Atch 0001 SOW_RFQ 70FB7021Q00000018 dated 3-9-2021.pdf

FEMA Housing Repair Line Item Data & Industry Construction Cost Data

Statement of Work Dated 3-9-2021

1. Background

The Federal Emergency management Agency is a Federal agency authorized under 44CFR (Code of Federal Regulations) and PL (Public Law) 93-288 as amended by PL 100-707 to provide assistance to disaster victims in Presidential declared disasters and emergencies. As a part of these disaster relief efforts, FEMA conducts residential housing inspections for disaster survivors. These inspections record damage to real (structural components) and personal property using a damage estimating capability. The contractor shall use a line item method in which required repairs are recorded as a construction component indicating the required quantity and associated unit cost. FEMA’s Individuals and Households Program (IHP) and other agencies involved in disaster relief use the data in determining a survivor’s eligibility for assistance.

FEMA seeks a contractor to create and maintain a construction cost database and provide services to deliver reports for all phases of a building construction lifecycle data on a Microsoft Access platform that delivers the unit cost for FEMA home repair components. The Contractor shall perform research of repair line item costs in each Federal Information Processing Standards (FIPS) code area across the country to provide data that represents the local economy in a disaster location. Services specified under this contract will require quarterly updates and additional pricing adjustments that reflect changes in prices due to current economic conditions in each FIPS code location.

2. Glossary and Definitions

2.1. Basis Definition Document – a text document or suitable alternative vehicle that defines, in easily understandable terms, the Construction Specifications Institute (CSI) codes and formulas used to derive the component costs associated with the application of that line item to include material costs, overhead and profit, labor to remove, install the item and dispose of scrap and debris.

Category – The FEMA line items are differentiated into Real and Personal Property and subdivided into the categories below. Additional details of each line item are in the FEMA Line Item Description document.

2.1.1. Real Property Categories

• Access /Debris

• Boat Items

• Electrical

• Floors, Walls and Ceilings

• Foundation/Masonry

• General

• Heating

• Mobile Home

• Multi Family Roads/Bridges

• Plumbing

• Rapid Damage Assessment

• Single Family Roads/Bridges

• Utilities

• Windows/Doors

• Hazard Mitigation

2.1.2. Personal Property categories

• Appliances/PP

• Essential Tools

• Miscellaneous Purchases

• Room (furnishings)

2.1.3. Speed Estimating - Category includes both Real and Personal property items.

2.1.4. Conglomerate – The combination of real property line items creating a single purpose structural line item.

2.2. Construction Specifications Institute (CSI) - CSI standard formatting is used throughout the construction industry to format construction specifications in building contracts.

2.3. COR – The Contracting Officer’s Representative works under the authority of the Contracting Officer. The COR monitors the deliverables for compliance with requirements under this contract and receives directions from the Contracting Officer for all contract related actions. The Contracting Officer identifies the individual appointed as the COR. All deliverables described in the statement of work shall be sent to the COR.

2.4. FEMA Individuals and Households Program – The IHP financially assists applicants in repairing or replacing disaster-caused real and personal property damages to a pre-disaster habitable condition meeting the survivor’s basic needs. IHP also includes hazard mitigation measures that reduce the likelihood of future damage to the residence.

2.5. FEMA Line Item and Usage Descriptions – (Attachment A) The list of eligible real and personal property line items with usage descriptions the Contractor will use to develop a costing methodology to establish the Line Item Mapping Master. Many of the FEMA supplied usage descriptions are Individuals and Households Program (IHP) specific and will be priced to meet the FEMA Housing Repair model requirements based on competitive market pricing providing a base (medium) and catastrophic costs (25% increase over base cost).

The Contractor’s costing methodology will research, establish and update item pricing to meet the requirements of the FEMA Housing Repair model for personal and real property adjusted for variables such as ordinances, local building codes, union or open shop labor and premium freight costs for remote OCONUS locations. Unless otherwise noted, the replacement of a line item includes removal and disposal of the damaged item. Some line items are simply place holders or have FEMA adjusted fixed pricing and do not require Contractor pricing and will be noted as such on Attachment A.

