PWS Appendix List of Documents Exhibits and Attachments.pdf

Appendix H

List of Documents, Exhibits, and Other Attachments

Table of Contents

Administration Attachments – 1000

Attachment 1001, Daily Report to the COR [C]

Attachment 1001, Daily Report to the COR [C]

Attachment 1007, Management Quality Assurance Plan (QASP)

ATTHU Maintenance Attachments – 1500

Attachment 1501, Call Center Log [C]

Attachment 1502, Preventative Maintenance & Repair Schedule [C]

Attachment 1503, Maintenance Summary Report [C]

Attachment 1504, Individual Maintenance Report [C]

Attachment 1506, Preventative Maintenance Inspection Log [C]

Attachment 1508, ATTHU Maintenance Pre-Priced Repairs Request

Attachment 1509, Maintenance Quality QASP

Attachment 1510, PMI Quality QASP ....................................................... Error! Bookmark not defined.

Group Site Maintenance Attachments – 1600

Attachment 1601, Group Site Maintenance Inspection Log [C]

ATTHU PPI Attachments –1700

Attachment 1705, Former Occupant Personal Property Inventory [C]

Government Furnished Information (GFI) General Attachments – 1900

Attachment 1901, Glossary of Terms [GFI]

Attachment 1902, Contractor Personnel Access Requirement [GFI]

Attachment 1903, Performance Evaluation Calculator [GFI]

Attachment 1906, Typical Tools [GFI]

Attachment 1907, Acronyms [GFI]

Attachment 1908, Personnel Competencies and Requirements [GFI]

Attachment 1910, FEMA ATTHU Clean for Reuse Procedures Revision AA – August 18, 2017 [GFI]

Government Furnished Information (GFI) Maintenance Attachments – 2500 ............... Error!

Bookmark not defined.

Attachment 2502, Discrepancy Report [GFI]

Attachment 2503, PMI Questionnaire [GFI]

Attachment 2504, Wear/Non-Wear items [GFI]

Government Furnished Information (GFI) Plans and Specs Attachments – 2700

Attachment 2701, ATTHU Plans and Specifications

Attachment 2702, Group Site Plans and Specifications

Government Furnished Information (GFI) Design Attachments – 2800

Attachment 2801, Alternative site overhead electrical typical HECO Specification

Attachment 2802, ATTHU Ramp Configuration [GFI]

Summary:

Appendix H provides forms/templates to the Contractors to facilitate data collection and analysis by FEMA.

All provided forms /templates in Appendix H 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 [C] - This form shall be completed by the Contractor and submitted to FEMA.

FEMA TO/WO Form [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/appendix 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.

Administration Attachments – 1000

Attachment 1001, Daily Report to the COR [C]

See Chart on Following Page

Attachment 1001, Daily Report to the COR [C]

Operations:

Safety (address any safety issues or concerns)

Key Personnel:

Name Location Arrival Date Departure Date

Activities:

Today’s events

1.

Planned for Tomorrow

Monthly Preventive Maintenance Inspections and Repair (PMIR):

Previous period: through _______________

This period: ___________________

Required

Complete – Unit OK

Complete – Repair Previous Period This Period Total

Current Issues

Maintenance:

Maintenance

Monthly Preventive Maintenance Inspections and Repair

(PMIR):

Previous Period

This Period

Total

Previous period: through _______________

This period: ___________________

Required Emergency Through

COB

Emergency Cumulative Total

Routine Through COB

Routine Cumulative

Calls Received

Calls Completed

Calls Overdue

Emergency

Through

COB

Emergency Cumulative

Routine Through COB

Emergency Cumulative

Contractor Points of Contact:

Contacts Office

Phone Mobile

Phone E-Mail

Weather

The Contractor shall report current and forecasted weather. In addition, the Contractor shall report any issues due to current or future weather and how it is going to affect operations.

Current Weather Forecast Weather

Issues due to Weather

Time Affected Area (Specific or Entire Operation)

Attachment 1007, Management Quality Assurance Plan (QASP)

ATTHU Maintenance Attachments – 1500

Attachment 1501, Call Center Log [C]

Call Center Log

Contractor Name

FEMA Declared Disaster #

Date

Totals

Calls

Received

Total Emergency

Calls

Total Calls Completed

Total Calls Received but not Completed

0 0 0 0

Work Order

Number Serial # Barcode FEMA # Resident Name Date and Time

Reported

Emergency Maintenance?

