PWS Appendix Deliveries or Performance.pdf

Appendix F

DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

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

F.2 PERIOD OF PERFORMANCE

The period of performance for the contract is one (1) base at 12 months from the date of award.

There are also two (2) options at 12 months each, that can be executed by the government to extend the contract’s period of performance. Task Orders issued under this contract shall have their own period of performance identified in the Task Order. Task Orders can be issued that extend beyond the end date of the contract’s period of performance.

F.3 PRINCIPAL PLACE OF PERFORMANCE

The performance of the work for the contract shall commence at various locations in Maui County or as directed by the CO, with delivery to locations specified in the Base Contract and Task Orders.

FEMA will facilitate the Contractor’s access to FEMA facilities as needed.

F.4 SUMMARY AND OVERVIEW

Appendix F: Deliveries or Performance includes important details regarding the Deliverables and Required Reports that are associated with the Performance Work Statement presented in Section 16 Task/Deliverables of the PWS. In some cases, the deliverable and/or the forms associated with the deliverables, such as the maintenance of an Alternative Transportable Temporary Housing Unit (ATTHU) will be validated by FEMA staff. Additionally, this Section presents a table that associates these Deliverables and Required Reports with Delivery Dates, Delivery Recipients, and whether or not there is a template provided by the Federal Emergency Management Agency (FEMA) for each Deliverable or Report.

F.5 IMPORTANT DETAILS

F-2

F.5.1 FEMA FORMS

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

F.5.2 SUMMARY REPORTS AND LOGS

These Reports shall be additive and include all information relevant to the contract work. Most importantly, the Report shall be in chronological order, with the most recent information on top and the oldest information at the bottom.

F.5.3 HOUSING OPERATIONS MISSION ENTERPRISE SYSTEM (HOMES)

HOMES is the National Emergency Management Information System (NEMIS) Web Application that FEMA uses to prove and track information regarding housing missions. The contractor shall be required to sign forms on the completion of work.

F-3

F.6 Deliverables and Required Reports Table Required Report /

Deliverable Delivery Date Delivery Recipient Description

Template Provided by

FEMA

Reference

Quality Control Plan Within seven (7) days of award, and as necessary when updated

COR/CO

A copy of the Contractor’s Quality Control Plan is to be provided to the COR. The plan shall discuss how the Contractor plans to manage and mediate all quality issues throughout the entirety of the contract.

No N/A

Quality Control Report

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

COR/CO

The Contractor will submit a Quality Control Report to the COR. The report shall address items including timeliness, suggested remedies for deficiencies, and remedy implementation dates.

No N/A

F-4

ATTHU Maintenance Report

Emergency Maintenance Repair - 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/CO

immediately. Requests received after business hours shall be reported to the COR by 8:00 a.m. Hawaii Time on the following workday.

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

Repairs shall be completed within two (2) calendar days of initial phone call.

Preventive Maintenance Inspection and Repair (PMIR) – Shall be conducted every month and includes repairing all deferrable maintenance items. Every month is defined as no fewer than 25 and no more than 35 days between each inspection.

CO/COR

Daily

Maintenance of the ATTHU shall be requested by FEMA specifically based on the needs of the disaster.

FEMA will validate the deliverable either through the exchange of the Call Center Log, Preventive Maintenance Schedule, Maintenance Summary Report, Individual Maintenance Report, and/or visual validation of the maintenance of the ATTHU.

N/A N/A

F-5

Required Report / Deliverable Delivery Date Delivery

Recipient Description Template

Provided by

FEMA

Reference

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

F-6

Deliverable Delivery Date Delivery

Recipient Description Template

Provided by

FEMA

Reference

Call Center Card

Prior to Occupying First ATTHUs; To Residents Upon Occupancy of ATTHUs; During all Maintenance

CO/COR;

ATTHU

Residents

The Call Center Card shall provide information on how to contact the Contractor to schedule maintenance. Staff at this number must be reachable by FEMA and residents 24 hours per day, 7 days per week and have the ability to communicate in the following languages to cover the diverse residence of Maui:

• EN = English

• CHK = Chuukese

• ES = Spanish

• HAW = Hawaiian

• ILO = Ilocano

• MH = Marshallese

• PON = Pohnpeian

• TL = Tagalog

• TO = Tongan

• VI = Vietnamese

The card shall be easy to read and in a durable format. Cards shall be magnetic. This card shall be provided to the COR for approval and provided to residents upon occupancy of the ATTHU.

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

F-7

Deliverable Delivery Date Delivery

Recipient Description Template

Provided by

FEMA

Reference

Call Center Log Daily CO/COR

The Call Center Log tracks all calls received for maintenance by the call center. Information collected shall include: the date and time the request is made;

the complaint or issue reported; whether the maintenance is routine or emergency; dispatched date and time; and resolved date and time.

Yes Appendix H, Attachment 1501

Preventive Maintenance & Repair Schedule

Daily CO/COR

The Preventive Maintenance Schedule summarizes the monthly maintenance schedule of all ATTHU homes for which the Contractor is responsible. This shall include: the location of the unit, the name of the resident, the date and time of scheduled maintenance.

