occupancy (RFO) inspection. Comprehensive Maintenance personnel shall carry extra comprehensive maintenance call center number magnets and/or laminated card stock, etc. on every maintenance visit to replace in the ATTHU if missing. If the maintenance staff does not see the maintenance call number displayed within the ATTHU, then they are to provide a new copy of the maintenance media to the occupant.

E. The call center shall categorize calls as: Routine Maintenance or Emergency Maintenance.

Routine Maintenance shall further be categorized as: Preventative Maintenance or Deferrable Maintenance. The contractor shall maintain records of each call and incorporate the records into the quality control process. Daily call center logs shall be provided to FEMA.

F. To ensure effective communication, the call center must provide services in the following languages:

1. EN = English

2. CHK = Chuukese

3. ES = Spanish

4. HAW = Hawaiian

5. ILO = Ilocano

6. MH = Marshallese

7. PON = Pohnpeian

8. TL = Tagalog

9. TO = Tongan

10. VI = Vietnamese

10.4 Comprehensive Maintenance and Repair Areas of Responsibility When performing ATTHU Comprehensive Maintenance and conducting an ATTHU PMIR, contractor is responsible for all interior and exterior components of the ATTHU including but not limited to:

1. Plumbing Systems

2. Electrical Systems

3. HVAC

4. Replacement of Components with Wear Life

5. Access/Egress Systems Components and Windows

6. Appliances

7. Interior Components

8. Exterior Components

9. Re-leveling and/or re-blocking in accordance with manufacturer specifications

10. Stairs and Ramps

11. Roof, roof vents, and roof penetration sealants

12. Sealants around windows and exterior doors

13. Doors

14. Bottom boards.

10.5 The Four Types of Comprehensive Maintenance

Routine Maintenance, Emergency Maintenance, Major Maintenance, and Minor Maintenance are described below with definitions and what is included. All comprehensive maintenance is to be performed in accordance with installation and owners’ manuals specifications.

10.5.1 Routine Maintenance

“Routine Repairs” are categorized either as a Major or Minor Repair. These repairs are serious but do not present an immediate danger to the health, safety or security of the Unit Occupant or property and are not considered a major repair. If a Routine Repair requires materials as defined in Minor Repair and ATTHU PMIR, then the Routine Repair will be part of the ATTHU PMIR. If a Routine Repair is categorized as a Minor Repair, the Routine Repair can be classified as Deferrable Maintenance and be conducted with the next scheduled ATHHU PMIR. Routine Repairs that are categorized as a Major Repair will follow the Major Repair process.

Routine Repairs must be addressed within 12 hours of receipt of applicant’s call. Repairs shall be completed within two (2) calendar days of initial phone call or approved by CO if longer. When this completion time would expire on a Saturday, Sunday, or holiday, the time period shall extend to the following operational day, as appropriate. Refer to “Deliveries or Performance Appendix”, Table F.6 “ATTHU Maintenance Report”.

The contractor shall perform all routine maintenance repairs during the inspection visit without requiring a separate work order. Any inspections or maintenance outside of these repairs shall only be conducted at the direction of the COR. During the routine maintenance repairs the contractor shall address the repairs and the repair/replacement of wear items identified, including those classified by the contractor as deferrable.

The contractor shall perform all minor repairs noted or reported during the inspection visit without requiring a separate work order. Any inspections or maintenance outside of these minor repairs shall only be conducted at the direction of the COR/CO. During the preventive maintenance inspection, the contractor shall address all minor repairs and the repair/replacement of wear items identified, including those classified by the contractor as deferrable. Labor for appliance repairs/replacements is included under the ATTHU PMIR monthly fee.

10.5.1.1 ATTHU Preventive Maintenance Inspection and Repair (PMIR) An ATTHU PMIR describes the process by which a contractor routinely inspects an ATTHU, identifies necessary Repairs and conducts the identified repairs. As part of the ATTHU PMIR, the contractor may identify different types or levels of repairs. After 3 attempts to schedule and visit for an ATTHU PMIR, if the applicant is a no show the contractor shall conduct an external only ATTHU PMIR and notify the COR

A. An ATTHU PMIR means that the contractor inspects the interior and exterior of the ATTHU for damage and ensures that all components are in working order. The ATTHU PMIR shall include, but is not limited to electrical systems, sewer lines, water lines, foundation according to manufacture specification. (See “List of Documents, Exhibits, and Other Attachments Appendix”, Attachment 1506 “FEMA Preventive Maintenance Inspection Log”) The other areas listed above in “Comprehensive Maintenance and Repairs Areas of Responsibility”. During the ATTHU PMIR, the contractor should ask the Unit Occupant about any Maintenance matters or concerns.

B. Contractor shall resolve Minor and Wear and Tear Repairs during the ATTHU PMIR. Contractor shall follow up with a Work Order on repairs that are not resolved during the ATTHU PMIR, these are Major Repairs, Deferable Repairs and Routine Repairs. Examples of wear items include but are not limited to washers for faucets, batteries for smoke detectors, filters for HVAC, cabinet/door hinges/knobs, and door latch systems. During the ATTHU PMIR, the contractor shall make repairs to any Wear Items (“Wear Items Repair”) and contractor shall address any previously deferred Wear Items Repairs.