(Y/N)

Description of Service Requested

Date and Time

Comments

Attachment 1502, Preventative Maintenance & Repair Schedule [C]

PREVENTIVE MAINTENANCE & REPAIR SCHEDULE

Time Period

Totals

Total Preventive Maintenance & Repair Scheduled for Time Period

Serial Number Barcode FEMA# Unit Address Resident Name Date Maintenance

Schedule

Time

Scheduled

Attachment 1503, Maintenance Summary Report [C]

MAINTENANCE SUMMARY REPORT

Time Period

Serial # Barcode FEMA# Unit Address Resident Name

Date and Time Maintenance Scheduled or Requested Emergency

Maintenance?

Description of Maintenance Conducted and Issues

Resolved

Attachment 1504, Individual Maintenance Report [C]

See Next Page

US DEPARTMENT OF HOMELAND SECURITY

FEDERAL EMERGENCY MANAGEMENT AGENCY

1. WO Type 2. Contractor 3. Work Order #

ATTHU MAINTENANCE WORK ORDER

WORKORDER STATUS: AS OF:

4. Occupant Information 5. Maintenance Request Information

Name

Phone No. Received

Date Time Barcode:

/ / FEMA #

Address

Lot# Received By

Occupant Available

City, State County Date

Time Permission to enter

Yes No

6. Description of Maintenance Problem Problem Previously Reported?

NO YES (if YES, Please explain)

6a. Removal Return Information

City State County Zip

7. Work Order Issue Information

Issued to Issue Date Issue Time Issued By Date Completed

8. Description Of Work Completed

8a. Work Order Notes

9. Signatures (Certification that the above described work has been completed and inspected) Note: Provide copies to Occupant

Maintenance Technician (s)

Contractors Project Officer

Occupant

10. Work Order Specifications

Description UOM Quantity Cost Per UOM Total

Inspection and complies with Phone or

Work Began Work Completed

Date Time Date Time

AM

PM

AM

PM

Total hours worked (1/4 hour increments)

11. Verification and Signatures: The above described work has been verified by, Maintenance Coordinator

Project Officer

12. Charge Work Order To:

Manufactuer

Setup Contractor

Maintenance Contractor

Occupant

Other

FEMA Form 90-38

GENERAL INFORMATION

PURPOSE: The ATTHU Maintenance Work Order is to document maintenance requested and performed on units deployed to active disaster and occupied by disaster survivors.

RESPONSIBILITY: The occupant, DHS/FEMA Inspector or other responsible contacts in the DHOPS which completes items 1 through 6. Items 7 through 9 and 11 are the responsibility of the Contractor completing the work.

Items 10 are completed by the Contractor completing the maintenance. Items 12 and 13 are checked and signed by the Maintenance Coordinator and Project Officer.

DISTRIBUTION: Original and 3 Copies to the Contractor or Technician

1 Copy - Unit File

Upon completion of all requested work and review of all completed areas of the form to include signatures of Maintenance Coordinator and Project Officer.

Original and 2 Copies - Provided to DHOPS

Copy 3 - Remains with the Contractor

Upon receipt of the Contractors Invoice, with Copy No 3 attached, DHOPS verifies cost information and distributes:

Original – Fiscal

Copy No 1 - Storage Area Maintenance Contractor File

Copy No 2 - Storage/Logistics

Copy No 3 – Contractor

1 Copy - DHOPS Utilized for computer data entry

INSTRUCTIONS

ITEM NO.

1. Work Order type:

3. Work Order Number. Consist of contract number and sequential number for each work order issued.

6. Description of Maintenance Problem(s): Record in sufficient detail to determine priority, responsibility (if any) for the malfunction. Note - if problem has been previously reported, check status of previous work order and add comments

6a. Removal Return Return Information:

7. Work Order Issue Information:

8. Description of Work Completed. Record in detail to support labor hours and materials utilized.

8a. Work Order Notes:

9. Signatures: The Maintenance Technician(s) signs, dates and acquires signatures and date from occupant. If the occupant is unavailable for signature, note on signature line. Project Officer reviews and signs work order before submission.