2.6. FIPS - Federal Information Processing Standards codes (FIPS) are a standardized set of numeric or alphabetic codes issued by the National Institute of Standards and Technology (NIST) to ensure uniform identification of geographic entities through all Federal Government agencies. The entities covered include states, counties, independent cities, named populated location entities (such as statistically equivalent places and county subdivisions), American Indian and Alaskan Native areas.

2.7. Individuals and Households Program (IHP) - FEMA’s IHP is the program that delivers assistance to disaster survivors. Assistance may consist of funds to repair a home, rent alternative accommodations, replace essential personal property, or any combination of assistance intended to assist the applicant in meeting their individual disaster related needs.

2.8. Line Item – a categorically defined component, article or service used to repair or replace damaged real or personal property. All repair or replace line item descriptions are for residential applications only and based on eligible repairs to restore habitability and meet essential individual and household needs.

2.8.1. Line Item Basis – A definition of the individual and cumulative cost elements that make up the line item price.

2.8.2. Line Item Mapping Master – A Microsoft Excel file of the Line Item basis and rationale used for pricing that provides a breakdown of the line item components as CSI codes with national average costs.

2.9. National Emergency Management Information System (NEMIS) – The National Emergency

Management Information System is a FEMA database designed to incorporate the data processing of all disaster relief agencies work into one system. The pricing data shall be required to export to this system in a tab delimited format described in Attachment B.

2.10. Rapid Damage Assessment – A baseline for real property damages associated with various levels of flood waters in a single-family residence using independent industry standards. RDA is scoped and priced identically to the existing line items and are unique only in the line item title so they can be distinguished in NEMIS.

3. Scope

3.1. Develop and update the FEMA Line Item Data in a Microsoft Access format with an interactive front end application capable of entering a disaster number, selecting a state or territory, selecting counties, municipalities or parishes within the state or territory, and exporting the pricing data in FEMA’s designated tab delimited format described in Attachment B.

3.1.1. The line item format includes a category, line item number, line item name, unit of measure and a description of repair represented by the line item. The line item cost is a sum of all cost components associated in the use of that line item.

3.1.2. The data shall be updated quarterly and delivered to FEMA through an FTP (File Transfer Protocol) site to be imported by FEMA. The first deliverable of the base and each option year, if exercised, shall be delivered in the first week of:

• March=Q1

• June=Q2

• September=Q3

• December=Q4

3.2. Develop an annual Line Item Mapping Master – A Microsoft Excel file of the Line Item basis and rationale used for pricing that provides a breakdown of the line item components as CSI codes with national average costs.

3.3. Develop a Line Item Basis Document – A definition of the individual and cumulative cost elements that make up the line item price.

3.4. Industry Construction Cost Data – The Public Assistance (PA) and Individual Assistance (IA) programs require access to industry construction cost data at FEMA Headquarters, Regional Offices, and Disaster Field Offices for disaster specific purposes. This information can be provided in CD format or an online database format annually.

IA requires the industry construction cost data for the following categories:

• Assemblies Cost Data

• Building Construction Cost Data

• Commercial Cost Data

• Concrete & Masonry Cost Data

• Electrical Cost Data

• Facilities Construction Cost Data

• Facilities Maintenance & Repair Cost Data

• Green Building Cost Data

• Heavy Construction Cost Data

• Interior Cost Data

• Light Commercial Cost Data

• Mechanical Cost Data

• Metric Construction Cost Data

• Open Shop Building Construction Cost Data

• Plumbing Cost Data

• Residential Cost Data

• Residential Report & Remodeling

• Site Work & Landscape Cost Data

• Square Foot Model Costs

• Estimator Utility

• Wage Rate

4. TASKs

4.1. Line Items Database – The interactive database shall consist of 477-line items, descriptions and exclusions inclusive of services, real and personal property items, speed estimating, room composition descriptions and boat repair components. Unless noted, the Contractor shall provide pricing that reflects the usage descriptions provided. (Attachment A)

4.1.1. The Contractor shall develop a database capable of exporting the pricing data in the FEMA designated tab delimited format. (Attachment B) and Section 7. Mandatory Technical Requirements

4.1.2. The Contractor shall provide the data and the quarterly updates in the most current version of Microsoft Access format.