The Contractor will submit an up-to-date report to the CO/COR in the daily report.

Yes Appendix H, Attachment 1502

Maintenance Summary Report Daily CO/COR

The Maintenance Summary Report includes a high-level overview of all maintenance performed, including preventive maintenance, routine maintenance, and emergency maintenance. It shall include when the maintenance was scheduled or when requested, when the maintenance was conducted, what actions were taken, and whether any known issues were resolved or not resolved.

Contractors shall also track any maintenance that is anomalous, or exception maintenance performed to the ATTHU.

Yes Appendix H, Attachment 1503

F-8

Deliverable Delivery Date Delivery

Recipient Description Template

Provided by

FEMA

Reference

Individual Maintenance Report

One (1) calendar day after completion of repairs. CO/COR

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

Yes Appendix H, Attachment 1504

Individual Personal Property Inventory Report

No later than the day that the ATTHU is returned to

FEMA.

CO/COR

If there appears to be personal property present, the Contractor shall contact the COR for instructions. If directed by the COR, the Contractor shall neatly inventory and contain all abandoned personal items.

Three copies of the inventory from each unit shall be provided and distributed as follows: 1) one copy is to remain with contained personal items; 2) one copy is to be provided to FEMA Logistics when the ATTHU is returned to the storage area; and 3) one copy is to be provided to the COR.

Yes Appendix H, Attachment 1705

Labor Summary Report

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

CO/COR

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

F-9

Deliverable Delivery Date Delivery

Recipient Description Template

Provided by

FEMA

Reference

Staffing Report Within seven (7) days of task order award, and as necessary when requested.

CO/COR

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

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

No N/A

Daily Report to the COR Daily CO/COR

The Daily Report to the COR provides a high-level overview of information that is reported by the Contractor to the COR. This includes: any safety issues or concerns, key personnel, activities completed and planned, an overview of haul and install status, maintenance, and deactivation. The Daily Report shall also include Occupational Safety and Health Act (OSHA) Reportable Injuries and/or Incidents.

Yes Appendix H, Attachment 1001

Contractor Quality Control Plan

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

CO/COR This form shall capture any work performed that goes above and beyond basic repairs Yes N/A

Proposal for Enhancement to FEMA Guides

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

CO/COR

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

F-10

Deliverable Delivery Date Delivery

Recipient Description Template

Provided by

FEMA

Reference

Operations Plan Report

Due within seven (7) calendar days after the start of each task order.

CO/COR

Operational plans shall contain:

• clear objectives;

• activities to be delivered;

• quality standards;

• desired outcomes;

• staffing and resource requirements;

• implementation timetables;

• a process for monitoring progress;

• mission risk assessment and mitigation strategy;

• risk identification;

• risk ranking;

• an exit strategy.

No N/A

Preventive Maintenance Inspection Log

Daily CO/COR

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

Yes Appendix H, Attachment 1506

Group Site Maintenance Inspection Log

Within one (1) day after inspection is completed. CO/COR

For each group site maintenance activity, a group site maintenance log must be completed in its entirety and signed by the appropriate parties. If an issue is not corrected or deferred, details shall be included explaining why the issue was not corrected/deferred.

Yes Appendix H, Attachment 1601

F-11

Deliverable Delivery Date Delivery

Recipient Description Template

Provided by

FEMA

Reference

Group Site Preventive Maintenance Inspection Report

Emergency Maintenance Repair shall be contacted within two (2) hours and work shall be initiated and completed within six (6) hours of work order receipt.*

Routine Maintenance Repairs shall be initiated and completed within two

(2) calendar days of work order receipt.

Group Site Preventive Maintenance Inspection is required daily.

CO/COR

Maintenance of a group site shall be requested by FEMA specifically based on the needs of the disaster.

FEMA will validate the deliverable either through the exchange of the Call Center Log, Preventive Maintenance Schedule, Maintenance Summary Report, Individual Maintenance Report, and/or visual validation of the maintenance of the ATTHU.

*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.

Contractor shall inspect the group site grounds area daily in accordance with this contract

N/A N/A

General Safety Plan Provide a General Safety Plan within seven (7) days after award.

CO/COR

The Contractor shall submit a proposal indicating and justifing that the Pre-Event Safety Plan needs to be revised. The plan will provide specific site safety requirements for typical ATTHU installation or maintenance at alternative sites and in group sites.

This is a modification or adaptation to the Pre-Event Safety Plan.

N/A No

Emergency Unit Entry Service Report

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

Provide on a weekly basis.

CO/COR

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

N/A No

F-12

Deliverable Delivery Date Delivery

Recipient Description Template

Provided by

FEMA

Reference

Contract Summary Report

Within 30 days after the base period at each option. CO/COR

The Contractor shall submit a report that documents and summarizes the results of the entire contract effort, including recommendations, lessons learned and conclusions. The report shall include tables, graphs, and other visual aids, as necessary to comprehensively explain the results achieved under the contract. (Within 4 weeks after contract completion.)

N/A No

F.6 Deliverables and Required Reports Table