10. Work Order Specifications: Completed from the requirements and scope of the contract or from actual operations costs

11. Verification and Signatures:

13. Charge Work Order To: Determined by the Project Officer. Charges to manufacturer, setup or maintenance Contractor, or to the occupant will require follow-up for initiation of back charge procedures

All other items are self-explanatory

Attachment 1506, Preventative Maintenance Inspection Log [C]

FEMA Preventive Maintenance Inspection Log

Inspection Start Time:__________________ Inspection End Time:___________________

Contract Number #

Task Order #:

Occupant Name

Phone #

Date of Inspection:

City

TTHU Barcode

ATTHU Serial#:

FEMA#:

Type of ATTHU

Full Inspection of Exterior:

Yes� No�

Full Inspection of Interior

Yes� No�

Site Type: Name of Inspector:

Complete? Maintenance Item Condition Corrected/ Deferred Yes No N/A Foundation Support: (Check Blocking Elements)

Yes No N/A Unit Level: (Ensure unit is level on exterior I –beam and in two (2) locations in the interior of the unit.)

Yes No N/A Tie Downs Secure: (Check all areas to ensure strapping is fully taut)

Yes No N/A Siding intact and secure:

Yes No N/A Steps/ Ramps/ Handrails/ Rails: (Check for loose or missing boards, protruding screws, loose handrail or boards, strapping for taut, friction material quality, ensure UFAS transition hasn’t been compromised)

Yes No N/A Exterior Door(s): (Ensure doors open and close freely, aren’t damaged with holes etc. Ensure glass pane isn’t broken)

Yes No N/A Door Locks/ Hardware: (Ensure door locks function and all hinges operate properly)

Yes No N/A Window(s)/ Screen: (Ensure windows open and close freely, no broken glass, ensure no leaks (weather tight), and screens are in good condition, also check window blinds for damage)

Yes No N/A Exterior Light Fixtures: (Ensure light fixtures are operational and not broken and light bulbs are present and working)

Yes No N/A Water Supply Connection: (Ensure water is flowing with no leaks inside or out and underneath the TTHU)

Yes No N/A Electrical Service Panel and Breaker Box: (Ensure panel box is secure with no missing breakers. Ask occupant if there is any trouble with breakers tripping)

Yes No N/A Sewer Connection and Hoses: (Ensure sewer is running with no leaks inside or out and underneath the TTHU. Flush toilets to ensure that it is functioning)

Yes No N/A Occupant not home- Leave door tag: (Complete an exterior inspection)

Yes No N/A Floorings/ Walls/ Ceilings: (Check floors for cracks, check walls for damage or water stains, check ceilings for damage or water stains)

Yes No N/A Plumbing Fixtures and Piping: (Check to ensure all fixtures are operating properly to include kitchen, bathroom, etc.)

Yes No N/A Trim(Wall/ Flooring/ Ceiling/ Door): (Ensure all trim is intact and not damaged)

Yes No N/A Interior Light Fixtures: (Check for broken glass, check light bulbs, check for operation, ensure all receptacles are operational, and switch plates are working and are not broken.)

Yes No N/A Sinks- Vanity/ Kitchen: (Check that sinks drain properly and that the vanity is not broken or damaged.

Check overall kitchen appearance for any damage)

Yes No N/A Cabinets- Doors/ Drawers: (Check that cabinets and drawers are operational and not broken. Check hinges as well)

Yes No N/A Fire Extinguisher Charge: (Ensure extinguisher is still there and fully charged and operational)

Yes No N/A Heating System/ Thermostat: (Replace unit filter, check hoses for leaks, check to make sure thermostat is operational, check drain tubes for blockage)

Yes No N/A Refrigerator: (Check to make sure fridge is working properly and cooling as needed. Also check for visual damage to exterior or handle)

Yes No N/A Water Heater:(Check water heater for damage and leaks, run hot water in all taps and shower)

Yes No N/A Beds/ Furniture/ Cushions/Mattresses: (Ensure beds are still there)

Yes No N/A Shower/ Tub Fixtures/ Enclosure/Handrail: (Check shower for damage, ensure tub drains properly, check shower rail if applicable)

Yes No N/A Bathroom Vent & Fan/ GFCI: (Turn on bath vent to make sure it is operational, also check to see if GFCI is operational in bath and kitchen. Hold a piece of paper to the vent to ensure there is adequate suction.)