4.1.3. The data and quarterly updates shall indicate the dollar amount of each line item and represent pricing within the FEMA designated FIPS locations. All FEMA line items are intended to provide repairs that meet current International Residential building codes.

4.1.4. Personal Property line items under the Appliance/PP category, unless noted, will have a single national average pricing basis for all FEMA designated FIPS code locations.

4.2. Line Item Mapping Master - The Contractor shall provide a soft copy MS Excel document showing the basis for all line items; e.g. formulas used for pricing, labor and material quantities, removal and disposal etc.

as well as overhead, profit calculations and other related cost factors.

4.3. Basis Definition Document - The Contractor shall provide a line item basis document in MS Excel or alternative application format that defines, in easily understandable terms, the CSI codes and formulas used to derive the components costs associated with the application of that line item. If the Contractor will provide the document in an alternative format, they must obtain prior approval from the COR before submission.

4.4. Task Order Modifications - Due to continual changes in the scope of the FEMA program and provision of prompt disaster assistance, the Government may request developmental work or additional line items and basis adjustments over the life of the contract.

4.5. The Government may request future modifications to allow the FEMA operating systems to work in an alternative operating platform. A separate Statement of Objectives or Statement of Work will be submitted by the Contract Officer to the Contractor for a technical and price proposal. The proposal will be reviewed for approval, subject to changes and follow-up questions, and a task order modification issued by the Contract Officer.

5. Deliverables

5.1. Line Item Database - The executable file for generating, viewing, and exporting pricing data shall be sent via File Transfer Protocol (FTP) service provider or similar FTP web application. The quarterly updates will reflect changes in prices due to current economic conditions in the designated FIPS locations and will include any change and modification requested within the preceding quarter.

5.2. Line Item Mapping Master - The annual Line Item Data with national average costs and rationale shall be sent to the FEMA COR for approval two weeks prior to the March Q1 data update.

5.2.1. When task order modifications are completed, the Contractor shall provide an updated Mapping Master file two weeks prior to the next scheduled quarterly update.

5.3. Basis Definition Document - The Contractor shall provide a basis document or alternative application that defines, in easily understandable terms, the CSI codes and formulas used to derive the component costs associated with the application of that line item.

5.4. Quality Management Plan - The Contractor shall establish, document, implement and maintain a quality control system in accordance with the requirements of a quality management system model that the contractor chooses. The Quality Management Plan shall be provided to COR.

5.5. Industry Construction Cost Data – The Contractor shall provide the access to the construction cost data required by PA and IA annually.

6. Delivery Schedule

6.1. Section 5.1 The data shall be delivered to FEMA no later than the first week of March of the Base Year and subsequent Option Years if exercised. The quarterly data updates shall be provided in the first week of March, June, September and December of the base year. Option years, if exercised, will follow the same sequence.

6.2. Section 5.2 Mapping Master basis shall be provided to FEMA two weeks prior to the March quarterly data update. When line items are added or changed and accepted in the data through task order modifications, the Contractor shall provide an update of the Mapping Master basis two weeks prior to the next scheduled quarterly data update.

6.3. Section 5.3 The basis definition document or alternative vehicle shall be provided to FEMA two weeks prior to the March quarterly data updates.

6.4. Section 5.4 The Contractor shall provide a written quality control system for approval by the Contract Officer Representative within 30 days of award.

6.5. Section 5.5 The Contractor shall provide initial access to the Industry Construction Cost Data within 14 calendar days of task order award. Access to the annual updates shall be provided within 14 calendar days of an option period being exercised.

6.6. All deliverables are subject to COR review and acceptance. The results will be supplied to the Contractor to allow the Contractor to explain, dispute, or correct any pricing discrepancies. Verified errors shall be remedied by the Contractor with a corrected deliverable provided to FEMA within 72 hours of Contractor acknowledgement at no additional cost. Final acceptance of the deliverables will be in written format and sent to the Contractor’s designated point of contact.