C. All Major Repairs, repairs exceeding $1,000, shall be approved in advance and in writing by the COR. To initiate the approval process, the contractor shall provide a written description of the work and a cost proposal validated with a construction industry cost estimating database such as RS Means (or similar) to the CO.

D. Contractor shall carry an inventory of standard tools and materials that are capable of making Minor Repairs and fixing normal use Wear and Tear items (as defined below). These materials should include screws, nails, batteries, adhesives, and hand tools that enable immediate simple and preventive repairs.

E. A Preventative Maintenance Repair that results from an ATTHU PMIR are Repairs that the contractor shall resolve during the ATTHU PMIR, these are Minor Repairs and Wear and Tear Repairs. Repairs that the contractor shall follow up on with a Work Order are not resolved during the ATTHU PMIR, these are Major Repairs, Deferable Repairs and Routine Repairs.

F. The contractor shall perform all preventive maintenance and repairs during the inspection visit without requiring a separate work order. Any inspections or maintenance outside of these repairs shall only be conducted at the direction of the COR. During the preventive maintenance repairs the contractor shall address the repairs and the repair/replacement of wear items identified, including those classified by the contractor as deferrable and routine. Labor for these repairs/replacements is included under the ATTHU PMIR monthly fee.

G. ATTHU PMIRs shall be conducted once per month during the Period of Performance (PoP).

ATTHU PMIRs are required after Ready for Occupancy (RFO) of an ATTHU and shall occur no less than 25 days after RFO and no more than 35 days after RFO. Ongoing inspections shall occur every month every 25-35 days during the period of performance or up to removal.

H. Includes regular monthly unit inspections, maintenance call center, changes of HVAC air filters, and other simple repairs and adjustments. All work is to be performed in accordance with maintenance installation and owner’s manual specifications, all Federal, state, and local requirements, codes, and ordinances. Where there is a contradiction of requirements, the strictest requirement shall be employed.

I. Simple repairs and adjustments can be typically done with hand tools, are easy to perform by standard maintenance technician, and are preventing major repairs or replacements in the future.

This may include simple lock adjustments, HVAC vent damper adjustments, or wall outlet cover replacement. The contractor shall carry an inventory of typical repair items to include but not limited to screws, nails, batteries, adhesives, and hand tools that enable immediate simple and preventive repairs.

J. The contractor shall give at least three (3) calendar days advance notice of a scheduled ATTHU PMIR to the unit occupant. If the contractor is unable to contact the occupant after three attempts over a minimum period of five (5) calendar days, the contractor shall notify the COR and submit documented evidence of attempts to make contact.

10.5.1.2 Deferrable Repairs

“Deferrable Repairs” are Repairs that may be deferred until the next scheduled monthly ATTHU PMIR.

These items do not present an immediate danger to the health, safety or security of the Unit Occupant or property. If necessary, they can be elevated to Routine Maintenance if the deficiency becomes serious.

These items are typically required in response to, but not limited to broken cupboards, loose baseboards, damage to walls, broken blinds, and closet rod repairs. Deferrable Repairs require COR approval for material.

10.5.1.3 ATTHU Pad and Utility Maintenance

A. ATTHU Pad and Utility Maintenance includes the maintenance of the unit and utility connections within the designated pad area. The focus will be to ensure the functionality and support of the ATTHU infrastructure, including necessary utility connections in both group and alternative sites.

B. Major or Minor repairs for ATTHU on alternative sites will be performed and billed in accordance with the “ATTHU Comprehensive Maintenance” section of this PWS. For Comprehensive Maintenance not specifically covered under the “ATTHU Comprehensive Maintenance” section of this PWS, the contractor shall develop a cost proposal validated with a construction industry cost estimating database such as RS Means (or similar) which includes all costs related to the unforeseen work and items required to complete maintenance of the alternative site ATTHU which are not applicable to other maintenance CLINs. The contractor shall present a cost estimate to the CO/COR in which a specific comprehensive maintenance CLIN will be assigned.

10.5.1.4 Ramps and Platform Steps

Shall be considered under major repairs. The contractor shall develop a cost proposal validated with a construction industry cost estimating database such as RS Means (or similar) which includes all costs related to the work and items required to complete UFAS Ramps and Platform for group and alternative site ATTHU. The contractor shall present a cost estimate to the CO/COR in which a specific can be found in “Standard Stairs, Platform Steps, and Ramps Appendix”.

10.5.1.5 Sewer Maintenance and Remediation

Sewage shall flow freely through all cleanouts without restrictions. In the event of a main sewer backup, all affected clean outs shall be inspected to ensure that service is restored to all Occupants immediately after the blockage is removed. If a sewage spill occurs and sewage overflows on the ground, the contractor shall clean and sanitize the area in accordance with local code requirements.