Yes No N/A Toilet- Connection/ Floor Mounting:(Check to ensure seat is still there and not broken, ensure toilet bowl is still bolted)

Yes No N/A Cook top/ Range/ Vent:(Turn on cook top to ensure each burner is still working properly, same with the oven and turn on the vent to ensure its working properly (hold a piece of paper to the vent to ensure there is adequate suction))

Yes No N/A Microwave:(Ask applicant if microwave is still working)

Yes No N/A Safety Detectors- Smokes/ LP/ CO: (Test all detectors to ensure that they are working and not damaged. Ensure batteries are replaced every third PMI or every six months)

Yes No N/A Shingles/ Roofing: (Check unit shingles from ground level for damaged or missing pieces)

Inspector Print Inspector Signature Date

Occupant Print Occupant Signature Date

FEMA QC Inspector Print FEMA QC Signature Date

Attachment 1508, ATTHU Maintenance Pre-Priced Repairs Request

ATTHU Maintenance Pre-Priced Repairs Request

Barcode Serial # Other Applicable Codes

Contractor FEMA #

Issue Description Pre-Priced Cost Approved (Y/N)

Requestor Name

FEMA Approval Signature

Printed Name

Attachment 1509, Maintenance Quality QASP

Attachment 1510, PMI Questionnaire [GFI]

Group Site Maintenance Attachments – 1600

Attachment 1601, Group Site Maintenance Inspection Log [C]

FEMA Group Site Maintenance Inspection Log Inspection Start Time:______________

Inspection End Time:______________

Contract Number #

Task Order #

Date of Inspection: Site Type:

Address:

City:

Name of Inspector:

Full Site Inspection including inspection of equipment, utility plants and systems, buildings and structures, and grounds facilities

Yes NO

Complete Maintenance Item Condition Corrected/Deferred

Yes No N/A

Plumbing System Repair and Service: All potable water and sanitary sewer lines including plumbing, sewage, and exterior mechanical piping systems and components.

Domestic Water System: water supply and distribution systems are functional and sanitized (water main, service lines, headers, isolation valves, storage tanks, air relief valves, pressure reducing valves, backflow prevention devices, fire hydrants, and etc., including valve and water meter at TTHU)

Sanitary Sewer: Including cleanout outside the skirting, through all branch lines, mains, and lift stations as well as manholes.

Yes No N/A Clean Outs: sewage flows freely without restrictions

Yes No N/A

Storm Drainage System: Cleanouts, manholes, and lift stations are free of obstruction.

Conduits for interior and exterior mechanical drainage systems and components functional.

Electrical System: All components of the electrical distribution system from the point of connection (POC) to the group site including the pad mounted transformers, underground wiring up to and including the meter serving each TTHU.

Pole Mounted Meter Base: Pole mounted meter base, conduit, weather head and wiring to the Power Company’s connection.

Yes No N/A

Gang Mounted Meter Base: Including all electrical wire, grounding rod, pole, meter, and wiring connected to main breaker serving each

TTHU.

Yes No N/A Road Condition: Road surfaces smooth and drivable/free of potholes.

Yes No N/A Site Clean-Up Service: Site is free of trash/debris or otherwise hazardous materials.

Yes No N/A Lawn Service

Yes No N/A Fence Service

Grounds Maintenance: All exterior ground surfaces within ground site property.

Yes No N/A

Pest Control Service: Grounds are free of pests including cockroaches, ants, fleas, ticks, spiders, bees, wasps, hornets, pigeons, Japanese beetles, rats, mice and other pests. Pests inside TTHU are to be referred to unit maintenance Contractor.