7. Mandatory Technical Requirements

7.1. The pricing data shall be required to operate on Windows 10 Enterprise 64-bit and Service Pack 1 operating system environment and be operable with future Microsoft operating systems.

7.2. The pricing data fields at a minimum shall match the fields shown in the data format and shall be exported in tab delimited format described in Attachment B

7.3. The export files shall contain line item pricing costs for each line item in Attachment A, FEMA Line Item and Usage Descriptions.

7.4. The data shall have the capability to display and print out the average cost for each line item.

7.5. Section 508 Requirements

Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-220) (codified at 29 U.S.C. § 794d) requires that when Federal agencies develop, procure, maintain, or use information and communications technology (ICT), it shall be accessible to people with disabilities. Federal employees and members of the public with disabilities must be afforded access to and use of information and data comparable to that of Federal employees and members of the public without disabilities.

All products, platforms and services delivered as part of this work statement that, by definition, are deemed ICT shall conform to the revised regulatory implementation of Section 508 Standards, which are located at 36 C.F.R. § 1194.1 & Appendix A, C & D, and available at https://www.gpo.gov/fdsys/pkg/CFR-2017-title36-vol3/pdf/CFR-2017-title36-vol3-part1194.pdf. In the revised regulation, ICT replaced the term electronic and information technology (EIT) used in the original 508 standards. ICT includes IT and other equipment.

Exceptions for this work statement have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions shall be sent to the Contracting Officer and a determination will be made according to DHS Directive 139-05, Office of Accessible Systems and Technology, dated November 12, 2018 and DHS Instruction 139-05-001, Managing the Accessible Systems and Technology Program, dated November 20, 2018, or any successor publication.

Section 508 Requirements for Technology Services

When providing installation, configuration or integration services for ICT, the Contractor shall not reduce the original ICT item's level of Section 508 conformance prior to the services being performed.

• When developing or modifying ICT, the Contractor is required to validate ICT deliverables for conformance to the applicable Section 508 requirements. Validation shall occur on a frequency that ensures Section 508 requirements is evaluated within each iteration and release that contains user interface functionality.

• When modifying, installing, configuring or integrating commercially available or government-owned ICT, the Contractor shall not reduce the original ICT Item’s level of Section 508 conformance.

• When developing or modifying electronic documents and forms provided in a Microsoft Office or Adobe PDF format, the Contractor shall demonstrate conformance to the applicable to the applicable Section 508 standards (including WCAG Level A and AA Level 2.0 Success Criteria) by conducting testing using the test methods published under “Accessibility Tests for Documents” at https://www.dhs.gov/compliance-test-processes.

• When developing or modifying ICT deliverables that contain the ability to automatically generate electronic documents and forms in Microsoft Office and Adobe formats, or when the capability is provided to enable end users to design and author web based electronic content (i.e. surveys, dashboards, charts, data visualizations, etc.), the Contractor shall demonstrate the ability to ensure these outputs conform to the applicable Section 508 standards (including WCAG 2.0 Level A and AA Success Criteria). The Contractor shall demonstrate conformance by conducting testing and reporting test results based on representative sample outputs. For outputs produced as Microsoft Office and Adobe PDF file formats, the Contractor shall use the test methods published under “Accessibility Tests for Documents”, which are published at https://www.dhs.gov/compliance-test-processes.

For outputs produced as web based electronic content, the Contractor shall use the DHS Trusted Tester for Web Methodology Version 5.0, or successor versions. This methodology is published at https://www.dhs.gov/trusted-tester

• When developing or modifying software functions of ICT, the Contractor shall demonstrate conformance to the applicable Section 508 standards (including the requirements in Chapter 5 and WCAG 2.0 Level A and AA Success Criteria). When the requirements in Chapter 5 do not address one or more software functions, the Contractor shall demonstrate conformance to the Functional Performance Criteria specified in Chapter 3. The Contractor shall use a test process capable of validating conformance to all applicable Section 508 standards for software functionality delivered pursuant to this contract. The Contractor may utilize the DHS Trusted Tester Methodology for Web and Software Version 4.0 as a component of the overall test process used. This version of the test process provides partial test coverage of the Section 508 standards that apply to software. If the Contractor uses this test process, the Contractor shall address the test coverage gaps through additional test procedures. Information on the DHS Trusted Tester Methodology for Web and Software Version 4.0, including coverage against the applicable Section 508 standards for software as well as gaps that need to be addressed through other test methods, related test tools, and training is published at https://www.dhs.gov/trusted-tester.