10.5.1.6 Plumbing System Maintenance and Repair

Contractor shall perform all plumbing system inspections and repairs. This includes all external potable water and sanitary sewer lines or hoses from the connection with the ATTHU to the POC with the local utility. Contractor shall perform all required maintenance and pipefitting work on all plumbing, sewage and exterior mechanical piping systems and components, and on all exterior mechanical piping systems. The contractor shall install, repair and maintain plumbing related systems and their associated components in accordance with applicable sections of the most current edition of the Uniform Plumbing Code (UPC) and applicable state building codes.

10.5.1.7 THIRD PARTY MICROBIAL GROWTH INSPECTION SERVICES

The CO may require a third-party microbial growth inspection. Contractor shall only hire a third-party Hawaiian licensed microbial growth professional (the “Microbial Inspector”), for a microbial growth inspection and reporting. Prior approval from or at the request of FEMA required. When hiring a Microbial Inspector, the contractor shall ensure that the Microbial Inspector:

A. Performs an initial “Indoor Environmental Quality Assessment” in accordance with standard industry guidelines.

B. Utilizes best standard procedures, practices, and methodologies including but not limited to:

Environmental Protection Agency (EPA) guidelines, Institute of Inspection, Cleaning and Restoration Certification (IICRC) S500/S520 guidelines, or similar guidelines.

C. Utilizes documented qualitative and/or quantitative techniques, including indoor air quality direct reading instruments, to determine all appropriate indoor air quality parameters for the area (e.g., temperature, relative humidity, carbon dioxide, etc.).

D. Develops a written sampling strategy identifying sampling techniques, methodology, purpose, locations, and justifications.

E. Utilizes documented qualitative and/or quantitative assessment techniques, including but not limited to tape, bulk and/or air sampling and analysis, to identify and verify the levels of indoor air quality contaminants of concern, and if present, the potential contributing factors.

F. If sampling is performed, acquires an appropriately representative number of samples, and acquire samples from other areas and outdoors for comparison, in accordance with industry standards.

G. Utilizes documented qualitative and/or quantitative techniques, identifies and assesses any other indoor air quality concerns, perceived or otherwise.

H. Performs outdoor baseline ambient sampling representative of the indoor sampling, if appropriate.

1. Acquires baseline ambient temperature, relative humidity, and carbon dioxide levels for comparison with indoor levels, if appropriate.

I. Analyzes samples by certified laboratories including but not limited to AIHA, EMLAP, etc. with current proficiency tests in place. Includes blank samples as determined to be appropriate.

1. Expedites turnaround time for all laboratory analysis.

J. Provides FEMA and contractor with a preliminary assessment report at the conclusion of the onsite assessment, to include but not be limited to, observations, initial findings, intermediate recommendations or corrective actions, etc. This may be verbal or in email format.

K. Provides FEMA and contractor with a copy of laboratory reports when received, if applicable.

L. Provides FEMA and contractor with a written draft report on the findings as described below (the “Written Draft Report”) for FEMA review and comment within five (5) Business Days from receipt of laboratory results and/or five (5) Business Days after onsite assessment if no laboratory analysis is warranted. The Written Draft Report, shall include:

1. A description of the employed assessment methods and protocols to include general survey methodology, sampling strategy, protocol for selecting sample locations, sample collection protocol, and industry standards applicable to sample collection and analysis.

2. Any identified health/safety concerns

3. Findings and Observations

4. Results and Conclusions

5. A description of the assessment criteria used, with reference made to applicable standards, and discuss relevance of results and observations to said criteria and standards.

6. Potential sources of indoor air quality contaminants if present

7. Corrective action recommendations, if applicable

8. Recommendations (preventive) for future prevention of recurrence, such as recommendations related to general ventilation, facility maintenance, renovation activities, employee occupancy, management/employee communications, etc., as appropriate.

9. Remediation recommendations for any identified issues

10. Representative photographs

11. Other information as deemed necessary during the assessment.

10.5.2 Emergency Maintenance

A. Emergency Repairs are repairs that resolve or mitigate the immediate threat or imminent danger to the health, safety or security of the Unit Occupant, the ATTHU or property (such event a “Maintenance Emergency”). Maintenance Emergencies include but are not limited to a broken HVAC system, water leaks, electrical shorts, non-working appliances, broken window, broken door or lock. The contractor may make permanent or temporary repairs to respond to Maintenance Emergencies. If a temporary repair is performed to mitigate the hazard, the permanent repair is to be completed as a Routine Repair. See “Deliveries or Performance Appendix”, Table F.6 “ATTHU Maintenance Report”.

1. Emergency repairs 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 08:00 a.m. Hawaii Time on the following workday.

B. The contractor shall use their judgment to ensure that the appropriate action is taken when the contractor determines that there is a Maintenance Emergency; however, the contractor should ensure that Occupant(s) are left in a condition free from harm and that all immediate threats to life and property have been resolved.