Yes No N/A Storage Space Yes No N/A Fire Break

Miscellaneous: any item not covered in the SCOPE of the Group Site Maintenance CLIN.

FEMA Representative Name:

FEMA Representative Signature: Date:

ATTHU PPI Attachments –1700

Attachment 1705, Former Occupant Personal Property Inventory [C]

Government Furnished Information (GFI) General Attachments – 1900

Attachment 1901, 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 a TTHU.

Additional Site Preparation – In some instances additional work may be required beyond basic site preparation to make a site feasible for the installation of a TTHU. 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 TTHU. (2) The act of anchoring a TTHU 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 TTHUs, 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 work day.

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 into, 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 of 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’s 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.

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 / Postponeable 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 TTHU due to abnormal or unusal 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 TTHUs needed, counties in which the units will be installed, contact information, office, and staging yard addresses, etc.

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

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.

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

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.

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 TTHUs 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 ATTHUs.

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

Heating, Ventilation, and Air Conditioning (HVAC) System – The system is comprised of the 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 buildings occupants.

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

Immediate Area – The space immediately adjacent shall mean the area that the Contractor has used or placed material in during the installation, maintenance, or removal process.

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 TTHU 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 TTHU 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 TTHU. 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 TTHU.

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 Emergency maintenance Major repairs Minor repairs

Manufacturer’s Instructions/Specifications – Supporting documentation generated by the manufacturer of either the ATTHU or a specific product (e.g., ABS pad, pipe fitting, etc.) that specify either requirements and/or ratings.

Major Repair – Outside the scope of a routine maintenance repair and is a single item inclusive of parts, supplies, materials and labor that exceeds $1,000.00. The Contractor shall submit a request and an itemized cost proposal to the CO for authorization.

“may” – Denotes an option or alternate.

Minor Repairs – A repair under $1,000.00. Minor repairs are smaller-scale maintenance tasks that aim to address minor issues and ensure the ongoing upkeep and funtionality of site infrastructure. Examples: fixing minor leaks in sewer lines, repairing small water pipe breaks, pothole patching on roads.

ATTHU – See “Alternative Temporary Transportable Housing Unit.”

No Contact – After at least four (4) atempts within a 48 hour time frame, the work order may be returned by the contract as a “no contact” designation. The Contractor must document these attempts and submit with the “no contact” work order.

Normal Use - Refers to the typical or everyday usage of an object, tool, or device. It encompasses the operation, routine checks, adjustments made by the user, and standby procedures as specified in the instructions for use or in manner directed by the Company and maintained as directed by the Company. Unlike the “intended purpose,” which is determined by the manufacturer and appears on product labeling, the concept of “normal use” extends beyond the intended purpose and includes how the product should be used, transported, stored, inspected, and maintained. So, while the intended purpose sets the foundation, “normal use” provides a broader perspective on how a product is utilized in practice. Normal use does not include malicious or deliberate damage.

Normal Wear and Tear – The gradual physical deterioration of an ATTHU from age, use and/or weathering.

Occupant – A resident of a housing unit (44 CFR 206.111).

Order of Magnitude Estimate – The order of magnitude estimate could be loosely described as an educated guess. The Order of Magnitude Estimate can be completed with only a minimum of information. The proposed use and size of the planned structure should be known and may be the only requirement. The “units” to describe the structure can be very general and need not be well-defined. This type of statement (or estimate) can be made after a few minutes of thought used to draw upon experience and to make comparisons with similar projects from the past. While this rough figure might be appropriate for a project in one region of the country, an adjustment may be required for a change of location and for cost changes over time (price changes, inflation, etc.). This data does not require that details of the proposed project be known in order to determine rough costs; the only required information is the intended use of the building and its approximate size.

Pad – A non-permanent foundation upon which an ATTHU is set.

Performance Work Statement (PWS) – A SOW for performance-based acquisitions that describe the required results in clear, specific, and objective terms with measurable outcomes (Federal Acquisition Regulations).

Permanent Housing Plan (PHP) – A realistic plan that, within a reasonable timeframe, puts the disaster survivor back into permanent housing that is similar to the survivor's pre-disaster housing situation. A reasonable timeframe includes sufficient time for securing funds, locating a permanent dwelling, and moving into the dwelling (44 CFR 206.111).