• Contractor personnel shall possess the knowledge, skills and abilities necessary to address the accessibility requirements in this work statement.

7.6. Section 508 Deliverables

1. Section 508 Test Plans: When developing or modifying ICT pursuant to this contract, the Contractor shall provide a detailed Section 508 Conformance Test Plan. The Test Plan shall describe the scope of components that will be tested, an explanation of the test process that will be used, when testing will be conducted during the project development life cycle, who will conduct the testing, how test results will be reported, and any key assumptions.

2. Section 508 Test Results: When developing or modifying ICT pursuant to this contract, the

Contractor shall provide test results in accordance with the Section 508 Requirements for Technology Services provided in this solicitation.

3. Section 508 Accessibility Conformance Reports: For each ICT item offered through this contract (including commercially available products, and solutions consisting of ICT that are developed or modified pursuant to this contract), the Offeror shall provide an Accessibility Conformance Report (ACR) to document conformance claims against the applicable Section 508 standards. The ACR shall be based on the Voluntary Product Accessibility Template Version 2.0 508 (or successor versions). The template can be found at https://www.itic.org/policy/accessibility/vpat. Each ACR shall be completed by following all of the instructions provided in the template, including an explanation of the validation method used as a basis for the conformance claims in the report.

4. Other Section 508 Documentation: The following documentation shall be provided upon request for ICT items offered through this contract:

• Documentation of features provided to help achieve accessibility and usability for people with disabilities.

• Documentation on how to configure and install the ICT Item to support accessibility.

• Documentation of core functions that cannot be accessed by persons with disabilities.

• Documentation of remediation plans to address non-conformance to the Section 508 standards

8. Incremental and Final Testing

8.1. Government testing prior to acceptance will be performed to verify:

8.1.1. Operating System Compatibility

8.1.2. Capability of exporting pricing data in the export format listed in Attachment B.

8.1.3.Capability of printing pricing data in the export format listed in Attachment B.

8.1.4.Capability of importing the file into the NEMIS system

8.2. Final acceptance of the deliverables will be in written format and sent to the Contractor’s designated point of contact.

9. Performance Measurement

9.1. Quality Management Plan - The Contractor shall establish, document, implement and maintain a quality control and assurance system.

9.1.1. Quality Control Plan - The Contractor shall provide a written quality control plan that includes:

9.1.1..1. Describes a quality-monitoring plan that will provide FEMA evidence that a continual quality verification program is in place.

9.1.1..2. Identifies the processes needed for the quality management system; its’ components, and application.

9.1.1..3. The criteria and methods needed to ensure that both the operation and control of the verification process is effective.

9.1.1..4. Ensures the availability of resources and information necessary to support the operation and monitoring of the verification process.

9.1.2. Pricing Validation Audits - Periodically, FEMA will conduct research on specific line items to verify the pricing provided to FEMA by the Contractor is consistent with the FEMA Housing Repair model. The results will be supplied to the Contractor to allow the Contractor to explain, dispute, or correct any pricing discrepancies. Verified errors shall be remedied by the Contractor and a corrected data file uploaded to the FTP site within 72 hours of Contractor acknowledgement at no additional cost.

10. Property and Intellectual Rights - The data and quarterly updates shall have unlimited use by the Government through the contract duration and shall become Government owned property thereafter. The executable file and the quarterly updates of the pricing data will be loaded on an unlimited number of FEMA computers at any time.

11. Place of Performance - The primary work location will be the Contractor’s place of business.

12. Government-furnished Property - There is no requirement to provide Government Furnished Property and is not applicable to this contract.

13. Period of Performance - The period of performance will be five (5) years, which consists of one Base Period (12 months) and four (4) Option Periods (12 months each).