Physical Deterioration – Loss in the value of an TTHU due to exposure to the elements and wear and tear associated with their use.

Physical Disability – A physical impairment, including impaired sensory, manual or speaking abilities, resulting in a functional limitation in access to, and use of, a building, facility, or element.

Pier – That portion of the support system between the ATTHU and the ABS base, exclusive of shims.

Plumbing System – This includes water and sewer lines from where they tap into the service to and throughout the ATTHU. The “system” includes supply lines, faucets, commodes, drain lines, etc. The sewer and water lines will not be burried in the same trenches.

PMIR Maintenance – Simple, small-scale activities (usually requiring only minimal skill or training) associated with regular and general upkeep of an ATTHU against normal wear and tear that can be accomplished with “basic hand tools.”

Power Connections – Power connections will conform to National, Federal, state, and local requirements and codes. Power connections must comply with the National Electrical Code (NEC) in all respects. Power connections must comply with the appropriate load for type of ATTHU. (Requirements are currently amp for ATTHU.)

Power Pedestal – The power pedestal is used in place of a power pole. It is energized from a relatively close source via an underground service line. The pedestal includes a meter base and main breaker.

Power Pole – Used to support overhead power lines.

Preventive Maintenence Inspection and Repair (PMIR) – A regular inspection made by the Contractor to an ATTHU in order to identify any potential damage or hazards that may not have been reported, and to respond to any maintenence concerns the occupants of the ATTHU may have at the time. This includes repairs made by the Contractor to the ATTHU during the inspection.

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

Quality Assurance (QA) – Occurs when FEMA field staff verifies through site inspection that Contractor work has been completed as invoiced.

Quality Control (QC) – Occurs when Contractor field staff verifies applicant satisfaction through follow up inspections and telephone contacts.

Readily Fabricated Dwelling – Could be considered to be, but is not limited to, a unit that is factory built or built on site from modular parts and generally does not have wheels.

Ready for Electricity (RFE) – ATTHUs that have been installed, that are ready for the service provider to complete the connection.

Registration Number – A FEMA-generated number assigned to the applicant to identify the application for disaster assistance.

Remediation – One of either:

1. The removal of pollution or contaminants from environmental media (e.g. soil, groundwater) for the general protection of human health and the environment; or

2. The removal of hazards, such as mold, within an ATTHU.

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.

Restoration – A site is restored to the condition as defined by FEMA. This may include but is not limited to capping the buried infrastructure twelve (12”) inches below grade; removing utilities poles; disconnecting utility services; planting trees; providing and spreading topsoil;

environmental clean-up; and removing roads, sidewalks, concrete pads and playground equipment.

Right of Entry (ROE) (Form - See Appendix H) – A form signed by an applicant giving FEMA ingress and egress permission for assessment, placement, maintenance, and removal on the noted property to place an ATTHU.

Replacement of Components with Wear Life – The Contractor shall replace life safety items such as batteries for the smoke detectors. The Contractor shall replace HVAC air filters at a minimum of once every two months or as indicated in the unit manufacturer’s specifications, which ever is more frequent. The Contractor is not responsible for replacing items such as light bulbs, stoppers, drain baskets, providing extra door keys, etc., unless it is associated with the repair or replacement of a related component.

Road Worthy – In suitable operating condition or meeting accepted standards for safe driving on the road. Applicable standards can be obtained from DOT, Federal Motor Carrier Safety Administration and State regulations (some missions may require traveling through more than one State necessitate varying requirements).

Routine Maintenance Repairs – Regular and general upkeep of a building (ATTHU), equipment, or system against normal wear and tear.

Shall – Denotes a mandatory requirement or specification.

Should – Denotes an advisory specification or recommendation.

Site Control Number – A unique identifier assigned by FEMA to label a site request.

Site Inspection – A physical site inspection that determines the feasibility of a site for placement of a home, utilizing Global Positioning Satellites (GPS) coordinates and flood maps. The inspector verifies utilities are available, confirms that a property is not in a Special Flood Hazard Area, and verifies that placement of a TTHU is allowed by local permitting/ordinances. An ROE may be obtained from the landowner at this time.

Site Map – A drawing by the site inspector of the proposed feasible site. The map will show actual placement of the unit and utility connections.

Site Inspection Request (SIR) (Form - See Appendix H) – Information provided to enable inspector’s assessment of the site for installation feasibility of the requested unit type.

Solicitation – Any request to submit offers or quotations to the Government. Solicitations under sealed bid procedures are called “invitations for bids.” Solicitations under negotiated procedures are called “requests for proposals.” Solicitations under simplified acquisition procedures may require submission of either a quotation or an offer (FAR 2.101).

Special Hazard Flood Area (SHFA) – The area in the flood plain within a community subject to a 1% or greater chance of flooding in any given year (44 CFR 59.1).

Square Foot and Cubic Foot Estimates: This type of estimate is most often useful when only the proposed size and use of a planned building is known. Very little information is required.

Performing a breakout for this type of estimate enables the designer and estimator to adjust components for the proposed use of the structure (hospital, factory, school, apartments), type of foundation (slab on grade, spread footing, piles), and superstructure (steel, concrete, or a combination) and to focus the cost more closely to the final price. The use of Square Foot and Cubic Foot Estimates is most appropriate prior to the preparation of plans or preliminary drawings, when budgetary parameters are being analyzed and established. These costs are then broken down into different construction components, and then into the relationship of each component to the project as a whole, in terms of costs per square foot. This breakdown enables the designer, planner, or estimator to adjust certain components according to the unique requirements of the proposed project. However, the best source of square foot costs is the estimator’s own cost records for similar projects, adjusted to the parameters of the project in question. While helpful for preparing preliminary budgets, Square Foot and Cubic Foot Estimates can also be useful as checks against other, more detailed estimates. While slightly more time is required than with Order of Magnitude Estimates, a greater accuracy is achieved due to more specific definition of the project. A Square Foot Estimate is consistent with the amount of design information available at the 50% design phase.

Standard Operating Procedures (SOP) – A complete reference document that details the procedures for performing a single function or a number of interdependent functions.

Standard Unit – An ATTHU designed for use by a non-disabled individual of household, and that does not comply with the accessibility criteria of UFAS.

Statement of Work (SOW) – A Government-prepared document incorporated into the solicitation that states the overall performance objectives. It is used in solicitations when the Government intends to provide the maximum flexibility to each offer or to propose an innovative approach (Federal Acquisition Regulations).

Task Order – An order for services placed against an established contract or with Government sources (FAR 2.101).

Temporary Housing – Temporary accommodations provided by the Federal Government to individuals or families whose homes are made uninhabitable by an emergency or a major disaster.

Alternative Transportable Temporary Home Accessible (ATTHA) – The unit complies with UFAS and can be approached, entered, and used by individuals with a disability.

Alternative Transportable Temporary Housing Sites – Those sites used for the placement of government or privately owned mobile homes, travel trailers, and other TTHUs, including:

1. Alternative Site (ATTHA) – A site that the applicant provides or obtains at no cost to the Federal Government, complete with utilities; and

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

Alternative Transportable Temporary Housing Storage Site (ATTHSS) – The facility used as a central location for storage, maintenance, sales, and refurbishment of units to supply ATTHUs necessary for a Housing mission.

Alternative Transportable Temporary Housing Unit (ATTHU) – Transportable Temporary housing or other readily fabricated dwelling (e.g., prefabricated dwelling).

Alternative Transportable Temporary Housing Unit Maintenance Work Order – A work order generated after an applicant has occupied a housing unit to repair problems such as a water leak, heating malfunction, inoperable appliance, or to reposition a unit.

Underwriters Laboratories (UL) – An OSHA Nationally Recognized Testing Laboratory that performs safety consulting and certification.

UL Listed – Included in a list published by Underwriters Laboratories.

Uniform Federal Accessibility Standards (UFAS) – Standards for the design, construction, and alteration of federal and federally funded buildings to make them readily accessible to individuals with disabilities, in accordance with the Americans with Disabilities Act.

Uninhabitable – The dwelling is not safe, sanitary or fit to occupy (44 CFR 206.111).

Utility/Utilities – Include, but are not limited to, electricity, water, sewer, gas, or fuel oil.

Utility Tap/Connection Fee – Fees charged by a utility provider for connection to their services.

Vehicle Identification Number (VIN) – A number assigned by the manufacturer that uniquely identifies a motor vehicle, including RVs and MHs.

Voluntary Organization/Agency – An entity that meets the criteria of a Non-Profit Charitable Organization as defined in IRS § 501(c)(3) (MHU Donations 9455.1).

Wear and Tear Items – Refers to damage that naturally and inevitably occurs as a result of normal use. It encompasses the gradual deterioration or stress that an object experiences over time. For example, it is a leak that occurs in a kitchen or bathroom sink. In essence, it’s the natural impact of everyday wear on an item.

Wind Zone – The areas designated on the Basic Wind Zone Map, as further defined in by the Housing and Urban Development, Manufactured Home Construction and Safety Standards. (42 U.S.C. 5401-5426, 24 CFR parts 3280 - 3800).

Wrap-Around Services – Refers to the delivery of infrastructure and essential services to address disaster related needs of affected residents living in temporary housing group sites.

Attachment 1902, Contractor Personnel Access Requirement [GFI]

Position Position Functional Description

Access to

JFO

Access to

FEMA

Network or Systems

Interaction with Survivor Access to Survivor Property

Access to FEMA building

Level of Back Ground Required

Plumber

If required by state or local regulation makes the plumbing connections for the ATTHU on alternative, or group sites.

NO NO NO

YES (WHEN INSTALLING

ATTHU ON ALTERNATIVE

SITE)

NO NONE

Electrician

If required by state or local regulation makes the electrical connections for the

ATTHU.

NO NO NO

YES (WHEN INSTALLING

ATTHU ON ALTERNATIVE

SITE)

NO NONE

Installer (including installer team led)

Installs ATTHU on alternative or group sites.

NO NO NO

YES (WHEN INSTALLING

ATTHU ON ALTERNATIVE

SITE)

NO NONE

Quality Control Inspector (Installation)

Contractor employee who ensures that the ATTHU is installed properly on alternative or group sites.

NO NO NO

YES (WHEN INSTALLING

ATTHU ON ALTERNATIVE

SITE)

NO NONE

General Maintenance Worker

Responsibilities include: conducting Preventive Maintenance Inspections, carrying out repairs that do not require a specialty maintenance worker.

NO NO YES YES NO NONE

Specialty Maintenance Worker

Maintenance worker who is required to work on the ATTHU because of licensing or regulatory requirements such as an electrician or plumber. Typically working on a significant report to the ATTHU.

NO NO YES YES NO NONE

Quality Control Inspector (Maintenance)

Contractor employee who ensures that the maintenance is being carried out under the terms and conditions of the contract for all ATTHUs installed

NO NO YES YES NO NONE

Group Site Construction

Group Site - Site Inspector

Conducts "windshield" and physical inspection of land for potential group sites. Conducts research into areas

NO NO NO NO NO NONE

that would prevent a piece of land from being used as a group site.

Group Site Designer/Engineer

Develops construction designs for potential group sites ranging from conceptual layouts to 100% design documents. Also includes employees who develop contractor cost estimates for construction costs.

NO NO NO NO NO NONE

Group Site Construction Worker

Any laborer or member of a trade who is hired to build a group site including but not limited to: general laborers; electricians;

plumbers; heavy equipment operators;

etc.

NO NO NO NO NO NONE

Group Site Construction Management

Anyone working on the construction site who is not a group site construction worker or a group site quality specialist.

YES

(ONLY IF

CALLED

TO A

MEETING

at the JFO)

NO NO NO NO NONE

Group Site Quality Specialist

Contractor employee who is charged with ensuring the quality of the work performed by the group site construction workers.

Group Site Maintenance

General Maintenance Worker

Responsibilities include: conducting Preventive Maintenance Inspections, carrying out repairs that do not require a specialty maintenance worker.

This work is for the group site and not for the ATTHU.

NO NO YES NO NO NONE

Specialty Maintenance Worker

Maintenance worker who is…